GP2018 R2 New

Contents
Welcome to Dynamics GP
What's new
Introduction
What’s new in Dynamics GP in October 2019
What's new in Dynamics GP 2018 R2
What's new in Dynamics GP 2018
What's new in Dynamics GP 2016 R2
Installation and administration
Support for Microsoft Dynamics GP
Preparation
Installation checklist
System requirements
Network configuration
SQL Server configuration
Account framework
Installation
Install Dynamics GP on the first computer
Installing Dynamics GP on subsequent computers
Using Microsoft Dynamics Utilities
Installing additional components
Additional clients
Creating an installation package
Creating a company
After installing
Professional Service Tools Library
Security Planning
System Setup
System Administration Guide
Web components
Introduction
Installation overview
Deployment configurations
Environment configuration
Security groups and user accounts
Importing a Self-signed Security Certificate
Register application for organizational accounts
Web server preparation
Prerequisite software
Web sites
Security certificates and SSL
Web components installation
Single machine installation
Scale out installation
Connecting to the web client
Working with the web client
Web client administration
Managing web client sessions
Logging
Repairing the web client
GP Web Resource Cache
Troubleshooting
Web Client Operation
Web client upgrade
Single machine upgrade
Scale out upgrade
Glossary
Tenant Services
Tenant Services Basics
Tenant Services Installation
Tenant Services Configuration and Administration
Tenant Services Multitenant Applications
Upgrade
Introduction
Preparation
Upgrade Checklist
System requirements
Data preparation
System preparation
Installation
Additional features and components upgrade
Installation package
Install Dynamics GP on subsequent computers
Module upgrades from Dynamics GP 2013
After you upgrade
Company data conversion
Financials
Analytical Accounting
Part 1: Setup
Part 2: Transactions
Part 3: Routines, Inquiries and Reports
Glossary
Bank Reconciliation
Multicurrency Management
Cash Flow Mananagement
Inter Company Processing
Payment Document Management
Receivables Management
Part 1: Setup and cards
Part 2: Transaction entry
Part 3: Transaction activity
Part 4: Inquiries and reports
Part 5: Utilities and routines
Payables Management
General Ledger
Fixed Asset Management
VAT in the British Version of Microsoft Dynamics GP
Glossary
Distribution
Field Service Returns Management
Manufacturing Setup
Purchase Order Enhancements
Concur Expense
Purchase Order Processing
Part 2: Purchase orders
Part 3: Receipts
Part 4: Purchase order returns
Part 6: Utilities
Sales Order Processing
Sales Order Processing Part 1: Setup
Sales Order Processing Part 2: Transaction entry
Sales Order Processing Part 3: Allocation, Fulfillment, and Purchasing
Sales Order Processing Part 4: Transaction activity
Sales Order Processing Part 5: Inquiries and reports
Sales Order Processing Part 6: Utilities
Invoicing
Project Accounting Administration
Project Accounting Cost Management
Inventory Control in Dynamics GP - Parts 1-3
Inventory Control in Dynamics GP - Parts 4-6
Glossary
Payroll
Advanced Payroll
Advanced Human Resource
Canadian Year-End
Payroll Connect
U.S. Payroll
Payroll Extensions
U.S. Year-End
W-2 Source
Payroll Tax
PTO Manager
Welcome to Dynamics GP!
2 minutes to read • Edit Online
Dynamics GP is a business management solution for small and mid-sized organizations that automates and
streamlines business processes and helps you manage your business. Dynamics GP has a long history, and you
can find information about functionality on the installation media for your version of Dynamics GP and on the
Dynamics GP Support and Services Blog. We have started moving some of the existing content to the
Docs.microsoft.com site, and we will be adding more content here at the new location in the future.
The PDF files that you may have seen for earlier versions of Dynamics GP contains symbols to indicate notes, tips,
and warnings, for example. Here on the Docs.microsoft.com site, such visual alerts are provided in other ways. So if
you're looking for a lightbulb, then this is now a note, and warning triangles are replaced by warnings.
Additional resources
A number of resources are available to help in addition to this library.
Blog
Go to our Dynamics GP Support and Services blog and learn more about recent updates and tips and tricks.
Resource Page
The following page shows a list of resources that can help you find the information that you need:
https://mbs.microsoft.com/customersource/northamerica/GP/learning/documentation/system-
requirements/dynamicsgpresource
The page will be updated going forward as new links become available, while some of the target pages will be
added to the Docs.microsoft.com site.
Knowledge Base
Available at https://mbs.microsoft.com/customersource/, the knowledge base provides you with instant access to
the same database our support engineers use. You can find answers to common questions, along with technical
tips and performance recommendations.
eSupport
Available at https://mbs.microsoft.com/support, you can find different ways to get support, including requests that
can be handled with e-mail. On average, the response time is nearly twice as fast as telephone support. That’s a big
benefit during the critical year-end season.
Community
Available at https://community.dynamics.com/gp/, the Dynamics GP community is where you can start a year-end
discussion with other members of the Microsoft customer community, for example. This database provides you
with the opportunity to exchange information with other customers, which is perfect for providing tips and
answers to year-end questions.
Dynamics GP support team
We have specialized support teams focused on providing service and support to Dynamics GP customers. If you
have questions, dial toll free 888-GPS -SUPP (888-477-7877). Enter your 10-digit authorization code.
Send us your suggestions
We welcome comments regarding the usefulness of the Dynamics GP. If you have specific suggestions or
encounter problems, let us know on the Product Idea for Microsoft Dynamics site. By offering any suggestions to
Microsoft, you give Microsoft full permission to use them freely.
An email address was available in previous versions to provide an option for contacting us about the
documentation. Both adocs@microsoft.com and bizdoc@microsoft.com have been decommissioned.
Contributions to the Dynamics GP content
We welcome contributions to the Dynamics GP content. You can find the source files in GitHub at
https://github.com/MicrosoftDocs/msftdynamicsgpdocs/, and the ReadMe.md file in the root of the repo contains
tips and tricks for working with the content. If you want to add a new article, then the repo contains a template.md
file that can help you get started.
See Also
Microsoft Dynamics GP Developer Documentation
What's New Overview
The What’s New section is your guide to enhancements in Dynamics GP. We add tax updates as required and
other enhancements based on feedback we receive from customers, as well as on market research. Your
willingness to help us build better products makes this a more complete solution for small and medium-sized
businesses, putting you in a better position to manage your organization successfully.
Some enhancements described in this documentation are optional and can be purchased through your Microsoft
partner. If you currently have a license for one of these modules and have an active enhancement program, you
automatically will receive the enhancements contained in that module.
See also
Software Lifecycle Policy for Microsoft Dynamics GP
Upgrade introduction
What’s New in Dynamics GP in October 2019
This page lists enhancements to Dynamics GP in the October 2019 release. The Dynamics GP October 2019
release enhances specific areas of the product.
Financial enhancements
A number of updates have been made to the finance area in Dynamics GP.
Long description for payables transaction entries
There is a new option in Payables Setup for very long descriptions up to 200 characters.
The long description displays on the following pages:
Transaction Entry
Payables Transaction Entry Zoom
PM Transaction Inquiry
The long description prints on the following checks in Payables Check Entry (single invoice):
Check With Stub on Top
Check With Stub on Bottom
Check With Stub on Top and Bottom-Text
Check With Stub on Top and Bottom-Graphical
Check With Two Stub on Top
User-Defined Check1
User-Defined Check2
The long description prints on the following document in Payables Transaction Entry:
PM Blank Document
The long description dDoes not post to the general ledger.

Expand the view of fiscal periods
The window display length of the fiscal periods window is extended to give you an expanded view of the fiscal
periods.
Show user who posted for Journal Entry Inquiry
The Journal Entry Inquiry window now has a new field that shows the user who posted the entry.
The User Who Posted field shows for both open entries and historical entries.
Add Class ID to Fixed Assets Transfer
The Class ID is now added to the scrolling window.
If you change the class ID, the assigned GL accounts will default and can be edited. The class ID is shown in the
Fixed Assets Transfer and Fixed Assets Mass Transfer windows.
Document Attach available in Bank Reconciliation
You can now attach documents in the following windows:
Bank Deposit Entry
Bank Transaction Entry
Bank Deposit Entry Zoom
Bank Transaction Entry Zoom
Visual Cue for EFT Vendor on Edit Payment Batch

In Edit Payment Batch window, there is displayed a visual cue to identify vendors that are set up to receive EFT
payments.
Show Check Number in Apply Sales Document window
In the Apply Sales Document window, you can now see the check or card number that was entered on the
payment at the time of entry.
Payroll option to not include additional withholding

In the Build Payroll Checks window, you can now specify if the check must include additional federal, state, or
local taxes. The fields are selected by default to retain existing functionality.
The additional withholding settings are saved with the Default ID.
Payables Integration to Payroll Enhancement
You can specify a remittance address ID for vendors for use when creating the invoice from Payroll.
A new Payroll Integration to Payables Edit List report is now available from Posting Setup.
Deduction/Benefit Quick Assignment functionality
You can bulk-assign codes to one or more employees for the following codes:
Deduction Code (Payroll)
Benefit Code (Payroll)
Miscellaneous Benefit (HR )
Retirement Benefit (HR )
Life Insurance (HR )
Health Insurance (HR )
Go to the Quick Code Assignment window from the Deduction Setup window, and then mark all or unmark all
or individually mark the employee(s) you want to assign the code to.
Exclude inactive records for HR benefit and Deduction lookups
You can switch between viewing all benefits and filtering out inactive benefits in the following windows:
Miscellaneous Benefit Setup / Miscellaneous Benefits Enrollment
Health Insurance Setup / Health Insurance Enrollment
Life Insurance Setup / Life Insurance Enrollment
Retirement Plan Setup / Retirement Plans Enrollment
You can also save the current view as the default view.
Employment history reason for change for all dates
The Reason field now captures the reason for the change to an employee's information when the hire date,
adjusted hire date, or last day worked fields are entered or edited in the Employee Maintenance window. The
same applies when the HR status is updated on the Employee HR Maintenance window that modifies those dates.
The reasons and dates are then saved to the employment history for the employee.
Payroll Reprint pay statements by audit code

You can now reprint pay statements for an entire check run. In the Reprint Journals window, choose Reprint Pay
Stub, specify the Audit Trail Code, and this will print a duplicate pay stub report for all employees included.
Workflow enhancements
A number of updates have been made to the workflow area in Dynamics GP.
User Security Workflow
You can now set up a workflow for editing or adding user security.
User Workflow
You can now set up a workflow for editing or adding users.
Security Roles Workflow
You can now set up a workflow for modifying security roles.
Security Tasks Workflow

You can now set up a workflow for modifying security tasks.
Export and import workflows
You can now export a workflow to a .json file. Then you can copy that to another workflow, or another company.
When you import an exported workflow from a .json file, you must specify the name of the new workflow. To
import a workflow, the workflow type must match.
After import, set up workflow approvers and message options.
Change approver for active workflow tasks
In the new Edit Workflow Approver window, the manager of that workflow can modify who a task is assigned to.
Workflow managers can delegate workflow tasks, and the sa account can delegate workflow tasks.
Vendor approval enhancements
The vendor approval workflow has changed for you to submit to workflow if the vendor hold status is changed, or
when the document attach status is updated for the vendor.
System enhancements
A number of updates have been made to Dynamics GP across the product areas.
Compatibility with SQL Server 2019, Windows Server 2019, and Office 2019
This version of Dynamics GP is compatible with SQL Server 2019, Windows Server 2019, and Office 2019.
Date options in SmartLists
With these new search options, users do not need to change dates in search criteria.
The Dynamics GP system date is set to November 11, 2019
Prior Month – all values from October 1-31
Prior Period – all values from 1st day of the previous period to last day based on period setup
Next Month – all values from December 1-December 31
Next Period – all values from 1st day of the next period to the last day based on period setup
Sort companies in User Access Setup
In the User Access Setup window, you can change the sort order of the companies that the user can access by
company name or company ID.
Type to search and find a company by name.

Filter inactive users in User Access Setup
Specify if you want to include inactive users in the User Access Setup window.
More than 32 report options in Report Group

You can add more than 32 report options to a report group.
Top feature requests

Copy Report Option
You can now copy report options from another report to the current report, make changes, and save changes. This
is a fast way to set standard values for different reports.
Filter Item Stock Inquiry by Date
You can set date filters in the Item Stock Inquiry window to restrict the view. Choose Redisplay to filter data
based on the From and To dates.
Exclude Inactive Items on Item Price List

You can now specify if you want to exclude inactive items from the Item Price list.
Minimize transaction when Go To is selected for PO that exists
The transactions window is minimized when you choose Go To for a PO when you receive a warning that a PO
exists for that vendor.
The purchasing transactions navigation list displays on top, and the Payables Transaction Entry remains open
with the transaction entered.
Return to the transaction entry to post or delete the transaction.
Save setting for how to show new POs
You can now specify what happens when a new PO is created. You can show the message that new purchase
orders have been created so the user can open the Purchase Order list, you can not show the message and just
open the Purchase Order list, or you can not show the message and not display the Purchase Order list.
Inactive field added to Item SmartList
A new field, Inactive, is added to the default Item SmartList. You can add it as an available column to other
SmartLists that are based on the Item list.
Show the User ID in the Item master table

Write the User ID to the item record when added or updated. You can add the field as a column in Item SmartList
query.
Paste from Excel in Web Client
You can now insert rows from Excel into the General Journal using the Dynamics GP web client.
See also
System requirements
Upgrade introduction
Dynamics GP community on https://community.dynamics.com
Dynamics GP User Group
What’s New in Dynamics GP 2018 R2
This chapter lists enhancements to Dynamics GP for the Dynamics GP 2018 R2 release. The Dynamics GP 2018
R2 release enhances specific areas of the product.
A number of updates have been made to the finance area in Dynamics GP.
Monthly recurring batches
With the release of Dynamics GP 2018 R2, users can specify if a monthly or bi-monthly recurring batch must end
on the last day of the month in Payables, Receivables, and Inventory Management. When marked, it will
automatically set the posting date to the last day of the month. So, if the batch is posted the next posting date
would be set to May 31. This is great because before (and without the box checked) it would default the posting
date to May 30.
Three windows have been changed to accommodate the new monthly and bi-monthly recurring batch
functionality:
Receivables Batch Entry
Payables Batch Entry
Inventory Batch Entry
A new field, Use last day of the month has been added underneath the Frequency field in all three windows.
The Use last day of the month option is available only when the Frequency field has been set to Monthly or
Bi-Monthly. When the Use last day of the month option is marked for a monthly recurring batch, the Posting
Date will be the last day of each month (EOM ). When the Use last day of the month option is marked for a bi-
monthly recurring batch, the Posting Date will be the last day of every other month (EOM ).
To open these windows, on the Microsoft Dynamics GP menu, point to Transactions, choose the relevant area, and
then click Batches. For Receivables choose Receivables Batches.
NOTE
In earlier versions of Dynamics GP, the next posting date associated with a monthly batch frequency defaulted to 30 days
from the previous posting date. Similarly, the next posting date associated with a bi-monthly batch frequency defaults to 60
days from the previous posting date.
IMPORTANT
The first time a user enters transactions associated with a batch marked to Use the last day of the month, the Document
Date field for those transactions will default to the value of the GP User Date (shown in the lower left hand corner of
Dynamics GP). As such, if users want the document date to match the posting date, they must update the Document Date
field accordingly in the Transaction Entry window. For every recurrence after the first posting, Dynamics GP will
automatically update the transaction document dates to match the posting date that is associated with the recurring batch.
Exclude items on the HITB report with zero quantity or value

Additional options are added to the Historical Inventory Trial Balance report so that you can exclude items with
zero quantity or zero value.
To select these options in the Inventory Activity Reporting Options window, go to the Reports menu, point to
Inventory, choose Activity, and the choose the New or Modify button. In this window, you will see two new
options which can be selected individually or both at the same time as described in the following table:
OPTION DESCRIPTION
Items With Zero Quantity Selecting this option will include inventory items on the
Historical Inventory Trial Balance even if they have 0 quantity.
If this option is not marked, then inventory items that do not
have quantity will not be printed on the report.
OPTION DESCRIPTION
Items With Zero Value Selecting this option will include inventory items on the
Historical Inventory Trial Balance even if they have 0 value. If
this option is not marked, then inventory items that do not
have value will not be printed on the report.
NOTE
Item with 0 quantity and 0 value that do not have any transaction history in the SEE30303 (Inventory Transaction History
Detail) table will not be included on the report regardless of selection.
Transaction level post through G/L

Users can now post through the general ledger at the transaction level in several windows. A new option has been
added to Posting Setup to allow transactions to post through the general ledger if marked to post through.
Duplicate check numbers

You can now prevent or enable the use of duplicate check numbers for more than just Payables Checks by setting
or clearing the Duplicate Check Numbers field in the Checkbook Maintenance window. If the field is cleared,
then Dynamics GP will prevent users from using a duplicate check number in the Bank Transaction Entry,
Miscellaneous Checks, and Payroll Manual Check-Adjustment Entry windows.
If the check number has already been used, the user will receive the following error: "This check number has been
used". The user will have to enter an unused check number to successfully post the transaction.
Don't display inactive checkbooks in lookup
Users can choose to exclude inactive checkbooks in the Checkbooks Lookup window with this new feature in
Dynamics GP 2018 R2. We are simplifying the default checkbook on batches and making the lookup easier with an
option to not see inactive checkbooks.
The new action is added as a view in the Checkbooks Lookup window. To exclude inactive checkbook IDs,choose
the black drop-down arrow next to View, and then choose Exclude Inactive Checkbooks. To save as the default
view, simply choose Set as Default View in the same list. The Checkbooks Lookup window can be accessed
from any window in Dynamics GP that has a Checkbook ID field with a magnifying glass next to it.
The Default View field in the ASIEXP99 table (DYNAMICS database) will be set to 2 when Exclude Inactive
Checkbooks is the default view. There are no changes to table structure with this new functionality.
Bulk update master records as inactive from navigation lists
In Dynamics GP 2018 R2, users can inactivate and reactivate master records for accounts, checkbooks, customers,
sales people, vendors, employees, and items from Navigation Lists. Additionally, users can inactivate one employee
at a time from navigation lists.
The Inactivate option becomes available when the user has selected one or more master records on the
navigation list. The Reactivate option becomes available when the user has selected one or more inactive master
records on the navigation list. If a master record is marked as inactive, a visual indicator shows to the right of the
Select checkbox on the navigation list to indicate that the record is inactive.
For each of the different types of master records, Dynamics GP checks that the record meets the relevant criteria to
be marked as inactive. The Inactivate option follows existing rules and logic in Dynamics GP for each master
record type. Users will be notified if the change succeeded or failed through the yellow status bar at the top of the
list. If the record could not be marked as inactive or reactivated, users can print a Status Message Detail report to
get more information around why the change failed.
Options with the names Inactivate and Reactivate have been added to the Modify section of the Accounts
Navigation List, Checkbooks Navigation List, Customers Navigation List, Salespeople Navigation List,
Vendors Navigation List, Items Navigation List, and Employees Navigation List windows.
Additionally, vendors can be marked as Temporary in the Vendors Navigation List window and a different
visual indicator shows to the right of the Select checkbox.
NOTE
Employees must be inactivated/reactivated one at a time. If more than one Employee ID is selected, the Inactivate and
Reactivate options are grayed out. When a user clicks the Inactivate or Reactivate option, the Employee Maintenance
window will automatically open.
Purchasing enhancements
A number of updates have been made to the purchasing area in Dynamics GP.
Checkbook ID defaults on computer check batch
The Checkbook ID defaults in when you create a check batch in the Select Payments window, Edit Payment
Batch window and Batch Entry window when computer check is the origin. Set up the default in the Payables
Management Setup window.
Allow partial purchase on a purchase requisition from a purchase order

When you create a purchase order, you can now enter a quantity that is less than the total quantity requested. This
is also possible if you create a purchase order from one or more requisitions.
When you create a purchase order from one or more purchase requisitions, you now have the option to purchase a
quantity less than what was initially requested in the Purchase Order Preview window. The remaining quantity
on the requisition will then be canceled.
For example, if you have a quantity of 70 of the item 128 SDRAM on a requisition, but you only want to purchase
35 items, you can now adjust that quantity in the Purchase Order Preview window. When you adjust the Qty To
Purchase field to 35, you receive a warning that the remaining quantity ordered will be canceled. When the
purchase order is generated, the purchase requisition will move to history if all lines on the requisition have been
fully or partially ordered with the remaining quantity on the partially ordered lines canceled.
If you drill back on the transaction in the Purchase Requisition Inquiry zoom, there will be a red icon as a visual
indicator to show that the quantity was only partially ordered.
NOTE
Historic purchase requisitions will have a status of Partially Purchased to reflect that part of the original quantity on the
requisition was canceled during the purchase process. By clicking on the link button next to Quantity Ordered, you can see
the partial quantity that is on the purchase order and the quantity not purchased what was canceled.
Add vendor document number to Purchasing All-in-One View

The vendor's document number now shows in the Purchasing All-in-One Document View. With the release of
Microsoft Dynamics GP 2018 R2, users can now view the Applied-To Document Number that is associated with
payments, credit memos, and returns in the Purchasing All-In-One View window. The all-in-one view is great for
viewing related documents but most times the vendor document number is the one known, not the document
number. Therefore, it has been added in the payments and credit documents columns for easy reference.
To open the Purchasing All-In-One View window, in the Dynamics GP menu, point to Inquiry, choose
Purchasing, and choose Purchasing All-In-One View. To view the document number of an invoice, finance
charge, or miscellaneous change, simply click the black arrow in the lower right-hand corner of the payment,
return, or credit memo to expand the view.
Send a purchase order using another template
A new option to send a purchase order as an email using the format "Other format" has been added to the
Purchase Order Entry and Purchase Order Inquiry Zoom windows. this means that users can choose if they
want to email the Blank Paper or the Other form. This can be useful if you are using different purchase order
formats depending on the type of vendor that the purchase order is being emailed to.
After selecting a purchase order format, you can click the Send button at the bottom of the window. The vendor's
email address and the message ID entered on the purchase order transaction will be used and the email will be
sent in the format selected.
NOTE
Email functionality is dependent on Word Templates being enabled and properly configured in your company.
Warning when the vendor is on hold

If you are entering a payables transaction for a vendor that is marked as on hold, you now get a visual indicator.
This is similar to the customer hold status that was implemented in an earlier version of Dynamics GP.
Additionally, Dynamics GP throws a warning message when a user attempts to enter a transaction when the
vendor is on hold.
You can see the vendor hold status in the following pages:
Vendor Inquiry
Transactions by Vendor
Purchasing All-in-One Viewer
In these windows, a red dot now displays next to the vendor name or ID if the vendor is on hold.
Sales enhancements
A number of updates have been made to the sales area in Dynamics GP.
Retain Ship-To -Address Name with Customer Modifier
In Dynamics GP 2018 R2, the Ship-To-Address Name value is retained when a customer is modified with the
Customer Combiner and Modifier Utility. To open the Customer Combiner and Modifier Utility, in the
Dynamics GP menu,choose Tools, point to Utilities, choose Sales, and then choose Customer Combiner and
Modifier.
The Ship-To-Address Name field is shown in the Customer Address Maintenance window. To open the
Customer Address Maintenance window, in the Dynamics GP menu, choose Cards, point to Sales, and then
choose Addresses.
New SmartList for deposits associated with unposted sales transactions
In Dynamics GP 2018 R2, users can easily view deposit amounts associated with unposted sales invoices and
orders through the new Deposits on Unposted Sales Transactions SmartList. This SmartList is a new option
under Sales Transactions so you can quickly see customers that have put a deposit on a sales transaction, but the
sales transaction hasn't been posted. No more searching through the sales records to see the deposits, now you
have a new SmartList to view the details. This new default SmartList is filtered to look at Sales Order WORK
transactions (SOP10100) with a Deposit Received amount (DEPRECVD field) greater than zero.
Additional sort options in Sales Order Processing Item Inquiry
In the Sales Order Processing Item Inquiry window, a new field with sort options has been added to the
window so that you can change the display within the scrolling window. The sort options include Item Number,
Document Number, Document Type, Document Date, and Customer ID. Item Number will be the default sort
when the window is opened.
Sales Order Transaction Navigation List-Print Document option for Functional or Originating Currency
With Dynamics GP 2018 R2, there is a new option when printing documents from the Sales Order Transactions
Navigation List window that allows you to choose if you want to print the document in the Originating or
Functional currency. In the Currency to Print field, a new option for Functional lets you print the invoice in the
company's currency. The default currency is still Originating but now you have the option to print in Functional
currency from the navigation list. After you mark a document or documents on the Sales Order Transactions
Navigation List window, you can select the Print Documents action dropdown on the Action Pane. In this
window you will see a new option labeled Currency To Print.
Print and email sales documents at the same time
We have added the ability to both print and email sales documents at the same time in three areas. This feature will
be useful in allowing you to print and email sales invoices all in one process. Previously you would have been
required to print the document or range of documents, and then once that process was completed, you would have
to go back into the window, mark the documents again and email the documents.
NOTE
In the Sales Document Print Options and Print Sales Document windows, new fields specify if you want to
print or email the document. In the Sales Order Transactions Navigation List window, when you choose the
action to send a transaction in email, you can now choose to print a copy.
Email customer statements
In the Customer Maintenance window, you can now email statements with the click of a button. A new email
button can be found on the Menu bar of the Customer Maintenance window.
When you click the email button, Dynamics GP will email a customer statement to the customer that you have
selected in the window. The settings from your 'BLANK FORM' statement ID will be used for this functionality. If a
Statement ID of 'BLANK FORM' does not already exist in your company, then Dynamics GP will create a new
Statement ID with the name 'BLANK FORM' with the following settings:
FIELD VALUE
Date to Print End of Month
Form On Blank Paper Print
For All Options Marked
NOTE
Human resources & payroll enhancements

A number of updates have been made to the HR and payroll areas in Dynamics GP.
Payroll check register FICA totals
The report has employee and employer FICA amounts and a total for both. The following FICA totals have been
added to the Payroll Check Register report: FICA Medicare = Employee FICA Medicare total + Employer FICA
Medicare total FICA Social Security = Employee Social Security total + Employer Social Security total
In earlier versions of Dynamics GP, the Employee Medicare and Employer Medicare values were totaled
separately. Additionally, the Employee Social Security and Employer Social Security values were totaled
separately.
Changes to Payroll Check Register Report
Two new calculated fields added to the Payroll Check Register report to accommodate the ability to view these
totals: FICA Med Total Owed, FICA Soc Total Owed. The Payroll Check Register report can be printed after
checks are 'calculated' (pre-posting report), and/or during the Payroll Computer Check posting process.
NOTE
If you are printing a modified version of this report, you may not see the new fields, you will need to set your security back to
the original report to see this new feature.
Start and end dates for pay codes

With the release of Dynamics GP 2018 R2, users can assign a start date and/or an end date to pay codes in the
Employee Maintenance window. This functionality is similar to the start/end dates that are already used for
benefits and deductions in the Payroll module. This new feature will allow users to setup new pay codes without
having to worry about when to start using them, or when to inactivate those they no longer wish to use. This will
be very useful to you when you are activating a new hire and terminating an existing salary employee.
NOTE
In earlier versions of Dynamics GP, it was not possible to restrict whether a pay code is included in a pay run via start and/or
end dates. Instead, users would generally 'inactivate' a pay code (most often a salary type pay code) to ensure it's not
included in a pay run.
The Start Date and End Date fields are not required in the Employee Pay Code Maintenance window. The
following table describes the effect of the settings of these fields:
SETTINGS EFFECT
Both the Start Date and End Date fields are empty There are no date restrictions for the pay code, and Dynamics
GP will treat the pay code as it did in earlier versions.
Start Date is set Dynamics GP will check if the Start Date field in the
Employee Pay Code Maintenance window falls on or after
the date in the Pay Period From Date field in the Build
Payroll Checks window.
End Date is set Dynamics GP will check if the End Date field in the Employee
Pay Code Maintenance window falls on or before the date in
the Pay Period To Date field in the Build Payroll Checks
window.
SETTINGS EFFECT
Both the Start Date and End Date fields are set Dynamics GP will check if the Start Date field in the
Employee Pay Code Maintenance window falls on or after
the date in the Pay Period From Date field in the Build
Payroll Checks window, and if the End Date field in the
Employee Pay Code Maintenance window falls on or before
the date in the Pay Period To Date field in the Build Payroll
Checks window.
The Payroll Transaction Entry window has been updated to accommodate the new start and end dates for pay
codes. When a user enters transactions for a pay code, and the Pay Period From and Pay Period To dates do not
fall on or between the pay code start/end dates, the pay code will not be available in the Pay Code Lookup
window. Also, Dynamics GP will generate the following error message:"The transaction is outside of the pay code
start/end date" when either the user manually enters the pay code in the Code field, or the user edits an existing
transaction, and the pay code start/end dates do not fall on or between the pay code start/end dates.
The Payroll Build Checks window has been updated to accommodate the new start and end dates for pay codes.
Dynamics GP compares the pay code start and end dates from the Employee Pay Code Maintenance window
to the pay period from/to dates in the Build Payroll Checks window to determine whether pay code transactions
should be included in the pay run. For automatic pay types, when the start/end dates in the Employee Pay Code
Maintenance window do not fall on or between the pay period from/to dates in the Build Payroll Checks
window, Dynamics GP will not include the pay code for that specific employee in the pay run. For pay codes
entered as transactions as part of a batch, when a pay code transaction in a batch has a start/end date in the
Employee Pay Code Maintenance window that does not fall on or between the pay period from/to dates in the
Build Payroll Checks window, Dynamics GP will throw the following warning on the Build Checks report: "The
transaction is outside of the pay code start/end date". The transaction for that pay code/employee will not be
included in the rest of the pay run.
The batch will remain available after the pay run has been posted. The pay code transactions not included in the
pay run will remain in the batch until they are successfully posted.
Shared maximums for benefits and deductions
It is now possible to assign a shared calendar year maximum for groups of benefits and/or groups of deductions.
This will be a huge benefit to your organization for employees who may contribute to two 401K plans.
A new window has been added to accommodate the new deduction and benefit shared maximum functionality, the
Ded/Ben Shared Limit window.
NOTE
When a deduction/benefit group code is saved in the Ded/Ben Shared Limit Setup window, the shared yearly maximum will
be applied to all employees who are assigned to those deductions. Each deduction or benefit can be assigned to one group
code.
All deductions/benefits under the selected column will be subject to the shared calendar year maximum.
If an employee is assigned only one or some of the deductions/benefits under the selected column, they will still be subject to
the shared calendar year maximum assigned in the Ded/Ben Shared Limit Setup window.
All deductions included in the pay run will show on the Build Checks report, which hasn't changed.
Also, when the pay run is run as Calculated, and the Calendar Year Maximum has been met for a group of
deductions during the pay run,Dynamics GP will try to take the full deduction amount(s) for all TSA deductions
first (those deductions with more TSA's get priority). Next, Dynamics GP will try to take the full deduction
amount(s) for sequenced deductions. Finally, Dynamics GP will try to take the full deduction amount(s) for non-
sequenced/non-TSA deductions (alphanumerically).
When the pay run is run as Calculated, and the Calendar Year Maximum has been met for a group of benefits
during the pay run, Dynamics GP will first try to take the full benefit amount for taxable benefits alphanumerically,
and then try to take the full benefit amount for non-taxable benefits alphanumerically.
Workflow
Dynamics GP 2018 R2 includes a new Sales Transaction Approval workflow where you can create approvals
based on several conditions such as whether a customer credit limit is exceeded on the transaction or not. Not only
can you set workflow approval on customer credit limits, but you can set workflow approvals on all transaction
types in Sales Transaction Entry. We added a new email message to work with sales transactions, just like the other
workflow types. Workflow history is displayed in inquiry windows too.
The default WF ASSIGN SOP APPROVAL* email message for the Sales Transaction Approval workflow will
have the option to add many customer and transaction related fields, such as the customer credit limit information
so that you can write in the email if the customer credit limit has been exceeded. This way there is high visibility for
the approver when they receive the E -Mail notification to approve the transaction. The wording and fields on the
email Message ID can also be customized to your preference.
The workflow history for the Sales Transactions Approval workflow is also displayed on inquiry windows and
navigation lists.
System enhancements
A number of general enhancements have been made in this release.
Password maximum length
In Dynamics GP 2018 R2, the maximum length for a user's password is increased to 21 characters, from the
previous 15 characters. This is very similar to other Microsoft products, example Microsoft SQL Server.
This will allow more complexity with Dynamics GP user passwords with the added characters being allowed, to add
more security to your Dynamics GP environment.
Password expiration notification
Dynamics GP 2018 R2 now provides users with a notification 7 days in advance of their login password expiring.
This allows users to proactively update their passwords before the expiration date specified in the password policy
configured by the system administrator.
Hide Business Analyzer in navigation lists for all users and all lists
System administrators can now turn off Business Analyzer for the Home Page and/or navigation lists at the system
level in the System Preferences window. These are global settings to make it easier to turn off the feature if
companies are not using Business Analyzer.
Individual users can still choose to turn on Business Analyzer using customization options to display Business
Analyzer on their Home Page or in navigation list pages. This is managed in the Customize Home Page window
and in the Show/Hide menu for navigation list pages, respectively.
SmartList Designer favorites display in navigation lists
SmartList Favorites created via SmartList Designer will now appear in the SmartList Favorites navigation lists.
Intelligent Edge - Intelligent Cloud Insights
With the release of Dynamics GP 2018 R2, you will notice a new tab on your home page: Intelligent Cloud
Insights. Essentially, you can connect your Dynamics GP to a Dynamics 365 Business Central cloud tenant that
you can synchronize data to. This enables cloud scenarios for your Dynamics GP that will then show in the
Intelligent Cloud Insights tab with insights from machine learning and other cloud scenarios.
When you upgrade to GP 2018 R2 with an existing install, the users' Home Page tab will default as usual, but you
will see a new tab called Intelligent Cloud Insights. If you do a new install of Dynamics GP 2018 R2, the Home
Page will default to the Intelligent Cloud Insights tab.
For more information, see Frequently Asked Questions about Connecting to the Intelligent Cloud in the docs for
Dynamics 365 Business Central.
What’s New in Dynamics GP 2018
This chapter lists enhancements to Dynamics GP for the GP 2018 release. The Dynamics GP 2018 release
enhances specific areas of the product, while also expanding existing functionality, notably in the document
attachment and workflow areas. The user experience has also been enhanced to make finding the information you
use to make business decisions faster and easier.
Platform and system-wide enhancements

Login remembered when working in System Manager
Now you’ll only need to enter the system password once during an active session when working in multiple system
windows. Previously, users were prompted to log in multiple times when accessing different system windows.
Comprehensive document attachment
This release broadens the availability of the document attachment capability to additional master record windows,
inquiries and transaction entry windows. The option to attach new documents in Inquiry windows is also included.
Document attachment is available from the ribbon in additional transaction entry windows, as shown in the
following illustration.
In some master record windows, documents are attached using a button next to the record ID fields, as shown in
the following illustration.
Similar buttons have been added to additional master record windows.
Document attachment has been added to the following windows for GP 2018.
TRANSACTION ENTRY WINDOWS
General Ledger Transaction Entry
Receivables Transaction Entry
Asset General Information (FA)
INQUIRY WINDOWS
Employee Inquiry
I-9 Form
Customer Inquiry
Vendor Inquiry
Project Inquiry
PA Project Inquiry
Workflow 4.0
The capabilities of workflow have been extended in the GP 2018. In addition to new workflows, including general
ledger account approvals and purchase order invoice approval, you can copy a step within a workflow, and send
reminder email messages from workflow.
Reminder emails
This enhancement lets you set a reminder time period on the workflow that’s used to notify users if they haven’t
reacted to their assigned workflow task within the specified time frame.
Copy workflow step
This enhancement adds efficiency to the process of setting up workflows by enabling you to copy steps within a
workflow, renaming the step and including substeps to a workflow.
Reporting for workflow
A new workflow history report has been added for GP 2018. The report can be filtered by workflow type, workflow
approvers, workflow status, and by the approval date. The option to include workflow comments on the report is
also available.
Additional fields are available for Payables transaction workflow
Additional fields have been added to the Payables transaction workflow. To use the new fields, mark the Extended
fields list option in the Work Maintenance window, and then select the fields you want to use in the Workflow
Condition Editor. The new fields include:
Vendor account
Comment 1
Comment 2
Vendor class ID
Payment priority
Additional messages are available for purchase order workflow
This enhancement lets you add account descriptions to workflow message that are distributed via email for
Purchase order workflows and purchase requisition workflows.
Bank used for EFT added to vendor approval workflow
Additional information is now included in the Vendor approval workflow that shows the bank that the vendor uses
for electronic funds transfers (EFT). To use the new field, mark it in the Extended fields list option in the Work
Maintenance window, and then add it to the workflow in the Workflow Condition Editor. These extended fields are
all the EFT banking fields that can be set up on the vendor for EFT information. They include the country, bank
name, bank account, and SWIFT code.
New workflows for new accounts, receipt transactions, and purchasing invoices
New workflows have been added to control the addition of general ledger accounts, purchase receipt transactions
and purchasing invoices. The workflow for general ledger accounts can be initiated from any area of the system for
any new accounts, or for any accounts that are in a workflow state, for example when an account has been edited,
but not yet approved.
User experience enhancements

A number of enhancements improve the experience of working with Dynamics GP. The following subsections
describe those enhancements.
Additional sorting options added
A number of enhancements have been added to GP 2018 that make it easier and faster to find information. The
new sorting options can be displayed in either ascending or descending order.
WINDOW NEW SORTING OPTIONS
Receivables Transaction Inquiry – Customer
Receivables Transaction Inquiry – Document By type By document number By document
amount By amount remaining Document date
Payables Transaction Inquiry – Vendor
Payables Transaction Inquiry – Document By document number By type By original
amount By unapplied amount By document
date
Bank Reconciliation window By payment amount By deposit amount
Unique passwords can be entered for individual SmartList favorites

Users now have the option to assign a unique password to SmartList favorites. The password restricts the users
who can modify the favorite to only those that know the password. In previous versions, anyone who knew the
system password could modify the favorite.
A shortcut to SmartList has been added to the web client
Now you can navigate to SmartList directly from the web client, making access to SmartList inquiries and reports
faster and easier.
Auto -complete now included in the web client
Functionality that recognizes partial entries in fields is now part of the web client, as it has been in the desktop
client.
One -click navigation to SmartList from web client
A shortcut has been added to the banner in web client windows, allowing one-click navigation to SmartList – for
those who have been granted access to SmartList. User whose permissions do not include SmartList won’t see the
shortcut.
Additional enhancements to the user experience include:
Help icons have been updated to link to online support documents.
Option to maximize the Bank reconciliation window in the web client
BI enhancements
The GP OData service has been updated to include paging and filtering, as well as adding support for OData
version 4.
Along with the enhancements that are included in GP 2018, we are pleased to announce an upcoming GP Content
pack that will be based on the GP 2018 OData service.
Financials enhancements
Print a single statement from Customer Maintenance
Now you can print a statement for a single customer, from the Customer Inquiry window for that customer. The
statement will use the statement format that’s assigned in the Receivables Setup window.
One payment per invoice set or one payment per-vendor
Now you can choose to make payments on individual invoices, or to choose a single payment per vendor. The
choice of payment options is made in the Vendor Maintenance window. The default setting is to generate a single
payment per vendor when you build payment batches using the Build Payment Batch window.
Save select payment settings
An option that allows you to save the settings used to build a payments batch has been added to the Payment
Option ID field in the Build Payment Batch window.
Copy user access across dimensions in Analytical Accounting
In the User Access to Trx Dimensions window, you can specify which users have access to dimensions and copy the
user access settings from one user and apply them another one.
Payables checks windows renamed to reflect alternate payment options
Payables Management Checks windows have been renamed to reflect the ability to payments through credit cards,
electronic funds transfers, or potentially other methods.
Distribution and supply chain enhancements

Purchase order generation list opens with newest POs
When you create purchase orders from the Purchase Orders Preview window using the Generate button, the new
purchase orders can be displayed in the purchase order transactions list. When you use the Generate button, the
PO Navigation List will automatically open with the newly generated purchase orders displayed.
PO information displayed for requisition originator
When a purchase order is created from a requisition, the PO information is displayed on the requisition list so that
the requisition originator can be aware that the items on the requisition have been ordered. The enhancement also
displays the PO Number on the Procurement role center.
Print purchase requisition
Now you can print a purchase requisition report from the Requisition Entry and from the Requisition List windows.
Display Hold status in the sales transaction entry
Now you can display a Hold status, on transactions that have that status, from the Sales Transaction Entry and
Sales Transaction Inquiry Zoom windows. An icon will display and can be selected to zoom to the sales process
Hold window.
Human Resources and Payroll enhancements

Roll down payroll setup options from setup to inactive records
Now you have an option to roll down changes to inactive employee records. The options that are included in this
feature include: changes to
Pay codes
Deductions
Benefits
Shift codes
Turn off garnishment reports in posting setup
Additional control over printing garnishment reports has been added to the Posting Setup in Payroll. You can select
whether to print garnishment detail or summary reports when you complete a pay run. The default setting is to
allow users the option to print garnishment reports when you complete a pay run.
Change the department code in all data tables
Now you can allow users to modify an existing department code and the changes will automatically update all the
tables that contain that department code, including History tables.
Restrict inactive deduction and benefit codes in lookup windows
This enhancement lets you restrict the inactive records in lookup windows on a per user basis. You can restrict both
company benefits and deductions, as well as employee benefits and deductions.
Advanced wellness and health insurance integration
This enhancement lets you track employee actions that contribute to lower insurance premiums, such as refraining
from smoking or maintaining membership in a gym or health club.
See Also
What's New
What’s new in Dynamics GP 2016 R2
The following sections describe enhancements included in Dynamics GP 2016 R2.
Business Intelligence changes

SmartList favorite protection
Greater control over changes to SmartList favorites is now available by requiring a password to modify a favorite.
When users try to modify a SmartList favorite they will be prompted to enter a password.
SmartList Designer SmartLists available in Advanced Lookups
Users can now assign SmartList Designer List favorites to Advanced Lookup windows. Favorites now can be
assigned to all lookup windows.
Support secure connection to Management Reporter service
Enable users to connect to Management Reporter (MR ) service using a more secure https:// connection.
Currently, the MR Services only supports https:// This enhancement was added in response to feedback from
customers who requested a more secure connection when rendering their financial data. This functionality became
available with Management Reporter cumulative update 16.
Power BI on Web Client Home page
Power BI reports are now available on the web client home page if Dynamics GP must be registered with Power BI
App Registration Tool or with Azure Management Portal. With this enhancement, you can make critical business
information more readily available than it was previously.
System-wide enhancements
Indicate the name of person editing a batch in the message "Batch is being edited by another user"
There is now greater visibility for showing which specific users are editing batches. If you try to edit a batch that
another user is already working with, that user’s ID appears in the message appears. Previously, the message only
indicated that ‘another user’ was editing the batch.
Distribution Line Display opens expanded
The General Ledger Transaction Entry and Journal Entry Inquiry windows will default the scrolling window
expanded or collapsed based on the previous display state. This allows users to display distribution information in
more detail by default. The same functionality has been added to the Payables Transaction Entry Distribution and
Sales Transaction Distribution Entry windows and the corresponding inquiry windows. The distribution scrolling
window will open expanded or collapsed based on the previous display state. This is a per user, per form automatic
setting.
Credit Limit Warning Calculation for unposted Credit Documents
The credit limit warning calculation now considers when a cash receipt is entered and is applied against an
outstanding invoice. In the credit limit calculation, we track a customer’s remaining credit limit by looking at
invoices that are already posted. We also look at any unposted transactions that would increase or decrease that
customer’s balance. The unposted cash receipt is kind of a special case, when it is applied, it automatically adjusts
the customer’s remaining balance by the applied amount. Our calculation now considers whether the unposted
cash receipt is applied.
POP to FA Link to Include Taxes
The option is added to include the tax amount in the cost basis of an asset when posting POP through to FA. When
using the “by Receipt Line” option for posting, the tax amount calculated for the receipt line is capitalized with the
extended cost. When using the “by Account” option, the amount posted to the tax account for the receipt is
capitalized with the amounts posted to other accounts set up as Fixed Assets purchasing posting accounts.
Link credit card invoices to original invoices
When a credit card payment is entered for an invoice the transaction description is now updated with a vendor ID
and document number on the credit card vendor invoice to easily trace back to the originating voucher. The GL for
Payables reconcile process has been modified to link the credit card payment and credit card vendor invoice to GL
entries with Matched Transactions.
Add Bank Rec history table and do transaction history removal.
A new process for Reconciled Transaction maintenance in Routines has been added that moves reconciled
transactions to Bank Reconciliation history tables. With the transactions moved to history, the bank reconciliation
process performance will improve. When removing history, the process also removes any moved or reconciled
transactions.
Save Fixed Asset ID with suffix
When setting up a fixed asset, a suffix for the fixed asset, other than 1, can be entered and saved. This enhancement
can help you group assets and components.
SafePay file displays Check Name from the Check
The SafePay file uses the vendor’s name that’s printed on the check when the payment was made, rather than
using the default name from the Vendor Maintenance window. While checks can be printed that include vendor
names that are different name from the vendor name in Vendor Maintenance. It is important to use the name that
was printed on the check as part of the SafePay file because that is the name that the bank uses when the check is
presented for payment.
Distribution enhancements
Display Tax Percent for Historical Transactions
When drilling into the sales transaction tax details, the tax percent used at time of transaction displays instead of
the percent that is set up on the tax detail maintenance window.
Cancel PO when linked to a Requisition
You can now cancel a purchase order line quantity when it is linked to a purchase requisition. This functionality is
available in Purchase Order Entry and in Edit Purchase Orders window. After entering the quantity canceled a
warning message is given but you can continue with transaction. The linked icon has also been updated to reflect
quantities that cannot be fulfilled if a purchase order has been updated, such as cancelling quantities.
Human Resources and Payroll enhancements

Track history on Termination / Rehire Dates
A new Employment History option will now track the date that an employee was hired and the date when their
employment concluded. The dates are Hire Date, Adjusted Hire Date, Date Inactivated, Last Day Worked and
Termination Date. This information is saved each time one of these date fields is updated.
Allow payroll user to print using self-service W2 report
Now the payroll administrator, can print W2 information for employees using the same self-service report that
employees use. This eliminates the need for preprinted forms because there is a new form type option available for
printing W -2s that prints W -2 information in the correct format with current labels.
Project Accounting enhancements
PA Timesheet Status Report
A new report is available for Project Time Entry (PTE ) timesheet approvers that will print the status of all
timesheets. The report includes the option to sort the report by the approval status, or by the approver. This report
provides visibility into all timesheets, including timesheets that are missing but that were expected to have been
entered.
PA Line Item Distributions added for all transaction entry windows in Project Accounting
All Project Accounting transaction entry windows have a new window for Line Distributions. This allows you to
enter distributions on a per line item basis. Distributions for projects are no longer allowed at the summary level.
This will enable the PA Trial Balance report to print the correct distributions for any accounts that were changed
during transaction entry.
See Also
What's New
What’s new in Dynamics GP 2016
The following sections describe enhancements included in Dynamics GP 2016.
System-wide changes
Web Client enhancements
The user interface for the Dynamics GP Web Client has been refreshed to provide a more updated appearance. The
banner in space now enables users to log in and log out, as well as indicating what company they’re logged into
number of enhancements to the user experience.
Support for additional browsers and mobile devices
Web Client now includes support for multiple devices, including iPad and Android tablets, as well as using multiple
web browsers. The supported browsers include:
Internet Explorer
Microsoft Edge
Safari
Chrome
Open Web Client windows using search
A new search feature let you locate and open windows through search. The new search feature also works with
applications that integrate with the Web Client.
Ability to scan multiple pages
When you’re using the scan function that’s part of the Document Attachment feature, you now can scan more than
one page at a time if you’re using a document feeder. Previously Document Attachment could scan only one page
at a time. With GP 2016 we will have the ability to use the Document Attachment scanning functionality to scan in
multiple pages (instead of one at a time). Supported scanners need to use WIA (Windows Image Acquisition)
technology, along with a document feeder. The scanning process creates files in .TIF format.
Word templates for batch approval workflow
Workflow batch approvals now have a default Word template for the edit list for the following batches in the
following areas:
General Ledger
Payables
Receivables
The edit lists can be emailed to an approver to provide complete information about the transactions in the batches
before approving the workflow step.
Workflow condition management
New options are available for automatically processing workflows when something in the workflow doesn’t meet
specified conditions. If a condition is not met, the workflow can continue to the next step or it can be rejected.
Prior to this change, you could specify conditions under which action is required for a step in a workflow. If the
condition set for a step wasn’t met, the step would not be run, nor would any subsequent steps be run. If there
were no parallel steps running, then the workflow would end at the step where the condition was not met, and the
step status was set to No Action Needed.
With this enhancement, two additional options will be added letting you select the action that occurs when a
condition isn’t met. The first is to continue to the next step in the workflow. Rather than stopping the workflow
completely if a condition isn’t met, the step that doesn’t meet the condition won’t be completed, but the workflow
moves to the next step in the sequence. This allows you to create workflows that contain steps that are completed
only if specific conditions, but that don’t stop the workflow if the conditions aren’t met.
The second option is to reject the workflow if the condition for the step is not met. This allows the user to set up a
workflow that automatically rejects documents based on specific conditions, rather than having a user manually
review and reject the document.
Workflow reassignment notifications
Now you can configure a workflow to automatically notify a new approver when they need to act on a workflow
that’s in process. Notifications can be sent to a new approver for who was delegated to the workflow, who is part of
an escalation process, or who is an alternate approver.
Configurable OData Service points added
Now you can define end-points for an OData Service, which allows Dynamics GP data to be read by any tool that
supports OData feeds. The open data protocol, typically referred to as OData, defines a data model and a protocol
that can let any client access information that’s exposed by any data source.
OData Service deployment enhancements
OData Service is now available with Dynamics GP as a separate install. You can access the installation option under
the Additional Products selection in the Dynamics GP installation program. The service is available for single-
tenant implementations only.
Business Intelligence enhancements

Import and export SmartLists from SmartList Designer
Now you can export and import SmartList definitions that have been created with SmartList Designer from one
install to another. This is handy for partners who create SmartLists for one customer, then import them into an
implementation for another customer. Customers can use the same functionality to export and import SmartLists
across sites or divisions.
SmartLists created in SmartList Designer have default columns defined in the SmartList Options window
All the columns that are included in new SmartLists that are created in the SmartList Designer will be displayed in
the SmartList Options window by default. From the Options window, you can include or exclude columns from the
default view. You can also change order in which the columns display.
Prior to this change, new SmartLists could not have default columns defined in the SmartList Options window.
Export numbers to Excel, formatted as numbers
When a report is exported to Excel, numbers will now be formatted as numbers. Prior to this change, numbers
were formatted as text in Dynamics GP reports that were exported to Excel.
Power BI reports can be added to home pages
A new web part has been added to Home Pages that allow users to easily add Power BI Reports to their workspace.
To display a report, check the Power BI box, and then click the blue arrow to go into the Power BI Details window.
This window will show you the available reports that you can add to your Home Page.
Once you’ve added reports you will have a Power BI section added to the home page. You can scroll through the
available reports here. You can expand the size of the window to be larger or smaller as needed. Clicking on a
report will launch the report in your browser, as long as Pop-up blocker is disabled. You can’t modify the reports
within the Power BI window on the GP Home Page.
Create SmartList from the Favorite using SmartList Designer
You can create a new SmartList from a favorite using SmartList Designer. And you can do so without having to
remove extra columns from the default SmartList. Currently when you create a copy of a SmartList it takes the
default SmartList and uses that to make the new one. With this enhancement, you can create a copy from a favorite
which has different columns (usually less) than the default
Budget import exception report
When you import a budget from Excel, an exception report will list accounts that aren’t set up in General Ledger, as
well as any duplicates that are found in the import file. You can use Transaction Entry windows to edit the
transactions to use existing accounts, or create the accounts that are listed on the exception report.
Scotia Bank EFT format added as a default EFT file format
The electronic file format used by the Canada-based Scotia Bank is now one of the default EFT formats available in
Dynamics GP. Default formats are available for use in electronic transactions for both sales and purchases.
Analytical Accounting user access settings
The process for giving users access to Analytical Accounting transaction dimension codes is now more efficient.
You can use the User Access to Trx Dimension Codes window, in Analytical Accounting, to grant this access to
multiple users. Prior to this change, access to transaction dimension codes was granted one user at a time.
Payables batch credit card payment option
An option has been added that enables payables computer check batches to be paid using a credit card. The
payment will create an invoice for the credit card vendor and a remittance form will print that list the invoices that
were paid with that credit card transaction. A new Card Name field has been added to the Payables Batch Entry
window to use a credit card as the payment method for a specific batch. A credit card record must be set up in the
Credit Card Setup window. You can use either bank card or a credit card, but the invoice will be created for the
credit card vendor only if that vendor is assigned to the credit card.
Edit attachments that flow to transactions
You can edit information in attachments that included on transactions through the document attachment function.
This feature allows you to edit the attachment properties of a document that flowed from a master record. For
example, in the case where information flowed from customer to a sales quote, you might then want to send it to
the customer via email. Now you can mark the email checkbox to help automate that task.
In addition, you can manage how information flows to transactions using options that have been added as part of
this enhancement. From the Document Attachment Management window, you can open the Attachment
Properties window. The option allows you to define and choose whether or not information can flow into
document attachments, and whether or not attachments can be sent via email.
Deposit cash receipts batches automatically
When you mark the option to automatically post cash deposits, and you post a batch that includes cash receipts
from Receivables Management, a single deposit will be created that includes all the cash receipts in the batch. This
batch post happens wherever you batch-post something that has cash received, such as cash receipts, receivables
transactions, or sales transactions.
If you post receivables transactions at the transaction level, each cash receipt will result in a separate deposit being
created and posted.
Distribution enhancements
All-in-one document view for sales and inventory transactions
A new window, Purchasing All-in-One View, was added for GP 2015 R2 that let you view all related documents for
a single purchasing transaction in the same window. For GP 2016, similar functionality has been added for sales
documents. You can open the Sales All-in-One View window while viewing a customer record in master record
windows, such as the Customer Maintenance window, most Inquiry windows, navigation lists, as well as from the
Dynamics GP home page. The most recent documents display in the window by default. To see the next set of five
transactions, use the navigation buttons under each column.
The Inventory All-in-One View window displays inventory increase and decrease transactions and is accessible
from the Item Maintenance window, as well as most item inquiry windows, navigation lists, and the Inventory
home page.
Prepay purchase order total
Now you can pay the total amount of a purchase order with a prepayment. The prepayment includes taxes, freight,
and miscellaneous charges, as well as total of all the line items. Prior to this enhancement, prepayments could not
exceed the subtotal amount of the purchase order.
Project Accounting enhancements

Project expenses – document attachments
Documents such as receipts now can be attached to employee expense transactions from the PTE Employee
Expense Entry window. This enhancement uses the Document Attachment functionality that lets header and line
attachments, such as invoices or receipts, to be added to an employee expense. You can also see these attachments
in Payables Management after the expense transaction has been posted to that module.
Project Accounting fields in Purchase Requisition Entry
Two new fields have been added to the Purchase Requisition Entry window that shows the project number and cost
category for each line on a purchase requisition. The project-related information is also included on the purchase
order that’s created after the requisition is approved. You’re not required to enter information in the new fields, so if
your organization approves purchase requisitions through a workflow process, that process won’t be affected by
this enhancement.
Add Unit Cost field in PTE Employee Expense window
A field has been added to the Project Time and Expense window (PTE Employee Expense entry) that you can use to
view and edit expense transactions. Other fields in this window are renamed to make window easier to use.
The Item field is renamed to Cost Category ID.
The Billing field is renamed to Bill Type
The Amount field is renamed to Purchases
The new fields include the Unit Cost and U of M fields.
Project Time Entry reports added
Two new Project Time Entry reports have been added for GP 2016. The PTE Timesheet Edit List is printed from the
PTE Timesheet Entry window. The PTE Expense Report Edit List is printed from the PTE Expense Report Entry
window.
Payroll enhancements
Inactive pay codes lookup option
There is now an option to exclude inactive pay codes from lookup windows throughout Payroll. A drop-down list in
the Pay Codes window to select all pay codes to include in lookup windows, or to exclude the inactive codes. The
option is available for Employee Pay Codes and Pay Codes lookup windows.
Enhanced Payroll posting accounts setup
Now you can see all posting accounts in a navigation list and filter and sort accounts using the functionality that’s
typically available for navigation lists. You also can export the accounts to Excel, edit them there, and then import
them. On the import, an exception report will print when there are any duplicate accounts, missing accounts or
when there are payroll data or other issues that cause the record import to fail.
See Also
What's New
What’s new in Dynamics GP 2015
This section describes enhancements that were added to the product since the release of Dynamics GP 2015. Some
enhancements described in this documentation are optional and can be purchased through your Microsoft partner.
If you currently have a license for one of these modules and have an active enhancement program, you
automatically will receive the enhancements contained in that module.
Workflow enhancements
Workflow – Payables Transaction Approval
A new workflow type for Payables Transaction approval in Workflow Maintenance is now available. When you set
up and mark this workflow active, the Payables Transaction Approval workflow type will allow you to submit and
approve transactions in the Payables Transaction Entry window. Approval is also available through the email
notification and the navigation lists. The PM Batch Approval workflow type is still available as well. If the PM Batch
Approval workflow type and the Payables Transaction Approval workflow type are both Active the batch origin of
Payables Trx Entry is not available for batch approval.
The Payables Transaction Entry window is the primary window for the Payables Transaction Approval workflow
type. As soon as the data is entered or modified in the window, you can view the InfoBar, showing the status of the
workflow. The Payables Transaction Entry window has Workflow action added to the ribbon.
The workflow process to follow is similar to the other workflow processes available in Dynamics GP.
You can define messages that can be sent out for workflow activities that are specific to the Payables Transaction
Approval workflow type using the Message Setup window.
To approve a single transaction in the Payables Transaction Entry window, add the transaction to a batch and then
follow the workflow process to Submit and approve.
Workflow – Document Attachment
When a document has been added to a transaction or record using the Dynamics GP Document Attachment
feature, these attachments can now be sent with the workflow task notification email. This feature is available for
PM Batch Approval, Purchase Order Approval, Purchase Requisition Approval, Vendor Approval, and Payables
Transaction Approval. For example, you can now enter a payables invoice, scan it and attach the record from the
vendor, and then submit the invoice for approval. When the approver receives the email, they will get the invoice
information and the attachment will show the scanned invoice from the vendor.
A new checkbox is added in the Workflow Maintenance window for the specified workflow types, which when
selected will allow you to send the document attachment documents for Workflow Assignment type messages.
The prerequisites to make this checkbox available are:
The Allow Document Attachments checkbox must be marked in the Document Attachment Setup window
(Administration – Setup – Company – Document Attachment Setup).
The Send Message checkbox above it in the Workflow Maintenance window is marked.
You can now email Document Attachment documents when the messages are sent through workflow. All
attachments will be sent in the order they are attached. Attachments from the header will be first, then attachments
from line items.
You can view the status of the document attached in the Document Attachment Status Inquiry window (Document
Attach >> Attach (Document Attachment Management) >> Line expansion next to Date). A new status called
Workflow Message has been added.
Platform enhancements
Service Based Architecture
Service Based Architecture (SBA) is a functionality delivered as a service call over https that adheres to the pattern
of Service Oriented Architecture. Service Oriented Architecture (SOA) is a software design and software
architecture design pattern based on distinct pieces of software providing application functionality as services to
other applications. In layman’s terms, it is a service that exposes functionality in Dynamics GP that can be accessed
using a URI (Uniform Resource Identifier). This allows a user to access the modules in Dynamics GP.
Currently, the Timecard functionality in HR and Payroll in Dynamics GP is also available on SBA which allows it to
integrate with the Time Management App. The user who wants to use the Time Management App needs to be
granted access to the SBA objects in the Security Task Setup window.
SBAs allow you to log into the ERP modules through an app, which seamlessly integrates the data flow between
them. The app may be installed on any platform.
The following SBA objects are added to facilitate the Timecard Management Application integration into Dynamics
GP 2015 R2:
OBJECTS MODULE IN WHICH THE OBJECT IS ADDED
ServiceGetHRAttendanceInfo Human Resources
ServiceGetTimeCodesListAll Human Resources
ServiceGetWorkflowListAll System
ServiceGetWorkflowListByType System
ServiceCreateTimeCard Payroll
ServiceCreateTimeCardLines Payroll
ServiceDeleteTimeCardLine Payroll
ServiceGetActiveTimeCardList Payroll
ServiceGetApprovedTimeCardList Payroll
ServiceGetEmployeeDetails Payroll
ServiceGetPayCodesListAll Payroll
ServiceGetPayScheduleAll Payroll
ServiceGetRestrictionCode Payroll
ServiceGetSubmittedTimeCardList Payroll
ServiceGetTimeCard Payroll
OBJECTS MODULE IN WHICH THE OBJECT IS ADDED
ServiceRecallTimeCard Payroll
ServiceSubmitTimeCard Payroll
ServiceUpdateTimeCardLine Payroll
ServiceGetHRAttendanceInfo Human Resources
ServiceGetTimeCodesListAll Human Resources
ServiceGetWorkflowListAll System
Scriptable Provisioning & Management

To deliver Dynamics GP as a cloud offering, you must be able to centralize and automate the provisioning and
management of the application. A number of new cmdlets have been added to the Dynamics GP PowerShell
module, which make automated provisioning easier. The additions include cmdlets for installing the runtime and
other components, creating the GP system and company databases, and adding tenants along, among others.
Automating these tasks speeds up delivery and minimizes human involvement, reducing cost and the possibility of
human error. View the PowerShell Users Guide for a complete list of the available cmdlets.
Reporting enhancements
Display Debits before Credits
In the Dynamics GP 2015 R2, the Debit column is moved to display before the Credit column by default in account
transaction reporting options in which the Credit column previously displayed before the Debit column. This
applies to SmartLists and excel Reports and the associated data connection, as well as the database tables and
views on which the reports are based.
Default SmartList Visibility
When creating a new SmartList Favorite, system administrators now have the option to select a default value for to
whom the SmartList Favorite will be visible, including the following options: System, Company, User Class, and
User ID. System is the default option selected for the visibility. By adding this option to select a default value for the
Default SmartList Visibility drop-down list, system administrators can select to whom new SmartList Favorites, by
default, will be visible, and make them visible by default only to the user creating the Favorite. This will help reduce
clutter in other users’ SmartList Favorites and allow administrators to more easily manage and clean up the lists.
Follow these steps to define the default selection for visibility to users.
1. Open the System Preferences window. Administration >> Setup >> System >> System Preferences.
2. In the Default SmartList Visibility drop-down, select the option to default in the Visible To drop-down list
when adding a new SmartList Favorite.
Workflow SmartList Designer Create View Approval
You can now define workflow for creating views within a SQL database. Within SmartList Designer you can send a
SmartList through workflow to create a SQL view based on the SmartList query. The SmartLists with the workflow
status of Completed can then be used to publish refreshable Excel reports. The views which are created can also be
used outside of SmartList Designer and Dynamics GP 2015 R2 for other reporting needs. The primary purpose of
the workflow type is to define the user(s) that can create the view within the SQL database. Only specific users
have access to create objects within the SQL database and creating a workflow will allow those users insight into
the views needed to be created. You must have setup one active workflow in order for the SQL view to go through
the approval process. Set up SmartList workflows from the Administration series within the Workflow
Maintenance window.
Historical Received Not Invoiced Report
The Historical Received Not Invoiced report (SRS ) is a report that details the Purchase Orders and Receipts and
Invoices that have been matched against the Purchase Orders. This report will be created using SQL Reporting
Services Report Builder 3.0. You can specify a cutoff date based on transaction date or GL Post Date to use the
report for Historical purposes. This new report will be different in the fact that it will look at each document and the
date (transaction or GL Post Date) to determine if the transaction should print on the report. If the date falls within
the cutoff date the user entered, the transaction will print on the report. This report will allow users to see what was
received into inventory but not invoiced yet as of a specific date. This report will be a new report separate of the
received not invoiced report.
Mask Employee Social Security Number on Reports
You have the ability to mask the employee’s Social Security Number on specific payroll reports that you generate.
Access the Report Masking window (HR & Payroll>>Setup>>Payroll >> SSN Mask) and mark the checkbox next
to each report you want to apply the mask to and select OK. When the selected report is generated, the Social
Security Number value will appear as XXX-XX-XXXX on the report.
Analytical Accounting Transaction Lists
The SmartLists and Excel Reports for Analytical Accounting (AA) transaction information now include more of the
data that is tracked by AA. The SmartLists and Excel Reports are also modified to display each AA dimension as a
column in the list, rather than having a single column for all AA dimensions. For example, the below SmartList
shows how the list would display for a company tracking Cost Center and Project as AA transaction dimensions.
You can summarize and work with the data in Excel using pivot table functionality.
Combine General Ledger Inquiry

In Dynamics GP 2015 R2 in General Ledger, you can view open and historical information in the same window for
Summary Inquiry, Detail Inquiry and for Account Summary. Any Go Tos or drill backs will now go to the single
window instead of the user picking open or history.
Purchasing and sales enhancements
Purchasing all-in-one view
A Purchasing All-in-One View window is now available for locating vendor records and displaying related
purchasing documents in the same window. For example, suppose a vendor calls asking about a specific payment.
You can use the Purchasing All-in-One View window to select that vendor and then view all documents related to
the payment, such as the PO, receipt, invoice, credits, miscellaneous charges and finance charges, and payment to
assist you in responding to your vendor’s inquiries.
You can access the Purchasing All-in-One View window from the following windows and navigation lists:
Your home page
Vendor Maintenance
Purchase Order Processing Document Inquiry
Vendor Inquiry
Payables Transaction Inquiry - Vendor
Payables Transaction Inquiry – Document
Purchase Order Processing Item Inquiry
Navigation Lists and any views of these lists
Vendors
All Purchasing Transactions
Payables Transactions
Purchase Order Transactions
The icon for the Purchasing All-in-One View window is available only if a single record is selected in the navigation
list. The data that’s displayed in the Purchasing All-in-One View window depends on your selection in the
navigation list. For example, if you select only a vendor record in the navigation list, the vendor ID and name
information are displayed in the Purchasing All-in-One View window. If you select a transaction in the navigation
list, the vendor ID, name and transaction information are displayed.
When you open the Purchasing All-in-One View window from Purchasing >> Inquiry >> All-in-One View, or
Home >> Quick Links >> All-in-One View, the window opens without any data. You can specify the vendor and
the details of the information to display in the window. Mark the checkbox in the upper right corner of the
document to display only the related documents.
The Options button allows you to select which columns and document types to display in the window. For example,
if you don’t use Purchase Orders, clear the Purchase Orders selection and the first column displays receipts. The
Credit Documents column marked to display by default, but with this column marked, up to six columns of data
can be shown. You can view the last five transactions by document date, arranged by the newest to the oldest in
each column. Use the sort order (˅ or ˄) buttons to change the order for transaction information. You can view the
next set of transactions by clicking Next 5.
Each section displays a summary of the transactions that you select to display in columns in the window. Click the
down arrow (˅) icon to view the details and return to the summary display by clicking the up arrow ( ˄) icon. The
filters provided in the section’s heading open a pop-up window that lets you apply additional filters, as well as
search for a specific transaction. The clear filters icon will reset the filters back to the default selection.
Automatically Deposit Cash Receipts
You can now opt to have cash receipts entered in Receivables Management directly update the checkbook balance
without the need to manually post the cash receipt deposit in Bank Reconciliation. To select the option, mark the
“Automatically post cash receipt deposits” checkbox in the Company Setup Options window. When this option is
marked, cash receipts entered in Cash Receipt Entry, Receivables Transaction Entry, Sales Transaction Entry, and
Invoice Entry and on return documents in Payables Transaction Entry will be deposited automatically in the
checkbook, updating the checkbook balance.
The option to automatically post cash receipts was earlier available only to those customers who had Analytical
Accounting installed. This option is now available to all customers.
Date effective tax rates
The ability to enter the tax rates in advance for transactions, and calculate the taxes based on the rates specified for
a date range, has been added to the main dictionary. This functionality includes the ability to recalculate taxes for
saved transactions by modifying the tax rates that are used based on the latest tax rates, which are specified by tax
authorities. You can mass modify the tax rates, and regenerate the taxes for the saved transaction batches.
Follow these steps to create the set up for the date effective tax.
1. Open the Company Setup Options window.
2. Dynamics GP >> Tools >> Set up >> Company >> Company >> Options
3. In the Company Setup Options window, mark the Enable Tax Date checkbox, to allow you to use the tax date
option for calculating the tax rate for the transaction based on Tax date.
4. Mark the Use Date-effective Tax checkbox. Select the option to calculate the tax. The option that you select
here is used for updating the taxes for saved transactions within the tax effective date range. Transactions
that are corrected will be based on the date you select here. You can select the Document date, or Posting
date or the Tax date to calculate the tax.
WARNING
Select posting date if you want to calculate tax based on the posting date that you specify. Select Tax date if you want to
calculate tax based on the tax date that you specify. Select Document date if you want to calculate tax based on the
document date that you specify.
You must set up the date range for the specified Tax ID for GP 2015, to calculate the tax amount or percentage for
the transaction. Follow these steps to create the date range for the tax ID.
1. Open the Date Effective Tax Rates window.
2. Dynamics GP >> Tools >> Set up >> Company >> Tax Details >> Select the tax ID in the Tax Detail ID field
to set up the date range for >> Date effective Tax Rates.
3. Specify the date range for the specified tax amount or percentage.
You can mass modify the tax percentage of multiple tax IDs. You can choose to modify the tax percentage or
amount for the taxes detail or the tax type based on date range, or for the tax without any specifying any date
range, or both. Follow these steps to mass modify the tax percentage.
1. Open the Mass Modify Taxes window. Dynamics GP >> Tools >> Utilities >> Company >> Mass Modify
Tax Percentage
2. Select the option to modify the tax percentage. You can choose:
Date effective Tax – To update the dates specified in the date range, and the percentage that you have
specified in the Date effective Tax rates window.
Tax details – To update the tax percentage that you have specified in the Tax Detail Maintenance window.
Both – To update the tax percentage that you have specified in the Date effective Tax rates window, and in
the Tax Detail Maintenance window.
3. Click Insert to view the list of the tax IDs listed for the modification.
WARNING
Within the specified Tax IDs, if you do not want to modify any Tax ID, you can select the Tax ID record, and click Remove.
4. Click Modify to modify the listed Tax IDs based on your specifications.
You can also regenerate taxes for the transaction batches with the updated tax percentage. You can regenerate taxes
for all the saved transactions of all the modules (except GL ) or the selected module, only if you mark the use date
effective tax in the Company Setup Options window. You can specify the modules and the batches for which you
want the taxes to be regenerated or regenerate the taxes for all the batches in all the modules (except GL ) at one
time. Follow these steps to regenerate the taxes for the saved batch transactions.
1. Open the Regenerate Taxes window. Dynamics GP >> Tools >> Company >> Utilities >> Regenerate Taxes
2. Select the module to regenerate the updated tax for the batches. You can choose All to update the tax for the
saved batch transactions in all the modules (except GL ). Or, you can choose the module to update the tax for
the saved batch transactions in the selected module.
3. If you choose a particular module to update the batch transactions, specify the batches in the batch range
fields.
4. Click Insert to view the list of the batches that will be updated with the modified tax percentage.
WARNING
You can select a batch ID record and click Remove, to prevent updating the transactions with the modified tax percentage.
5. Click Process to recalculate the tax for the transaction in the module and batch specified.
Important
1. The tax calculation of a transaction will be overridden if there is a date effective tax rate that exist for any tax
detail.
2. If the tax calculation routine does not find the rate for a particular date range, then the percentage in the tax
detail maintenance will be taken.
3. For the receiving transaction entry, only shipment/Invoice will be considered for date effective tax
calculation.
4. For the returns transaction entry, only return with credit and inventory with credit type of transactions will
be considered for date effective tax calculation.
5. You can regenerate taxes for transactions when workflow is active for the Receivables Management Batch
Approval, Payables Management Transaction and Payables Management Batch Approval. For the
transactions with the status Pending, Approved, and Rejected, you will be notified with a message for the
workflow. If you continue, the workflow status of the transactions is reset.
Sales Visual Customer over Credit limit function
The credit limit functionality has been enhanced in this release. Where you could require a password when entering
a line item on a sales document for a customer that has exceeded their credit limit, now you can also cause a
message to be displayed, alerting the salesperson that their customer has exceeded their credit limit sooner in the
process of entering the sales transaction. You can also cause a visual indicator to display when a customer has
exceeded their credit limit. This display helps you identify customers that have exceeded their credit limit when
viewing inquiries or saved transactions.
Follow these steps to set up these options in Receivables Management:
1. Click Sales >> Setup >> Receivables.
2. In the Options section, mark the Display Over Credit Icon checkbox.
3. Mark the Warn if Customer Over Credit checkbox.
WARNING
Though you set up these options in Receivable Management, the warning is displayed in all the modules for all the
transactions of the customer who exceeds the credit limit.
Enable Email on All Purchase Orders and Sales orders

Additional email enhancements have been added for Dynamics GP 2015 R2. The application now includes the
ability to email all document format types (Short, Long, or Other) for all Purchase Order and Sales Order
documents.
A template must exist for the document you wish to email and it must be assigned to a customer or vendor, or be
set as the default template for a particular company.
VAT Tax Routine
A new routine called VAT Tax Routine is added in Dynamics GP 2015 R2 which will look for any cash receipt
overpayments that have been posted and applied to invoices where the discount was not taken but VAT tax was
calculated on the original invoice. This routine will print the list of the customers who have not used the discount so
that debit memos can be entered to adjust the payments they’ve made. The debit memos, however, must be
created manually to adjust the unapplied amount from the cash receipt.
Select the Calculate Terms Discount Before Taxes checkbox in the Company Setup Options window to calculate the
VAT tax for the payments made after the discount period. You can print the report before running the routine
process or run the routine to update the tax details and then print the report.
You can use the Process and Print Report option to run the routine, update the tax details and print the report.
Using this report, you can create debit memos towards the customers to offset the payments.
Other enhancements
Self Service User Type
A Self Service user type is added in the Dynamics GP 2015 R2 release. This user type will enable users that require
very limited access to the system, the ability to perform tasks such as entering payroll time, entering project time
and expenses, or creating a requisition.
Follow these steps to assign the Self-service user type to a user.
1. Click Administration >> Setup >> User.
2. Select the user ID of the user that you want to assign the self-service user type.
3. In the User Type field, select the self-service option. This option is displayed only if you have the Self Service
license.
The following table describes the action that follows when you assign a user with self-service user type:
SELF-SERVICE USER TYPE ASSIGNMENT

USER POSSIBLE MESSAGE DISPLAYED
POWERUSER No This user has been assigned access to

the “POWERUSER” security role and
cannot be defined as a Self Service Type.
Please review the security that has been
setup for this user
SELF-SERVICE USER TYPE ASSIGNMENT
USER POSSIBLE MESSAGE DISPLAYED
Existing User Yes Setting this user to Self Service type will
restrict the user to employee self-
service tasks
New User Yes None
WARNING
When an existing user type is changed from self-service to Full or Limited user types, you will get a message to review the
security set up for the user.
Employee Self Service – W2

Employees can now view and print their own W2. With Dynamics GP 2015 R2, this functionality is now available
as part of Time Management self-service.
Time Management App

The Time Management App is available for download from the Windows Store, Google Play Store, or Apple Store.
With this app, users can enter timecards within different companies that they access to within Dynamics GP 2015
R2. Within the navigation bar, users can see the companies that they have access to. The summary panel displays
the pay codes, balances and active pay periods of the selected company.
Before you can use this app to create, view, modify, and/or submit timecards, you must configure your Dynamics
GP 2015 R2 environment to integrate with the app.
If the accrue type is Payroll, the app allows you to enter time codes against vacation or sick time paycodes.
If the accrue type is HR, the app allows you to enter time against Time Codes that are setup as Benefit Time Types.
A calendar within the app allows you to see what pay periods are active and shows you which codes and dates a
user has entered time off against.
See Also
What's New
Software Lifecycle Policy for Microsoft Dynamics GP
Beginning with the October 2019 release, Microsoft Dynamics GP follows the Modern Policy. The Modern Policy
offers continuous support and servicing, including bug fixes, new features and the latest tax updates. Customers
may stay current by taking at least one of the three yearly planned Dynamics GP releases. Before the October
2019 release, any older release will continue to follow their existing Lifecycle timelines under the Fixed Policy. You
can see those dates in the table below. We commit to 3 updates per year with additional updates as needed.
Below is the planned update schedule for Microsoft Dynamics GP, beginning with the October 2019 release.
Microsoft Dynamics GP Servicing

FEATURE UPDATE (NEW
FEATURES AND BUG UPDATE (TAX UPDATES, UPDATE (TAX UPDATES,
YEAR FIXES) BUG FIXES) BUG FIXES) STAYING CURRENT
2019 October 1, 2019 Past the date November/December To stay current, you
must be on one of
the 2019 releases.
This ensures that you
can upgrade to next
year's updates.
2020 October June November/December To stay current, you

must be on one of
the 2020 releases.
can upgrade to next
year's updates.

must be on one of
the 2021 releases.
can upgrade to next
year's updates.

must be on one of
the 2022 releases.
can upgrade to next
year's updates.

must be on one of
the 2023 releases.
can upgrade to next
year's updates.
FEATURE UPDATE (NEW
FEATURES AND BUG UPDATE (TAX UPDATES, UPDATE (TAX UPDATES,
YEAR FIXES) BUG FIXES) BUG FIXES) STAYING CURRENT
2024 TBA June November/December To stay current, you

must be on one of
the 2024 releases.
can upgrade to next
year's updates.
TBA TBA TBA TBA TBA
See Also
Microsoft Lifecycle Policy for Microsoft Dynamics GP
Upgrading to Dynamics 365 Business Central Online
System requirements
Dynamics GP Upgrade Hot topic (requires CustomerSource access)
This section provides an overview of information you’ll need during the installation process. It contains tips on
gathering information and a checklist to guide you through installing Dynamics GP. Next to each step is a
reference to where you can find more detailed information.
Dynamics GP checklist
Use this checklist as your guide to installing and setting up Dynamics GP
STEP FOR MORE INFORMATION, SEE
1. Plan the security of your system. Download the SecurityPlanning.pdf, titled Planning for
Security, from the Download Center by expanding the Details
option.
2. Refer to the this content for new or updated information https://docs.microsoft.com/en-us/dynamics-gp/

relating to the installation. You also can use CustomerSource
for additional information.
3. View the Readme file and make a note of the items that \Media\GreatPlains\Documentation\GPReadme.chm
pertain to you.
4. Obtain your need registration keys for Dynamics GP. Contact your Dynamics GP partner before going to
CustomerSource/My Account for registration keys for
Dynamics GP. https://mbs.microsoft.com/customersource My
Account
5. Verify system requirements. System Requirements
6. Install a networking protocol. Network Requirements
7. Install and set up Microsoft SQL Server. Note: Make sure that you install Microsoft SharePoint if you
want to use SharePoint Integrated Mode when deploying SQL
Server Reporting Services reports.
8. Configure SQL Server Reporting Services. This step is required if you didn’t configure SQL Server
Reporting Services 2012 in Native mode when installing SQL
Server and you want to deploy SQL Server Reporting Services
reports for Dynamics GP. If you installed SQL Server Reporting
Services 2012 in SharePoint Integrated mode, use the
SharePoint Central Administration to complete the
configuration.
9. Design the account framework. Account framework
10. Install Dynamics GP Tenant Services. This step is required if you want to host Dynamics GP for
multiple, unrelated organizations. Tenant Services Installation
and Administration Guide
11. Install the data server and initial client. Install Dynamics GP on the first computer
STEP FOR MORE INFORMATION, SEE
12. Be sure to download and install the latest Dynamics GP Dynamics GP Downloads
update.
13. Set up the account framework and Dynamics GP system Account framework
data tables.
14. Create your first company. Adding a company using Dynamics GP Utilities
15. Install additional components. Installing an additional component
16. Set up your company. System Setup instructions (Help >> Contents >> select
Setting up the system)
17. Install Dynamics GP applications on clients. Creating an installation package

Installing Dynamics GP on additional computers
Synchronizing a client’s account framework
18. Identify the sources of any errors. Knowledge Base on CustomerSource
Reviewing the Readme file

To view additional information that was not available when this manual was written, use the Readme file on the
Dynamics GP media. Be sure to review the Readme file (GPReadme.chm) before installing Dynamics GP. You can
view the Readme by double-clicking the file in \Media\GreatPlains\Documentation\GPReadme.chm.
Troubleshooting resources
To obtain access to information when you encounter a problem, you can use the following troubleshooting
resources.
Documentation and resources on the web
Opens a Web page that provides links to a variety of Web-based user assistance resources. Access to some items
requires registration for a paid support plan.
Dynamics GP documentation
If you’ve installed Dynamics GP, you can use help to access contextsensitive assistance about windows. You can
choose Help >> About This Window or press F1 to access help for the window you’re currently viewing. Use the
Search tab to find more information about alert messages and procedures.
You can choose Help >> Printable Manuals to find a printable version of procedural or overview information for
specific modules.
To view and download documentation, visit the Documentation Resources for Dynamics GP page.
CustomerSource
CustomerSource is a Web site for registered Dynamics GP customers. CustomerSource is available 24 hours a day.
You must have a user name and password to enter the site. You can access CustomerSource with your Internet
browser.
From the CustomerSource start page, select the Support option. From the Support page, you can look for
information on your own or you can use e-mail to send a question to the Dynamics GP Technical Support team.
You’ll find links to Support Hot Topics and Knowledge Base—the best source of information for error messages,
troubleshooting guides, workarounds, and answers to common Report Writer questions. You’ll also find links for
automated fixes, hardware compatibility, and downloads. Use the New Support Request link to contact Dynamics
GP Technical Support electronically. You also can view recent support requests for yourself and your company.
Microsoft SQL Server troubleshooting resources
Go to the section for SQL here on the Docs.microsoft.com site and find guidance for troubleshooting SQL error
messages and other issues related to SQL. Microsoft’s web site, www.microsoft.com, is also a good source of
information for issues related to SQL or your operating system. You also can download Microsoft SQL Server
Management Studio and SQL Server Books Online for Microsoft SQL Server Express Edition.
NOTE
SQL-related error messages appear as DBMS errors in Dynamics GP. Always use the SQL Server Books Online to
troubleshoot DBMS errors. Choose the Search tab and enter the error number, then choose List Topics.
Before you call support

If you are experiencing a problem when installing Dynamics GP, have the answers ready to the following questions
to help your support specialist narrow down the source of the problem you’ve experiencing.
What is the exact error message?
When did the error first occur?
What task were you attempting to perform at the time the error message was displayed?
Has the task been completed successfully in the past?
What is the name of the window you are you working in?
What have you done so far to attempt to fix the problem?
If you are using more than one company, does the problem occur in another company?
Does the problem occur on another workstation?
What versions of software are you using?
Verify the version numbers for Dynamics GP, your Microsoft SQL Server, and Microsoft Windows. Also note
updates applied to each product.
Are you using an integrating product with Dynamics GP?
Does the problem occur for the sa or system administrator user?
Does the problem occur at the database server?
If you use Windows Server 2008 Terminal Server, or Remote Desktop Services, does the same issue happen
at the Terminal Server?
System requirements
This chapter contains a list of the prerequisites for Dynamics GP, as well as the disk space requirements for SQL
Server.
Prerequisites
The following components also must be installed before you can install Dynamics GP.
Microsoft Windows Installer 4.5
Microsoft .NET Framework 3.5
Visual C++ 2015 Runtime Libraries (x64)
Visual C++ 2015 Runtime Libraries (x86)
Visual Basic for Applications Core
Microsoft SQL Server Native Client 10.0
Dexterity Shared Components 18.0
Microsoft Application Error Reporting 11.0
Open XML SDK 2.0 for Microsoft Office
Microsoft Lync 2010 SDK Runtime
If one of these components isn’t installed on your computer when you attempt to install Dynamics GP using the
installation media, the Dynamics GP Bootstrapper Setup window opens. This window shows which components
need to be installed. Click Install to install the missing component or components. After all the components are
installed, the installation of Dynamics GP continues.
Home page prerequisites

To display metrics and reports in the Business Analyzer area on your home page, install and set up Microsoft SQL
Server 2012 Reporting Services or SQL Server 2014 Reporting Services to use with Dynamics GP. For more
information about installing and setting up Reporting Services for use with Dynamics GP, go to the Dynamics GP
documentation resource website for the most current documentation.
Word templates prerequisites

Predefined Word templates for document types such as sales quotes and purchase orders are provided for you
with Dynamics GP. The templates are based on standard reports in Dynamics GP. You also can create your own
template or create a template from an existing template.
The following components are required to modify templates.
Microsoft Word 2013 or later to make layout changes such changing the font size
Dynamics GP Add-in for Microsoft Word to add fields and data sources to the template
Visual Studio Tools for Office Runtime 2.0 or later—Visual Studio Tools for Office Runtime 3.0 is installed
with Dynamics GP Add-in for Microsoft Word
You can install Dynamics GP Add-in for Microsoft Word from the Dynamics GP installation media. Double-click
the Setup.exe file and then click Dynamics GP Add-in for Microsoft Word.
Be sure that the Open XML SDK 2.0 for Microsoft Office (installed as a Dynamics GP prerequisite) is installed
before you use Word Templates for Dynamics GP.
Email requirements
By using the email functionality in Dynamics GP, you can embed documents into the body of the email or send
documents as attachments. You can send a single document, batches of documents, or send multiple documents
from sales and purchasing transaction lists. When setting up the email functionality, you can select which
documents you can send and which customers and vendors should receive their documents in email. If you are
using Word templates for Dynamics GP, you can send predefined or customized forms.
Review the following requirements.
You can send documents by email if you’re using a MAPI-compliant e-mail service or Exchange 2007
Service Pack 1 or greater with Exchange Web Services.
If you are using Exchange 2007 Service Pack 1 or greater with Exchange Web Services, the Autodiscover
service must be enabled to connect to the Exchange server.
The email functionality in Dynamics GP supports the following document types. Depending on the
document type and the email service, Microsoft Word 2013 or later and Word templates for Dynamics GP
are required.
FILE FORMAT WORD WORD TEMPLATES WEB CLIENT
XPS Required for MAPI Enabled Not available
PDF Required for MAPI Enabled Not available
DOCX Not required Enabled Available*
HTML Not required Not required Available*
*E -mail for Dynamics GP Web Client will only be available if Exchange is your server type in the System
Preferences window.
Before you can send documents as DOCX, PDF, or XPS attachments, the Word template for the document
must be enabled in the Template Configuration Manager window.
The email functionality is supported on the 32-bit edition of Microsoft Office.
The email functionality is supported on the 64-bit edition of Microsoft Office if you are using Exchange
2007 Service Pack 1 or greater with Exchange Web Services and Exchange is your server type in the
System Preferences window.
Depending on the file format you choose to send your documents in email, your customers and vendors must be
using the following components to view their documents.
FILE FORMAT COMPONENT
XPS Microsoft XPS Viewer
PDF Adobe Reader
DOCX Microsoft Word Viewer
HTML* Internet Explorer 8 or later
If you are using Dynamics GP Web Client only, your

customers and vendors must be using HTML to view their
documents.
SQL Server Reporting Services requirements

Before you deploy Dynamics GP Reporting Services reports, you must install and configure SQL Server
Reporting Services, and then set up security for SQL Server Reporting Services reports.
Modify the Report Server web.config file

To deploy the SQL Server Reporting Services reports, you must modify the Report Server web.config file for the
timeout execution and the maximum request length. If you don’t update the Report Server web.config file for the
timeout execution, you might receive an error that states that the operation has timed out. If you don’t update the
Report Server web.config file for the maximum request length, you will receive an error that the deployment has
exceeded the maximum request length allowed by the target server.
NOTE
You must be an administrator to modify the Report Server web.config file.
To modify the Report Server Web.config file:

1. Create a backup copy of the web.config file located in the ReportServer folder. (The ReportServer folder is
located in C:\Program Files\Microsoft SQL Server\MS SQL SERVER\Reporting Services\Report Server
where Reporting Services is installed.)
2. Open the Report Server web.config file using a text editor, such as Notepad.
3. Search for <httpRuntime executionTimeout="9000" />.
4. In that line, change executionTimeout=”9000” to executionTimeout=”19000” and add the value
maxRequestLength="20960".
(<httpRuntime executionTimeout="19000" maxRequestLength="20960"/>
5. Save and close the Report Server web.config file.
Dynamics GP CRM requirements

You must be using SQL Server 2012 R2 Reporting Services or SQL Server 2014 Reporting Services and
Microsoft Dynamics CRM 2011 or later to deploy SQL Server Reporting Services reports and metrics that include
CRM data. Microsoft Dynamics CRM supports only the native mode of deployment of SQL Server Reporting
Services.
You must install the Microsoft Dynamics CRM Reporting Extensions on the Dynamics GP report server to render
reports. Before you render a SQL Server Reporting Services report with CRM data, be sure to start the Microsoft
Dynamics CRM application to initialize data.
Supported system requirements

For detailed system requirements for Dynamics GP, see System requirements for Dynamics GP. The system
requirements include supported databases and operating systems, hardware recommendations, client
requirements, and Terminal Server requirements.
Recommended system requirements depend on the number of users and transactions. If there will be many users
performing concurrent tasks, such as depreciation, posting, or heavy reporting, enhancing your hardware and
system software improves performance.
About remote access

You can use Windows Server 2012 Terminal Services, Windows Server 2012 R2 Remote Desktop Services, and
Windows Server 2012 Remote Desktop Services. Citrix Xenapps can also be used with most database
configurations to provide remote access to Dynamics GP in a Wide Area Network (WAN ) environment.
You also should refer to the documentation provided by Citrix for more information.
Network configuration
This chapter contains information about network configuration that must be in place before installing Dynamics
GP.
Domain
To use Dynamics GP, your Web server, back office server, Remote Desktop Services (if applicable), and client
workstations must belong to a domain.
A domain is a group of computers that are part of a network and share a common directory database. A domain is
administered as a unit with common rules and procedures. Each domain has a unique name.
Network protocol tuning

To optimize your network for Microsoft SQL Server and Dynamics GP, refer to the following guidelines.
Limit the network to one protocol. (TCP/IP is required.)
Remove unused network protocols.
Use 1 GB Ethernet for optimal performance. For more information, see System requirements.
Use switches rather than hubs, if optimal performance is required.
TCP/IP
Transport Control Protocol/Internet Protocol (TCP/IP ) is required for Dynamics GP.
If you’re using TCP/IP, review the information in this section to be sure that the network is set up properly. Then
use your networking protocol documentation to install and test the protocol on all clients and servers before you
install Dynamics GP.
IP addresses
Each computer that you use with Dynamics GP must have a unique IP number (Internet Protocol address)
associated with it. For more information about IP addresses, consult your network administrator or refer to your
networking protocol software documentation.
TCP/IP name resolution
You should use some type of name resolution in your network, so that each computer is identified by a unique host
name. Name resolution is a method of identifying each computer and can be accomplished by having a specific
server act as a domain name server or putting a hosts file on each client and server.
For more information about name resolution using either a domain name server or hosts files, consult your
network administrator or refer to your networking protocol software documentation.
Testing TCP/IP connectivity
To test connectivity between clients and servers, use an application distributed with most TCP/IP packages called
ping. The ping application will attempt to send a network message or set of messages to a designated computer
and inform you whether the message arrived at that computer. Be sure you ping the host name and the ID address
of every computer in your system before installing Dynamics GP.
Microsoft SQL Server configuration
This chapter guides you through the Microsoft SQL Server 2012 and the Microsoft SQL Server 2012 Express
Installation and setup process for Dynamics GP. It’s important that you install and set up Microsoft SQL Server
according to these instructions.
If you’ve already installed and set up SQL Server using different options, you may have to change those options.
Changing options after they’ve been set sometimes involves reinstalling SQL Server.
This chapter contains the following sections:
SAN and NAS disk support
Selecting a SQL Server collation
Understanding sorting options
Installing Microsoft SQL Server 2012
Installing Microsoft SQL Server 2012 Express Edition
Setting up an ODBC data source using the SQL Native Client driver
SQL Server Agent
Enabling Delete PJournal job
SAN and NAS disk support

Because Dynamics GP relies on SQL Server to maintain databases and make databases available, there are
guidelines you must follow when configuring SQL Server disk support.
We recommend that you use a Storage Area Network (SAN ) or locally attached disk to store your Microsoft SQL
Server database files because this configuration optimizes SQL Server performance. By default, use of network
database files stored on a networked server or Network Attached Storage (NAS ) is not enabled for SQL Server.
However, you can configure SQL Server to store a database on a networked server or NAS storage server. Servers
used for this purpose must meet SQL Server requirements for data write ordering and write-through guarantees.
If you are using Microsoft SQL Server Express Edition, SAN and NAS disk support isn’t typically used.
For more information, see Microsoft Knowledge Base article, “Description of support for network database files in
SQL Server,” (go to https://support.microsoft.com and search for the article) or contact the SQL Server Support
Team.
Selecting a SQL Server collation

A SQL Server collation—a set of rules that determines how character data is sorted and compared—includes
character set, sort order, and locale-specific settings. See your SQL Server 2012 documentation for more
information about collation settings.
The SQL Server collation you select determines how information is presented in response to SQL queries and
affects the performance of the system.
The code page for character data is defined by the Windows locale selected when the operating system was
installed. The code page contains the valid set of characters in your SQL Server database. A character set consists
of 256 uppercase and lowercase letters, numbers, and symbols. The first 128 characters are the same for all
character sets. The supported character set in the United States is the 1252/ ISO character set.
It is important to select the correct collation for Dynamics GP when you’re installing SQL Server. Using SQL
Server collations that include Binary (sort order 50) or Dictionary Order, Case-Insensitive (sort order 52) sorting is
required for Dynamics GP. To change these settings later, you must reinstall SQL Server and Dynamics GP.
NOTE
You should check the compatibility of all the products you have that will use SQL Server before deciding on the collation
option.
Understanding sorting options

Using SQL Server collations that include Binary (sort order 50) or Dictionary Order, Case-Insensitive (sort order
52) sorting is required.
Binary sort order assigns characters numeric values of 0 through 255. Dictionary Order, Case-Insensitive (DOCI)
sort order makes no distinction between uppercase and lowercase characters. DOCI is the most common sort
order.
The following table shows the differences between Dictionary Order, Case- Insensitive and Binary.
SORT ORDER TECHNICAL NAME SORTING RESULT
Dictionary Order, Case- Insensitive SQL_Latin1_General_CP1_CI_AS McMaster MMCompanyName Zebra
Binary Latin1_General MMCompanyName Zebra
Installing Microsoft SQL Server 2012

We recommend that you follow the instructions in this section if you have not yet installed Microsoft SQL Server
2012. For information about upgrading SQL Server, see the SQL Server installation documentation. (In the
window that appears when you insert the SQL Server DVD, select Browse Setup/Upgrade Help.)
NOTE
With SQL Server 2012, you can have multiple instances of SQL Server on the same physical server. We recommend that you
have a dedicated a server. See your SQL Server 2012 documentation for more information about multiple instances.
To install Microsoft SQL Server 2012:

1. Insert the SQL Server 2012 installation media. The main SQL Server installation screen should appear. If
you do not see this screen, browse the media and double-click the Setup.exe file.
2. After the SQL Server Installation Center appears, click Installation in the left pane. Then, click New SQL
Server stand-alone installation or add features to an existing installation.
3. Your computer is scanned for conditions that may stop installation. To proceed with the installation, click OK
in the Setup Support Rules window.
4. In the Product Key window, enter the product key. Click Next.
5. Mark the option to accept the terms of the license terms and then click Next.
6. SQL Server setup files are installed on your computer. To proceed with the installation, click Next in the
Setup Support Rules window.
7. In the Setup Role window, select SQL Server Feature Installation, and click Next.
8. In the Feature Selection window, select the features you want to use and specify the location to install SQL
Server 2012. You should install at least the following features to use Dynamics GP.
Database Engine Services
Client Tools Connectivity
Client Tools Backwards Compatibility
Documentation Components
Management Tools – Basic
NOTE
Select Reporting Services – Native or Reporting Services – SharePoint to use SQL Server Reporting Services reports, display
SQL Server Reporting Services metrics on your home page in Dynamics GP, and display SQL Server Reporting Services
reports in Microsoft Dynamics Business Analyzer. If you have marked Reporting Services – SharePoint, be sure to mark
Reporting Services Add-in for SharePoint Products as well. For more information about installing and setting up SQL Server
Reporting Services for use with Dynamics GP see the Documentation and resources for Dynamics GP site for the most
current documentation.
Click Next.
9. Your computer is scanned again for conditions that may stop installation. To proceed with the installation,
click Next in the Installation Rules window.
10. In the Instance Configuration window, select a default or named instance for your installation.
To install a new default instance (the primary instance on the computer), select Default instance and
click Next. There can be only one default instance.
To install a named instance, select Named instance and then enter a unique instance name. Click Next.
If a default or named instance is already installed, select the existing instance for your installation and
click Next. The instance upgrades and you will have the option to install additional components.
For information about using instances of SQL Server, see your SQL Server documentation. We recommend
that you have a dedicated server.
11. The required disk space is calculated. Click Next.
12. In the Services Accounts tab, we recommend that you use the same account for each service and
automatically start services.
13. In the Collation tab, click the Customize button for the Database Engine.
14. In the Customize the SQL Server 2012 Database Engine Collation window, you can select Binary or
Dictionary Order, Case-Insensitive as the sorting option. For more information, see Selecting a SQL Server
collation.
WARNING
Check the compatibility of all the products, such as Business Portal for Dynamics GP and Workflow, you have that will use
SQL Server before deciding on the collation option.
Binary To use Binary sorting, use the Windows Collation designator and sort order option and make the
following selections in the window.
Dictionary Order, Case-Insensitive To use Dictionary Order, Case- Insensitive sorting, choose SQL collation,
used for backwards compatibility option and make the following selections in the window.
Click OK after you make your selections, and then click Next.
15. In the Database Engine Configuration window, select Mixed Mode as the authentication mode in the Server
Configuration tab. Mixed Mode is required by Dynamics GP.
With Mixed Mode, users can connect using Windows Authentication or SQL Server Authentication. You
must enter and confirm the system administrator password when you select Mixed Mode. You’ll use this is
the password to log in to Dynamics GP Utilities as the system administrator.
You must specify at least one system administrator. To add the account, click Add Current User to add
accounts to the list of system administrators.
Click Next.
16. If you selected to install Reporting Services, use the Reporting Services Configuration page to specify the
type of Reporting Services installation to create. Click Next.
17. In the Error Reporting window, select to allow error reporting. Click Next.
18. Your computer is scanned again for conditions that may stop installation. To proceed with the installation,
click Next in the Installation Configuration Rules window.
19. In the Ready to Install window, review the list of components that will be installed and click Install.
20. The Installation Progress window appears, allowing you to view the status of the installation. Click Next after
the installation is completed.
21. In the Complete window, click Close to exit the installation wizard.
22. Restart the computer if you are instructed to do so.
23. Install the current SQL Server 2012 service pack. See the Microsoft Download Center for the latest service
pack information.
Installing Microsoft SQL Server 2012 Express Edition

Microsoft SQL Server 2012 Express Edition has a maximum database size of 10 GB. You can download Microsoft
SQL Server 2012 Express from www.microsoft.com. Be sure to download SQL Server 2012 Express with data
management tools. You can download SQL Server 2012 Books Online for SQL Server Express from
www.microsoft.com.
Use the information in this section to install Microsoft SQL Server 2012 Express on your computer.
To install Microsoft SQL Server 2012 Express Edition:
1. Download SQL Server 2012 Express with data management tools.
2. A dialog window appears, showing the progress of the files being extracted.
3. After the files have been extracted, the SQL Server Installation Center appears.
4. Click New installation or add features to an existing installation.
5. Mark the option to accept the terms of the License Agreement and then click Next.
6. The Setup Support Rules window appears while your computer is scanned again for conditions that may
stop installation.
7. In the Feature Selection window, select the features you want to use and specify the location to install SQL
Server 2012 Express. Click Next.
8. In the Instance Configuration window, select a default or named instance for your installation.
To install a new default instance (the primary instance on the computer), select Default instance and
click Next. There can be only one default instance.
To install a named instance, select Named instance and then enter a unique instance name. Click Next.
If a default or named instance is already installed, select the existing instance for your installation and
click Next. The instance upgrades and you will have the option to install additional components.
For information about using instances of SQL Server, see your SQL Server documentation. We recommend
that you have a dedicated server.
9. In the Services Accounts tab, we recommend that you use the same account for each service and
automatically start services. Click Use the same account for all SQL Service services to open a window
where you can enter a user name and password. Click OK to return to the Server Configuration window.
10. In the Account Provisioning tab, select Mixed Mode as the authentication mode. Mixed Mode is required by
Dynamics GP.
With Mixed Mode, users can connect using Windows Authentication or SQL Server Authentication. You
must enter and confirm the system administrator password when you select Mixed Mode. You’ll use this is
the password to log in to Dynamics GP Utilities as the system administrator.
You must specify at least one system administrator. To add the account, click Add Current User to add
accounts to the list of system administrators.
Click Next.
11. In the Error Reporting window, select to allow error reporting. Click Next.
12. The Installation Progress page appears, allowing you to view the status of the installation.
13. In the Complete window, click Close to exit the installation wizard.
14. Restart the computer if you are instructed to do so.
15. Install the current SQL Server 2012 Express service pack. See the Microsoft Download Center for the latest
service pack information.
Setting up an ODBC data source using the SQL Native Client driver
You must set up a 32-bit Open Database Connectivity (ODBC ) data source using SQL Native Client or SQL Native
Client 10 on your computer. If you are using SQL Server 2012, you must set up a 32-bit Open Database
Connectivity (ODBC ) data source using SQL Native Client or SQL Native Client 11 on your computer. Use these
instructions to enter the appropriate setup information for ODBC for SQL Server.
If you are using a 64-bit operating system, you must set up a 32-bit ODBC data source. For instructions on how to
set up a data source for a 64-bit operating system, see the Microsoft Knowledge Base article How to set up an
ODBC Data Source on SQL Server for Dynamics GP.
To set up an ODBC data source using the SQL Native Client driver:
1. Open the ODBC Data Source Administrator window.
2. Select the System DSN tab and choose Add.
3. In the Create New Data Source window, select SQL Native Client, SQL Native Client 10.0, or SQL Native
Client 11.0 from the list and choose Finish.
The options in the list depend on the version of SQL Server you are using.
4. In the first Create a New Data Source to SQL Server window, enter the following information.
FIELD VALUE
Name Enter the name to use for the data source. This name will be
stored in the Odbc.ini file.
FIELD VALUE
Description Enter a description of the data source.
Server Enter the name you assigned to the SQL Server when you
installed Microsoft SQL Server.
Choose Next.
In the second Create a New Data Source to SQL Server window, select With SQL Server authentication using a
login ID and password entered by the user option as how to verify the login ID.
6. Enter sa as the login ID and enter a password. Choose Next.
7. In the third Create a New Data Source to SQL Server window, be sure that all the options are unmarked and
choose Next.
8. In the fourth Create a New Data Source to SQL Server window, be sure that all the options are unmarked.
Choose Finish.
9. In the ODBC Microsoft SQL Server Setup window, verify your settings and choose OK. You can also choose
the Test Data Source button to test it before choosing OK.
SQL Server Agent

When you install Dynamics GP on the server, an automated database maintenance job is created. SQL Server
Agent is used to run automated jobs.
Be sure that the SQL Server Agent service is set up to start automatically with the operating system if you are
using Microsoft SQL Server. In SQL Server Service Manager, select SQL Server Agent from the list of services
and mark the Auto-start service when OS starts option.
Jobs are customizable, and you can select how frequently they should be completed. You may want certain jobs to
run every half hour, while others should run once at night. For more information on scheduling jobs, refer to
Microsoft SQL Server Books Online.
SQL Server Agent is not available for SQL Server Express. For information about how to schedule backups for
SQL Server Express, see the Microsoft Knowledge Base article How to schedule and automate backups of SQL
Server databases in SQL Server Express.
Microsoft SQL Server 2008 Express doesn’t include SQL Server Agent. Refer to Support Hot Topic on
CustomerSource for more information about scheduling a backup.
Enabling Delete PJournal job

The Delete PJournal job is created during the installation of Dynamics GP. By enabling the Delete PJournal job, the
speed of the posting process is increased.
To enable Delete PJournal job using SQL Server
Management Studio:
1. Open SQL Server Management Studio by choosing Start >> Programs >> Microsoft SQL Server >> SQL
Server Management Studio.
2. Log in to Microsoft SQL Server.
3. Expand SQL Server Agent, and click Jobs.
If you are using SQL Server 2012, expand Jobs.
4. Right-click on Remove Posted PJournals for your company database and click Properties to open the
Properties window.
5. Unmark and mark the Enable option.
6. Click Apply and then click OK.
Account framework
Use the information in this chapter to plan your account framework for your company. A framework is a set of
maximum values, such as maximum segment lengths that each of your company’s account formats must fit
within. The account framework is very difficult to change later after it’s set up.
WARNING
The account framework you enter in the Dynamics GP Utilities will be used for the account format in all companies you’re
planning to set up.
Understanding the account framework

The framework you’ll enter includes maximums for the account length, the number of account segments, and the
length of each segment. These maximums will be used for the account format in all companies you’re planning to
set up. You’ll enter the specific account format for each company when you access Dynamics GP and set up the
company.
Maximums you enter for account framework during installation will apply to additional companies you set up
later. For example, you could enter the account framework maximums shown in the following table during the
installation process.
ACCOUNT FRAMEWORK EXAMPLE
Maximum account length 20
Maximum number of segments 3
Length of segment 1 7
With these maximums for the account framework defined during installation, you wouldn’t be able to set up the
following account format for a company.
INVALID ACCOUNT FORMAT FOR THE CORRESPONDING

FRAMEWORK
INVALID ACCOUNT FORMAT FOR THE CORRESPONDING
FRAMEWORK
Although the maximum account length and number of segments is within the limit, this account format is invalid
because the length of the first segment—8—exceeds the segment maximum that was defined during installation.
Using a custom or default account framework

You can design your account framework or use a default account framework. The account framework applies to
all companies in your Dynamics GP system, and represents the maximum length of your accounts, number of
segments, and segment lengths. The account framework is very difficult to change later after you set it up using
Dynamics GP Utilities.
To use the default account framework, you’ll select Basic as the installation option in Dynamics GP Utilities after
you install Dynamics GP. The Basic option also provides default settings for your system database and system
password. For more information, see Installation options in Dynamics Utilities.
The following is the account framework for a basic installation.
MAXIMUM NUMBER OF SEGMENTS 5
Length of each segment 9
Account preview xxxxxxxxx-xxxxxxxxx-xxxxxxxxx-xxxxxxxxx-xxxxxxxxx
Sorting options No sorting options by segment
If you decide that the basic installation’s default account framework fits your business needs, you don’t need to
plan your account framework before you install Dynamics GP and use Dynamics GP Utilities.
If you decide not to use the default framework, review the sections Planning your account framework and
Choosing account framework storage size to plan your account framework before you install Dynamics GP. After
you design your account framework and install Dynamics GP, you’ll select Advanced as the installation option in
Dynamics GP Utilities. Use Dynamics GP Utilities to enter a framework for the account formats that will be used
by all companies you’ll set up in Dynamics GP.
Planning your account framework

When planning an account framework, think about the account format you’ve used with your previous
accounting system and consider future expansions and the account format for additional companies you may add
to your system later. Plan the maximum number of segments you’ll use in any company, and the maximum length
of each segment.
WARNING
It’s important to consider what your current and future needs are for the framework; after you’ve entered the framework,
it’s unlikely that you’ll be able to change it. If you find that you need to change your account framework, contact your
reseller or Dynamics GP Technical Support.
To use one of the default charts of accounts provided with Dynamics GP, set up the account framework with
maximums that are at least the size listed below.
MINIMUM ACCOUNT FRAMEWORK FOR USE WITH SAMPLE
COMPANY SIZE
Maximum account length At least 9 characters
Maximum number of segments At least 3 segments
Length of segment 1 At least 3 characters
If you have more than one company, you may need to enter maximum segment lengths that exceed the 66-
character account length maximum when the segment lengths are added together. Assume that you have two
companies using the account formats shown in the following table.
ACCOUNT FORMAT COMPANY 1 COMPANY 2
Account length 66 66
Number of segments 3 3
Length of segment 1 10 20
In this case, you’d enter the following account framework maximums.
ACCOUNT FRAMEWORK ACCOMMODATING BOTH ACCOUNT

FORMATS
Notice that the total of the three segment lengths—75—exceeds the maximum account length—66. However, the
account format for each company is within the account framework maximum.
Choosing account framework storage size

You will need to consider the storage size that is required by each segment. The storage size is made up of
segment units—a unit of measure that determines the size of each segment. In Dynamics GP, the storage size is
calculated automatically when you enter each segment, though it isn’t displayed. A message will be displayed if
your framework exceeds the allowable storage size.
Each segment uses one or two segment units for storage, depending upon whether it’s an odd or an even-
numbered segment. These units will be added to the total length of all segments. When the maximum account
length is set, the total of all segments units must be 82 or less. For example, assume that an account has two 5-
character segments and seven 8-character segments, the total storage size will be 82 (one unit is added to each of
the five character segments because 5 is an odd number and two units must be added to each of the 8-character
segments because 8 is an even number). This example would be calculated as shown in the following table.
SEGMENT SEGMENT LENGTH SEGMENT UNITS TOTAL SIZE
1 5 1 6
2 5 1 6
3 5 1 6
4 8 2 10
5 8 2 10
6 8 2 10
7 8 2 10
8 8 2 10
9 8 2 10
Total 66 16 82
Based on the previous example, if you use an account framework with two 5- character segments and eight 8-
character segments, it would not be valid because the total would be 92, or ten greater than the maximum
allowed, as shown in the following table.
1 5 1 6
2 5 1 6
3 5 1 6
4 8 2 10
5 8 2 10
6 8 2 10
7 8 2 10
8 8 2 10
9 8 2 10
10 8 2 10
Total 66 16 82
However, if you use all odd-numbered segment lengths, you can incorporate larger segments in your account
framework because odd-numbered segment lengths use only one segment unit each. For example, you could use
ten 7-character segments in your account framework, which provides a total length of 70 characters, and a total
size of 80.
See also
Use the information in this chapter to install Dynamics GP on the first computer.
In a multiuser local area network environment, Dynamics GP applications are typically installed on a server, and
then on each client. However, Dynamics GP is not required to be installed on the server. Each client will have
access to data stored on the server. You can install your clients using the Dynamics GP media or using a client
installation package. For more about creating an installation package for your clients, see Creating an installation
package.
Installing Dynamics GP (first computer)

Before beginning the installation, be sure you’ve completed the installation preparation steps listed in Part 1,
Preparation, and that no other applications are running.
To install Dynamics GP (first computer):
1. Be sure that you’re logged in to Windows as a user with system administrator privileges.
2. From the Dynamics GP installation media, double-click the Setup.exe file to open the Dynamics GP
installation window.
3. If one or more of the following components isn’t installed on your computer, the Dynamics GP Bootstrapper
Setup window opens and you can choose to install the missing component or components.
Visual C++ 2015 Runtime Libraries
After all the components are installed, you may need to restart your computer before continuing the
installation of Dynamics GP.
4. Click Dynamics GP.
The installation program verifies that your system has the minimum operating system required to run
Dynamics GP. If your system does not meet requirements, the installation will not continue.
5. If you are installing Dynamics GP on a computer with an existing instance of Dynamics GP, select the
Create new instance option, enter a name for the new instance, and then click Next.
6. In the Country/Region Selection window, select the primary country or region where you do business. Your
selection affects which features are available to install. Some features are available only in selected countries
or regions. Click Next.
7. Follow the instructions in the window to accept the software license agreement. To install Dynamics GP, you
must accept this agreement and click Next.
8. In the Select Features window, select the features to install.
When you click a button for a feature, a pop-up menu of options appears. Refer to the table for more
information about each option.
OPTION WHAT HAPPENS
Run from My computer The selected feature will be installed on the local hard disk.
(This option installs the feature, but not sub–features.)
Run all from My computer Will install the feature and all of its sub–features.
Not available Will not install the selected feature or sub–features.
9. Specify the folder where you want the Dynamics GP files installed. The default folder is C:\Program
Files\Microsoft Dynamics\GP 2018. To select a different folder, click Browse.
After you have specified the installation folder, click Next.
10. Provide the Windows account that will be used as the service account for the Service Based Architecture
feature. This dialog is only displayed if you selected to install the Service Based Architecture feature on the
Select Features dialog.
11. In the SQL Server window, you can set up an ODBC data source, enter the name you assigned to the SQL
Server when you installed Microsoft SQL Server. A data source name called Dynamics GP also is created
using SQL Native Client.
If you don’t want to set up an ODBC data source, mark the Do not create a data source option.
12. Select to use DYNAMICS as the system database name or enter a different name for the system database
name.
By entering a custom name for the system database, you can have multiple system databases on the same
SQL Server instance. You cannot change the system database name in Dynamics GP Utilities.
Click Next.
13. If you have selected to install the Service Based Architecture feature, provide the Windows account that will
be used as the service account for the Service Based Architecture service.
The Service Based Architecture feature will create a Windows service on the computer. The Windows account
provided will be the identity used for this service.
14. In the Install Program window, click Install.
15. The Installation Progress window appears, where you can view the status of the installation.
16. In the Installation Complete window, click Exit.
17. Before you start Dynamics GP Utilities, check for and install current update for Dynamics GP. See
CustomerSource for the latest update information.
NOTE
To start Dynamics GP Utilities, you must have appropriate user privileges. Typically, this means being part of the
Administrators group or the Power Users group. If you are using an operating system that has User Account Control (UAC)
enabled, you will be prompted to run the program as a user with administrative privileges. Refer to your operating system’s
documentation for more information.
18. Start Dynamics GP Utilities. Choose Start >> All Programs >> Microsoft Dynamics >> GP 2018 R2>> GP
Utilities.
19. Follow the instructions in Using Dynamics GP Utilities. You can use the Dynamics GP Utilities windows to
set up your account framework and the Dynamics GP system data tables, and to create your companies.
20. After using Dynamics GP Utilities, you can install additional features or components that add specialized
functionality to your Dynamics GP system on the server computer. See Installing additional components for
more information.
Use the information in this chapter to install Dynamics GP on each client computer. You also use Dynamics GP
Utilities to synchronize the Dynamics GP dictionary on each additional client with your account framework on the
server.
then on each client. However, Dynamics GP is not required to be installed on the server. Each client will have access
to data stored on the server. You can install clients using the Dynamics GP media or using a client installation
package. For more about creating an installation package for your clients, see Chapter 11, “Creating an installation
package.”
When you install Dynamics GP, the Distributed Process Server (DPS ) and the Distributed Process Manager (DPM )
are installed automatically. You can specify which computers in your system are process servers, and which tasks
will be completed on those process servers. A process server is an application that allows users to direct the
processing such as posting or printing checks and maintenance procedures to another computer on the network.
The Distributed Process Manager is the application that tracks activity on all clients and process servers. See your
System Administrator ’s Guide (Help >> Contents >> select System administration) for more information.
Installing Dynamics GP on an additional computer

Use the information in this section to install a client in a multiuser system after you’ve installed Dynamics GP on
the server or the first computer and created your first company.
To install Dynamics GP on an additional computer:
3. Select a new Dynamics GP instance and click Next
If you are installing Dynamics GP on a computer with an existing instance of Dynamics GP, select Create a
new instance and enter a name for the new instance. For more information, see Multiple instances of
Dynamics GP.
4. In the Select a Country/Region window, select the primary country or region where you do business. Click
Next.
5. Follow the instructions in the window to accept the software license agreement.
To install Dynamics GP, you must accept this agreement.
OPTION WHAT HAPPENS
When you click a button for a feature, a pop-up menu of options appears. Refer to the table for more information
about each option.
Files\Microsoft Dynamics\GP. To select a different folder, click Browse.
8. To set up an ODBC data source, enter the name you assigned to the SQL Server when you installed
Microsoft SQL Server. A data source name called Dynamics GP also is created using SQL Native Client. If
you don’t want to set up an ODBC data source, mark the Do not create a data source option.
9. Select the system database name. If you selected Enter custom name, enter the system database name.
Click Next.
The Service Based Architecture feature will create a Windows service on the computer. The Windows
account provided will be the identity used for this service.
13. In the Installation Complete window, click Finish.
NOTE
15. Start Dynamics GP Utilities. Choose Start >> All Programs >> Microsoft Dynamics >> GP >> GP Utilities.
16. Follow the instructions in the Dynamics GP Utilities windows to synchronize your account framework. For
more information, see Synchronizing a client’s account framework.
17. After using Dynamics GP Utilities, you can install additional component applications. For more information,
see Installing additional components.

Synchronize the account framework of each client where you install Dynamics GP.
Dynamics GP Utilities uses the scripts and files installed previously to complete the client setup. In addition, you
can use Dynamics GP Utilities to complete various maintenance procedures, now and on an ongoing basis.
NOTE
To synchronize a client’s account framework:

1. Start Dynamics GP Utilities. (Start >> Programs >> Microsoft Dynamics >> GP >> GP Utilities)
2. In the Welcome to Dynamics GP Utilities window, verify your server name, and enter a user ID and
password. Click Next.
3. In the Welcome To Dynamics GP Utilities window, click Next.

The Dynamics GP dictionary is synchronized automatically with your account framework.
4. In the Additional Tasks window, you can choose to complete additional tasks, launch Dynamics GP, or end
the installation. If you select any task, choose Process; otherwise, click Exit.
5. Repeat the client installation process for each computer you’ll use as a client or process server for Dynamics GP.
Multiple instances of Dynamics GP
You can have multiple instances or installations of Dynamics GP on the same computer. Multiple instances are
typically installed on client computers. You may want to use an additional instance of Dynamics GP for testing
purposes.
When you install Dynamics GP on a computer with an existing instance of Dynamics GP, you’ll enter a name for
the new instance during the installation process. Each instance will be displayed in the Add or Remove Programs
control panel. For example, if you entered TEST as an instance name, Dynamics GP (TEST) will be displayed in the
Add or Remove Programs control panel. The instance also will appear in the program group for Microsoft
Dynamics and in the folder where Microsoft Dynamics is installed. The default folder location is C:\Program
Files\Microsoft Dynamics\GP$TEST. The first instance of Dynamics GP on a computer is considered the default
instance. The default instance of Dynamics GP isn’t assigned an instance name.
After you’ve installed Dynamics GP, you need to complete a number of additional configuration procedures. To do
this, you’ll use an application called Dynamics GP Utilities.
NOTE
One of the most important—and difficult to change later—configuration tasks is setting up an account framework. So
before you start using the Dynamics GP Utilities, see Account framework.
Dynamics GP Utilities overview

You’ll use Dynamics GP Utilities to complete the following tasks after you’ve installed software and data on a
server computer.
Select whether to use default or custom settings to configure the system database.
Create SQL Server databases for Dynamics GP.
Deploy predefined SQL Server Reporting Services reports that are included in Dynamics GP.
Deploy predefined Microsoft Excel reports that are included in Dynamics GP.
Create your account framework and synchronize the Dynamics GP dictionary, if you are providing custom
settings.
Select a default account framework and synchronize the Dynamics GP dictionary, if you decide to use
default settings.
Define account sorting options, if you are providing custom settings.
Enter the password for the DYNSA user.
Set up the system password, which controls access to system management functions in Dynamics GP, if
you are providing custom settings.
Synchronize sample data with your account framework, if you installed the sample company.
Remove SOP and Invoicing message. This lets you removes a message that appears every time you enter a
transaction in Sales Order Processing or Invoicing, if both modules are registered.
Create a SQLServer login for Dynamics GP Web Client
Select the authentication type for the Dynamics GP Web Client.
Create additional companies, as needed.
Installation options in Dynamics Utilities

When using Dynamics GP Utilities, you can select an installation option to use default settings or to provide your
own custom settings. If you select the Basic option, the default settings for the system database, the account
framework, and system password are provided. If you select the Advanced option, you’ll provide the settings to
create the database, the account framework, and system password.
The following table compares the default settings of the Basic option with the custom settings of the Advanced
option.
SETTING BASIC INSTALLATION ADVANCED INSTALLATION
System database The system database files are created at You can specify the locations where the
the default locations defined in the SQL system database files are created in
Server. A typical default location is SQL Server.
\Program Files\Microsoft SQL
Server\MSSQL\dat.
Account framework The following account framework is You can design your account
created for you. framework by entering the maximum
Maximum number of segments: 5 for the account length, the number of
Maximum Account Length: 45 account segments, and the length of
Length of each segment: 9 each segment. You also can select
Sorting Options: No sorting options by sorting options. For more information
segment about designing an account framework,
Account preview: xxxxxxxxx-xxxxxxxxx- see Account framework.
xxxxxxxxx-xxxxxxxxx-xxxxxxxxx
System password The system password is blank. This You can enter a password for system-
means that all users will have access to wide setup information.
system-wide setup information. You
can enter this password in Dynamics
GP.
Preparing Dynamics GP for use with default settings

Use Dynamics GP Utilities to prepare Dynamics GP for use. Complete this procedure when you install Dynamics
GP for the first time. You need to do this only once.
With this procedure, you’ll select the Basic option in the Installation Options window to use default settings for the
system database, account framework, and system password. For more information about the Basic option, see the
Installation options section.
Before you use Dynamics GP Utilities, check for and install the most current update for Dynamics GP. See
[CustomerSource] (https://mbs.microsoft.com/customersource) for the latest update information. After installing
the update, start Dynamics GP Utilities.
To prepare Dynamics GP for use with default settings:
1. Start Dynamics GP Utilities. (Start >> All Programs >> Microsoft Dynamics >> GP 2018 >> GP Utilities)
2. In the Welcome to Dynamics GP Utilities window, verify your server name, and enter a system
administrator user ID and password; then click OK.
NOTE
You must be logged in as a system administrator to complete database and system functions within Dynamics GP
Utilities.
3. The Welcome To Dynamics GP Utilities window opens when you are logged into the server you selected.
Read the message and click Next.
4. The Installation Options window appears. Mark Basic and then click Next.
5. If the DYNSA user doesn’t have a password, the Enter DYNSA User Password window opens. Use this
window to enter the password for the DYNSA user. The DYNSA user is the database owner and can
perform tasks, such as table maintenance procedures. If you have multiple Dynamics GP system databases
on the same SQL Server instance, the DYNSA user is the database owner for all of the system databases.
This password is case-sensitive.
Click Next.
6. In the Web Client SQL Server Login window, you can create a SQL Server login for Dynamics GP Web
Client. The Web Client SQL Server login is used for the connection to the SQL Server when a Dynamics
GP user has been configured with a Windows login.
Mark the Using web client option if you are creating a SQL Server login for the Dynamics GP Web Client.
Enter an existing SQL Server login or enter a new login. Then, enter a password and confirm your
Unmark the Using web client option if you are not creating a login for the Dynamics GP Web Client. Click
Next.
7. Select the authentication type for the Dynamics GP web client. Accept the default Windows Account setting
if GP users will be logging into the web client using their Windows domain credentials. Select
Organizational Account if GP users will be logging into the web client using their organizational account
credentials.
When selecting Organizational Account, additional settings will be required complete the setup. Provide the
Azure AD domain name for the user accounts. An example is contoso.onmicrosoft.com. Provide the name
of the SQL Server where the web components database is stored and the name of the web components
database.
8. In the Confirmation window, click Finish.
Dynamics GP Utilities installs databases, installs initial module setup information, and sets up Dynamics GP
menus. These procedures may take several minutes to complete. The Server Installation Progress window
describes the processes as they are completed.
9. In the Business Intelligence Reports Setup window, select the business intelligence components to deploy.
Click Next. The window that opens depends on the components you selected.
If you don’t want to deploy business intelligence components, leave the components unmarked and click
Next. The Additional Tasks window will reappear. Skip to step 11.
10. The SQL Server Reporting Services Reports Setup window appears if you marked to deploy Reporting
Services reports.
After selecting your report server mode, enter the locations to deploy the reports to.
Native mode location example.
LOCATION EXAMPLE
Report Server URL https://<servername>/ReportServer
Report Manager URL https://<servername>/Reports
SharePoint Integrated mode location example.
LOCATION EXAMPLE
SharePoint Site
Report Library ReportsLibrary

NOTE
Make sure that your locations don’t end with a slash. You can use the Reporting Services Configuration Manager to
verify the Report Server Mode being used and the URL locations.
11. If you have selected Native as the report server mode, you can enter the name of the folder to deploy the
reports to. By using a folder, you can deploy Reporting Services reports for multiple Dynamics GP
instances to a single Microsoft SQL Server Reporting Server. The default folder name is the name of the
system database. If DYNAMICS is the system database name, the Folder Name field is blank. After
deploying reports to the folder, you must to provide access to the folder.
12. Click Next.
NOTE
If you don’t have the appropriate permissions to deploy reports, a window opens where you can enter a
domain\user name and the password you use to log in to Microsoft Windows.
The Excel Reports Setup window appears if you marked to deploy Microsoft Excel reports.
Select the location to deploy the reports to. Network share location example:
Network share \\Servername\sharename
If you have selected SharePoint as the location to deploy reports to, you can mark the Using SharePoint
Online option if you are using Microsoft Office 365 and want to deploy Excel reports to a reports library in
SharePoint Online 2010. Mark the Using SharePoint Online option to deploy reports only in the Dynamics
GP desktop client. Reports will not be deployed for the Dynamics GP Web Client.
SharePoint location example:
SHAREPOINT SITE
Data Connections Library
Make sure that you use backwards slashes when you are entering the location for reports even if you are
using a UNC path. You should also be sure that the location doesn’t end in a slash.
NOTE
13. In the Additional Tasks window, you can choose to perform additional procedures, start Dynamics GP, or
end the installation. If you select any task, click Process; otherwise, click Exit.
For more information, see Additional installation tasks.
Preparing Dynamics GP for use with custom settings

Use Dynamics GP Utilities to prepare Dynamics GP for use. Complete this procedure when you install Dynamics
GP for the first time. You need to do this only once.
With this procedure, you’ll select the Advanced option in the Installation Options window to use custom settings
for the system database, account framework, and system password. For more information about the Advanced
option, see the Installation options section.
Before you use Dynamics GP Utilities, check for and install the most current update for Dynamics GP. See
CustomerSource (https://mbs.microsoft.com/customersource) for the latest update information. After installing
the update, start Dynamics GP Utilities.
To prepare Dynamics GP for use with custom settings:
2. In the Welcome to Dynamics GP Utilities window, verify your server name, and enter a system
administrator user ID and password; then click OK.
NOTE
You must be logged in as a system administrator to complete database and system functions within Dynamics GP
Utilities.
4. The Installation Options window appears. Mark Advanced and then click Next.
5. In the Database Setup window, enter the location to create the data and log devices (files). For more
information about disk and RAID configuration, see https://go.microsoft.com/fwlink/?LinkId=263763. Click
Next.
6. In the Set Up Account Framework window, enter a framework for the accounts for all Dynamics GP
companies, as well as all companies you may set up in the future.
Enter the maximum account length (up to 66 characters) and the maximum number of segments (up to 10) that
you’ll need for the charts of accounts in companies you set up now or in the future. Maximums you enter now will
apply to all companies you plan to set up.
For more information, see Planning your account framework.
7. In the Set Up Account Segment Lengths window, enter a name for each segment of the account, as well as the
maximum length you’ll use for each segment in the charts of accounts for your companies.
You should use descriptive names that clearly indicate how each segment will be used. These segment names will
appear as the default segment names when you set up the account format for each company; you can change the
names later, if necessary.
The length of each segment can be no longer than 66 characters. Maximums you enter now will apply to
companies you set up later.
NOTE
If you have more than one company, you may need to enter maximum segment lengths that exceed the 66-character
account length maximum when the segment lengths are added together. The total size must be 82 or less. For more
information, see Choosing account framework storage size.
8. Select sorting options in the Define Additional Sorting Options window. This window displays the predefined
sorting options available in Dynamics GP to sort account information in windows and on reports.
If the displayed sorting options include the ways you’ll need to sort account information, leave the No
option marked and click Next, then continue to step 10.
To select segments of your account framework to sort by, as well, mark Yes, then click Next. The Set Up
Additional Sorting Options window appears. Continue to step 9.
9. If you selected Yes in step 8, select each account segment you want to use as a sorting option and click Add.
You can define up to nine additional sorting options.
If you select more than one segment, use the Up and Down buttons to specify in what order the segments
will be used to sort account information. Sorting options are used to control the way accounts are displayed
in Dynamics GP windows, in all your companies.
10. When you’ve finished selecting segments, click Next to verify your account framework in the Verify
Account Framework window.
NOTE
To make corrections if necessary, click Back until the appropriate window is displayed, then click Next in each window until
the Verify Account Framework window is displayed again.
A report file called Acctfram.txt is created in the Data folder inside of the GP folder, which contains the same
account framework information. This file, which is created only on the first client, stores account framework
information for your reference. Be sure to make a backup of the Acctfram.txt file.
11. If the DYNSA user doesn’t have a password, the Enter DYNSA User Password window opens. Use this
window to enter the password for the DYNSA user. The DYNSA user is the database owner and can
perform tasks, such as table maintenance procedures. If you have multiple Dynamics GP system databases
on the same SQL Server instance, the DYNSA user is the database owner for all of the system databases.
This password is case-sensitive.
12. In the Web Client SQL Server Login window, you can create a SQL Server login for Dynamics GP Web
Client. The Web Client SQL Server login is used for the connection to the SQL Server when a Dynamics
GP user has been configured with a Windows login.
Mark the Using web client option if you are creating a SQL Server login for the Dynamics GP Web Client.
Enter an existing SQL Server login or enter a new login. Then, enter a password and confirm your
Unmark the Using web client option if you are not creating a login for the Dynamics GP Web Client. Click
Next.
13. Select the authentication type for the Dynamics GP web client. Accept the default Windows Account setting
if GP users will be logging into the web client using their Windows domain credentials. Select
Organizational Account if GP users will be logging into the web client using their organizational account
credentials.
When selecting Organizational Account, additional settings will be required complete the setup. Provide the
Azure AD domain name for the user accounts. An example is contoso.onmicrosoft.com. Provide the name
of the SQL Server where the web components database is stored and the name of the web components
database.
14. In the Enter System Password window, enter the password to use to access Dynamics GP system windows,
reports, and utilities. This password is case-sensitive and will be used for control functions, such as user
security.
15. In the Confirmation window, click Next.
Dynamics GP Utilities installs databases, installs initial module setup information, and sets up Dynamics GP
menus. These procedures may take several minutes to complete. The Server Installation Progress window
describes the processes as they are completed.
Next. The Additional Tasks window will reappear. Skip to step 19.
Services reports.
After selecting your report server mode, enter the locations to deploy the reports to.
Native mode location example:
LOCATION EXAMPLE
SHAREPOINT INTEGRATED
Location Example
SharePoint Site
deploying reports to the folder, you must to provide access to the folder.
19. Click Next.
NOTE
20. The Excel Reports Setup window appears if you marked to deploy Excel reports.
21. Select the location to deploy the reports to.
Network share location example:
SharePoint location example:
SHAREPOINT SITE
Data Connections Library
Click Next.
NOTE
22. In the Additional Tasks window, you can choose to perform additional procedures, start Dynamics GP, or
end the installation. If you select any task, click Process; otherwise, click Exit.
For more information, see Additional installation tasks.
Additional installation tasks

The Additional Tasks window in Dynamics GP Utilities contains the following selections:
Add sample company data
Create a company
Remove SOP and Invoicing message
Update modified forms and reports
Synchronize forms and reports dictionaries
Manage Web Client SQL Server login
Manage user authentication
The Update modified forms and reports option is used when upgrading from a previous release; it isn’t used when
you initially install Dynamics GP. The Synchronize forms and report dictionaries option can be used at anytime
when you want to synchronize your forms and reports to your account framework.
Start Dynamics GP Utilities if you haven’t already and follow the instructions in the Dynamics GP Utilities
windows until you open the Additional Tasks window. The following procedures assume that the Additional Tasks
window is open.
Adding sample company data

You can add data for the sample company, Fabrikam, Inc., to your Dynamics GP system to practice procedures. If a
Dynamics GP feature is installed, the sample data for that feature will be included when adding sample data.
When you are adding the sample company, you can create LessonUser1 and LessonUser2 as sample users. These
users will have access only to Fabrikam, Inc. The process of adding sample company data may take some time.
When you create the sample company, you can deploy business intelligence components, such as SQL Server
Reporting Services reports. If you deployed reports for your system database, you can use the default report
locations for the sample company.
To add sample company data:
1. Select the Add sample company data option in the Additional Tasks window and click Process.
2. In the Database Setup window, enter or accept the sample company database name and then select a
default location for new files that will be created for the sample company.
TWO is the default sample company database name if the TWO database doesn’t exist. You can only create
LessonUser1 and LessonUser2 as sample users for the TWO sample company database using the
If the sample company database has a different name than TWO, you must use the User Setup window to
create lesson users for the sample company and then use the User Access Setup window to set up user
access to the sample company.
3. In the Create Sample Users window, enter a password that will be used by the sample users, LessonUser1
and LessonUser2, to access the sample company. Reenter your password exactly as you previously entered
it.
The Create Sample Users window appears if you are creating sample users for the TWO sample company
database. If the sample company database is not the TWO database, you will not be able to create sample
users using Dynamics GP Utilities.
4. Click Next.
The Server Installation Progress window appears, showing the progress as the tables are loaded.
Next. The Additional Tasks window will reappear.
Services reports. After selecting your report server mode, enter the locations to deploy the reports to.
LOCATION EXAMPLE
Location Example
SharePoint Site
NOTE
Be sure that your URL locations don’t end with a slash. You can use the Reporting Services Configuration Manager
to verify the Report Server Mode being used and the URL locations.
deploying reports to the folder, you must provide access to the folder.
9. Click Next.
NOTE
10. The CRM Reports Setup window appears, if you marked to deploy SQL Server Reporting Services reports
with CRM data. Enter the CRM connection information. Microsoft Dynamics CRM supports only the native
mode of deployment of SQL Server Reporting Services.
We recommend that you use Windows Authentication (Integrated Security). If you select to be prompted
for credentials, you must mark the Use as Windows credentials when connecting to the data source option
on the data source deployed.
11. The Excel Reports Setup window appears if you marked to deploy Excel reports. Select the location to
deploy the reports to.
Be sure to use back slashes when you are entering the location for reports even if you are using a UNC
path. You should also be sure that the location doesn’t end in a slash.
SharePoint location example.
SHAREPOINT SITE
Data Connections Library DataConnections
12. Click Next.

domain\username and the password you use to log in to Microsoft Windows.
13. The Verify SQL Server window appears. Confirm your selections. If the selections are correct, click Finish.
The Business Intelligence Deployment Progress window appears. This window displays the report
deployment progress.
14. After the reports deployed, the Additional Tasks window will reappear.
Creating a company
This option will create SQL tables that are needed for your company data. You must have at least one company set
up before you can start Dynamics GP.
When you create a new company, you can deploy business intelligence components, such as SQL Server
locations for the company.
When adding a company, you can select how to configure your company. You can use wizards to migrate data
from Intuit QuickBooks or Peachtree and enter basic configuration options, or you can configure the company
later using the Setup Checklist window in Dynamics GP. To use a wizard to migrate or configure data, you must
download and install the Rapid Implementation Tools for Dynamics GP. If you haven’t installed the Rapid
Implementation Tools, click the Download and install the wizards link in the Company Setup Options window.
For each company you create, be sure the folder you specify must exist on the hard disk.
To create a company:
1. Select the Create a company option in the Additional Tasks window and click Process.
2. In the Create Company window, enter a company ID and name and select additional options.
NOTE
The additional options, such as shipping methods and payment terns, may be overwritten if you choose to use the
wizards to migrate QuickBooks or Peachtree data and enter basic configuration information in step 6.
3. Click Next.
4. In the Database Setup window, select a default location for new files that will be created.
5. The Confirmation window appears. Confirm your selections. If the selections are correct, click Finish.
The Server Installation Progress window appears, showing progress as tables loaded.
6. In the Business Intelligence Reports Setup window, select the business intelligence components to deploy. Click
Next. The window that opens depends on the components you selected.
If you don’t want to deploy business intelligence components, leave the components unmarked and click Next.
The Company Setup Options window appears. Skip to step 13.
LOCATION EXAMPLE
Location Example
SharePoint Site
NOTE
Make sure that your URL locations don’t end with a slash. You can use the Reporting Services Configuration
Manager to verify the Report Server Mode being used and the URL locations.
9. Click Next.
NOTE
Make sure that you use backwards slashes when you are entering the location for reports even if you are
using a UNC path. You should also be sure that the location doesn’t end in a slash.
SHAREPOINT SITE SERVER
12. Click Next.
NOTE
14. The Company Setup Options window appears, where you can select to use a wizard to migrate data from
QuickBooks or Peachtree, use a wizard to enter basic configuration options, or configure the company later
using the Setup Checklist window in Dynamics GP.
To use a wizard to migrate or configure data, you must download and install the Rapid Implementation
Tools for Dynamics GP. If you haven’t installed the Rapid Implementation Tools, click the Download and
install the wizards link in the Company Setup Options window before you click Next.
15. Click Next. If you decided to configure your company later, the Additional Tasks window reappears. You can
click Create a company to set up a second company, start Dynamics GP, or Exit.
If you decided to use a wizard to migrate or configure your company data, the Rapid Migration Tool or the
Rapid Configuration Tool starts.
Removing SOP and Invoicing message

Return to Dynamics GP Utilities and complete this task after you’ve set up Sales Order Processing. The following
message will appear every time you enter a transaction in Sales Order Processing or Invoicing, if both modules
are registered: “Sales Order Processing and Invoicing modules are both installed. They do not share information.
Transactions should be entered in one module only.” To remove this message, select Remove SOP and Invoicing
message in the Additional Tasks window and click Process, then follow the instructions in the window.
Managing the Web Client SQL Server login

Use the Manage Web Client SQL Server Login window to create or modify a SQL Server login for Dynamics GP
Web Client. By using the single Web Client SQL Server login, each web client user can access the web client by
providing their standard Windows login credentials instead of using their own SQL Server login.
During the initial Dynamics GP installation, you can create the SQL Server login. Each web client session can use
the login to access SQL Server.
To manage the Web Client SQL Server login:
1. Select the Manage Web Client SQL Server Login option in the Additional Tasks window and click Process.
2. In the Manage Web Client SQL Server Login window, specify the SQL Server
Login and password for the Web Client SQL Server login.
3. If the login has an existing password, you can mark the Change password option to enter a different
password.
4. Click Save. The Additional Tasks window reappears.
Managing user authentication

Use the Manage user authentication process to change the authentication type for this Dynamics GP instance. If
there are accounts assigned for the current authentication type, the assigned accounts will be removed when the
authentication type is changed. You cannot change the authentication type if there is an active workflow or a
workflow that is currently pending user action.
During the initial Dynamics GP installation, you selected an authentication type. If you upgraded to this version of
Dynamics GP from a previous release, the authentication type was set to Windows Account automatically.
To manage the user authentication
1. Select the manage user authentication option in the Additional Tasks window and click Process.
2. In the Manage User Authentication window, select the Authentication Type drop down and select the
authentication type.
3. If you have selected Organizational Account, provide the required configuration information for using
Organizational Accounts.
Provide the Azure AD domain name for the user accounts. An example is contoso.onmicrosoft.com. Provide the
name of the SQL Server instance where the web components database is stored and the name of the web
components database.
4. Click OK. The Additional Tasks window reappears.
Depending on your organization’s needs, you may have purchased additional features that add specialized
functionality to your Dynamics GP system. A Dynamics GP feature can be a single function or a complete a range
of related business and accounting tasks that use one or more modules. Several products that integrate with
Dynamics GP are included on the Dynamics GP media.
Dynamics GP features
After you’ve installed Dynamics GP, you may decide to purchase an additional feature or remove a feature. Some
features add a single function to your Dynamics GP system while some, such as Manufacturing, allow you to
complete a range of related business and accounting tasks that use one or more modules. You can use the Select
Features window to install or uninstall a feature. For more information about accessing this window, see Adding
or removing additional features.
You can register Dynamics GP using the Registration window (Administration >> Setup >> System >>
Registration) after you install. For more information about registration, see Registering Dynamics GP. All features
are registered for the sample company, Fabrikam, Inc. For more information about the sample company, see
Adding sample company data.
The following lists shows the Dynamics GP features. The features available depends on the country or region you
selected when installing Dynamics GP.
For all countries and regions:
A4
Analysis Cubes Client
Date Effective Tax Rates
Electronic Bank Reconcile
Encumbrance Management
Enhanced Intrastat
Fixed Asset Management
Grant Management
Manufacturing
Multilingual Checks
Professional Services Tools Library
Project Accounting
Revenue/Expense Deferrals
Safe Pay
Service Based Architecture
VAT Daybook
Web Client Runtime
For all countries and regions except Canada and the United States:
Bank Management
Direct Debit Refunds
Scheduled Installments
For the United States:
Human Resources and Payroll suite
For Belgium and France:
Export Financial Data
NOTE
We recommend that you install each Dynamics GP feature and additional component that you are going to register on all
client computers.
Adding or removing additional features

Use the installation wizard to add or remove features from your Dynamics GP installation. You also can use the
Program Maintenance window, opened from the Add or Remove Programs control panel, to add or remove
features. You should make a complete backup of your data before adding or removing features. Removing a
feature does not remove tables from the database.
Be sure to follow the instructions in the Dynamics GP Utilities windows after installing a feature. Depending on
the feature that you’re installing, you may have to update tables and update your companies.
After you install a feature, be sure that the feature is at the current version. You can’t log in to Dynamics GP on a
client computer if a product installed on the client has different version information than the server. You can use
the GP_LoginErrors. file in your temporary directory to help resolve the version information issue. The log file will
contain the product name, along with the dictionary version and the database version.
To add or remove additional features:
1. Start the installation wizard. You can use either of the following methods.
From the Dynamics GP installation media, double-click the Setup.exe file to open the Dynamics GP installation
window. Select the existing instance of Dynamics GP in the Instance Selection window and click Next.
—or—
Open the Control Panel > Programs and Features or Uninstall a program Select Dynamics GP. Click Change
to open the Program Maintenance window.
2. Click Add/Remove Features.
3. In the Select Features window, select the features to install or uninstall. When you install a new feature, you
won’t reinstall features that have been installed previously.
about each option.
OPTION WHAT HAPPENS
After you have specified the feature or features, click Next.

7. Start Dynamics GP Utilities. Choose Start >> All Programs >> Microsoft Dynamics >> GP>> GP Utilities.
NOTE
9. Follow the instructions in the Dynamics GP Utilities windows. Depending on the feature that you’re
installing, you may have to update tables and update your companies.
10. After the processing is finished, the Additional Tasks window will open, where you can perform additional
tasks, start Dynamics GP, or exit the installation.
Additional components
A smaller set of additional components are separate installations available on the Dynamics GP media. These
additional components are listed on the main Dynamics GP installation window for media. For more information
about accessing this window, see Installing an additional component.
ADDITIONAL COMPONENTS DESCRIPTION
Analysis Cubes Server Installs Analysis Cube Server configuration wizards for SQL
Server 2012, SQL Server 2014, and SQL Server 2016.
Dynamics GP Add-in for Microsoft Word Installs the code necessary to enable template mapping so
you can create and modify Word templates for Dynamics GP.
eConnect A document integration tool that enables high volume, high

speed programmatic integration to and from applications and
the Dynamics GP back office solution.
Integration Manager Allows you to perform a one-time data conversion from your
existing system to Dynamics GP products, or to perform
ongoing integrations from other applications.
Tenant Service A service that will provide tenant and user configuration
information to applications. This service is required if you are
setting up Dynamics GP Web Client for multiple tenants.
Web Client The web server components that will provide browser access
to Dynamics GP.
GP Web Resource Cache Install on each session server to improve performance by

enabling web client caching.
Web Services Runtime The runtime engine that adds a Web Services interface to
Dynamics GP. Install this component if you want to run
integrations that access Dynamics GP data through Web
Services. Several prerequisites must be met before you can
install this component. Refer to the Web Services Installation
and Administration Guide for more details.
Web Services Management Tools Installs the Security Console and Exceptions Management
Console, which you can use to administer security and
exception information for Web Services for Dynamics GP.
Install this component if you want to manage Web Services
from a workstation separate from where the Web Services
Runtime is installed.
Companion Application Services A tool that enables you to connect your Dynamics GP
application to a data source.
GP PowerShell PowerShell cmdlets that perform various configuration tasks

for a Dynamics GP web client installation.
OData Services
There are some additional components that are released only on CustomerSource.
Installing an additional component

Use this procedure to install an additional component after you’ve installed Dynamics GP. Before installing
additional components, you should make a complete backup of your data.
Each additional component has its own installation instructions and documentation that you can access before
you install the component. After you review the documentation you can install the component.
To install an additional component:
2. Click the additional component you want to install and then click View Documentation.
3. After you review the documentation, install the component by clicking the additional component you want
to install and then clicking Install.
4. Depending on the component you installed, you may be instructed to restart your computer.
5. When installation of the additional component is complete, you can either install another component or
close the main Dynamics GP installation window.
See Also
Use the information in this chapter to install Dynamics GP on each client computer. You also use Dynamics GP
Utilities to synchronize the Dynamics GP dictionary on each additional client with your account framework on the
server.
then on each client. However, Dynamics GP is not required to be installed on the server. Each client will have
access to data stored on the server. You can install clients using the Dynamics GP media or using a client
installation package. For more about creating an installation package for your clients, see Chapter 11, “Creating an
installation package.”
When you install Dynamics GP, the Distributed Process Server (DPS ) and the Distributed Process Manager
(DPM ) are installed automatically. You can specify which computers in your system are process servers, and which
tasks will be completed on those process servers. A process server is an application that allows users to direct the
processing such as posting or printing checks and maintenance procedures to another computer on the network.
The Distributed Process Manager is the application that tracks activity on all clients and process servers. See your
System Administrator ’s Guide (Help >> Contents >> select System administration) for more information.
Installing Dynamics GP on an additional computer

the server or the first computer and created your first company.
To install Dynamics GP on an additional computer:
3. Select a new Dynamics GP instance and click Next
If you are installing Dynamics GP on a computer with an existing instance of Dynamics GP, select Create a
new instance and enter a name for the new instance. For more information, see Multiple instances of
Dynamics GP.
4. In the Select a Country/Region window, select the primary country or region where you do business. Click
Next.
5. Follow the instructions in the window to accept the software license agreement.
To install Dynamics GP, you must accept this agreement.
OPTION WHAT HAPPENS
about each option.
Files\Microsoft Dynamics\GP. To select a different folder, click Browse.
9. Select the system database name. If you selected Enter custom name, enter the system database name.
Click Next.
The Service Based Architecture feature will create a Windows service on the computer. The Windows
account provided will be the identity used for this service.
13. In the Installation Complete window, click Finish.
NOTE
15. Start Dynamics GP Utilities. Choose Start >> All Programs >> Microsoft Dynamics >> GP >> GP Utilities.
16. Follow the instructions in the Dynamics GP Utilities windows to synchronize your account framework. For
more information, see Synchronizing a client’s account framework.
17. After using Dynamics GP Utilities, you can install additional component applications. For more information,
see Installing additional components.

Synchronize the account framework of each client where you install Dynamics GP.
Dynamics GP Utilities uses the scripts and files installed previously to complete the client setup. In addition, you
can use Dynamics GP Utilities to complete various maintenance procedures, now and on an ongoing basis.
NOTE

2. In the Welcome to Dynamics GP Utilities window, verify your server name, and enter a user ID and
3. In the Welcome To Dynamics GP Utilities window, click Next.

4. In the Additional Tasks window, you can choose to complete additional tasks, launch Dynamics GP, or end
the installation. If you select any task, choose Process; otherwise, click Exit.
5. Repeat the client installation process for each computer you’ll use as a client or process server for Dynamics
GP.
Multiple instances of Dynamics GP

You can have multiple instances or installations of Dynamics GP on the same computer. Multiple instances are
typically installed on client computers. You may want to use an additional instance of Dynamics GP for testing
purposes.
When you install Dynamics GP on a computer with an existing instance of Dynamics GP, you’ll enter a name for
the new instance during the installation process. Each instance will be displayed in the Add or Remove Programs
control panel. For example, if you entered TEST as an instance name, Dynamics GP (TEST) will be displayed in the
Add or Remove Programs control panel. The instance also will appear in the program group for Microsoft
Dynamics and in the folder where Microsoft Dynamics is installed. The default folder location is C:\Program
Files\Microsoft Dynamics\GP$TEST. The first instance of Dynamics GP on a computer is considered the default
instance. The default instance of Dynamics GP isn’t assigned an instance name.
Instead of physically going to each client computer to install Dynamics GP, you can use an installation package to
install Dynamics GP on multiple client computers. An installation package stores the files required to install a
custom configured installation in a shared network location you set up. How Dynamics GP is installed on the client
computer using the installation package depends on the tools and applications you use.
Installation package overview

You can use a client installation package to install Dynamics GP on additional client computers without having to
physically go to each client computer and use the Dynamics GP installation wizard. When you create an
installation package, the installation package stores the files required to install a custom configured Dynamics GP
installation.
We recommend that you install the following components on each client computer. You can install these
components from the Dynamics GP installation media.
Microsoft Dexterity Shared Components 18.0
These components aren’t installed for you if you set up your installation package to install Dynamics GP using the
GreatPlains.msi file. If these components are not installed on the client computer, Dynamics GP won’t be installed.
These components are installed for you if you set up your installation package to install Dynamics GP using the
Setup.exe file.
When creating the installation package, you’ll select the shared network location where the installation package
will be created, select Dynamics GP features, and enter a location where Dynamics GP will be installed on each
client computer.
The installation package must be created in a shared network location that each client computer has access to. The
location where Dynamics GP will be installed must be a valid location for each client computer.
After Dynamics GP is installed and the user on the client has started Dynamics GP, the user may have to include
new code and use Dynamics GP Utilities to synchronize the account framework.
After the installation package is created, it can be run from the shared network location to install the Dynamics GP
client without the user having to make install decisions. A progress window shows how the process is progressing.
How Dynamics GP is installed on the client computer using the installation package depends on the tools and
applications you use. You can send an email with a link to the installation package. The user can click the link to
install Dynamics GP. Or, you can create a deployment package using a software distribution tool such as Systems
Management Server so that Dynamics GP is automatically installed after the user logs into his or her computer.
To create an installation package

You can use an installation package to install Dynamics GP on your client computers. An installation package
contains all the information required to install Dynamics GP.
To create an installation package:
1. Create a shared network location or verify that the client computers have access to a shared network
location.
2. From the Dynamics GP installation media, double-click the Setup.exe file.
3. Click Create Installation Package.
4. In the Installation Location window, enter or select the folder where the installation package will be created.
It is recommended that you use an Universal Naming Convention (UNC ) path or a mapped drive letter that
is common across all targeted machines. The network location must be accessible from any computer that
will have Dynamics GP installed on it using the installation package.
Click Next.
5. In the Country/Region Selection window, select the primary country or region where you do business. Click
Next.
OPTION WHAT HAPPENS
We recommend that you install each Dynamics GP feature and additional component that you are going to
register on all client computers.
7. Specify the location on the client computer where you want the Dynamics GP files installed. If you don’t
enter the location, the default location is \Program Files\Microsoft Dynamics\GP on the hard disk that has
the operating system installed.
Be sure that the location is a valid location for every computer on which the installation package is used to
9. Select the system database name.
Click Next.
10. Specify the location of the Reports dictionary and the Forms dictionary. The location where dictionaries are
must be a valid location for each client computer. The locations are written to the Dex.ini file. Click Next.
11. Specify the location of the OLE Notes files and Letter Wizard files. Click Next.
NOTE
Dynamics GP uses the Document Attachment Management functionality instead of OLE objects.

14. In the Create Installation Package Complete window, click Finish.
The installation package is installed in the shared network location you specified. The installation package
stores the files, such as Great Plains.msi and Setup.exe, required to install a custom configured Dynamics
GP installation.
15. How Dynamics GP is installed on the client computer using the installation package depends on the tools
and applications you use. You can send an email with a link to the installation package. Or, you can create a
deployment package using a software distribution tool such as Systems Management Server so that
Dynamics GP is automatically installed after the user logs into their computer.
For more information about deployment, see the Documentation and resources for Dynamics GP page.
Creating a company
Use the instructions in this chapter to create a company if you didn’t create one when you first used Dynamics GP
Utilities. You must set up at least one company before you can start Dynamics GP. See your System Setup
instructions (Help >> Contents >> select Setting up the system) for information about setting up users and
companies in Dynamics GP.
Chart of accounts overview

Several default charts of accounts are included with your Dynamics GP
system. You may want to use a default chart of accounts for the following reasons:
The charts of accounts we’ve provided reflect sound accounting practices.
Extensive research was done to determine the most commonly used account types for the industries we’ve
included.
Even if changes need to be made after a default chart of accounts is copied for the company, setup time will
be greatly reduced by using a default chart.
Based on the business and industry types you choose for your company, you can install the chart of accounts best
tailored for your company’s business needs. For instance, if your company is a retail corporation, select
Corporation from the Business Type list, as shown in the previous illustration, then select Retail from the Industry
Type list. Accounts specific to corporations, such as stock accounts, will then be added to the chart of accounts
specifically designed for retail industries.
If you use a default chart of accounts, you won’t be able to shorten the account format. However, it can be
lengthened to the maximum length you established in the Account Definition Setup window of Dynamics GP
Utilities, earlier in the installation process. Refer to the System Setup instructions (Help >> Contents >> select
Setting up the system) for more information about lengthening account formats.
The default chart of accounts you choose for your company in this procedure is designed to be an accurate
estimate of your company’s business practices. However, we recommend that you review the accounts and make
any necessary additions or changes. You’ll be directed to the General Ledger documentation later in the setup
process, if you need to modify the accounts.
Adding a company using Dynamics GP Utilities

Use Dynamics GP Utilities to create companies for Dynamics GP. You must have at least one company set up
before you can start Dynamics GP.
When adding a company, you can select how to configure your company. You can use wizards to migrate data from
QuickBooks or Peachtree and enter basic configuration options, or you can configure the company later using the
Setup Checklist window in Dynamics GP. To use a tool to migrate or configure data, you must download and install
the Rapid Implementation Tools for Dynamics GP. If you haven’t installed the Rapid Implementation Tools, click
the Download and install the wizards link in the Company Setup Options window.
Before you begin, be sure you have adequate space to add companies (including the sample company) to your
SQL database. Each company requires about 300MB of free space.
When you create a company, you can deploy SQL Server Reporting Services reports and Excel reports using
Dynamics GP Utilities. If you have deployed reports for your system database, you can use the default report
locations for the company.
Administrators group or the Power Users group. If you are using an operating system that has User Account
Control (UAC ) enabled, you will be prompted to run the program as a user with administrative privileges. Refer to
your operating system’s documentation for more information.
To add a company using Dynamics GP Utilities:
1. Start Dynamics GP Utilities. (Start >> Programs >> Microsoft Dynamics >> GP>> GP Utilities)
2. In the Welcome to Dynamics GP Utilities window, verify your server name, and enter a system administrator
user ID and Password; then click Next.
3. In the Welcome to Dynamics GP Utilities window, review the information and click Next.
4. The Upgrade Dynamics GP window opens, indicating that Dynamics GP is at the current version. Click Next
to verify version information for companies.
5. After companies are verified, the Additional Tasks window opens. Select Create a company and then click
Process.
6. The Create Company window opens, where you can enter a database/company ID, and a company name.
You also can select the following options.
Mark to load shipping methods and payment terms.
Mark the Load Default Chart of Accounts option and click a business and industry type. For more
information about charts of accounts, see Chart of accounts overview.
Copy access from another company, except from the sample company, Fabrikam, Inc.
NOTE
If you choose to use wizards to migrate QuickBooks or Peachtree data and enter basic configuration information in step 10,
the shipping methods and payment terms and the chart of accounts information you have loaded may change.
7. Click Next after entering and selecting company information.

8. The Database Setup window appears. Enter the location where the data and log devices should be created.
Click Next.
9. The Very SQL Server window appears. Confirm your selections. If the selections are correct, click Finish.
The Server Installation Progress window appears, showing progress as tables loaded.
Next. The Company Setup Options window appears. Skip to step 18.
Services reports. After selecting your report server mode, enter the locations to deploy the reports to. Be
sure that the location you enter does not end with a slash.
LOCATION EXAMPLE
LOCATION EXAMPLE
SharePoint Site
reports to. By using a folder, you can deploy Reporting Services reports for multiple Dynamics GP instances
to a single Microsoft SQL Server Reporting Server. The default folder name is the name of the system
database. If DYNAMICS is the system database name, the Folder Name field is blank. After deploying
reports to the folder, you must provide access to the folder.
13. Click Next.
NOTE
If you don’t have the appropriate permissions to deploy reports, a window opens where you can enter a domain\user name
and the password you use to log in to Microsoft Windows.
16. The Excel Reports Setup window appears if you marked to deploy Excel reports. Select the location to deploy
the reports to.
If you have selected SharePoint as the location to deploy reports to, you can mark the Using SharePoint Online
option if you are using Microsoft Office 365 and want to deploy Excel reports to a reports library in SharePoint
Online 2010. Mark the Using SharePoint Online option to deploy reports only in the Dynamics GP desktop client.
Reports will not be deployed for the Dynamics GP Web Client.
Be sure to use back slashes when you are entering the location for reports even if you are using a UNC path. You
should also be sure that the location doesn’t end in a slash.
SHAREPOINT SITE SERVER
17. Click Next.

NOTE
19. The Company Setup Options window appears, where you can select one of the following options to
configure your company.
Mark the Set up the company later option to set up your company at another time. When you are
ready to set up data for your company, you can use wizards to migrate data from QuickBooks or
Peachtree and enter basic configuration options, or you can configure the company using the Setup
Checklist window in Dynamics GP.
Mark the Set up the company using the configuration wizard option to use the Rapid Configuration
Tool for Dynamics GP. The Rapid Configuration Tool helps you enter the basic setup information
required for Dynamics GP. With the Rapid Configuration Tool, you can start with a standard industry
configuration, modify the configuration data, and then import the data into Dynamics GP. Or, you can
import a configuration from a Microsoft Office Excel workbook prepared by a Dynamics GP partner
or business consultant.
Mark the Migrate existing data using the migration wizard option to use the Rapid Migration Tool for
Dynamics GP. The Rapid Migration Tool migrates QuickBooks data or Peachtree to Dynamics GP.
You can migrate master records, transactions, and configuration settings such as payment terms and
shipping methods. Master records include customer records, vendor records, item records, and
account records. Transactions include open payables transactions, open receivables transactions, open
invoices transactions, and purchase orders. You also can review and edit information before you
complete the migration.
To use a tool to migrate or configure data, you must download and install the Rapid Implementation Tools for
Dynamics GP. If you haven’t installed the Rapid Implementation Tools, click the Download and install the wizards
link.
20. Click Next. If you decided to configure your company later, the Additional Tasks window reappears. You can
click Create a company to set up a second company, start Dynamics GP, or Exit.
If you decided to migrate or configure your company data, the Rapid Migration Tool or the Rapid
Configuration Tool starts.
After installing Dynamics GP
Use the information in this chapter to log in to Dynamics GP for the first time and register Dynamics GP. You also
may have to grant user access to alternate Dynamics GP windows and reports.
Logging in to and quitting Dynamics GP

If you have trouble starting Dynamics GP, contact your network administrator.
To log in to Dynamics GP:
1. Choose Start > Programs > Microsoft Dynamics > GP The Welcome to Dynamics GP window opens.
2. Enter your user ID and password. Passwords are case-sensitive.

3. Click OK. The Company Login window appears.
4. Select a company and click OK. The Dynamics GP main menu appears.
To switch to a different company while you are working in Dynamics GP, choose Dynamics GP menu >>
User and Company.
To quit Dynamics GP:
1. Save your work in the window you are working in.
2. Choose Dynamics GP menu >> Exit.
Registering Dynamics GP
By registering your software, we can provide you with better service. We can gather information about additional
needs you have and how Dynamics GP can be improved. Software registration also eliminates unauthorized use of
the software without imposing restrictive copy protection.
You can enter your site name and registration keys for Dynamics GP in the Registration window
(Administration>> Setup >> System >> Registration).
You must register Dynamics GP before you can use it. Enter your site name and registration keys exactly as they
appear on your registration document. If you don’t register a module before you begin to use it, you won’t be able
to open any transaction entry window. Modules in the sample company, Fabrikam, Inc., are registered and you can
use the sample company to practice procedures.
After you’ve registered Dynamics GP, you won’t need to register additional companies that you add. To verify that
a module has been registered, open the Dynamics GP Options window (Help >> About Dynamics GP >>
Options). Registered modules have a check mark in the Registered column.
Security for Dynamics GP

The default security settings in Dynamics GP allow all users access to only the windows and forms in Dynamics GP
that are needed to log in to the application. After setting up new user records, you should set access to companies
and set up security for new users. To learn more about setting up security, refer to the System Setup Guide (Help
>> Contents >> select Setting up the System).
Each time you install a new feature or component in Dynamics GP, such as Human Resources, you must set up
security for that feature or component. For example, if you have been using Dynamics GP for a year and you just
installed Human Resources, you will need to set up access to Human Resources before anyone can use it.
Refer to the Planning For Security document (C:\Program Files\Microsoft
Dynamics\GP\Documentation\SecurityPlanning.pdf) or to the System Setup Guide (Help >> Contents >> select
Setting up the System) for more information about security.
Tasks for SQL Server Reporting Services reports

Review the following tasks.
Security
After deploying the Dynamics GP SQL Server Reporting Services reports, the only individuals who will be able to
access or view the reports within the Report Manager are those users who are members of the web server ’s local
administrator group and local administrators on SQL Server. The web site administrator has to implement and
grant access to the Reporting Services Web site and database objects required to print reports.
If you have deployed reports using the SharePoint integrated mode and have already assigned permissions to
users, those same users will have access to report server items and operations immediately after you configure the
integration settings between Microsoft SharePoint and a report server. You can use existing permissions to upload
report definitions and other documents, view reports, create subscriptions, and manage items.
If you have not assigned permissions, assign user and group accounts to predefined SharePoint groups. You also
can create new permission levels and groups, or modify existing ones to vary server access permissions as specific
needs arise.
You can deploy SQL Server Reporting Services reports for multiple Dynamics GP instances to a single Microsoft
SQL Server Reporting Server. If you have deployed reports to a folder on a Microsoft SQL Server Reporting
Server using the Native mode, you must to provide access to the folder.
Microsoft Dynamics CRM
Before you render a SQL Server Reporting Services report with CRM data, be sure to start the Microsoft
Dynamics CRM application to initialize data
Professional Services Tools Library
The Professional Services Tools Library is designed for use with Microsoft Dynamics GP. This document contains
descriptions and information about the functionality of each tool, as well as how to implement the tools available in
the Professional Services Tools Library.
Introduction
To download the tool go to PartnerSource.
As of March 26, 2012 the Microsoft Dynamics GP PSTL and the additional Microsoft Dynamics GP Tools listed
above are available to partners at no additional cost.
The content of this page is locked.
To access this information, log in to CustomerSource.
Unable to log in to CustomerSource?
Visit our CustomerSource Help Page.
To access this information log in to CustomerSource.
Your current service plan does not allow access to this information
To learn more about Microsoft Dynamics Service Plans, review our service plan offerings.
All the listed Microsoft Dynamics GP tools are free as is, any further functionality outside of this download will be
taken on a limited basis and be considered an Advisory Service
Before you begin

This section includes information and precautions that will help you use Professional Services Tools Library more
effectively.
Making backups
Before running any tool, make a backup of the databases that will be affected. It is important to make a
backup of your Microsoft SQL Server® data. Many of the tools will prompt users to back up their data
before being allowed to execute the command selected. Make a backup before continuing with the tool
operation. The tools that do not prompt users with a warning message either have another type of warning
or assume that the user has taken steps to appropriately backup the data.
Additional users
Most tools will require that you are the only user logged into the company. If there are additional users
logged into the company you will receive an error message listing the total number of users in the system.
Make sure all users are logged out and then reopen the tool.
NOTE
If additional products are installed, all 3rd party tables should be tested for validation.
Using the sa login

Regardless of how role-based Security is defined in Microsoft Dynamics GP, there are certain tools that will
require users to be logged in as “sa.” These tools are:
- Toolkit
- Customer Name Modifier
- Item Number Modifier
- Item Number Combiner
- Vendor Name Modifier
- Account Modifier/Combiner
- Salesperson Modifier
- Territory Modifier
- Territory Combiner
- Company Copy
Using the Validate and Import buttons

Validate and Import buttons are available on many of the tools that modify or combine data. These buttons allow
data to be imported without having to manually enter the information, making the tools useful to change or
combine many pieces of data.
For example, if you are want to change 1000 current item numbers to 1000 new item numbers one at a time, you
can save time by importing a two-column spreadsheet into modifier and combiner tools.
To prepare your spreadsheet data
1. Enter existing system data — such as the Vendor ID numbers or Item numbers — in the first column of data
in the spreadsheet.
2. The second column of data should contain the new ID or number, as you would enter it in the appropriate
field of the respective tool.
If you are entering account numbers in your spreadsheet, be sure to include dashes.
3. Save your spreadsheet as a text file
[!NOTE ] The spreadsheet must be saved as a text file in Microsoft Excel (tab delimited file), to ensure that
information in Microsoft Dynamics GP is updated correctly.
To validate and import your data
A typical example of the Validate and Import function functionality would be during an Employee ID change:
1. Choose the Validate button first. Select the file and choose Open to start the validation process.
2. A Report Destination window will appear. Select the report destination to view a report verifying that
information is valid. If the report states that there is invalid data, fix the spreadsheet and go through the
validation process again.
3. Once the Validate report lists no invalid employee ID numbers, the data is ready to be imported.
If you choose the Import button, you will receive a message to choose Validate first. The Validate button
ensures that the tool will run properly. In this example, the Validate button will verify that each current
employee ID number exists in your system before the conversion is performed.
4. After validating your data, choose the Import button, and choose the valid text spreadsheet.
5. When the data is done being imported, you will receive a message stating that the Import function is
finished.
6. Choose OK, and close the modifier or combiner tool to receive another report destination window and view
the report to see the changed data.
Compatibility information
The following table lists the compatibility of modules in Microsoft Dynamics GP with the individual Professional
Services Tools.
All of the tools are compatible with core modules. Core modules include General Ledger, Receivables
Management, Payables Management, Sales Order Processing, Purchase Order Processing, Inventory, Bank
Reconciliation, Inventory, Payroll, Bill of Materials and Multicurrency.
NOTE
When using the Combine tools, SmartList queries may need to be modified after the combine is completed.
Tools
Account Modifier/Combiner - Compatible modules and features
Core Modules
Control Account Management
Excel Based Budgeting
Field Service
Fixed Assets
Interfund Management
Manufacturing
Project Accounting
Revenue/Expense Deferrals
SmartList
Checkbook Modifier - Compatible modules and features
Core Modules
Project Accounting
Customer Name Modifier - Compatible modules and features
Core Modules
Project Accounting
Employee Modifier U.S. and Canadian Payroll - Compatible modules and features
Core Modules
Human Resources
Project Accounting
Personal Data Keeper
Item Number Modifier & Combiner - Compatible modules and features
Core Modules
Manufacturing
Field Service
SmartList
Project Accounting
Item Description Modifier - Compatible modules and features
Core Modules
Project Accounting
Inventory Site Modifier & Combiner- Compatible modules and features
Core Modules
Manufacturing
Field Service
Project Accounting
Salesperson & Territory Modifier/Combiner - Compatible modules and features
Core Modules
Collections Management
Vendor Name Modifier - Compatible modules and features
Core Modules
Project Accounting
Chapter 1: Installing Professional Services Tools Library

This chapter explains how to install Professional Services Tools Library. Information is divided into the following
sections:
Installation
Security setup
What to do next
Installation
Professional Services Tools Library can be installed directly from the Microsoft Dynamics GP installation media.
The Professional Services Tools Library can also be downloaded at no charge from PartnerSource at the following
website: https:/mbs.microsoft.com/partnersource/downloads/releases/noam_pstl.hlm. If you are a customer,
contact your partner of record.
Installing Professional Services Tools Library:
1. Follow the appropriate step:
Installation Media:
From the installation media, start the Microsoft Dynamics GP installer. Refer to the Microsoft
Dynamics GP installation documentation pertaining to new installation or updating an existing
location. Select Professional Services Tools Library from the Select Features window.
Downloaded Free Version:

Save the *.cnk files to the location on your computer where Microsoft Dynamics GP is installed. By
default, Microsoft Dynamics GP is in the following location:
C:\\Program Files\Microsoft Dynamics\GP
2. After the installation is complete, start Microsoft Dynamics GP and choose Yes to include new code.
3. To add the Professional Services Tools Library to the Home menu, right-click and choose Add >> Add
window.
4. In the Available Windows folder list, expand the Technical Service Tools list, then expand Project. Select
Professional Services Tools Library.
5. Choose Done, and then choose Yes to save the changes.
6. Professional Services Tools Library should now be available on your Home menu.
7. You will need to repeat steps 1-7 for each company where you want to use the Professional Services Tools
Library.
8. The first time that you use Professional Services Tools Library, you may need to enter the registration key. To
activate the entire Professional Services Tools Library suite, you can enter SMPE0102030405 for the
registration key.
The registration key can be entered from any company that you set up to use Professional Services
Tools Library and will not need to be reentered for each company.
Professional Services Tools Library is not supported with SQL replication.
The initial installation creates many tables and stored procedures and may take several minutes to
finish.
9. Open Professional Services Tools Library from the Home menu.
You have access to each Tool that has a check next to it.
Mark the radio button next to the tool you wish to use and choose Next.
Some tools have a second check box that appears directly to the left of the radio button. These tools modify
functions within Microsoft Dynamics GP. Mark the second check box to activate the tool and modify existing forms
and menus within Microsoft Dynamics GP automatically.
To add the new functionality that the following tools offer, simply mark the second check box and close the
Professional Services Tools Library window.
PM Minimum Check
Select Checks Combiner
SOP Customer Item Lookup
Certified Payroll Report
Minimum PO/Receipt #
Update User Date
POP Cost Defaulter
SOP PO Number Check
Default Add Item POP/SOP
Doc Date Verify
Decimal Place Tool
The Next button will be unavailable once the second check box is marked for certain tools that do not require
further setup.
NOTE
If additional products are installed, all 3rd party tables should be tested for validation.
Security setup
You can add a Professional Services Tools Library task to an existing security task or create a new task. Once a
security task is created, you can either add the task to an existing role ID or create a new role ID. The instructions
provided demonstrate how to create a new task, new role ID, and apply the new role ID to a user through User
Security Setup.
IMPORTANT
Predefined security tasks and roles are not set up in Microsoft Dynamics GP for Professional Services Tools Library. If you
want to log in as a user other than “sa,” you must set up security tasks and roles specific for each desired user(s). Regardless
of how role-based security is defined in Microsoft Dynamics GP, there are multiple Professional Services Tools that require the
user be logged in as “sa.” Refer to Before you begin on page 1 for information on the specific tools. In order for a tool to
execute properly and run reports as designed, all operations relating to the Reports and Files associated to the tools must be
given access along with the Window Type.
Some of the options in creating a security task illustrated below can be changed depending on what type of
security you need.
To set up a security task
1. Go to Microsoft Dynamics GP menu >> Tools >> Setup >> System >> Security Tasks
2. Create a new Task ID. In this example, the task name PSTL is used.
3. Select Other as the Category
4. Enter PSTL for the task name and description.
5. Select Technical Service Tools from the Product drop-down list.
6. Select Windows from the Type drop-down list.
7. Select Financials from the Series drop-down list.
8. Select Mark All to select all the operations listed.
9. Repeat steps 6 through 8 until all Windows, Reports, and File operations have been marked for the
Professional Services Tools Library for all of the combinations possible from the Series drop down-list.
TYPE VALUES SERIES VALUES
Windows Financial, Sales, Purchasing, Inventory, Payroll, Project,

System
Reports Financial, Sales, Purchasing, Inventory, Payroll, System
Files Financial, Sales, Purchasing, Inventory, Payroll, Project,

System, Company
NOTE
Windows selected from the Type drop-down list, Project selected from the Series drop- down list, and Professional
Services Tools Library marked as an operation is required to get into the main Professional Services Tools Library
window.
10. Select Save to save the new security task.

To set up a security role
1. Go to Microsoft Dynamics GP menu >> Tools >> Setup >> System >> Security Roles.
2. Create a new Role ID. In this example, the name of PSTL is used.
3. Enter PSTL for the Role Name and Description
4. In the Display drop-down, select the Category related to the security task you will associate to this Role ID.
(In this example, the category is Other.)
5. Click Mark All to select the Security Task ID.
6. Choose Save to save the new Security Role.
to set up a security user
1. Go to Microsoft Dynamics GP menu >> Tools >> Setup >> System >> Security Roles
2. Select the desired User from the lookup window that you want to grant access to the newly defined Security
Role ID.
3. Select the appropriate Company from the Company drop-down list.
4. Mark the check box for the Security Role ID created for the Professional Services Tools Library objects. The
example Role ID is PSTL.
5. Choose Save to save the new User Security Setup.
Chapter 2: Using System Tools

This chapter explains how to use the System Series Professional Services Tools. Information is divided into the
following sections:
Using Shortcuts Copy
Using Toolkit
Using Menu Inquiry Utility
Using Update User Date Utility
Using Shortcuts Copy
Use this tool to copy the Shortcuts options from one user to another user with the click of a button. With the
Shortcuts Copy tool, you don’t have to manually set the shortcuts up for each user on the system. This is especially
useful when macros are used with a window (e.g., Purchase Order entry to always add item).
To copy a shortcut
1. Enter the User ID that you want to copy the Shortcuts from in the Copy From User ID field.
2. Enter the User ID you want to copy the Shortcuts to in the Copy To User ID field.
3. Choose copy.
4. You will be prompted to make a backup of your database. Choose Continue once you have made a backup.
5. An alert message signals the end of the Shortcuts copy process.
NOTE
No Report Destination window will appear after using this tool. To verify the results, simply check to see if the users specified
to have the Shortcuts copied have the same Shortcuts button.
Using Toolkit
Use Toolkit to rebuild the GL00105 table, re-create Dex Procs, rebuild indexes, re-create tables, and check identities
of tables all within Microsoft Dynamics GP.
IMPORTANT
This tool requires that the user be logged in as “sa.”
To rebuild the GL00105 table

1. To rebuild the GL00105 table, select Rebuild GL00105 in the Toolkit Options group.
2. Choose Next.
To re-create Microsoft SQL Objects
There are several options when selecting Recreate SQL Objects.
IMPORTANT
You should have all users out of the system when re-creating any objects using this tool.
1. Select Recreate SQL Objects under the Toolkit Options heading and choose Next.
2. Choose the series or table you wish to change.
3. Choose the SQL object you want to re-create by selecting a function in the Maintenance Options group.
Cau t i on
When re-creating tables there is an additional check box, Recreate data for selected table(s). If you mark this
option the table will be re-created and the data will be left intact. If you leave the option unmarked the table
will be re-created and the data will be lost.
4. Choose Perform Selected Maintenance to proceed.
NOTE
Keep in mind when re-creating a table with data that it may take some time to re-create depending on the table size.
Using Menu Inquiry Utility

The Menu Inquiry Utility allows you to see all of the commands on the menus,whether they are hidden or not, and
helps identify where those commands come from (which product) and other properties of the commands.
To display menu commands
1. Choose a menu group from the Menu Groups field.
2. Select a Command from the resulting Categories/Commands list on the right-hand side to display the
command properties at the bottom of the Menu Inquiry window.
3. Checkmarks designate certain properties of the command:
If the Enabled box is checked, the command is enabled.
If the Checked box is checked, the command or option has been selected and activated within
Microsoft Dynamics.
If the Visible box is checked, the command or option is visible and accessible.
4. To open the corresponding window for the command, click on the gears icon next to the Tag # heading.
If the gear icon appears unlit or gray, this option is unavailable for the command selected.
Using Update User Date Utility
The Update User Date utility will automatically update the User Date in Microsoft Dynamics GP to the next date at
midnight each day. The application will run in the background as long as Microsoft Dynamics GP is open. To
activate this tool, simply mark the second check box next to Update User Date in the Professional Services Tools
Library window.
In order for the Update User Date utility to work properly, you will need to have
SuppressDateChangeDialog=TRUE in the Dex.ini file to suppress the date dialog that will be displayed if Microsoft
Dynamics GP is left open over the midnight hour.
Chapter 3: Using Financial Tools

This chapter explains how to use the Financial Series Professional Services Tools. Information is divided into the
following sections:
Using Account Modifier/Combiner
Using Checkbook Modifier
Using Fiscal Period Modifier
Using General Ledger Master Record Triggers
Using Account Modifier/Combiner
You can change previous account numbers into new account numbers or combine existing accounts with the
Account Modifier/Combiner tool. This tool can identify which one of these activities you are trying to perform.
IMPORTANT
This tool requires that the user be logged in as sa.
The difference between the modifier and combiner is that both accounts involved in the combiner portion of the
utility currently exist in the system, while the new account number in the modifier portion is introduced as a new
number to the system.
NOTE
Please remember to run the reconcile process for all your open and historical years after using the account modifier/combiner
to ensure that detail and summary records agree.
When you attempt to modify a larger set of accounts such as 150 and use the range option, you may notice slower
performance and Dynamics GP may eventually crash. If you are modifying a lot of accounts, we would recommend
you to use the import option.
Using the Repopulate Column List function
If you load a dictionary after the initial install of the Professional Services Tools Library, you should re-create an
internal table using the Repopulate Column List function. If you install a product after the initial installation of
Professional Services Tools and do not mark the Repopulate Column List check box, the new products may not be
included when using this tool. This Repopulate Column List function only has to be marked the first time running
the tool after loading a new dictionary.
Account Modifier
You can manipulate an account number with the Account Modifier by changing a single account number into a
new account number or by changing an entire range of accounts. All of the open and historical information can
change without any loss of data.
To change an account number
1. Enter the old account number in the Account Number field.
2. Enter the new account number in the Convert To Account Number field.
3. After entering the account numbers, choose Convert to make the change throughout the system.
4. When the process is finished, choose OK. You will be asked if there are any combines to perform.
5. If you choose No, you will receive a report describing which accounts were modified. If you have accounts
that you wish to combine, choose Yes to make the tool combine those accounts. When the combine process
is complete, you will receive a prompt to reconcile your open and historical years.
6. Choose a report destination. The report will list all the account modifications and combinations that took
place, as well as all accounts that were modified and combined.
NOTE
If you are running Management Reporter with Data Mart, you will need to rebuild the Data Mart after you complete the
Account changer process.
To change a range of accounts

1. Select the range of accounts to be changed and identify what segment of the account structure will change
from the Field Type drop down list.
2. After the account segment has been identified, enter a new segment value and choose Convert. The
accounts will change throughout the system.
NOTE
When using the Range convert option, combines cannot be done. If any of the changes require a combine, the
change will not take place. If combines are required for many accounts, use the Import option.
This table is an example showing what would happen if segment 1 was changed from 111 to 222.
RANGE OF ACCOUNTS SELECTED NEW ACCOUNT STRUCTURE
111-1111-11 222-1111-11
111-1111-12 222-1111-12
111-1111-13 222-1111-13
111-1111-14 222-1111-14
111-1111-15 222-1111-15
111-1111-16 222-1111-16
111-1111-17 222-1111-17
111-1111-18 222-1111-18
111-1111-19 222-1111-18
111-1111-20 222-1111-20
3. When the process is finished, choose OK. You will be asked if you want to combine any accounts.
4. If you choose No, you will receive a report describing which accounts were modified. If you have accounts
that you wish to combine, choose Yes to make the tool combine those accounts.
5. When the combine process is complete, you will receive a prompt to reconcile your open and historical
years.
NOTE
If you are running Management Reporter with Data Mart, you will need to rebuild the Data Mart after you complete the
Account changer process.
Account Combiner
Use the Account Combiner portion of this tool to combine like accounts into one single account. You can combine
account numbers in much the same way as you change accounts.
The accounts for Due To/Due From accounts in the Intercompany Setup window (IC40100) are not updated
correctly when using the Account Modifier/Combiner within Professional Tools Library. To workaround this you
can manually select the appropriate 'combined' account in the Intercompany setup window via 'account lookup'.
To combine similar accounts
1. Enter an existing account number in the Account Number field.
2. Enter the existing account number to which you want to combine in the Convert To Account Number field.
3. After entering the account numbers, select the Convert button to make the change throughout the system.
NOTE
Account Combiner works under the assumption that both accounts have the same posting type — either Balance
Sheet or Profit and Loss. You cannot combine a Balance Sheet account into a Profit and Loss account or combine a
Profit and Loss account into a Balance Sheet account. The Beginning Balance entries would be invalid if you cross
match a Balance Sheet account with a Profit and Loss account.
To combine or change multiple accounts from a spreadsheet
1. Enter existing account numbers in the first column of data in the spreadsheet, as you would enter it in the
Account Number field.
2. The second column of data should contain the new account numbers, as you would enter it in Convert To
Account Number field.
NOTE
Be sure to include dashes in the account numbers.
3. Save your spreadsheet as a text file.

4. Choose Import in the Select By field.
5. Two new buttons, Validate and Modify, are now available. Choose the Validate button first. Specify the
text spreadsheet file, and then choose Open to start the validation process.
The Validate button will verify that each current account number exists in your system before the
conversion is performed.
6. Once the validation report contains no errors, choose Modify and select your validated text spreadsheet to
change or combine accounts.
To preview changes in your system
If you want to double check for errors before making final changes to your system, all of the account mappings that
were valid in your spreadsheet are now contained in a Microsoft SQL Server table called TACHANGE.
If you want to preview the changes that are about to occur on the system before combining accounts, perform a
select statement against the TACHANGE table (Select* from TACHANGE ) to view the valid mappings from your
spreadsheet.
If you see an error in the TACHANGE table due to a mistake in the spreadsheet, simply make the change to your
spreadsheet and import the spreadsheet again. The old mappings from the spreadsheet will be deleted and the
new ones will be inserted into the TACHANGE table.
NOTE
You must perform the select statement in Microsoft SQL Server before closing the Account Modifier/Combiner window.
Checkbook Modifier
This tool allows changes in checkbook IDs to take place. You can change an existing checkbook ID to a new
checkbook ID without any loss of work, open, or historical records. Refer to Using Validate and Import buttons on
page 2 for information on importing data.
To change a checkbook ID
1. Enter the Starting Checkbook ID and Ending Checkbook ID in the window, and choose Convert.
2. You will be prompted to back up your database. Choose Continue once you have a backup of the database
you are changing. An alert message will signal the end of the Checkbook Modifier.
3. Choose OK and close the Checkbook Modifier window.
4. A report destination window will appear. Choose a destination for the report to view the Modified
Checkbook IDs report.
Using Fiscal Period Modifier
Use the Fiscal Period Modifier to change fiscal year definitions and reset data in the open and history tables.
IMPORTANT
Before changing data in the company, make a backup of the company database.
NOTE
This tool does not support changing the month and/or day on closed years as the tool does not recalculate the ending and
beginning balances. Only use the Fiscal Period Modifier to change the Year stamp back for years that are currently closed.
To change fiscal year definitions

1. Choose Setup Periods to create the new fiscal year definitions and remove previous fiscal year definitions.
When defining the new periods, be sure to keep all transactions associated with the same year, only change
the name of the year. The utility does not allow transactions for a year to be split between different years.
2. If you have a year that was previously closed and is open under the new fiscal year definitions, select a year
from the drop down list and choose Open Year. You will receive a message stating that the year selected has
been changed to an open year.
3. Choose Process to align your history and open data and remove the old GL summary data.
4. Reconcile each history and open year from the Reconcile Financial Information window, located under
Utilities >> Financial >> Reconcile. Start with the oldest history year, and work towards the most current
open year.
5. Review the GL data. If the data is not as expected, restore the company from the backup.
General Ledger Master Record Triggers
This tool allows you to create General Ledger account master records and replicate records to another database on
the same server. You can also choose to replicate these records to some or all of your companies.
NOTE
If you are using Integration Manager to import account, customer, or vendor master records to the main company database
and the integration fails for any reason, any records imported to the main company database will be deleted (rolled back).
However, if you have enabled master record triggers, the records will be replicated to company databases that you specify in
the Replicate To DB field, and will not be rolled back. You must delete such replicated records manually.
To create and update General Ledger account master records:

1. In the Master DB field, choose the database where you will be creating or updating records.
2. In the Replicate To DB field, choose the database to which the master records will be copied.
NOTE
To use General Ledger Master Triggers, the “Replicate To” database must have the same company account structure
setup as the Master database. This information can be found using query analyzer and doing a query on the
SY00300 table against each database, or in Microsoft Dynamics GP you can go to Microsoft Dynamics GP menu
>>Tools >> Setup >> Company >> Account Format. The same number of Segments must be setup, and each
Segment must be the same length.
3. Mark the Accounts option.
NOTE
You will not be able to mark a check box if you are not registered for that particular Master Trigger.
Close Master Triggers Setup. When you create or update a master record in the database you entered in the
Master DB field, the record will be inserted or updated in the database you chose in the Replicate To DB field.
Chapter 4: Using Sales Tools

This chapter explains how to use the Sales Series Professional Services Tools.
Information is divided into the following sections:
Using Customer Name Modifier
Using Receivables Management Master Record Triggers
Using Receivables Management Transaction Unapply
Using Salesperson Modifier
Using Sales Order Processing —Customer Item Lookup
Using Territory Modifier
Using Territory Combiner
Using SOP PO Number Check
Using Customer Name Modifier
Use this tool to change the Customer Name. You can change an existing customer name to a new customer name
without any loss of work, open, or historical records.
IMPORTANT
To change a customer name

1. Enter the Starting Customer Number that you want to modify. The existing Starting Customer Name will
appear automatically.
2. Enter the Ending Customer Name, or the name you want to change to.
3. Choose the Convert button to update records. Refer to Using Validate and Import buttons for information
on importing data.
4. You will be prompted to back up your database. Choose Continue once you have a backup of the database
you are running the change on.
5. A message will signal the end of the Customer Name Modifier process. Choose OK and close the Customer
Name Modifier window.
6. A report destination window will appear. Choose a destination for the report to view a Modified Customer
Names report.
Receivables Management Master Record Triggers
Use this tool to create customer and customer address master records and replicate records to another database
on the same server. You can also choose to replicate these records to some or all of your companies.
NOTE
If you utilize the RM and PM Master triggers in the Professional Service Tools Library and a customer or vendor
has an address with more than 31 characters in the field, the system will truncate any characters after 31.
To create and update customer and customer address master records
3. Mark the Customers option.
NOTE
You will not be able to select an option if you are not registered for that particular Master Trigger.
4. Close Master Triggers Setup. When you create or update a master record in the database you entered in the
Master DB field, the record will be inserted or updated in the database you chose in the Replicate To DB
field.
Receivables Management Transaction Unapply
This tool enables you to unapply documents in the history table and automatically move the records back to the
open table even if there are discounts and/or writeoffs associated with the document. You can reapply the records
as needed. Using this tool can be a good alternative to removing history and reentering data if records were
applied incorrectly.
NOTE
If a discount and/or write-offs exist, a General Ledger journal transaction will be created using the original distributions of the
document and the transaction will be in a batch in the General Ledger. An edit list can be printed prior to posting into the
General Ledger.
The Receivables Management Transaction Unapply tool does not allow users to unapply Multi-currency documents that have
discounts and/or write-offs associated with them.
To unapply Receivables Management transactions

1. Choose the Customer ID.
2. Choose the document numbers or dates for which you want to unapply the transactions. Mark All to
unapply all documents or enter a range of documents in the From and To fields.
3. You will be prompted to verify that you want to unapply the documents. Choose Unapply to continue. You
can also view the report only or cancel.
4. Choose a report destination to view a report with information about the unapplied transactions.
Salesperson Modifier
Use the Salesperson Modifier tool to change current Salesperson IDs. The result is a new Salesperson ID with no
data lost or having to be reentered into the system. If you plan on importing large amounts of data, please refer to
Using the Validate and Import buttons where there is information about the Validate and Import buttons.
IMPORTANT
To change a salesperson ID
1. Enter the Starting Salesperson ID.
2. Enter the New Salesperson ID and choose Convert.
3. You will be prompted to backup your database. Once you have a backup of the proper data, choose
Continue to begin the change process.
4. A message signals the end of the Salesperson change process.
5. Choose OK and close the Salesperson Modifier window to display a Report Destination window. Select a
report destination to view the Changed Salespersons report.
Sales Order Processing—Customer Item Lookup
Use this tool to store customer-specific ordering history, as well as the last invoice date and the last price used, and
view that information from within Sales Order Processing Entry and the Sales Item Detail windows.
To set up customer item lookup
1. This tool modifies existing features within Microsoft Dynamics GP. To activate the new functionality that this
tool offers, simply mark the second check box next to SOP Customer Item Lookup from the Professional
Services Tools Library menu. Close the window.
2. To build initial data from your existing history tables, choose Microsoft Dynamics GP menu >> Tools >>
Setup >> Sales >> Sales Order Processing to open the Sales Order Processing Setup window.
3. Choose Create Initial Data from the Additional menu. This process could take sometime depending on how
much historical SOP Line Item data exists. You will receive a message when processing is finished.
IMPORTANT
You must be logged in as “sa” do the initial data creation.
4. The new Customer Item Lookup window is now available from the SOP Entry and the SOP Item Detail
windows. You can open the lookup window by pressing CTRL H or by choosing Additional >> Customer
Item Lookup.
The window displays the historical purchasing information for this customer and the most recent price for each
item purchased. By highlighting a record, you can zoom back to the SOP Document Inquiry window. As Invoice
documents are posted, new entries are added to the table that stores the Customer Item historical data.
NOTE
If a customer purchases the same item in two different unit of measure codes, both records will show in the Customer Item
Lookup window. However, the unit of measure and price that will appear is based off of the item's default unit of measure. If
the unit of measure changes within a sales document, a new price will become the default.
Territory Modifier
This tool allows changes in territory IDs to take place and the process mirrors that of how account numbers are
changed. The user is able to change an existing territory id to a new territory id without any loss of work, open, or
historical records. Just by clicking the convert button the records are updated. If you want to import large amounts
of data, refer to Using the Validate and Import buttons, where there is information on how to import data.
IMPORTANT
To change a Territory ID
1. Choose the starting Territory ID.
2. Enter the new Territory ID.
3. You will be prompted to back up your database. Once you have a backup of the proper data, choose
Continue to begin the change process.
4. The process is complete when you receive another message stating the Territory Modifier is finished.
5. A Report Destination Window will appear. Select a report destination to view the Modified Territories
Report.
Using Territory Combiner
Use the Territory Combiner to combine an existing Territory ID with another existing Territory ID without any loss
of work, open, or historical records.
IMPORTANT
To combine a Territory ID
1. Select the Territory ID you wish to convert using the lookup window in the Starting Territory ID field.
2. Select the ending Territory ID with the lookup window in the Combined Into Territory ID field.
3. Choose the convert button to update records. If you want to import large amounts of data, refer to Using
the Validate and Import buttons.
4. You will be prompted to back up your database. Once you have a backup of the proper data, choose
Continue to begin the combine process.
A message signals the end of the Territory Combine process.
SOP PO Number Check
Use the SOP PO Number Check to verify the Customer PO Number field for duplicates as data is entered into the
field on both the SOP Entry window and the SOP Customer Detail Entry window.
To set up SOP PO Number Check
1. To set up the SOP PO Number Check, mark the SOP PO Number Check check box in the Professional
Services Tools Library window. Click Next to open the Setup window.
2. Set the Check DB column for each SOP Type.
When marked, the SQL database will be examined documents of the specified type that have duplicate
Customer PO numbers. For instance, it might not matter that a duplicate Customer PO Number was
entered on a Quote document. In that case, you would not mark the Check DB column for Quote
documents, and the check would not be performed.
3. Set the Which Tables column for each SOP Type.
This column specifies which types of tables should be searched. Choose Work, History, or Both. The default
is Both.
4. Set the Check on UI column for each SOP Type.
This field is to determine from the User Interface whether or not duplicate Customer PO Numbers should
be checked. For instance, on a return you might not want to check for duplicate Customer PO Numbers
because the customer could have multiple returns for a single Customer PO Number.
5. Set the Required column for each SOP Type.
This will make the Customer PO Number field in Sales Transaction Entry a required field. Like most
required fields, the user can delay entering this data but the Sales Document won't be saved until a value is
entered.
6. Set the Warning Type column for each SOP Type.
This specifies what the system should do if a duplicate PO number is found for a customer. The following
are the available actions:
Do Nothing
Don't give any message or warning.
Warn Only
Presents the user with the message defined in the Message column for that SOP Type. Only an “OK”
button is displayed in the message, because it is only a warning.
Warn and Ask
If a duplicate is found, the message defined in the Message column for that SOP Type will be
displayed. The user will be given a choice of “Yes” or “No”, or “Display”. If “Yes” is clicked, the
Customer PO Number is accepted. If “No” is clicked, then the user must re-enter a different
Customer PO Number. If “Display” is clicked, a window will open that shows the records that the PO
Number was found on.
Warn and Reject
Presents the user with the message defined in the Message column for that SOP Type. An “OK”
button and a “Display” button are displayed with the message. If “OK” is clicked, the focus will return
to the Customer PO Number and they user would have to enter a different number (or leave it
blank). If “Display” is clicked, a window will open that shows the records that the PO Number was
found on.
Warn and Password
Presents the user with the message defined in the Message column for that SOP Type, but will give
the user the option of entering the password entered in the Password column as an override.
7. Set the Message column for each SOP Type.
This field is a user-defined message that is displayed after a duplicate PO Number is found. The tokens %1,
%2, and %3 can be used in the message text, and will be substituted with the actual PO Number, Document
Type (the words Order, Invoice, etc.), and SOP Number.
8. Set the Password column for each SOP Type.
This field is per document type and is only used when the Warning Type column is set to Warn and
Password.
9. Activate the utility.
To activate SOP PO Number Check, simply mark the second check box next to SOP PO Number Check in
the Professional Services Tools Library window.
To use SOP PO Number Check
When in Sales Transaction Entry, entering in a duplicate Customer PO Number will check for duplicates on the
document types marked and apply the rules for the document type currently entered. For any Warning Type other
than Do Nothing, a dialog will be displayed giving the custom message if a duplicate is found. Depending on the
option selected (Warn and Ask, Warn and Reject, etc.), you will want to change the wording of the message to
match more closely with the options presented.
For this document, the setting was Warn and Ask. Clicking Yes would allow reuse of the number, while clicking
No would restart the field. Clicking Display will open a display window to display the documents that the PO
Number was used on.
Drilling back on the SOP Number will open the document in SOP Inquiry.
To set up customer exceptions
While each SOP Document Type can be made required by using the Customer PO Validation Setup window, some
customers might be an exception to that rule. To create Customer Exceptions, use the Customer Exception window.
1. Choose Microsoft Dynamics GP menu >> Tools >> Setup >> System >> Customer Exception to open this
window. This window displays all of the customers in the system and allows you to choose the exceptions.
2. Mark the customers for which the Customer PO Number is not required. In the illustration above, the
customer AARONFIT0001 will never have the Customer PO Number field marked as required, even though
it was marked required in the Customer PO Validation Setup window.
Chapter 5:Using Inventory Tools

This chapter explains how to use the Inventory Series Professional Services Tools. Information is divided into the
following sections:
Using Inventory Site Combiner
Using Inventory Site Modifier
Using Item Description Modifier
Using Item Number Combiner
Using Item Number Modifier
Using Item Reconciler
Using Inventory Site Combiner
This tool allows you to combine Site/Location Codes without losing any data. Refer to Using Validate and Import
buttons on page 2 for information on the Validate and Import buttons, which make it possible to import large
amounts of data.
To combine an inventory site
1. Enter the starting Site ID.
2. Enter the Site ID to which the starting Site ID will be combined.
3. Choose Convert.
4. You will be prompted to back up your database. Once you have a current backup of the database, choose
Continue.
5. The process is complete when a message appears. Choose OK.
NOTE
If Manufacturing is part of your solution, you must run a full MRP Regeneration after the combine process has
finished in order to complete the process for MRP tables.
6. Choose a report destination. The report indicates what Site IDs were combined in the system.
Using Inventory Site Modifier
This tool allows you to change the current Site/Location Code to a new code without losing any data. Refer to
Using the Validate and Import buttons for information on the Validate and Import buttons, which make it possible
to import large amounts of data.
To change an inventory site
1. Enter the starting Site ID.
2. Enter the new Site ID name in the Ending Site ID field.
3. Choose Convert.
4. You will be prompted to back up your database. Once you have a current backup of the database, choose
Continue.
5. The process is complete a message indicating the Site Modifier is finished appears.
6. A Report Destination window will appear after you select OK and close the Site Modifier window. The report
indicates what Site IDs were changed in the system.
Using Item Description Modifier
Use this tool to change Item Descriptions. You can change an existing item description to a new item description
without any loss of work, open, or historical records. Refer to Using the Validate and Import buttons for
information on importing data.
To change an item description
1. Choose the item you wish to change in the Starting Item Number field.
2. The Starting Item Description field is populated automatically. Enter a new description in the Ending Item
Description field.
3. Choose Convert.
4. You will be prompted to back up your database. Choose Continue once you have a backup of your database.
A message will signal the end of the Item Description Modifier.
5. Choose OK and close the Item Description Modifier window. A report destination window will appear.
6. Choose a destination for the report to view an Item Descriptions Modified report.
Using Item Number Combiner
Use the Item Number Combiner to combine existing item numbers. The old item number is removed from the
system after the combine process is finished. All Work, Open, and History records are combined into the new item
number. Refer to Using Validate and Import buttons on page 2 for information on the Validate and Import buttons,
which make it possible to import large amounts of data.
If you are using Bill of Materials or Manufacturing with Bill Of Materials, you can NOT combine parent objects,
only child objects will be able to be combined.
IMPORTANT
When combing 2 Item Numbers using Item Combiner with a valuation method of Average the Qty and Average
Cost may be incorrect. A workaround to this would be to decrease the Qty down to 0 prior to Combining Items.
To combine an item number
1. Choose the starting item number.
2. Choose the item number to which you want to combine in the Combined Into Item Number field.
3. Choose Convert.
4. After you choose Convert you will be prompted to back up your data. Once you have a backup of the
company database, choose Continue to start the combine process.
5. Another message is displayed when the item number combine process is complete. Choose OK to continue.
6. Close the Item Number Combiner. A Report Destination Window will appear. Select a report destination to
view the combined Item Numbers Report.
Using Item Number Modifier
Item Number Modifier is like other modifier tools in that it allows the user to change a current inventory item
number to a new number without losing any work, open or history records. See Using the Validate and Import
buttons for information on the Validate and Import buttons.
IMPORTANT
To change an item number:

1. Enter the starting item number.
2. Enter the new item number.

3. Choose Convert.
4. You will be prompted to make a backup of your database. Once a backup is made, choose Continue.
5. You will receive an alert when the process is finished.
6. Choose OK and close the Item Modifier window. A Report Destination window will appear. Select the report
destination to view the Converted Item Number(s) report.
Using Item Reconciler
Item Reconciler allows you to reconcile Inventory. The Reconciler ’s function is the same as the reconcile functions
built into Microsoft Dynamics GP with one exception: only those items that need reconciling will be reconciled
using Professional Services Tools Library. This can increase performance if all items don’t need to be reconciled.
To reconcile Inventory
1. Choose the module you want to reconcile: Inventory.
2. Choose Reconcile to reconcile the module(s).
Chapter 6: Using Purchasing Tools
This chapter explains how to use the Purchasing Series Professional Services Tools. Information is divided into the
following sections:
Using 1099 Modifier
Using Payables Management Master Record Triggers
Using Payables Management Minimum Check
Using Select Checks Combiner
Using Vendor Name Modifier
Using Minimum PO/Receipt Number
Using POP Cost Defaulter
Using 1099 Modifier
This tool allows you to update the 1099 amounts for vendors who are not set up as a 1099 vendor for the year or a
portion of the year.
This tool will only modify records that are already paid and should be 1099 records for the year selected. If you
have any work or open records that haven’t been paid but were entered/posted while the vendor was not set up as
a 1099 vendor, those records will not be changed. You need to execute this tool the next year prior to printing 1099
reports to be sure that work and open records that were paid in the new year, get updated.
To update 1099 amounts
1. Set the vendor up as a 1099 vendor by selecting that option on the Vendor Card.
2. Once the vendor is marked as a 1099 vendor, open the 1099 Modifier tool from the Professional Services
Tools Library menu.
3. Select whether you would like to Print Report Only or Process and Print Report.
The Print Report Only option shows you the Vendor, Voucher Number, and Amount that will be converted
to a 1099 amount. The Process and Print Report option makes the changes, prints the report and prints an
updated Summary records report for the 1099 amount.
4. Select the calendar year to which you want to make the changes.
5. You will be prompted to back up your database. Choose Continue once you have a backup of your database.
A message will signal when the 1099 Modifier has finished processing.
If you selected Process and Print Report, you may get an additional report showing summary table changes
that have been made to the 1099 amount field. The number under the Amount After heading is the amount
that prints on your 1099 reports.
6. Close the 1099 Modifier window. A report destination window will appear.
7. Choose a destination for the report to view a 1099 Modified Records report.
This report shows the specific vouchers that were changed to 1099 amounts.
Using Payables Management Master Record Triggers
This tool allows you to add a vendor and vendor address master record and replicate records to another database
on the same server. You can also choose to replicate these records to some or all of your companies.
NOTE
If you use the RM and PM Master triggers in the Professional Service Tools Library and a customer or vendor has
an address with more than 31 characters in the field, the system will truncate any characters after 31.
To create and update vendor and vendor address records
3. Mark the Vendors option.
You will not be able to mark an option if you are not registered for that particular Master Trigger.
4. Close Master Triggers Setup. When you create or update a master record in the database you entered in the
Master DB field, the record will be inserted or updated in the database you chose in the Replicate To DB
field.
Using Payables Management Minimum Check
Use the Payables Management Minimum Check tool to set a minimum amount for your Payables checks within
the Select Checks process.
NOTE
This process occurs after the Payment Vouchers have already been created. This will cause a break in the payment vouchers
sequence in the system but will not harm anything.
To set up Payables Management Minimum Check

tool offers, simply mark the second check box next to PM Minimum Check from the Professional Services
Tools Library menu. Close the window.
2. When opening the Select Payables Checks window, the title bar of the window will display the current
settings for the minimum check amount.
3. To change the Minimum Check amount, choose Additional >> Set Minimum Check Amount. The
Minimum Select Check Amount window will appear.
4. Enter the new minimum check amount in the Minimum Check Amount field.
You can turn the minimum check amount on or off by marking or unmarking the Use Minimum Amount check
box.
NOTE
The settings are per machine and stored in the Dex.ini for use in the next check build process, for example
MinPMCheck=201.00.
Using Select Checks Combiner

Use this tool to consolidate checks to match the same vendor when users are appending to an existing checks
batch. This can be useful if users frequently build batches of Payables checks and select different document number
ranges or date ranges.
IMPORTANT
You cannot use the Select Checks Combiner tool and the feature One check per Invoice that was added in Microsoft
Dynamics GP 2018 RTM at the same time. What happens is that when the Select Checks Combiner tool in PSTL is enabled,
you cannot have the Vendor option for ‘One Payment Per’ set to Invoice. If you do, Dynamics GP creates a Payment per each
Invoice per your setup; then PSTL will remove the transactions from the Keys (PM00400) and Work (PM10300) records for all
of the payments created after the first. The only real records for the payments will be found in the apply table (PM10200) and
remittance table (PM20100).
To activate Select Checks Combiner

tool offers, simply mark the second check box next to Select Checks Combiner from the Professional
Services Tools Library menu. Close the window.
2. If a check exists for a vendor when checks are rebuilt, new amounts will be added to the existing check —
instead of issuing multiple checks. This only applies if the One Check Per field is set to Vendor in the Select
Payables Checks window.
Using Vendor Name Modifier
Use this tool to change the Vendor Name. You can change an existing vendor name to a new vendor name without
any loss of work, open, or historical records.
IMPORTANT
To change a vendor name

1. In the Starting Vendor Number field, enter the name that you want to modify. The existing Starting Vendor
Name will automatically appear.
2. In the Ending Vendor Name field, enter the name you want to change to. Choose Convert to update records.
Refer to Using the Validate and Import buttons for information on importing data.
3. You will be prompted to back up your database. Choose Continue once you have a backup of the database.
A message will signal the end of the vendor name change.
4. Choose OK and close the Vendor Name Modifier window.
A report destination window will appear. Choose a destination for the report to view a Vendor Descriptions
Modified report.
Using Minimum PO/Receipt Number
This tool adds the ability to prevent Purchase Order Processing from defaulting to the next PO Number or Receipt
Number. You can set the default to a number before the current PO number when a previously existing PO
number is deleted. You can also set the minimum PO Number default, so defaults will never go below the set
amount.
To set a Minimum PO or Receipt number
1. To activate the new functionality that this tool offers, simply mark the second check box next to Minimum
PO/Receipt # from the Professional Services Tools menu. Close the window.
2. Open Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase Order Processing,
and then choose Additional >> Minimum PO Number.
3. Enter the minimum purchase order and receipt numbers.
4. If you do not want to use previous PO or receipt numbers, select the check box to never default to a
previous PO or receipt number.
The Minimum PO Number Default and Minimum Receipt Number Default fields will be disabled.
5. Choose Save.
NOTE
This functionality will only work for document numbers that are the same length. If the next PO Number field is not the same
length as the Minimum PO Number entered, then the system will function as it did without the customization.
Using POP Cost Defaulter

Use this tool to specify the default cost for a purchase order document. To set up the POP Cost Defaulter, select
POP Cost Defaulter in the Professional Services Tools Library and click Next.
In the POP Cost Defaulter window, select what cost you would like to default from the item in the PO Entry
window. Typically, the Last Invoice Cost is defaulted from Cards >> Inventory >> Vendors. Once POP Cost
Defaulter is activated, either the Current or Standard Cost will be defaulted based on your selection.
To activate this tool simply mark the second check box next to POP Cost Defaulter in the Professional Services
Tools Library window.
Chapter 7: Using Payroll Tools

This chapter explains how to use the Payroll Series Professional Services Tools. Information is divided into the
following sections:
Using Employee Modifier
Using the Certified Payroll Report
Using Employee Modifier
This tool allows the user to change an existing employee ID to a new employee ID without losing any work, open,
or history records. If you plan to import large amounts of data, refer to Using the Validate and Import buttons to
use the Validate and Import buttons.
To change an employee ID
1. Enter the Starting Employee ID.
2. Enter the new Employee ID.
3. Choose Convert.
You will be prompted to back up your database. Once a backup is made of the database, Choose Continue.
4. A message will appear when the employee ID change is finished.
5. Choose OK and close the Employee Change window. A Report Destination window will appear. Choose a
destination to view the Converted Employee IDs report.
Using the Certified Payroll Report
Use the Certified Payroll Report with US Payroll to add a project number to employees’ hourly transactions and
track them on a per project basis. This tool will also capture information posted from the Timesheet Entry window
in Project Accounting Timesheet Entry. You can print these transactions on a weekly report and view employees,
departments, job titles, and pay codes by project.
To set up the Certified Payroll report
tool offers, simply mark the second check box next to Certified Payroll Report in the Professional Services
Tools menu. Close the window.
2. Open the Alternate/Modified Forms and Reports window by choosing Microsoft Dynamics GP menu >>
Tools >> Setup >> System >> Alternate/ Modified Forms and Reports.
3. Select the ID for which you want to view the Certified Payroll Report.
4. Select Technical Service Tools from the Product drop-down list.
5. Select Windows for the Type drop-down list.
6. Expand the + beside the Payroll folder.
7. Expand the + beside Payroll Transaction Entry.
8. You should now see an option for Microsoft Dynamics GP or Technical Service Tools. Select Technical
Service Tools.
9. Click Save on the form.
10. To create a shortcut, right-click in the Home menu and select Add >> Add Window.
11. Open Technical Service Tools >> Payroll and select the Certified Payroll Report Option.
12. Choose Done and select Yes to save the changes.
To use Payroll Transaction Entry
To use the Certified Payroll functionality, simply enter a Job Number while entering Payroll transactions.
The Job Number field is located in the expanded area of the Payroll Transaction Entry window. This field is only
active for transactions that are Hourly, Overtime or Double Time payroll types, and will be disabled for any other
types of transactions.
There is no validation for the Job Number itself, and the Job Number can be any string of 15 characters or less.
Once a batch is posted along with a check run, the information about the transaction is stored to be printed later on
the Certified Payroll Report. The report includes the Employee ID, Job Number, Job Title, Department, Pay Code,
number of hours, and the Pay Rate for this check. This information will remain in the system for as long as the user
keeps Check History for the employee.
To print the Certified Payroll Report
Once transactions have been posted with information about the Job Number, users can access the Certified Payroll
Report from whichever palette was chosen during setup. Typically, this would be the Payroll Transactions palette.
1. Open the Certified Payroll Report window.
2. Mark All jobs or enter a range of jobs.
3. Choose the Ending Date of the 7-day period to be printed on the report. All transactions for the week that
ends on the date specified and meets the range of Job Numbers will print on the report.
4. Mark Print Report Headings to manually enter the Contract and Contractor information.
5. Mark Print Signature Paragraph to print a paragraph on your report stating your certification that the
payroll is correct and complete and the wage rates are valid according to the Secretary of Labor.
6. Choose Print to print the report. The information that prints on the report is summarized for each employee
within each job. Each employee could have several line items for a single job if the employee used different
pay codes, job titles or departments during the week period. Each employee could have different line items
on more than one job report if the employee worked on more than one job during the week period. A
summary total of the employee's total weekly hours for the Job and their total Job Gross Pay is printed for
each employee on every job report.
NOTE
The employee's total weekly gross and net pay, along with their total FICA, federal, state and other withholding is given on
the report as summary information. Keep in mind that these summary figures may contain amounts that may have been
allocated to other jobs during the week or may have come from a pay code that does not allow job number entry, such as
sick or vacation time.
The report also contains a summary for an entire job that describes the total job- specific gross pay along with the
total overall gross pay for all employees who worked on that job during the week. Each separate Job will reset the
report to start over with page 1.
Chapter 8: Using Miscellaneous Tools

This chapter explains how to use Professional Services Tools that are not associated with a particular series.
Using Fixed Asset Modifier
Using Default Add Item POP/SOP
Using Doc Date Verify
Using Decimal Place Tool
Using Company Copy
Using Fixed Asset Modifier
Use this tool to reclassify an asset code within the Fixed Assets module. All tables throughout the system will
reflect this change.
To reclassify an asset code
1. Enter the existing Asset ID.
2. Enter the new Asset ID value. Choose Change. The Fixed Assets Modifier tool will update the following
tables with the new ID:
FA00100
FA00700
FA00701
FA00800
FA00801
FA01002
FA01100
FA01300
FA10200
Using Default Add Item POP/SOP
When activated, Default Add Item will automatically mark the Add Item selection in the Options menu for the
following windows:
Sales Transaction Entry
Purchase Order Entry
Receivings Transaction Entry
Purchasing Invoice Entry
The Add Item selection can be marked or unmarked normally after Default Add Item is activated. However, it will
default to marked instead of unmarked. To activate this tool, simply mark the second check box next to Default Add
Item POP/SOP in the Professional Services Tools Library window.
Using Doc Date Verify
When Doc Date Verify is activated, and a document date is entered, a check will be performed to determine
whether the document date is in a valid fiscal period or if the fiscal period is closed.
If the date does not fall within a valid fiscal period, a message will be displayed and the user will not be
allowed to continue until the date is in a valid period.
If the Document Date falls within a period that is closed, a message will be displayed that will allow the user
to correct the date or continue on leaving the date.
This functionality is available in the following windows:
Payables Transaction Entry
Invoice Entry
Payables Manual Payment Entry
Sales Transaction Entry
Inventory Transaction Entry
Cash Receipts Entry
To activate this tool, simply mark the second check box next to Doc Date Verify in the Professional Services Tools
Library window.
Using Decimal Place Tool
When the Decimal Place tool is activated, both Payables Management checks and Payroll checks will have the
Check Amount in Words truncated to two decimals. This tool would be used if the currencies in Microsoft
Dynamics GP were changed to more than two decimals. In this situation, the checks will print with more than two
decimals, which can alter the amount of the check. The Decimal Place tool will adjust the Check Amount in Words
portion to two decimal places.
NOTE
The Decimal Places Tool will change only the Check Amount in Words portion of the check. To change the actual amount on
the check to match the Check Amount in Words, you must use Report Writer to modify the check report and change the
currency fields to only print two decimal places. Modifying the Check Amount in Words is not possible in Report Writer, so
this tool allows that portion of the change.
To activate this tool, simply mark the second check box next to Decimal Place Tool in the Professional Services
Tools Library window.
Using Company Copy
This tool allows the setup and report option information from one company to be copied to another company
within Microsoft Dynamics GP. You can choose the modules for which information will be copied from the source
company to the destination company.
IMPORTANT
Before using the Company Copy tool, be aware of the following important issues:
You should use this tool only after creating a SQL database backup of the destination company. The copy
operation is irreversible without a backup.
When the copy process is run, the setup tables and report options tables in the modules you selected will be
deleted for the destination company. If you have manually added setup or report option information for a
module in the destination company, and you do not want this information deleted, do not use the Company
Copy tool to copy data for that module.
You should be the only user who is logged into Microsoft Dynamics GP when the operation is performed.
The operation can take a significant amount of time to complete, so you should consider performing it
during off-peak hours.
To copy company setup
1. Select the source company and the destination company.
2. Indicate what information you want to copy to the destination company. You can copy setup data, report
options, or both. You must mark at least one of the options.
3. Select the modules for which you want information to be copied. If you mark All Modules, all of the modules
listed will be marked. Be aware of these guidelines:
If Report Options is selected, Company must be marked.
When the Data or Report Options are selected, Financial must be marked due to the account index
dependency with other modules.
The following dependencies exist for the modules:
If Manufacturing is marked, Inventory must also be marked.
If Extended Pricing is marked, Inventory and Receivables must also be marked.
If Project Accounting is marked, Inventory, Receivables, and Payroll must also be marked.
If Bill of Materials is marked, Inventory must also be marked.
4. Click Process to begin processing. A processing status message will be displayed in the lower-left corner of
the Company Copy window. The processing time required will depend on the amount of data in the
modules selected. When processing has finished, a status message will indicate that processing is complete.
5. Log into the destination company to validate the setup information and report option information that you
copied.
Data tables copied
The following is a listing of the data tables that are copied for each module in the Company Copy tool.
Company
SY00300
SY03100
SY40102
SY00600
SY03300
SY40103
SY00700
SY03900
TX00101
SY01100
SY04100
TX00102
SY01200
SY04200
TX00201
SY02200
SY40100
SY01201
SY02300
SY40101
PA00001
SY03000
Financial
GL00100
GL40100
GL00102
GL40101
GL00103
GL40200
GL00104
CM00100
GL00105
CM40100
GL00200
CM40101
GL00201
SY04100
GL40000
Inventory
IV00101
IV00113
IV40700
IV00102
IV00114
IV40701
IV00103
IV00115
IV40702
IV00104
IV40100
IV40800
IV00105
IV40201
IV40900
IV00106
IV40202
IV41000
IV00107
IV40400
IV41001
IV00108
IV40401
IV41100
IV00109
IV40500
IV41101
IV00110
IV40600
IV41102
IV00111
Inventory
FA00100
FA00200
FA00300
FA00400
FA00500
FA00600
FA00902
FA00904
FA01100
FA01400
FA01401
FA19900
FA40200
FA40201
FA40202
FA40203
FA40300
FA41000
FA41100
FA41200
Multicurrency
MC00201
MC00200
MC40000
MC40100
MC40201
MC40301
MC40500
MC60400
Payroll
DD40700
UPR40100
UPR40101
UPR40104
UPR40200
UPR40201
UPR40300
UPR40301
UPR40500
UPR40501
UPR40600
UPR40700
UPR40800
UPR40801
UPR40900
UPR40901
UPR40902
UPR41100
UPR41200
UPR41201
UPR41400
UPR41401
UPR41500
UPR41700
UPR41800
UPR41801
UPR41900
UPR41901
UPR41902
UPR42000
Payables
PM00100
PM00101
PM00200
PM00203
PM00300
PM40100
PM40102
PM40103
Receivables
RM00101
RM00102
RM00105
RM00201
RM00301
RM00303
RM00305
RM40101
RM40201
RM40401
RM40501
RM40601
RM40102
RM40106
PA00002
Sales Order Processing
SOP00100
SOP00200
SOP40100
SOP40200
SOP40201
SOP40300
SOP40400
SOP40500
SOP40600
SOP00300
SOP10111
SOP40101
SOP60200
SOP60300
SOP00300
Purchase Order Processing
POP40100
POP40600
POP40400
POP40800
POP40900
POP00101
Advanced Financials
AF40100
AF40101
AF40102
AF40103
AF40104
AF40105
AF40106
AF40107
AF40108
AF40109
AF40110
AF40200
AF40201
Extended Pricing
IV10400
IV10401
IV10402
IV10403
RM00500
SOP10108
SOP10109
SOP10110
SOP10205
SOP40709
Invoicing
IVC40100
IVC40101
Human Resources
BE020230
BE021030
BE031000
HR70500
HR2BEN11
HR2BEN12
HR2BEN13
HR2BEN14
HR2BEN21
HR2DIV02
HR2TRA01
HR2TRA03
HRCOM022
HRDEP022
HRDIV022
HRPBEN05
HRPPPC01
HRPRO022
HRSAX012
HRSAX022
HRSAX042
HRTRA042
HRTRPC02
HRTRPS01
RV010221
RV020221
RV030221
SK010230
TAAC0130
TAST0130
TAST0230
TAST0330
TAST0532
TATM0130
Bill of Materials
BM00101
BM00111
BM40100
Report options tables copied
The following is a listing of the report options tables that are copied for each module in the Company Copy tool.
MODULE TABLES COPIED
Company SY70100, SY70200, SY70300, SY70400, SY70500, SY70501,

SY70600
Financial GL70500, DTA00700, LK4000, LK40001
Inventory IV70500
Fixed Assets FA45000, FA45100
Payroll UPR70500, UPR70501
Payables PM70500
Receivables RM00700, RM40501
Human Resources HR70500
Project Accounting PA70101, PDK70101, PDK70300

Security Planning
Use the information in this document to help you plan for security within Microsoft Dynamics GP.
This introduction is divided into the following sections:
What’s in this document
Symbols and conventions
Resources available from the Help menu
Send us your documentation comments
What’s in this document
This document is designed to make you aware of actions that you can complete to help make your Microsoft
Dynamics GP data as secure as possible.
Microsoft® Windows®, the foundation of Microsoft Dynamics GP, provides sophisticated standards-based
network security. In the broadest sense, security involves planning and considering tradeoffs. For example, a
computer can be locked in a vault and only accessible to one system administrator. This computer may be secure,
but it is not very usable because it is not connected to any other computer. You need to consider how to make the
network as secure as possible without sacrificing usability.
Most organizations plan for external attacks and construct firewalls, but many companies do not consider how to
mitigate a security breach once a malicious user gets inside the firewall. Security measures in your organization’s
environment will work well if users are not required to perform too many procedures and steps to conduct
business in a secure manner. Implementing security policies should be as easy as possible for users or they will
tend to find less secure ways of doing things.
Since the size of Microsoft Dynamics GP implementations can vary a great deal, it is important to carefully
consider the needs of a smaller business and to weigh the effectiveness of security against the costs that may be
involved. Use your best judgment to recommend a policy that helps to meet security needs.
The document is divided into the following information:
Chapter 1, “Basic security recommendations,” provides some basic security recommendations for you to
complete to help make your Microsoft Dynamics GP data as secure as possible.
Chapter 2, “Securing the server operating system,” provides information about securing the server operating
system.
Chapter 3, “Network security,” provides information about securing your network.
Chapter 4, “Virus protection,” provides information about the different types of viruses that exist and what
you can do to help keep your computers from being infected by a virus.
Chapter 5, “Microsoft Dynamics GP security,” provides an overview of the security features available in
Microsoft Dynamics GP.
Chapter 6, “The Microsoft Dynamics GP database security model,” provides information about the Microsoft
Dynamics GP database security model.
Chapter 7, “Core application security tasks,” lists the most secure options for completing common security
tasks in Microsoft Dynamics GP.
Chapter 8, “Frequently asked questions,” contains answers to frequently asked questions about security in
The Microsoft Dynamics GP Help menu gives you access to user assistance resources on your computer, as well as
on the Web.
Contents
Opens the Help file for the active Microsoft Dynamics GP component, and displays the main “contents” topic. To
browse a more detailed table of contents, click the Contents tab above the Help navigation pane. Items in the
contents topic and tab are arranged by module. If the contents for the active component includes an “Additional
Help files” topic, click the links to view separate Help files that describe additional components.
To find information in Help by using the index or full-text search, click the appropriate tab above the navigation
pane, and type the keyword to find.
To save the link to a topic in the Help, select a topic and then select the Favorites tab. Click Add.
Index
Opens the Help file for the active Microsoft Dynamics GP component, with the Index tab active. To find information
about a window that’s not currently displayed, type the name of the window, and click Display.
About this window
Displays overview information about the current window. To view related topics and descriptions of the fields,
buttons, and menus for the window, choose the appropriate link in the topic. You also can press F1 to display Help
about the current window.
Lookup
Opens a lookup window, if a window that you are viewing has a lookup window. For example, if the Checkbook
Maintenance window is open, you can choose this item to open the Checkbooks lookup window.
Show Required Fields
Highlights fields that are required to have entries. Required fields must contain information before you can save
the record and close the window. You can change the font color and style used to highlight required fields. On the
Microsoft Dynamics GP menu, choose User Preferences and then choose Display.
What’s New
Provides information about enhancements that were added to Microsoft Dynamics GP since the last major release.
Documentation and resources on the web
Chapter 1: Basic security recommendations

The following information contains security recommendations that you should consider before setting up
This information is divided into the following sections.
These steps must be taken to secure this installation of Microsoft Dynamics GP
Physical security
Employees
System administrators
Security patch management
Microsoft Dynamics GP service packs
Client-side security patches
These steps must be taken to secure this installation of Microsoft Dynamics GP
In order to protect your Microsoft Dynamics GP environment, you must take steps to secure communications
between the Microsoft Dynamics GP client and Microsoft SQL Server®*. Failure to adhere to this guidance will
leave your installation of Microsoft Dynamics GP susceptible to a number of serious security threats.*
Microsoft SQL Server 2008 and SQL Sever 2012 encrypt the pre-login credential exchange by default, but to
encrypt the entire session of communication between SQL Server and Microsoft Dynamics GP, you will need to
follow the instructions in the Microsoft SQL Server 2012 Books Online manual or the Microsoft SQL Server 2008
Books Online manual.
For more information about securing your network, refer to the following Web sites:
Using Microsoft SQL Server 2008 or Microsoft SQL Server 2012
https://www.microsoft.com/sqlserver/2008/en/us/
To run a secure Microsoft Dynamics GP environment, you need to follow some general rules for administration:
Assuming that the business owner or manager has administrative privileges, users, such as accounts
payable coordinators, cashiers, or sales representatives, do not need administrative privileges over the
domain. These user accounts should be restricted to Domain Users.
Passwords should not be reused. It is often common practice to reuse passwords across systems and
domains. For example, an administrator responsible for two domains might create domain administrator
accounts in each that use the same password, and even set local administrator passwords on domain
computers that are the same across the domain. In such a case, a compromise of a single account or
computer can lead to a compromise of the entire domain.
Domain administrator accounts should not be used as service accounts. It is also common practice to use
domain administrator accounts as service accounts for common services such as backing up systems.
However, this poses a security risk because the password must be stored, or cached, locally on every
computer where the service resides. The password can easily be retrieved by anyone with administrative
rights over the computer. In such a case, the compromise of one computer can lead to the compromise of
the entire domain. Service accounts should never be domain administrator accounts, and they should be
limited in privilege as much as possible.
Although Microsoft Dynamics GP is supported on several operating systems, it is best to use the latest
operating systems with the most up-to-date security features. Also, operating system editions that are for
business purposes typically have more security features.
Use the Windows Update tool provided with Windows Vista®, Windows 7, Windows 8, Windows Server
2008, and Windows Server 2012 to maintain the most current security patches.
If you plan to use Microsoft Dynamics GP Business Portal, we recommend that you implement the security
recommendations mentioned in the Business Portal Installation Guide, which can be found on the
CustomerSource Web site.
NOTE
The remainder of this document contains recommendations on various methods to improve the security of your Microsoft
Dynamics GP installation. Although these recommendations are strongly encouraged, they are not mandatory.
Physical security
Physical security represents the best place to start preventing malicious attacks. For example, if a hard disk drive is
stolen, eventually the data on that drive will be stolen, as well. Discuss the following physical security issues when
developing a policy with users:
For larger deployments with dedicated IT departments, ensure that server rooms and places where software
and manuals are stored are locked.
Keep unauthorized users away from the power and reset switches on the server.
Consider removing any removable storage devices, including CD burners, from client workstations.
Ensure that burglar alarms are installed, regardless of how sensitive the data is.
Ensure that backups of critical data are stored offsite and that software is stored in fire and waterproof
containers when not in use.
Employees
It is a good idea to limit administrative rights across all products and features. By default, you should give
employees read-only access to system functions, unless they require greater access to perform their jobs. We
recommend following the principle of least privilege: give users only the minimum privileges required to access
data and functionality. For example, avoid requiring administrative rights to run features.
Disgruntled and former employees are a threat to network security. We recommend using the following policy
regarding employees:
• Conduct pre-employment background investigations.
Expect “revenge” from disgruntled employees and former employees.
Make sure that you inactivate all associated Windows accounts and passwords when an employee leaves.
For reporting purposes, do not delete users.
Train users to be alert and to report suspicious activity.
Do not grant privileges automatically. If users do not need access to particular computers, computer rooms,
or sets of files, ensure that they do not have access.
Train supervisors to identify and respond to potential employee problems.
Monitor system usage for unusual activity.
Make sure that employees understand their roles in maintaining network security.
Give a copy of the company policies to every employee.
Do not allow users to install their own software.
System administrators
We highly recommend that system administrators keep up with the latest security fixes available from Microsoft.
Hackers are very adept at combining small bugs to enable large intrusions into a network. Administrators should
first ensure that each individual computer is as secure as possible, and then add security updates and patches. To
that end, many links and resources are provided throughout this guide to help in finding security-related
information and best practices.
Complexity introduces another set of tradeoffs for securing your network. The more complex the network, the
more difficult it will be to secure or fix it once an intruder has successfully gained access. The administrator should
document the network topography thoroughly, and work toward keeping it as simple as possible.
Security primarily involves risk management. Using technology alone won’t guarantee security. Effective security
requires a combination of technology and policy. That is, security ultimately depends upon the way technology is
used. Microsoft delivers security-conscious technology and features, but only the administrator and the
management can determine the right policies for each organization. Be sure to plan for security early in the
implementation and deployment process. Understand what your company needs to protect and what it is willing to
do to protect it.
Also, develop contingency plans for emergencies before they happen and combine thorough planning with solid
technology. For more information about general security, see The Ten Immutable Laws of Security Administration
Security patch management
Operating systems and applications are often immensely complex. They can consist of millions of lines of code,
written by many different programmers. It is essential that the software works reliably and does not compromise
the security or stability of the IT environment. To minimize any problems, programs are tested thoroughly before
release. However, attackers continually strive to find weaknesses in software, so anticipating all future attacks is not
possible.
For many organizations, patch management will form a part of their overall change and configuration
management strategy. However, whatever the nature and size of the organization, it is vital to have a good patch
management strategy, even if the organization does not yet have effective change and configuration management
in place. The vast majority of successful attacks against computer systems occur to those systems where security
patches have not been installed.
Security patches present a specific challenge to most organizations. Once a weakness has been exposed in
software, attackers will generally spread information about it quickly throughout the hacker community. When a
weakness occurs in its software, Microsoft will strive to release a security patch as soon as possible. Until the patch
is deployed, the security the user depends upon and expects may be severely diminished.
In the Windows environment, you must ensure that you have the most recent security patches throughout your
system. To ease this task, you should consider using the technologies that Microsoft has made available. These
include:
Microsoft Security Notification Service The Security Notification Service is an e-mail list that distributes
notices whenever an update becomes available. These notices serve as a valuable piece of a proactive security
strategy. They are also available at the Microsoft Technical Security Notifications Web site: https://
www.microsoft.com/technet/security/bulletin/notify.mspx.
Microsoft Security Bulletin Search Tool The Microsoft Security Bulletin Search tool is available at the HotFix &
Security Bulletin Service Web site. You can
determine which updates that you need based on the operating system, applications, and service packs that you are
currently running. For more information about the Microsoft Security Bulletin Search Tool, see https://
www.microsoft.com/technet/security/current.aspx.
Microsoft Baseline Security Analyzer (MBSA ) This graphical tool is available at the Microsoft Baseline Security
Analyzer Web site. This tool works by comparing the current status of a computer against a list of updates
maintained by Microsoft. MBSA also performs some basic security checks for password strength and expiration
settings, guest account policies, and a number of other areas. MBSA also will look for vulnerabilities in Microsoft
Internet Information Services (IIS ). For more information about the Microsoft Baseline Security Analyzer, see
https:// www.microsoft.com/technet/security/tools/mbsahome.mspx.
Windows Server Update Services (WSUS ) This tool enables enterprises to host on local computers all critical
updates and security rollup packages (SRPs) available on the public Windows Update site. This tool works with a
new release of automatic update (AU ) clients to form the basis for a powerful automatic download and install
strategy. The new AU client set includes a client for Windows Server 2012 operating system and has the ability to
automatically install downloaded updates. For more information about Microsoft WSUS, see Get Started with
Windows Server 2016.
Microsoft Systems Management Server (SMS ) Software Update
Services The SMS Software Update Services contains a number of tools aimed at easing the process of issuing
software updates throughout the enterprise. The tools include a Security Update Inventory Tool, a Microsoft Office
Inventory Tool for
Updates, the Distribute Software Updates Wizard, and an SMS Web Reporting Tool with Web Reports Add-in for
Software Updates. If you’re using these tools, you should consider migrating to a newer technology: Microsoft
System Center Configuration Manager. For more information, see Windows Admin Center.
Microsoft System Center Configuration Manager System Center
Configuration Manager comprehensively assesses, deploys, and updates servers, client computers, and devices—
across physical, virtual, distributed, and mobile environments. For more information, see For more information, see
Windows Admin Center.
We recommend that you consider each of these security tools and encourage their use. It is very important that
security issues are addressed as quickly as possible, while maintaining the stability of the environment.
Microsoft Dynamics GP service packs
Microsoft Dynamics GP security patches are released as part of service packs or hotfixes. Service packs and
hotfixes are located in the Downloads and Updates area of the CustomerSource Web site. You should regularly
check this site to ensure that you are fully up to date on any security issues specifically affecting Microsoft
Dynamics GP. All service packs and hotfixes are cumulative patches. Up-to-date instructions on upgrading to the
most recent release of Microsoft Dynamics GP can be found at https://go.microsoft.com/fwlink/?LinkId=249465.
Client-side security patches
Microsoft Dynamics GP users can ensure that their client computers are current on security patches for Microsoft
Windows Vista, Windows 7, Windows 8, Windows Server 2008, and Windows 2012 by using the Windows Update
tool provided with these systems. Also, if Microsoft Security Update Services is installed on the server, much of the
update process can be automated internally by the organization’s IT department.
Chapter 2: Securing the server operating system

The following information provides some of the best practices for securing server operating systems. This
information should be considered before you implement Microsoft Dynamics GP.
Server operating system security
Authentication
Password protection
Strong passwords
Defining the password policy
Defining an account lockout policy
Access control
Single sign-on
External security firewall
ISA Server
Additional security settings for SQL Server
Server operating system security
Some smaller businesses do not have a server operating system. Nevertheless, it is important for managers of
small businesses to understand many of the same security best practices that apply to larger businesses with more
complex network environments. Be aware that many of the policies and practices throughout this document can
easily be applied to businesses with only client operating systems.
For more information about Windows Server, see Windows Server documentation.
The most important features of the Windows server security model are authentication, access control, and single
sign-on, as described below.
Authentication represents the process by which the system validates a user’s identity through his or her
login credentials. A user’s name and password are compared against an authorized list. If the system detects
a match, access is granted to the extent specified in the permissions list for that user.
Access control limits user access to information or computing resources based on the users’ identity and
their membership in various predefined groups. Access control is typically used by system administrators
for controlling user access to network resources such as servers, directories, and files; and is typically
implemented by granting permissions to users and groups for access to specific objects.
Single sign-on allows a user to log in to the Windows domain once, using a single password, and
authenticate to any computer in the Windows domain. Single sign-on enables administrators to implement
secure password authentication across the Windows network, while providing end users with ease of access.
The following topics provide a more detailed description of these three key features for securing your computing
environment.
Authentication
Authentication is a fundamental aspect of system security. It confirms the identity of any user trying to log in to a
domain or access network resources. The weak link in any authentication system is the user’s password.
Passwords provide the first line of defense against unauthorized access to the domain and local computers. We
recommend using password best practices, where appropriate, for your organization. For more information, refer
to Password protection on page 12, Strong passwords on page 12, and Defining the password policy on page 14.
Password protection
It always is important that users use passwords and follow these password recommendations.
Always require strong passwords. For more information, see Strong passwords on page 12.
If passwords must be written down on a piece of paper, store the paper in a secure place and destroy it when
it is no longer needed.
Never share passwords with anyone.
Use different passwords for all user accounts.
Change passwords immediately if they have been compromised.
Be careful about where passwords are saved on computers. Some dialog boxes, such as those for remote
access and other telephone connections, present an option to save or remember a password. Selecting this
option poses a potential security threat because the password is stored in the system registry.
Strong passwords
The role that passwords play in securing an organization’s network is often underestimated and overlooked. As
mentioned, passwords provide the first line of defense against unauthorized access to your organization. Windows
Server 2012 and Windows Server 2008 have a feature that checks the complexity of the password for the
Administrator account during the setup of the operating system. If the password is blank or does not meet
complexity requirements, the Windows Setup dialog box appears, warning of the dangers of not using a strong
password for the Administrator account.
In a workgroup environment, a user will not be able to access a computer over the network using an account with a
blank password. Weak passwords provide attackers with easy access to computers and the network, while strong
passwords are considerably harder to crack, even with the password-cracking software that is available today.
Password-cracking tools continue to improve, and the computers used to crack passwords are more powerful than
ever. Password-cracking software uses one of three approaches: intelligent guessing, dictionary attacks, and brute-
force automated attacks that try every possible combination of characters. Given enough time, the automated
method can crack any password. However, strong passwords are much harder to crack than weak passwords. A
secure computer has strong passwords for all user accounts.
A weak password
Is no password at all.
Contains the user’s user name, real name, or company name.
Contains a complete dictionary word. For example, the word Password is a weak password.
A strong password
Is at least seven characters long.
Does not contain the user’s name, real name, or company name.
Does not contain a complete dictionary word.
Is significantly different from previous passwords. Passwords that increment (Password1, Password2,
Password3...) are not strong.
Contains characters from each of the four groups listed in the following table.
GROUP EXAMPLE
Uppercase letters ABCD
Lowercase letters abcd
Numerals 01234
Symbols ‘~@#$%^&*()_+-={}[]\:“;<>?,./
Examples of strong passwords are Pa$sw0rD and J*p2le04>F.

A password can meet most of the criteria of a strong password but still be rather weak. For example, Hello2U! is a
relatively weak password even though it meets most of the criteria for a strong password and also meets the
complexity requirements of password policy. H!elZl2o is a strong password because the dictionary word is
interspersed with symbols, numbers, and other letters. It is important to educate all users about the benefits of
using strong passwords and to teach them how to create passwords that are actually strong.
Passwords can be created containing characters from the extended ASCII character set. Using extended ASCII
characters increases the number of characters that users can choose when they create passwords. As a result, it
might take more time for password-cracking software to crack passwords that contain these extended ASCII
characters than it does to crack other passwords. Before using extended ASCII characters in a password, test them
thoroughly to make sure that passwords containing extended ASCII characters are compatible with other
applications that the organization uses. Be especially cautious about using extended ASCII characters in passwords
if the organization uses several different operating systems.
You can find extended ASCII characters in the Character Map. Some extended ASCII characters should not be used
in passwords. Do not use a character if a keystroke is not defined for it in the lower-right corner of the Character
Map dialog box. For more information about how to use Character Map, see Windows Server Online Help.
Examples of passwords that contain characters from the extended ASCII character set are kUµ!0o and
Wf©$0k#"g¤5ªrd.
You can implement a password policy that enforces password complexity requirements. For more information
about this policy, see “Password Must Meet Complexity Requirements” in Windows Server Online Help.
Windows passwords can be up to 127 characters long.
Defining the password policy
When defining a password policy, be sure to create a policy that will require all user accounts to have strong
passwords. The following Windows Server settings require strong passwords.
Define the Enforce password history policy setting so that several previous passwords are remembered.
With this policy setting, users cannot use the same password when their password expires.
Define the Maximum password age policy setting so that passwords expire as often as necessary for the
client’s environment, typically, every 30 to 90 days.
Define the Minimum password age policy setting so that passwords cannot be changed until they are more
than a certain number of days old. This policy setting works in combination with the Enforce password
history policy setting. If a minimum password age is defined, users cannot repeatedly change their
passwords to get around the Enforce password history policy setting and then use their original passwords.
Users must wait the specified number of days to change their passwords.
Define a Minimum password length policy setting so that passwords must consist of at least a specified
number of characters. Long passwords-seven or more characters-are usually stronger than short ones. With
this policy setting, users cannot use blank passwords and they need to create passwords that are at least a
certain number of characters long.
Enable the Password must meet complexity requirements policy setting. This policy setting checks all new
passwords to ensure that they meet basic strong password requirements. For a full list of these
requirements, see “Password Must Meet Complexity Requirements” in Windows Server Online Help.
Defining an account lockout policy
Be cautious when defining the account lockout policy. The account lockout policy should not be set haphazardly.
Although the probability of thwarting an unauthorized attack on your organization is increased with account
lockout policy, it is possible to also unintentionally lock out authorized users, which can be very costly for your
organization.
If you decide to apply account lockout policy, set the Account lockout threshold policy setting to a high enough
number that authorized users are not locked out of their user accounts simply because they type a password
incorrectly.
Authorized users can be locked out if they change their passwords on one computer, but not on another computer.
The computer that is still using the old password will continuously attempt to authenticate the user with the old
password, and it will eventually lock out the user account. This might be a costly consequence of defining account
lockout policy, because the authorized users cannot access network resources until their accounts are restored. This
issue does not exist for organizations that use only domain controllers that are members of Windows Server
family.
You can search Windows Server Help for information about account lockout policy and how to apply or modify the
account lockout policy.
Access control
A Windows network and its resources can be secured by considering what rights that users, groups of users, and
other computers have on the network. You can secure a computer or multiple computers by granting users or
groups specific user rights. You can secure an object, such as a file or folder, by assigning permissions to allow
users or groups to perform specific actions on that object. The following key concepts make up access control:
Permissions
Ownership of objects
Inheritance of permissions
User rights
Object auditing
Permissions
Permissions define the type of access granted to a user or group for an object or object property such as files,
folders, and registry objects. Permissions are applied to any secured objects such as files or registry objects.
Permissions can be granted to any user, group, or computer. It is a good practice to assign permissions to groups.
Ownership of objects
When a member of the Administrators group creates an object in Windows Server, the Administrators group
becomes the owner, rather than the individual account that created the object. This behavior can be changed
through the Local Security Settings Microsoft Management Console (MMC ) snap-in, using the setting System
objects: Default owner for objects created by members of the Administrators group. No matter what permissions
are set on an object, the owner of the object can always change the permissions on an object. For more
information, see “Manage Object Ownership” in Windows Server 2012 Online Help.
Inheritance of permissions
Inheritance allows administrators to easily assign and manage permissions. This feature automatically causes
objects within a container to inherit all the inheritable permissions of that container. For example, the files within a
folder, when created, inherit the permissions of the folder. Only permissions marked to be inherited will be
inherited.
User rights
User rights grant specific privileges and login rights to users and groups in your computing environment. For
information about user rights, see “User Rights” in Windows Server Online Help.
Object auditing
You can audit users’ access to objects. You can then view these security-related events in the security log using the
Event Viewer. For more information, see “Auditing” in Windows Server Online Help.
Access control best practices
Use the following information when you are assigning or denying access to the server operating system.
Assign permissions to groups rather than to users. Because it is inefficient to maintain user accounts directly,
assigning permissions on a user basis should be the exception.
Use Deny permissions for certain special cases. For instance, you can use Deny permissions to exclude a
subset of a group that has Allow permissions. Use Deny permissions to exclude one special permission
when you have already granted full control to a user or group.
Never deny the Everyone group access to an object. If you deny everyone permission to an object, that
includes administrators. A better solution would be to remove the Everyone group, as long as you give other
users, groups, or computers permissions to that object.
Assign permissions to an object as high on the tree as possible and then apply inheritance to propagate the
security settings through the tree. You can quickly and effectively apply access control settings to all children
or a subtree of a parent object. By doing this, you gain the greatest breadth of effect with the least effort. The
permission settings that you establish should be adequate for the majority of users, groups, and computers.
Explicit permissions can sometimes override inherited permissions. Inherited Deny permissions do not
prevent access to an object if the object has an explicit Allow permission entry. Explicit permissions take
precedence over inherited permissions, even inherited Deny permissions.
For permissions on Active Directory® objects, be sure that you understand the best practices specific to
Active Directory objects. For more information, search for “Active Directory objects” in Windows Server
2012 Online Help.
Single sign-on
A key feature of Windows Server family authentication is its support of single signon. Single sign-on allows a user
to log in to the Windows domain once, using a single password, and authenticate to any computer in the Windows
domain without having to reenter that password.
Single sign-on provides two main security benefits. For a user, the use of a single password or smart card reduces
confusion and improves work efficiency. For administrators, the amount of administrative support required for
domain users is reduced, because the administrator needs to manage only one account per user.
Authentication, including single sign-on, is implemented as a two-part process: interactive logon and network
authentication. Successful user authentication depends on both of these processes. For more information about
how to configure the Windows single sign-on feature, see Windows Server Online Help.
External security firewall
A firewall is hardware or software that prevents data packets from either entering or leaving a specified network.
To control the flow of traffic, numbered ports in the firewall are either opened or closed to information packets. The
firewall looks at several pieces of information in each arriving or departing packet:
The protocol through which the packet is being delivered
The destination or sender of the packet
The type of content that is contained in the packet
The port number to which it is being sent
If the firewall is configured to accept the specified protocol through the targeted port, the packet is allowed
through.
ISA Server
Internet Security and Acceleration (ISA) Server securely routes requests and responses between the Internet and
client computers on the internal network.
ISA Server acts as the secure gateway to the Internet for clients on the local network. The ISA Server computer is
transparent to the other parties in the communication path. The Internet user should not be able to tell that a
firewall server is present, unless the user attempts to access a service or go to a site where the ISA Server
computer denies access. The Internet server that is being accessed interprets the requests from the ISA Server
computer as if the requests originated from the client application.
Microsoft Forefront Threat Management Gateway 2010 (TMG ) protects your employees from Web-based threats.
Deployed on your corporate network as a unified gateway, Forefront TMG 2010 inspects web traffic at the
network, application and content layers to help ensure comprehensive protection. It also improves your
organization’s firewall performance by offloading processor-intensive functions like inspection for malware. For
more information, see Windows Server Security and Assurance.
Additional security settings for SQL Server
Whether you are using SQL Server 2012 or SQL Server 2008 with Microsoft Dynamics GP, it is important that
you take measures to increase the security of your SQL Server installation. The following steps will help increase
SQL Server security:
Be sure that the latest operating system and SQL Server service packs and updates are installed. For the
latest details, see the Microsoft Security & Privacy Web site
(https://www.microsoft.com/security/default.asp).
For file system-level security, be sure that all SQL Server data and system files are installed on NTFS
partitions. You should make the files accessible only to administrative or system-level users through NTFS
permissions. This will safeguard against users accessing those files when the SQL Server service
(MSSQLSERVER ) is not running.
Use a low -privilege domain account or the LocalSystem account for SQL Server service (MSSQLSERVER ).
This account should have minimal rights in the domain and should help contain - but not stop - an attack to
the server in case of compromise. In other words, this account should have only local user-level permissions
in the domain. If SQL Server is using a domain administrator account to run the services, a compromise of
the server will lead to a compromise of the entire domain. To change this setting, use SQL Server
Management Studio. The access control lists (ACLs) on files, the registry, and user rights will be changed
automatically.
For the most up-to-date SQL Server security information for SQL Server 2008 or SQL Server 2012, see
https://www.microsoft.com/sqlserver/2008/en/us/ Security.aspx.
Chapter 3: Network security

Use the following information to learn more about keeping your network secure.
Strategies for network security
Wireless networks
Network security scenarios
Strategies for network security
Because the design and deployment of an IP internetworking environment requires balancing private and public
network concerns, the firewall has become a key ingredient in safeguarding network integrity. A firewall is not a
single component. The National Computer Security Association (NCSA) defines a firewall as “a system or
combination of systems that enforces a boundary between two or more networks.” Although different terms are
used, that boundary is frequently known as a perimeter network. The perimeter network protects your intranet or
enterprise local area network (LAN ) from intrusion by controlling access from the Internet or other large networks.
The illustration below shows a perimeter network bounded by firewalls and placed between a private network and
the Internet in order to secure the private network.
(SPNET.jpg)
Organizations vary in their approach to using firewalls for providing security. IP packet filtering offers weak
security, is cumbersome to manage, and is easily defeated. Application gateways are more secure than packet filters
and easier to manage because they pertain only to a few specific applications, such as a particular e-mail system.
Circuit gateways are most effective when the user of a network application is of greater concern than the data
being passed by that application. The proxy server is a comprehensive security tool that includes an application
gateway, safe access for anonymous users, and other services. Here is additional information about each of these
different options:
IP Packet Filtering IP packet filtering was the earliest implementation of firewall technology. Packet headers are
examined for source and destination addresses, Transmission Control Protocol (TCP ), and User Datagram Protocol
(UDP ) port numbers, and other information. Packet filtering is a limited technology that works best in clear security
environments where, for example, everything outside the perimeter network is not trusted and everything inside is.
In recent years, various vendors have improved on the packet filtering method by adding intelligent decision-
making features to the packet-filtering core, thus creating a new form of packet filtering called stateful protocol
inspection. You can configure packet filtering to either (1) accept specific types of packets and deny all others or (2)
deny specific types of packets and accept all others.
Application Gateways Application gateways are used when the actual content of an application is of greatest
concern. That they are application-specific is both their strength and their limitation, because they do not adapt
easily to changes in technology.
Circuit Gateways Circuit gateways are tunnels built through a firewall connecting specific processes or systems
on one side with specific processes or systems on the other. Circuit gateways are best employed in situations where
the person using an application is potentially a greater risk than the information carried by the application. The
circuit gateway differs from a packet filter in its ability to connect to an out-of-band application scheme that can
add additional information.
Proxy Servers Proxy servers are comprehensive security tools, which include firewall and application gateway
functionality, that manage Internet traffic to and from a LAN. Proxy servers also provide document caching and
access control. A proxy server can improve performance by caching and directly supplying frequently requested
data, such as a popular Web page. A proxy server can also filter and discard requests that the owner does not
consider appropriate, such as requests for unauthorized access to proprietary files.
Be sure to take advantage of firewall security features that can help your organization. Position a perimeter
network in the network topology at a point where all traffic from outside the corporate network must pass through
the perimeter maintained by the external firewall. You can fine-tune access control for the firewall to meet your
organization’s needs and you can configure firewalls to report all attempts at unauthorized access.
To minimize the number of ports that you need to open on the inner firewall, you can use an application layer
firewall, such as ISA Server.
Wireless networks
By default, wireless networks are typically configured in a manner that allows eavesdropping on the wireless
signals. They can be vulnerable to a malicious outsider gaining access because of the default settings on some
wireless hardware, the accessibility that wireless networks offer, and present encryption methods. There are
configuration options and tools that can protect against eavesdropping, but keep in mind that they do nothing to
protect the computers from hackers and viruses that enter through the Internet connection. Therefore, it is
extremely important to include a firewall to protect the computers from unwanted intruders on the Internet.
For more information about protecting a wireless network, see How to Make your 802.11b Wireless Home
Network More Secure.
Network security scenarios
The level of network security that your organization requires will depend on several factors. It usually comes down
to a compromise between budget and the need to keep the corporate data safe. It is possible for a small company
to provide a very complex security structure that will provide the highest level of network security possible, but a
small company may not be able to afford that level of security. In this section, we will review four scenarios and
make recommendations in each that will provide varying levels of security at a relative cost.
No Firewall If your organization has a connection to the Internet but no firewall, some measure of network
security needs to be implemented. There are simple network firewall appliances, as described in the next section,
that provide enough security to deter most would-be hackers.
One Simple Firewall The minimum level of security recommended is a single firewall between the Internet and
your data. This firewall may not provide any level of advanced security and should not be considered very secure.
But it is better than nothing.
(SPONE.jpg)
Hopefully, your budget will allow for a more secure solution that will protect your corporate data. One such
solution is ISA Server. The increased cost of this additional server provides a great deal more security than a
typical consumer firewall, since it usually provides only network address translation (NAT) and packet filtering.
(SPISA.jpg)
This single firewall solution is more secure than an entry-level firewall appliance and provides Windows-specific
security services.
One Existing Firewall If you have an existing firewall that separates your intranet from the Internet, you may
want to consider an additional firewall that provides multiple ways to configure internal resources to the Internet.
One such method is Web publishing. This is when an ISA Server is deployed in front of an organization’s Web
server that is providing access to Internet users. With incoming Web requests, ISA Server can impersonate a Web
server to the outside world, fulfilling client requests for Web content from its cache. ISA Server forwards requests
to the Web server only when the requests cannot be served from its cache.
Another method is server publishing. ISA Server allows publishing internal servers to the Internet without
compromising the security of the internal network. You can configure Web publishing and server publishing rules
that determine which requests should be sent to a server on the local network, providing an increased layer of
security for the internal servers.
(SPNAISA.jpg)
Two Existing Firewalls The fourth scenario involves the two firewalls implemented with an established perimeter
network (DMZ ). One or more of these servers provides reverse proxy services so that Internet clients are not
accessing servers on the intranet directly. Instead, one of the firewalls, ideally the internal firewall, is intercepting
network requests for internal servers, inspecting those packets, and then forwarding them on behalf of the Internet
host.
(SPTWONA.jpg)
This scenario is similar to the preceding scenario after the second firewall is added.
The only difference is that the internal firewall that supports reverse proxy is not an ISA Server. In this scenario,
you should work closely with the managers of each firewall to define server publishing rules that adhere to the
security policy.
Chapter 4: Virus protection

Use the following information to learn about the different types of computer viruses and what you can do to help
keep the computers within your company from being infected by a computer virus.
Overview of viruses
Types of viruses
Overview of viruses
A computer virus is an executable file that is designed to replicate itself, erase or corrupt data files and programs,
and avoid detection. In fact, viruses are often rewritten and adjusted so that they cannot be detected. Viruses are
often sent as email attachments. Antivirus programs must be updated continuously to look for new and modified
viruses. Viruses are the number one method of computer vandalism.
Antivirus software is specifically designed for the detection and prevention of virus programs. Because new virus
programs are created all the time, many makers of antivirus products offer periodic updates of their software to
customers. Microsoft strongly recommends implementing antivirus software in your organization’s environment.
Virus software is usually installed at each of these three places: user workstations, servers, and the network where
e-mail comes into (and in some cases, leaves) the organization.
For more information about viruses and computer security in general, refer to the following Microsoft Security
Web sites:
Microsoft Security & Privacy (https://www.microsoft.com/security/default.asp).
Security documentation on Microsoft TechNet (https://www.microsoft.com/technet/security/Default.mspx).
Types of viruses
There are four main types of viruses that infect computer systems: boot-sector viruses, file-infecting viruses, Trojan
horse programs, and macro viruses.
Boot-Sector viruses When a computer starts, it scans the boot sector of the hard disk before loading the
operating system or any other startup files. A bootsector virus is designed to replace the information in the hard
disk’s boot sectors with its own code. When a computer is infected with a boot-sector virus, the virus’ code is read
into memory before anything else. After the virus is in memory, it can replicate itself onto any other disks that are
in use in the infected computer.
File-Infecting viruses The most common type of virus, a file-infecting virus, attaches itself to an executable
program file by adding its own code to the executable file. The virus code is usually added in such a way that it
escapes detection. When the infected file is run, the virus can attach itself to other executable files. Files infected by
this type of virus usually have a .com, .exe, or .sys file name extension.
Some file-infecting viruses are designed for specific programs. Program types that are often targeted are overlay
(.ovl) files and dynamic-link library (.dll) files. Although these files are not run, executable files call them. The virus is
transmitted when the call is made.
Damage to data occurs when the virus is triggered. A virus can be triggered when an infected file is run or when a
particular environment setting is met (such as a specific system date).
Trojan horse programs A Trojan horse program is not really a virus. The key distinction between a virus and a
Trojan horse program is that a Trojan horse program does not replicate itself; it only destroys information on the
hard disk. A Trojan horse program disguises itself as a legitimate program, such as a game or utility. When it’s run,
though, it can destroy or scramble data.
Macro viruses A macro virus is a type of computer virus that’s stored in a macro within a file, template, or add-in.
The spread of a macro virus can be prevented. Here are some tips to avoid infection that you should share with
your organization.
Install a virus protection solution that scans incoming messages from the Internet for viruses before the
messages pass the router. This will ensure that emails are scanned for known viruses.
Know the source of the documents that are received. Documents should not be opened unless they are from
someone that the user feels is trustworthy.
Talk to the person who created the document. If the users are at all unsure whether the document is safe,
they should contact the person who created the document.
Use the Microsoft Office macro virus protection. In Office, the applications alert the user if a document
contains macros. This feature allows the user to either enable or disable the macros as the document is
opened.
Use virus-scanning software to detect and remove macro viruses. Virusscanning software can detect and
often remove macro viruses from documents. Microsoft recommends the use of antivirus software that is
certified by the International Computer Security Association (ICSA).
Set the macro security level of Microsoft Office files to High or Medium and use digital signatures. A digital
signature is an electronic, encryption-based, secure stamp of authentication on a macro or document. This
signature confirms that the macro or document originated from the signer and has not been altered. For
more information about Microsoft Office security features, visit the Microsoft Office Online Web site
(https://office.microsoft.com/default.aspx).
Chapter 5: Microsoft Dynamics GP security

Microsoft Dynamics GP provides several types of security. The following information is an overview of the security
features in Microsoft Dynamics GP.
For step-by-step instructions on setting up security within the Microsoft Dynamics GP application, see Part 2: User
Setup of the Microsoft Dynamics GP System Setup manual.
The Microsoft Dynamics GP System Setup manual can be accessed by choosing the Printable Manuals option
from the Microsoft Dynamics GP Help menu, or by downloading it from the CustomerSource Web Site.
Microsoft Dynamics GP uses Microsoft SQL Server fixed and database roles for more effective security
management.
Areas that are affected by security settings
Granting security access
How passwords are used in Microsoft Dynamics GP
Items that you can set security for
Application security
Microsoft Dynamics GP Utilities security
Security troubleshooting
Areas that are affected by security settings
The following areas of Microsoft Dynamics GP are affected by security settings.
System System security controls access to systemwide setup information, such as setting up new user records,
assigning user security or printing reports that contain that information. System level security is controlled through
the use of a password; only a few people should know the password.
Company Company security controls access to companies on a per-user basis. When you set up a new user
record, that person doesn’t have access to any companies. You’ll need to grant access, using the User Access Setup
window, before the user can log in to Microsoft Dynamics GP.
Security tasks Security tasks are assigned to roles and grant access to windows, reports, files, and other resources
within Microsoft Dynamics GP that users need to access to complete a specific task. Some default security tasks
have been created for you. For example, the DEFAULTUSER task allows users to access things that most users will
need to access in Microsoft Dynamics GP.
Security roles Security roles contain the security tasks that a user needs to access to do their job. Some default
security roles have been created for you. For example, the ACCOUNTING MANAGER* role contains security tasks
that allow a user who is assigned to this role to view General Ledger account information, enter journal entries,
enter bank transactions, and perform other tasks that an accounting manager might need to perform.
Individual users Individual security is role-based in Microsoft Dynamics GP.
Each user must be assigned to a security role before they can access any forms,
reports, or other data within Microsoft Dynamics GP. To begin assigning user security, identify the daily tasks that a
user completes within Microsoft Dynamics GP. Then either select from the default security roles or create new
security roles that only grant access to the tasks that the user needs.
For example, user ABC is an accounting manager for Fabrikam, Inc., and needs access to set up General Ledger,
taxes, bank accounts, and credit cards as well as perform many other accounting tasks. Review the default security
roles in Microsoft Dynamics GP to find one that grants access to the appropriate accounting functionality for user
ABC. For our example, the ACCOUNTING MANAGER* security role is appropriate for user ABC. Use the User
Security Setup Window to assign the ACCOUNTING MANAGER* security role to user ABC in the Fabrikam, Inc.
company.
Module-specific tasks Most Microsoft Dynamics GP modules have specific tasks that can be set up to require a
password; each task can have a different password. If a password is required, all users attempting to complete that
task must enter the password. See the setup documentation for each accounting module for information about
these passwords.
Account Account level security enhances security and account views. Users can enter, edit, and view information
from a reduced account set based on the access granted for accounts.
Field level security Field level security restricts access to any field, window, or form in Microsoft Dynamics GP. It
allows you to apply a password, or to make a window or form unavailable. It also allows you to hide, lock, or apply
passwords to fields.
Granting security access
A system administrator can grant access to parts of the Microsoft Dynamics GP system in all companies for
individual users.
If you use Report Writer or Modifier to modify forms or reports, an administrator must add those modified forms
or reports to an Alternate/Modified Forms and Reports ID and then assign that Alternate/Modified Forms and
Reports ID to each user that should be able to view those modified forms or reports.
Individual users Individual security is role-based in Microsoft Dynamics GP. Each user must be assigned to a
security role before they can access any forms, reports, or other data within Microsoft Dynamics GP. To begin
assigning user security, identify the daily tasks that a user completes within Microsoft Dynamics GP. Then either
select from the default security roles or create new security roles that only grant access to the tasks that the user
needs.
company.
these passwords.
Microsoft Dynamics GP uses passwords to control access to a company and selected parts of the accounting
system. Passwords can contain uppercase and lowercase letters, numeric characters, punctuation, and embedded
spaces. There are three types of passwords.
User passwords User passwords control whether a particular user has access to Microsoft Dynamics GP. User
passwords are initially set up in the User Setup window by an administrator or entered during the initial Microsoft
Dynamics GP installation process. Users can change their own passwords using the User Password Setup window.
System passwords The system password controls access to systemwide setup information, such as setting up new
user records, assigning user security, or printing reports that contain that information. The system password is set
up using the System Password Setup window. Only a few people should know the system password.
Task passwords Most Microsoft Dynamics GP modules have specific tasks that can be set up to require a
these passwords.
Items that you can set security for
You can set security for the following items in Microsoft Dynamics GP and integrating products.
ITEM DESCRIPTION
Windows Windows in the selected product.
Reports Reports in the selected product.
Modified windows Windows customized using Modifier.
Modified reports Primary copies of reports created using Report Writer. Note:
The Report Writer name of the report appears in the list. The
Report Writer name is the one that appears in the title bar of
the Screen Output window when you print a report.
Files Tables in the selected product.

ITEM DESCRIPTION
Alternate Microsoft Dynamics GP reports* Microsoft Dynamics GP reports that have been incorporated
into integrating products you’ve installed.
Alternate Microsoft Microsoft Dynamics GP windows that have been incorporated

Modified alternate Microsoft Dynamics GP reports* Alternate reports that have been modified using Report
Writer.
Modified alternate Alternate windows that have been modified using Modifier.
Custom reports Secondary copies and new reports created in Report Writer.
Advanced financial reports Modified advanced financial reports
Series posting permissions Specific posting tasks for each Microsoft Dynamics GP product
you’ve purchased.
Customization Tools Tools you use to customize the accounting system, such as
Report Writer or the Modifier. New users don’t have access to
these by default. They need to be granted access.
Microsoft Dynamics GP import ** The Microsoft Dynamics GP Integration Manager. This also
sets up security for the Import Utility with Microsoft Dynamics
GP. New users don’t have access to these by default. They
need to be granted access.
Document access Quotes, orders, invoices, returns, and back orders for Sales
Order Processing. Standard and drop-ship purchase orders for
Purchase Order Processing.
Letters Letters to customers, employees, and vendors that are

available using the Letter Writing Assistant.
Navigation Lists Default primary lists. Note: If you restrict access to a primary
list, access to any list view that is based on that primary list is
also restricted.
*These items appear only if you’re using an integrating

product and have selected it in the Product list.
Dynamics GP windows*
**These types appear only if the corresponding item is installed and registered.
Application security
Use the following information to better understand how Microsoft Dynamics GP handles application security.
Tasks that must be completed by an administrator include making backups, creating companies, and
creating new user IDs.
The database owner is set to DYNSA for every Microsoft Dynamics GP database. It is essential that DYNSA
continue to be the owner of every Microsoft Dynamics GP database. If a different owner is assigned,
complications can arise when deleting user accounts and granting access to companies.
The DYNSA and sa users automatically are assigned to the POWERUSER security role. Any user who is
assigned to the POWERUSER security role will have access to everything in Microsoft Dynamics GP, with
the exception of private lists.
All users must have valid passwords to log in to the application. If a blank password is detected, the user is
forced to change the password before logging into the application. We also recommend that all inactive user
accounts be deleted or assigned a valid password and removed from all company access.
Lesson Users only have access to the sample company.
Each new security role that is created automatically contains the DEFAULTUSER security task. The
DEFAULTUSER security task provides access to things that most users will typically need access to in
Microsoft Dynamics GP Utilities security
Any member of the SysAdmin fixed server role can upgrade from a previous release or install Microsoft Dynamics
GP.
Security for new installations
Microsoft Dynamics GP Utilities checks to see whether the DYNSA login exists. If it doesn’t exist, the login is
created and the DYNSA user must enter a password to continue. DYNSA is set as the database owner for ALL
Microsoft Dynamics GP databases.
When the DYNSA login is created, the login is assigned to the SecurityAdmin and dbCreator Fixed Server
Roles.
Any user with the correct SQL permissions can install Microsoft Dynamics GP.
When installing the sample company, passwords must be provided when creating the LESSON USER
accounts.
When the DYNSA, LESSONUSER1, and LESSONUSER2 logins are created, they do not have access to the
SY02400 table (System Password Master Table). This means that these logins also will not be able to access
this table using Report Writer.
Upgrading from a previous release
When the system administrator (“sa”) logs into Microsoft Dynamics GP Utilities, the application checks to
see if the password for DYNSA is either <blank> or ACCESS. If either of these is true, the user must enter a
new DYNSA password before continuing with the upgrade.
Access to the SY02400 table (System Password Master Table) in Report Writer is removed for all users.
When the DYNSA login is created, the login automatically is assigned to the SecurityAdmin and dbCreator
Fixed Server Roles.
Security troubleshooting
Many of the processes in Microsoft Dynamics GP, such as posting or printing, require that the user performing the
process be able to access multiple windows, reports, and tables. If a user is denied access to an item that’s part of a
process, the user won’t be able to complete that process. A message may appear stating that the user doesn’t have
privileges to open the resource. However, a message might not always be displayed indicating the problem.
Denying access to tables only denies access to reports that access the table.
If a user encounters problems completing a process, verify that the roles that are assigned to the user in the User
Security Setup window contain the tasks that the user needs to complete the process. The problem may be caused
by the user not having access to all the items used in the process.
Chapter 6: The Microsoft Dynamics GP database security model

Use this information to learn about the Microsoft Dynamics GP database security model.
Password security
DYNGRP database role
SysAdmin fixed server role
SQL Server fixed database roles beginning with “rpt_”
Password security
User accounts must be created within the Microsoft Dynamics GP application to ensure that security is applied to
all Microsoft Dynamics GP windows and reports. Microsoft Dynamics GP encrypts the password during the user
creation process before it is passed to Microsoft SQL Server. For example, if a user account is created with a
password of ‘1234,’ before the user account is created in the Microsoft SQL Server, that password passes through
the Microsoft Dynamics GP encryption process and is changed to something like ‘ABCD.’ When this happens, only
the Microsoft Dynamics GP application and other applications that use the Microsoft Dynamics GP encryption
process have the ability to translate the user’s password before sending it to Microsoft SQL Server.
If a user tries to access the Microsoft SQL Server from outside the Microsoft Dynamics GP application, the attempt
to log in will be denied because the passwords will not match. For improved security, Microsoft Dynamics GP does
not allow a user to change their password to blank or unencrypted.
DYNGRP database role
A thorough understanding of the DYNGRP database role is vital to securing data. The DYNGRP database role is
used to gain access to the objects, such as tables, stored procedures, and views that exist within the database. This
simplifies the process of assigning specific permissions to the database objects. Granting SELECT, UPDATE,
INSERT, DELETE, and EXECUTE permissions to the DYNGRP database for all objects that exist within the
database eliminates the need to explicitly grant object access to individual users by SQL DBAs and the Microsoft
Dynamics GP application. Instead, the Microsoft Dynamics GP individual users are members of the DYNGRP
database, and those users inherit the same permissions. When an administrator grants a user access to a company
within Microsoft Dynamics GP, the user also becomes a member of the DYNGRP for that corresponding database.
While this database role is used in conjunction with the Microsoft Dynamics GP application, it is important to
understand that only Microsoft Dynamics GP users should be members of this role. If user accounts that do not
have encrypted passwords are placed inside this database role, users may have access via other applications. If
other applications need access to Microsoft Dynamics GP data, the administrator should create new database roles
with specific permissions established for only the objects that individual users need access to. Following this
process reduces the risk that unauthorized users will gain access to your data.
SysAdmin fixed server role
There are two types of SQL Server roles: fixed server and database. Fixed server roles are used to manage SQL
Server and perform functions that affect SQL Server availability and processes, such as creating databases and
adding logins. Database roles are used to manage the specific database that the database roles are assigned to.
Database management functions include granting user access, granting permissions to database objects, and
backing up the database itself.
SQL Server fixed database roles beginning with “rpt_”
A Default SQL Server Fixed Database role that corresponds to each of the default SQL Server Reporting Services
reports, data connections, and Microsoft Excel® reports is created during the installation of Microsoft Dynamics
GP. Each role begins with “rpt_” and contains SELECT access to the Microsoft Dynamics GP data for the data
connection or report that the role corresponds to.
Users should be added as members to the SQL Server roles that correspond to the reports or data connections
that they need access to. See your System Setup Guide (Help >> Contents >> select Setting up the System) for
more information. For detailed information about SQL Server Reporting Services, refer to the SQL Server
Reporting Services Guide. This guide describes how to install Reporting Services, how to deploy predefined reports
that are included in Microsoft Dynamics GP to a server, and how to set up security for reports. For the most current
documentation, see the Microsoft Dynamics GP 2013 documentation resources Web site
(https://go.microsoft.com/fwlink/?LinkId=249465).
Chapter 7: Core application security tasks

The following information provides common core application security tasks and a number of options to complete
the tasks. The options vary in their level of security. The highest numbered option is the most secure option for
each task.
Creating user records
Deleting user records
Granting user access
Backing up databases
Restoring databases
Creating Business Alerts
SQL maintenance
Deleting companies
Deleting stranded user accounts
Creating user records
Creating and managing user accounts within Microsoft Dynamics GP are among the most critical tasks because
they involve granting access to data. The following options are available to choose from. The most secure choice is
option 5.
Options
1. Log in to Microsoft Dynamics GP as the system administrator (“sa”) and create the users as required (no
change from previous releases). Microsoft Dynamics GP administrator accounts can be any user account
within the application.
2. Assign the specific Microsoft Dynamics GP administrator SQL login accounts to the SysAdmin fixed server
role. The current user must be a member of the DYNGRP in the DYNAMICS database to execute stored
procedures. With this option, the Microsoft Dynamics GP administrator can be any user account within the
Microsoft Dynamics GP application.
3. Assign the DYNAMICS database owner login (DYNSA) to the SecurityAdmin Fixed Server Role, and log
into the client using the DYNSA user.
4. Assign the specific Microsoft Dynamics GP Administrator(s) SQL Login account to the SecurityAdmin Fixed
Server Role and also within the Db_Owner Database Role that exists within the DYNAMICS database. With
this option, the Microsoft Dynamics GP administrator can be any user account within the Microsoft
Dynamics GP application; however, DYNSA must be the database owner of ALL Microsoft Dynamics GP
databases.
5. Assign the specific Microsoft Dynamics GP administrator(s) SQL login account to the SecurityAdmin fixed
server role and within the Db_AccessAdmin and Db_SecurityAdmin database roles that exists to the
DYNAMICS database. With this option, the Microsoft Dynamics GP administrator can be any user account
within the Microsoft Dynamics GP application; however, DYNSA must be the database owner of ALL
Deleting user records
Deleting user records is as important to security as creating user accounts. Because of this, the same options that
are available when creating user records are available when deleting them. The following options are available. The
most secure option is option 5.
Options
1. Log in to the application as the system administrator (“sa”) and delete the user records as required (no
change from previous releases).
2. Assign the specific Microsoft Dynamics GP Administrator(s) SQL Login account to the SysAdmin Fixed
Server Role. With this option, the Microsoft Dynamics GP Administrator can be any user account within the
3. Assign the database owner login (DYNSA) to the SecurityAdmin Fixed Server Role and log into the client
using DYNSA. With this option, DYNSA must be the database owner of ALL Microsoft Dynamics GP
databases.
Server Role and also to the Db_Owner Database Role that exists within all Microsoft Dynamics GP
databases. The Microsoft Dynamics GP Administrator can be any user account within the Microsoft
Dynamics GP application.
Server Role and also within the Db_AccessAdmin Database Role that exists within all Microsoft Dynamics
GP databases. With this option, the Microsoft Dynamics GP Administrator can be any user account within
the Microsoft Dynamics GP application; however, DYNSA must be the database owner of ALL Microsoft
Dynamics GP databases.
Granting user access
The user must have sufficient permissions to grant access to a company database. The following options are
available. The most secure choice is option 5.
Options
1. Log in to the application as the system administrator (“sa”) and grant access as required (no change from
previous releases).
Server Role. With this option, the Microsoft Dynamics GP administrator can be any user account within the
3. Log in as the database owner (DYNSA). With this option, DYNSA must be the database owner of ALL
4. Assign the specific Microsoft Dynamics GP Administrator(s) SQL Login account to the Db_Owner Database
Role that exists within all Microsoft Dynamics GP databases. With this option, the Microsoft Dynamics GP
Administrator can be any user account within the Microsoft Dynamics GP application; however, DYNSA
must be the database owner of ALL Microsoft Dynamics GP databases.
5. Assign the specific Microsoft Dynamics GP Administrator(s) SQL Login account to the Db_AccessAdmin
and Db_SecurityAdmin Database Roles that exist within all Microsoft Dynamics GP databases. With this
option, the Microsoft Dynamics GP administrator can be any user account within the Microsoft Dynamics
GP application; however, DYNSA must be the database owner of ALL Microsoft Dynamics GP databases.
Backing up databases
The following options are available to choose from. The most secure choice is option 4.
Options
1. Log in to the application as the system administrator (“sa”) and perform the backup as required (no change
from previous releases).
Server Role.
3. Log in to the application using the database owner login (DYNSA).
4. Assign the specific Microsoft Dynamics GP user(s) SQL Login account to the
Db_BackupOperator Database Role. Since this option doesn’t require the Microsoft Dynamics GP Administrator(s)
to login as the SQL Server system administrator, this is the most secure option.
Restoring databases
The ability to restore databases is also an option within the Microsoft Dynamics GP application. Because there is a
risk that this feature could be misused to alter, remove, or damage data, access to the Restore Company window is
restricted to the system administrator (“sa”) login.
Creating Business Alerts
Creating and running business alerts requires a handful of “touch points” or access within Microsoft SQL Server.
Business alerts create stored procedures, Microsoft SQL Server jobs, and can send e-mail messages to users.
Because of this, the correct permissions not only need to be granted to the company databases, but also to objects
that exist inside the master and msdb databases. Object ownership is also an issue when creating these objects.
This is particularly true for the Microsoft SQL Server jobs. Because of this, we’ve limited the option for creating
business alerts to two. The most secure choice is option 2.
Options
1. Log in to the application as the system administrator (“sa”) and create the business alert as required (no
change from previous releases).
Server Role. Since this option doesn’t require the Microsoft Dynamics GP Administrator(s) to log in as the
SQL Server system administrator, this is the most secure option.
SQL maintenance
The SQL Maintenance window provides the ability to drop and create tables and stored procedures from within
the Microsoft Dynamics GP application. The system administrator (“sa”) and the database owner (DYNSA) have
access to this window and access can be assigned to other logins as well. There are three ways to gain access to this
window. The most secure choice is option 3.
Options
1. Log in to the application as the system administrator (“sa”) to access this window (no change from previous
releases).
Server Role and access this window using that account.
3. Log in as the database owner (DYNSA) to access this window. Since this option doesn’t require the
Microsoft Dynamics GP Administrator(s) to log in as the SQL Server system administrator, this is the most
secure option.
Deleting companies
The Delete Company window is used to delete Microsoft Dynamics GP companies. The following options are
available. Option 3 is the most secure.
Options
1. Log in to the application as system administrator (“sa”) and process as required (no change from previous
releases).
Server Role.
3. Log in as the database owner (DYNSA). Since this option doesn’t require the Microsoft Dynamics GP
Administrator(s) to log in as the SQL Server system administrator, this is the most secure option.
Deleting stranded user accounts
Users can remove their own stranded logins without assistance from an administrator. If necessary, this option can
be removed through a Microsoft Dexterity® or Visual Basic for Applications modification.
Chapter 8: Frequently asked questions

The following information contains frequently asked questions regarding Microsoft Dynamics GP.
User accounts
Microsoft Dynamics GP windows
Security in Microsoft Dynamics GP
User accounts
The following information contains answers to questions about user accounts.
Why does one user account need access to all Microsoft Dynamics GP databases to delete another user
account?
When a user account is being deleted, Microsoft Dynamics GP removes the user account from all databases
it is a member of and deletes the SQL login. The current user will need to have access to each of the
databases, as well as the correct permissions to delete the user account from SQL Server. If the current user
doesn’t have access to the database to remove a user account, a message is displayed alerting them of this.
Does the user account have to be in the same database role for all databases?**
Technically, the user doesn’t have to belong to the same database role for all databases, but it is highly
recommended. It is possible to have a user belong to the DB_OWNER role in one database and the
DB_ACCESSADMIN and DB_SECURITYADMIN in another database, and the ability to grant users access
to company databases will still work as designed. However, all Microsoft Dynamics GP users should belong
to the DYNGRP database role for proper functioning of the application.
Microsoft Dynamics GP windows
The following information contains answers to questions about windows within Microsoft Dynamics GP.
When I open the User Access window, why aren’t the check boxes available?
When the requirements for using the User Access window are not met, the check boxes are unavailable.
Within the User Access window, you have the ability to grant and deny access to companies. This action of
granting and denying access is nothing more than adding and removing user accounts to the database and
making the user a member of the DYNGRP. This action making check boxes available is determined by the
following two factors:
- What database permissions the current user has when the window is opened.
- The user performing the action has the correct database permissions that are described in the User
Access section of this document. We don’t have the ability to individually make each check box
unavailable based on the permissions that are set at the database window.
Why is the Save button unavailable in the User Setup window?
The Save button is unavailable when the current user doesn’t have the correct permissions to create a user
account. If the current user doesn’t belong to the SysAdmin Fixed Server role, then a combination of SQL
Server roles must be used to create the login. The current user must be a member of the SecurityAdmin
Fixed Server role and at least a member of the Db_Owner role or member of Db_AccessAdmin and
Db_SecurityAdmin roles for the DYNAMICS database.
Why is the Delete button unavailable in the User Setup window?
The Delete button is unavailable when the current user doesn’t have the correct permissions to delete a user
account. If the current user doesn’t belong to the SysAdmin Fixed Server role, then a combination of SQL
Server roles must be used to create the login. The current user must be a member of the SecurityAdmin
Fixed Server role and at least a member of the Db_Owner role or member of Db_AccessAdmin for all
databases that exist in the Company Master table (SY01500). If there are records in the Company Master
table that do not have a corresponding database, those records must be removed in order for the Delete
button to be available.
Why is the Password field unavailable in the User Setup window?
The Password field is unavailable if the system administrator (“sa”) user ID is entered in the User Setup
window. The “sa” user password cannot be changed within the Microsoft Dynamics GP application because
it would be encrypted and rendered useless with any other Microsoft SQL Server tool.
Security in Microsoft Dynamics GP
The following information contains answers to questions about security in Microsoft Dynamics GP.
Will the Microsoft Dynamics GP application recognize any SQL Server role?
Microsoft Dynamics GP recognizes and uses the following Microsoft SQL Server roles. No other roles are
checked to permit or deny access to functionality within the Microsoft Dynamics GP product. It is required
that each Microsoft Dynamics GP user be a member of the DYNGRP database role for each Microsoft
Dynamics GP database.
- SysAdmin Fixed Server–Performs any activity in SQL Server. The permissions of this role span all of
the other fixed server roles.
- SecurityAdmin Fixed Server–Manages server logins.
- Db_Owner–Performs the activities of all database roles, as well as other maintenance and
configuration activities in the database. The permissions of this role span all of the other fixed
database roles.
- Db_BackupOperator–Has permission to back up the database.
Do integrating products support all of the security features in Microsoft Dynamics GP?
Some security features are not “rolled” into all of the additional products right away, but will most likely be
added in a future release. This means that an administrator might need to use the system administrator
(“sa”) login to initialize or convert any tables that require a conversion. In order for additional product
dictionaries to utilize the security features, a new function, called syUserInRole, has been created, which can
determine what database roles the user is a member of.
Microsoft Dynamics GP System Setup Guide
Microsoft Dynamics GP can provide important information about the money flowing through your business—
where it came from, where it is, and where it’s going.
Microsoft Dynamics GP is a comprehensive accounting and business management system composed of modules
that focus on meeting specific business needs. These modules integrate with System Manager to meet your
accounting and business management goals, and are organized into solution series, which group modules that
have similar purposes.
Though sold separately, Microsoft Dynamics GP modules integrate with one another automatically when they’re
installed. In an integrated system, the boundaries between modules are erased—information entered in one
module is shared with all the other modules. Perhaps the most important benefit of integration is that transactions
can be posted from one module to another, automatically updating records throughout Microsoft Dynamics GP.
This manual is designed to help you set up systemwide information for each company.
Some features described in the documentation are optional and can be purchased through your Microsoft
Dynamics GP partner.
To view information about the release of Microsoft Dynamics GP that you’re using and which modules or features
you are registered to use, choose Help >> About Microsoft Dynamics GP.
The manual is divided into the following parts:
Part 1, Setup overview, contains information to help you start setting up Microsoft Dynamics GP.
Part 2, User setup, describes how to define and categorize who can use Microsoft Dynamics GP. You also
can determine the level of access each of your users has to the company information you set up.
Part 3, Company setup, explains how to customize information for each of your companies, including
company addresses, the payment terms your business uses, the way posting reports are printed, and the
format of your accounts.
Part 4, Tax setup, contains information about tracking taxes on sales and purchases in Microsoft Dynamics
GP.
Part 5, Workflow setup, explains how to set up the Workflow system and create individual workflows.
Part 6, Organizational structure, provides information to define as many as four layers of structure within
your business, and then to set up specific divisions, departments or other organizational groups. You can
create relationships among different groups. You can assign accounts, users and user classes to different
parts of the organizational structure.
Part 7, Business Alerts, explains how to set up alerts that notify you when your data matches conditions you
specify.
Part 8, Customizing Microsoft Dynamics GP, provides an overview of module-specific setup tasks to
complete when you’ve finished setting up your system and suggests additional tools you can use to further
tailor Microsoft Dynamics GP to the way your organization works.
Part 1: Setup overview

This part of the documentation contains information regarding the implementation of Microsoft Dynamics GP. Use
this information to help plan the implementation process or to start setting up Microsoft Dynamics GP.
The following information is discussed:
Chapter 1, “Introduction to Microsoft Dynamics GP setup,” provides an overview of the setup process for
Chapter 2, “Setting up Microsoft Dynamics GP,” provides instructions for using the Setup Checklist window
to set up Microsoft Dynamics GP.
Chapter 3, “Managing workflow,” provides an overview of the workflow feature and provides instructions for
setting up workflow for your Microsoft Dynamics GP companies.
Chapter 4, “Security considerations,” provides security information and practices that will help you to
maintain a secure Microsoft Dynamics GP environment.
Chapter 1: Introduction to Microsoft Dynamics GP setup
This information will help you understand the scope of setup tasks and how those tasks fit into deploying and
using Microsoft Dynamics GP. The steps and overviews in this documentation are intended for system
administrators, information technology (IT) professionals, and managers that will be completing one or more setup
tasks, as well as Microsoft partners.
This information is divided into the following sections:
Evaluate
Plan
Build
Operate
Maintain
Evaluate
Implementing business management software is a critical task for any business. Typically, organizations follow a
series of steps that include evaluating options, planning for the deployment of the software they select, deploying
the software – which includes installing it, entering starting data, and even redesigning part numbers or the chart
of accounts, using the software in day-to-day operations, and installing service packs, updates, and upgrades over
time.
Although you’ve finished the formal evaluation process if you’re planning to install and set up Microsoft Dynamics
GP, proper planning can help you complete this process as quickly and efficiently as possible.
Plan
Some materials have been provided to help you plan for implementing Microsoft Dynamics GP. If you haven’t yet
reviewed these resources, visit the CustomerSource Web site to review them. In addition to defining a schedule for
setting up and using the software, many businesses make detailed assignments for specific tasks, such as defining
customer and vendor numbers, creating vendor, item and customer records, entering and posting beginning
balances.
The procedures in Chapter 2, “Setting up Microsoft Dynamics GP,” can help you assign specific setup tasks to users
from within Microsoft Dynamics GP after the initial installation on the server. If you haven’t set up business
management software before, your authorized Microsoft partner can help you develop a plan for your business.
The following list is an example of actions that are completed in this stage.
Defining the business implications of implementing Microsoft Dynamics GP.
Learning the technical implications of implementing Microsoft Dynamics GP.
Completing prerequisite tasks within your current system so that you can verify your data after it has been
migrated to Microsoft Dynamics GP.
Starting mapping your existing data to Microsoft Dynamics GP.
Build
We refer to the process of installing and setting up Microsoft Dynamics GP as the “build” process. In addition to
installing Microsoft Dynamics GP or Microsoft SQL Server on one or more servers, it includes setting up process
servers and workstations. This process includes the following tasks:
Installing Microsoft Dynamics GP
Entering a chart of accounts
Importing existing data
Entering additional customer, vendor, employee, and item records
Entering sales tax details and schedules
Entering beginning balances
Printing reports of beginning balances and master records
Backing up your beginning data
The Setup Checklist window lists tasks in the order in which they should be completed. Additional documentation
for each task is available in the Setup Guide that is displayed next to the Setup Checklist window. Depending on the
size of your organization, a number of people might be involved in completing these tasks.
Operate
The operate phase involves entering and posting transactions, maintaining master records, such as customer
records or item records, printing reports, issuing checks, applying payments to invoices, and recognizing revenue.
Making regular backups and updating virus protection should be one of the routines you follow in this phase.
Maintain
Using software effectively involves installing service packs, and upgrades. In addition, there are certain tasks that
should be completed at the end of accounting periods and fiscal and calendar years. Managers, network
administrators and IT professionals will be more involved in completing tasks in this phase than in the operate
phase.
Chapter 2: Setting up Microsoft Dynamics GP
The following information explains how you can use the Setup Checklist window to set up Microsoft Dynamics GP.
The Setup Checklist window is designed to help make the setup process easier. You can use it to assign setup tasks
to other Microsoft Dynamics GP users and open setup windows.
Setup Checklist
Setup checklist views
Setup Guide
Assigning a setup task or category to a user
Completing a setup task
Setting system preferences
Setup Checklist
Use the Setup Checklist window (Administration >> Setup >> Setup Checklist) to set up Microsoft Dynamics GP.
The window contains a tree view that organizes setup tasks into System, Company, Field Service, Financial, Posting,
Purchasing, Inventory, Human Resources, Payroll, and Sales categories. It also can provide tasks for additional
components. You can open the Setup Checklist window
Each category in the tree view contains setup tasks that are displayed when you expand the category. A setup task
is an object in the tree view that is associated with a setup window. You can select a setup task and choose Open to
display the setup window for that setup task. For example, if you select Account Format and then choose Open, the
Account Format Setup window will open, where you can set up an account format for your chart of accounts.
If a setup task is assigned to one or more users, you can expand that task to view who it is assigned to. The setup
tasks are listed in a recommended order for setting up Microsoft Dynamics GP.
You can use the Expand All and Collapse All buttons at the top of the Setup Checklist window to expand or collapse
all of the objects in the window tree view.
An icon indicates the status of each category, setup task, or task assignment. A setup task that has been assigned to
one or more users is complete after each of those users has selected the Complete option in the Assignment
window.
You only can modify the status of a setup task if it has not been assigned to a user. However, if you are a system
administrator and the setup task is assigned to you, or you assigned the setup task to another user, you can modify
the status of the task assignment.
To modify the status of a setup task or task assignment, you can select it and then select a status in the Status field
in the Setup Checklist window.
Setup checklist views
You can mark an option in the Setup Checklist window to specify which setup tasks to display in the window tree
view. Refer to the following table for a description of the options that are available.
OPTION DESCRIPTION
My tasks Select this option to display only the setup tasks that are
assigned to you or were assigned by you.
My incomplete tasks Select this option to display only the setup tasks that are
assigned to you or were assigned to you, but are incomplete.
All tasks Select this option to display all of the setup tasks in the Setup
Checklist window.
All incomplete tasks Select this option to display all of the setup tasks that are
incomplete.
All complete tasks Select this option to display all of the setup tasks that are
complete.
Optional setup tasks Select this option to include optional setup tasks in the Setup
Checklist tree view. Optional setup tasks are those that aren’t
required for the system to be set up.
Unregistered modules Select this option to include setup tasks for unregistered
modules in the Setup Checklist tree view.
Setup Guide
The Setup Guide is displayed next to the Setup Checklist window to assist you in setting up Microsoft Dynamics
GP. When you select a setup task in the Setup Checklist window tree view, information for that task will be
displayed in the Setup Guide. For example, if you select User Preferences in the window tree view, information
about using the User Preferences window will be displayed in the Setup Guide.
Assigning a setup task or category to a user
You can assign a setup task or category to another user. When you assign a category to a user, an assignment will
be created for each setup task in that category for the user that you assigned the category to. After the start date
for the task, a reminder will be created for users who have incomplete setup tasks assigned to them. Reminders are
displayed in the Reminders window. See the System User’s Guide (Help >> Contents >> select Using the System)
for more information about reminders.
Use the Setup Checklist window to assign a setup task or a category to a user.
To assign a setup task or category to a user:
1. Open the Setup Checklist window. (Administration >> Setup >> Setup Checklist)
2. Select the setup task or category to assign.
You cannot reassign an existing task assignment. To assign a setup task to multiple users, you must create a task
assignment for each user.
1. Choose Assign to open the Assignment window.
2. Select the user to assign the task to.
3. Enter or select a due date and a start date for this task.
4. If you have already completed part of the setup task, select In Progress in the Status field list and choose
OK. If this is a new assignment, choose OK to save your changes and close the Assignment window.
Completing a setup task
Each setup task is associated with a window that you must use to set up Microsoft Dynamics GP. Use the Setup
Checklist window to complete a setup task.
To complete a setup task:
1. Open the Setup Checklist window.
(Administration >> Setup >> Setup Checklist)
2. Choose Open. The User Preferences window will be displayed.
3. Modify your user preferences.
4. Choose OK to save your changes and close the window. The Setup Checklist Status window will be
displayed.
5. Select a status for the User Preferences window, then choose OK to return to the Setup Checklist window.
Setting system preferences
In the System Preferences window, you can set home page defaults, enable the option for users to automatically
log in to Microsoft Dynamics GP, and specify the location of your Microsoft SharePoint.
To set system preferences:
1. Open the System Preferences window. (Administration >> Setup >> System >> System Preferences)
2. Enter the URL for your SharePoint server so that you can use the search box n Microsoft Dynamics GP.
3. Select MAPI or Exchange as your email server type.
If you select Exchange, you must be using Exchange 2007 Service Pack 1 or greater with Exchange Web
Services. The Autodiscover service must be enabled to connect to the Exchange server.
NOTE
You can use MAPI or Exchange as the server type for email in the Microsoft Dynamics GP desktop client. You can only
use Exchange as the server type for email in the Microsoft Dynamics GP Web Client.
4. Mark the Protect.docx attachments with a password option to send Word documents in email with password
protection. With this option marked, a password must be entered before the recipient of the document can
edit the document.
You can select to automatically generate the password for the documents or assign a password yourself. You
are not given the password when you automatically generate the password.
5. Mark the To Do: Reminders if you want to load the home page content area by default for new users.
6. Mark Enable Remember User to have the Remember user and password option available in the
Welcome to Microsoft Dynamics GP window for each user. If the user marks the Remember user and
password option in the Welcome to Microsoft Dynamics GP window, the user is automatically logged in to
Microsoft Dynamics GP the next time he or she starts Microsoft Dynamics GP.
TIP
You can use the Enable Remember User feature in the Microsoft Dynamics GP desktop client. This feature is not
available for the Microsoft Dynamics GP Web Client.
7. Choose OK.
Chapter 3: Managing workflow
This information introduces features used to manage the progression of tasks that are completed in the course of
doing business. You can use workflow features to help automate business processes, such as moving a sales quote
to an order to a fulfilled invoice. You also can impose restrictions that force one or more people to approve actions.
For example, you might want to have multiple levels of approval for purchases beyond a certain amount.
Workflow overview
Workflow options in Microsoft Dynamics GP
Choosing the right workflow management option for your business
Microsoft Dynamics GP workflow terms
Workflow for SharePoint activation and basic setup
Workflow overview
Workflow refers to the series of ordered tasks that make up a more complex business process. For example,
purchasing an item for your business can be a process that involves some or all of the following steps.
Creating a requisition
Approving the requisition
Converting the requisition to a purchase order
Approving the purchase order
Placing the order with a vendor
Receiving items against the purchase order when the order is fulfilled
Of course, the purchase will eventually have to be paid for, but selecting the specific transactions or vendors to pay,
deciding when to pay them, and approving cash disbursements can involve one or more separate processes that
are completed by other employees. As organizations become larger, the volume of transactions increases, and
managing them becomes more complex. The term “workflow” can therefore refer to multiple, related things.
Workflow is the sequence of actions that leads to the completion of a business task. The sequence is carried
out according to a set of rules or policies.
Workflow is the automation of a process that requires a number of discrete tasks to be completed.
Workflow is the process of approving one or more individual steps that make up a more complex task.
Microsoft Dynamics GP includes a number of features that can help automate the completion of complex business
tasks to help you manage large transaction volumes. However, you also can build checks or restrictions in business
processes to help ensure consistency and compliance with company policies and legal requirements.
Choosing the right workflow management option for your business
When choosing a workflow method for your business, here are some items to consider.
Are you more concerned with streamlining the fulfillment of orders, or with implementing a formal approval
process for vendor records, employee records, purchases, quotes, credit overrides, and batches?
Does your business require comprehensive, consistent control over the purchasing process, or does it
require more flexible checks and restrictions throughout many of your processes? Or do you need both? The
Workflow feature provides comprehensive, consistent control over the purchasing and batch posting
processes. Field level security and electronic signatures are very flexible throughout Microsoft Dynamics GP,
and can be used while you’re also using Workflow.
If your organization requires an approval process for purchases, but you also want to minimize the
administration and infrastructure investment, the approvals feature in Purchase Order Enhancements can
provide an approval process that integrates with the encumbrances feature of Not for Profit Accounting.
Purchase Order Enhancements and Workflow must be used separately.
Microsoft Dynamics GP workflow terms
The following terms are used in the content that describes how to set up and use Workflow.
Dynamics Security Service A service used for managing user records and access privileges to multiple Microsoft
Dynamics GP features and other integrating products. This term applies to Workflow for SharePoint.
Workflow (feature) The name used for the functionality that manages the procession of documents from one
task to another, and specifies approvers who can monitor tasks and allow documents to move to the next task in
the process.
Workflow (approval process) A formal approval process set up using the Workflow feature. For example, you
can create a purchase order approval workflow to manage the process of approving purchase orders of various
quantities and currency amounts.
Workflow alert A message displayed when a task defined in a workflow requires action from someone designated
as an approver. This term applies to Workflow for SharePoint.
Workflow status A label assigned to documents at various points in the approval process. Document statuses
include not submitted, pending user action, and completed. Refer to the System User’s Guide for information about
specific workflow statuses.
If you are using Workflow for SharePoint, a Workflow status is a label assigned to documents or batches at various
points in the approval process. Document statuses include submitted, pending, and approved. Refer to the
Workflow Administrator’s Guide for information about specific workflow statuses.
Workflow task A task that requires action from an approver, based on rules defined in a workflow process.
Chapter 4: Security considerations
Use this information to help maintain the security of your Microsoft Dynamics GP data. Security considerations
can include the following areas:
Restricting physical access to the computers used to run Microsoft Dynamics GP and store business data.
Installing and maintaining software that detects and removes viruses, or that prevents unauthorized access
to servers, workstations, and databases.
Setting user access to Microsoft Dynamics GP windows and fields using field level security and the
Microsoft Dynamics GP User Security Setup window.
Backing up and restoring data on a recurring schedule.
Additional security considerations apply to business practices, such as your company’s policies for accepting
personal checks, extending credit, or approving purchases, and for maintaining the privacy of data from customers,
vendors and employees. These policy considerations are not addressed in this documentation.
Security information is divided into the following sections:
Physical security
Network security
Client security
Microsoft Dynamics GP security
Virus protection
Physical security
Physically securing computers is an effective way of preventing unauthorized access to applications and data. For
example, if a hard disk drive is stolen, eventually the data on that drive will be stolen, also. The following practices
can help maintain the physical security of your data.
For larger businesses with dedicated IT departments, ensure that server rooms and places where software
and backups are stored are locked.
Keep unauthorized users away from the power and reset switches on the server.
Consider removing any removable storage devices, including CD burners, from client workstations.
Ensure that security alarms are installed, regardless of how sensitive the data is.
Ensure that backups of critical data are stored off-site and that software is stored in fireproof and waterproof
containers when not in use.
Network security
Servers are protected with their own operating system gatekeepers, but it is important that the network also is
secure from attacks. The following information will help you to determine the type of security that you should have
for your network.
Firewalls
Because the design and deployment of an IP inter–networking environment requires balancing private and public
network concerns, the firewall is extremely important to safeguard network integrity. The following list of firewalls
will help you to choose the firewall that is right for your network.
FIREWALL TYPE DESCRIPTION
IP Packet Filtering It offers weak security, is cumbersome to manage, and is easily

compromised.
Application Gateways These are used when the actual content of an application is of
greatest concern. They are more secure than IP packet
filtering, but are application–specific and, therefore, don’t
adapt easily to changes in technology.
Circuit Gateways These are tunnels built through a firewall connecting specific
processes or systems on one side with specific processes or
systems on the other. Circuit gateways are best used in
situations where the person using an application is potentially
a greater risk than the information carried by the application.
The circuit gateway differs from IP packet filtering in its ability
to connect to an out-of-band application scheme that can add
additional information.
Proxy Servers These are security tools, which include firewall and application
gateway functionality, that manage Internet traffic to and from
a Local Area Network (LAN). A proxy server can improve
performance by caching and directly supplying frequently
requested data, such as a popular Web page. It can also filter
and discard requests that the owner does not consider
appropriate, such as requests for unauthorized access to
proprietary files.
Wireless networks
By default, wireless networks are typically configured to allow eavesdropping on the wireless signals. They can be
vulnerable to a malicious outsider gaining access because of the default settings on some wireless hardware, the
accessibility of wireless networks, and present encryption methods. There are configuration options and tools that
can protect against eavesdropping, but they do nothing to protect the computers from hackers and viruses that
enter through an Internet connection. Therefore, it is extremely important to include a firewall to protect the
computers from unwanted intruders on the Internet.
Client security
The following security best practices can help increase the security of the computing environment.
Use the latest operating systems with the most up-to-date security features. Also, operating system editions
that are for business purposes typically have more security features.
Use the Windows Update site to get the latest updates available for your computer’s operating system,
software and hardware.
Use the Microsoft Office Update site to help keep your Office products up-todate. Office product updates
are created by Microsoft to bring you the highest levels of security, stability, and critical functionality
available. (https:// office.microsoft.com/en-us/officeupdate/default.aspx)
Microsoft Dynamics GP security
The following security best practices can help increase the security of your Microsoft Dynamics GP environment.
Security settings will not be enforced unless the Security option in the Company Setup window
(Administration >> Setup >> Company >> Company) is marked.
The default security settings in Microsoft Dynamics GP allow all users access to only the windows and forms
in Microsoft Dynamics GP that are needed to log in to the application. After setting up new user records,
you should set access to companies and set up security for new users.
Each time you install a new component in Microsoft Dynamics GP, such as Human Resources, you must set
up security for that component. For example, if you have been using Microsoft Dynamics GP for a year and
you just installed Human Resources, you will need to set up access to Human Resources before anyone can
use it.
Encourage users to use strong passwords for their Microsoft Dynamics GP user account. The easiest way to
create a strong password that you will not have to write down is to come up with a passphrase, that is, a
sentence that you can remember. Passwords also are considered strong if they have a combination of upper
and lower case letters, numbers, and special characters. For example, M$8ni3y0tmd@ is a strong password.
We recommend that you do not leave the system password blank. For more information, refer to Setting
system security on page 34.
Virus protection
These are the four main types of viruses that infect computer systems.
Boot-Sector viruses These viruses scan the boot sector of the hard disk before loading the operating system or
any other start–up files when a computer is started. A boot-sector virus is designed to replace the information in
the boot sectors of the hard disk with its own code.
File-Infecting viruses The most common type of virus, a file-infecting virus, attaches itself to an executable
program file by adding its own code to the executable file. Files infected by this type of virus usually have a .com,
.exe, or .sys file name extension.
Trojan horse programs This is not really a virus. The key distinction between a virus and a Trojan horse program
is that a Trojan horse program does not replicate itself; it only destroys information on the hard disk. A Trojan
horse program disguises itself as a legitimate program, such as a game or utility. When it’s run, though, it can
destroy or scramble data.
Macro viruses This type of computer virus is stored in a macro within a file, template, or add-in. The spread of a
macro virus can be prevented. Here are some tips to avoid infection.
Install a virus protection solution that scans incoming messages from the Internet for viruses before the
messages pass the router to ensure that messages are scanned for known viruses.
Verify accuracy of documents. Documents should not be opened unless they are from someone that you
know is trustworthy.
Talk to the person who created the document. If the you are not sure whether the document is safe, you
should contact the person who created the document.
Use the Microsoft Office macro virus protection. In Office, the applications alert the user if a document
contains macros. This gives the user the option to run the macros when the document is opened.
Use virus-scanning software to detect and remove macro viruses from documents. We recommend the use
of antivirus software that is certified by the International Computer Security Association (ICSA).
Set the macro security level of Microsoft Office files to High or Medium and use a digital signature, which is
an electronic, encryption-based, secure stamp of authentication on a macro or document. This signature
confirms that the macro or document originated from the signer and has not been altered. For more
information about Microsoft Office security features, visit the Microsoft Office Online Web site
(https://office.microsoft.com).
Part 2: User setup

If you’re using Microsoft Dynamics GP in a multi-user environment, you need to define who can use Microsoft
Dynamics GP. You also can determine the level of access each of your users have to the company information you
set up.
If you’re using Microsoft Dynamics GP in a single-user environment, you don’t need to set up any additional users.
You do need to set user access to each company that you create, however. See Chapter 5, “User records,” for more
information.
This part of the documentation includes:
Chapter 5, “User records,” explains how to create and use user records in Microsoft Dynamics GP.
Chapter 6, “Security,” describes the procedures necessary to set up system and individual security.
Chapter 7, “Field level security,” describes how to provide additional security to programs, fields, forms, and
windows in Microsoft Dynamics GP.
Chapter 8, “Shortcut administration,” describes how to set up shortcuts in user class folders, in which
shortcuts to specific tasks are organized for a class of users.
Chapter 9, “Activity tracking,” explains how to keep track of the activity in your Microsoft Dynamics GP
system. Activities you can track include attempts to log in and log out, access windows and tables, make
changes to tables, print, complete processes such as routines and table maintenance, and posting.
Chapter 5: User records
This information explains how to create and use user records in Microsoft Dynamics GP. User records identify all
the people who will be using Microsoft Dynamics GP.
Overview of user records
Creating a user record
Copying security access from an existing user
Overview of user records
The number of user records you can create depends on the user system selected for Microsoft Dynamics GP. If you
have purchased Microsoft Dynamics GP, you are a perpetual customer. As a perpetual customer, you'll use the
concurrent user system to create as many user records as you wish, regardless of the number of users you've
registered for Microsoft Dynamics GP. However, the number of active users logged in to Microsoft Dynamics GP
at any one time can’t exceed the number of active users you’ve registered. For example, you may have registered
the accounting system for 10 users so the maximum number of active users in Microsoft Dynamics GP can’t
exceed 10. You could create 30 user records—however, only 10 of these users could be in the system at the same
time.
If you have purchased the right to use Microsoft Dynamics GP for a period time, you are a subscription customer.
As a subscription customer, you'll use the named user system to create as many active user records as you've
registered for Microsoft Dynamics GP. For example, you may have registered the accounting system for 10 users
so the maximum number of active users in Microsoft Dynamics GP can’t exceed 10.
You can group users in user classes and specify the parts of Microsoft Dynamics GP that users will have access to,
depending on the types of tasks they typically complete. For more information about user classes and security, see
Chapter 6, “Security.”
Creating a user record
You’ll use the User Setup window to create user records. The User ID identifies each user in the Microsoft
Dynamics GP system. You can’t change the user ID once the record has been saved. To change a user ID, delete the
user record and reenter the user record with a different ID.
You might have some users that will only access the Microsoft Dynamics GP Web Client, and will never use the
Microsoft Dynamics GP desktop client. You can set up these users in the User Setup window as web client only
users.
A user record with the ID of “sa” (system administrator) that has access to the entire system is created by default.
Some procedures within Microsoft Dynamics GP require having a user with this ID.
After you enter user records, see Setting company access to specify the companies each user should have access to.
You can choose the Summary button to open the User Summary window. This window displays user information
such as the status and type of user records that are already created. You also can view the number of users who are
currently logged in to Microsoft Dynamics GP and the number of users allowed to log in to Microsoft Dynamics
GP by status and user type.
To create a user record with a SQL Server Login:
1. Open the User Setup window. (Administration >> Setup >> System >> User)
2. In the User ID field, enter a user ID, which will be used throughout Microsoft Dynamics GP to identify this
person.
3. In the User Name field, enter the person’s full name.
4. In the Password field, enter the password this user will use when starting the accounting system.
If you don’t assign a password to the user at this time, the user will be required to enter a password before
accessing Microsoft Dynamics GP.
1. In the Class ID field, assign the user to a class, if you wish.
See Creating a user class for more information.
1. In the Status field, select a status. The user type and status determine the user’s access in Microsoft
Dynamics GP.
2. In the User Type field, select a user type. The user type and status determine the user’s access in Microsoft
Dynamics GP.
3. In the Home Page Role field, assign the user to a user role. The user role determines the content that is
displayed on a user’s home page by default.
For more information on home pages, refer to your System User’s Guide (Help >> Contents >> select Using the
System.)
1. Mark the Payroll View for Human Resources option if you want a user’s changes to Human Resources
benefit and deduction codes to update corresponding U.S. Payroll information. You should mark this option
for every user who will enter or update benefit information in Human Resources.
2. You can enforce password policies for SQL Server and Windows Server.
Enforce Password Policy Mark this option to force users to adhere to the same password policies that have been
established on the Windows Server domain.
Change Password Next Login Mark this option to force users to change their passwords the next time they log
in to Microsoft Dynamics GP. The Enforce Password Policy must be marked for this option to be available.
Enforce Password Expiration Mark this option to force users to change their passwords after the number of days
that is defined by the Windows Server domain password policies. This option is available only if you have marked
the Enforce Password Policy option. The Enforce Password Policy must be marked for this option to be available.
1. Choose Copy Access if there is an existing user that you want copy security settings such as roles, tasks, and
company access to the user. See Copying security access from an existing user for more information.
2. Choose Save to save the user record.
3. To print a User Preferences List showing information for the currently displayed user, choose File >> Print.
You can print a similar report for all users from the User Report Options window.
To create a user record with a Windows account:
2. In the User ID field, enter a user ID, whic will be used throughout Microsoft Dynamics GP to identify this
person.
3. In the User Name field, enter the person’s full name.
4. In the Password field, enter the password this user will use when starting the accounting system.
If you don’t assign a password to the user at this time, the user will be required to enter a password before
accessing Microsoft Dynamics GP.
1. In the Class ID field, assign the user to a class, if you wish.
See Creating a user class for more information.
1. In the Status field, select a status. The user type and status determine the user’s access in Microsoft
Dynamics GP.
2. In the User Type field, select a user type. The user type and status determine the user’s access in Microsoft
Dynamics GP.
3. In the Home Page Role field, assign the user to a user role. The user role determines the content that is
displayed on a user’s home page by default.
For more information on home pages, refer to your System User’s Guide (Help >> Contents >> select Using the
System.)
1. Mark the Payroll View for Human Resources option if you want a user’s changes to Human Resources
benefit and deduction codes to update corresponding U.S. Payroll information. You should mark this option
for every user who will enter or update benefit information in Human Resources.
2. Mark the Web Client user only (no SQL Server Account) option if the user will only access the Microsoft
Dynamics GP web client, and will never use the Microsoft Dynamics GP desktop client.
3. Choose the Windows Account tab, enter the Windows login information for the user. The Window account
cannot be assigned to more than one Microsoft Dynamics GP user.
4. Choose Copy Access if there is an existing user that you want copy security settings such as roles, tasks, and
company access to the user. See Copying security access from an existing user for more information.
5. Choose Save to save the user record.
To print a User Preferences List showing information for the currently displayed user, choose File >> Print. You can
print a similar report for all users from the User Report Options window.
Copying security access from an existing user
When you create a new user, you need to set up security tasks, security roles, and company access to the new user.
To speed user set up, you can copy the user security from one user to another, including company access. For
example, if you created a user ID for a new purchasing clerk, you can copy security access from the existing
purchasing clerk. You also can copy security access when a current users switches positions in your company.
If you need to remove security access from a user, you remove access by copying access from a user who has no
security roles, tasks, and company access.
To copy security access from an existing user:
2. Enter information for a new user or select an existing user.
3. Choose the Copy Security button.
4. In the Copy User Security window, select the user ID you want to copy security information from.
5. Choose OK.
To change company access, use the User Access Setup window.
To change the security roles for a user, use User Security Setup window.
Chapter 6: Security
In Microsoft Dynamics GP, you can specify security settings for your system, companies, individual users and
specific tasks. This information explains the procedures you’ll perform to secure Microsoft Dynamics GP for your
organization.
Overview of Microsoft Dynamics GP security
Security Synchronization Utility
Items you can set security for
Setting system security
Setting company access
Creating security tasks
Creating security roles
Setting up individual user security
Activating user security
Verifying security settings with an integrating product
Setting access to alternate/modified forms and reports
Deleting security records
Setting up security for viewing data connections and Microsoft Excel reports
Setting up access to SQL Server Reporting Services reports
User security troubleshooting
Overview of Microsoft Dynamics GP security
Microsoft Dynamics GP provides several types of security:
System System security controls access to systemwide setup information, such as setting up new user records,
assigning user security or printing reports that contain that information. System level security is controlled through
the use of a password; only a few people should know the password. See Setting system security for more
information.
Company Company security controls access to companies on a per-user basis. When you set up a new user
record, that person doesn’t have access to any companies. You’ll need to grant access, using the User Access Setup
window, before the user can log in to Microsoft Dynamics GP. See Setting company access for more information.
Security tasks Security tasks are assigned to roles and grant access to windows, reports, files, and other resources
within Microsoft Dynamics GP that users need to access to complete a specific task. Some default security tasks
have been created for you. For example, the DEFAULTUSER task allows users to access things that most users will
need to access in Microsoft Dynamics GP.
Security roles Security roles contain the security tasks that a user needs to access to do their job. Some default
security roles have been created for you. For example, the ACCOUNTING MANAGER* role contains security tasks
that allow a user who is assigned to this role to view General Ledger account information, enter journal entries,
enter bank transactions, and perform other tasks that an accounting manager might need to perform.
Individual users Individual security is role-based in Microsoft Dynamics GP. Each user must be assigned to a
security role before they can access any forms, reports, or other data within Microsoft Dynamics GP. To begin
assigning user security, identify the daily tasks that a user completes within Microsoft Dynamics GP. Then either
select from the default security roles or create new security roles that only grant access to the tasks that the user
needs.
company.
these passwords.
Account Account-level security enhances security and account views. Users can enter, edit, and view information
from a reduced account set based on the access granted for accounts. For more information, see Chapter 35,
“Account security.”
Field level security Field level security restricts access to any field, window, or form in Microsoft Dynamics GP. It
allows you to apply a password, or to make a window or form unavailable. It also allows you to hide, lock, or apply
passwords to fields. See Chapter 7, “Field level security,” for more information.
Security Synchronization Utility
The Security Synchronization Utility can be used to synchronize security for Microsoft Dynamics GP, Web Services,
and Business Portal. The Security Synchronization Utility enables you to synchronize role membership between
applications with different security infrastructures and different administration experiences. For example, you can
synchronize a Business Portal role with a SharePoint group, or you can synchronize a Microsoft Dynamics GP role
with a web services role.
The Security Synchronization Utility is a Microsoft Management Console snap-in that allows you to synchronize
security permissions between applications. By default, the following applications can be synchronized:
Microsoft Dynamics GP
Web Services for Microsoft Dynamics GP
Business Portal
You can synchronize from any supported application to any other supported application. For example, you can
synchronize members of a Business Portal role with members of a SharePoint group, or vice versa.
To use the utility with Microsoft Dynamics GP, the Microsoft Dynamics GP administrator must first map Windows
user IDs to Microsoft Dynamics GP user IDs using the Microsoft Dynamics Security Console. Refer to the
Microsoft Dynamics
GP Web Services Installation and Administration Guide for more information about the Dynamics Security
Console.
Microsoft Dynamics GP uses passwords to control access to a company and selected parts of the accounting
system. Passwords can contain uppercase and lowercase letters, numeric characters, spaces, and special characters.
There are three types of passwords:
User passwords User passwords control whether a particular user has access to Microsoft Dynamics GP. User
passwords are initially set up in the User Setup window. Users can change their own passwords using the User
Password Setup window.
System passwords The system password controls access to systemwide setup information, such as setting up new
user records, assigning user security, or printing reports that contain that information. The system password is set
up using the System Password Setup window. Only a few people should know the system password.
Task passwords Most Microsoft Dynamics GP modules have specific tasks that can be set up to require a
these passwords.
Items you can set security for
You can set security for the following items in the Microsoft Dynamics GP product:
TYPE DESCRIPTION
Windows Windows in the selected product.
Reports Reports in the selected product.
Modified Windows Windows customized using Modifier.

TYPE DESCRIPTION
Modified Reports Primary copies of reports created using Report Writer. Note:
The Report Writer name of the report appears in this list. The
Report Writer name is the one that appears in the title bar of
the Screen Output window when you print a report.
Files Tables in the selected product.
Alternate Microsoft Dynamics GP Reports* Microsoft Dynamics GP reports that have been incorporated
Alternate Microsoft Dynamics GP Windows* Microsoft Dynamics GP windows that have been incorporated
Modified Alternate Microsoft Dynamics GP Reports* Alternate reports that have been modified using Report
Writer.

product and have selected it in the Product list. **These types
appear only if the corresponding item is installed and
registered.
Type Description
Modified Alternate Microsoft Dynamics GP Windows* Alternate windows that have been modified using Modifier.
Custom Reports Secondary copies and new reports created in Report Writer.
Advanced Financial Reports Modified advanced financial reports.
Series Posting Permissions Specific posting tasks for each Microsoft Dynamics GP product
you’ve purchased.
Customization Tools Tools you use to customize the accounting system, such as
Report Writer or the Modifier.
Microsoft Dynamics GP Import** The Microsoft Dynamics GP Integration Manager.
Document Access Quotes, orders, invoices, returns, and back orders for Sales
Order Processing. Standard, blanket, drop-ship, and blanket
drop-ship purchase orders for Purchase Order Processing.
Letters Letters to customers, employees, and vendors that are

available using the Letter Writing Assistant.
Navigation Lists Default primary lists. Note: If you restrict access to a primary
list, access to any list view that is based on that primary list is
also restricted.

product and have selected it in the Product list. **These types
appear only if the corresponding item is installed and
registered.
Only main windows are listed if you select Windows. A main window is one you can open from a menu; it’s also
referred to as a parent window or a primary window. Many windows that you open by clicking a button in a parent
window are child windows. To deny access to a child window, deny access to the corresponding parent window.
Setting system security
When you installed Microsoft Dynamics GP, you were asked to enter a system password. You can change the
system password using the System Password Setup window.
To set system security:
1. Open the System Password Setup window. (Administration >> Setup >> System >> System Password >>
Enter the current system password)
2. In the Old Password field, enter the current password.
3. In the New Password and Reenter New Password fields, enter the new password.
4. Choose OK to save your changes and close the window.
Setting company access
Granting company rights to individual users allows you to control which users have access to the companies
you’ve created.
Be sure to set company access using the steps in this procedure each time you do either of the following things:
Create a new user record If you don’t set access, the user won’t be able to access any companies in Microsoft
Dynamics GP.
Create a new company If you don’t set access, no users will be able to access the company.
If you marked the Copy Access from Company option in Microsoft Dynamics GP Utilities when you created a new
company, you’ve already specified the users who will have access to this company. Complete this procedure within
the User Access Setup window only to modify the settings you copied.
After you’ve set access, each company that a user has access to will appear in the Company Login window for that
user.
LESSONUSER1, LESSONUSER2, and users with a status of Lesson User can only have access to the lesson
company.
To set company access:
1. Open the User Access Setup window. (Administration >> Setup >> System >> User Access)
2. From the Users list, select a user ID.
All the companies you’ve set up are shown in the Company Name list. If the user has a status of Lesson User, only
the lesson company will appear in the list.
1. In the Access column, mark the company or companies the user will access.
If you do not have the necessary privileges, you cannot grant or remove access from a user that has a SQL Server
login
When you’ve marked all the companies this user will access, repeat steps 2 and 3 to set access for other users, if
necessary.
1. To print the Company Access Report, showing company access information entered in this window, choose
File >> Print. You also can print this report using the User Report Options window.
2. Choose OK to close the window.
Creating security tasks
Security tasks contain the windows, reports, and other resources that users need to access to complete tasks in
Microsoft Dynamics GP. Refer to Items you can set security for 33 for a list of the types of objects that can make up
a task.
To create a security task:
1. Open the Security Task Setup window (Administration >> Setup >> System >> Security Tasks)
2. Enter a task ID.

3. To save time, you can copy all security settings from an existing task into the task that you are about to
create. Choose Copy to do this, otherwise, skip to step 6.
4. The Copy Security Task window is displayed. Enter an existing security task ID to copy settings from.
5. Choose OK. The Copy Security Task window closes and the Security Task Setup window now contains the
security settings of the task that you copied.
6. Enter a name and description for the task.
7. Select a category for the task.
8. Select a product from the Product list. If you’re using integrating products with Microsoft Dynamics GP,
they are displayed in the list in addition to Microsoft Dynamics GP.
9. In the Type list, select the type of item you want to limit access to. See Items you can set security for on page
33 for information about the types shown in the list.
10. Using the Series list, specify the series you want to set access to. For example, to grant access to a window,
report or other resource in General Ledger, select Financial from the Series drop-down list.
11. Using the Access list, mark an item to grant access to it and unmark an item to remove access.
You can choose the Unmark All button to unmark all items that appear in the list, or Mark All to mark all items in
the list. You can mark the Display Selected Items option if you want the list to show only the items that you have
granted access to.
TIP
Double-click a window or report in the Access List to view it.
1. Repeat steps 9 through 11 to set security for all series.
2. Choose Save to save your changes.
Creating security roles
Use the Security Role Setup window to create new security roles. Security roles can contain multiple security tasks
and can be assigned to users to provide them with security access to groups of tasks in Microsoft Dynamics GP.
To create security roles:
1. Open the Security Role Setup window. (Administration >> Setup >> System >> Security Roles)
2. Enter a role ID.

3. To save time, you can copy all security tasks from an existing role into the role that you are about to create.
Choose Copy to do this, otherwise, skip to step 6.
4. The Copy Security Role window is displayed. Enter an existing security role ID to copy security tasks from.
5. Choose OK. The Copy Security Role window closes and the Security Role Setup window now contains the
security tasks of the role that you copied.
6. Enter a name for the role.
7. Enter a description for the role.
8. Select a category from the drop-down list to display the tasks for that category.
9. Mark the security tasks that users who are assigned to this role should have access to.
You can choose the Unmark All button to unmark all tasks that appear in the list, or Mark All to mark all tasks in
the list. You can mark the Display Selected Roles option if you want the list to show only the items that you have
granted access to.
TIP
Double-click a task to view information about that task.
1. Repeat steps 8 and 9 to set security for all categories for this security role.
Setting up individual user security
Use this procedure to set up individual security settings for each user, in each company. Complete this procedure
each time you create a new company or a new user record.
If you marked the Copy Access from Company option in Microsoft Dynamics GP Utilities when you created a new
company, you’ve already set up user security for this company. Complete this procedure using the User Security
Setup window only to modify the settings you copied.
Security is defined for each user on a company-by-company basis; be sure to set security for each company
accessed by the user.
Security tasks and security roles already must be set up before you can set up individual user security. Refer to
Creating security tasks 6 and Creating security roles for more information.
To set up individual user security:
1. Open the User Security Setup window. (Administration >> Setup >> System >> User Security)
2. In the User field, select the user ID of the person for whom you’re setting security. Once you’ve selected a
user ID, all the companies the user has access to are shown in the Company list.
3. In the Company list, select a company. The security you set for a company will apply to the user only when
he or she accesses that company. Once you’ve selected a Company, all the security roles are listed.
4. Mark all the roles that the user should be assigned to.
You can mark the Display Selected Roles option to list only the roles for which access has been granted.
1. To specify which alternate or modified forms and reports that the user should have access to, select an
Alternate/Modified Forms and Reports ID from the drop-down list.
To create a new Alternate/Modified Forms and Reports ID, refer to Setting access to alternate/modified forms and
reports
1. Choose the AFA Reports button to open the Advanced Financial Analysis Reports Security window where you
can specify which Advanced Financial Analysis reports the user should have access to.
NOTE
By default, users have access to all Advanced Financial Analysis reports. However, users can only view an Advanced Financial
Analysis report if they also are granted access to the Advanced Financial Analysis windows that are associated with that
report.
1. To print a User Security Report for the selected user, choose File >> Print. You also can print this report
using the Security Report Options window.
2. Choose Copy to open the Copy User Security window if you want the user to have the same security access
in other companies that the user has access to, otherwise skip to step 11.
3. In the Copy User Security window, a list of companies that the selected user has access to is displayed. Mark
the companies that you want to copy this user’s security settings to.
4. Choose OK to save your changes and close the Copy User Security window.
5. In the User Security Setup window, choose Save.
Activating user security
To begin using individual security, you be sure that the Security option in the Company Setup window is marked.
User security doesn’t function unless you activate it in that window.
User security doesn’t affect passwords you’ve set up to allow access to Microsoft Dynamics GP, or to grant
permission to perform certain accounting tasks such as overriding a price.
To activate user security:
1. Open the Company Setup window. (Administration >> Setup >> Company >> Company)
2. Be sure the correct company is displayed in the Company Name field.
3. Mark the Security check box if it is not already marked, otherwise, skip to step 5.
4. Enter the system password and choose OK. A message will appear, indicating that user security is active.
5. Choose OK to save your changes and close the Company Setup window.
If you want to temporarily turn off your security system at some other time, you can open this window again and
unmark the Security option, allowing all users unlimited access to the company.
1. Repeat steps 1 through 5 for each of your companies. You must log in to each company to activate user security
for that company.
Verifying security settings with an integrating product
After you install an integrating product, you must give users security access to that integrating product before it
can be used. You may have to modify existing security tasks and roles or create new security tasks and roles before
you can modify a user’s security settings. However, depending on the integrating product, there already may be
default security tasks and roles that you can use when you modify a user’s security settings in the User Security
Setup window.
Setting access to alternate/modified forms and reports
Alternate forms and reports are forms and reports that have been incorporated into integrating products that
you’ve installed. Modified forms and reports are existing Microsoft Dynamics GP forms and reports that have been
modified using Report
Writer or Modifier. Some of these forms or reports are provided access by default,
others you must grant access to using the Alternate/Modified Forms and Reports window.
Alternate/modified forms and reports IDs grant access to groups of alternate/ modified forms and reports within
Microsoft Dynamics GP. These IDs are then assigned to individual users. For more information, refer to Setting up
individual user security .
When your company purchases integrating products, you can modify security settings to include all alternate forms
and reports for the product at once. Or, you can selectively choose which alternate/modified forms or reports you
want for each ID.
If you discontinue using a product that contains alternate or modified forms and reports, or are changing your
security structure, you can change all settings to the original defaults. See To reset alternate/modified forms and
reports to original settings: for more information.
To set access to alternate/modified forms and reports:
1. Open the Alternate/Modified Forms and Reports window. (Administration >> Setup >> System >>
Alternate/Modified Forms and Reports)
2. Enter an ID and description.
4. In the Type list, select the type of item you want to set access for.
5. Select the series you want to set access for. This will narrow down the list of windows or reports in the list if
you’re setting access to specific windows or reports.
6. Select the integrating product in the Select list. The alternate forms or reports will appear in the list, with the
Microsoft Dynamics GP option selected by default.
7. Click Change All. The access will be changed to the integrating product for all forms or reports.
NOTE
You can use the Show/Hide button to expand the Alternate/Modified Forms and Reports List to grant access to
individual forms or reports.
8. Repeat steps 3 through 7 to set access to the alternate/modified forms and reports for any other products.
9. Choose Save.
To reset alternate/modified forms and reports to original settings:
2. Enter an ID and description.
4. In the Type list, select the type of item you want to set access for.
5. Select the series you want to restore original settings for, or select All to reset the original settings for all of
your system.
6. Select Revert to Default from the Select list.
7. Choose Change All. The access will be changed to the settings from the time of your original Microsoft
Dynamics GP installation.
8. Choose Save.
To view alternate/modified forms and reports settings:
2. Select the ID, Product, Type and Series you want to view.
3. Mark Display Selected. The Alternate/Modified Forms and Reports List will display only the options selected
for the criteria above. Changes can’t be made when this box is marked.
The Show/Hide button above the list will expand or collapse the list.
Deleting security records
Use the Remove Security Setup Records window to delete groups of security task IDs, security role IDs, and
alternate/modified forms and reports IDs.
To delete security records:
1. Open the Remove Security Setup Records window. (Administration >> Utilities >> System >> Remove
Security Setup Records)
2. Select the type of security records that you want to delete.
Select Security Tasks to delete a group of security task IDs. You cannot delete a security task that is
currently assigned to a security role.
Select Security Roles to delete a group of security role IDs. You cannot delete a security role if it is
currently assigned to a user.
Select Alternate/Modified Forms and Reports to delete a group of alternate/modified forms and
reports IDs. You cannot delete an alternate/ modified forms and reports ID if is currently assigned to
a user.
3. Select the range of IDs to delete.
4. Choose Process to delete the range of IDs for the type of security record that you selected.
Setting up security for viewing data connections and Microsoft Excel reports
Users need extra privileges in SQL Server before they can view the Microsoft Dynamics GP data that is displayed
in data connections and Excel reports.
A Default SQL Server Fixed Database role that corresponds with each data connection and Excel report is created
during the installation of Microsoft Dynamics GP. Each role begins with “rpt_” and contains SELECT access to the
Microsoft Dynamics GP data for the data connection or report that the role corresponds to.
Users should be added as members to the SQL Server roles that correspond to the reports or data connections
that they need access to.
There should also be links to procedures for setting security on the shared folders on the network or SharePoint,
depending on how the sysadmin wants to deploy the excel reports.
To set up security for viewing data connections and Microsoft Excel reports:
1. Create new local groups on the server where the data connections and Microsoft Excel reports are deployed.
For more information, refer to Chapter 40, “Excel report deployment,” and your Windows Server
documentation.
2. Assign each local group to the default SQL Server fixed database role that corresponds to the report that
group will need access to. For more information about adding an Active Directory group to a SQL Server
fixed database role, refer to your SQL Server documentation.
3. Add domain users or domain groups to the local groups that you set up in step
Setting up access to SQL Server Reporting Services reports
Users need extra privileges in SQL Server and Report Manager before they can view the Microsoft Dynamics GP
data that is displayed in SQL Server Reporting Services reports.
Default SQL Server roles are created when you install Microsoft Dynamics GP. Each
SQL Server role that begins with “rpt_” has enough access to view the Microsoft
Dynamics GP data that is displayed in a report. To view a SQL Server Reporting Services report, a user, or a
Windows (local machine) group that the user belongs to, must be added as a member to the SQL Server roles that
correspond to that report and the user must be granted access to that SQL Server Reporting Services report in
Report Manager.
For detailed information about SQL Server Reporting Services, refer to the SQL
Server Reporting Services Guide. This guide describes how to install Reporting
Services, how to deploy predefined reports that are included in Microsoft Dynamics GP to a server, and how to set
up security for reports. Check the Using Microsoft Dynamics GP 2010 Web site (https://go.microsoft.com/fwlink/?
LinkId=249465) for the most current documentation.
To set up access for SQL Server Reporting Services reports:
1. Create new local groups on the Web server where the SQL Reporting Services reports are deployed. For
more information, refer to Deploying SQL Server Reporting Services reports and your Windows Server
documentation.
2. Assign each local group to the default SQL Server fixed database role that corresponds to the report that
group needs access to. For more information about adding an active directory group to a SQL Server fixed
database role, refer to your SQL Server documentation.
3. Using Report Manager, grant access to the SQL Reporting Services reports for the local groups that you
created in step 1.
4. Add domain users or domain groups to the local groups that you set up in step 1. For more information,
refer to your Windows Server documentation.
5. If your SQL Reporting Services reports are stored on a different computer than either the Microsoft
Dynamics GP server or the server running Microsoft SQL Server, you must use Kerberos authentication in
SQL Server to allow user credentials to be passed to the SQL Server so that users can view SQL Reporting
Services reports.
Refer to Knowledge Base article 319723: *How to use Kerberos authentication in SQL Server
(https://support.microsoft.com/kb/319723/en-us) and complete Step 1: Configure the domain controller and Step
2: Configure the IIS services server to use Kerberos authentication on SQL Server.
User security troubleshooting
Many of the processes in Microsoft Dynamics GP, such as posting or printing, require that the user performing the
process be able to access multiple windows and reports. If you deny a user access to an item that’s part of a
process, the user won’t be able to complete that process. A message may appear stating that the user isn’t
privileged to open the resource. However, Microsoft Dynamics GP may not always display a message indicating
the problem; the process may simply not be completed.
If a user encounters problems completing a process, verify that the roles that are assigned to the user in the User
Security Setup window contain the tasks that the user needs to complete the process. The problem may be caused
by the user not having access to all the items used in the process. Contact Microsoft Dynamics GP Technical
Support if you need additional assistance.
Chapter 7: Field level security
Field level security restricts access to any field, window, or form in Microsoft Dynamics GP. It allows you to apply a
password, or to make a window or form unavailable. It also allows you to hide, lock, or apply passwords to fields.
Adding or modifying a field security ID
Copying a field security ID
Security modes
Resource Explorer
Creating a password
Adding or modifying a field security ID
Use the Field Security Maintenance window to assign field level security IDs, which are necessary to define user
passwords, and to lock, hide, or make windows, forms, and fields unavailable. The Field Security Maintenance
window also allows you to modify, add, or delete field security IDs.
To add or modify a field security ID:
1. Open the Field Level Security window. (Administration >> Setup >> System >> Field Level Security)
2. Choose Add to open the Field Security Maintenance window.
You also can double-click an existing field security ID in the Field Security window to open the Field Level Security
Maintenance and continue through this procedure.
1. Enter or modify the Field Security ID field and a description.
2. Choose the product name lookup button to open the Resource Explorer window.
3. Select an object from the Resource Explorer window to apply security to. For more information refer to
Resource Explorer .
4. Apply or modify the security mode for the field, form, or window you have selected. For more information
refer to Security modes .
5. If you selected a security mode that requires a password, enter or select a password ID in the Password ID
field.
6. Choose Save.
You can now use the Field Level Security window to apply this field security ID to users and user classes.
Copying a field security ID
Use the Field Security Maintenance window to copy an existing field security ID to create a new one. To create a
new field security ID that will be similar to an existing field security ID, you can copy the existing field security ID as
your new field security ID and then modify it.
To copy a field security ID:
1. Open the Field Level Security window.
(Administration >> Setup >> System >> Field Level Security)
1. Double-click on a field security ID in the field security object tree to open the Field Security Maintenance
window.
2. Choose Copy.
3. Enter a new ID in the Field Security ID field.
4. Modify fields, as necessary.
5. Choose Save.
Security modes
You can select the following security modes from the Field Level Security Maintenance window to give security to
fields, forms, or windows.
Password Before You must enter a password before getting access to a field.
Password After You must enter a password after modifying a field for the changes to be saved.
Warning Before A warning will be displayed and access to that field will be denied.
Lock Field You can’t use or modify the field.
Disable Field The field will be displayed but it will not be available.
Hide Field The field won’t be displayed.
Password Window You must to enter a password before access to the window is permitted.
Disable Window Enter the system administrator’s password to have access to the window.
Password Form Users or classes must enter the correct password before access to the form is permitted.
Disable Form You must enter the system administrator’s password to modify the form.
Resource Explorer
The Resource Explorer window opens when you choose the lookup button for the
Product Name field. Use the Resource Explorer to look up forms, fields, and tables.
The objects tree is located in the left pane of the Resource Explorer window. Choose the plus sign next to an object
to open it in the objects tree.
Double-click on an object to open it in the right pane of the Resource Explorer window.
Select an object in the right pane and choose OK to enter it into the Field Security Maintenance window.
Creating a password
Use the Password Maintenance window to create and modify passwords that you assign to a field, form, or
window.
To create a password:
1. Open the Password Maintenance window by clicking the underlined password ID in the Field Security
Maintenance window.
You also can open the Password Maintenance window by opening the lookup window for the password field. You
can either select a current password, or you can choose New to clear the fields.
1. Enter a password ID and a description.
2. Enter the password.
3. Choose Save.
4. You can continue to create new passwords, modify existing passwords, or return to the Field Security
Maintenance window.
To create more passwords, choose Clear and repeat steps 2-5.
To modify other passwords, select an existing password and make changes, as necessary.
To exit, close the window.
Chapter 8: Shortcut administration
With shortcut navigation, you can organize shortcuts to the windows, macros, applications, and web sites you
frequently use while working in Microsoft Dynamics GP.
Shortcuts and user classes
Assigning shortcuts to a new user class folder
Adding shortcuts to an existing user class folder
For general information about the shortcut bar and creating shortcuts, see your System User’s Guide (Help >>
Contents >> Using The System).
Shortcuts and user classes
The system administrator’s or Microsoft Dynamics GP system administrator’s shortcuts include a User Classes
folder by default. For each user class in the Microsoft Dynamics GP system, a corresponding folder is located inside
the User Classes folder. When you create a new user class, the corresponding user class shortcut folder is created
automatically.
The shortcut folder is named the same as the description for the user class. For example, if the class ID is SALES
and the description is Sales Clerk, the shortcut folder is Sales Clerk. To change the name of the user class folder,
change the description of the user class in the User Class Setup window.
When you assign a user to a user class, the corresponding user class folder appears in the list of shortcuts in the
navigation pane for that user. User Classes folders can’t be renamed or repositioned by non-administrative users.
Assigning shortcuts to a new user class folder
You can organize shortcuts to user-specific tasks by grouping them into user class folders in the list of shortcuts in
the navigation pane. Users can’t delete or modify a user class folder that appears in their list of shortcuts.
To assign shortcuts to a new user class folder:
1. Log in as sa or if you are the database owner, log in as DYNSA.
2. Open the User Class Setup window.
(Administration >> Setup >> System >> User Classes)
1. Enter a class ID.
2. Enter a description for the user class. This description will be the name of the user class folder in the list of
shortcuts.
By default, the new user class will have access to all resources in the system. Deny access to selected portions of
the system, if desired.
1. Choose Save to save the user class.
2. In the User Classes folder, locate the folder for the user class you just created. Add shortcuts to the folder by
dragging an existing shortcut from your list of shortcuts into the user class folder.
Adding shortcuts to an existing user class folder
As soon as you add a shortcut to a user class folder, users assigned to that user class can see the shortcut by
closing and reopening their user class folder.
To add shortcuts to an existing user class folder:
1. Log in as sa or if you are the database owner, log in as DYNSA.
In the User Classes folder in the list of shortcuts, locate the folder for the user class you want to add shortcuts to.
Drag an existing shortcut from your list of shortcuts into the user class folder.
Chapter 9: Activity tracking
Activity tracking allows you to keep track of the activity in your Microsoft Dynamics GP system. You can track
activities for each user, for each company, or both.
For day-to-day activity monitoring, use the activity tracking procedures in the System Administrator’s Guide.
Activity type overview
Setting up activity tracking
Removing activity tracking detail
Activity type overview
The following types of activities can be tracked in Microsoft Dynamics GP. The selected activities will be tracked for
all users and the companies selected in the Activity Tracking Setup window.
Access tracking
ACTIVITY DESCRIPTION
Failed Attempts to Access a Table Tracks when a user attempts to create a report in Report
Writer using a table they do not have access to because of
security. This is a valid option only if security is being used for
the company.
Failed Attempts to Open a Window Tracks when a user is prevented by security from opening a
window. This is a valid option only if security is being used for
the company; that is, if security is set up and the Security
option is marked in the Company Setup window. If a user is
prevented from opening a window because of an alert
message not related to security, that will not be tracked.
Failed Attempts to Print a Report Tracks when a user is prevented by security from printing a
report. This is a valid option only if security is being used for
the company. When the Print button is chosen, Microsoft
Dynamics GP verifies whether security is activated for the
company.
Successful Attempts to Open Modifier Tracks when a user successfully accesses Microsoft Dynamics
GP Modifier.
Successful Attempts to Open Report Writer Tracks when a user successfully accesses Report Writer.
Successful Attempts to Open a Window Tracks when a user opens a window successfully.
Successful Attempts to Print a Report Tracks when a user is successful at starting a report to print.
Login/logout tracking
Successful Attempts to Log In Tracks when a user logs into a company. This takes place when
initially entering Microsoft Dynamics GP and also when using
the Company Login window to switch to a different company.
Activity Description
Successful Attempts to Log Out Tracks when a user logs out of a company. This takes place
when initially entering Microsoft Dynamics GP and also when
using the Company Login window to switch to a different
company.
Using the combination of tracking Successful Logins and Successful Logouts allows you to see the length of time
that a user was logged into a company.
Table tracking
Additions to Master Tables Additions to Setup Tables Tracks when a record is successfully added to the type of table
Additions to Trx Tables specified. This includes only additions that are made by using a
Save or an OK button. Additions that are performed through a
process such as reconciling are not tracked.
Deletions from Master Tables Deletions from Setup Tables Tracks when a record is successfully deleted from the type of
Deletions from Trx Tables table specified. This includes only deletions that are made by
using a Delete button. Deletions that are performed through a
process such as clearing history and paid transaction removal
are not tracked.
Modifications to Master Tables Modifications to Setup Tables Tracks when a record is successfully modified in the type of
Modifications to Trx Tables table specified. No record of the actual change is kept. This
includes only modifications that are made by using a Save or
an OK button. Modifications that are performed through a
process such as reconciling are not tracked.
Process tracking
Table Maintenance Process Tracks when any task from the Table Maintenance menu is
performed such as checking links and clearing data. Both the
start and end of the task are tracked (two records are created).
Routines Process Tracks when any task from any routines menu is performed.
Both the start and end of the task will be tracked, (two records
will be created).
Utilities Process Tracks when any task from any utilities menu is performed.
Both the start and end of the task are tracked, (two records
are created).
Posting tracking
Depends on modules registered. Depending on which modules are registered, you can choose
to track posting of specific transaction types. For example, if
General Ledger is installed, you could choose Financial
Clearing Entry, Financial General Entry, and Financial Quick
Entry.
Setting up activity tracking

Using the Activity Tracking Setup window, you’ll mark the activities you want Microsoft Dynamics GP to track for
each user in each company they access.
The table used to store activity information can become large in a short time if you choose to track all activity. To
keep the activity table size to a minimum, track only the activities you really need to track and periodically remove
the information you no longer need. Tracking successful window access and tracking any of the table activities will
cause the activity tracking table to grow rapidly. For information
about removing activity tracking detail, see Removing activity tracking detail .
To set up activity tracking:
1. Open the Activity Tracking Setup window. (Administration >> Setup >> System >> Activity Tracking)
2. Select an activity type.
3. Using one or more of the following techniques, mark the activities you want to track.
In the Activity list, mark the box in the Track column next to each specific activity you want to track.
To track all activities listed for an activity type, choose Mark All. To stop tracking any of the activities
that may have been marked for an activity type, choose Unmark All.
4. Select a user and mark the companies for which you want activities tracked.
5. Select a user ID for whom you want to track Microsoft Dynamics GP activities.
6. In the Company Name list, mark the box in the Activate column next to the companies for which you want
to track this user’s activities.
7. Repeat steps 5 and 6 for the other users you want to track activity for.
All of the users selected will have the same activities tracked.
1. Choose OK to save your entries and close the window.
2. Review the activity tracking information you’ve entered using the Activity Tracking Setup Report. While the
Activity Tracking Setup window is displayed, choose File >> Print.
Removing activity tracking detail
Use the Remove Activity Tracking Detail window to remove records from the Activity Tracking Table, print a report
that shows the information in the table, or both. All activities you track are recorded in the Activity Tracking Table.
The size of the table can increase very quickly, even if you track only a few activities, so you’ll need to remove data
from the table periodically.
IMPORTANT
Be sure to back up your company’s data before removing activity tracking detail.
To remove activity tracking detail:

1. Open the Remove Activity Tracking Detail window. (Administration >> Utilities >> System >> Activity
Detail)
2. Select an activity type.
3. Using one or more of the following techniques, mark the activities you want to remove or print a report for.
In the Activity list, mark the box in the Remove/Print column next to each specific activity you want to
remove or print a report for.
To remove or print all activity detail listed for an activity type, choose Mark All. Choose Unmark All if
you don’t want to remove or print all activity detail.
4. Select which range type of activity detail.
5. Enter or select a range of activity detail.
6. Choose Insert to insert the range.
7. Choose whether you want to remove the activity detail, print a report, or both.
8. Choose Process to remove the activity detail. If Print Report was marked, the Activity Tracking Report will
print.
Part 3: Company setup

Use this information to customize each of your companies, including company addresses, the payment terms your
business uses, the way posting reports are printed, and the format of your accounts. The information is organized
in the order in which you should complete it.
Company setup entries you make apply only to the company you’re using when you enter the information. If, for
instance, you’ve created records for three companies and are ready to specify information about each, you must be
sure that you’re applying that information to the correct company.
For additional information about setting up Microsoft Dynamics GP, detailed reference information is provided in
help. Press F1 to view detailed reference information about the window that’s currently displayed.
Chapter 10, “Companies,” explains how to specify where a new company’s data will be stored and how to
use default information for this company.
Chapter 11, “Accounts,” contains information about setting up an account format and chart of accounts for
each company.
Chapter 12, “Fiscal periods,” explains how to verify the default fiscal periods and make changes if necessary,
and how to create fiscal periods.
Chapter 13, “Posting setup,” describes posting procedures and the terminology needed to understand
posting.
Chapter 14, “Shipping methods and payment terms,” explains how to set up additional shipping methods
and payment terms, and how to make changes to existing ones.
Chapter 15, “Financial information,” describes how to set up currencies, bank records, and checkbooks for
each company.
Chapter 16, “E -mail setup for documents,” describes how to set up e-mail functionality for each company.
Chapter 17, “Document attachment setup,” describes how to set up document attachment functionality for
each company.
Chapter 18, “Intrastat setup,” explains how to set up your system to track statistics for Intrastat, the method
for collecting statistics on the trade of goods between European Union (EU ) countries.
Chapter 10: Companies
This information explains how to specify where a new company’s data will be stored and how to use default
information for this company.
Company overview
Setting up your first company
Creating an additional company in Microsoft Dynamics GP
Setting access to a new company
Switching to the company you just created
Setting up company address information
Setting up company options
Setting up company Internet information
Customizing an Internet Information label
Setting up company user-defined fields
Setting up a language
Company overview
In Microsoft Dynamics GP, you can set up an unlimited number of companies. Each company tracks information
for a particular organization such as a corporation or a partnership. In general, information from one company is
not shared with other companies.
All information for a company in Microsoft Dynamics GP is typically stored within a single folder on your
computer or network, or in a single database.
Setting up your first company
The process for creating your first company varies, depending on whether you installed the sample company,
Fabrikam, Inc. If you installed the sample company, that company is considered the “first company.” To set up your
own company, see Creating an additional company in Microsoft Dynamics GP .
Your first company must be created using Microsoft Dynamics GP Utilities. For more information on Microsoft
Dynamics GP Utilities, refer to your Microsoft Dynamics GP desktop install and upgrade information.
Once you’ve created your first company, see Creating an additional company in Microsoft Dynamics GP to create
more companies.
To set up your first company:
1. Start Microsoft Dynamics GP; the Welcome to Microsoft Dynamics GP window appears.
2. Select your user ID and enter a password.
3. Mark the Remember user and password option to automatically log in to Microsoft Dynamics GP the next
time you start Microsoft Dynamics GP. This option is available if you have marked the Enable Remember
User field in the System Preferences window.
4. Choose OK.
5. In the Company Login window, select the company you want to set up.
6. Mark the Remember this company option to automatically log in to the company the next time you start
Microsoft Dynamics GP. You should mark this option for the company you work with the most often.
7. Choose OK.
The name of the company will be displayed on the toolbar.
1. Many of the company setup procedures can be completed using selections from the Administration area
page (Administration >> Setup >> Company).
2. Continue to Setting up company address information
Creating an additional company in Microsoft Dynamics GP
If you’re using Microsoft Dynamics GP to track information for multiple companies, you can copy user access
information to additional companies you create. Be sure to completely set up your first company and assign user
access before creating subsequent companies.
You can copy two types of setup information from any other company (including the sample company) to the new
company you’re setting up:
The users who will have access to this company, which you also can set up in the User Access Setup window.
The individual items each user has access to within the company, which you can set up in the User Security
Setup window.
We recommend installing the default chart of accounts, shipping methods, and payment terms, unless you plan to
import that information from your previous accounting system. Using the default entries will streamline the setup
process. You’ll be able to make modifications to the default entries.
You’ll use the Create Company window to create additional companies. How you create additional companies will
vary based on the type of database you’re using.
To create an additional company in Microsoft Dynamics GP:
1. Start Microsoft Dynamics GP Utilities to create a new database for the company and allocate space for it. See
your Installation documentation for more information.
(Start >> Programs >> Microsoft Dynamics >> GP >> GP Utilities)
Be sure you are logged in to Windows as a system administrator.
1. In the Welcome to Microsoft Dynamics GP Utilities window, verify your server name, and enter your
administrator user ID and password; then choose OK.
You must be logged in as sa or as a system administrator to perform database and system functions within
Microsoft Dynamics GP Utilities.
1. The Welcome to Microsoft Dynamics GP Utilities window opens when you are logged into the server you
selected. Choose Next until the Additional Tasks window opens.
2. In the Additional Tasks window, select the Create a Company option and choose Process.
3. In the Create Company window, enter a company ID and name. Once you save this company, this name can
be changed in the Company Setup window, if necessary.
4. Mark to install shipping methods and payment terms (optional). If you don’t mark this option, you can set
up shipping methods and payment terms by following the procedures in Chapter 14, “Shipping methods
and payment terms.”
5. To load a default chart of accounts, mark the Load Default Data option, then select a business type and an
industry type (optional).
6. To copy user access information from another company, mark the Copy Access From Company option and
select a company to copy from (optional).
Copying user access includes all users and security for those users. Access information for lesson users, inactive
users, and web client users will not be copied.
1. Choose Next.
2. In the Database Setup window, select a default location for new files that will be created and choose Next.
3. In the Create Database window, choose Next.
4. In the Confirmation window, choose Finish.
Setting access to a new company
You’ll use the User Access Setup window to assign access to the company or companies you just created to specific
users.
To set access to a new company:
1. Open the User Access Setup window. (Administration >> Setup >> System >> User Access)
2. Select a user ID.
3. Mark the box next to each company this user should have access to.
4. Choose OK to save your changes.
Switching to the company you just created
You can access the new company from the Company Login window.
To switch to the company you just created:
1. On the Microsoft Dynamics GP menu, choose User and Company.
2. In the Company Login window, select the appropriate company, then choose OK.
To verify the company you’re accessing, check the Microsoft Dynamics GP application window status bar; the
current company is displayed there.
Setting up company address information
Once you’ve created a company, you’ll need to enter additional information for it. Use the Company Setup window
to enter addresses for the selected company.
The main address entered in this procedure will appear on all documents, such as invoices and checks. However, if
your business has several locations or different departments and contacts, you can set up multiple addresses,
which you can print on those documents instead.
To set up company address information:
2. In the Address ID field, enter an ID for the company’s main address.

3. Enter the company’s main address.
NOTE
Skip the tax, user-defined and security fields for now; you’ll return to this window after you’ve set up additional
options for your company and you can finish entering the other information then. The tax information you need to
enter for your company differs depending on what countries or regions you do business in. In addition, you’ll need to
set up tax details and tax schedules before assigning them to your company using the Company Setup window.
4. To enter addresses for additional locations, departments or contacts, choose the Address button to display
the Company Addresses Setup window.
5. In the Address ID field, enter a short name for the location, department or contact.
6. Enter the address information.
7. Choose Save to save the address.
8. Repeat steps 5 through 7 for additional addresses. When you’ve finished entering addresses, close the
window.
9. In the Company Setup window, choose OK to save the addresses you’ve entered.
10. To print a list of the company settings, open the Company Setup window; then choose File >> Print.
The Company Settings List is printed, showing information that was entered using the Company Setup
window. You also can print this report using the Setup Reports window (Administration >> Reports >>
Company >> Setup).
11. To print a Company Addresses Report showing information for all the addresses you’ve set up for this
company, use the Company Setup Report Options window.
Setting up company options
Use the Company Setup Options window to enter additional company setup options such as separating payment
distributions, tracking Intrastat Statistics, and merging trade discount distributions.
To set up company options:
1. Open the Company Setup Options window.(Administration >> Setup >> Company >> Company >>
Options button)
2. Mark the options you want to include. See Part 4, Tax setup, for information about tax setup options.
U se Sh i p p i n g M e t h o d w h e n Se l e c t i n g D e fa u l t Ta x
Schedule Specify whether or not you want to use the shipping method when selecting the default tax schedule on
a transaction. Microsoft Dynamics GP calculates taxes at the point of exchange, using the shipping method
assigned to a transaction to determine the point of exchange. The shipping method will determine which tax
schedule appears as a default schedule for the transaction. If you decided not to use the shipping method to
determine the default tax schedule, the tax schedule assigned to the vendor’s purchase address or the customer’s
ship to address will be the default tax schedule.
Calculate Terms Discount Before Taxes Mark this option to apply taxes only to the discounted amount,
regardless of when the payment is actually made.
Enable Intrastat Tracking Mark this option if your company is required to enter Intrastat Statistics. The Intrastat
Trade Report is used to report this information. When this option is marked, setup windows for Intrastat codes and
Intrastat entry windows become available.
Separate Payment Distributions Mark this option to separate document and payment distributions entered on
the same transaction as if the document and payment were entered as separate transactions. You will be able to
enter multiple distributions with the same distribution type and account. If you don’t mark the option, the
distributions that are of the same type with the same account number will be combined.
Merge Trade Discount and Markdown Distributions in Sales Mark this option to merge the trade discount
and markdown distributions with the sales distributions. If you don’t mark this option, the trade discounts and
markdown distributions will be separated from the sales distribution.
Merge Trade Discount Distributions in Purchasing Mark this option to merge the trade discount distributions
with the purchase distributions. If you didn’t mark this option, the trade discounts and markdown distributions will
be separated from the sales distribution.
Calculate Tax Rebates Mark this option to allow correcting tax amounts for a transaction with a terms discount.
Enable Posting Numbers in General Ledger Mark this option to assign each transaction a unique sequence
number during posting, in addition to the journal entry number. Use this option if you want solid numbering of
transactions, without gaps. Solid numbering is a legal requirement in some countries, for auditing purposes.
Enable GST for Australia Mark this option to set up information used to generate Goods and Services Tax (GST)
calculations, designate default creditor IDs, enter tax schedules for items, and specify printing options for tax
invoices and adjustment notes.
Enable Tax Date Mark to enter a tax date as you enter documents during transaction entry. If you mark this
option, a tax date field will be available in the date entry windows and their inquiry windows for Sales Order
Processing, Receivables Management, Invoicing, Payables Management and Purchase Order Processing.
Enable Reverse Charge Taxes Mark to enter reverse charge tax detail IDs in the Tax Detail Maintenance window.
You’ll be able to assign reverse charge tax details to transactions in Receivings Management, Payables
Management, Purchase Order Processing, Sales Order Processing and Invoicing. Reverse charge tax information
also will be printed on tax reports.
Calculate Taxes in General Ledger Mark this option to calculate taxes in General Ledger. You’ll be able to use
the Tax Entry window to enter taxable transactions that can’t be entered in Payables Management, Receivables
Management, Purchase Order Processing, or Sales Order Processing. For example, a taxable reimbursement to an
employee could be entered in General Ledger, rather than in Payables Management.
Allow Summary-Level Tax Edits Mark this option to allow edits to tax information in the tax summary window.
Summary tax edits won’t change the taxes calculated at the detail level. If this option isn’t marked, you will have to
edit tax information using the tax detail entry windows.
Require Tax Detail Totals to Match the Pre-Tax Amount Mark to require the pre-tax amount to be fully
distributed among the tax details of the transaction. When tax details are required to match the pre-tax amount,
you’ll have to assign tax schedules so taxes are calculated or enter a tax detail during transaction entry so the goods
value matches pre-tax amount.
When this option is marked, you are required to enter a zero percent tax detail in the Tax Detail for System
Processes field for receivables and payables documents that are automatically generated within the system.
The pre-tax amount is the sale or purchase amount (less any trade discount) plus freight and miscellaneous
charges. If the module you’re working with is set up to calculate terms discounts before taxes, the discount
available amount is deducted from the pre-tax amount.
Specify Tax Details for Automatic Tax Calculation Specify whether or not you want specific tax details to
calculate tax. When this option is marked, you can select which tax details assigned to a tax schedule in the Tax
Schedule Maintenance window should calculate tax. You can select as many details as you want to calculate tax for
the schedule in the Tax Schedule Maintenance window.
Enable VAT Return Mark this option to generate summary and detailed Value-added Tax (VAT) information for a
specified period, helping to meet governmental VAT reporting requirements.
Enable EU Transaction Tracking Mark this option to indicate whether a transaction is an EU transaction without
using Intrastat Statistics. The vendor’s or customer’s tax registration number will be printed on documents.
Enable DDR and European Electronic Funds Transfer Mark this option to enter electronic funds transfers for
manual payments and computer checks in Payables Management, and to set up electronic funds transfer
information for your checkbooks, vendors and customers.
If you mark this option, you must use the Checkbook Maintenance Window (Financial >> Cards >> Financial >>
Checkbook) to assign a cash-in-transit account for an existing checkbook. For more information, refer to the “EFT
checkbook setup” chapter in the Electronic Banking documentation.
Enable Canadian Tax Detail Mark this option to be able to select the tax detail posting account and to view the
amounts inclusive of tax in the Receivables Management, Sales Order Processing, and Purchase Order
Processing windows. For more information, refer to Canadian tax detail option .
1. If you have marked the Enable Posting Numbers in General Ledger option, choose an option for the Display
Posting Number Per field. For more information, see Specifying posting report options .
2. Mark to display the posting number for the fiscal year or for the fiscal period. This Display Posting Number
Per option is available only if you’ve marked Enable Posting Numbers in General Ledger.
3. Choose OK to return to the Company Setup window.
Setting up company Internet information
Microsoft Dynamics GP tracks Internet-related information about your company, such as e-mail addresses, Web
page URLs, and FTP sites. If you’ve set up multiple addresses for your company, you can track Internet information
for each address. Use the Internet Information window to set up company Internet information.
To set up company Internet information:
1. Open the Internet Information window. (Administration >> Setup >> Company >> Internet Information)
2. In the Select Information for field, select Company.
The current company—the company you’re currently logged in to—is displayed in the Company ID field.
1. In the Address ID field, enter or select an address.
2. Enter valid e-mail addresses (optional). You can enter multiple addresses in each field.
3. Enter Internet information.
Typically, the electronic mail address will be in the following form: Mailto: username@domainname.com.
1. Choose Save to save your entries.
To print Internet information for the current company, choose File >> Print. The Internet Information Report is
printed, showing Internet information for the current company.
1. To print an Internet Information Report showing Internet information for all companies, use the General Report
Options window. See Help >> Index >> Company General Report Options window for more information.
Customizing an Internet Information label
To customize the labels that appear in the Internet Information window, you can use the Internet User Defined
Setup window. Be sure the labels you enter are appropriate for the Internet information you want to track for
employees, customers, salespeople, vendors, and items, as well as companies.
To customize an Internet Information label:
1. Open the Internet User Defined Setup window. (Administration >> Setup >> Company >> Company >>
Internet User Defined button)
2. In the Label 1 field, enter text to describe the information you’ll track in the first field in the Internet
Information window.
3. Repeat step 2 for the remaining labels.
Setting up company user-defined fields
Microsoft Dynamics GP provides two user-defined fields in the Company Setup window that you can use to enter
additional information about your company. For example, you might want to enter your company’s slogan, or other
information about the company that you want to track.
If your company is located in Europe, you must use the User Defined 1 field for your country code. The country
code is printed on value-added tax documents.
To set up company user-defined fields:
2. In the User Defined 1 field, do one of the following:
If your company is located in Europe, enter your country code.
If your company is located outside Europe, enter additional information about your company.
For more information about how country codes are used, see Setting up country codes .
1. In the User Defined 2 field, enter additional information about your company.
NOTE
To add the user-defined fields to a report using Report Writer, link the Company Master table (SY_Company_MSTR) to the
report and drag the fields named User Defined 1 and User Defined 2 to the report layout. For more information about
adding userdefined fields to reports, refer to the Report Writer documentation.
Setting up a language
Use the Language Setup window to define languages that can be assigned to customers, vendors, and users. The
languages that you set up are for your information only.
To set up a language:
1. Open the Language Setup window. (Administration >> Setup >> System >> Language)
2. Enter a language.
3. Enter an ISO 639-1 code (optional).
4. Choose OK.
Chapter 11: Accounts
Use this information to set up an account format and chart of accounts for each company.
Account formats
Designing an account format
Default account format
Account formats and multidimensional analysis codes
Setting up an account format
Checking links for the Account Master table group
Default charts of accounts
Printing a list of posting accounts in Microsoft Dynamics GP
Account aliases
Understanding account segments
Setting up an account segment
Setting up a posting account in Microsoft Dynamics GP
Modifying a posting account
Deleting a posting account
Account formats
When you installed Microsoft Dynamics GP, you specified an account framework. The account framework applies
to all companies in your Microsoft Dynamics GP system, and represents the maximum length of your accounts,
number of segments, and segment lengths. The account framework can’t be changed.
NOTE
While Microsoft Dynamics GP imposes a limit of 66 characters and 10 segments for account formats, the maximum number
of characters and segments in your system depend on the selections you made when you installed Microsoft Dynamics GP.
An account format is the structure of each account in a particular company—the length of the accounts, the
number of segments, and segment lengths. Each company you set up can have a different account format, as long
as it fits within the maximums you specified for the account framework. Unlike the account framework, you can
change the account format for an individual company, with some restrictions.
You can shorten one or more segments of the account format only if you haven’t set up a chart of accounts yet.
To shorten the format if you’ve entered your chart of accounts but haven’t entered transactions, you must clear
data from the Account Master Table. For information on clearing data, refer to Chapter 13 of your System
Administrator documentation (Help >> Contents >> select System Administration). Then you can set up a
different account format and reenter your chart of accounts. Once you’ve entered transactions, including beginning
balances, you can’t shorten the account length or reduce the number of segments.
You can lengthen one or more segments in the account format, up to the account framework maximums, at any
time.
If you lengthen the account format after entering your chart of accounts, the extra space or spaces will be inserted
in the segment you specify, at the right side. For example, you could increase the first account segment from four
characters to five. Your existing accounts still would contain the same characters, but with the added blank space:
6XAA__-1762. Blank spaces are added only to existing accounts, since these accounts can’t be changed; however,
you can use the additional digits in any new accounts you add to the chart of accounts.
If you add segments to the current account format, the new segments will appear as blank segments at the end of
each account.
Use the Account Definition Setup List, printed during installation, to verify that the values you’ll enter for the
number of segments and segment lengths don’t exceed your account framework maximums.
Designing an account format
It’s important that the account format be designed to meet both the current and future needs of the company
you’re setting up, since the changes you can make to the account format after you’ve started using Microsoft
Dynamics GP are limited.
You can continue using the format you’ve used with your previous accounting system, or set up a new one. To
create a new format, plan the different categories of information you want each segment of the account to
represent. For example, if you want to use one segment each for the location, department, account, subaccount, and
detail, you can set up the account format to include five segments. The location might identify an individual store
within the company, and the department might represent the departmental divisions within the company. The main
account segment should identify the type of account: an asset account, an expense account, and so on. Subaccount
and detail segments will allow you to identify more specific information about the account.
Default account format
When you create a new company and load a default chart of accounts, the account format in the Account Format
Setup window that is set up for you matches the account format of the default chart of accounts. The account
format for a default chart of accounts is:
ACCOUNT FORMAT DEFAULT
Account length 9 characters
Number of segments 3 segments
Length of segment 1 3 characters
The account framework maximums you entered during the installation process appear as defaults in the Account
Format Setup window. You can enlarge the account length, number of segments, and the length of the individual
segments, up to the account framework maximums.
Account formats and multidimensional analysis codes
Multidimensional analysis codes can be used for further analysis of transaction activity if you want to keep a
simpler chart of accounts. Multidimensional analysis codes are best suited for analysis of a particular project or
division that spans a fixed time period, such as several months or years. Account formats will remain a part of your
organization for the duration of its existence. For more information, refer to the Multidimensional Analysis
documentation.
Setting up an account format
The account framework maximums you entered during the installation process appear as default entries in the
Account Format Setup window.
To set up an account format:
1. Open the Account Format Setup window. (Administration >> Setup >> Company >> Account Format)
2. Enter the account length.
NOTE
You won’t be able to shorten the account length after you’ve entered transactions.
3. Enter the number of segments in the accounts.

4. Name each segment. You can change the segment names later if necessary.
5. Enter the length of each account segment. The combined length of the segments must equal the length of
the account.
6. Enter the display width of each segment.
If a segment will contain only numbers, select Standard.
If a segment will contain letters, select one of the Expansion selections. If you’re unsure what width
will work best, set up a width and then view the account in the Account Maintenance window
(Financial >> Cards >> Financial >> Account). You can return to the Account Format Setup window
to adjust the width as needed.
7. From the Main Segment ID list, select the main segment from the list of segment names you entered in step
4. The main segment will be used on financial reports to sort your accounts. A typical main segment is the
one used to indicate whether the account is an asset, liability, owners’ equity, revenue, or expense account.
8. In the Separate with field, enter the character that will appear between the account segments anywhere an
account is displayed.
You can use any character: a dash or asterisk, a number or a letter. However, it’s best to use a character that won’t
be confused with the characters in the account itself.
1. Choose OK in the Account Format Setup window to save the format and close the window.
2. To print the Account Format Setup List, showing the account format information for your company, open
the Account Format Setup window; then choose File >> Print.
Checking links for the Account Master table group
If you change the main segment ID after you’ve entered a chart of accounts, you must check links for the Account
Master table group, using the Check Links window.
To check links for the Account Master table group:
1. Open the Check Links window. (Microsoft Dynamics GP menu >> Maintenance >> Check Links)
2. In the Series list, be sure that Financial is displayed.
3. In the Logical Tables list, select Account Master and choose Insert to insert it into the Selected Tables list.
4. Choose OK to check links.
Default charts of accounts
When you create a new company, you have the option to load a default chart of accounts. You may want to use a
default chart of accounts for the following reasons:
The chart of accounts we’ve provided reflect sound accounting practices.
Extensive research was done to determine the most commonly used account types for the industries we’ve
included.
Even if changes need to be made after a default chart of accounts is copied for the company, setup time will
be greatly reduced by using one of the charts of accounts provided with Microsoft Dynamics GP.
The default charts of accounts we’ve provided are designed to be accurate estimates of typical business practices.
However, we recommend that you review the accounts and make any necessary additions or changes. To add
accounts, see Setting up a posting account in Microsoft Dynamics GP . To make changes to existing accounts, see
Modifying a posting account to delete accounts you don’t need, see Deleting a posting account .
Printing a list of posting accounts in Microsoft Dynamics GP
If you loaded a default chart of accounts, your posting accounts are already set up. Use the Chart of Accounts
Report window to review the chart of accounts you loaded and make any changes that are needed.
For more details about setting up posting accounts, see the General Ledger documentation.
To print a list of posting accounts in Microsoft Dynamics GP:
1. Open the Chart of Accounts Report window. (Financial >> Reports >> Financial >> Account)
2. From the Reports list, select Posting.
3. Do one of the following things:
Select an existing report option and choose Insert to insert it in the Print list.
Choose the New button to open the Chart of Accounts Report Options window, where you can create
a report option.
Select a report option and choose Modify to open the Chart of Accounts
Report Options window, where you can make changes to a report option.
1. When you had selected or created the report option you want to use, choose the Print button.
The Posting Accounts List is printed, showing all of the posting accounts that have been set up for the current
company.
Account aliases
An account alias is a “short name” assigned to an account. You can enter an account alias instead of the entire
account in any Microsoft Dynamics GP window where you enter accounts. For example, if you’ve set up the Cash
Operating account for your main branch as account 1200-0000-2100-0000-0000, you could assign an alias such
as $-CO.
NOTE
Using account aliases is optional. You can modify the account alias for an account at any time using the appropriate account
maintenance window.
Understanding account segments

You can use the Account Segment Setup window to enter segment IDs and descriptions for each account segment
number that’s used in one or more posting accounts. You also can set up account segments as you set up posting
accounts.
If you don’t enter a description when you set up posting accounts, the segment descriptions will be combined to
form a default account description. The segment descriptions will appear on reports and financial statements, if you
select to print them for specific account segments.
For example, if you’ve created accounts for three stores and you use the first segment to differentiate the accounts
for each store’s location, you could use segment definitions to identify segment numbers 100, 200, and 300 as
North Store, South Store, and Downtown Store.
If you’re using Inventory Control, you can use one of the segments to specify sites. When you post transactions
that affect inventory—such as sales transactions that reduce inventory at a specific site—the appropriate segment
for the site is substituted.
For example, suppose you‘re entering cash, accounts receivable, and rent expense accounts in your chart of
accounts and you want to monitor each account for each store. You can set up separate accounts for each store.
When you print financial statements, you can sort the accounts by the first segment, separating each store’s
accounts, or by the segment identifying the type of account, such as cash or accounts receivable.
If the accounts were sorted by store—the first segment—they would appear in this order.
ACCOUNT DESCRIPTION
100-1100-00 Cash – North Store
100-1200-00 Accounts Receivable – North Store
100-5000-00 Rent Expense – North Store
200-1100-00 Cash – South Store
200-1200-00 Accounts Receivable – South Store
Account Description
200-5000-00 Rent Expense – South Store
300-1100-00 Cash – Downtown Store
300-1200-00 Accounts Receivable – Downtown Store
300-5000-00 Rent Expense – Downtown Store
If the accounts were sorted by type of account—the second segment—they would appear in this order.
ACCOUNT DESCRIPTION
100-1100-00 Cash – North Store
200-1100-00 Cash – South Store
300-1100-00 Cash – Downtown Store
100-1200-00 Accounts Receivable – North Store
200-1200-00 Accounts Receivable – South Store
300-1200-00 Accounts Receivable – Downtown Store
100-5000-00 Rent Expense – North Store
200-5000-00 Rent Expense – South Store
300-5000-00 Rent Expense – Downtown Store
Setting up an account segment

Use the Account Segment Setup window to create account segments that can be combined to form account
numbers. You also can create accounts without creating segments first; segments will be added as you add them
when you set up accounts.
To set up an account segment:
1. Open the Account Segment Setup window. (Financial >> Setup >> Financial >> Segment)
2. Enter a segment ID.
3. Enter or select an existing segment number.
4. Enter a description for the account segment. If you include this segment in an account number and don’t
specify an account description, this description will be combined with other account segment descriptions to
form the account description.
5. Choose Save.
Setting up a posting account in Microsoft Dynamics GP
Use the Account Maintenance window to set up posting accounts that weren’t included in the default chart of
accounts you loaded. To make changes to existing accounts, see Modifying a posting account ; to delete accounts
you don’t need, see Deleting a posting account .
To set up a posting account in Microsoft Dynamics GP:
1. Open the Account Maintenance window. (Financial >> Cards >> Financial >> Account)
2. Enter an account, a description, and account alias. You can enter any combination of letters, numbers, or
other characters to define the account.
For more information about account aliases, see Account aliases .
1. If you don’t want users to enter this account on transaction distributions unless it is selected as a default
posting account, unmark the Allow Account Entry option.
2. In the Category field, enter or select an account category. Account categories are used to group the accounts
that appear on financial statements.
3. In the Posting Type box, make one of the following selections:
Mark Balance Sheet if the account is an asset, liability, or equity account that retains a balance
throughout the life of the business.
Mark Profit and Loss if the account is a revenue or expense account whose balance is transferred to a
Retained Earnings account (or accounts) at the end of the fiscal year.
4. In the Typical Balance box, make one of the following selections:
Mark Debit if the account is an asset or expense account.
Mark Credit if the account is a liability, revenue, or equity account.
5. In the Level of Posting from Series fields, specify how much detail you want to post to General Ledger from
each series, if the transaction origin is set up to use account settings:
Select Detail if you want to post detailed information about each line item for a group of transactions.
Select Summary if you want to post a summarized total for an entire group of transactions for this
account.
See Posting in detail from subsidiary ledgers for information about how these selections work together.
1. In the Include in Lookup list, select the Microsoft Dynamics GP product series where you plan to use this
account; the account will appear in lookup windows for each selected series. (Hold down the SHIFT key to
select multiple series.)
2. If you’re using Multicurrency Management, choose the Currency button and assign currencies to the
account. You also can select which accounts to revalue and whether to post the revaluation results to the
account or to the financial offset. For information, see Help >> Index >> Select Account Currencies window.
3. Choose Save to save the account.
4. To print a Posting Accounts List for the account that’s displayed, choose File >> Print. You also can print this
report for all accounts using the Chart of Accounts Report window.
Modifying a posting account
You can make changes to the default posting accounts, if necessary, using the Account Maintenance window.
To modify a posting account:
2. In the Account field, enter or select the account you want to change.
3. Make your changes.
Deleting a posting account
If you don’t need one or more posting accounts, you can delete them using the Account Maintenance window. If
you’ve already entered transactions for the posting account, you can’t delete them using this procedure.
See the General Ledger documentation for more information about posting.
To delete a posting account:
2. In the Account field, enter or select the account you want to delete.
3. Choose Delete to delete the account.
Chapter 12: Fiscal periods
When you create a new company, default fiscal periods are created for you. This information explains how to verify
the default fiscal periods and make changes, if necessary, or to create fiscal periods.
This information contains the following sections:
Fiscal period overview
Setting up fiscal periods
Changing fiscal periods
Fiscal period overview
With Microsoft Dynamics GP, you can define up to 367 periods per year and you can have an unlimited number of
years open at the same time. Each year can have a different number of periods and you can keep an unlimited
number of historical years.
Beginning and ending dates
Microsoft Dynamics GP automatically calculates beginning dates for fiscal periods. Be sure to verify these dates
because they may not match the dates your business uses. You may want to make changes if the calculated day
falls during a weekend, for example.
Three fiscal periods per fiscal year may have the same starting date. Extra periods are typically used for closing
adjustments, auditors’ adjustments, and post-audit transactions.
When Microsoft Dynamics GP calculates fiscal periods, the last period may be longer than the rest. If the number
of days in the year can’t be divided equally by the number of fiscal periods, the number of days per fiscal period is
rounded down to the nearest day and any extra days are added to the last period. For example, if you enter 52
periods, periods 1 through 51 will have 7 days and the 52nd period will have 8 days.
If you change the number of periods or the dates of the fiscal year and choose Calculate, any previous changes
you’ve made in the scrolling window will be deleted. To avoid reentering that information, be sure that your
periods are calculated correctly before entering period names.
If you installed the default fiscal periods provided with Microsoft Dynamics GP, they’ll be displayed when you open
the Fiscal Periods Setup window. You also can print a list of fiscal periods by choosing File >> Print when the Fiscal
Periods Setup window is displayed.
Closed fiscal periods
In Microsoft Dynamics GP, you can’t post to a period that has been closed in the Fiscal Periods Setup window. If it
is necessary to post to a closed period, you can simply open the period in the Fiscal Periods Setup window and
post the transaction. If a recent period was closed during a year-end closing process, you can still post to that
period as long as the period isn’t closed in the Fiscal Periods Setup window. Once you’ve completed period-end
procedures, you can prevent future posting to that period by closing it in the Fiscal Periods Setup window.
The Series Closed columns in the Fiscal Periods Setup window indicate whether an entire series is closed for the
period or not. You can open or close each series individually in this window.
The Mass Close button in the Fiscal Periods Setup window opens the Mass Close Fiscal Periods window, where
you can select individual transaction origins and series. Using that window, you can open or close origins
individually, or you can open or close all selected origins at once.
Setting up fiscal periods
If you didn’t install default data, use the Fiscal Periods Setup window to set up historical and current fiscal periods
for your company. You also can use this procedure to set up fiscal periods for a new year. (You won’t be able to post
transactions in a new year until you create fiscal periods for that year.)
To set up fiscal periods:
1. Open the Fiscal Periods Setup window. (Administration >> Setup >> Company >> Fiscal Periods)
2. Enter the year.

3. Enter the first day and last day of the fiscal year. The fiscal year can be any length; it isn’t limited to the length
of a calendar year.
4. If you’re entering fiscal periods for a historical year, mark the Historical Year check box.
5. Enter the number of fiscal periods in the fiscal year. For example, if your fiscal periods are quarterly, enter 4;
if they’re monthly, enter 12.
6. Choose Calculate to calculate each period’s first day and last day.
The beginning date of each period will appear in the scrolling window. You can reenter information and recalculate
the periods as many times as necessary.
1. Using the Date column, review the beginning dates of periods and make changes if necessary.
2. Using the Period Name column, change the period names to names that reflect the needs of your business.
For example, you might enter Ending 1/31/2007 or Quarter 1 for Period 1.
NOTE
Skip the Series Closed columns for now. You’ll use those columns later, as part of your period-end procedures, to
prevent further posting to a series after a period has been closed.
3. Choose OK to save the fiscal period information you’ve entered and close the window.
Changing fiscal periods
You can make changes to your fiscal periods at any time using the Fiscal Periods Setup window.
To change fiscal periods:
1. Open the Fiscal Periods Setup window.
(Administration >> Setup >> Company >> Fiscal Periods)
2. Choose OK to save your changes and close the Fiscal Periods Setup window.
3. Reconcile the General Ledger year using the Reconcile Financial Information window, if necessary.
If you make changes to your fiscal periods before entering beginning balances, you don’t have to
reconcile General Ledger.
Ιf you make changes to the dates of your fiscal periods after you’ve entered beginning balances, you
must reconcile General Ledger for the appropriate year. Reconciling will ensure that all transactions
are correctly assigned to the periods in which they were entered.
Chapter 13: Posting setup
Transactions form the basis of the financial information in your accounting system. A transaction is a record of an
event, such as a purchase or sale, that is ultimately reflected in an asset, liability, expense, revenue, or equity
account. Entering a transaction in Microsoft Dynamics GP is similar to making a journal entry in a manual
accounting system—you have a record of the information, but it’s not permanent.
Posting is the process that transfers the transaction amounts to your general ledger. Getting the information there
is important, because that’s the basis of your financial statements. However, it’s also important to be able to trace
the amounts back to the original transaction, if necessary. That’s where source document codes and audit trail
codes come in.
Tracing the audit trail
Default source document codes
Printing a list of default source document codes
Setting up an additional source document code
Modifying a source document code
Audit trail codes
Printing a list of audit trail codes
Assigning source document codes to audit trail codes
Specifying which posting journals to reprint
Assigning default posting accounts
Selecting posting and reporting options
Batch control
Posting in detail from subsidiary ledgers
Posting “to” and “through” General Ledger
Specifying posting settings
About printing destinations
Specifying posting report options
Tracing the audit trail
The audit trail is a collection of records that allows you to trace a transaction from any point in the Microsoft
Dynamics GP system back to the location where it was originally entered. With the information you’ve entered
about the transactions, you should be able to trace them from their originating point in Microsoft Dynamics GP to
the actual source documents—such as invoices, checks, or receipts—that provided the basis for the transactions.
When you trace the audit trail using posting journals, you’ll use two tools: source document codes and audit trail
codes. These tools allow you to track a transaction to its origin by two separate paths:
The source document code typically identifies the entry or document that serves as the basis for the
transaction.
The audit trail code identifies the posting journal the transaction appears on. For more information about
audit trail codes, see Audit trail codes .
Default source document codes
Source document codes are general in nature, and are useful for tracking the type of journal or entry you should
examine for more information about a transaction. They don’t indicate which journal a given transaction appears
on, however. Source document codes are particularly useful if you’re entering all transactions in General Ledger
because you can assign a source document code that identifies the type of transaction you’re entering. For
example, you might use the source document code GJ if the transaction represents a general journal entry. You’ll
find that source document codes are more flexible, but may be less precise, than audit trail codes.
Microsoft Dynamics GP provides a limited number of commonly used source document codes, and you can set up
additional codes using the Source Document Setup window.
Source document codes typically indicate the type of document that the transactions first appeared on. The source
document codes you enter in the Source Document Setup window are used in two ways:
You can assign source document codes to individual transactions entered in the General Ledger transaction
entry windows.
You can assign source document codes to transaction origins using the Audit Trail Code Setup window.
Then, all transactions that are entered using the specified transaction origin are assigned the same source
document code.
Printing a list of default source document codes
Before setting up additional source document codes or modifying source document codes, you should print the
Source Document List.
To print a list of default source document codes:
1. Open the Source Document Setup window. (Administration >> Setup >> Posting >> Source Document)
2. Choose File >> Print or choose the printer icon button.
The Source Document List is printed, showing all the source document codes that have been set up. You also can
print this report using the Company Setup Report Options window.
Setting up an additional source document code
If you need source document codes in addition to those provided with Microsoft Dynamics GP, set them up using
the Source Document Setup window.
To set up an additional source document code:
2. In the Source Document field, enter a source document code.
3. In the Description field, enter a description for the source document code.
4. Choose Save to save the source document code.
Modifying a source document code
You can change the description for existing source document codes at any time using the Source Document Setup
window. To delete a source document code once it’s been assigned to an audit trail code, you must first remove the
source document code from any origins it’s assigned to in the Audit Trail Codes Setup window.
To modify a source document code:
2. In the Source Document field, enter or select the source document code you want to change.
4. Choose Save to save the source document code.
Audit trail codes
Audit trail codes provide a precise record of each transaction, including where it’s been posted as the transaction
has made its way through the Microsoft Dynamics GP system. Unlike source document codes, audit trail codes
pinpoint the exact posting journal the transaction was included on. Using audit trail codes, you can trace
transactions to their origins quickly and accurately.
Audit trail codes are made up of two components: the prefix and the journal number. The prefix indicates a
particular type of posting journal, such as the General Transaction Posting Journal, and the journal number
indicates which specific journal, among all the General Transaction Posting Journals, that a transaction can be
found on.
If a transaction was entered in a subsidiary module and posted through General Ledger, it will have two audit trail
codes associated with it, one for General Ledger and one for the originating module. For example, a Receivables
Management sales transaction may be assigned codes of RMSLS00000214 when it is posted in Receivables
Management and GLTRX00000485 when it is posted in General Ledger. Once the transaction reaches General
Ledger, the Receivables Management audit trail code becomes the General Ledger batch ID. As a result, General
Ledger posting journals will contain the audit trail codes for both postings—the one in General Ledger and the one
in Receivables Management.
If you were to refer to General Transaction Posting Journal number 485, you’d find the transaction, along with the
audit trail code (now the batch ID ) indicating that this transaction previously appeared on Sales Entry Posting
Journal number 214. By cross-referencing the journals in this way, you can trace any transaction to its point of
origin in Microsoft Dynamics GP. (You also could learn the customer’s purchase order number, and check number
by clicking links, if you needed to trace the transaction beyond the transaction entry point.)
To ensure the integrity of the audit trail, the audit trail codes provided with Microsoft Dynamics GP can’t be
changed, and you can’t create additional audit trail codes. However, you can change the number that will be
assigned to the next posting journal of a particular type. You also can change the default source document code
that’s assigned to a particular audit trail code.
Printing a list of audit trail codes
Before assigning source document codes to audit trail codes, you should print the Audit Trail Codes List.
To print a list of audit trail codes:
1. Open the Audit Trail Codes Setup window. (Administration >> Setup >> Posting >> Audit Trail Codes)
2. Choose File >> Print.
The Audit Trail Codes List is printed, showing all the audit trail codes in Microsoft Dynamics GP and the source
document codes assigned to them. You also can print this report using the Company Setup Report Options
window. See Help >> Index >> Company Setup Report Options window for more information.
Assigning source document codes to audit trail codes
Audit trail codes are assigned to each transaction entry method and identify where specific transactions were
entered.
To assign source document codes to audit trail codes:
2. Select a series.
3. Enter the number you want assigned to the next posting journal. (This number is the second half of the audit
trail code.) This number is incremented by one each time you post transactions using the specified origin.
4. Identify a default source document code for each audit trail code. You can change the source document code
for a given audit trail code at any time.
5. To print a list of audit trail codes, choose File >> Print. The Audit Trail Codes List is printed, showing
information for the currently displayed series. You also can print this report using the Company Setup
Report Options window.
6. Choose OK to save the audit trail codes and close the window.
Specifying which posting journals to reprint
Using the Audit Trail Codes Setup window, you can specify, by audit trail code, whether you want to be able to
reprint posting journals. You may want to do this for one of the following reasons:
As a safeguard against lost or misplaced posting journals.
If you don’t want to print posting journals every time you post transactions.
If you mark the option to reprint posting journals, Microsoft Dynamics GP will retain more information about your
transactions than if the option is unmarked. Depending on your transaction volume, these historical records may
take a great deal of hard disk space. If your hard disk space is limited, you may want to unmark the option to
reprint posting journals.
History records are kept automatically for transactions and accounts if you choose to reprint posting reports. Refer
to the documentation for each Microsoft Dynamics GP module for more information on keeping history.
To specify which posting journals to reprint:
2. Select a series.
3. Specify which posting journals can be reprinted, using one of the following techniques:
Choose Mark All if you want the option of reprinting posting journals for all transaction origins
within the selected series.
Choose Unmark All if you don’t want to have the option to reprint posting journals for any
transaction origins within the selected series.
In the Reprint column, mark individual transaction origins that you want to be able to reprint and
unmark the transaction origins you don’t want to be able to reprint.
4. To print a list of audit trail codes, which also shows the posting journal reprint options for each origin,
choose File >> Print. The Audit Trail Codes List is printed, showing information for the series. You also can
print this report using the Company.
5. Choose OK to save changes and close the Audit Trail Codes Setup window.
Assigning default posting accounts
To simplify data entry, it’s a good idea to set up a default posting account for every type of account that could be
posted to when you post a batch or transaction. For instance, when you post a sales transaction, amounts may need
to be posted to a cash account, an accounts receivable account, a cost of goods sold account, and so on. You’ll use
the Posting Accounts Setup window to assign default posting accounts.
Once the accounts are set up, they appear as default entries in Microsoft Dynamics GP transaction entry windows.
You also can use the customer, item, or vendor maintenance window to enter posting accounts unique to each
customer, item, or vendor. You’ll be able to override the default accounts if they’re not appropriate for a given
transaction.
To assign default posting accounts:
1. Open the Posting Accounts Setup window. (Administration >> Setup >> Posting >> Posting Accounts)
2. From the Display list, select an individual series to assign default posting accounts for, or select All to display
all posting accounts in the Posting Account column.
3. Place the pointer in the Accounts column of the row containing the posting account you want to assign an
account for.
4. Enter an account, or select one from the lookup window. (To display the lookup window, choose the lookup
button next to the Accounts heading.)
5. Repeat steps 3 and 4 until you’ve assigned default posting accounts for each account description in the
scrolling window.
6. To print a Posting Accounts Report showing a list of the default posting accounts that have been assigned,
choose File >> Print. You also can print this report using the Company Setup Report Options window.
7. Choose OK to save the information and close the window.
Selecting posting and reporting options
A variety of posting and reporting options can be specified for each transaction origin in Microsoft Dynamics GP.
The origin refers to the transaction entry window or method by which transactions are entered.
For each origin, you can choose whether to post transactions to General Ledger, or to post them through General
Ledger to automatically update account balances in the chart of accounts.
You can specify how much or how little detail you want posted from an origin to General Ledger. However, if you
enter a batch and distribute the same debit and credit amount to the same posting account, you must create a
journal entry for each transaction and post through General Ledger in detail. If you posted the transaction in
summary form, the transaction balance would be zero and posting in General Ledger wouldn’t be allowed.
You also can choose whether to print posting journals for each transaction origin. We recommend that you choose
to print these reports and store them with your company’s permanent records as part of the audit trail, but the
choice is yours. For more information on using the audit trail in Microsoft Dynamics GP, refer to the General
Ledger documentation.
Batch control
You can choose to use batch controls to limit the batches that can be posted to only those that meet certain criteria.
If you want to post only those batches that have a certain number of transactions, mark the Verify Number of Trx
option. If you want to post only those batches whose totals equal a certain amount, mark the Verify Batch Total
option in the Posting Setup window. If you want to post only those batches that have been approved for posting,
mark the Require Batch Approval option and enter the Approval Password.
Posting in detail from subsidiary ledgers
You can choose the level of detail that will be included when transactions are posted from subsidiary origins to
General Ledge using the Create a Journal Entry Per options in the Posting Setup window.
If you want a separate journal entry created in General Ledger for each transaction, mark the Create a Journal
Entry Per Transaction option.
If you want to create one journal entry in General Ledger for all the transactions in a batch, mark the Create a
Journal Entry Per Batch option. If you select this option, you can select additional options to summarize the
information:
If you want transaction distributions to a particular account to be posted using the Level of Posting settings
for each account (set in the Account Maintenance window ), mark the Use Account Settings option. If the
account is to be posted in detail, a separate distribution line item is created in General Ledger for each
transaction that affects the account. If the account is to be posted in summary*,* a single distribution line
item is created in General Ledger for all transaction amounts that affect the account. For more information,
see Setting up a posting account in Microsoft Dynamics GP .
If you want all transaction distributions to a particular account to be posted as a summarized total, do not
mark the Use Account Settings option.
For the fastest performance when posting to General Ledger, select Create a Journal Entry Per Batch and leave Use
Account Settings unmarked.
Due to the additional processing required, the slowest performance option is Create a Journal Entry Per Batch with
Use Account Settings marked. However, this option gives you the greatest control over the amount of detail that is
provided in your General Ledger.
Posting “to” and “through” General Ledger
The main difference between these posting options is that when you are posting to General Ledger, you’ll have an
extra opportunity to verify transactions before they affect your permanent records. When you are posting through
General Ledger, you’ll save time by not completing the additional verification step.
Post to General Ledger If you choose to post to General Ledger, batches posted in all other modules will update
the module in which the transaction originated, then create a batch of General Ledger transactions. Then you must
post those batches within General Ledger, as well, to update the posting accounts for the transactions.
If you decide not to mark the Post to General Ledger option, batches will be posted within the selected series only.
You might want to unmark this option while entering beginning balances or while making adjustments within the
series.
When you’re ready to begin posting routine transactions, be sure to return to the Posting Setup window and mark
the option if you want transactions to be available for posting in General Ledger.
Post Through General Ledger Files You also can choose whether General Ledger accounts will be updated
automatically when you post from another module to General Ledger. If you mark the Post Through General
Ledger Files option, batches posted in other modules automatically will update the module in which the
transactions originated and the appropriate posting accounts in General Ledger. Your transactions will post to
General Ledger and not through General Ledger when posting transaction individually (without a batch).
If you don’t mark the option, you’ll be able to edit the transactions again using General Ledger’s Transaction Entry
window before posting them to your permanent General Ledger records. However, if you edit amounts at this
point, you must reconcile General Ledger’s year-to-date tables to ensure that posted amounts are identical. For
more information on reconciling financial information, refer to the General Ledger documentation.
Specifying posting settings
Use the Posting Setup window to determine how transactions are posted for each origin or transaction entry
method within a particular Microsoft Dynamics GP series.
To specify posting settings:
1. Open the Posting Setup window. (Administration >> Setup >> Posting >> Posting)
2. From the Series list, select a series.

3. From the Origin list, select a transaction origin. You can specify settings for each origin, or for all origins.
4. To specify how you want transactions from subsidiary modules posted to General Ledger, make one of the
following selections:
Mark Post to General Ledger to transfer transactions from subsidiary modules to General Ledger
when you post. You can verify the transactions in the General Ledger Transaction Entry window and
you’ll have to post the batches in General Ledger before they update your account balances.
Mark Post Through General Ledger Files to transfer transactions from subsidiary modules to General
Ledger and automatically post them to your posting accounts.
Leave both selections unmarked if you don’t want to post to General Ledger. You might unmark
these selections when you’re entering beginning balances or if you’re entering correcting transactions
in a subsidiary module and don’t want the amounts to affect General Ledger.
For more information, refer to Posting “to” and “through” General Ledger .
1. If you’re posting to General Ledger, specify how detailed you want your journal entries to be. You can make
the following selections:
Create a journal entry per transaction to post in detail (to create a separate journal entry for each
transaction). Select this option to have the most detailed information available.
Create a journal entry per batch and leave Use Account Settings unmarked to post in summary (to
create a single journal entry for the batch total for each account). Select this option for the fastest
posting.
Create a journal entry per batch and mark Use Account Settings to post according to the
specifications for each account. Select this option to get a mix of detail and summary information.
(This option is the slowest of the three.)
If you selected Payroll as the series, mark Post in Detail to have the most detailed information
available.
Refer to Posting in detail from subsidiary ledgers for more information.
1. Mark Allow Transaction Posting to have the option of posting transactions individually from the selected
transaction origin. Unmark this selection to require all transactions to be entered in a batch.
2. In the Posting Date From field, make one of the following selections if you selected Transaction in step 5:
Mark Batch to post all transactions in the batch by the same date.
Mark Transaction to post each transaction by the transaction’s posting date.
3. Mark Include Multicurrency Info if you’re using Multicurrency Management. Posting journals printed as
part of the posting process will include multicurrency information; reprinted posting journals won’t include
multicurrency information even if this option is marked.
4. In the If Existing Batch field, make one of the following selections to specify what happens if you post
additional transactions from the same source and the first batch still exists in General Ledger:
Mark Append to add the transactions to the existing batch.
Mark Create New to create a new batch.
5. Specify options for posting reports. For more information, see Specifying posting report options .
Choose Save to save the posting setup information.
About printing destinations
You can select any combination of the following printing destinations for posting journals and other audit reports.
Printer The report is printed to the default printer specified in your computer’s printer setup.
Screen The report appears on the screen and you can then choose to print to the printer. In addition, if you’re
using an e-mail system that’s compatible with MAPI (Messaging Application Programming Interface) or Exchange,
you can mail any Microsoft Dynamics GP report that you print to the screen.
File The report is saved as a file. You can specify the following:
The report file name and location.
One of the file formats described below.
Whether you want to replace an existing copy of the report file each time you print it, or append the new
report to the end of the existing file.
The file formats you can select when you print a report to a file are listed in the following table:
FILE FORMAT DESCRIPTION
Tab-delimited The tab-separated ASCII character format used by

spreadsheet programs, such as Microsoft Excel.
Comma-delimited The standard comma-separated ASCII character format used

by database programs.
Text Text with no formatting. Use this option only if the application
you’ll use to read the report can’t read any other format.
HTML A format that can be views in a web browser.

XML Data A text file that contains an XML representation of the report
layout and all the report data. Choose this format if you want
to process the report using an external application.
Adobe PDF This format is available if you have the PDFWriter printer
driver installed (included with Acrobat 5 and earlier), or
Acrobat Distiller from Acrobat 6 or later. PDF (Portable
Document Format) files can be read using Adobe Reader
software available from Adobe.
Word Document The Microsoft Office Open XML (.docx) file format used by
Word 2007 or later. You can select this format if you select
Template as the report type.
Specifying posting report options

By default, Microsoft Dynamics GP automatically prints posting reports. If you don’t want to print the reports, or if
you want to select different destinations for the reports, you can change them using the Posting Setup window.
To specify posting report options:
1. Open the Posting Setup window.
(Administration >> Setup >> Posting >> Posting)
1. From the Series list, select a series.
2. From the Origin list, select a transaction origin.
3. In the Print column of the Reports scrolling window, unmark any reports you don’t want to print.
To unmark all reports that are currently displayed in the scrolling window, choose Unmark All.
To mark all reports in the scrolling window, choose Mark All.
4. In the Send To column, specify one or more destinations for the reports you want to print.
5. If you selected File as one of the options in step 5, make the following selections:
In the Type column, select a file format.
In the Append/Replace column, select what to do if the report file already exists.
In the Path column, enter the location and the file name for the report file.
1. To print the Posting Settings Report, showing the posting and reporting options for the selected series and
origin, choose File >> Print. You also can print this report for all series and origins for the current company
using the Company Setup Report Options window.
2. Choose Save to save the posting report options.
Chapter 14: Shipping methods and payment terms
When you create a new company, you have the option to load default shipping methods and payment terms. You
also can set up additional shipping methods and payment terms, or make changes to existing ones.
Shipping methods
Setting up a shipping method
Payment terms
Setting up payment terms
Setting up payment terms with discounts
Taxes calculations for New Zealand payment terms with discounts
Shipping methods
A shipping method is one of many ways that goods are transported to your company from your vendors, and from
you to your customers. You can use the same shipping methods for your vendors and your customers.
A shipping type indicates whether the goods are delivered by the vendor or picked up by the customer. The
shipping type is used when calculating taxes. See Part 4, Tax setup, for more information.
If you installed the default shipping methods provided with Microsoft Dynamics GP when you created the
company you’re setting up, they’ll appear when you open the Shipping Methods Setup window and you choose
the Shipping Method lookup button. You also can print a list of shipping methods by choosing File >> Print in the
Shipping Methods Setup window.
Setting up a shipping method
If you didn’t load default shipping methods, or if you need additional shipping methods, use the Shipping Methods
Setup window to create them. If several carriers routinely provide the same type of shipping service, set up a
unique shipping method name for each carrier.
If, after beginning to use your system, you need to update or remove any of the shipping methods, you can do so.
Existing transactions that used the shipping methods won’t be affected by the changes.
To set up a shipping method:
1. Open the Shipping Methods Setup window. (Administration >> Setup >> Company >> Shipping Methods)
2. Enter a shipping method and description.
3. Select either pickup or delivery as the shipping type.
Select Pickup if the purchaser picks up the goods.
Select Delivery if the goods must be delivered by the seller, a shipping company, or by mail.
1. Enter the name of the carrier providing the shipping method.
2. Enter the account number assigned to your company by the carrier.
3. Enter the name of the person you speak or deal with most often, and the phone number where the contact
person can be reached.
4. Choose Save to save the shipping method information.
Payment terms
Payment terms outline the terms under which a vendor expects payment from a customer. In Microsoft Dynamics
GP, you’ll work with payment terms that your company extends to customers, and also with payment terms that
vendors extend to your company.
The following table displays common payment terms and descriptions.
PERCENT
INVOICE DATE PAYMENT TERMS DISCOUNT DAYS DISCOUNT DATE DISCOUNT DUE DATE
11/30 2%-10/Net 30 10 2.00% 12/30
The customer is
offered a 2%
discount in return
for payment
within 10 days
after the
purchase, or
invoice date. The
payment is due in
full 30 days after
the invoice date.
11/30 2%-10th/Net 30 12/10 2.00% 1/09
The customer is
offered a 2%
discount in return
for making
payment by the
10th of the
month following
the month in
which the invoice
date occurred.
Since the invoice
date is in
November, the
“10th” referenced
in the payment
terms would be
the 10th of
December. The
payment is due in
full 30 days after
the discount
date. If the
invoice is
generated in one
of the first 9 days
of the month, the
discount is
available only
until the 10th of
the month in
which the invoice
occurred.
11/30 2%-15th/EOM 12/15 2.00% 12/30

PERCENT
INVOICE DATE PAYMENT TERMS DISCOUNT DAYS DISCOUNT DATE DISCOUNT DUE DATE
The customer is
offered a 2%
discount in return
for payment by
the 15th of the
month. Since the
invoice date is
November 30th,
the discount date
is the 15th of the
following month.
If the invoice date
were December
5th or 10th, the
discount date still
would be
December 15th.
The payment is
due in full at the
end of the same
month as the
discount date.
11/30 Net 30 days 12/30
The payment is
due in full 30
days after the
invoice date.
Setting up payment terms

If you chose to install the default payment terms provided with the accounting system when you created the
company you’re setting up, they’ll appear when you open the Payment Terms Setup window and choose the
Payment Terms lookup button. You also can print a Payment Terms Report by choosing File >> Print in the
Payment Terms Setup window.
If you didn’t load default payment terms, or if you need additional payment terms, use the Payment Terms Setup
window to create them. Use the following procedure to set up payment terms that don’t include a discount.
If, after beginning to use your accounting system, you need to update or remove any of the payment terms, you
can do so at any time. Existing transactions using the payment terms won’t be affected by the changes.
For payment terms that use a date or the end of month (EOM ) payment terms, you can specify a grace period for
each customer to whom you’re offering Date/EOM payment terms, or for each vendor from whom you’re
receiving those terms.
To specify a grace period for customers, use the Customer Maintenance window. See the Receivables
Management documentation for more information.
To specify a grace period for vendors, use the Vendor Maintenance Options window. See the Payables
Management documentation for more information.
To set up payment terms:
1. Open the Payment Terms Setup window. (Administration >> Setup >> Company >> Payment Terms)
2. Enter the name of the payment terms, such as Net 30 or EOM.
3. From the Due list, select when the full amount of the payment is due.
If the payment is due within a certain number of days after the invoice date, select Net Days and
enter the number of days.
If the payment is due by a given date, select Date and enter a date. For example, assume that you
enter 10 as the date. If an invoice has an invoice date is 11/12/2017, the payment is due on
12/10/2017, the 10th day of the next month.
If the payment is due in full by the end of the month in which the invoice date occurs, select EOM.
If the payment is due on the 20th of the month following the document date, select Next Month.
4. Choose Save to save the payment terms.
Setting up payment terms with discounts
Use the Payment Terms Setup window to set up payment terms that include a discount. You can calculate the
discount percentage on the entire payment, or on any of the amounts that typically appear on an invoice: tax,
freight, and so on. You can choose any combination of these amounts, depending on what you allow customers to
discount, or what you are allowed to discount.
To set up payment terms with discounts:
1. Open the Payment Terms Setup window.
(Administration >> Setup >> Company >> Payment Terms)
2. Enter the name of the payment terms, such as 2%-10/Net 30.
3. From the Due list, select when the full amount of the payment is due. See Setting up payment terms for
more information.
4. From the Discount list, select when the payment must be made for the customer to receive a discount.
If a discount is given if payment is made within a certain number of days after the invoice date, select
Days and enter the number of days.
If a discount is given if payment is made by a certain date following the invoice date, select Date and
enter the date. For example, assume that you enter 10 as the date. If an invoice has an invoice date is
11/12/2017, the discount expires on 12/10/2017, the 10th day of the next month.
If the discount is given if payment is made by the end of the month in which the invoice date occurs,
select EOM.
5. In the Discount Type field, select whether to base the discount on a percentage of the total amount or a fixed
currency amount.
If you select Percent, enter a percentage for the discount.
If you select Amount, enter a currency amount for the discount.
6. In the Calculate Discount On list, select the amounts that the discount applies to.
7. Choose Save to save the payment terms.
Taxes calculations for New Zealand payment terms with discounts
Assume a debtor has a payment terms discount of 2%/10 Net 30, and makes a $100 purchase.
If the debtor doesn’t pay the invoice within 10 days (the discount period), the following amount is charged:
SALE AMOUNT $100.00
GST amount $12.50
Total $112.50
To calculate taxes correctly for this situation in Microsoft Dynamics GP, the Calculate Terms Discount Before
Taxes box in the Company Setup Options window must be unmarked.
If the debtor pays the invoice within 10 days, the debtor is eligible for a 2% discount, and the total sale
would be as shown:
SALE AMOUNT $100.00 - 2% DISCOUNT = $98.00
GST amount $12.50 - 2% discount = $12.25
Total $110.25
To calculate taxes correctly for this situation in Microsoft Dynamics GP, the Calculate Terms Discount Before
Taxes box in the Company Setup Options window must be marked.
Chapter 15: Financial information
Use this information to set up currencies, bank records, and checkbooks for each company. This information is
divided into the following sections:
Setting up currencies
Setting up a currency record
Setting company access to a currency
Specifying functional and reporting currencies
Checking links for currency tables
Setting up a bank record
Using checkbooks throughout Microsoft Dynamics GP
Check numbers and deposit numbers
Inactive checkbooks
Last reconciled date and last reconciled balance
Setting up a checkbook
Setting up payables options for a checkbook
Setting up a credit card
Setting up currencies
Currency records track information about how the currency will be used in Microsoft Dynamics GP, as well as how
it appears in windows and on reports. Currency records are used throughout the Microsoft Dynamics GP system;
once a currency record is set up, you can set access to it for multiple companies, if needed.
The functional currency is the currency in which a company maintains its financial records.
The reporting currency is used to convert financial currency amounts to another currency on inquiries and
reports.
You must set up a functional currency, even if you’re not using Multicurrency Management.
To set up currencies, you’ll need to complete the following procedures:
Set up one or more currency records.
Set access to the currency for your company.
Specify functional and reporting currencies.
Check links to ensure that related tables are updated.
NOTE
If you’ve loaded the sample company, you can use its currency records in your own company.
Setting up a currency record

Currency records are used throughout the Microsoft Dynamics GP system; once a currency record is set up using
the Currency Setup window, you can set access to it for multiple companies, if needed.
To set up a currency record:
1. Open the Currency Setup window. (Administration >> Setup >> System >> Currency)
2. In the Currency ID field, enter or select a name for the currency.

3. In the Description, ISO code, and Symbol fields, enter the information that’s appropriate for the currency.
4. Select additional display and separator options and enter payables check terminology.
5. Choose Save to save the currency information.
Setting company access to a currency
Once a currency record is set up using the Multicurrency Access Setup window, you can set access to it for multiple
companies, if needed.
To set company access to a currency:
1. Open the Multicurrency Access Setup window. (Administration >> Setup >> System >> Multicurrency
Access)
2. From the Currencies list, select the currency to which you want to set access.
3. In the Access column, mark the box for each company that uses this currency.
Specifying functional and reporting currencies
Use the Multicurrency Setup window to specify functional and reporting currencies for each company. The
functional currency is the primary currency that the company uses for maintaining accounting records. The
reporting currency is used to convert functional currency amounts to another currency on inquiries and reports.
For a subsidiary, the reporting currency typically is the functional currency of the parent company.
To specify functional and reporting currencies:
1. Open the Multicurrency Setup window. (Financial >> Setup >> Financial >> Multicurrency)
2. In the Functional Currency field, enter the currency that your business uses most often. Typically, this is the
currency of the country in which your organization is located.
3. In the Reporting Currency field, enter the currency that your organization uses for reporting. (optional)
4. Enter the exchange rate and rate calculation method to be used when calculating the reporting currency. If
no reporting currency was entered, these fields will be disabled.
TIP
You can mark the Override Reporting Rate option if you would like the user to override the reporting currency
exchange rate or rate calculation method on inquiries and reports. You also can enter a password if you want the
password to be required when overriding the rate and calculation method.
5. In each of the Default Transaction Rate Types fields, enter or select a rate type.
If you’re not using Multicurrency Management, make the following selections:
FIELD SELECTION
Financial AVERAGE
Sales AVERAGE
Purchasing AVERAGE

When you choose OK, a message may instruct you to check links on the Multicurrency Setup table. For example, if
you have changed the functional currency, the message will appear.
Use the Check Links window to check relationships among tables to find information that may be missing from
one table within the relationship. To verify that all updated multicurrency information is present, you’ll need to add
the Multicurrency Setup table into your list of tables to check links for.
To check links for currency tables:
1. Open the Check Links window.
(Microsoft Dynamics GP menu >> Maintenance >> Check Links)
2. In the Logical Tables list, select Multicurrency Setup and choose Insert to insert it into the Selected Tables
list.
Setting up a bank record
A bank is a financial institution with which you do business. You’ll use the Bank Maintenance window to set up
bank records.
If you do business with a bank at more than one location, you can set up separate bank IDs for each of the bank
branches. For example, if you do business with Metro Bank at both its Main office and its Park Avenue office, you
could set up Metro Bank1 and Metro Bank2 as bank IDs and enter Main and Park Avenue as the bank branches.
To set up a bank record:
1. Open the Bank Maintenance window. (Administration >> Setup >> Company >> Bank)
2. Enter a bank ID and name.
3. Enter the bank’s address information, including phone and fax numbers. If you’re using Bank Reconciliation,
this information can be formatted to be printed on deposit slips.
4. Enter the bank’s transit number. This is the first group of numbers (usually followed by a colon) in the lower
left corner on checks issued by the bank.
5. Enter the bank branch to further identify this bank ID.
6. Choose Save to save the bank information.
7. To print a Bank List containing information for the currently selected bank, choose File >> Print. You also
can print this report using the Company Setup Report Options window.
Using checkbooks throughout Microsoft Dynamics GP
Use checkbooks to maintain records of deposits, checks, or cash paid out. Later, you can reconcile this information
with the statement of activity provided by your bank.
You can set up an unlimited number of checkbooks to manage your company’s cash. For example, one checkbook
can be set up for writing payroll checks, another for making payments to vendors, and a third for recording
miscellaneous payments made by your business.
If you add Bank Reconciliation after you’ve begun using Microsoft Dynamics GP, it’s a good idea to set up
completely new checkbook IDs. This way, transactions that were entered in other modules won’t need to be posted
before using Bank Reconciliation.
If you’re moving checkbooks to Microsoft Dynamics GP from another accounting system, see Chapter 1, “Setup
preparation,” in the Bank Reconciliation documentation.
The Cash Account From option in each of the following windows specifies whether to use the cash account from
the checkbook assigned to a transaction or the cash account assigned to the customer, employee, or vendor.
Customer Class Accounts Setup
Customer Account Maintenance
Vendor Class Accounts Setup
Vendor Account Maintenance
Employee Maintenance
Employee Class Setup
If you’re using Bank Reconciliation, be sure to use the cash account from the checkbook to ensure that your
checkbook balances can be easily reconciled.
Check numbers and deposit numbers
Check and deposit numbers can be alphanumeric. If alphabetic characters are entered, the numerals—not the
letters—will increment as you process checks and enter deposits.
By defining the next number, you’re also determining the number of unique numbers that will be available. For
example, if you enter CK001 as the next check number, you’ll only be able to enter up to 999 unique checks. Be sure
to enter a number large enough to accommodate your business.
If alphabetic characters are entered between numbers, only the numbers to the right of the last letter you’ve
entered will increment. For example, if the next check number is CK00M18888, the following check number will be
CK00M18889.
Inactive checkbooks
You can inactivate a checkbook at any time. For example, if you plan to close a checking account in the near future
and you don’t want to write new checks or add receipts to this checkbook before you reconcile, you could inactivate
the checkbook to prevent any new checks or receipts from being entered for that checkbook.
When a checkbook is inactive, you can perform the following functions for the checkbook:
Post transactions that were entered in any module.
Void receipts, transactions or deposits in any module except Payroll. (You can’t void checks in Payroll.)
Enter Deposits With Receipts or Deposits To Clear Receipts transactions using the Bank Deposit Entry
window.
Enter adjustment transactions using the Reconcile Bank Adjustments window.
Adjust the checkbook balance to zero using the Reconcile Bank Statements window.
Last reconciled date and last reconciled balance
For new checkbooks, the last reconciled balance is the checkbook’s current balance. You can make changes to this
amount until you’ve reconciled the checkbook for the first time. If you change the last reconciled balance after
saving the checkbook, you’ll need to enter an adjustment in General Ledger for the Cash account, because an
adjusting entry won’t be made automatically.
After you reconcile a checkbook, the amount in the Last Reconciled Balance field is the same as the bank
statement’s ending balance in the Reconcile Bank Statements window. This amount can’t be changed in the
Checkbook Maintenance window.
Setting up a checkbook
Use the Checkbook Maintenance window to set up a new checkbooks.
To set up a checkbook:
1. Open the Checkbook Maintenance window. (Financial >> Cards >> Financial >> Checkbook)
2. Enter a checkbook ID and description.
3. Enter a currency ID, payment rate type ID, and deposit rate type ID.
4. Enter the Cash account to which this checkbook’s transactions will be posted.
It’s best to set up a separate Cash account for each checkbook. That way, you’ll have a separate record of each
checkbook’s activity in General Ledger. The checkbook Cash account must be a posting account—it can’t be either
a unit account or an allocation account if a unit account is assigned as one of the distributions.
1. Enter the number of the next check and deposit transaction that will be issued from or entered in this
checkbook. Each time you enter a check or deposit, the number is incremented by one to the next available
number.
2. Select the address ID of the company location that uses this checkbook. This information appears on the
Bank Deposit Worksheet when you print that report.
3. Enter the checkbook account number at the bank where the checking account is located. Then, select the ID
of the bank where this checkbook account is located.
4. Enter the date and balance from the last time you reconciled this checkbook. This information can be
changed, if necessary, until you reconcile the checkbook the first time.
5. Enter user-defined information. The entry you make in the first user-defined field can be used as a sorting
option when printing reports such as the Checkbook List.
6. Choose Save to save the checkbook information you’ve entered.
7. To print a checkbook list containing information for the currently displayed checkbook, choose File >> Print.
You also can print this report using the Checkbook Report Options window.
Setting up payables options for a checkbook
For greater control, you can specify additional Payables Management options within the Checkbook Maintenance
window for checkbooks that are used to pay vendors. You can control the following options:
Maximum check amount
Allow duplicate check numbers or not
Allow default check numbers to be changed or not
To set up payables options for a checkbook:
1. Open the Checkbook Maintenance window.
(Financial >> Cards >> Financial >> Checkbook)
1. Enter checkbook information. See Setting up a checkbook .
2. In the Maximum Payables Check Amount field, enter the largest amount a check from this checkbook can be
written for. If you don’t want to set a limit, leave the amount at $0.00; no maximum will apply.
3. In the Maximum Payables Check Password, enter a password to allow checks to be written for more than
the maximum, if the password is entered.
4. To use a check number more than once when entering payments, printing checks or posting checks in
Payables Management for this checkbook, mark the Duplicate Check Numbers option.
5. To change the check number when entering payables transactions and payments, mark the Override Check
Number option.
6. Choose Save to save the checkbook information you’ve entered.
Setting up a credit card
With Microsoft Dynamics GP, you can track information about credit cards that are accepted from customers and
cards that are used by your company. The same card can be used for both purposes.
Use the Credit Card Setup window to set up information about each of the credit cards that your company uses.
If, after beginning to use your accounting system, you need to update or remove any of the credit cards, you may
do so at any time. Existing transactions that were paid using the credit cards won’t be affected by the changes.
Credit cards and check cards
Both credit cards and check cards can be used by your company to purchase goods and services. The difference lies
in where the amounts will be posted for transactions involving these cards.
Credit cards require that you specify a vendor ID for the credit card company. Payments made with credit
cards are treated as accounts payable amounts. The credit card company acts as a vendor to you in this
instance, since you’ll pay them for the goods and services you purchase with the card.
Check cards require that you enter a checkbook ID. Payments made with check cards are treated as check or
cash payments, because the amount is automatically withdrawn from your bank account. Banks issue a
variety of check cards. The checkbook ID is the checkbook in which payments with the card should be
tracked.
Bank cards and charge cards
Both bank cards and charge cards can be accepted from customers. The difference lies in where the amounts will
be posted for transactions involving these cards.
Bank cards require that you specify a checkbook ID. Payments with bank cards are treated as check or cash
payments. The checkbook ID identifies the checkbook in which you will track payments made with this card.
Charge cards require that you enter a posting account. Payments made with charge cards are treated as
accounts receivable amounts. They must be submitted to the credit card company and the reimbursement
received before the payment is considered received.
To set up a credit card:
1. Open the Credit Card Setup window. (Administration >> Setup >> Company >> Credit Cards)
2. Enter the name of any credit card your business accepts from customers or uses to make payments.
3. If the card name you entered is one you accept in payment from customers, mark Accepted from
Customers. Then do one of the following:
If the card is a bank card, mark Bank Card and enter a checkbook ID.
If the card is a charge card, mark Charge Card and enter a posting account.
4. If the card is used by your company to make payments, mark Used by Company. Then do one of the
following:
If the credit card company bills you monthly for purchases made, mark Credit Card and enter a
vendor ID for the credit card company.
If the card is a check card, mark Check Card and enter a checkbook ID.
5. Choose Save to save the credit card information.
To print a Credit Card Report showing information for the currently displayed credit card, choose File >> Print. You
also can print this report using the Company Setup Report Options window.
Chapter 16: E-mail setup for documents
Use this information to set up the e-mail functionality for documents in Microsoft Dynamics GP. For information
about sending reports in e-mail, see Report Writer reports in your System Users Guide (Help >> Contents >>
select Using The System)
E -mail overview for documents
E -mail requirements for documents
E -mail setup for documents checklist
Setting up e-mail document options for a company
Setting up messages for e-mail documents
Customizing a message with additional fields
Copying an existing email message to a new message
Setting up e-mail options for sales documents
Setting up e-mail options for multiple customers
Setting up e-mail options for purchasing documents
Setting up e-mail options for multiple vendors
E-mail overview for documents
By using the e-mail functionality for documents in Microsoft Dynamics GP, you can embed document into the
body of an e-mail or send documents as attachment. You can send a single document, batches of documents, or
multiple documents from sales and purchasing transaction lists. When setting up the e-mail functionality, you can
select which documents to send and which customers and vendors should receive their documents in e-mail. If you
are using Word templates for Microsoft Dynamics GP, you can send predefined or customized forms. For more
information, see Chapter 42, “Word templates.”
You can send the following documents in e-mail.
DOCUMENTS
Sales quote Receivables finance charges
Sales order Receivables service/repair
Sales fulfillment order Receivables warranty
Sales invoice Customer statement
Sales return Standard purchase order
Sales back order Standard purchase order
Packing slip Blanket purchase order
Receivables invoice Drop-ship purchase order
Receivables return Drop-ship blanket purchase order
Receivables debit memo Vendor remittances
Receivables credit memo
You can embed documents into the body of the e-mail or send documents as attachment. A document can be sent
in an HTML, XPS, PDF, or DOCX file format type. Multiple documents can be combined in a single e-mail.
You also can create predefined messages to send to your customers and vendors. These messages can be assigned
to the documents that you want to send in e-mail so all customers or vendors receive the same message for
selected documents. For example, you can send a promotional message to your customers when sending sales
quotes in e-mail. You also can assign a specific message to an individual customer or vendor. For example, you can
send a holiday greeting message to a vendor. When you create a message, you can enter an alternate e-mail
address so your customer or vendor can reply to a specific e-mail address.
You also can customize your messages by adding fields that are associated with a document type. For example, a
message can be personalized to address each customer or vendor by name. You could add the due date for a sales
invoice in a message or the on order amount for a purchase order.
E-mail requirements for documents
If you are using Exchange 2007 Service Pack 1 or greater with Exchange Web
Services, the Autodiscover service must be turned on to connect to the Exchange server.
The e-mail functionality in Microsoft Dynamics GP supports the following document types. Depending on the
document type, Microsoft Word 2010 or later and Word templates for Microsoft Dynamics GP are required.
FILE FORMAT WORD 2010 OR LATER WORD TEMPLATES WEB CLIENT
*Email for Microsoft Dynamics GP Web Client will only be available if Exchange is your server type in the System
Preferences window.
The email functionality is supported on the 32-bit edition of Microsoft Office 2010.
The email functionality is supported on the 64-bit edition of Microsoft Office 2010 is supported, if you are
using Exchange 2007 Service Pack 1 or greater with Exchange Web Services.
Depending on the file format you choose to send your documents in e-mail, your customers and vendors must be
PDF Adobe Reader
HTML Internet Explorer 9 Internet Explorer 8
*If you are using Microsoft Dynamics GP Web Client only, your
documents
Setting up e-mail document options for a company

Use the Company E -mail Setup window to select options to use when sending documents in e-mail. You can select
to embed documents, attach documents, or both. If you select to send documents as attachments, you can specify
which type of file formats you want to attach the documents as. The options you select in this window are available
for customer and vendor records.
If you selected to use an option, such as the DOCX file format, and then decide not to use the option, you must
update the customer and vendor records that were set up to use the DOCX file format.
To set up e-mail document options for a company:
1. Open the Company E -mail Setup window. (Administration >> Setup >> Company >> E -mail Settings)
2. Mark whether to embed documents into the body of e-mail messages.
3. Mark whether to send documents as attachments in e-mail messages.
4. If you are attaching documents in messages, select the formats to send the documents in.
Before you can send documents as DOCX, PDF, or XPS attachments, the Word template for the document must be
enabled in the Template Configuration Manager window. Standard reports (reports generated by Report Writer)
are sent when you send documents as HTML attachments.
1. Choose one of the following options.
Choose OK to save your changes and close the window.
Click the Sales Series link to open the Sales E -mail Setup window. See Setting up e-mail options for
sales documents for more information.
Click the Purchasing Series link to open the Purchasing E -mail Setup window. See Setting up e-mail
options for purchasing documents for more information.
Setting up messages for e-mail documents
Use the Message Setup window to create messages that you can send to customers or vendors when sending
documents in e-mail. Messages can be predefined on a company-wide basis, and used on Sales Order Processing,
Receivables Management, or Purchase Order Processing documents, or Payables Management remittances.
Messages can be assigned to the documents that you want to send in e-mail so all customers or vendors receive
the same message for selected documents. For example, you can send a promotional message to your customers
when sending sales quotes in e-mail. You also can assign a specific message to an individual customer or vendor.
For example, you can send a holiday greeting message to a vendor. When you create a message, you can enter an
alternate e-mail address so your customer or vendor can reply to a specific e-mail address.
You also can customize your messages by adding fields that are associated with a document type. For example, a
message can be personalized to address each customer or vendor by name. You could add the due date for a sales
invoice in a message or the PO number for a purchase order.
To set up messages for e-mail documents:
1. Open the Message Setup window. (Administration >> Setup >> Company >> E -mail Message Setup)
2. Enter an ID to identify the message.
3. Enter a description of the message ID.
4. Select the series in which you want this message to appear. Messages assigned to All can be used with both
the Sales and Purchasing series.
5. Select a document type from the series you selected. This field isn’t available if you selected All as the series.
6. Enter a subject line for the message. If you don’t enter a subject for the message, the document number of
the transaction you are sending is used.
You also customize the subject line by adding a field or fields associated with a document type. See Customizing a
message with additional fields for more information.
1. Enter the message that will appear in the e-mail when sending documents.
You also customize the message by adding a field or fields associated with a document type. See Customizing a
message with additional fields for more information.
1. Enter or select an address that a customer or vendor can use to send a reply to a specific e-mail address. For
example, assume that you have entered sales@fabrikam.com as the reply to address. If you send a document in
e-mail to a vendor, the vendor receives e-mail from username@domainname.com. When the vendor replies to
the e-mail, sales@fabrikam.com is used in the To field.
The default reply to address is the address displayed in the Sales E -mail Setup window or the Purchasing E -mail
Setup window.
1. Choose Validate to verify the field or fields you added to the message body or subject line match the
document type assigned to the message.
2. Choose Save to save the message ID.
Customizing a message with additional fields
You customize the subject or message body by adding a field or fields associated with a document type from the
series you selected. For example, a message can be personalized to address each customer or vendor by name. You
also could add a tracking number in the message for a sales invoice or a PO number and promised date in a
message for a purchase order.
To customize a message with additional fields:
2. Select Sales or Purchasing as the series in which you want this message to appear.
3. Select a document type from the series you selected.
4. Place the cursor in the Subject field or in the message body.
5. From the Field field, select an additional field.
6. Choose Insert.
To customize a message with additional fields using the right-click menu:
2. Select Sales or Purchasing as the series in which you want this message to appear.
3. Select a document type from the series you selected.
5. Right-click in the body or subject of a message ID and select Insert.
6. In the Insert window, select the field or fields you want to add.
7. Choose OK.
Copying an existing email message to a new message
When you create a new message, you can copy the message information, except for the document type, from an
existing message ID to a new message ID. For example, if you created a message ID for a receivables invoice, you
can copy message information from the existing message ID from a sales invoice.
To copy an existing email message to a new message:
1. Open the Company E -mail Setup window. (Administration >> Setup >> Company >> E -mail Message
Setup)
2. Enter a new message ID.
3. Choose the Copy button.
4. In the Copy Email Message window, select the message ID you want to copy security information from.
5. Choose OK.
The Copy Email Message window closes and the message information is copied to the new message ID displayed
in the Message Setup window. The document type from the existing message ID is not copied to the new message
ID.
Setting up e-mail options for sales documents
Use the Sales E -mail Setup window to mark which sales documents can be sent in e-mail and select a default
message ID for each of those documents. You also can enter an e-mail address where customers can send replies
to and select options to change the reply to address and change the message when you enter a sales document.
The options you select in this window are available when you set up or modify e-mail options for your customer
records.
To set up e-mail options for sales documents:
1. Open the Company E -mail Setup window.
(Administration >> Setup >> Company >> E -mail Settings)
1. Click the Sales Series link to open the Sales E -mail Setup window.
2. Mark the documents you want to send in e-mail to your customers. If a document is unmarked, it can’t be
sent in e-mail. To select all documents, mark the Enable option.
3. Enter or select the message ID you want to send for each document type you want to send in e-mail. A
message ID isn’t required when sending documents in e-mail.
4. Enter or select an address that a customer can use to send a reply e-mail for the document type. The address
you enter in this field is the default reply to address if you created a new message for the sales series.
5. Mark to change the address used as a reply to address when entering a sales document. If you mark this
option, you can edit the message in the Sales E -mail Detail Entry window or the Receivables E -mail Detail
Entry window.
6. Mark to change the e-mail message when entering the sales document. You can edit the message in the
Sales E -mail Detail Entry window or the Receivables Email Detail Entry window.
If you don’t mark this option, you wont be able to edit the subject and message body of the Sales E -mail Detail
Entry window or the Receivables E -mail Detail Entry window.
1. Choose OK to save your changes or choose the Customer Setup button to update multiple customer records
with e-mail options. For more information about updating multiple customer records with e-mail options, see
Setting up email options for multiple customers .
Setting up e-mail options for multiple customers
Use the Mass Customer E -mail Settings window to assign e-mail settings to multiple customers. You can select
which documents you want to send to the customers. You also can specify message IDs and the document format
to use for the vendor. A message ID is a predefined message that you can assign to a document that you want to
send in e-mail. For example, you can send a promotional message to your customers when sending sales quotes in
e-mail.
If you want to set up an individual customer, you can use the Customer E -mail Options window. For more
information, see the Receivables Management documentation.
To set up e-mail options for multiple customers:
1. In the navigation pane, choose the Sales button, and then choose the Customers list.
2. Mark the customers you want to set up e-mail options for.
3. In the Modify group or its overflow menu, and then select E -mail Settings to open the Mass Customer E -
mail Settings window.
4. Select to send documents as attachments or embed documents in the message body. The options available
depend on your selections in the Company E -mail Setup window.
5. If you are sending documents as attachments, you can mark to send multiple attachments for documents of
the same document type with the same subject, message body, address to send replies to, To, Cc, and Bcc
address in one e-mail.
6. If you are sending documents as attachments, mark to set a maximum file size limit for attached documents
sent to the customers and enter the file size. If this field is unmarked, there isn’t a size limit.
7. Mark the documents you want to send in e-mail. If a document is unmarked, it can’t be sent in e-mail. The
documents available to send depend on the documents you selected in the Sales E -mail Setup window. To
select all documents, mark the Enable option.
8. Enter or select the message ID to use with the document type. If you didn’t select a message ID for the
document type in the Sales E -mail Setup window, the Message ID field is blank. A message ID isn’t required
when sending documents in e-mail.
9. Select the file format to send the documents in as attachments. The files formats available to send
attachments depend on the formats you selected in the Company E -mail Setup window.
enabled in the Template Configuration Manager window. Standard reports (reports generated by the Report
Writer) are sent when you send documents as HTML attachments.
1. Choose OK to update the selected customers with the options you entered.
Setting up e-mail options for purchasing documents
Use the Purchasing E -mail Setup window to mark which purchasing documents can be sent in e-mail and select a
default message ID for those documents. You also can select an e-mail where vendors can send replies to and
select options to change the reply to address and the message when you enter a purchasing document. The options
you select in this window are available when you set up or modify e-mail options for vendor records.
To set up e-mail options for purchasing documents:
1. Open the Company E -mail Setup window. (Administration >> Setup >> Company >> E -mail Settings)
2. Click the Purchasing Series link to open the Purchasing E -mail Setup window.
3. Mark the documents you want to send in e-mail. If a document is unmarked, it can’t be sent in e-mail. To
select all documents, mark the Enable option.
4. Enter or select the message ID you want to send for each document type you want to send in e-mail. A
message ID isn’t required when sending documents in e-mail.
5. Enter or select an address that a vendor can use to send a reply e-mail for the document type. The address
you enter in this field is the default reply to address if you created a new message for the purchasing series.
6. Mark to change the address used as a reply to address when entering a purchase order. If you mark this
option, you can edit the message in the Purchasing E -mail Detail Entry window.
7. Mark to change the e-mail message when entering the purchasing document. You can edit the message in
the Purchasing E -mail Detail Entry window.
If you don’t mark this option, you wont be able to edit the subject and message body of the Purchasing E -mail
Detail Entry window.
1. Choose OK to save your changes or choose the Vendor Setup button to update multiple vendor records with e-
mail options. For more information about updating multiple vendor records with e-mail options, see Setting up
e-mail options for multiple vendors .
Setting up e-mail options for multiple vendors
Use the Mass Vendor E -mail Settings window to assign e-mail settings to multiple vendors. You can select which
documents you want to send to the vendors. You also can specify message IDs and the document format to use for
the vendors. A message ID is a predefined message that you can assign to a document that you want to send in e-
mail. For example, you can send a promotional message to your vendors when sending purchase orders in e-mail.
You can either send documents as attachments or embed documents in the message body. If you send documents
as attachments, you can select to send multiple attachments to the vendors and set the maximum file size of the
document.
If you want to set up an individual vendor, you can use the Vendor E -mail Options window. For more information,
see the Payables Management documentation.
To set up e-mail options for multiple vendors:
1. In the navigation pane, choose the Purchasing button, and then choose the Vendors list.
2. Mark the vendors you want to set up e-mail options for.
3. In the Modify group or its overflow menu, and then select E -mail Settings to open the Mass Vendor E -mail
Settings window.
depend on your selections in the Company E -mail Setup window.
6. If you are sending documents as attachments, mark to set a maximum file size limit for attached documents
sent to the vendors and enter the file size. If this field is unmarked, there isn’t a size limit.
7. Mark the documents you want to send in e-mail. If a document is unmarked, it can’t be sent in e-mail. The
documents available to send depend on the documents you selected in the Purchasing E -mail Setup
window. To select all documents, mark the Enable option.
8. Enter or select the message ID to use with the document type. If you didn’t select a message ID for the
document type in the Purchasing E -mail Setup window, the Message ID field is blank. A message ID isn’t
required when sending documents in e-mail.
9. Mark the file format or formats to send the documents in as attachments. The files formats available to send
attachments depend on the formats you selected in the Company E -mail Setup window.
enabled in the Template Configuration Manager window. Standard reports (reports generated by the Report
Writer) are sent when you send documents as HTML attachments.
1. Choose OK to update the selected vendors with the options you entered.
Chapter 17: Document attachment setup
Use this information to set up the document attachment functionality in Microsoft Dynamics GP.
Document attachment overview
Setting up document attachment options
Document attachment overview
By using the document attachment functionality in Microsoft Dynamics GP, you attach documents such as
requisitions, credit reports and images to master records, Sales Order Processing transactions and Purchase Order
Processing transactions. You can attach documents to individual line items on transactions.
You can flow or roll down attachments from master records to transactions. For example, you can attach directions
to a vendor’s location to the vendor record. If you are rolling down attachments for the vendor record, the
directions are attached to each purchase order that the vendor is assigned to.
You also can define attachment attributes to further describe the attachment. For example, you could enter Image
as a user-defined label for an attachment in the Document Attachment Setup window and then enter a description
of the image in the Attachment Properties window after attaching the image to an item record.
If you are using the email functionality for documents in Microsoft Dynamics GP, you can select attachments to
send in email when you send the purchase order or sales document in email.
You can attach documents to the following master records.
MASTER RECORDS
Item record Vendor record
Customer record
You can attach documents to the following documents and transactions. You also can attach documents to the line
items assigned to the documents and transactions.
TRANSACTIONS
Sales quote Purchasing Invoice receipt
Sales order In-transit transfer receipt
Sales fulfillment order Purchasing return
Sales invoice Purchasing return/credit
Sales return Purchasing inventory
Sales back order Purchasing inventory w/Credit
Standard purchase order Payables invoice

TRANSACTIONS
Blanket purchase order Payables finance charge
Drop-ship purchase order Payables return
Drop-ship blanket purchase order Payables miscellaneous charge
Shipment receipt Payables credit memo
Transactions
Shipment/Invoice receipt
Setting up document attachment options

Use the Document Attachment Setup window to select options for attaching documents.
To set document attachment options:
1. Open the Document Attachment Setup window. (Administration >> Setup >> Company >> Document
Attachment Setup)
2. Mark to attach documents to transactions, transaction line items, and master records.
3. Enter or select the default location.
4. Mark to delete the file from the default location after attaching a document to a transaction or master
record.
5. Enter the maximum file size limit for attached documents.
6. Mark to delete attachments from master records and transactions in the Document Attachment
Management window. If you don’t mark this option, you cannot delete attachments from master records
and transactions.
7. Assign a password that will be required to use when deleting attachments. If this field is blank, no password
is required to delete an attachment.
8. Mark to allow attachments to flow or roll down from a customer record to a transaction.
9. Mark Flow or Not Flow as the default type when entering attachments for the customer records. You can
use the Attachment Properties window to change the type after entering attachments. If you mark Not Flow,
the attachment assigned to the customer record will not roll down to the transactions entered for the
customer.
10. Mark to allow attachments to flow or roll down from an item record to a transaction.
11. Mark Flow or Not Flow as the default type when entering attachments for the item records. You can use the
Attachment Properties window to change the type after entering attachments. If you mark Not Flow, the
attachment assigned to the item record will not roll down to the transactions that the item is assigned to.
12. Mark to allow attachments to flow or link from a vendor record to a transaction.
13. Mark Flow or Not Flow as the default type when entering attachments for the vendor records. You can use
the Attachment Properties window to change the type after entering attachments. If you mark Not Flow, the
attachment assigned to the vendor record will not roll down to the transactions entered for the vendor.
14. Mark to send attachments in email. By marking this option, the Mark Send Attachments in Email option is
available in the Attachment Properties window. If you are using the email functionality in Microsoft
Dynamics GP, you can select attachments to send in email when you send purchase order or sales
document in email.
15. Enter labels for user-defined attribute fields for attachments. The labels you enter here will appear in the
Attachment Properties window, and you can enter information about the label in the field. For example, you
might enter Picture as the label in this window and then enter a description of the picture in the Attachment
Properties window.
You can select a default attribute label.
Chapter 18: Intrastat setup
Intrastat is the system for collecting statistics on the trade of goods between European Union (EU ) countries.
Intrastat data is required for all items either bought from EU vendors or sold to EU customers, and must be
provided on a monthly basis. Requirements for Intrastat are similar in all EU countries. The government uses these
statistics as an economic indicator.
The entries you make will be used to create the Intrastat Trade Report you submit to your government, and the EC
Sales List, which displays cumulative goods value totals by each vendor or customer Tax Registration number.
Tracking Intrastat statistics for a company
Setting up country codes
Setting up transport mode codes
Setting up transaction natures
Setting up incoterms codes
Setting up procedure/regime codes
Setting up port codes
Setting up region codes
Setting up country of origin codes
Setting up tax commodity codes
Tracking Intrastat statistics for a company
Use the Company Setup Options window to enable a company to track Intrastat trade statistics.
NOTE
The options in this procedure may have been marked automatically, depending on the country or region you chose when
you installed Microsoft Dynamics GP.
To track Intrastat statistics for a company:

1. Open the Company Setup window.
(Administration >> Setup >> Company >> Company)
1. Enter or select a company.
2. Choose the Options button to open the Company Setup Options window.
3. Mark Enable Intrastat Tracking to make Intrastat entry windows available. If you don’t mark this option, you
won’t be able to enter Intrastat information for transactions, vendors, or customers.
4. Choose OK to close the Company Setup Options window.
5. Choose OK in the Company Setup window to save your changes.
Setting up country codes
Use the Country Code Maintenance window to set up country codes.
These codes are used when you prepare the Intrastat Trade statistics reports for each item sold to a customer or
purchased from a vendor located in an EU member state. The following are examples of country codes:
COUNTRY CODE COUNTRY
BE Belgium
DE Germany
DK Denmark
EL Greece
ES Spain
FR France
GB United Kingdom
IE Ireland
COUNTRY CODE COUNTRY
IT Italy
LU Luxembourg
NL Netherlands
PT Portugal
TK Turkey
To set up country codes:

1. Open the Country Code Maintenance window.(Administration >> Setup >> Company >> Country Codes)
The Country Code Maintenance window will be available only if you have marked to enable Intrastat tracking in
the Company Setup Options window.
1. Enter a country code and indicate whether this country is an EU member.
2. Enter a description for this country code.
3. Save your changes and continue entering country codes.
Setting up transport mode codes
Use the Transport Mode Maintenance window to set up transport mode codes identifying all the shipping methods
you use to transport goods to EU member states or to receive goods from EU member states.
purchased from a vendor located in an EU member state.
You may wish to refer to the transport mode codes defined by your government. The following are examples of
transport mode codes:
TRANSPORT MODE CODE TRANSPORT MODE
1 Sea Freight
2 Rail Freight
3 Road Freight
4 Air Freight
5 Post
7 Fixed Transport Installations
8 Inland Waterway
9 Own Propulsion
To set up transport mode codes:

1. Open the Transport Mode Maintenance window.
(Administration >> Setup >> Company >> Transport Mode Codes)
The Transport Mode Maintenance window will be available only if you have marked to enable Intrastat tracking in
1. Enter a transport mode code.
2. Enter a description for this transport mode code.
3. Save your changes and continue entering transport mode codes.
Setting up transaction natures
Use the Transaction Nature Maintenance window to set up transaction natures for the types of transactions you
usually enter for EU vendors or customers.
purchased from a vendor located in an EU member state. You may wish to refer to the transaction nature codes
defined by your government. The following are examples of transaction natures:
TRANSACTION NATURE CODE TRANSACTION NATURE
10 Sale of Goods/Services Invoice
16 Sale of Goods/Services Credit
20 Return Goods/Services Invoice
26 Return Goods/Services Credit
30 Free of Charge Supply Invoice
36 Free of Charge Supply Credit
40 Goods for Processing or Repair
60 Move Goods/No Change of Owner
90 Other Transactions
To set up transaction natures:

1. Open the Transaction Nature Maintenance window.
(Administration >> Setup >> Company >> Transaction Nature Codes)
The Transaction Nature Maintenance window will be available only if you have marked to enable Intrastat
tracking in the Company Setup Options window.
1. Enter a transaction nature.
2. Enter a description for this transaction nature.
3. Save your changes and continue entering transaction natures.
Setting up incoterms codes
Use the Incoterms Maintenance window to set up incoterms codes that are used to determine the point at which
responsibility for the goods will change from the exporter to the importer. Incoterms stands for International
Commercial Terms and are maintained by the International Chamber of Commerce.
purchased from a vendor from an EU member state. The following list provides examples of incoterms codes:
INCOTERMS CODE DELIVERY METHOD
CIF Cost, Insurance and Freight
DDU Delivered Duty Unpaid
EXW Ex-Works
FOB Free on Board
To set up incoterms codes:

1. Open the Incoterms Maintenance window.
(Administration >> Setup >> Company >> Incoterms)
The Incoterms Maintenance window will be available only if you have marked to enable Intrastat tracking in the
Company Setup Options window.
1. Enter a incoterms code.
2. Enter a description for this incoterms code.
3. Save your changes and continue entering incoterms codes.
Setting up procedure/regime codes
Use the Procedure/Regime Maintenance window to set up procedure/regime codes.
purchased from a vendor from an EU member state. You may wish to refer to the transaction nature codes defined
by your government.
To set up procedure/regime codes:
1. Open the Procedure/Regime Maintenance window.(Administration >> Setup >> Company >>
Procedure/Regime)
The Procedure/Regime Maintenance window will be available only if you have marked to enable Intrastat tracking
in the Company Setup Options window.
1. Enter a procedure/regime code.
2. Enter a description for this procedure/regime code.
3. Save your changes and continue entering process type codes.
Setting up port codes
Use the Port Maintenance window to track the goods port of entry for a purchase and the port of exit for a sale
by your government.
To set up port codes:
1. Open the Port Maintenance window.(Administration >> Setup >> Company >> Port)
The Port Maintenance window will be available only if you have marked to enable Intrastat tracking in the
1. Enter a port code.
2. Enter a description for this port code.
3. Save your changes and continue entering port codes.
Setting up region codes
Use the Region Maintenance window to track from which region the goods originated for a purchase and the
region of destination for a sale.
by your government.
To set up region codes:
1. Open the Region Maintenance window.(Administration >> Setup >> Company >> Region)
The Region Maintenance window will be available only if you have marked to enable Intrastat tracking in
2. Enter a region code.
3. Enter a description for this region code.
4. Save your changes and continue entering region codes.
Setting up country of origin codes
Use the Country of Origin Maintenance window to track the country the goods originated in.
by your government.
To set up country of origin codes:
1. Open the Country of Origin Maintenance window.(Administration >> Setup >> Company >> Country of
Origin)
The Country of Origin Maintenance window will be available only if you have marked to enable Intrastat tracking
in the Company Setup Options window.
1. Enter a country of origin code.
2. Enter a description for this country of origin code.
3. Save your changes and continue entering country of origin codes.
Setting up tax commodity codes
Use the Tax Commodity Code Maintenance window to set up tax commodity codes for products or services you
either sell or purchase. Commodity codes for goods and services are defined in the EU Combined Nomenclature.
by your government.
To set up tax commodity codes:
1. Open the Tax Commodity Code Maintenance window.(Administration >> Setup >> Company >> Tax
Commodity Codes)
The Tax Commodity Code Maintenance window will be available only if you have marked to enable Intrastat
tracking in the Company Setup Options window.
1. Enter a tax commodity code.
2. Enter a description for this tax commodity code.
3. Save your changes and continue entering tax commodity codes.
Part 4: Tax setup

This part of the documentation contains information about tracking taxes on sales and purchases in Microsoft
Dynamics GP. For information about payroll taxes, refer to the Payroll documentation.
For additional information about tax setup windows, refer to the help. (From the Help menu, choose Index; then
type the name of the window and choose Display.) The following information is discussed:
Chapter 19, “International taxes,” provides an overview of some tax features and special setup information
for different areas of the world.
Chapter 20, “Value-added tax,” explains how to set up information needed to correctly process Value-added
Taxes (VAT).
Chapter 21, “Tax overview,” provides an introduction to tax calculation and tax schedules in Microsoft
Dynamics GP.
Chapter 22, “Tax details,” explains how to use the Tax Detail Maintenance window to add, change, or delete
tax details.
Chapter 23, “Tax schedules,” describes how to set up tax schedules used to calculate all the taxes that apply to
a sales or purchase transaction.
Chapter 19: International taxes
Microsoft Dynamics GP accommodates the different tax rates on goods and services in cities, states, provinces,
regions, and countries in many areas of the world. These taxation methods include goods and services tax (GST),
Provincial Sales Tax (PST), Québec Sales Tax (QST), Value-added Tax (VAT), and Pay As You Go (Withholding), as
well as taxes calculated as a percent of sale or purchase.
This information provides an overview of some features and special setup information for different areas of the
world.
Review the sections listed below that apply to countries in which you do business and complete any preliminary
setup tasks that are necessary. Then, continue to Chapter 21, “Tax overview,” to set up taxes.
COUNTRY/REGION DEFAULT TAX OPTIONS
Africa Calculate Taxes in General Ledger Enter VAT Return Require

Tax Detail Totals to Match the Pre-Tax Amount Specify Tax
Details for Automatic Tax Calculations Use Shipping Method
when Selecting Default Tax Schedule
Australia Enable GST for Australia Enter Tax Date Use Shipping Method
when Selecting Default Tax Schedule
COUNTRY/REGION DEFAULT TAX OPTIONS
Belgium Calculate Taxes in General Ledger Calculate Terms Discount

Before Taxes Enable Reverse Charge Taxes Enter VAT Return
Require Tax Detail Totals to Match the Pre-Tax Amount Specify
Tax Details for Automatic Tax Calculations
Canada Allow Summary-Level Tax Edits Use Shipping Method when

Selecting Default Tax Schedule
Colombia Allow Summary-Level Tax Edits Calculate Taxes in General

Ledger Use Shipping Method when Selecting Default Tax
Schedule
Default tax options

Setting up taxes in the United States
Setting up taxes in Canada
Setting up company GST information for Canada
Canadian tax detail option
Setting up taxes in New Zealand
Setting up company GST information for New Zealand
Setting up taxes for Europe and the United Kingdom
Setting up taxes in the United States
The United States has varying state and local tax rates and calculation bases. Tax can be calculated on sales and
purchases.
In the United States, most states have a sales tax, and many cities and counties assess additional taxes. Tax rates for
different types of goods and services vary from jurisdiction to jurisdiction. Certain goods may be subject to a
“luxury tax,” as well.
Not-for-profit organizations and certain businesses may qualify for exemptions from some taxes; check with your
taxing authority for more information.
In most jurisdictions in the United States, taxes are not assessed on other taxes; “taxable taxes” in Microsoft
Dynamics GP are most commonly used outside the United States.
If you do business exclusively in the United States, you can set up all your tax information using the Tax
Detail Maintenance and Tax Schedule Maintenance windows.
If you do business outside the United States, set up additional tax information using the Company Setup
window. Then enter tax details and tax schedules for taxes in all countries and regions in which you do
business.
To set up taxes in the United States:
1. Enter your federal taxpayer identification number (TIN ) in the Tax Registration field.
When you’ve finished entering tax details and tax schedules, be sure to return to the Company Setup window and
specify the default sales and purchases tax schedules for the company.
Setting up taxes in Canada
Canada has a federal Goods and Services Tax (GST) that applies to every province and territory in Canada.
Generally, GST is collected on all supplies and services. However, the following conditions may apply:
An Exempt tax rate and a 0% tax rate may apply to certain goods. Exempt supplies should be assigned a 0%
tax detail as the rate and no tax should be collected. Generally, sales of exempt supplies are tracked and
reported, but can’t be claimed as Input Tax Credit.
Zero-rated supplies are taxable, but taxed at a rate of 0% and can be claimed as Input Tax Credit. As a result,
no tax is applied to the sale of these goods, but information is available for input tax credit purposes when
you complete the GST returns.
Provincial Sales Tax (PST) is collected at different rates throughout Canada. Each province also determines whether
the GST is taxable by the PST. Québec Sales Tax (QST) is the provincial sales tax in Québec. QST is taxed at two
rates, one for products and another for services.
Enter tax exempt and tax registration information using the Company Setup window.
To set up GST, PST, and QST taxes, use the Tax Detail Maintenance and Tax Schedule Maintenance windows.
Setting up company GST information for Canada
You’ll use the Company Setup window to enter company GST information.
To set up company GST information for Canada:
1. Enter your tax exemption numbers in the Tax Exempt fields.
2. Enter your company’s GST registration number in the Tax Registration field.
Canadian tax detail option
Mark the Enable Canadian Tax Detail option in the Company Setup Options window (Administration >> Setup >>
Company >> Company >> Options button) to do the following things:
Select the account that taxes calculated posts to when a you have selected a purchase tax detail type.
Select to post the tax detail to either the account on the tax detail, or the purchases account associated with
the vendor, or the inventory account from the item on the purchase order/shipment order receipt.
View sales and purchases transactions with the taxes included in the amounts if you have marked Inclusive
of Tax on the View menu (View >> Inclusive of Tax).
Setting up taxes in New Zealand
New Zealand uses a federal Goods and Services Tax (GST); it also has a system of handling payment terms
discounts.
When a customer pays an invoice within the time that a discount is allowed, the discount is taken on the GST
amount, as well as the amount of the sale.
Enter company GST information using the Company Setup window.
To set up federal and state taxes, use the Tax Detail Maintenance and Tax Schedule Maintenance windows.
Setting up company GST information for New Zealand
You’ll set up company GST information for New Zealand by choosing the appropriate option in the Company
Setup Options window.
To set up company GST information for New Zealand:
1. Enter your company’s GST registration number in the Tax Registration field.
2. Choose Options to open the Company Setup Options window
3. Mark the Calculate Terms Discount Before Taxes option to indicate how your company typically pays
invoices that include a terms discount. Marking this selection will result in taxes being applied only to the
discounted amount, regardless of when the payment is actually made.
If you typically pay invoices that include a terms discount before the discount expires, mark this
option. On occasions where you don’t pay before the discount expires, you’ll need to adjust the tax
amounts manually.
If you typically don’t pay invoices before their discounts expire, leave this option unmarked. On
occasions where you do pay before the discount expires, you’ll need to adjust the tax amounts
manually.
Setting up taxes for Europe and the United Kingdom
Value-Added Tax (VAT) is a general tax used throughout Europe and elsewhere in the world. Each country that uses
VAT has its own rate of taxation and often has different rates for various goods or special zones within the country.
VAT is collected on sales, and any credit for tax paid on purchases is also tracked. The difference is remitted to the
taxation authority in each country. See Chapter 20, “Value-added tax,” for more information on VAT.
Set up company VAT information using the Company Setup window.
Enter a zero percent tax detail for receivables and payables documents that are automatically generated
within the system when the Require Tax Detail Totals to Match the Pre-Tax Amount option is marked in the
Company Setup Options window. This tax detail will be used when refunding a check, consolidating vendors
and customers, assessing finance charges, and handling non-sufficient funds.
Set up taxes using the Tax Detail Maintenance and Tax Schedule Maintenance windows.
To enter VAT information for each of your debtors, use the Debtor Maintenance Options window when
you’re setting up debtor information.
To enter VAT information for each of your creditors, use the Creditor
Maintenance Options window when you’re setting up creditor information.
Chapter 20: Value -added tax
Value-added Tax (VAT) is an input tax due on purchases and an output tax due on sales. It is used throughout
Europe and elsewhere in the world. This information explains how to set up information needed to correctly
process VAT data.
Value-added tax overview
Setting up VAT for a company
Setting up VAT details and schedules
Entering VAT information for debtors and creditors
Value-added tax overview
Microsoft Dynamics GP accommodates the different tax rates on goods and services sold in cities, states,
provinces, regions, and countries in many areas of the world. These taxation methods include VAT. VAT is an input
tax due on purchases and an output tax due on sales. It is used throughout Europe and elsewhere in the world.
Each country that uses VAT has its own rate of taxation and often has different rates for various goods or special
zones within the country. VAT is collected on sales, and any credit for tax paid on purchases also is tracked. The
difference is remitted to the taxation authority in each country.
VAT entries will be used to compile the Detail Tax Report or the Summary Tax Report, which displays the total sale
or purchase amount, the total tax amount, the total EU sale or purchase amount and the total EU tax.
Setting up VAT for a company
Use the Company Setup window and the Company Setup Options window to set up company VAT
information.The following options in the Company Setup Options window will be marked automatically for you:
Calculate Taxes in General Ledger
Require Tax Detail Totals to Match the Pre-Tax Amount
Specify Tax Details for Automatic Tax Calculation
Be sure to enter a registration number for each company you set up. The options in this procedure may have been
marked automatically, depending on the country or region you chose when you installed Microsoft Dynamics GP.
To set up VAT for a company:
2. Enter your company’s VAT registration number in the Tax Registration field.
3. Choose the Options button to open the Company Setup Options window.
4. Mark the Calculate Terms Discount Before Taxes option. Marking this selection will result in taxes being
applied only to the discounted amount, regardless of when the payment is actually made.
5. Mark the Enable VAT Return option.
6. Enter a zero percent tax detail for receivables and payables documents that are automatically generated
within the system when the Require Tax Detail Totals to Match the Pre-Tax Amount option is marked. This
tax detail will be used when refunding a check, consolidating vendors and customers, assessing finance
charges, and handling non-sufficient funds.
7. Choose OK to close the Company Setup Options window.
8. Choose OK in the Company Setup window to save your changes.
Setting up VAT details and schedules
Use the Tax Detail Maintenance window and the Tax Schedule Maintenance window to set up tax details and
schedules. For more information about tax details and schedules, see Chapter 22, “Tax details” and Chapter 23,
“Tax schedules.”
When you set up a tax detail, you’ll define the basis that will be used to calculate the tax, the maximum or minimum
amount that will be taxed, and the account that will be used to track input or output tax amounts. Once you’ve set
up tax details, you can create tax schedules. Tax schedules are groups of tax details that will be assigned to a
transaction.
Input and output taxes usually are included in the item price or based on a percentage of the sale or purchase
amount, but Microsoft Dynamics GP supports all methods of calculation.
Entering VAT information for debtors and creditors
Before using Microsoft Dynamics GP to calculate input and output taxes, you must enter tax registration
information for your debtors and creditors. For more information about debtors and creditors, refer to the
Receivables Management and Payables Management documentation.
To enter VAT information for each of your debtors, use the Debtor Maintenance Options window when
you’re setting up debtor information.
To enter VAT information for each of your creditors, use the Creditor
Maintenance Options window when you’re setting up creditor information.
Chapter 21: Tax overview
This information contains an introduction to tax calculation and tax schedules in Microsoft Dynamics GP. You’ll
complete two procedures to set up your taxes; setting up tax details and setting up tax schedules.
For additional information about tax setup windows, refer to the help. (From the Help menu, choose Index; then
type the name of the window and choose Display.)
Before you enter tax details and schedules
Overview of Microsoft Dynamics GP taxes
Why tax schedules are used
How taxes are calculated
Default tax schedules
Freight and miscellaneous charge tax calculations
Withholding taxes
Before you enter tax details and schedules
Complete the following tasks before you begin entering tax details and schedules:
Enter a chart of accounts. For information on entering accounts, refer to the General Ledger documentation,
or to Setting up a posting account in Microsoft Dynamics GP if you’re not using General Ledger.
Set up shipping methods if you’ve marked the Use Shipping Method when Selecting Default Tax Schedule
option in the Company Setup Options window. Taxes are calculated based on the point of exchange, using
the shipping method assigned to a transaction to determine the point of exchange. Refer to Setting up a
shipping method
Complete international setup procedures. Review the information and complete the preliminary setup
procedures that apply to each country or region in which you do business.
Overview of Microsoft Dynamics GP taxes
You’ll complete two procedures to set up your taxes; setting up tax details and setting up tax schedules. At the most
basic level, the difference between tax details and tax schedules is this:
Tax details Tax details identify specific taxes, their rate of taxation and the taxing authority to whom taxes must be
paid.
Tax schedules Tax schedules provide a method of grouping the tax details that apply to companies, items,
customers, or vendors.
For example, if you’re setting up sales taxes for your business in Seattle,
Washington, you’ll need to set up details for each Washington state tax and each
Seattle city tax. After all the details have been defined, you can group the details for Washington and those for
Seattle into a schedule. This schedule can be assigned to all the customers, vendors, and items that are subject to
Seattle and Washington taxes.
When you enter transactions in Microsoft Dynamics GP, you don’t need to select all the tax details that apply to the
transaction; once you’ve set up tax schedules, Microsoft Dynamics GP calculates all applicable taxes automatically.
Why tax schedules are used
Consider the following example:
A business is located in the same taxing jurisdiction as all its customers and vendors.
All the goods and services the business provides or purchases are taxed at the same rate.
There’s only one taxing authority to remit taxes to.
In this case, every transaction has exactly the same rate of taxation and the business can set up one tax detail. It also
must set up at least one tax schedule; when entering transactions in Microsoft Dynamics GP, the business’s clerk
selects the tax schedule, rather than a tax detail.
Chances are that your organization operates in a more complex taxing situation than the previous example. Your
situation is probably similar to the following example:
Your organization and at least some of your customers and vendors are subject to different tax jurisdictions.
Different goods and services are taxed at different rates, and the rates are different for different tax
jurisdictions.
There are multiple taxing authorities to remit taxes to.
Tax schedules are used to simplify the process of assigning all applicable details to each company, item, customer,
and vendor. These default schedules are used to calculate taxes automatically when you enter a transaction. If you
don’t specify a default tax schedule, you can select one as you’re entering the transaction.
When the system calculates tax on a sale or purchase, it compares the tax schedule assigned to the customer or
vendor, as well as the tax schedule assigned to the sale or purchase and any freight and miscellaneous charges. The
system checks for details that match between the customer or vendor and the sale or purchase amounts. Taxes are
calculated only for the details that match.
If you change the shipping method for a transaction, taxes are automatically recalculated. When the shipping
method is pickup, the tax schedule for the vendor is compared to the tax schedules for the items. When the
shipping method is delivery, the tax schedule for the customer is compared to the tax schedules for the items.
Different tax rates for different items
A retail store is selling three items to a customer:
A shirt at US$20.00
A portable radio at US$50.00
A liter of milk at US$1.00
The store is located in a town that is subject to 1.0% city tax and a 5.0% state tax. However, clothing and food are
not taxable in either jurisdiction. Because the customer is purchasing the items at a retail store, the exchange of
goods happens in the store’s jurisdiction, not the customer’s. To calculate the taxes, Microsoft Dynamics GP
compares the tax schedules that are assigned to each item with the tax schedules assigned to the store and
calculates taxes only for the details that appear for both.
TAX DETAILS IN THE

TAX SCHEDULE
ITEM ASSIGNED TO THE: CALCULATED TAX
Item Store Customer
Shirt (Clothing) 5% State 5% State US$0 because the

shirt isn’t taxable.
1% City
Radio (General) 5% State 5% State 5% State US$3.00 because the

tax schedules for both
the item and the store
contain the same tax
details.
1% City
Milk (Food) 5% State 5% State US$0 because the

milk isn’t taxable.
1% City
Different tax rates for different customers

A mail-order distributor is selling three items to a customer:
A shirt at US$20.00
A portable radio at US$50.00
A box of chocolates at US$10.00
The distributor is located in a town that is subject to 1.0% city tax and a 5.0% state tax. The customer is located in
another town, where no city taxes apply. Clothing and food are not taxable in either jurisdiction. Because the items
are being shipped to the customer, the exchange of goods happens in the customer’s jurisdiction, not the
distributor’s. To calculate the taxes, Microsoft Dynamics GP compares the tax schedules that are assigned to each
item with the tax schedule assigned to the customer and calculates taxes only for the details that appear for both.
TAX DETAILS IN THE

TAX SCHEDULE
Item Store Customer
Shirt (Clothing) 5% State 5% State US$0 because the

shirt isn’t taxable.
TAX DETAILS IN THE
TAX SCHEDULE
1% City
Radio (General) 5% State 5% State 5% State US$2.50 because only

the state tax applies
to both the item and
the customer.
1% City
Chocolate (Food) 5% State 5% State US$0 because the

chocolate isn’t taxable.
1% City
If you’ve marked the Use Shipping Method when Selecting Default Tax Schedule option in the Company Setup
Options window, Microsoft Dynamics GP uses the shipping method assigned to the transaction to determine
where the exchange of goods takes place, and provides the appropriate tax schedule as a default schedule for the
transaction.
SERIES SHIPPING METHOD’S SHIPPING TYPE DEFAULT TAX SCHEDULE COMES FROM
Sales Pickup Your company
Delivery Customer
Purchasing Pickup Vendor
Delivery Your company
Default tax schedules

Default tax schedules for freight and miscellaneous charges are set up by module; not by customer or vendor.
R e c e i v a b l e s M a n a g e m e n t a n d P a y a b l e s M a n a g e m e n t D e fa u l t t a x
schedules for sales or purchases, freight, and miscellaneous charges can be set up in the Receivables Setup Options
window for sales taxes and in the Payables Setup Options window for purchase taxes.
Sales Order Processing and Invoicing Default tax schedules for noninventoried items, freight, and
miscellaneous charges can be set up in the Sales Order Processing Setup Options window and in the Invoicing
Setup Options window. In these modules, you also have the option of basing the taxes for noninventoried items,
freight, and miscellaneous charges on the customer. If you select that option, the customer’s tax schedule is used
for the tax calculations. For more information, see the Sales Order Processing and Invoicing documentation.
Purchase Order Processing Default tax schedules for non-inventoried items, freight, and miscellaneous charges
can be set up in the Purchase Order Processing Setup Options window. You also have the option of basing the
taxes for noninventoried items, freight, and miscellaneous charges on the vendor. If you select that option, the
vendor’s tax schedule is used for the tax calculations. For more information, see the Purchase Order Processing
documentation.
Freight and miscellaneous charge tax calculations
Calculations for taxes on freight are based on comparisons between the tax schedule for the transaction—which,
depending on the transaction, can be the tax schedule for your company, the customer or the vendor—and the
freight tax schedule. For information about freight and miscellaneous charge tax calculations in Invoicing, Sales
Order Processing or Purchase Order Processing, refer to your Invoicing, Sales Order Processing, or Purchase
Order documentation.
Calculations for taxes on miscellaneous charges are based on comparisons between the tax schedule for the
transaction and the miscellaneous tax schedule.
The following example illustrates how these tax details are compared in Receivables Management and Payables
Management. Schedule A, B, and C contain these tax details:
TAX SCHEDULE A TAX SCHEDULE B TAX SCHEDULE C
TAX001 TAX001
TAX002
TAX003
TAX004 TAX004 TAX004
TAX005
TAX006
Assume the tax schedules are assigned in the following manner:
TAX SCHEDULE A TAX SCHEDULE B TAX SCHEDULE C
Freight Miscellaneous
Company Customer/Vendor
Sale/Purchase
Now, assume you’re recording a purchase of goods in Payables Management, and the shipping method is pickup.
The tax schedule assigned to the vendor appears as the default schedule, and the following taxes are charged:
TRANSACTION DETAILS TAX SCHEDULE
Purchase: $100 taxed using: TAX001 TAX004 TAX005 Tax Schedule C (assigned to the
purchase and vendor) contains details
TAX001, TAX004 and TAX005.
Freight: $10 taxed using: TAX001 TAX004 Tax Schedule A (assigned to Freight)
and Tax Schedule C (assigned to the
vendor) both contain details TAX001
and TAX004.
Next, assume that you are recording a purchase of goods and the shipping method is set to delivery. The tax
schedule assigned to the company appears as the default schedule and the following taxes are charged:

Purchase: $100 taxed using: TAX001 TAX004 Tax schedule A (assigned to the
company) and tax schedule C (assigned
to the purchase) both contain details
TAX001 and TAX004.
Freight: $10 taxed using: TAX001 TAX004 TAX006 Tax schedule A (assigned to freight and
to the company) contains details
TAX001, TAX004 and TAX006.
Miscellaneous: $10 taxed using: TAX004 Tax schedule A (assigned to the

company) and tax schedule B (assigned
to the transaction) both contain detail
TAX004.
Withholding taxes
Withholding is a system of taxation used in Australia to pay tax for people who work and earn money under
contract, such as providers of architectural services, building and construction companies, cleaning services,
engineering services, and motor vehicle repair businesses.
Withholding is paid and recorded differently in Receivables Management and Payables Management because the
debtor who makes the purchase is responsible for remitting the Withholding tax to the government. The company
selling the goods or services must write off the amount that the debtor paid to the government.
When a company purchases goods or services from a supplier who is subject to Withholding, the supplier must
include a partially completed Withholding Deduction Form with his or her bill to the purchasing company.
Using in Receivables Management
The supplier must account for the difference between the amount billed to the purchasing company and the
amount actually received due to the amount that was remitted to the taxing authority on its behalf. To do this in
Microsoft Dynamics GP, the supplier would follow this scenario:
An accounts receivable clerk prepares a bill for the full amount of goods or services rendered. The clerk also
prepares a Withholding Deduction Form, showing the amount billed.
The supplier sends the bill and the partially completed Withholding Deduction Form to the purchasing
company.
When the payment is received, the accounts receivable clerk records the amount received.
In addition, the clerk for the supplier should record the Withholding amount in the Additional Tax
Distributions and Writeoffs window.
Using in Payables Management
The purchasing company is required to remit the Withholding on behalf of the supplier. To do this using Microsoft
Dynamics GP, the purchasing company would follow this scenario:
An accounts payable clerk creates a creditor record for the supplier and records the withholding rate in the
Creditor Withholding Options window.
When the purchasing company receives the supplier’s bill, the clerk records the full bill amount.
When the clerk pays the bill, however, the Withholding amount is deducted from the payment and a
separate document for the Withholding amount is created automatically, payable to the Withholding
creditor (usually the taxing authority) specified in the Company Setup Options window.
The purchasing company would send the Withholding payment to the taxing authority, along with the
completed Withholding Deduction Form showing the
total amount billed and the Withholding amount deducted, and a Reconciliation Form.
In addition, the clerk for the purchasing company should record the Withholding amount in the Additional Tax
Distributions and Writeoffs window.
Transactions for Withholding amounts
When entering transactions for Withholding amounts, use the following windows to enter the Withholding
amounts.
WINDOW FIELD WHAT TO ENTER
Additional Tax and Writeoff Unposted Write-offs Distributed to The Withholding amount that the
Distributions (Receivables) Withholding: Withholding Amount debtor paid to the tax office on your
behalf.
Additional Tax and Write Off Unposted Write-offs Distributed to The amount you are paying to the tax
Distributions (Payables) Withholding: Withholding Amount office on the creditor’s behalf.
Example
Assume a supplier is a building contractor with a Withholding rate of 20%. If the purchasing company buys $1,000
of contracting services from the supplier, the supplier must provide a partially completed Withholding Deduction
form with the bill for $1,000.
The purchasing company would record the purchase for $1,000; when the bill was paid, a check for $800 would be
printed for the supplier, and a separate payment for $200 (20% of the $1,000 sale) would be created for the
Withholding taxing authority. The purchasing company would send the completed Withholding Deduction form to
the taxing authority along with this payment.
When the supplier receives the payment, it will use the Additional Tax and Writeoff Distributions window to record
the $200 that the purchasing company remitted to the taxation office.
Chapter 22: Tax details
The Tax Detail Maintenance window can be used to add, change, or delete tax details. Tax details identify the tax
specifics that are used in a tax schedule for a customer, vendor, or item.
What to set up tax details for
Minimum and maximum taxable amounts
Setting up tax details
What to set up tax details for
Set up a tax detail for each tax rate in each jurisdiction where you plan to do business.
If you plan to sell goods or services in that jurisdiction, set up a sales tax detail.
If you plan to purchase goods or services in that jurisdiction, set up a purchases tax detail.
If different goods or services are taxed at different rates, set up a separate tax detail for each type of good or
service. (Be sure to set up both sales and purchases details, if applicable.)
If certain goods and services aren’t taxable in a particular jurisdiction, you may not need to set up a tax detail for
them. However, if you are required to track sales or purchases of these exempt or zero -rate taxes, you can set up tax
details to do so.
Minimum and maximum taxable amounts
When you set up tax details, you can specify minimum and maximum taxable amounts. For example, if the law
requires that at least $100 must be purchased before any tax is added to the sale price, enter $100 as the minimum
taxable amount. If the tax only applies to amounts up to $500, enter $500 as the maximum taxable amount.
You also can indicate whether tax should be calculated on the full amount. In this example, the full $500 is taxable if
you select Full Amount from the Include list. If you select Amount within Range, the difference between the $100
minimum and $500 maximum—$400—is taxable.
Refer to the following tables for more information.
FULL AMOUNT
Minimum = $100 Maximum = $500
Sale amount Tax calculated? Tax calculated on:
$50 No —
$150 Yes $150
$400 Yes $400
$550 Yes $500 (Full amount)
Amount within Range
Minimum = $100 Maximum = $500
Sale amount Tax calculated? Tax calculated on:
$50 No —
$150 Yes $50 ($150 - Minimum)
$400 Yes $300 ($400 - Minimum)
$550 Yes $400 (Maximum - Minimum)
Setting up tax details

Use the Tax Detail Maintenance window to set up tax details.
To set up tax details:
1. Open the Tax Detail Maintenance window.(Administration >> Setup >> Company >> Tax Details)
A screenshot of a cell phone Description automatically generated
1. Enter a tax detail ID and a description for the detail. You may want to use a descriptive ID that will identify the
tax as sales or purchases, such as NY -S for a New York sales tax or GST-P for purchases.
Because the details are sorted in alphanumeric order, you may want to name them so they sort in the order that
you want. Give the details names such as VAT07 and VAT16 to make them sort correctly.
1. In the Type list, select either Sales or Purchases.
2. In the Tax ID Number field, enter your tax registration code for this tax, if your country requires it.
3. In the Account field, enter an account to track taxes paid or received. For example, you might select a Sales
Tax Payable account for sales type details and a Sales Tax Expense account or Input Tax Credit account for
purchase type details.
4. If you are setting up a purchasing tax detail for Australian GST, specify whether you want the purchase tax
detail to be posted to a tax detail account, vendor purchase account, or inventory account. This field wont be
available for a sales tax detail.
5. For the History option, mark one or both of the selections.
Mark Calendar Year to track tax detail history by calendar months, which will help you track information that
the government may require.
Mark Fiscal Year to track tax detail information for each of the periods you defined for the fiscal year. This
information allows you to print reports that accurately reflect activity in each fiscal period.
1. From the Based On list, select a tax base. Your selection will determine how taxes for this detail are
calculated.
In Canada, a general GST is considered a percent of sale/purchase tax. In the United Kingdom, a
general VAT is considered a percent of sale/ purchase tax.
In Canada, some PST taxes are considered percent of sale/purchase plus taxable taxes. The percent of
sale/purchase plus taxable taxes tax base is rarely if ever used in the United States.
2. From the Round list, select a method by which you want to round the tax amount.
3. In the Percentage or Amount field, enter the rate or amount of the tax detail.
The name of the field changes depending on your selection in the Based On list.
1. In the Based On Detail field, select the tax detail this tax is based on, if applicable.
2. In the Taxable Amount Min and Max fields, enter the minimum and maximum taxable amount for this detail,
if applicable. If you don’t enter a minimum or maximum, taxes will be calculated on transactions of any
amount.
If there is no maximum taxable amount, don’t enter anything other than 0 in the maximum taxable amount field. If
the amount shown in that field is greater than zero, Microsoft Dynamics GP will compare the taxable amount to
the maximum each time taxes are recalculated, which can significantly increase processing time. If the amount in
the Taxable Amount Max field is 0, Microsoft Dynamics GP doesn’t perform the comparison and processing time is
reduced.
1. If you entered a minimum or maximum taxable amount, complete the following steps:
Use the Include list to select whether to calculate the tax on the full amount of the transaction or only
to the amount that’s within the minimum - maximum range of the tax.
Use the Qualifiers list to select what the taxable minimum and maximum are compared to when
deciding whether the tax should be calculated. The selection you make in the Based On field
determines which options appear in the Qualifiers list.
2. If other taxes will be calculated on this tax, mark the Taxable Tax option. For example, if the GST on an item
may be in the amount taxed by PST, mark the GST detail as a taxable tax.
3. If you’re required by law to identify taxes on invoices, complete the following steps:
Mark the Print on Documents option.
In the field next to Print on Documents, enter a one-character code, such as G for GST or P for PST.
The character will appear on your invoices next to each of the items taxed.
4. Mark the Tax Invoice Required option if you want to claim any input tax on your Business Activity Statement
(BAS ) for the tax detail. If you mark this field and a purchase transaction uses this tax detail, the Tax Invoice
Required field will be marked for the transaction. For more information about BAS, refer to your GST and
Australian Tax documentation
5. Select the BAS assignments for the tax detail. These assignments will be used to determine which amounts
should be printed in each field on the BAS. For more information about BAS, refer to your GST and
Australian Tax documentation.
6. To enter address information for the taxing authority, choose the Address button. (The address for the tax
detail is used on period-end reports for the taxing authority.)
In the Tax Detail Address window, enter the address.
Choose OK to save the address and redisplay the Tax Detail Maintenance window.
7. Choose Save to save the tax detail.
8. Verify your entries with a Tax Detail ID Report. (In the Tax Detail ID field, select a tax detail, then choose File
>> Print.)
Chapter 23: Tax schedules
After you’ve set up details for all the taxes you’re required to collect or pay, you can begin creating tax schedules.
Tax schedules are groups of tax details that are assigned to a transaction. These schedules are used to calculate all
the taxes that apply to a sales or purchase transaction.
What to set up tax schedules for
Setting up a tax schedule
Copying a tax schedule
Setting up default company tax schedules
What to set up tax schedules for
For each jurisdiction where you plan to do business, set up the following tax schedules:
A purchases tax schedule*,* including all purchases tax details that apply to that jurisdiction. Purchases tax
schedules are assigned to vendor records, and a default purchases tax schedule can be specified in the
Payables Management Setup Options window.
A sales tax schedule, including all sales tax details that apply to that jurisdiction. Sales tax schedules are
assigned to customer records, and a default sales tax schedule can be specified in the Receivables
Management Setup Options window.
For each category of inventoried items that you buy or sell that is taxed at different rates in different jurisdictions,
set up a single tax schedule:
An item tax schedule that contains applicable tax details for all jurisdictions. Be sure to include both sales and
purchases details in this tax schedule. Item tax schedules are assigned to item records.
For non-inventoried items, freight, and miscellaneous charges, set up the following tax schedules:
At least one non-inventoried item tax schedule, including the tax details that most commonly apply to
the non-inventoried items you buy or sell. Non-inventoried tax schedules are assigned to transactions.
At least one freight tax schedule, including the tax details that most commonly apply to the freight charges
you incur. Freight tax schedules are assigned to transactions.
At least one miscellaneous charge tax schedule*,* including the tax details that most commonly apply to
the miscellaneous charges you incur. Miscellaneous charge tax schedules are assigned to transactions.
Default tax schedules for non-inventoried items, freight, and miscellaneous charges are specified in the setup
options window for each module in which these tax schedules can be used.
In addition to the other recommended tax schedules, you may want to set up a tax schedule that contains all tax
details.
Setting up a tax schedule
You’ll use the Tax Schedule Maintenance window to set up a tax schedule. You can use the Copy button to create
schedules if you have a long list of details that belong in several schedules. For more information see Copying a tax
schedule .
To set up a tax schedule:
1. Open the Tax Schedule Maintenance window. (Administration >> Setup >> Company >> Tax Schedules)
2. Enter a tax schedule ID and a description. You may want to identify your schedule with a descriptive name.
For example, if you’re creating a tax schedule for the city of Austin, Texas, you may want to name the
schedule TXAUST.
3. To add details to the schedule, complete the following steps for each detail you want to add:
In the Available Tax Detail IDs list, select the tax detail you want to add.
Choose the Insert button; the detail is inserted in the Selected Tax Detail IDs list.
If the Auto-Calc. option is available, you can mark this option to include tax details in the tax
calculation. Tax calculations will be based on the tax details marked to automatically calculate. This
option is available if you marked the Specify Tax Details for Automatic Tax Calculation option in the
4. Choose Save to save the schedule.
5. Verify your entries with a Tax Schedule Report. (In the Tax Schedule ID field, select a tax schedule, then
choose File >> Print.)
Copying a tax schedule
To save time, you can copy all tax details from an existing tax schedule into the tax schedule you’re currently setting
up using the Tax Schedule Maintenance window.
For example, assume that you’ve created a schedule for Illinois taxes, and now you want to create a sales tax
schedule for the city of Chicago. The tax schedule for Chicago should include Illinois taxes. Rather than inserting
each Illinois tax separately, you can enter an ID and description for the Chicago tax, such as ILCHIC and copy the
Illinois tax details to the new tax schedule. Then you can insert the other tax details that apply to the city of Chicago.
To copy a tax schedule:
1. Open the Tax Schedule Maintenance window. (Administration >> Setup >> Company >> Tax Schedules)
2. Enter the ID and description for the new schedule.
3. Choose Copy.
4. In the Tax Schedule Copy window, enter or select the name of the existing schedule you want to copy and
choose OK to close the window. The details for the existing schedule are copied to the Selected Tax Detail
IDs list. You can copy from more than one schedule.
5. In the Tax Schedule Maintenance window, add or delete details to complete the new schedule.
6. Choose Save to save the schedule.
Setting up default company tax schedules
Once you’ve set up your tax schedules, you should assign default tax schedules to your company using the
Company Setup window.
See Chapter 21, “Tax overview,” for information about how default tax schedules are used.
To set up default company tax schedules:
1. Open the Company Setup window.(Administration >> Setup >> Company >> Company)
2. Enter the default sales tax schedule for the company.
3. Enter the default purchases tax schedule for the company.
Part 5: Workflow setup

This part of the documentation explains how to set up the Workflow system and create individual workflows.
Chapter 24, “Plan the Workflow setup,” provides a checklist to help guide you through the setup process.
Chapter 25, “Workflow E -mail Setup,” helps you set up e-mail options to send messages and perform
actions in messages. You also can create messages that you can send to originators and approvers.
Chapter 26, “Configure the Workflow calendar,” explains what the Workflow calendar is and how to
configure it.
Chapter 27, “Configure a workflow,” helps you create and configure a workflow.
Chapter 28, “Configure a workflow step,” explains how to define a specific step of a workflow.
Chapter 29, “Set up Workflow delegates,” explains how to delegate workflow tasks.
Chapter 30, “Workflow maintenance,” explains how to copy a workflow from one company to another, how
to modify a workflow, and how to delete and inactivate workflows you’re no longer using.
Chapter 24: Plan the Workflow setup
The following information will help guide you through setting up the Workflow system.
Workflow setup checklist
Prepare for the Workflow setup
Workflow setup checklist
To set up the Workflow system, you’ll need to complete several tasks. The following table lists the tasks you’ll need
to complete and the order in which you should complete them.
TASK FOR MORE INFORMATION
1. Be sure that the SQL Server Agent service is set up to Refer to the Microsoft SQL Server Books Online.
start automatically with the operating system. If the SQL
Server Agent service isn’t set up to start automatically, the
escalation action you selected for your workflows will not be
performed. When an approver fails to act on a task by the
task’s due date, the task is considered overdue, or escalated.
You can select the action to be taken when a task in the
workflow overdue in the Workflow Maintenance window.
2. Install Web Services for Microsoft Dynamics GP. This Refer to the Microsoft Dynamics GP Web Services Installation
component is required if you want to perform actions directly and Administration Guide. Web Services for Microsoft
from the e-mail message, such as an approving a document. Dynamics GP can be installed from the Microsoft Dynamics GP
Note: When you install Web Services, be sure that the installation media.
application user account is a domain account that has
privileges to access Active Directory.
3. Set up e-mail options for workflow. Set up e-mail Chapter 25, “Workflow E-mail Setup”
options for Workflow so you can send e-mail messages and
perform actions in e-mail messages such as such as approving
or rejecting a document.
4. Set up e-mail messages for workflow notifications. Chapter 25, “Workflow E-mail Setup”
Create messages that you can send to originators and
approvers when workflow tasks are assigned to them or when
documents they’ve submitted have completed the workflow
approval process.
5. Display workflow task on your home page. Mark the See Customizing the To Do area on your home page in the
Microsoft Workflow tasks option to display a list of the System User’s Guide.
workflow tasks that are assigned to you on your home page.
5. Configure the Workflow calendar. Configure the Chapter 26, “Configure the Workflow calendar.”
Workflow calendar to show which days are work days and
which days are non-work days for each of your companies.
The Workflow system will count only the work days when
calculating a step’s deadline.
TASK FOR MORE INFORMATION
6. Create workflow. Create and configure workflow, such as a Chapter 27, “Configure a workflow.”
purchase order workflow or a requisition workflow.
7. Delegate Workflow tasks. Specify how to delegate tasks. Chapter 29, “Set up Workflow delegates.”
Prepare for the Workflow setup

The best way to prepare for setting up the Workflow system is to create diagrams illustrating the workflow you
want to create. We recommend you draw each workflow using a software program such as Microsoft Office Visio,
or by simply using pen and paper.
Your diagrams should indicate:
The order in which the workflow steps occur
Who the approvers are at each step, and the conditions under which their approval is required
For example, your diagram may look similar to the following workflow diagram.
Chapter 25: Workflow E-mail Setup

By setting up e-mail options for Workflow, you can send messages and perform actions in messages such as
approving or rejecting a document. You also can create messages to send to originators and approvers when
workflow tasks are assigned to them or when documents they’ve submitted have completed the workflow approval
process.
Setting up e-mail options for Workflow
Sending a test e-mail message for Workflow
Setting up messages for Workflow
Customizing a workflow message with additional fields
Adding document item fields to a workflow message
Setting up e-mail options for Workflow
You can use the Workflow Setup window to set up e-mail options for Workflow. After marking the Enable E -Mail
for Workflow option, enter the e-mail address, the Simple Mail Transfer Protocol (SMTP ) server, and authentication
information for the e-mail account so you can send e-mail notifications.
If you enable e-mail actions, you can perform actions directly from the e-mail message, such as approving a
document. Be sure that you have installed Microsoft Dynamics GP Web Services and that the application user
account set up in Microsoft Dynamics GP Web Services is a domain account that has privileges to access Active
Directory.
To se t u p e - m a i l o p t i o n s fo r W o r k fl o w
1. Open the Workflow Setup window. (Administration >> Setup >> System >> Workflow Setup)
2. Mark the Enable E -Mail for Workflow option to send e-mail notifications.
3. Enter the name of the e-mail address for the account. This is the e-mail address that e-mail is sent from.
4. Enter the name to show on e-mail messages sent from this account. The display name is optional.
5. Enter the name of the SMTP server the account uses to send e-mail. Typically this is in a format similar to
smtp.<your_company>.com.
6. Enter the port number of the SMTP server for this account. The default port is 25.
7. Mark the This server requires a secure connection (SSL ) option if required.
8. Select which credentials to use when sending e-mail. You can use the credentials of the SQL Server
Database Engine, other credentials that you supply, or anonymously.
9. Choose Test E -mail button to open the Test Workflow E -Mail window. You can use this window to send an e-
mail message to verify that you can send a message using the current settings. See Sending a test e-mail
message for Workflow for more information.
10. Mark the Enable E -Mail Action option to take actions in e-mail notifications such as such as approving or
rejecting a document.
11. Enter the name of the Web Services server.
12. Enter the port number of the Web Services server. The default port is 48620
13. Mark the This server requires a secure connection (SSL ) option if required.
14. Choose Test E -mail Action button to verify your server information for Microsoft Dynamics GP Web
Services and the connectivity to the server.
Sending a test e-mail message for Workflow
After setting up e-mail options in the Workflow Setup window, you can use the Test Workflow E -Mail window to
send a test message.
To send a test message for Workflow:
1. Open the Workflow Setup window. (Administration >> Setup >> System >> Workflow Setup >> Test E -
Mail)
2. Enter a valid e-mail address for the test e-mail message.
3. Enter a subject line for the message. The default entry is “Test E -Mail for Microsoft Dynamics GP Workflow”.
4. Enter the message that will appear in the e-mail when sending the test message.The default entry for the
body is “This is a test e-mail for Microsoft Dynamics GP Workflow.”
5. Choose Send Test E -Mail.
Setting up messages for Workflow
Use the Message Setup window to create messages that you can send to notify a user when a workflow step is
assigned or an originator when a workflow action is completed. Messages can be predefined on a workflow type
basis.
You also can customize your messages by adding fields that are associated with a document type or workflow. For
example, you could add the action deadline or comments from the originator of a purchase order approval.
To set up messages for Workflow:
1. Open the Message Setup window. (Administration >> Setup >> Company >> Workflow >> E -mail
Message Setup)
3. Enter a description of the message ID.
4. Select Workflow Assignment or Workflow Action Completed as the message type.
5. Select the series in which you want this message to appear. Messages assigned to All can be used with all
series that have workflow types.
7. Enter a subject line for the message.
You also can customize the subject line by adding a field or fields associated with a document or workflow. See
Customizing a workflow message with additional fields for more information.
1. Enter the message that will appear in the e-mail when sending notifications.
You also can customize the message by adding a field or fields associated with a document or workflow. See
Customizing a workflow message with additional fields for more information.
1. Choose Document Lines to add document line item information in a message body. Document line items can be
used to make decisions on whether to approve or reject the document in workflow. See Adding document item
fields to a workflow message for more information.
This tab is not available if you selected All as the series.
1. Enter or select an address that the originator or approver can use to send a reply to a specific e-mail address.
For example, assume that you have entered purchasing@fabrikam.com as the reply to address. If you send a
document in email to an approver, the approver receives e-mail from username@domainname.com. When
the vendor replies to the e-mail, purchasing@fabrikam.com is used in the To field.
2. Choose Validate to verify the field or fields you added to the message body or subject line match the
document type assigned to the message.
3. Choose Save to save the message ID.
Customizing a workflow message with additional fields
You customize the subject or message body by adding a field or fields associated with a document type and
workflow from the series you selected. For example, you could add the action deadline or comments from the
originator of a purchase order approval.
To customize a workflow message with additional fields:
Select Workflow Assignment if you are creating messages that notifying a user that a workflow action
has been assigned to him or her.
Select Workflow Action Completed if you are creating messages that you can send to the workflow
originator informing the user that action has been completed for the workflow.
6. Select Document Fields or Workflow fields.
7. From the Field field, select an additional field.
8. Choose Insert.
To customize a workflow message with additional fields using the right-click menu:
6. Right-click in the body or subject of a message ID and select Insert.
7. In the Insert window, select the field or fields you want to add.
8. Choose OK.
Adding document item fields to a workflow message
You customize the body of a workflow message by adding document line item information associated with a
document type from the series you selected. For example, you could add a line number, item number, unit of
measure, quantity ordered, unit cost, and extended cost in a message for a purchase order workflow. An approver
can use the purchase order line item detail you added to the message to make a decision on whether to approve or
reject the document.
To customize a workflow message with additional fields:
5. Choose Document Lines to add document line item information to the message. This tab is are not available
if you selected All as the series.
The fields that display in the Selected Fields list are the fields that appear in the message.
1. In the Available Fields list, select a field you want to use in the body of the message and choose Insert. Choose
Insert All to move all fields to the Selected Fields list.
To remove a field from the Selected Fields list, select it and choose Remove. Choose Remove All to remove all
fields.
1. To change the order of how the fields appear in a message, use the Move up and Move down buttons.
Chapter 26: Configure the Workflow calendar
As part of setting up the Workflow system, you need to configure a Workflow calendar. The following sections
explain what the Workflow calendar is and how to configure it.
Overview of the Workflow calendar
Configure the Workflow calendar
Overview of the Workflow calendar
The Workflow calendar shows which days are work days and which are non-work days. The Workflow system will
count only the work days when calculating a step’s due date. The Workflow calendar uses the date and time values
from server that has Microsoft Dynamics GP installed. Work days are typical work days and times for the company.
A task’s due date is calculated using the time limit specified for workflow steps and the work days and times
entered in the Workflow Calendar window. The Workflow calendar uses the date and time values from server that
has Microsoft Dynamics GP installed.
For example, assume that you have set up a calendar to have Monday through Friday as the work days and 8 A.M.
to 5 P.M. as hours worked for each day. The workflow step assigned to Amy, the purchasing manager, gives Amy a
four–hour time limit to act on her workflow task. Using the Workflow calendar, if Amy is assigned a purchase order
at 3 P.M. on Monday, she’ll have until 10 A.M. on Tuesday to approve or reject the purchase order.
As another example, assume that the workflow step assigned to Amy gives her a three days to act on her workflow
tasks. Using the Workflow calendar, if Amy is assigned a purchase order at 2 P.M. on Thursday, she’ll have until 2
P.M. of Tuesday to approve or reject the purchase order. This is because Saturday and Sunday are not counted
toward the task’s due date.
Non-work days are not counted against the time limit set for activity assignments for workflow steps. For example,
assume that you have set up a calendar to have Monday through Friday as the work days and 8 A.M. to 5 P.M. as
hours worked for each day. Plus, you added Monday, July 22 to the calendar as a non-working day. The workflow
step assigned to Amy gives her two days to act on her workflow tasks. Using the Workflow calendar, if Amy is
assigned a purchase order at 3 PM on Thursday, July 18, she’ll have until 3 P.M. of Tuesday, July 23 to approve or
reject the purchase order.
Configure the Workflow calendar
The Workflow calendar shows which days are work days and which are non-work days. The Workflow system will
count only the work days when calculating a step’s due date.
To configure the Workflow calendar:
1. Open the Workflow Calendar window. (Administration >> Setup >> Company >> Workflow >>Workflow
Calendar)
2. Select the option for each day that is typically a work day in your company and enter the start and end time
of the day.
3. To define non-work days, select the year that you want to define non-work days for.
4. Enter the date and description of the non-work day.
5. Choose Save.
Chapter 27: Configure a workflow
Creating and configuring a workflow is a multiple step process. The first section in this chapter provides the
checklist you can use to create and configure a workflow. The second section in this chapter provides a detailed
procedure you’ll need to follow to create and configure a workflow.
Creating and configuring a workflow checklist
Creating and configuring a workflow
Creating and configuring a workflow checklist
To create and configure a workflow, you’ll need to complete several tasks. The following steps lists the tasks you’ll
need to complete and the order in which you should complete them. See Creating and configuring a workflow for
more detailed steps.
1. Open the Workflow Maintenance window. (Administration >> Setup >> Company >> Workflow
>>Workflow Maintenance)

1. Select the type of workflow to create.
2. Choose New Workflow.
3. Name the workflow.
4. Indicate whether notifications should be sent for completed actions.
5. Indicate whether approvers can delegate tasks.
6. Indicate whether an originator should be an approver.
7. Indicate if documents should be approved by at least one person.
8. Specify an alternate final approver.
9. Indicate what should happen when a task is overdue.
10. Choose Save Workflow.
11. Set up the workflow steps.
12. Activate the workflow.
Creating and configuring a workflow
A workflow is the approval process for a document. A workflow defines how a document “flows” through the
system by showing who must approve it, and the conditions under which they must approve it.
To create and configure a workflow:

1. Select the type of workflow to create.
Select the series and then the workflow type in the tree view. Each workflow you create will be based on a type. The
type indicates the purpose of the workflow. After you select the type of workflow you want to create, you can define
the properties of the workflow.
At least one manager must be selected before you can activate a workflow for the type. Choose the Manager
lookup button to open the Workflow User Selection window to add managers to the workflow type.
1. Choose New Workflow.
2. Name the workflow.
Enter a unique name for the workflow. We recommend that the name include your company name and the type of
document the workflow is for. For example, if you’re configuring a workflow for purchase orders created in the
Fabrikam sample company, you may want to name the workflow “Fabrikam Purchase Orders.”
You also can enter a description of the workflow, such “Multiple approval steps for purchase orders.”
You can choose the Copy button to copy an existing workflow from one company to another company. For more
information, see Copying a workflow .
1. Indicate whether notifications should be sent for completed actions.
You can send notifications messages to users when the documents they’ve submitted have completed actions in
the workflow approval process.
Mark the Send notifications for completed actions option and choose the expansion button to open Workflow
Email Notification Maintenance window. You can use this window to select which completed action that the
originator should be notified about, the message to send for the notification of the action, and the carbon-copy (cc)
recipients of the notification.
1. Indicate whether approvers can delegate tasks.
To allow an approver to delegate a task to another approver in the workflow, mark the Allow approver to manually
delegate tasks option.
For example, assume that Frank is reviewing a purchase order. If the Allow approver to delegate tasks option has
been selected, Frank will be able to delegate the purchase order to another approver in the workflow.
1. Indicate whether an originator should be an approver.
Any user who creates a document such as a purchase order can submit it for approval. You can specify that the
originator for the workflow can be an approver.
For example, assume that Sue submits a purchase order for Northwind Traders totaling $25,000.
The system starts by evaluating the first steps to determine if approval is required there. Since the purchase order
meets the conditions specified in both first steps, it is sent to Frank and Jill for approval.
When Frank and Jill approve the purchase order, it is assigned to Andreas and Sue. Note that Sue will have to
approve her own purchase order. After Andreas approves the purchase order, Ann must approve it.
Suppose the Allow originator to be an approver option is not selected. This means that when Sue submits a
document for approval, she is removed from the list of approvers for the step, and replaced by the alternate final
approver, or manager if there is no alternate final approver.
A close up of text on a white background Description automatically generated

To understand this better, review the top approval path. Because Sue is not part of this approval path, the system
starts at the first step in the path and determines if approval is required there. From that point, the purchase order
will move along the approval path as required.
Now review the bottom approval path. Because Sue is an approver in this approval path, the assignment is
changed to the alternate final approver or workflow manager.
Keep in mind, approvers always can submit documents for approval. This option does not affect their ability to
submit documents for approval.
1. Indicate if documents should be approved by at least one person.
There may be cases when a document does not require approval. For example, consider the following workflow. If
Sam submits a purchase order for $100, no approval is needed because the purchase order does not meet any of
the conditions specified in the workflow steps. In this scenario, the purchase order will be saved automatically with
a status of No Action Needed.
If you want documents to be approved by at least one person, select the Always require at least one approver
option. Documents that do not meet any of the specified conditions will be routed to the alternate final approver in
the workflow. For more information about the alternate final approver, see the next step.
1. Specify an alternate final approver.
The final approver is the last person in the approval path who is required to approve a document. For example,
assume that Sam submits a purchase order for Northwind Traders totalling $7,000. This purchase order must be
approved by Frank and Sue. Because the purchase order is not greater than $10,000, Ann’s approval is not
required. In this scenario, Sue is the final approver.
Mark the Use alternate final approver option and enter the name of an alternate final approver if you want a
different escalation approver. The alternate final approver is assigned to the approval action under the following
conditions.
The Always Require at Least One Approver option is marked and there are no approval steps whose
conditions are met.
The Always Require at Least One Approver option is marked and the approver edits the document and
there are no following approval steps.
There are no approval steps following an overdue step, depending on your escalation settings.
To better understand when the alternate final approver is used, assume that Ann edits the $11,000 purchase order
that Sam submitted. Ann increases the quantity of items requested so that the purchase order now totals $12,000.
She then approves the document. Ann typically would be the final approver (because the document is more than
$10,000). However, because Ann edited the document, she can’t final approve it. The document will be sent to the
alternate final approver for approval.
1. Indicate what should happen when a task is overdue.
When an approver fails to act on a task by the task’s due date, the task is considered overdue, or escalated. Indicate
what should happen to overdue tasks by selecting one of the following options.
Take no action Select this option if you want the task to remain assigned to the current approver.
Escalate to next approver Select this option if you want the system to automatically assign the task to the next
approver in the workflow.
Escalate to Select this option if you want the system to automatically assign the task to a specific user. You must
enter the name of the user you want the task assigned to.
Automatically reject the overdue Select this option if you want the system to automatically reject the task.
2. Set up the workflow steps.
Choose the New Workflow Step button to add a step to this workflow. For instructions on how to configure a step,
see Chapter 28, “Configure a workflow step.”
1. Activate the workflow.
You can create multiple workflows of a specific workflow type. For example, you can create multiple purchase order
workflows. However, only one workflow of that type can be used at a time. The Active option indicates which
workflow of that type will be used.
Mark the Active option to make the workflow you’re configuring the active workflow. You must have at least one
step created for the workflow before you can activate a workflow. If you do not want to implement this workflow in
your company just yet, leave the Active option unmarked.
If there is already an active workflow of this type, you’ll need to deactivate that workflow first, before activating this
workflow. When you save the workflow and there is already an active workflow of this type, a message appears
stating that there may be only one active workflow per workflow type. If you decide that the current workflow
should be the active workflow, the Active option for the other workflow is unmarked.
NOTE
Before inactivating an existing workflow, you may want to verify that all documents submitted to the workflow have been
processed.
Chapter 28: Configure a workflow step

As part of configuring a workflow, you’ll need to define the specific steps in the workflow. The first section in this
chapter provides a checklist you can use to configure a workflow step. The second section in this chapter provides
the detailed procedure you’ll need to follow to configure a workflow step.
Configuring a workflow step checklist
Configuring a workflow step
Configuring a workflow step checklist
To create and configure a workflow step, you’ll need to complete several tasks. The following steps list the tasks
you’ll need to complete and the order in which you should complete them. See Configuring a workflow step for
more detailed steps.
1. From the Workflow Maintenance window, select the workflow for which you want to a create a step and
click the New Step button.
2. Name the step.
3. Specify a step type.
4. Specify where this step should occur.
5. Specify when approval or task is required at this step..
6. Assign approvers.
7. Set a time limit.
8. Send a notification message.
9. Specify the completion policy of a step.
10. Choose Save Step.
Configuring a workflow step
You can define the order in which a workflow step falls in the workflow, conditions for running the step, and
properties associated with assigning the activity to users.
To configure a workflow step:
1. From the Workflow Maintenance window, select the workflow for which you want to a create a step and
click the New Step button.
2. Name the step.
Enter a unique name for the step. We recommend that you keep the step names simple, such as Step 1 and Step 2,
or Purchasing Manager Approval and CEO Approval. Keeping the step names simple will help you manage the
order in which they occur.
You also can enter a description of the workflow step, such Approval for purchase orders over $5000 or Perform
credit check.
1. Specify a step type.
Approval If this step requires that a user must give approval as part of the workflow process, select Approval.
Task If this step requires that a user must complete a procedure as part of the workflow process, select Task.
1. Specify where this step should occur.
You must specify where this step should occur in the workflow.
First step in the workflow If this step is the first step in the workflow, select This step is a first step. Keep in mind,
you can have multiple first steps.
Subsequent step in the workflow If this step is not a first step, select This step follows the selected step. Then
select the workflow step that this step should follow.
1. Specify when approval or task is required at this step.
You must specify when approval or a task is required at this step. Approval or a task may be required always, or
only under specific conditions.
Action is always required If approval or task is always required at this step, select the Action is always required
for this step option.
Keep in mind, if you select this option, it doesn’t mean that this step will always occur in the workflow; rather, it
means that any document that reaches this step must always be approved or the task be completed.
To understand this better, consider the following workflow illustration. There are two approval paths for purchase
orders: one for purchase orders for Adventure Works, the other for purchase orders for Contoso, Ltd. Notice that
when a purchase order for Contoso, Ltd. reaches step 2b, Jill’s approval is always required. Purchase orders for
Adventure Works will never reach step 2b, so Jill’s approval is not required in those situations.
A close up of a map Description automatically generated
A close up of a map Description automatically generated
Action is required under specific conditions If approval or a task at this step is required only under specific
conditions, select the Action is required only when the following conditions is met option. Then specify the
conditions under which approval or the action is required. Choose the expansion button to open the Workflow
Condition Editor window.
For an example of adding a specific condition, consider the previous workflow diagram. Notice that Frank’s
approval is required only when the vendor on the purchase order is Adventure Works. You would use the following
steps to add Frank’s approval requirement as a condition.
1. OPEN THE WORKFLOW CONDITION EDITOR.
2. Since this is the first condition created for the workflow step,
the first part of the condition is Where.
3. The second part of the condition is to select the field that you
want to use in the condition. Since Frank’s approval is needed
for a specific vendor ID, you would select Purchase Order
Work Vendor ID.
4. Next, select a restriction to apply to the field you selected. The

restrictions available depend on the type of field you selected.
In this case, you would select “is” as your restriction.
5. After selecting the restriction, determine the comparison. Since

Frank’s approval is needed for a specific vendor ID, you would
select Constant to use a value instead of a field on the same
document.
6. Then, enter a specific value to use in the condition. For this

condition, it would be ADVENWORK001.
7. The last step is to choose Add to add the condition to the

Conditions list. The condition should look like the following.
where Purchase Order Work.VendorID is ‘ADVENWORK001’
After adding this condition in the Conditions list, the “and”

and “or” options are available for the next condition for the
workflow step, if applicable.
1. Assign approvers.
Specify who must approve the documents that reach this step in the workflow. You can have one approver or
multiple approvers. Enter the names of the approvers in the Assign To field.
If you have one approver, that person will be responsible for approving all documents that reach this step in the
workflow.
1. Set a time limit.
Specify how many hours, days, or weeks the approver has to respond to the task—that is, approve or reject it. The
number of hours, days, or weeks you enter will be used to calculate the task’s due date.
Mark the Apply Workflow Calendar option to include the Workflow calendar in the due date calculations for the
step. For example, assume that you have set up work days in the Workflow calendar as being from Monday to
Friday, 8:00 A.M. to 5:00 P.M., and entered four hours as the time limit for a step. If the step is starts at 3:00 P.M. on
Wednesday, and the option is marked, then the due date for the task will be set to 10:00 A.M. Thursday morning. If
the option is not marked, the due date for the task is set to 7:00 P.M. Wednesday evening.
For detailed information about how a task’s due date is calculated, see Overview of the Workflow calendar .
If an approver fails to respond by the due date, the task is considered overdue, or escalated. The task will then be
handled according to the option you selected in the When a task is overdue area for the workflow. For more
information, see Indicate what should happen when a task is overdue. .
1. Send a notification message.
Mark to send e-mail messages to users when workflow tasks are assigned to them. Then, enter or select the
message ID for the notification for when the step is run.
You can click the Send Message link to open the Message Setup window, where you can view or edit the message.
1. Specify the completion policy of a step.
If you have multiple approvers, you must specify how many of the approvers must approve the documents that
reach this step. Select one of the following options.
Only one response needed If you select this option, the action applied to the document is determined by the first
person who responds.
Majority must approve or take action If you select this option, a majority of the approvers must approve the
document for it to continue down the workflow approval path.
For example, consider the workflow previously illustrated. Assume that Sam has submitted a purchase order for
$50,000 and it is currently at step 3 in the workflow.
If Bill and Jo are the first two approvers to respond—and they both approve the document—the document
is sent to Ann for approval. Because a majority is reached, the system does not wait for Mary to respond.
If Bill and Jo are the first two approvers to respond—and one of the approvers reject the document—the
document is given the status of Rejected and the workflow process is complete. Because a majority is
reached, the system does not wait for Mary to respond.
If Bill approves the document and then Jo requests a change, the document is given the status of Pending
User Action. Because a change is requested, the document is immediately sent back to the originator. The
system does not wait for Mary to respond.
Keep in mind, if a workflow step has an even number of approvers, a majority must still approve the document in
order for it to continue down the workflow approval path. For example, suppose step 3 has four approvers (Bill, Jo,
Mary, and Chris). Three approvers must approve the document in order for it to continue down the approval path.
If two approvers approve the document, and two reject it, the document is given the Rejected status because a
majority was not reached.
All must approve or take action If you select this option, all of the approvers must approve the document in
order for it to continue down the workflow approval path.
For example, consider the workflow previously illustrated. Assume that Sam has submitted a purchase order for
$50,000 and it is currently at step 3 in the workflow. If all of the approvers (Bill, Jo, and Mary) approve the
document, it is sent to Ann for approval. If one person rejects the document, it is given the status of Rejected and
the workflow process is complete. If one person requests a change to the document, it is sent to Sam with a status
of Pending User Action.
Choose Save Step.
Chapter 29: Set up Workflow delegates
After you’ve set up and activated a workflow in Microsoft Dynamics GP, specify how to delegate workflow tasks to
other users.
• Delegating tasks
Delegating tasks
Approvers can delegate, or reassign, their tasks to other approvers. For example, if Frank will be out of the office
for a period of time, he can delegate his tasks to another approver in the workflow, such as Sue or Ann.
If users will be out of the office for a period of time, or will be unavailable to respond to tasks, have them delegate
their tasks using the following steps.
To delegate tasks:
1. Open the Workflow User Delegation window. (Home >> User Preferences >> Workflow Delegation)
2. Enter or select the user to delegate tasks for.
3. Mark Automatically delegate my workflow tasks.
4. Select to delegate all of your workflow types or select to delegate by workflow type.
5. For each workflow type that you selected, specify who you want your tasks delegated to.
6. For each workflow type that you selected, specify when your tasks should be delegated by entering a
starting and ending date.
7. Choose OK.
If users will be out of the office for a period of time, or unavailable to respond to tasks, have them delegate their
tasks. For more information, see Chapter 15, “Workflow tasks.”
Chapter 30: Workflow maintenance
The following sections explain how to copy, modify, delete, and inactivate a workflow.
Copying a workflow
Modifying a workflow
Deleting a workflow
Inactivating a workflow
Troubleshooting Workflow
Copying a workflow
An easy way to create a new workflow is to copy an existing one and modify it, as necessary. When you copy an
existing workflow definition using the Copy Workflow window, you will copy all the steps included in the existing
workflow. You also can copy a workflow from one company to another.
To copy a workflow:
2. Select the series that has the workflow you want to copy.
3. Expand the workflow type in the tree view.
4. Select the workflow you want to copy.
5. Choose the Copy button to open the Copy Workflow window.
6. Enter a unique name for the workflow.
We recommend that the name include your company name and the type of document the workflow is for. For
example, if you’re configuring a workflow for purchase orders created in the Fabrikam sample company, you may
want to name the workflow “Fabrikam Purchase Orders.”
1. Enter the description of the workflow.
2. Select the company this workflow is for.
You can copy this workflow to the company you are currently working in, or you can copy the workflow to another
company.
1. Choose Copy.
Modifying a workflow
Use the following steps to modify a workflow. Once documents have been submitted to the workflow, you can no
longer add, remove, or change the order of steps.
1. Open the Workflow Maintenance window.
(Administration >> Setup >> Company >> Workflow >>Workflow Maintenance)
1. Select the series that has the workflow you want to modify.
3. Select the workflow you want to modify.
4. Modify the workflow, as necessary.
For more information about each of the options in the window, see Chapter 27,
“Configure a workflow” and Chapter 28, “Configure a workflow step.”
Deleting a workflow
To delete a workflow you’re no longer using, use the following steps.
You cannot delete a workflow that has an instance started.
To delete a workflow:
1. Open the Workflow Maintenance window.
(Administration >> Setup >> Company >> Workflow >>Workflow Maintenance)
1. Select the series that has the workflow you want to delete.
3. Select the workflow you want to delete.
4. Choose Delete Workflow.
Inactivating a workflow
Use the Workflow Maintenance window to inactivate a workflow that you no longer use. If documents are
submitted before inactivating the workflow, the documents continue through the original workflow until they are
complete.
When you inactivate a workflow, the message bar and workflow related buttons that appeared in the associated
entry window are removed, assuming that you haven’t activated another workflow. For example, the message bar
that appeared in the Purchase Order Entry window would be removed.
Before you make a workflow inactive, you may want to process the documents that are awaiting approval.
To inactivate a workflow:
2. Select the series that has the workflow you want to inactivate.
4. Select the workflow you want to inactivate.
5. Unmark the Active option.
Troubleshooting Workflow
Review the following information.
Escalation actions are not performed
Be sure that the SQL Server Agent service is set up to start automatically with the operating system.
The default daily frequency for a SQL Server job is every 15 minutes. This means that the SQL Server job that
performs escalations only runs every 15 minutes, unless you changed the default daily frequency. The escalation
may happen up to 15 minutes after the due date and time passes.
Cannot perform Workflow actions from e-mail notifications
Be sure that you have installed Microsoft Dynamics GP Web Services and that the application user account set up
in Microsoft Dynamics GP Web Services is a domain account that has privileges to access Active Directory.
Verify that the browser you are using is a supported browser.
An error occurs when submitting a document
If an error occurs when submitting a document after you restore a SQL Server backup to a new server or you have
upgraded to a newer version of Microsoft .NET Framework, you must execute the wfDeployClrAssemblies stored
procedure.
1. Open the SQL Server Management Studio.
Log in to the server.
1. In the Object Explorer, expand the Microsoft Dynamics GP system database.
2. Expand Programmability and then expand Stored Procedures.
3. Right-click on dbo.wfDeployClrAssemblies and click Execute Stored Procedure.
Part 6: Organizational structure

You can define as many as four layers of structure within your business, and then to set up specific divisions,
departments, or other organizational groups. Later you can create relationships among different groups. You can
assign accounts, users, and user classes to different parts of the organizational structure.
This part of the documentation includes:
Chapter 31, “Organizational levels and entities,” explains how to define the components of your
organizational structure.
Chapter 32, “Organizational relationships,” describes how to define the association between levels and
entities in your organization.
Chapter 33, “User and user class assignments,” shows how to assign users and user classes to the
organizational structure you have created.
Chapter 34, “Account assignments,” explains how to assign both individual accounts and account ranges to
your organizational structure.
Chapter 35, “Account security,” describes how to activate account security and provides information on the
effects of account security.
Chapter 31: Organizational levels and entities
Setting up organizational levels and entities involves defining the components of your organization. This
information describes how to add, delete, and rename levels and entities in your organizational structure.
Understanding organizational levels and entities
Defining levels and entities
Adding a level to an organizational structure
Deleting a level in an organizational structure
Adding an entity in an organizational structure
Deleting an entity in an organizational structure
Renaming levels and entities in an organizational structure
Understanding organizational levels and entities
Your organization might be defined in various ways, such as by geographic regions, functional areas, product lines,
or target markets. For example, your organization might be composed of a number of companies, each with its
own set of product lines and departments. Each level of the organization—in this example, company, product line,
and department—includes a number of entities, that is, distinct identifiable units. For example, the entities at the
department level might include the following:
Purchasing
Facility management
Accounting
Production
Defining levels and entities
Use the Organizational Structure Setup window to establish the levels of your organization and the entities at each
level within the organizational structure. You can define up to four levels and up to 256 entities at each level. For
example, the four levels could be Company, Region, Division, and Department, and the entities at the Department
level could be Manufacturing, Distribution, Research, and Marketing.
Take some time before you begin the actual setup and think about the way your organization works. Using your
existing organizational chart is an excellent place to begin.
Be sure you’ve identified each of the units in all of your companies. The levels and entities you create in this
window will be used for all of your Microsoft Dynamics GP companies.
To define levels and entities:
1. Open the Organizational Structure Setup window.(Administration >> Setup >> System >> Organizational
Structure)
2. Enter a label for each organizational level you want to use. The labels you enter for each of the levels will
appear throughout Microsoft Dynamics GP. You can change these labels at any time.
You don’t have to enter labels for all four levels if you don’t need them all. For example, if you have only one
company and your organization includes regions, divisions, and departments, you could enter those labels for
levels 1, 2, and 3 and leave level 4 blank. If you leave a level blank, you won’t be able to enter any entities in it, and
it won’t appear anywhere in Microsoft Dynamics GP.
1. Enter an ID and a description for each entity that exists at each level of your organization. You can change
entity IDs and descriptions at any time.
2. Verify your entries with the Organizational Structure Setup Report.
Use the Organizational Structure Setup Report to verify that you have entered labels for each of the levels you’ll
use, and that you’ve entered IDs and descriptions for each entity in your organization. You can print this report
while the Organizational Structure Setup window is open by choosing File >> Print.
1. Choose OK to save your entries.
Adding a level to an organizational structure
Use the Organizational Structure Setup window to add levels to your organizational structure. You can add levels at
any time.
To add a level to an organizational structure:
1. Open the Organizational Structure Setup window.
(Administration >> Setup >> System >> Organizational Structure)
1. Enter the label of the level you want to add. When you create a new level, you’ll need to add entities to that
level.
Deleting a level in an organizational structure
Use the Organizational Structure Setup window to delete levels from your organizational structure. You can delete
levels at any time.
To delete a level in an organizational structure:
1. Open the Organizational Structure Setup window. (Administration >> Setup >> System >> Organizational
Structure)
2. Delete the label of the level to remove. If a level does not have a label, you won’t be able to create any
entities in it, and it won’t appear anywhere in Microsoft Dynamics GP.
You can’t delete a level if any entities exist in it or if any levels exist below it in the organizational structure.
Adding an entity in an organizational structure
Use the Organizational Structure Setup window to add entities to the organizational structure. You can add entities
at any time.
To add an entity in an organizational structure:
Structure)
2. Choose the level to add entities to.
3. Enter an ID and a description for each entity you want to add to your organizational structure. You can
change entity IDs and descriptions at any time.
Deleting an entity in an organizational structure
Use the Organizational Structure Setup window to delete entities from the organizational structure. You can delete
entities at any time.
If you have created an organizational structure and assigned users, user classes, and accounts to positions in the
organization, deleting an entity will have the following effects:
Any relationships that exist for that entity will be removed.
Any existing Organizational Structure assignments for users, user classes, and accounts assigned to those
relationships will be removed.
Users and user classes can be assigned to only one position in the organizational structure; therefore, user and user
classes assigned to removed positions will not have access to any accounts until they are assigned to a different
position.
Accounts can be assigned to multiple positions in the organizational structure; therefore, accounts assigned to
positions that are removed may still be assigned to other positions.
To delete an entity in an organizational structure:
Structure)
2. Choose the level you want to delete an entity from.
3. Select the entity you want to delete and choose Edit >> Delete Row. Any relationships associated with this
entity will be removed.
You can delete an entity at any time; however, if it is part of a parent-child relationship —that is, if it has any entities
below it in the structure—any relationships below it also will be deleted. (Only the relationship will be deleted, not
the child entities.)
Renaming levels and entities in an organizational structure
Use the Organizational Structure Setup window to rename levels and entities. You can change the labels for the
levels of your organization and change the IDs and descriptions of the entities at each level within the
To rename levels and entities in an organizational structure:
Structure)
2. Change the labels for your organization levels.
3. Change the IDs and descriptions for the entities at each level.
4. Verify your entries with the Organizational Structure Setup Report. To print the report, choose File >> Print.
Chapter 32: Organizational relationships
Setting up organizational relationships involves defining the association between levels and entities in your
organization. This information describes how to set up relationships in your organizational structure. You can then
use this structure as a basis for defining account security and assigning users and accounts to entities.
Understanding organizational relationships
Defining organizational relationships
Copying organizational relationships
Examples of copying organizational relationships
Adding organizational relationships
Removing an organizational relationship
Understanding organizational relationships
Organizational relationships define the association between levels and entities in your organization. Organizational
relationships are defined in terms of parent/ child relationships. For example, a company’s East region may have a
Products division and a Services division; the East region is a parent entity, and the Products and Services divisions
are child entities.
Parent/child relationships must be defined in a “top-down” manner—that is, you must begin with a level 1 entity
and assign the level 2 entities that are its children. You can then assign the level 3 child entities for a level 2 parent,
so on.
You can copy the relationships you’ve defined for one entity to another entity, or to all other entities at the same
level. For example, assume you have a Company/Division/Department structure, and all your companies have a
Hardware division with a Production department. You could create the appropriate parent/child relationships in
one company, and copy that set of relationships to all other companies in your organization. For more information,
refer to Copying organizational relationships .
Defining organizational relationships
Use the Organizational Tree window and the Define Entity Relationships window to define the parent/child
relationships among the entities in your organization.
To define organizational relationships:
1. Open the Organizational Tree window. (Administration >> Cards >> System >> Organizational Tree)
2. Highlight the parent entity to which you want to define relationships.
When you first open this window, all of the level 1 entities you defined in the Organizational Structure Setup
window will appear in the tree view. If some relationships have been defined, a plus sign (+) will appear next to the
entity. Click the plus sign to expand the tree view.
When the Organizational Tree window is open, you can use the buttons in the window to create, copy, or delete
relationships, or you can use the selections on the Relationships menu.
1. Choose the Define Relationship button (or choose Relationships >> Define Relationship) to open the Define
Entity Relationships window.
2. Mark the entities to be children of the selected parent.
All unassigned entities that exist in the level below the entity you selected in the Organizational Tree window will
appear in this window. If an entity has already been assigned to the selected parent entity, it will not appear in this
window. For example, if you have already assigned the North and South Regions to Company A, only the East and
West regions will appear in this window.
1. Choose Process to create the relationships and update the entities displayed in the Organizational Tree window.
When the organizational tree displayed in the Organizational Tree window is updated, only the level 1 entities are
displayed. Click the plus sign to expand the tree view.
1. In the Organizational Tree window, select another entity and continue defining relationships.
Copying organizational relationships
If you have a basic structure that appears throughout your organization, you can create the appropriate
parent/child relationships once, and copy that structure to the rest of your organization. You can copy the
relationships from one entity to another entity or to all the entities at the same level. If you’re copying to entities
that have already been assigned relationships, you can choose to add to the existing structure, or replace it with the
new structure. You also can specify to copy specific level-2 or level-3 relationships. For more information on
copying relationships, see Examples of copying organizational relationships .
Use caution when copying relationships to entities with existing structures. Be sure you don’t add or replace
relationships that you don’t intend to add or replace.
To copy organizational relationships:
2. Highlight the relationship to copy.
You can select a level 1, 2, or 3 entity. For example, if you have a Company/ Region/Division/Department structure
and want to copy every parent/child relationship under the company ACME, highlight that company. If you want to
copy the relationships below ACME company and region EAST, expand the ACME branch and select EAST.
If you’re copying a portion of the organizational structure that has accounts assigned to it, those accounts will not
be assigned to the new structure.
1. Choose the Copy Relationship button (or choose Relationships >> Copy Relationships) to open the Copy
Organizational Structures window.
The Copy From fields display information from the entity that you selected in the Organizational Tree window. For
example, suppose you expand the tree and choose a level 3 entity of a specific branch. Then the three Copy From
fields displays information about the appropriate parent and child entities. These values can be changed.
1. Decide if you want to copy the relationship to all entities or to a specific one.
If you’re copying to all entities, the relationship will be copied only to entities that exist at the lowest level
entered in the Copy From fields—that is, if you specify a level 3 entity to copy from, the relationships will be
copied only to existing level 3 entities.
If you want to select a specific entity to copy to, you must specify entities in the Copy To fields at each of the
levels entered in the Copy From fields— that is, if you specify a level 3 entity to copy from, you must specify
a level 3 entity in the Copy To fields.
You also can choose to add the relationship to existing structures, or you can replace the existing structures with the
specified relationship.
1. Choose the Copy button to begin copying the selected relationships. When the copying process is finished,
the window will remain open and you’ll be able to select more relationships to copy.
2. When you’ve finished copying entities, close the window.
Examples of copying organizational relationships
For all of the following examples, assume you have a structure with Company at the first level, Division at the
second, and Department at the third, with three companies: Fabrikam, Fabrikam–United Kingdom, and Fabrikam–
Canada.
Copying a level 1 relationship to all entities
Assume you’ve created the following structure for Fabrikam:
Fabr i kam Har dw ar e
Administration
Consulting
Production
Research
Sales
If all three companies have a Hardware division that includes the same departments, you could copy the entire
structure of Fabrikam to both other companies. In the Organizational Tree window, select Fabrikam, then choose
the Copy Relationship button. In the Copy Organizational Structures window, mark
Copy to All Entity IDs and choose Copy. The following structure would be created
Administration
Consulting
Production
Research
Sales
Fabr i kam – U K Har dw ar e
Administration
Consulting
Production
Research
Sales
Fabr i kam – CA N Har dw ar e
Administration
Consulting
P r o d u c t i o n R e se a r c h Sa l e s
Copying one level 2 relationship to another

Assume you have created the structure for Fabrikam with a Hardware division that includes several departments.
Also, assume the UK company has a Hardware division, but the Canada company has a Software division, and you
want to copy the departments under Fabrikam/ Hardware to both the Hardware division of the UK company and
the Software division of the Canada company. You can do this by first adding the Hardware division to the UK
company and the Software division to the Canada company. The following table illustrates the structures you’d
need to define before copying relationships.
Administration
Consulting
Production
R e se a r c h Sa l e s F a b r i k a m – U K H a r d w a r e F a b r i k a m – C A N So ft w a r e
After you’ve created this structure, you can copy the relationships from Fabrikam/
Hardware. In the Organizational Tree window, select Fabrikam, then select
Hardware and choose the Copy Relationship button. In the Copy Organizational Structures window, mark Copy to
All Entity IDs, and choose Copy. The following structure will be created:
Administration
Consulting
Production
R e se a r c h Sa l e s F a b r i k a m – U K H a r d w a r e
Administration
Consulting
Production
R e se a r c h Sa l e s F a b r i k a m – C A N So ft w a r e
Administration
Consulting
P r o d u c t i o n R e se a r c h Sa l e s
You also can copy the departments for Fabrikam/Hardware only to the Software division of Fabrikam–Canada. In
the Organizational Tree window, select Fabrikam, then select Hardware and choose the Copy Relationship button to
open the Copy Organizational Structures window. In the Copy To fields, select Fabrikam–Canada and Software, and
choose Copy.
Adding organizational relationships
Use the Organizational Tree window and the Define Entity Relationships window to add parent/child relationships
to the entities in your organization.
To add organizational relationships:
2. Select the parent entity to which you want to add relationships.
3. Choose the Define Relationships button (or choose Relationships >> Define Relationship) to open the
Define Entity Relationships window.
4. Mark the child entities to add.
5. Choose Process to update the entities displayed in the Organizational Tree window.
Removing an organizational relationship
Use the Organizational Tree window and the Define Entity Relationships window to remove parent/child
relationships from the entities in your organization.
Because relationships are defined in a “top-down” manner, changes made to a parent entity can affect its child
entities. For example, if you remove a parent/child relationship, all the relationships below that are lost. You can’t
move a branch—that is, a child entity that has other child entities below it—from one parent entity to another and
preserve the relationships below it.
Removing an organizational relationship will delete the organizational structure for the users and accounts
assigned to that relationship. Because a user can be assigned to only one position, any user assigned to a position
that is removed will not be able to access any accounts. Accounts can be assigned to more than one position, so an
account assigned to a position that is removed may still be assigned to other positions.
To remove an organizational relationship:
2. Select the child entity you want to remove from the relationship. You can expand a branch of the
organizational tree by choosing the plus sign next to a parent entity.
3. Choose Delete Relationship (or choose Relationships >> Delete Relationships).
Chapter 33: User and user class assignments
This information describes how to create user classes and assign users and user classes to the organizational
structure you’ve created. You must assign user and user classes before you can activate account level security.
You can create user classes and assign them to an organizational entity in your organizational structure so that you
can activate account level security.
You also can specify sets of specific shortcuts to common tasks for each user class with the shortcut bar. Each set of
shortcuts will appear on the user’s shortcut bar in a user class folder. See Assigning shortcuts to a new user class
folder for instructions on creating a user class shortcut folder.
Creating a user class
Assigning users to a class
Assigning a user class to an organizational entity
Changing the assignment of a user class
How rolling down changes affects users in a class
Assigning a user to an organizational structure
Changing the assignment of a user
For information about assigning accounts to the organizational structure, see Chapter 34, “Account assignments.”
Creating a user class
You’ll use the User Class Setup window to create a user class.
To create a user class:
1. Open the User Class Setup window. (Administration >> Setup >> System >> User Classes)
2. In the Class ID field, enter a class name. You may find it helpful to enter a name that identifies this class, such
as SUPERVISOR or DATA ENTRY.
3. If you use Organizational Structures, choose the Class ID organization button to open the Organizational
Structure Assignment window, where you can assign the selected user class to a position in your
4. Enter a description that identifies the class further. This description will be used as the name of the shortcut
bar folder that corresponds to this user class.
5. To print a User Classes Report, showing the information you entered for the selected record, choose File >>
Print. You also can print this report using the User Report Options window.
Assigning users to a class
After creating your user classes, assign each user to a class using the User Setup window.
To assign users to a class:
2. Enter or select a user.
3. In the Class ID field, enter or select the class you want to assign the user to.
4. Mark the Default option if you want the settings that you enter for this class to automatically appear as the
default for every subsequent class that you create.
Assigning a user class to an organizational entity
Use the Organizational Structure Assignment window to assign a user class to a position in the organizational
structure. You can assign a user class to only one position in the organizational structure.
If you have a large number of users, we recommend that you use user classes to assign groups of them to positions
in the organizational structure. If you do need to make changes to the structure, you’ll be able to apply those
changes to all the users in a class, rather than one at a time. For more information, see How rolling down changes
affects users in a class .
Only the system administrator, and users granted full access to all accounts can assign a user class to the
organizational structure. (Full access to accounts can be granted to users and user classes in the Organizational
Structure Assignment window.)
To assign a user class to an organizational entity:
1. Open the User Class Setup window. (Administration >> Setup >> System >> User Classes)
2. Enter or select the user class to assign to the organizational structure, and choose the organization icon
button to open the Organizational Structure Assignment window.
3. If members of this user class should have access to all accounts, mark Grant Access To All Accounts.
4. Enter or select the entities that specify the position to assign the user class to.
The position you specify for this user class must already exist in the organizational structure. You can view the
existing organizational structure in the Organizational Tree window (Administration >> Cards >> System >>
Organizational Tree). For more information, see Defining organizational relationships .
As you enter the entities, you also are selecting the position in the organizational structure you’re assigning the
user class to. For example, if to assign the user class to the Consulting department of the Hardware division of
Fabrikam, you would enter Fabrikam in the first level, Hardware in the second level and Consulting in the third
level.
1. Choose Insert to insert the position into the Assigned Positions list.
2. Choose OK to save the position assignment.
Changing the assignment of a user class
Use the Organizational Structure Assignment window to change a user class’s position in the organizational
structure. You can assign a user class to only one position in the organizational structure.
If you have a large number of users, changing the assignment for a user class is an easy way to change the position
assignments for several users at once, rather than one at a time. For more information, see How rolling down
changes affects users in a class .
Only the system administrator and users granted full access to all accounts can change a user class’s position in the
organizational structure. (Full access to accounts is granted to users and user classes in the Organizational
To change the assignment of a user class:
1. Open the User Class Setup window.
(Administration >> Setup >> System >> User Classes)
1. Enter or select the user class whose position in the organizational structure you want to change, and choose
the organization icon button to open the Organizational Structure Assignment window.
2. If members of this user class should have access to all accounts, mark Grant Access To All Accounts.
3. Highlight the current position assignment of the user class and choose Remove.
Because a user class can’t be assigned to more than one position, you must first remove its current position
assignment before selecting a new one.
1. Enter or select the entities that specify the new position to assign the user class to.
user class to. For example, if you want to assign the user class to the Production department of the Eastern region
of Fabrikam, you would enter Fabrikam in the first level, East in the second level and Production in the third level.
How rolling down changes affects users in a class
When you make changes to the organizational assignment for a user class, you’ll have the option to apply those
changes to the user records assigned to that class. If you roll down changes, all the changes you make will apply to
all the users in the class.
Rolling down changes applies all the settings for a user class, not just those that you changed in an individual
session.
If you roll down changes for a class, any individual position assignments you’ve made for users in that class will be
lost. For more information on position assignments for individual users, see Assigning a user to an organizational
structure .
If you choose not to roll down changes, the changes won’t affect any existing users but will be reflected in the
settings for all users you assign to this class in the future.
Assigning a user to an organizational structure
Use the Organizational Structure Assignment window to assign a user to a position in the organizational structure.
You can assign a user to only one position in the organizational structure.
If you have a large number of users, we recommend that you use user classes to assign groups of users to positions
in the organizational structure. For more information, see Assigning a user class to an organizational entity .
Only the system administrator and users granted full access to all accounts can assign a user to the organizational
structure. (Full access to accounts can be granted to users and user classes in the Organizational Structure
Assignment window.)
To assign a user to an organizational structure:
2. Enter or select the user you want to assign to the organizational structure, and choose the organization icon
button to open the Organizational Structure Assignment window.
3. If the user should have access to all accounts, mark Grant Access To All Accounts.
4. Enter or select the entities that specify the position to assign the user to.
The position you specify for this user must already exist in the organizational structure. You can view the existing
organizational structure in the Organizational Tree window (Administration >> Cards >> System >>
user to. For example, if you want to assign the user to the Consulting department of the Hardware division of
Fabrikam, you would enter Fabrikam in the first level, Hardware in the second level and Consulting in the third
level.
Changing the assignment of a user
Use the Organizational Structure Assignment window to change a user’s position in the organizational structure.
You can assign a user to only one position in the organizational structure.
Only the system administrator and users granted full access to all accounts can change a user’s position in the
organizational structure. (Full access to accounts is granted to users and user classes in the Organizational
To change the assignment of a user:
1. Open the User Setup window.
(Administration >> Setup >> System >> User)
1. Enter or select the user whose position in the organizational structure you want to change, and choose the
organization icon button to open the Organizational Structure Assignment window.
2. Indicate whether this user should have access to all accounts, regardless of their position in the
3. Highlight the user’s current position assignment and choose Remove.
Because a user can’t be assigned to more than one position, you must first remove their current position
assignment before selecting a new one.
1. Enter or select the entities that specify the new position to assign the user to.
user to. For example, to assign a user to the Production department of the Eastern region of Fabrikam, you would
enter Fabrikam in the first level, East in the second level and Production in the third level.
Chapter 34: Account assignments
After assigning users to the organizational structure you’ve created, you must assign accounts to the structure. This
information describes how to assign individual accounts and ranges of accounts. Then, when you activate account
level security, users will be able to access only those accounts that they are assigned to, based on their position in
the organizational structure.
Assigning a range of accounts to an entity
Changing the assignment for a range of accounts
Assigning an account to an organizational entity
Changing the assignment of an account
Assigning a range of accounts to an entity
Use the Organizational Structure Mass Assignment window to assign a range of accounts to a position in the
organizational structure. You can assign accounts to more than one position in the organizational structure.
You can assign posting accounts, unit accounts, and variable and fixed allocation accounts to positions in the
organizational structure. You also can allow users to have access to an allocation account—either fixed or variable
—while not allowing them to have access to any of the distribution or breakdown accounts for the allocation
account.
If you activate account security and you have accounts that aren’t assigned to at least one position in the
organizational tree, those accounts will be available only to users who have been given access to all accounts.
Only the system administrator and users granted full access to all accounts can assign a range of accounts to the
organizational structure. (Full access to accounts can be granted to users and user classes in the Organizational
Structure Assignment window.) For more information on granting users and user classes access to all accounts, see
Chapter 33, “User and user class assignments.”
To assign a range of accounts to an entity:
1. Open the Organizational Structure Mass Assignment window. (Administration >> Cards >> System >>
Organizational Assignments)
2. Enter or select the entities that specify the position to which you want to assign the range of accounts.
The position you specify for this range of accounts must already exist in the organizational structure. You can view
the existing organizational structure in the Organizational Tree window (Administration >> Cards >> System >>
As you enter the entities, you also are selecting the position in the organizational structure to which you’re
assigning the range of accounts. For example, to assign accounts to the Sales department of the Hardware division
of Fabrikam, you would enter Fabrikam in the first level, Hardware in the second level and Sales in the third.
1. Select the ID of the company to which you’re making account assignments.
If you are using Intercompany Processing and want account security to apply to transactions originating in
another company, you must assign the appropriate accounts in the originating company to the organizational
structure.
1. Select Assign, and indicate whether you want the assigned accounts to be available to the parent levels of the
entity.
Using the previous example, if you enter the organizational structure The Fabrikam/Hardware/Sales and select the
Apply To Parent Levels option, the accounts you enter will be available to users and user classes assigned to the
following three positions of the structure:
Fabrikam/Hardware/Sales
Fabrikam/Hardware
Fabrikam
If you leave the option unmarked, the accounts will be available only to users and user classes assigned to
Fabrikam/Hardware/Sales.
1. Select the type of range of accounts to assign—segment or account—then enter restrictions for that range. You
can insert multiple ranges of each type into the Restrictions list.
If you insert multiple ranges into the Restrictions list, any account that falls within one of the ranges you define will
be assigned. For example, you could choose to restrict by segments, and enter Account segment 1200 through
1270 and Account segment 1300 through 1330 in the Restrictions list. Any account with segments 1200 to 1270
or 1300 to 1330 will be assigned.
If you use a segment range to assign accounts to a position in the organizational structure, then later add accounts
that fall within that range, the new accounts will not be assigned automatically to the same position. You must add
the new accounts to the structure.
1. Choose Details to open the Organizational Assignment Details window, where you can view the accounts that
fall within the ranges you selected, and make changes if necessary.
In this window, you can select individual accounts to exclude from the ranges you defined. When you finish, choose
OK to return to the Organizational Structure Mass Assignment window.
1. Choose Process.
After processing is completed, the Organizational Assignments Journal will print, showing the account restrictions
you entered, the assignment options, the position you assigned accounts to, and the accounts that were assigned.
Changing the assignment for a range of accounts
Use the Organizational Structure Mass Assignment window to change the organizational structure assignments for
a range of accounts. You can assign additional ranges of accounts to the position, remove specific ranges of
accounts from the position, or remove specific ranges of accounts from all assigned positions for the selected
company.
To change the assignment for a range of accounts:
1. Open the Organizational Structure Mass Assignment window.
(Administration >> Cards >> System >> Organizational Assignments)
1. Enter or select the entities that specify the position to which you want to change account assignments.
If you want to remove specific ranges of accounts from all assigned positions for the selected company, you can
leave these fields blank.
assigning the range of accounts. For example, if you want to change the ranges of accounts that will be available to
the Production department of the Eastern region of Fabrikam, you would enter Fabrikam in the first level, East in
the second level and Production in the third level.
1. Select the ID of the company to which you’re changing account assignments.
2. You can assign additional ranges of accounts to the position, remove specific ranges of accounts from the
position, or remove specific ranges of accounts from all assigned positions for the selected company.
To assign additional ranges of accounts to the position, choose Assign, and indicate whether you want
the assigned accounts to be available to the parent levels of the entity. Then select the type of range
you want to assign, and enter restrictions for the range of accounts. For more information, see
Assigning a range of accounts to an entity .
To remove specific ranges of accounts from the position, choose Remove Assigned, and indicate
whether you want the assigned accounts to be removed from the parent levels of the entity. Then
select the type of range you want to remove, and enter restrictions for the range of accounts.
To remove specific ranges of accounts from all assigned positions for the selected company, choose
Remove All Assigned, then select the type of range to remove, and enter restrictions for the range of
accounts.
3. Choose Details to open the Organizational Assignment Details window, where you can view the accounts
that fall within the ranges you selected, and make changes if necessary.
4. Choose OK to return to the Organizational Structure Mass Assignment window.
5. Choose Process. Processing your selections may take some time, depending on the number of accounts in
the ranges you specified.
Assigning an account to an organizational entity
Use the Organizational Structure Assignment window to assign an account to positions in the organizational
structure. You can assign an account to more than one position in the organizational structure.
You can assign posting accounts, unit accounts, and variable and fixed allocation accounts to positions in the
organizational structure. You also can allow users to
have access to an allocation account—either fixed or variable—while not allowing them to have access to any of the
distribution or breakdown accounts for the allocation account.
To assign an account to an organizational entity:
1. Open one of the account maintenance windows. (Financial >> Cards >> Financial >> Account)
(Financial >> Cards >> Financial >> Unit Account)
(Financial >> Cards >> Financial >> Variable Allocation)
(Financial >> Cards >> Financial >> Fixed Allocation)
1. Enter or select the account to assign to the organizational structure.
2. Choose the organization icon button to open the Organizational Structure Assignment window.
3. Enter or select the entities that specify the position to which you want to assign the account.
assigning the account. For example, to assign an account that will be available to the Hardware division of
Fabrikam, you would enter Fabrikam in the first level and Hardware in the second level.
1. Choose Insert to insert the position into the Assigned Positions list. When you insert the position into the
Assigned Positions list, a message will appear, asking if you want to make this account available to the parent
levels of the organization.
You can assign an account to more than one position in the organization at a time.
1. Choose OK to save the position assignments.
Changing the assignment of an account
Use the Organizational Structure Assignment window to change the position assignment of an account. You can
assign an account to more than one position in the organizational structure.
To change the assignment of an account:
1. Open one of the account maintenance windows. (Financial >> Cards >> Financial >> Account)
(Financial >> Cards >> Financial >> Unit Account)
(Financial >> Cards >> Financial >> Variable Allocation)
(Financial >> Cards >> Financial >> Fixed Allocation)
1. Enter or select the account to which you want to change the position assignment.
2. Choose the organization icon button to open the Organizational Structure Assignment window.
3. Enter or select the entities that specify the position to which you want to assign the account.
As you enter entities, you also are selecting the position in the organizational structure to which you’re assigning
the account. For example, to assign an account to the Hardware division of Fabrikam, you would enter Fabrikam in
the first level and Hardware in the second level.
1. Choose Insert to insert the position into the Assigned Positions list. When you insert the position into the
Assigned Positions list, a message will appear, asking if you want to make this account available to the
parent levels of the organization.
IMPORTANT
You can assign an account to more than one position in the organization at a time.
2. To remove a position assignment, select it in the Assigned Positions list and choose Remove.
3. Choose OK to save the position assignments.
Chapter 35: Account security
This information describes how to use account security and explains the effects of account security. Once you
activate account security, users will be able to use only those accounts to which they have been given access.
Activating account security
Effects of account security on transactions
Effects of account security on inquiries
Effects of account security on reports and report options
Effects of account security on maintenance windows
Effects of account security on secured windows
Activating account security
The organizational structure you create—including the user, user class, and account assignments—won’t take effect
until you activate account security in the Company Setup window. You must activate account security separately for
each of the companies you create in Microsoft Dynamics GP.
Account security settings will take effect for each user when the user logs into the system after account security has
been activated.
Before beginning this procedure, be sure you’re logged in to the company to which you want to activate account
security.
To activate account security:
2. Mark the Account Security option.
3. Choose OK to save your settings. When you’ve finished, close the window.
Effects of account security on transactions
Once you activate account security, you can’t enter, view, edit, or post any transactions in General Ledger windows
that include a secured account—that is, an account to which you don’t have access.
When you use the transaction entry windows in Receivables Management, Payables
Management, Sales Order Processing, Invoicing, Inventory Control, Intercompany Processing, Payroll, Purchase
Order Processing, and Bank Reconciliation, you can enter, view, and edit transactions that include default
distributions to secured accounts. However, account security will apply to account distributions. You can open the
distribution entry windows, but if any accounts are secured—not available to you—the account field will be blank
and the message “Access denied/Account missing” will appear in the Description field. If you attempt to enter an
account number that is secured, the message “You don’t have permission to create new accounts or view all
accounts” will appear when you move from the field. The account and description fields will be cleared.
If you attempt to post a transaction in a module other than General Ledger that includes a secured account, the
batch will not be posted —it will not post through General Ledger, even if the Post Through General Ledger Files
option for the series is marked in the Posting Setup window. A user who has access to all accounts will have to use
the Batch Recovery window to mark the batch and continue the posting process.
When you enter or edit a transaction in any of the transaction entry windows, if any of the distribution accounts are
secured, they will be saved when you save the transaction. A user with access to those accounts or a user with
access to all accounts could view the transaction and all of the account distributions.
If a transaction includes Multidimensional Analysis information and you remove a distribution for a secured
account, any Multidimensional Analysis information associated with that distribution also will be removed. (When
an account distribution is deleted for any reason, the Multidimensional Analysis information associated with the
distribution will be removed, whether it is a secured account or not.)
Effects of account security on inquiries
Account security will apply to all account fields in the inquiry windows in all modules. If you don’t have full access
to all accounts, you won’t be able to view secured accounts by using an account lookup, by using the browse
buttons, by entering a secured account number, or by zooming from an account field on another window.
When you use an inquiry window that includes an account field you can view records that include secured
accounts. However, the account field will be blank and the message “Access denied/Account missing” will appear in
the Description field. If you attempt to enter an account number that is secured, the message “You don’t have
permission to create new accounts or view all accounts” will appear when you move from the field. The account
and description fields will be cleared.
Effects of account security on reports and report options
Account security applies to all reports in all modules. If you don’t have full access to all accounts, you won’t be able
to create a report that includes secured accounts.
In the report options windows, if you don’t have full access to all accounts, you won’t be able to restrict the report
using a secured account number.
Effects of account security on maintenance windows
Only the system administrator and users granted full access to all accounts will be able to create new accounts in
the account maintenance windows in General Ledger.
Account security applies to all account fields in the maintenance windows in all modules. If you don’t have full
access to all accounts, you won’t be able to view secured accounts by using an account lookup, by using the browse
buttons, or by entering a secured account number. If you open a record that includes a secured account, the account
field will be blank and the message “Access denied/Account missing” will appear in the Description field. If you
attempt to enter an account number that is secured, the message “You don’t have permission to create new
accounts or view all accounts” will appear when you move from the field. The account and description fields will be
cleared.
Effects of account security on secured windows
Some Microsoft Dynamics GP windows can be opened only if you have full access to all accounts. These windows
include the Year-End Closing window, the Period Consolidation window, the Reconcile Financial Information
window, and the remove history windows for all modules.
Part 7: Business Alerts
You can use this information to set up Business Alerts to notify you when your data matches conditions you specify.
The Business Alert information is designed to give you an in-depth understanding of how to use the features of
Business Alerts, and how Business Alerts integrates with the Microsoft Dynamics GP system.
This part of the documentation contains the following information:
Chapter 36, “Business Alerts overview,” contains information about how Business Alerts works.
Chapter 37, “Business Alerts setup,” contains information about setting up Business Alerts.
Chapter 38, “Business Alerts maintenance,” contains information about maintaining Business Alerts.
Chapter 36: Business Alerts overview
Business Alerts uses the power of Microsoft SQL Server to monitor your business’s data, delivering faster access to
business-critical information and enabling your organization to make quicker, more informed decisions to improve
your business success.
How Business Alerts works
Alert notifications
Business Alerts terms
How Business Alerts works
Business Alerts takes advantage of the query features of Microsoft SQL Server to monitor your data for specific
conditions. For example, suppose that you want to be notified when a customer’s credit limit has been exceeded. In
that case, you can use the Business Alert wizard to create a query that compares the credit limit amounts to the
current amounts for your customers.
You can use the wizard to set up the schedule for the alert—that is, when, how often, and for how long you want
Microsoft Dynamics GP to check whether the conditions you’ve defined exist. You also can specify a list of people
to notify when those conditions occur.
You can create an unlimited number of business alerts, combining information from any of the tables in company
or system databases. For example, you can compare the outstanding commissions per salesperson from the sales
tables to commissions paid in the payroll tables.
Once you have created and enabled a business alert, the conditions will be checked according to the schedule you
set up. Whenever the alert condition is found, an email message is sent to the people or groups that you specified
or a task is created for the user that you specified.
Alert notifications
You can use any of the notification methods supported by your messaging system with Business Alerts. For
example, you can notify alert recipients using any combination of e-mail, fax, and pager messages. You also can
create tasks that will be displayed on their home pages and their task list whenever an alert condition is found.
IMPORTANT
We strongly recommend that you use a MAPI-compliant messaging system, and that you ensure that it is working correctly
with Microsoft SQL Server before using Business Alerts.
Business Alerts terms

Terms specific to Business Alerts are defined in the following table.
TERM DEFINITION
Alert formula A SQL query that defines the conditions you want the
business alert to test for.
Joining tables Identifying the columns in two different tables that store the
same information. Also referred to as creating table joins.
Notification Informing a person or group of people that the alert

conditions have occurred.
Recipient A person or group you want to notify when the alert

condition occurs.
Chapter 37: Business Alerts setup

Use the Business Alert wizard to create a Microsoft SQL Server query that checks your data for the conditions you
specify. Next, create the schedule for the query— that is, when, how often, and for how long you want Microsoft
Dynamics GP to check whether the conditions you’ve defined exist. You also can specify the list of people to notify
when it does.
Before you set up Business Alerts be sure that Microsoft SQL Server Agent is started and that you’ve set up SQL
Mail or Database Mail. SQL Server Agent is not available for SQL Server Express. For more information about
setting up SQL Mail or Database Mail, refer to SQL Server Books Online. You also can refer to the following
Microsoft Knowledge Base article titled “How to configure Microsoft SQL Server for use with Business Alerts”
(https://mbs.microsoft.com/knowledgebase/ KBDisplay.aspx?scid=kb;en-us;915097).
Starting the Business Alert wizard
Defining a business alert
Selecting and joining tables for alerts
Rules for Business Alerts formulas
Defining an alert formula
Setting up an alert notification
Scheduling an alert
Using data from integrating applications in alerts
Starting the Business Alert wizard
Use the Business Alert wizard to create a business alert. You can create an unlimited number of business alerts,
combining information from any of the tables in a company database or in the system database. For example, you
can compare the outstanding commissions per salesperson from the sales tables to commissions paid in the
payroll tables.
To start the Business Alert wizard:
1. Open the Business Alert Welcome window. (Administration >> Setup >> System >> Business Alerts)
2. Decide if you want to create a new business alert or modify an existing business alert.
To create a new business alert, mark Create New Alert and choose Next. Refer to Defining a business alert
for more information.
To modify an existing business alert, mark Modify Existing Alert and choose Next. Refer to Modifying a
business alert for more information.
Defining a business alert
Use the Define Business Alert window to select the database for a business alert and to assign an ID and
description to the alert. You can set up an alert for any company database or for the Microsoft Dynamics GP
system database. If you select a company database, the Microsoft Dynamics GP system tables also will be included.
Before you begin this procedure, you should have started the Business Alert wizard. Refer to Starting the Business
Alert wizard for more information.
To define a business alert:
1. In the Business Alert Welcome window, choose Next to open the Define Business Alert window.
2. Select the database that will be checked with the alert. The database name is displayed.
3. Enter an alert ID and brief description of the alert.
4. To continue setting up the alert, choose Next to open the Select Tables window.
Refer to Selecting and joining tables for alerts for more information.
Selecting and joining tables for alerts
Use the Select Tables window to select the tables that contain the information you’ll use to define the formula for
this business alert.
For more information about the tables Microsoft Dynamics GP uses to store information, use the Table
Descriptions window. On the Microsoft Dynamics GP menu, choose Tools >> Resource Descriptions >> Tables.
If you select more than one table, you must join the tables using the Joining Tables window. For example, suppose
you want to create an alert using the RM Customer MSTR table and the Customer Master Summary table, which
both have a Customer
Number column. In this case, you could join the Customer Number columns of these tables.
If you’re using an integrating application with Microsoft Dynamics GP and you want to include its information in a
business alert, you must select the tables you need to include using the Business Alert Table Maintenance window.
For more information, refer to Using data from integrating applications in alerts .
To select and join tables for alerts:
1. Open the Select Tables window. (In the Define Business Alert window, choose Next.)
2. Select the series that includes the tables to include in the alert, then select each table to include and choose
Insert. You can include tables from more than one series.
3. Choose Next; if you’ve selected more than one table, the Joining Tables window will appear.
4. Select two tables that have columns you want to join. (To select more than one table, hold down the CTRL
key while selecting.)
5. Select a column from each table and choose Insert. The columns you select must have the same data type,
that is, they must store the same type of information. For example, you could not join a date column with a
currency amount column. You can create multiple table joins, including multiple table joins between the
same tables.
Each table must be joined to at least one other table before you can continue setting up an alert.
1. Choose Next and refer to Defining an alert formula to continue setting up this alert.
Rules for Business Alerts formulas
Formulas for Business Alerts must adhere to the following rules:
String constants must be enclosed in single quotes.
The total number of left parentheses must equal the total number of right parentheses.
An OR operator can’t precede an aggregate function.
The formula must include a comparison operator (=,<,>,<=,>=,<>).
The formula can’t have two operators next to each other.
The formula can’t have two columns or constants next to each other.
The formula can’t begin with an operator.
Defining an alert formula
Use the Define Alert Formula window to create the formula that specifies the conditions you want this alert to
check for. For example, you can set up a formula to monitor when a customer’s on-order amount exceeds their
credit limit.
To define an alert formula:
1. Open the Define Alert Formula window. (In the Select Tables window or the Joining Tables window, choose
Next.)
2. Build the formula by adding columns, constants, and operators to the business alert formula.
For example, to create a credit alert that notifies you when customer orders exceed customer credit limits, you
might select the Customer Master Summary table, then select the On Order Amount column. Choose Add
Column. Choose the > button to insert the greater than operator. Then select the RM Customer MSTR table and
the Credit Limit Amount column, and choose Add Column.
When you choose Next, your formula is checked to ensure that it complies with the rules for formulas.
1. Choose Next and refer to Setting up an alert notification to continue setting up an alert.
Setting up an alert notification
Use the Alert Notification window to enter the addresses or user IDs of the people who should be notified when
the alert conditions specified in the business alert formula occur. Depending on how you choose to deliver
notifications, the addresses might be e-mail addresses, or fax, or pager numbers.
You also can specify whether the recipients should receive a message, or a message and a report. If you choose to
send a message and a report, use the Select Report Columns window and the Select Report Sorting Options
window to set up the information to be included in the report.
You can use any of the notification methods supported by your messaging system. For example, if you’re using
Microsoft Exchange, you could notify alert recipients using a combination of e-mail, fax, and pager messages.
We strongly recommend that you use a MAPI -compliant messaging system, and that you ensure that it is working
correctly with Microsoft SQL Server before using Business Alerts.
If the recipients are listed by their user IDs, the alert that they receive will be in the form of a new Microsoft
Dynamics GP task that is created and assigned to them when the alert conditions that you specify are met.
To set up an alert notification:
1. Open the Alert Notification window. (In the Define Alert Formula window, choose Next.)
2. Indicate if alert recipients will be listed by e-mail addresses or by user IDs. If you mark user ID, skip to step
4.
3. Indicate if alert recipients should receive a message, or a message and a report.
4. Enter the addresses or user IDs of the people or groups to notify when the alert conditions occur. If you
entered addresses in the alert recipients list, you should send a test mail message to be sure that all the
recipients will receive the message.
If you have a MAPI-compliant messaging system and you marked E -mail in step 2, you also can choose the
To button to open the address window for your system, where you can select addresses. For example, if
you’re using Microsoft Exchange, choosing this button will open the Address Book window, where you can
select recipients, as well as carbon-copy (cc) and blind-carbon-copy (bcc) recipients.
If you marked User ID in step 2, you can choose the To button to open the Users lookup window, where you
can select user IDs.
The list of recipients can’t have more than 255 characters. If you need to create a longer list of recipients, we
recommend that you set up and use a mail group, rather than entering each recipient individually.
1. Enter the message you want the recipients to receive. This message can’t be more than 255 characters.
2. Choose Next; if you marked the Message and Report option, the Select Report Columns window will appear.
3. In the Select Report Columns window, select a table that includes columns you want to appear in the report,
then select the columns you want and choose Insert. You also can change the heading that will appear above
each column on the report. If you enter a new column heading, Microsoft Dynamics GP automatically will
enclose it in single quotation marks, and replace any spaces with underscore characters.
Columns will appear on the report in the order they appear in the Report Column list.
1. Choose Next to open the Select Report Sorting Options window.
2. Select the column for sorting the report and choose Insert. You can insert additional columns into the
Report Sort Order list.
3. Choose Next and refer to Scheduling an alert to continue setting up this alert.
Scheduling an alert
Use the Schedule Alert window to specify when, how often, and for how long your data will be checked for the
business alert conditions you’ve defined.
To schedule an alert:
1. Open the Schedule Alert window.
(In the Define Alert Output window or the Select Report Sorting Options window, choose Next.)
1. Decide if your data should be checked for the alert conditions on a daily, weekly, or monthly basis. Other
options in the window will change, depending on your selection.
2. Decide if your data should be checked once each interval, or more frequently. For example, if you chose to
have data checked every week on Monday, you could then have it occur every two hours, beginning at 6
a.m. and ending at 6 p.m.
3. Enter the date you want the checks of your data to begin and to end. If you don’t want the checks of your
data to end, mark the No End Date option.
4. Mark Keep Alert History to keep a record of dates and times that the alert conditions occurred and the
recipients who were notified each time, and mark Enable Business Alert if you want to start using this alert.
5. Choose Test Alert to see if the alert formula you entered is valid, and to send a test message to the alert
recipients.
6. Choose Finish to save your changes and close the Business Alert wizard.
Using data from integrating applications in alerts
Use the Business Alert Table Maintenance window to make tables from integrating applications available for
business alerts. You must complete the steps in this procedure if you use integrating applications with Microsoft
Dynamics GP and you want to include information from these applications in a business alert. After you complete
this procedure, you’ll be able to select tables from integrating applications when you’re creating a business alert
with the Business Alert wizard.
To use data from integrating applications in alerts:
1. Open the Business Alert Table Maintenance window. (Administration >> Utilities >> System >> Business
Alerts)
2. Select the dictionary and series that includes the tables to use in a business alert.
3. From the list of tables available in the dictionary, select the tables to use and choose Insert.
4. When you have selected all the tables to use in a business alert, choose Process to add the selected tables to
the tables available for business alerts.
Chapter 38: Business Alerts maintenance
After you’ve set up and enabled Business Alerts, you might need change an alert by modifying the formula, using
different tables, changing the alert schedule, or adding, or removing people from the list of people to be notified
when the alert conditions occur.
If you marked the option to keep alert history, you can print a report showing when the alert conditions occurred
and which the recipients were notified each time. You also can remove that history if it is no longer needed.
Modifying a business alert
Modifying an alert schedule and notification
Making tables unavailable for alerts
Printing and removing alert history
Modifying a business alert
Once you’ve created a business alert, you can use the Business Alert Maintenance window to view or modify the
details of the alert. You can make changes to virtually any aspect of an alert, such as the alert formula, the list of
notification recipients, the alert schedule and the report that is generated by the alert.
To modify a business alert:
1. Open the Business Alert Maintenance window. (Administration >> Cards >> System >> Business Alerts)
2. Enter or select a business alert.
3. Decide how the business alert needs to be modified. In the Business Alert Maintenance window, you can
change the contents of the alert message, change options for keeping history and enable or disable a
business alert.
• To change the alert message, enter new text in the Message field.
To keep a record of the dates and times that the alert conditions occurred and the recipients who were
notified each time, mark Keep Alert History.
To disable a business alert, clear the Enable Business Alert option.
1. To change the schedule or the notification options, choose Schedule/
Notification to open the Schedule and Notification window. Refer to Modifying an alert schedule and notification
1. To change the formula or the tables used in the alert, choose Modify Alert to open the Business Alert wizard.
Choose Next one or more times to open the appropriate window for making your change.
To change the formula, use the Define Alert Formula window. Refer to Defining an alert formula for
more information.
To select different tables, use the Select Tables window. Refer to Selecting and joining tables for alerts
2. To print a report showing the history for this alert, choose Print/Remove History to open the Print/Remove
Alert History window. Refer to Printing and removing alert history for more information.
3. Save your changes.
Verify your changes with the Business Alert Setup List. To print the list, choose File >> Print when the Business
Alert Maintenance window is open.
Modifying an alert schedule and notification
Use the Schedule and Notification window to modify when, how often, and for how long Microsoft Dynamics GP
will check whether the business alert conditions exist. Microsoft Dynamics GP will check your data for the
conditions specified in the business alert formula at the intervals you set up here. You also can add or remove e-
mail addresses or user IDs from the list of recipients for this business alert.
To modify an alert schedule and notification:
1. Open the Schedule and Notification window. (Administration >> Cards >> System >> Business Alerts >>
Select an alert >> choose Schedule/Notification)
2. Make the necessary changes to the schedule.
3. Add or remove recipients.
4. To disable a business alert, clear the Enable Business Alert option.
5. Choose Test Alert to ensure that the alert works correctly with the changes you made.
6. Choose OK to close the Schedule and Notification window.
7. In the Business Alert Maintenance window, choose Save. Close the window.
Making tables unavailable for alerts
Use the Business Alert Table Maintenance window to make tables unavailable for business alerts.
To make tables unavailable for alerts:
1. Open the Business Alert Table Maintenance window. (Administration >> Utilities >> System >> Business
Alerts)
2. Select the dictionary and series that includes the tables you want to make unavailable for business alerts.
3. From the list of tables available in the dictionary, select the tables to use and choose Insert.
4. When you have selected all the tables to make unavailable for business alerts, choose Process to remove the
selected tables from the tables available for business alerts.
Printing and removing alert history
When you create a business alert, you have the option to have Microsoft Dynamics GP keep history, which is a
record of the dates and times when the alert conditions occurred and the recipients who were notified each time.
Use the Print/Remove Alert History window to print the Business Alert History Report, or remove business alert
history and print the Business Alert History Removal Report.
To print and remove alert history:
1. Open the Print/Remove Alert History window. (Administration >> Cards >> System >> Business Alerts >>
Select an alert >> choose Print/Remove History.)
2. Select the option to print the Business Alert History Report, or to print the Business Alert History Removal
Report and remove history.
3. Enter the range of dates you want to include in the report or remove from history.
4. Choose Process to print the report, or to print the report and remove history.
Part 8: Customizing Microsoft Dynamics GP

You can use this information to locate the setup instructions for additional components that you purchased. You
also can use this information to help you extend your system to your exact specifications. The Microsoft Dynamics
GP interface makes your system highly customizable.
Chapter 39, “Report deployment,” explains how to deploy predefined SQL Server Reporting Services reports
that are included in Microsoft Dynamics GP to a server or to a Microsoft SharePoint library.
Chapter 40, “Excel report deployment,” explains how Excel reports and Office Data Connection (ODC )
technology work together and how to deploy the reports.
Chapter 41, “Sorting options,” explains how to tailor specific elements in the Microsoft Dynamics GP user
interface to your specific needs.
Chapter 42, “Word templates,” explains how you can set up and use the Microsoft Word templates for
Microsoft Dynamics GP functionality.
Chapter 43, “Extending system functionality,” provides an overview of the tools you can use to customize your
reports, user interface, and data integration processes.
Chapter 39: Report deployment
This information explains how you can deploy predefined SQL Server Reporting
Services reports that are included in Microsoft Dynamics GP to a server or Microsoft
SharePoint site. If you are using SQL Server 2008 Reporting Services, SQL Server 2008 R2 Reporting Services, or
SQL Server 2012 Reporting Services, you also can deploy charts and key performance indicators (KPIs). Once the
reports and charts and KPIs are stored on a server or on a Microsoft SharePoint library, users can access them
without starting Microsoft Dynamics GP as long as they have the appropriate security access.
Refer to the System User’s Guide (Help >> Contents >> select Using the System) for more information about
using SQL Server Reporting Services with Microsoft Dynamics GP.
Reporting Services reports that you can deploy from Microsoft Dynamics GP
Deploying SQL Server Reporting Services reports
Reporting Services reports that you can deploy from Microsoft Dynamics GP
Microsoft Dynamics GP contains predefined SQL Server Reporting Services reports that you can deploy to a
server or a Microsoft SharePoint library. If you are using SQL Server 2008 Reporting Services, SQL Server 2008
R2 Reporting Services, or SQL Server 2012 Reporting Services, you also can deploy charts and KPIs. These
reports must be deployed before they can be used. When you deploy reports and charts and KPIs, new files are
created in locations that you specify for you to use.
Once the reports and charts and KPIs are deployed, a user can access them even when Microsoft Dynamics GP is
not running and as long as that user has access to the location where those reports and charts and KPIs are stored.
It is the system administrator’s responsibility to create secure locations on a server or on a SharePoint library for
these reports.
timeout execution, you might receive an error that states that “the operation has timed out.” If you don’t update the
You must be an administrator to modify the Report Serve rweb.config file.
To modify the Report Server Web.config file:
located in C:\Program Files\Microsoft SQL
Server\MSSQLSERVER\Reporting Services\ReportServer where Reporting
Services is installed.)
1. Open the Report Server web.config file using a text editor, such as Notepad.
Deploying SQL Server Reporting Services reports
Use the Reporting Tools Setup window to deploy the predefined SQL Server
Reporting Services reports that are available in Microsoft Dynamics GP to the
Report Server or to a Microsoft SharePoint library. You also can use the Reporting Tools Setup window to redeploy
reports or deploy reports to a different location. If you are using Reporting Services 2008, Reporting Services 2008
R2, or SQL Server 2012 Reporting Services, you also can deploy charts and KPIs. If you are using more than one
instance of Microsoft Dynamics GP, you should only deploy reports to the report server for one instance at a time.
The Deployment Options list has a tree view that displays the deployment status of each company and of each
report type. You can select to deploy reports by company and by report type.
There are three levels in the tree view. You can choose the + symbol next to a level to view additional levels in the
tree view. You can collapse and expand the entire tree or just portions of it. A check mark next to a level means that
the reports are available to deploy. All items that are not fully deployed will automatically be marked.
To deploy SQL Server Reporting Services reports:
1. Open the Reporting Tools Setup window.
(Administration >> Setup >> System >> Reporting Tools Setup)
1. On the SQL Reporting Services tab, select the report server mode.
Microsoft Dynamics CRM 2011 or later supports only the native mode of deployment of Microsoft SQL Server
Reporting Services.
1. Depending on your report server mode, enter the following locations. Be sure that your location doesn’t end
with a slash.
Native mode location:
LOCATION EXAMPLE
SharePoint Integrated mode location:
Location Example
SharePoint Site https://<servername>/SharePoint site
1. If you selected Native as the report server mode, you can enter the name of the folder to deploy the reports
to. By using a folder, you can deploy Reporting Services reports for multiple Microsoft Dynamics GP
2. If you are using Microsoft Dynamics CRM 2011, enter the URL for the CRM service, the name of the
organization, and specify credentials for the data source.
We recommend that you use Windows Authentication (Integrated Security). If you select to be prompted for
credentials, you must mark the Use as Windows credentials when connecting to the data source option on the data
source deployed.
You must be using SQL Server 2008 R2 or 2012 Reporting Services and Microsoft Dynamics CRM 2011 or later to
deploy SQL Server Reporting Services reports and metrics that includes CRM data. Microsoft Dynamics CRM
supports only the native mode of deployment of SQL Server Reporting Services.
1. To verify your locations, choose the Refresh button in the upper right hand corner of the Deployment
Options tree view.
2. In the Deployment Options tree view, all items that are not fully deployed are automatically marked.
To exclude an item, unmark the check box. For example, if you don’t want to deploy SQL Server Reporting Services
reports in Fabrikam, Inc., expand the Company level in the tree view and unmark SRS Reports.
1. Choose Deploy Reports to deploy reports. To redeploy reports for all companies, mark Redeploy all reports for
selected companies and then choose Deploy Reports.
The Business Intelligence Deployment Progress window appears. This window displays the report deployment
progress.
1. After the reports are deployed, choose Print Status Report to view the deployment status of reports.
Chapter 40: Excel report deployment
Microsoft Dynamics GP comes with many predefined Excel reports, which contain the same information as the
default SmartList favorites. Excel reports use Office Data Connection (ODC ) technology to maintain a direct link to
the underlying company database, so that users with appropriate security access can view real-time data in an Excel
worksheet, without needing to start Microsoft Dynamics GP.
This information explains how Excel reports and ODC work together, and how to make the Excel reports available
for users to view.
Understanding data connections and Excel reports
Deploying Excel reports
Understanding data connections and Excel reports
Microsoft Dynamics GP and Microsoft Office provide an integration method, called an Office Data Connection
(ODC ), that allows you to view live Microsoft Dynamics GP data in an Excel worksheet.
ODC provides a link to a system or company database in SQL Server. The ODC connection ensures that when the
Excel report is viewed, it contains the most recent data.
Each ODC file supplied with Microsoft Dynamics GP corresponds to a default
SmartList object. For example, an ODC file named
TWO_Accounts_AccountSummary.odc links to the same data as the Account Summary SmartList object.
For each ODC file there is a corresponding worksheet. The Excel report connects to the ODC file to display data.
For example, the Excel report named
Accounts_AccountSummary.xlsx displays the data from the ODC file named
TWO_Accounts_AccountSummary.odc.
Before users can view Excel reports, a system administrator must perform a process called “deployment” to create
the ODC files and corresponding Excel worksheets, and make them available for users to access. There are two
ways deploy Excel reports:
To a shared folder on a secure server location
To a SharePoint document library
To view the reports, users must meet the following requirements.
To view the data that is displayed in an ODC file, users must have the appropriate SQL Server access rights.
Refer to Setting up security for viewing data connections and Microsoft Excel reports for more information.
To open the .xlsx worksheet files, users must have the 2010 Microsoft Office system.
Additional user permissions are required for the shared network folder or SharePoint Server document
library, depending on where you choose to deploy the reports.
As part of the deployment process, the system administrator can designate a location where each user can store
any Excel reports and data connections they modify or create. This allows each user to customize reports
individually, without affecting the reports and data connections available to all users at the system level.
Once the deployment process is complete, both system-level and user-level Excel reports and their corresponding
data connections appear automatically in reports lists within Microsoft Dynamics GP.
To view Excel reports and data connections for a particular series, choose the appropriate series button in the
navigation pane, then choose the Excel Reports shortcut. To view Excel reports for all series, choose Administration
in the navigation pane, then choose the Excel Reports shortcut. See the System User’s Guide (Help >> Contents
>> select Using the System) for more information about report lists.
Deploying Excel reports
Use the Reporting Tools Setup window to deploy Excel reports and data connections to a shared network location
or to a Microsoft SharePoint site. During this process, ODC files are created and saved to the designated location.
Excel reports and data connections that are stored in the locations that you specify in the Reporting Tools Setup
window also will be listed in Excel Reports lists. See the System User’s Guide (Help >> Contents >> select Using
the System) for more information about report lists.
The Deployment Options list has a tree view that displays the deployment status of each company and of each
report type. You can use the tree view to deploy reports by company and by report type.
You can choose the + symbol next to a level to view additional levels in the tree view. You can collapse and expand
the entire tree or just portions of it. A check mark next to a level means that the reports are available to deploy. All
items that are not fully deployed will automatically be marked.
To deploy Excel reports:
1. Decide if you are going to deploy reports to a network share or to a Microsoft SharePoint site.
2. If you are deploying reports to a new network share, create a shared folder to store the Excel report file sin a
secure network location. Set the share permissions to Change (the minimum) or Full Control. You can use
the same folder as you used to deploy the data connection files, or you can create a separate folder.
If you are deploying reports to a Microsoft SharePoint location, create a document library to store the Excel report
files.
1. Open the Reporting Tools Setup window.
(Administration >> Setup >> System >> Reporting Tools Setup)
1. In the System Level area, select the location to deploy reports to.
You must have access to the server to deploy reports to a shared network location.
1. If you are using Microsoft Office 365 and want to deploy Excel reports to a reports library in SharePoint
Online 2010, mark Using SharePoint Online option. This option is available if you selected SharePoint as the
location to deploy reports to.
2. Depending on the location you selected, enter the following information. Be sure to use back slashes when
you are entering the location for Excel reports even if you are using a UNC path. You should also be sure
that the location doesn’t end in a slash.
Network Share location:
LOCATION EXAMPLE
Report Server URL \\<servername>\Reports
SharePoint location:
Location Example
SharePoint Site http:\\<servername>\SharePoint site
1. In the User Level area, enter the location to where Excel reports are stored on each user’s computer. You must
use the “%” character as the variable for the Windows user ID in the path.
For example: C:\Documents and Settings\%\My Documents\My Data Sources\GP Connections
Data connections that are stored in this location also will be listed in report lists.
1. To verify your locations, choose the Refresh button in the upper right hand corner of the Deployment
Options tree view.
2. In the Deployment Options tree view, all items that are not fully deployed are automatically marked.
To exclude an item, unmark the check box. For example, if you don’t want to deploy Excel reports in Fabrikam, Inc.,
expand the Company level in the tree view and unmark Excel Reports.
1. Choose Deploy Reports to deploy reports. To redeploy reports for all companies, mark Redeploy all reports for
selected companies and then choose Deploy Reports.
The Business Intelligence Deployment Progress window appears. This window displays the report deployment
progress.
1. After the reports are deployed, choose Print Status Report to view the deployment status of reports.
Chapter 41: Sorting options
Use this information to tailor specific elements in the Microsoft Dynamics GP user interface to your specific needs,
enabling you to work more efficiently and spend less time moving from one task to another. This information is
divided into the following sections:
Setting up custom sorting options for an advanced lookup window
Adding new custom links
Modifying custom links
Copying custom links
Setting up custom sorting options for an advanced lookup window
Use the Advanced Lookups Setup window to set up custom sorting options to be used in addition to the default
sorting options that are provided. For example, if you want to sort the Customers list by phone number or postal
code, you could set up a custom sorting option to do so.
If you make custom sorting option changes for one company, those changes won’t be applied to your other
companies. Custom sorting options can be set on a per-company basis.
To set up custom sorting options for an advanced lookup window:
1. Open the Advanced Lookups Setup window. (Administration >> Setup >> Company >> Advanced
Lookups)
2. Select the advanced lookup to which you want to create a custom sorting option.
3. Select the field you want to sort by. The fields that appear in the list will change depending on which object
is selected.
4. Enter a description for the sorting option, or accept the default description. The description will appear in the
View >> Additional Sorts menu in the corresponding lookup window.
5. Repeat steps 4 and 5 to set up additional options for the selected object.
6. Choose Save to save the sorting options and synchronize the Advanced Lookup indexes.
Adding new custom links
Use the Customer Link Setup window and the Create/Modify Custom Link window to create custom links to
launch Microsoft Outlook to address an e-mail message, to launch Internet Explorer to view a web page, or to open
a document in Word, Excel, or some other application for customers, vendors, items, salespeople, and employees.
Tracking Number links can be created based on the shipping method for a document, linking to tracking
information on the shipper’s web site. Currencyspecific links can be created based on the currency selected, linking
to a web site with exchange rate information. Checkbook and credit card links can be created based on the
checkbook selected, linking to the bank’s online banking web page.
You can also choose to link to the same location for all values. For example, all checkbooks could be made to link to
the same online banking web page.
To add new custom links for currencies, exchange rates, tracking numbers, checkbooks, and credit cards:
1. Open the Custom Link Setup window. (Administration >> Setup >> Company >> Custom Link)
2. Choose New to open the Create/Modify Custom Link window.
3. Select the prompt for which you can create a custom link.
4. Enter the description of the link.
5. Enter or select a field value.
6. If the All field values field is available, you can mark this field to attach the link to all the fields using the
same field value. For example, you decided to create a link for Exchange Rate. By marking All Field Values,
you can click the link for any Exchange Rate prompt for any currency and open the same web site defined
for exchange rates.
7. Enter the internet address of the link you want to create.
8. Choose Save. When you save the link, information about the link will appear in the Custom Link Setup
window.
To add new custom links for customers, vendors, items, salespeople, and employees:
2. Choose New to open the Create/Modify Custom Link window.
3. Select the prompt for which you can create a custom link.
4. Enter the description of the link.
5. Select an address type. The types of addresses available depend on the prompt you selected. For example, if
you selected Customer, you could select the primary, ship to, bill to, or statement to addresses. An address
type isn’t available for items or sales people.
6. Select an address field. This information is defined in the Internet Information window. You must define the
custom link information in the Internet Information window for the link to work.
7. Choose Save. When you save the link, information about the link will appear in the Custom Link Setup
window.
Modifying custom links
Use the Custom Link Setup window to modify custom links.
To modify custom links:
2. Select the custom link you want to change and choose Modify to open the Create/Modify Custom Link
window.
3. In the Create/Modify Custom Link window, enter the modify the information.
4. Choose Save.
Copying custom links
Use the Custom Link Setup window to copy custom links. You may want to copy a link if you want to create a new
link that uses the same information.
To copy custom links:
2. Select a customer link and choose Copy to open the Create/Modify Custom Link window.
3. In the Create/Modify Custom Link window, make any changes to the link that you want.
4. Choose Save. If you didn’t change the custom link label for the new link, Copy1 will be added to the label.
Chapter 42: Word templates
You can use the Word template functionality in Microsoft Dynamics GP to use predefined templates or create your
own.
Word template overview
Predefined Word templates for Microsoft Dynamics GP
Configuring Word templates
Assign a company image to Word templates
Installing the Microsoft Dynamics GP Add -in for Microsoft Word
Word template overview
Predefined Word templates for document types such as sales quotes and purchase orders are provided for you
with Microsoft Dynamics GP. The templates are based on standard reports in Microsoft Dynamics GP. By default,
the Word templates functionality is enabled for Microsoft Dynamics GP. You can print the predefined Word
templates for your customers and vendors in each of the companies you have access to. For a list of the predefined
templates, see Predefined Word templates for Microsoft Dynamics GP .
You also can create your own template or create a template from an existing template. For example, you might
want to change the font size for a template or create separate templates for your customers in the United States
and in Canada based on a standard report because of regulatory requirements. The Word template must be based
on a standard report.
After creating or modifying a template, you can assign the template to your companies and then to customers or
vendors. You can assign a specific template to an individual customer or vendor or a class of customers or vendors.
For example, you can create a specific template for a promotion and assign that template to your local customers
for that promotional period.
The following components are required to modify Word templates for Microsoft Dynamics GP.
Microsoft Dynamics GP Add-in for Microsoft Word to add fields and data sources to the template
Visual Studio Tools for Office Runtime 2.0 or later—Visual Studio Tools for Office Runtime 3.0 is installed
with Microsoft Dynamics GP Add-in for Microsoft Word
Predefined Word templates for Microsoft Dynamics GP
The following predefined Word templates are installed with Microsoft Dynamics GP. Predefined templates cannot
be modified or removed. You can make copies of the predefined templates and make your changes such as
changing the font. Predefined templates do not have logos assigned to them.
You can print the predefined Word templates for your customers and vendors in each of the companies you have
access to. If you don’t want use a predefined template, remove the assignment to the company and select a new
default Word template.
DOCUMENT TYPE REPORT WRITER REPORT NAME PREDEFINED WORD TEMPLATE NAME
Sales Order Processing Quote SOP Blank History Options Quote Form SOP Blank History Options Quote Form
Template*
SOP Blank History Quote Form SOP Blank History Quote Form
Template*
SOP Blank Options Quote Form SOP Blank Options Quote Form
Template*
SOP Blank Quote Form SOP Blank Quote Form Template*
Sales Order Processing Order SOP Blank History Options Order Form SOP Blank History Options Order Form
Template*
SOP Blank History Order Form SOP Blank History Order Form
Template*
SOP Blank Options Order Form SOP Blank Options Order Form
Template*
SOP Blank Order Form SOP Blank Order Form Template*
Sales Order Processing Invoice SOP Blank History Options Invoice SOP Blank History Options Invoice
Form Form Template*
SOP Blank History Invoice Form SOP Blank History Invoice Form
Template*
SOP Blank Options Invoice Form SOP Blank Options Invoice Form
Template*
SOP Blank Invoice Form SOP Blank Invoice Form Template*
Sales Order Processing Packing Slip SOP Blank Packing Slip Form SOP Blank Packing Slip Form Template*
Sales Order Processing Return SOP Blank Return Form SOP Blank Return Form Template*
SOP Blank Options Return Form SOP Blank Options Return Form
Template*
SOP Blank History Return Form SOP Blank History Return Form
Template*
SOP Blank History Options Return SOP Blank History Options Return Form
Template*
Sales Order Processing Back Order SOP Blank History Options Back Order SOP Blank History Options Back Order
Template*
SOP Blank History Back Order SOP Blank History Back Order
Template*
SOP Blank Options Back Order SOP Blank Options Back Order
Template*
SOP Blank Back Order SOP Blank Back Order Template*
Sales Order Processing Picking Ticket SOP Blank Picking Ticket Bin Sequenced SOP Blank Picking Ticket Bin Sequenced
Template*
SOP Blank Picking Ticket Order Entered SOP Blank Picking Ticket Order Entered
Template*
SOP Blank Options Picking Ticket Form SOP Blank Options Picking Ticket Form
Template*
Receivables Statement Form RM Statement on Blank Paper RM Statement on Blank Paper

Template*
MC Statement Blank Form MC Statement Blank Form Template*
Receivables Sales/Invoices RM Blank Document RM Blank Document Template*

Receivables Debit Memos RM Blank Document RM Blank Document Template*
Receivables Finance Charges RM Blank Document RM Blank Document Template*
Receivables Service/Repairs RM Blank Document RM Blank Document Template*
Receivables Warranties RM Blank Document RM Blank Document Template*
Receivables Credit Memo RM Blank Document RM Blank Document Template*
Receivables Returns RM Blank Document RM Blank Document Template*
Document type Report Writer report name Predefined Word template name
Purchase Order POP Purchase Order Blank Form POP Purchase Order Blank Form
Template*
POP History Purchase Order Blank POP History Purchase Order Blank
Form Form Template*
POP Purchase Order Rollup Blank Form POP Purchase Order Rollup Blank Form
Template*
POP History Purchase Order Rollup POP History Purchase Order Rollup
Blank Blank Form*
Payable Invoices PM Blank Document PM Blank Document Template*
Payable Finance Charges PM Blank Document PM Blank Document Template*
Payable Miscellaneous Charges PM Blank Document PM Blank Document Template*
Payable Credit Memo PM Blank Document PM Blank Document Template*
Payable Returns PM Blank Document PM Blank Document Template*
Payable Check Remittance Check Remittance Check Remittance Template*
Configuring Word templates

You can use the Template Configuration Manager window to configure Word templates for Microsoft Dynamics
GP. By default, the Word templates functionality is enabled for all companies. If you don’t want to use the Word
template functionality, you can use this window to disable Word templates.
The Template Configuration Manager window has a tree view that you can use to select the companies, series, and
Word templates you want to use.
To configure Word templates:
1. Open the Template Configuration Manager window. (Administration >> Reports >> Template
Configuration)
2. Expand to the levels you want to exclude or include, and unmark or mark the companies, series, or Word
templates. A check mark next to a level means that the templates available for that level will be made
available for use. To exclude a level, unmark the check box.
For example, if you don’t want to use the POP Purchase Order Blank Form Template* in Fabrikam, Inc., expand to
the Word template level in the tree view and unmark the template.
1. Choose Save in the Template Configuration Manager window to save your changes.
Assign a company image to Word templates
Use the Image Assignment window to assign an image (company logo) for each company that has the Word
templates functionality enabled in the Template Configuration Manager window. Each company can have only one
image assigned to it. You also can remove an image from a company.
The image you assign to a company can be from one of the following formats.
GRAPHICS INTERCHANGE FORMAT (GIF) JOINT PHOTOGRAPHIC EXPERTS GROUP (JPEG)
Tagged Image File Format (TIFF) Windows bitmap (BMP)
Portable Network Graphics (PNG)
You should keep in mind that the format and resolution of the image you chose may affect the maximum file size
when attaching documents for your customers and vendors if you are using the Microsoft Dynamics GP e-mail
functionality. The image also affects the size of the reports and documents generated by the Word template
functionality. This can affect performance of the printing process.
To assign a company image to Word templates:
1. Open the Image Assignment window. (Administration >> Reports >> Template Configuration >> Images)
2. Select a company in the Company images list.
3. Click the Add button to open the Select an image window.
4. Select an image and choose the Open button to assign image to the company for Word templates.
5. Choose OK in the Image Assignment window to save your changes.
Installing the Microsoft Dynamics GP Add-in for Microsoft Word
You must install the Microsoft Dynamics GP Add-in for Microsoft Word only if you want to create new Word
templates. The Microsoft Dynamics GP Add-in for Microsoft Word is used when creating the layout of the Word
template document for a report. You also need to install the Microsoft Dynamics GP Add-in for Microsoft Word
when you want add data sources and fields to existing Word templates.
To install the Microsoft Dynamics GP Add-in for Microsoft Word:
1. From the Microsoft Dynamics GP 2010 installation media, double-click the Setup.exe file to open the
Microsoft Dynamics GP installation window.
2. Click Microsoft Dynamics GP Add-in for Microsoft Word under Additional Products, and then select Install.
3. If you haven’t installed Visual Studio Tools for Office Runtime, the Software
Update Visual Studio Tools for the Office system 3.0 Runtime wizard appears.
1. Follow the instructions in the window to accept the software license agreement. To install Visual Studio Tools
for the Office system 3.0 Runtime, you must accept this agreement.
2. After Visual Studio Tools for Office Runtime is installed, the Microsoft Dynamics GP Add-in for Microsoft
Word wizard appears.
3. Follow the instructions in the window to accept the software license agreement. To install Microsoft
Dynamics GP Add-in for Microsoft Word, you must accept this agreement and click Next.
4. Specify the folder where you want the predefined Word templates installed.
The default folder is C:\Program Files\Microsoft Dynamics\Report Templates. To select a different folder, click
Browse.
1. Click Install.
2. Click Finish after the installation is complete.
Chapter 43: Extending system functionality
Use this information as your guide to identifying the types of customization that best fit your needs.
Importing and exporting data
Customizing documents and reports
Customizing the Microsoft Dynamics GP interface
Customizing the functionality of Microsoft Dynamics GP
Importing and exporting data
Microsoft provides several tools to simplify the process of importing and exporting data.
Integration Manager Use Integration Manager to set up integrations which can be used on an ongoing basis to
import data into Microsoft Dynamics GP tables. For example, you may want to use an integration to import sales
transactions from another data collection system. See the Integration Manager documentation for more
information.
eConnect eConnect is a set of development utilities and application programming interfaces (APIs) that integrate
outside data sources with Microsoft Dynamics GP back office components. Use eConnect for high-volume, real
time integrations from such external data sources as Web services, CRM applications, Web storefronts, and legacy
applications.
Excel-based budgeting Use General Ledger to export budgets to Excel, manipulate them, and import them back
into Microsoft Dynamics GP. See the General Ledger documentation for information about using Excel to create
and modify budgets.
SmartList Use SmartList to easily export data to Excel, Word, or other file formats. See the System User’s Guide
for information about SmartList.
In addition to the tools available from Microsoft Dynamics, you can use ODBC to use other tools such as Microsoft
Access to import or export data. It’s important to understand the Microsoft Dynamics GP data structure. If you
import data incorrectly, you can damage your data. Use the Microsoft Dynamics GP Software Development Kit
(installed from the installation media ) and the Resource Descriptions windows (Microsoft Dynamics GP Tools >>
Resource Descriptions) to find this information.
Customizing documents and reports
As you begin using Microsoft Dynamics GP, you may find that you want to modify the format of your checks,
invoices, sales documents, purchase orders, or other documents. You also may want to customize some reports
provided with the system, or create new ones. Microsoft Dynamics offers the following reporting tools.
Report Writer Use Report Writer to modify the default documents and reports that are provided with Microsoft
Dynamics GP. Refer to your Report Writer documentation for more information.
Advanced Financial Analysis Use Advanced Financial Analysis to modify the default financial statements that
are provided with Microsoft Dynamics GP. Refer to the Advanced Financial Analysis documentation for more
information.
Management Reporter for Microsoft Dynamics ERP You can use Management Reporter to create customized
financial statements. Refer to the Management Reporter documentation for more information.
SmartList Use SmartList to create simple reports. SmartList’s report formatting capabilities are limited, but since
you don’t need to link tables or set up table relationships, it’s easier to use than other reporting tools. Refer to the
System User’s Guide (Help >> Contents >> select Using the System) for more information.
Customizing the Microsoft Dynamics GP interface
Microsoft Dynamics GP provides numerous tools you can use to tailor the user interface to the way your
organization works.
User Preferences Each person who uses Microsoft Dynamics GP can use the User Preferences window to control
the appearance and behavior of certain aspects of the user interface, including display colors, whether the tab or
enter key is used to move to the next field in a window, and default entries for several parts of the system. See the
System User’s Guide (Help >> Contents >> select Using the System) for more information about user preferences.
Shortcut Bar Each person who uses Microsoft Dynamics GP can set up and use shortcuts to streamline access to
windows, macros and other frequently used applications. See your System User’s Guide (Help >> Contents >>
select Using the System) for more information about shortcut bar changes that can be made for each user.
Use user-class shortcuts to customize a portion of the shortcut bar for each user class in your organization. See
Part 2, User setup, for information about changes that apply to user classes.
Modifier Use the Modifier to move fields, change text, or adjust the order in which the TAB or ENTER key
advances through the fields in the window. See the Modifier documentation for more information.
Visual Basic for Applications (VBA ) Use VBA to create new forms or to set default values for specific fields in
windows. See the Microsoft Dynamics GP VBA Developer’s Guide for more information.
Customizing the functionality of Microsoft Dynamics GP
Microsoft Dynamics GP provides several ways to add custom functionality that’s not available within Microsoft
Dynamics GP or through products developed by Microsoft Dynamics GP Developers.
Microsoft Dexterity Use Microsoft Dexterity to add custom functionality with the same tool used to create
Microsoft Dynamics GP. See the Microsoft Dexterity documentation for more information.
Continuum API Use the Continuum application programming interface (API) to create integrations for Microsoft
Dynamics GP. See the Continuum API Guide for more information.
System Administration Guide
The System Administrator’s Guide is designed to give an experienced computer user the information that is
needed to maintain Microsoft Dynamics GP.
This manual includes detailed information about maintaining data, optimizing databases, setting up printers, using
the Distributed Process Server, and solving problems that may arise within Microsoft Dynamics GP.
Part 1, Customization, describes how to set up the system password, routine checklists, and default printers
in Microsoft Dynamics GP.
Part 2, Routine maintenance, describes how data is stored, and explains how to help protect and maintain
your data.
Part 3, Distributed Process Server, describes how to set up and use the remote processing features available
with Microsoft Dynamics GP.
Part 4, Technical reference, contains information about integrating products, launch files, and defaults files.
Part 5, Troubleshooting, explains how to detect data that needs maintenance, and repair the data if
necessary. It also contains solutions to commonly encountered problems with location translations, launch
files, process servers, and defaults files.
Part 1: Customization
This part of the documentation describes how to customize the Microsoft Dynamics GP system to fit your needs.
The following topics are discussed:
Chapter 1, “System customization,” describes how to modify the routine checklists, and default printers in
Chapter 2, “Printers,” describes how to use named printers and how to set up default printers for an entire
system, for each user, or for each company.
Chapter 1: System customization
Microsoft Dynamics GP allows you to tailor routine checklists, and report printing to your business’s specific needs.
This enables you to provide different access levels to Microsoft Dynamics GP and to work more efficiently.
The customization information contains the following sections:
Modifying a routine checklist
Printing reports without dialog boxes
Modifying a routine checklist
Microsoft Dynamics GP allows you to modify existing checklists and to create customized checklists of routines for
each series. You can specify the frequency with which each set of routines should be completed: daily, on payday, at
the end of a period, month, quarter, fiscal year or calendar year, during setup, or at a frequency you choose. In
addition, you can record macros and add them to your checklists.
NOTE
While you can open the appropriate windows to perform the tasks from a checklist window, the actual tasks aren’t performed
automatically.
The checklist of routines acts as a sort of audit trail, recording the time each task was selected, the date the task was
completed and the user ID of the user who completed the procedure.
NOTE
A checklist registers the ID of the user who performed a routine and when it was completed only if a user performed it by
selecting the routine in the checklists window and choosing Open. The checklist will not be updated if a user performs a
routine by opening a window any other way, such as from a menu.
To modify a routine checklist:

1. Be sure that you are logged in to the correct company.
2. Open a checklists window.
(Administration >> Routines >> Company >> Checklists)
1. Select a module within the series, if necessary.

2. Select the frequency with which you want the routine to be completed.
3. Choose whether to add, modify, or delete a checklist. If you want to modify or delete a checklist item, you
must first select it in the checklist window.
4. If you are adding a routine, name the routine in the Add-Modify window.
1. In the Type list, specify the type of routine to add.

Microsoft Dynamics GP window
External task
Microsoft Dynamics GP macro
2. Choose the Application lookup button to view the options for the type of routine you selected in step 7.
The following table presents subsequent required actions for each option:
OPTION ACTION
OPTION ACTION
Microsoft Dynamics GP Window The Select Microsoft Dynamics GP Window window appears.
To add a window from an integrating product, select it from
the Product list. Select the window’s series, then select the
window to add.
Microsoft Dynamics GP Macro A dialog box appears. Select the macro you want to add.
External Task A dialog box appears. Select the application file.
1. Choose OK to add the item to the list of routines.
NOTE
Choosing the Revert button in a list of routines removes all the additions and modifications you’ve made, and resets the list
of routines to the Microsoft Dynamics GP default settings. The original settings are denoted by a 0/0/0 in the Date Done
column and 12: 00: 00 AM in the Time column. Original settings don’t have an entry in the User ID column.
Printing reports without dialog boxes

For reports you print to a printer, you can prevent the print dialog boxes from appearing; one copy of the report
will be printed to the designated printer. If you print numerous reports to a printer at once, or if you post and print
posting journals overnight, you may want to prevent the print dialog box from appearing. The dialog box is shown
in the following illustration.
NOTE
You need to complete these steps on each computer where you don’t want print dialog boxes to appear.
To print reports without dialog boxes:

1. Open the Named Printer Options window.
(Administration >> Setup >> System >> Named Printers >> Machine ID link)
1. Mark the Do Not Display System Print Dialog option.

2. Choose OK.
If you haven’t set up the default printer, the Setup Named Printers window will open along with the Microsoft
Windows Print Setup window. The default printer is used if there is not a printer specified for the report or
company. See *Setting up printers for a workstation for more information about setting up the default printer.
Chapter 2: Printers
Microsoft Dynamics GP uses named printers to automatically print specific reports to assigned printers. You also
can set up default printers for an entire system, for each user, or for each company.
This information includes the following sections:
Printer options
Printer classes
How printers are selected
Reports you can use with named printers
Setting up named printers
Setting up printers for a workstation
Adding a printer ID
Assigning named printers to reports
Importing printer settings
Setting up a template user for named printers
Changing printer ID settings
Changing machine ID settings
Changing printer assignments
Removing printer assignments
Printer options
You have many choices when you print reports or documents in Microsoft Dynamics GP.
You can select the printer each time you print a report.
You can specify a default printer for all reports printed from a particular workstation.
You can specify certain printers for certain types of reports or forms. For example, you may have one printer
that’s only used for printing checks.
To get started, you first need to set up your printers and give them names. Then, you’ll assign those printers to the
particular functions they’ll be used for.
Printer classes
You can use printer classes when you print reports or documents in Microsoft Dynamics GP.
System Printer IDs assigned to the System class will be available to all combinations of users and companies.
User Printer IDs assigned to the User printer class will be available to only a single user for all companies.
Company Printer IDs assigned to a Company class will be available to all users for a single company.
User & Company Printer IDs assigned to a User & Company class will be available only to a specified user and
company combination.
How printers are selected
The named printers settings will be used only if you have chosen to print the report to a printer.
For posting journals, you must have either the Ask Each Time or Send to Printer option marked for the
report in the Posting Setup window.
For analysis and activity reports that use a report option, one of the destinations must be Printer for the
report option.
For example, if you have marked only the Send to Screen option for a posting journal in the Posting Setup window,
even though you have selected a printer in the Assign Named Printers window for the posting journal, the report
won’t be sent to the printer, only to the screen.
In general, the printer class will be checked first. If the printer class is User, Company, or User & Company, the
printer class will be used to determine the printer used. If no assigned printer is found, the company default printer
is checked, and then the system default printer is checked.
You can assign printers to the following documents and reports:
MODULE REPORT OR DOCUMENT
General Ledger Cross reference reports
Inventory Activity reports
Invoicing Analysis reports Invoices and returns
Receivables Management Aged trial balance reports
Sales Order Processing Analysis reports
Payables Management Aged trial balance reports
Financial statements
Posting journals
Trial balances
Analysis reports Posting journals
Stock Count forms
Posting journals
Analysis reports
Customer statements
Historical aged trial balance reports
Posting journals
Receivables documents
Packing slips and picking tickets
Posting journals
Purchase Orders Generation Register
Quotes, orders, invoices, back orders, and returns
Analysis reports
Computer checks and remittance
Historical aged trial balance reports
Posting journals
Payables documents
Transaction checks and remittance
MODULE REPORT OR DOCUMENT
Purchase Order Processing Analysis reports Posting journals Purchase orders
Payroll 1099-R and 1096 forms Custom reports Direct Deposit

Statement of Earnings Paychecks and Direct Deposit forms W-
2 and W-3 forms Wages and hours reports
Setting up named printers

The first time you use named printers on each workstation, the Named Printer Options window will open and you
must set up a machine ID for the workstation. Once you do this, the Assign Named Printers window will open
when you choose Administration >> Setup >> System >> Named Printers.
After the setup process is complete and you choose to print a report, Microsoft
Dynamics GP will print reports to the named printers assigned to specific tasks.
Setting up printers for a workstation
Use the Named Printer Options window to set up a machine ID for each workstation that will be used to print
reports or documents. After setting up named printers, Microsoft Dynamics GP will always print to the named
printers default printer, not the workstation’s default printer.
To set up printers for a workstation:
1. Open the Named Printer Options window.
(Administration >> Setup >> System >> Named Printers)
If you have already set up printers for a workstation, choose Administration >> Setup >> System >> Named
Printers >> Machine ID link to open the Named Printer Options window.
1. Enter a machine ID. The default ID is the workstation’s network or computer name.
The machine ID is used to associate the named printer with the actual workstation, not the user.
1. You can choose not to display the print dialog box when printing reports. If you print numerous reports to a
printer at once, or if you post and print posting journals overnight, you may want to prevent the print dialog
box from appearing.
2. Choose OK in the Named Printer Options window. You will receive an alert message saying you need to
select the default printer.
3. Choose OK. The Setup Named Printers window will open along with the Print Setup window from
Windows.
In the Print Setup window, the default printer from Windows will be the initial selection. You can change the printer
and its settings. Choose OK to save your changes and close the Print Setup window.
1. In the Setup Named Printers window, DEFAULT is entered as the printer ID and the printer name automatically
comes from the Print Setup window in Step 5. You can change the printer and enter extra descriptive
information for the printer.
1. Select a printer class.
For the default printer, the printer class must be System.

1. Choose Save. You can continue to set up the printer IDs you will need for this workstation.
Adding a printer ID
You can create an unlimited number of printer IDs. Also, you can create multiple printer IDs with different settings
for the same printer. For example, you can create two printer IDs, one with landscape orientation and one with
portrait orientation, for the same printer.
To add a printer ID:
1. Open the Assign Named Printers window.
1. Choose Setup to open the Setup Named Printers window.

2. Enter a printer ID and select one of the four printer classes:
System Printer IDs assigned to the System class will be available to all combinations of users and companies.
User Printer IDs assigned to the User printer class will be available to only a single user for all companies.
Company Printer IDs assigned to a Company class will be available to all users for a single company.
User & Company Printer IDs assigned to a User & Company class will be available only to a specified user and
company combination.
1. If you select User, Company, or User & Company as the printer class, enter a user ID, company name, or
both.
2. Select the printer and settings. You also can enter an extra description for the printer.
If you have the capability to send and receive faxes from a workstation, you can set up the fax machine as a printer
in Windows. This printer can be given a Printer ID and used as a named printer.
1. Choose Save and close the window.
Assigning named printers to reports
Once you have set up the printer IDs for the workstation, you can assign a printer to specific reports.
If you’re using advanced picking, you can specify a default printer for a site. This is necessary only if you want a
different printer to be used for a specific site.
You must specify a default printer for the System task series. You also can specify a default printer for a company
by selecting Company as the task series and selecting the company name. Specifying a default printer for a
company is optional and is necessary only if you want a different default printer to be used for a specific user,
company, or user and company combination. When choosing the default printer for a company, you can’t use Any
Printer or Manual Selection for the printer class.
The printer settings will be used only if you print the report to a printer. See *How printers are selected for more
information.
To assign named printers to reports:
The user ID and company name you used to log in to Microsoft Dynamics GP appear in the user ID and company
name fields, but you can change them.
TIP
You also can assign a printer by choosing the Assign button in the Setup Named Printers window.
1. Select a Sales task series.

Printers set up under each task series (such as Sales and Purchasing) will be used for all printing for that series.
Printers set up under the Processes series will be used only by the process server. If you want to send reports to
the process server, you must select Process as the task series. You should not leave the printer ID field empty or use
the Manual Selection printer class when using the process server. For information about setting up the Distributed
Process Server, see Chapter 10, “Remote processing setup.
1. Select a task description.
If you select one of the following descriptions, continue with step 4. Otherwise, continue with step 6.
Sales Orders - Bulk Picking Ticket
Sales Orders - Packing Slips Printer - Blank
Sales Orders - Packing Slips Printer - Short
Sales Orders - Packing Slips Printer - Long
Sales Orders - Picking Tickets Printer - Blank
Sales Orders - Picking Tickets Printer - Short
Sales Orders - Picking Tickets Printer - Long
1. Choose the Task Description expansion button to open the Assign Pick/Pack Named Printers window.
2. Enter or select a site ID, a printer class, and a printer ID. Choose OK.
3. Select a printer class.
System If you selected the printer class of System and have assigned printer IDs to this printer class, the Named
Printers window will open. Only the printers assigned to the printer class will be listed.
User, Company, or User & Company If you select the printer class of User, Company, or User & Company, the
user ID and company name in this window must match the user ID and company name assigned to the printer
class, or the printer ID won’t be listed.
If you select the printer class of System, User, Company, or User & Company but don’t select a printer ID, you can
choose from any available printer ID in that class set up on the workstation when you print the report.
Any Printer ID If you select Any Printer ID for the printer class, you can choose from any available printer ID set
up on the workstation when you print the report. You can’t assign a printer to a task with the Any Printer ID class.
Manual Selection If you select Manual Selection for the printer class, you won’t assign a printer to the task.
Instead, when you print the report, the Print Setup window will open and you can choose the printer and printer
settings.
None This is the default entry, indicating that you haven’t selected a default printer for the task.
1. Select a printer from the list and choose Select.
2. Continue selecting printers for each task in the series.
3. Choose OK close the window. The printer assignments are saved as they are entered.
Importing printer settings
You can import the printer settings from one workstation to another. This allows you to set up a machine ID and
printer settings on one workstation and duplicate the printer settings on other workstations in your system.
NOTE
Because printer settings are not always compatible between different Windows platforms, we recommend that you import
settings only from workstations that are running the same version of Windows and have identical printer configurations in
the control panel settings.
To import printer settings:

1. Choose Setup to open the Setup Named Printers window, then choose Advanced to open the Setup Named
Printers – Advanced window.
1. Enter the machine ID of the workstation you want to import the settings from and choose Import.
You also can remove the printer for a machine ID. This should be done only if the workstation is removed from the
system.
If the workstation is renamed on the network, you can change the machine ID in the Named Printer Options
window and all the existing settings will be moved to the new machine ID. You don’t need to remove the old
machine ID.
Setting up a template user for named printers
If you have many users that print from the same workstation, such as in a Terminal Server system, you can set up a
template user. A template is used only for the User and User & Company class printer settings. If a user ID does
not have a printer ID assigned, the printer ID from the associated template user ID will be used.
Once you create a template user and set up the named printers for that one user, you can link other users to the
template. You also can have multiple templates, so if two sites of 20 people each use a single Terminal Server,
instead of setting up 40 users, you need to set up only two.
The template user can be an additional user created only for named printers. This user does not require access to
any companies. You also can select an existing user as the template user.
If you link a user to a template user, you can override the printer assignments for the template user by assigning a
different printer to the user for a specific task. For example, User A is linked to the template user and will use the
printers and settings of the template user except for Sales Order Processing invoices. A different printer is assigned
to this task for User A.
To set up a template user for named printers:
1. Choose Setup to open the Setup Named Printers window, then choose Advanced to open the Setup Named
Printers – Advanced window.
2. Select a user ID to use as the template. A list of all other users will appear in the bottom of the window.
3. Mark the user IDs that will be linked to this template.
Visual cues help you distinguish the different types of users. The following icons are used.
ICON DESCRIPTION
./media/image12.jpg The user ID is linked to a template user.
The user ID is a template user.
~
Once a user ID has been assigned as the template user or has been linked to a template user, its role can’t be
changed unless the link is removed. To remove a link, unmark the user ID in the Setup Named Printers – Advanced
window.
Changing printer ID settings
Use the Setup Named Printers window to change printer ID settings.
To change printer ID settings:
(Administration >> Setup >> System >> Named Printers) 2. Choose Setup to open the Setup Named Printers
window.
1. Using the lookup button, select the printer ID.
2. Make your changes and choose Save.
Changing machine ID settings
Use the Named Printer Options window to change machine ID settings.
If a workstation is renamed on the network, you can change the machine ID in the Named Printer Options window
and all the existing settings will be moved to the new machine ID. You don’t need to remove the old machine ID.
To change machine ID settings:
1. Choose Setup to open the Setup Named Printers window.
2. Click the Machine ID link to open the Named Printer Options window.
3. Make your changes and choose OK.
Changing printer assignments
Use the Assign Named Printers window to change printer assignments.
To change printer assignments:
1. Select a task series. If you are using the User, Company, or User and Company printer class, verify the user
ID and company name.
2. Select the printer class assigned to the task description. Using the printer ID lookup window, select the
printer ID you want to assign to the task.
3. Choose OK to save changes and close the window.
Removing printer assignments
Use the Assign Named Printers window to remove printer assignments.
To remove printer assignments:
1. Select a task series. If you are using the User, Company, or User and Company printer class, verify the user
ID and company name.
2. To remove a printer assignment, change the printer class assignment to None.
Part 2: Routine maintenance

Completing the recommended maintenance procedures will help keep Microsoft Dynamics GP running smoothly.
Making regular backups will help you to recover your data if an unexpected event occurs. You can use the Manage
Automated Client Updates window to set up updates to be installed automatically on your client computers.
Chapter 3, “Microsoft Dynamics GP tables,” provides the basics of data storage in Microsoft Dynamics GP.
Chapter 4, “Maintenance procedures,” describes the steps you should take to protect and maintain your data.
Chapter 5, “Database Maintenance Utility,” provides information about the Database Maintenance Utility for
Microsoft Dynamics GP so you can reload database objects such as stored procedures and triggers.
Chapter 6, “Companies offline,” provides information about taking one or multiple companies offline for
maintenance or administrative tasks such as a year-end close or an update.
Chapter 7, “Client updates,” describes client updates and how to set up updates to be installed automatically
on client computers.
Chapter 3: Microsoft Dynamics GP tables
Review the following information about Microsoft Dynamics GP tables before attempting to use table maintenance
procedures. This information will familiarize you with the basics of data storage in Microsoft Dynamics GP.
Understanding the basic concepts associated with Microsoft Dynamics GP tables will give you better insight into
how data is stored and how it flows through Microsoft Dynamics GP.
The tables information contains the following sections:
How records are stored in Microsoft Dynamics GP tables
Table groups and tables
Table names
Main table types
Subtable types
Passive record locking
Effects of denying table access
How records are stored in Microsoft Dynamics GP tables
As you enter transactions, accounts, and customer information in Microsoft Dynamics GP, you’ll make entries or
selections for many individual fields. These fields represent the smallest unit of information stored by Microsoft
Dynamics GP.
All the fields that describe a transaction, account, or customer make up a record. Similar records are stored
together in a table.
For example, assume you have a new customer, Blue Yonder Airlines. You’ll enter a customer ID, the company
name, the city where the company is located, the phone number, and other facts about the company and your
business relationship. Each of these facts is entered in a field, and together these fields make up the Blue Yonder
Airlines customer record. All your customer records are stored together in a table group called the Receivables
Customer Master Files. If you were entering a General Ledger transaction, that information would be stored in the
Transaction Work table.
Just as windows you use to make entries (input) are linked to a particular table, the information displayed on
reports and documents you’ll print (output) is drawn from specific tables.
Table groups and tables
Tables are the basis of Microsoft Dynamics GP; they contain your data. Typically, two or more tables that are used
to store related information are combined to make up a table group, also called a logical table.
For example, the General Ledger Transaction Work table is a table group, made up of four tables: Transaction Work,
Transaction Amounts Work, Transaction Clearing Amounts Work, and Audit Trail Code Temporary. General
information about each transaction, such as the audit trail code and date is stored in the Transaction Work table,
and transaction amounts are stored in the Transaction Amounts Work or Transaction Clearing Amounts Work
table, depending on whether you’ve entered a standard transaction or a clearing transaction.
Note that the Transaction Work table group contains a Transaction Work table. Table groups typically include a
table with the same name. In some cases, this may be the only table in the table group. In System Manager, for
example, almost every table group contains only one table.
Table names
Each Microsoft Dynamics GP table has three names: a technical name, a display name, and a physical name. The
technical name is used by the software and will appear instead of a display name in some Microsoft Dynamics
GP alert messages. The physical name is the name that will appear for the table when you view it using Microsoft
SQL Server Management Studio. The display name is the name that will appear in most alert messages and is the
most commonly used name for a given table.
You can review the physical, technical, and display names of each table by choosing Microsoft Dynamics GP menu
>> Tools >> Resource Descriptions >> Tables to display the Table Descriptions window. Refer to your Resource
Description online documentation for detailed steps that can help you view technical table and field information
using the resource description windows.
Tables in the Microsoft Dynamics GP system are divided into different categories based on how they’re used by
Microsoft Dynamics GP and the information each stores. The purpose of each table can be determined by its name.
Technical table names typically are composed of a two-character module abbreviation (such as GL for General
Ledger), followed by a descriptive term for the main contents of the table, plus a 3- or 4-character main table type
abbreviation (such as HIST for a history table). When appropriate, a subtable type abbreviation or description is
used to further define the contents of the table.
The following describes of some of the naming conventions used in the Microsoft Dynamics GP system.
MAIN TABLE TYPE PHYSICAL NAME ABBREVIATION TECHNICAL NAME ABBREVIATION
Master 000 – 099 MSTR
Work 100 – 199 WORK
Open 200 – 299 OPEN
History 300 – 399 HIST
Setup 400 – 499 SETP
Temp 500 – 599 TEMP
Relation 600 – 699 REL
Report Options 700 – 799 ROPT
The following table shows examples of table names in the Microsoft Dynamics GP system.
MAIN TABLE TYPE PHYSICAL NAME EXAMPLE TECHNICAL NAME EXAMPLE
Master GL00100 GL_Account_MSTR
Work GL10000 GL_TRX_HDR_WORK
Open GL20000 GL_YTD_TRX_OPEN
History GL30001 GL_Account_SUM_ HIST
Setup SY40300 SY_Class_Normal_SETP
Temp GL50900 GL_Year_End_Closing_TEMP
Relation SY60100 SY_User_Company_Access_REL
Report Options SY70200 SY_Group_Names_ROPT
Main table types

Most of the information in Microsoft Dynamics GP is stored in one of the following types of tables. Knowing which
type of table contains each type of information will help you find the data you need.
Setup tables These tables contain all the default settings and module options you’ve specified in the setup
windows for each series.
Master tables These tables contain all the permanent data about your business, such as information about
accounts, vendors, customers, and items.
Work tables Work tables contain unposted batches of transactions entered using windows that can be opened
using the Transactions menu on the tool bar. These transactions are temporary and can be changed or deleted until
they are posted to an open table.
Open tables Depending on the module, these tables may contain posted transactions for the open year. For
example, the open tables in General Ledger contain posted transactions for any open year while the open tables in
Payables Management contain unpaid posted transactions. How information in the open tables is moved to the
history tables depends on the module as well. Transactions are moved to history when an open year is closed in
General Ledger or the transactions are fully applied in Payables Management.
History tables These tables contain paid transactions, or transactions from a previous year.
Subtable types
Subtable types are used to further define the main table types. When used in conjunction with one of the main
table type abbreviations, a subtable type indicates the relationship a table has with another table in its table group.
The subtable type abbreviation will always appear before the main type abbreviation and is used in instances
where several tables are grouped to form a table group. For instance, the General Ledger Transaction Work table
group is made up of three work tables, but each one has a specific function that’s indicated by its subtable type:
TABLE GROUP TABLES
Transaction Work table Transaction Clearing Amounts Work GL_TRX_Clearing_WORK
Transaction Work GL_TRX_HDR_WORK
Transaction Amounts Work GL_TRX_LINE_WORK
The following table lists some of the more common subtable types used for tables. In many instances, a descriptive
term is used rather than an abbreviation, such as “Clearing” for the GL_TRX_Clearing_WORK table:
SUBTABLE TYPE ABBREVIATION
Table Header FHDR
Batch Header BHDR
Serial Number SERL
Header HDR
Line Item LINE
Tax HTAX
Line Tax LTAX
Address ADDR
Use the help to learn more about the type of table information that’s available in the resource description windows.
Then follow the step-by-step instructions in the help to find the technical table information you need.
Passive record locking
There are a few instances when a single person must have exclusive access to a particular data table, or collection
of similar records. Typically this is true only if the individual is performing a table maintenance procedure, such as
clearing data.
Microsoft Dynamics GP manages records using optimistic concurrency control or passive record locking.
Optimistic concurrency control enables many people to work with the same records—customer accounts, for
example—without competing for records. Coworkers update records one field at a time, so two or more people can
change a record simultaneously if they’re changing different fields. However, if they are changing the same field,
the second person to save the record receives a message saying that changes have been made to the record since
he or she accessed it. When the second person chooses OK in response to the alert message, the window is
updated with the first person’s changes.
Effects of denying table access
Some types of information may be available on several reports. For example, the information in the Unit Accounts
List also is available in the Accounts List. If you want to restrict access to certain types of information, be sure to
restrict access to all of the reports that include that information.
Reports
If you set up security for a table, reports that use that table for printing will be affected by the security option. For
example, if you are denied access to the Account Master table, you can still use financial cards and post
transactions, but a message indicating a table security error will appear if you attempt to print a report using the
Account Master table. If you don’t have access to a table, you won’t be able to use other applications to write data
to that table.
SmartList
Removing access to tables may mean some SmartList objects won’t be displayed. Multiple SmartList objects may
be affected by removing access to a single logical table. In some cases, multiple logical tables affect a SmartList
object and removing access to any one of the logical tables will remove access to the object.
If the SmartList window is already open and access is removed from a table, the changes will not appear until the
SmartList window is closed and reopened.
Chapter 4: Maintenance procedures
The Microsoft Dynamics GP system is designed to help ensure maximum accuracy and integrity of your
accounting data. Hardware failures, power surges, and other problems might require maintenance procedures to
be perform on data tables.
It’s necessary to take measures to protect your data. Regularly back up your accounting data and perform table
maintenance to help minimize risk of data loss.
Maintenance information is divided into the following sections:
Backups overview
Database backup procedures
When to perform a database backup
Backing up your data
Updating statistics
Recompiling stored procedures
If you discover a problem with your accounting data tables during maintenance or if a problem persists after
performing maintenance, see Chapter 16, “Data recovery,” for information on resolving the problem.
Backups overview
A backup is a copy of your SQL Server databases on another medium separate from the hard disk where you have
the original databases. You can help prevent loss of your company’s data by making frequent, regular backups.
Having a good set of backups is like having insurance—without it, you risk losing your information and spending a
great deal of time reentering it.
NOTE
If you have Microsoft Dynamics GP installed on a server, you must back up your data on the server.
In addition to making backups of your tables, you should back up your transactions-related information by printing
and storing posting journals and reports, or by sending them to a file. Then, if you need to restore a backup, finding
and reentering the information that’s been entered since the backup will be much simpler and quicker. Also, keep
all of the reports that you usually use, either as printed copies or in files. Detailed reports from open tables, tables
containing current posted transactions, and history tables contain the most complete information.
To help ensure that you always have current backups, you should design and follow a formal backup schedule or
create a schedule for automated backups.
Be sure to incorporate a rotation plan so that you aren’t copying over the same backup every day. This will
eliminate the loss of data if an issue isn’t detected for several days. Backups should be clearly labeled so that you
can distinguish one set from another. We also recommend that you label daily, weekly, and monthly backups
separately so that they don’t become mixed together.
Database backup procedures
You should back up databases and transaction logs frequently, and you should save the backups.
The frequency and type of backups you do depends on two factors: the acceptable amount of work that can be lost
due to media or other failure, and the volume of transactions that occur on the SQL server. For systems that have
little update activity and that are used primarily for viewing data, weekly database backups might be sufficient. For
high-volume environments, database backups are needed daily and transaction logs hourly. The strategy chosen
should fit your environment and provide adequate assurance of recovering needed data..
The following is an example of a typical backup schedule:
ITEM WHEN TO BACK UP MINIMUM TIME TO KEEP BACK UP
Transaction log Hourly Two weeks
Database and Transaction log Every day Two months
The following table lists which resources need to be backed up:
ITEM ITEMS TO BACK UP
Forms.dic If your Microsoft Dynamics GP windows have been

customized using the Modifier, back up all of your forms
dictionaries when you install it, or monthly if you use the
Modifier to make additional customizations.
ITEM ITEMS TO BACK UP
Reports.dic If you use Report Writer to modify or create reports, back up

all of your reports dictionaries monthly as part of your system
backups, or more frequently as changes are made.
Microsoft Dynamics GP database Back up all tables in the database monthly as part of your
system backup, or more frequently as changes are made.
Each of your company databases Back up each company database daily. In addition, the
documentation for other procedures, such as table
maintenance, may prompt you to make a backup as well.
master database The master database records all the system-level information
for a SQL Server system. You should back this database up if
you add databases and users to SQL Server.
msdb database This is the database used by SQL Server Agent to store tasks.
If you use SQL Server Agent to schedule automatic tasks, back
up this database as part of your system backups.
If database backups are performed online, they should be scheduled for times when the server is not being heavily
updated, because the backups will slow the server somewhat. In addition, the backups should be performed on a
fixed schedule. By using a fixed schedule, users will always know when the backup is occurring and can expect a
slight delay in performance, or they can plan to do other non- serverrelated tasks during that time.
When to perform a database backup
It is important to back up a database either before or after the following procedures:
Creating a database
Each database should be backed up just after it is created, and on a fixed schedule thereafter. For example, if you
create a database on Monday and wait until Friday afternoon to back it up, you risk losing a whole week’s work if
there is a media failure on Friday morning.
Performing an operation that isn’t logged
You must back up a database any time you perform an operation that is not logged. If you don’t, the transaction log
backup isn’t useful.
Database maintenance procedures
We recommend that you back up any affected tables before and after performing any database maintenance
procedure that could possibly change your data. This includes Database Console Commands (DBCC ) as well as the
Update Statistics and Recompile functions within Microsoft Dynamics GP. Power fluctuation or hardware failure
can cause detrimental damage to your data when performing these tasks.
Data recovery procedures
Back up all affected tables before and after performing data recovery procedures in case of power fluctuations or
hardware failure during these processes. Back up data before restoring a backup in case you need to refer to it later
or in case your current backup is damaged.
Updating or installing additional products
Back up your entire Microsoft Dynamics GP system before and after updating to a new version of Microsoft
Dynamics GP or installing additional products. Power fluctuations and hardware failure can cause detrimental
damage during an update. If your data is damaged before you update your system, you’ll need to restore the
backup to fix any damage.
Backing up your data
Use the Back Up Company window to back up data. You can store the backup file on your local hard drive, local
network, or Microsoft Azure storage. Complete this procedure for each company you’re backing up and for the
system database. You also can use SQL Server Management Studio to back up data.
Only a system administrator can open the Back Up Company window to make backups. The Back Up Company
window is only available when using a Microsoft Dynamics GP installation on the SQL Server.
To back up your data:
1. Open the Back Up Company window.
(Microsoft Dynamics GP menu >> Maintenance >> Backup)
1. Select the company you want to back up, or System Database to back up system data.
2. Select the storage location. To use the Use Microsoft Azure storage option, you must be using SQL Server
2012 Service Pack 1 Cumulative Update 2 or later.
IMPORTANT
Make sure to create a storage account and container if you want to use a Microsoft Azure storage location.
1. The path and file name of the backup file are displayed. You can modify the path and file name as needed.
2. If you have marked the Use Microsoft Azure storage option, enter the access key, URL to container, and the
file name. Then, choose Verify Account to verify a connection to the Microsoft Azure storage location.
3. Click OK to make the backup. The window will be closed and a message will appear when the backup is
complete.
Updating statistics
Use the SQL Maintenance window to reconfigure your data table keys for better performance.
Microsoft SQL Server updates statistics automatically. For more information, see your SQL Server documentation.
SQL Server and SQL Server Express uses statistics about key values to select which index or indexes to use to
process queries. If there is a significant change in the key values in an index, you should update statistics for that
index. You should also update statistics if a great deal of data in an indexed column has been added, changed, or
removed.
A system administrator can update statistics if there are performance issues.
To update statistics:
1. Open the SQL Maintenance window.
(Microsoft Dynamics GP menu >> Maintenance >> SQL )
1. Select a database and at least one table, and mark the Update Statistics option.
2. Choose Process.
Recompiling stored procedures
Use the SQL Maintenance window to adapt stored procedures to data tables with significant increases or
decreases in data, resulting in better performance.
NOTE
Microsoft SQL Server recompiles stored procedures automatically. For more information, see your SQL Server documentation.
As you make changes to your database that affect statistics, your stored procedures may lose efficiency. By
recompiling the stored procedures that act on a table, you can optimize queries. This optimization happens
automatically in some cases. However, if a new index is added, the stored procedure isn’t automatically optimized.
You can recompile stored procedures if you are having performance issues.
To recompile stored procedures:
1. Open the SQL Maintenance window.
(Microsoft Dynamics GP menu >> Maintenance >> SQL )
1. Select a database and at least one table, and mark the Recompile option.
2. Choose Process.
Chapter 5: Database Maintenance Utility
You can use the Database Maintenance Utility for Microsoft Dynamics GP to reload database objects such as
stored procedures and triggers.
This chapter contains the following sections.
Database Maintenance Utility overview
Reloading database objects
Database Maintenance Utility overview
You might be directed by the Microsoft Dynamics GP technical support team to reload database objects if, for
example, a stored procedure was deleted. You can use the Database Maintenance Utility to reload database objects
for selected databases and components.
A database contains tables that store data. A database also contains other database objects such as stored
procedures, functions, views, and database triggers. You can use the Database Maintenance Utility to reload the
following database objects.
DATABASE OBJECT DEFINITION
View A view is a virtual table whose contents are defined by a

query. Data for a view comes from other tables in the
database.
Trigger A database trigger is a special class of SQL stored procedure

that executes automatically when an update, insert, or delete
statement is issued for a table or view.
DATABASE OBJECT DEFINITION
Stored procedure A stored procedure is a group of SQL statements that are

compiled and stored as a database object.
Function A function is a command that returns a value.
The process of reloading database objects deletes and reloads the objects in the selected databases and
components. Any customizations you’ve made to objects, including Pre and Post procedures in eConnect for
Microsoft Dynamics GP, are removed, as well. Before you reload database objects, you should make a backup of
the system (DYNAMICS ) and company databases. After reloading the database objects, you should reload your
customizations.
Reloading database objects
Use the Database Maintenance Utility to reload database objects for selected databases and components. You
might need to reload your database objects if, for example, a stored procedure is deleted.
If you are reloading stored procedures for eConnect for Microsoft Dynamics GP, you must select Microsoft
Dynamics GP and Project Accounting, if installed, as the products to reload database objects for.
To reload database objects:
1. Make a backup of the system (DYNAMICS ) and company databases.
2. Open the Microsoft Dynamics GP Database Maintenance Utility window.
(Choose Start >> All Programs >> Microsoft Dynamics >> GP >> Database Maintenance.)
You must be a member of the sysadmin fixed server role and be the only user connected to the database to reload
database objects. For more information about the sysadmin fixed server role, refer to Microsoft SQL Server Books
Online.
1. Enter or select the server you want to access and select the security mode used to authenticate your server
connection.
If you select the SQL Authentication option, enter your login ID and password.
1. Choose Next.
2. In the Select Database window, mark the databases to reload database objects for, and then choose Next.
3. In the Select Products window, mark the component or components to reload database objects for, and then
choose Next.
4. In the Select Database Objects window, mark the database objects to reload, and then choose Next.
5. In the Confirmation window, review the selections you’ve made, and then choose Next to reload objects.
6. The Progress window appears, where you can view the status of the database objects.
7. In the Finish window, review the results of reloading database objects. If there are no errors, close the utility.
After restoring database objects, you will need to reload any database object customizations, such as Pre and Post
procedures in eConnect.
If there are errors, such as the connection to SQL Server failed, you should verify that you are the only user
connected to the database and select to reload the objects for that database again.
Chapter 6: Companies offline
You can take one or more companies offline for maintenance or administrative tasks, such as a year-end close or an
update. As an administrator, you can select the companies that you want to take offline and select the user that will
still have access to an offline company. You also can view how many users are currently logged in to the companies
that you want to take offline and send a message to those users while they are using Microsoft Dynamics GP.
Assign a user for offline company access
Take a company offline
Sending a message to users currently logged in to an offline company
Assign a user for offline company access
When a company is offline, you might want a user other than the system administrator to be able to log in to the
company. You can use the Company Setup window to assign a user who can still log in to the company while it’s
offline.
To assign a user for offline company access:
1. In the User with offline access field, select the user that will have access to the company when it offline.
2. Choose OK to save your changes and close the Company Setup window.
Take a company offline
You can take one or more companies offline for maintenance or administrative tasks, such as a year-end close or an
update. You can use the Take Company Offline for Maintenance window to select the companies that you want to
take offline. You also can send a default or custom message to the users who attempt to log in to a company while
it’s offline.
When a company has been taken offline, the current users can continue working in the company. Once those users
log out of the company, they will not be able to log back in to the company unless they have offline access.
You must be an administrator to take a company offline.
To take a company offline:
1. Open the Take Company Offline for Maintenance window.
(Administration >> Utilities >> System >> Take Company Offline)
1. Select a company and choose Insert to move it to the Offline Companies list. Choose Insert All to move all
companies to the Offline Companies list.
To remove a company from the Offline Companies list, select it and choose Remove. Choose Remove All to
remove all companies.
1. Click the Current Users link to open the User Activity window where you can view the users that are
currently logged in to the companies that you want to take offline.
2. Select to send a default or custom message when users attempt to log in to the offline companies.
If you select the Custom option, enter the message that you want to send. For example, the message might state
that the Fabrikam company is offline until 2 P.M. because of a year-end close.
1. Choose OK to take the companies offline.
If there are uses logged in to the companies that are being taken offline, a message appears asking whether you
want to send those users a message using the Send Message window. If you decide to send a message, the Send
Message window appears. See Sending a message to users currently logged in to an offline company for more
information.
Sending a message to users currently logged in to an offline company
You can use the Send Message window to send messages to users. You can select the users and type of message
you would like to send. For example, you can send a task with reminder message of an upcoming event to all users
or a “please log out of Microsoft Dynamics GP” notification message to users currently logged into a company that
has been taken offline.
You must be an administrator to send messages to your users about an offline company.
To send a message to users currently logged in to an offline company:
1. Open the Send Message window.
(Administration >> Utilities >> System >> Send Users Message)
1. Select the users you want to send a message to.

2. Select how to send the message. You can send a notification message, a task with a reminder, or both.
3. Enter the message that you want to send. For example, the message might state that the Fabrikam company
is offline while a year-end close is being run. This message is used for the notification message and the task.
4. Choose Send to send the message.
Chapter 7: Client updates
You can install updates on your client computers automatically by using the Manage Automated Client Updates
window. You must be an administrator to use this window.
Client update information is divided into the following sections:
Client update overview
Setting up an update to install on client computers
Troubleshooting logging in to Microsoft Dynamics GP
Client update overview
When an update is available, you must install the update on one computer first before installing it on the client
computers. An update can be a Microsoft Dynamics GP service pack or hotfix. An update also can be a .cnk file
created by an independent software vendor or a customization developed by you or your partner. If an update is a
service pack, you must use Microsoft Dynamics GP Utilities to update the database. If the update is a cnk file, you
must start Microsoft Dynamics GP to include code.
If the update should be available to your client computers, you can place the update in a shared network location
that each client computer has access to. Then, use the Manage Automated Client Updates window to set up the
update to be installed automatically on your client computers. Multiple updates can be set up and applied to the
client computers.
When a user logs in to Microsoft Dynamics GP on a client computer, the client version information is checked
against the version information for the update. If an update is required, a message will instruct the user to install
the update.
By choosing Yes, Microsoft Dynamics GP closes and the update process will begin. If the update has a .msp
file extension, a progress window is displayed to show the status of the update. After the update is installed,
the user can start Microsoft Dynamics GP again.
By choosing No, the update isn’t applied and Microsoft Dynamics GP closes.
You can’t use Microsoft Dynamics GP on the client computer until it is updated.
If an update isn’t successfully installed on a client, a log file will be created that describes errors in the temporary
directory for the client. The log file will use the name of the update file plus a .log extension. For example, if a
service pack is named GP_SP1.msp, the log file will be named GP_SP1.log.
Setting up an update to install on client computers
Use the Manage Automated Client Updates window to set up an update to be installed automatically on your client
computers. Multiple updates can be set up and applied to client computers. You must be an administrator to use
this window.
Before you set up an update to be installed on client computers, you must apply the update to your server.
To set up an update to install on client computers:
1. Open the Manage Automated Client Updates window.
(Administration >> Setup >> System >> Client Updates)
1. Enter or select the update name.
2. Specify whether the update should be automatically installed on the client computers the next time that
users log in to Microsoft Dynamics GP.
3. Enter the Universal Naming Convention (UNC ) path to where the update is located. The update must be
located in a shared network location that each client computer has access to.
The file where the update will be installed must have either a .msp or .cnk extension.
1. Choose Save.
When a user logs in to Microsoft Dynamics GP on a client computer and an update is required, a message will
instruct the user to install the update. When the user chooses Yes, Microsoft Dynamics GP will close and the update
process will begin.
Troubleshooting logging in to Microsoft Dynamics GP
If you have issues logging in to Microsoft Dynamics GP after installing an update, review the following
information.
Client version information and database setup
You can’t log in to Microsoft Dynamics GP on a client computer if a product installed on the client computer has
different version information than the server. You can use the GP_LoginErrors.log file in your temporary directory
(typically
C:\Documents and Settings\<user>\Local Settings\Temp\ GP_LoginErrors.log) to help resolve the version
information issue. The log file will contain the product name, along with the dictionary and database versions.
To log in to Microsoft Dynamics GP or a company, the product must be installed on the server. If the database
hasn’t been set up, you can use Microsoft Dynamics GP Utilities to complete the database setup. You can use the
GP_LoginErrors.log file in your temporary directory to determine which products aren’t installed.
The following is an example of a GP_LoginErrors.log file.
GP_LoginErrors.log file
Product Name: Human Resources Error: Product is not installed to the database server Product Name: Fixed Assets
Database Version 11.00.07 Client Version: 11.00.10
Updating Microsoft Dynamics GP with a .cnk file

An update for Microsoft Dynamics GP can be a .cnk file created by an independent software vendor or a
customization developed by you or your partner. You can use the Manage Automated Client Updates window to
set up a .cnk file to be installed automatically on your client computers. If the .cnk file has an .ini file, be sure that
there is a carriage return after the build number in the .ini file. If there isn’t a carriage return after the build number,
you may have problems starting or updating Microsoft Dynamics GP.
Part 3: Distributed Process Server

Review this part of the documentation for information you need to set up and use the distributed processing
features available with Microsoft Dynamics GP. The following topics are discussed:
Chapter 8, “Distributed Process Server overview,” provides information on how you can use the process
server in your Microsoft Dynamics GP system.
Chapter 9, “Process server configuration,” provides information to help you decide which computers you’ll
use as process servers and how to set up your clients, servers, and process servers.
Chapter 10, “Remote processing setup,” describes how to set up remote processing.
Chapter 11, “Processing and monitoring remote processes,” describes how to start the process server, view
tasks being completed, and view logged information about remote processes.
Chapter 8: Distributed Process Server overview
Review this information to become more familiar with what the Distributed Process Server is and how you can use
it in your Microsoft Dynamics GP system.
The overview information contains the following sections:
Understanding process servers
Tasks that can be performed remotely
Using the Distributed Process Server
Load balancing and services
How the Distributed Process Manager handles load balancing
Distributed Process Server files
Distributed Process Manager file
Understanding process servers
Distributed processing is the ability to send processes to other computers on a network. The Distributed Process
Server, or DPS, helps you maximize the use of network processing power by allowing you to perform certain tasks
that require a large amount of processing power on separate computers. This reduces the workload of client
computers and improves Microsoft Dynamics GP performance. The client computer used for data entry will be
immediately available to perform other tasks, so you don’t have to wait to continue working while the task is
completed, or work more slowly while the task is completed in the background.
The computers where you’ll complete these processes are process servers, computers with high processing power.
To take advantage of DPS, it’s important that your process server be a computer with a fast processor and
sufficient RAM, so that tasks can be completed as quickly as possible.
A computer you use as a process server can be a dedicated process server—a computer used only for remote
processing—or a client computer that’s also used for data entry or other tasks. However, to use the power of the
process server as efficiently as possible, we recommend that process servers be dedicated. You can set up as many
process servers as necessary, but may be limited by your network protocol.
To set up a computer as a process server, install the standard Microsoft Dynamics GP client applications. (Refer to
the Installation Instructions documentation for more information.) Then you’ll specify which computers in your
system are process servers, and which tasks will be completed on those process servers. Sending a task to a
process server is called processing a task remotely, or remote processing.
Verify the data source name in ODBC. You must use the same data source name (DSN ) in ODBC for all client
workstations and process servers in order for distributed processing to work successfully. (A data source includes the
data a user wants to access and the information needed to get to that data. An example of a data source is a SQL
Server database.) For more information about setting up ODBC data sources, refer to your Microsoft Dynamics
GP Installation Instructions documentation.
Tasks that can be performed remotely
Tasks within Microsoft Dynamics GP that have a specific start and end point and that you don’t need to continue
monitoring by choosing a response in a dialog box,
or by interacting with the process in other ways, can be processed remotely. Because you can’t interact with the
process once it’s sent to a process server, any alert messages that may be generated during the process will be
saved in the Process Server Activity Table.
After you’ve assigned processes to process servers, each user can then choose to perform remote processes locally,
on the designated process server, or on a specified service (a group of one or more process servers).
TIP
To view all the tasks within Microsoft Dynamics GP that can be processed remotely, see the DPS Setup window
(Administration >> Setup >> System >> Process Server).
Using the Distributed Process Server

The Dps.exe application is installed on each client computer when you install Microsoft Dynamics GP. If you’re
using the load balancing feature, be sure the Distributed Process Manager application—Dpm.exe—is running, as
well. The Dpm.exe application also is installed automatically on each client computer. For more information see
Load balancing and services.
Complete the task, such as posting batches or printing reports, as you typically do.
The task will be processed on the process server you’ve designated during setup. For more information, see
Designating process servers.
In the User Preferences window, you must select Remote as the Distributed Processes option to process tasks
remotely. You can use the Process Monitor window on your client computer to view the tasks currently assigned to
each process server. You also can use the Process Monitor window on the process server to view all processes
being completed on that computer.
You don’t need to monitor a process while it’s being completed. Instead of displaying any dialog boxes that might
appear if you were processing a task locally, DPS records the information about the message in a file, which you
can view after the task is completed. If an interruption, such as a power outage, occurs while processing is
occurring, DPS will record the error that occurred in an error log file.
If you want to record the start and end times of remote process activity in the
Process Server Activity Table, mark the Track Start and End Times option in the DPS Setup window. If you didn’t
mark the Track Start and End Times option, only alert messages will be recorded in the table.
Load balancing and services
When several computers on a network are running the process server, maximum processing power is achieved by
evenly distributing the processing load to those computers. This concept is called load balancing.
If you use two or more process servers, you can use a service to take advantage of load balancing. A service is
simply a group of process servers. When load balancing is implemented, you can send remote processes to a
service rather than to a specific server. The Distributed Process Manager (DPM ), the application that manages load
balancing, will route the process to the server with the lightest processing load in the service.
A process server can be assigned to more than one service. (For more information, see Creating a service on page
57.) This allows you to direct more processes to the most powerful computers running the process server. For
example, if a server is part of the Reports service and the Posting service, it will be used for processes sent to either
service.
How the Distributed Process Manager handles load balancing
The Distributed Process Manager (Dpm.exe) is the application that manages the interaction between clients and
process servers. The Dpm.exe application is installed automatically on the computers in your Microsoft Dynamics
GP system. The following is a description of how DPM manages the load balancing process.
1. DPM is started. You must keep DPM on after you start it.
2. Process servers are started. When you start each process server, the server is registered with DPM.
3. Clients are started. When each client machine is started, the setup information for servers and services is
read and registered with DPM.
4. Processes are sent to services. When a client sends a process to a service, it asks DPM which server the
process should be sent to. DPM examines the current processing load for the servers in the specified
service, and tells the client to send the process to the process server with the lightest load.
If load balancing isn’t enabled or DPM isn’t operational, the process will be sent to the first server in the specified
service. If no process servers are available, the process will be processed locally on the client.
1. Process servers and clients are shut down. When a process server is shut down, it tells DPM that it is no longer
available. When the process server is restarted, it will re-register with DPM and be available for processing.
Distributed Process Server files
When you install Microsoft Dynamics GP, the Distributed Process Server and the Distributed Process Manager are
installed automatically on each computer. The following table lists the components of the process server.
APPLICATION FILES ON EACH PROCESS SERVER
Dynamics.exe (runtime engine) Dynamics.dic Dex.dic Dps.exe (Distributed Process Server engine) Dpm.exe (Distributed Process
Manager engine)
You can delete the Microsoft Dynamics GP runtime engine from the process server; however, we recommend that
you leave it so that you can start Microsoft Dynamics GP on the process server, if necessary, to perform table
maintenance or other procedures.
Microsoft Dynamics GP will allow multiple instances of the a process server to operate from the same client
system. In a high-performance, multiprocessor system, this type of setup can increase performance dramatically.
For more information, see Multiple instances of DPS on the same client.
Distributed Process Manager file
The DPM is the application that tracks activity on all clients and process servers. When a process is sent to a
service, the DPM application determines which process server has the lightest processing load and assigns the
process to that process server. When you install Microsoft Dynamics GP, Dpm.exe is installed automatically on
each computer.
To use load balancing with Microsoft Dynamics GP, you must use the Distributed Process Manager application.
The DPM computer can be a client, data server, or process server. We recommend that it be extremely reliable and
not subject to processing interruptions; if the Dpm.exe application is shut down unexpectedly, all remote processes
and process servers can be affected.
For more information on system requirements for the Distributed Process Manager, see the Installation
Instructions documentation.
Chapter 9: Process server configuration
Use this information to help you determine the types of computers you’ll use as process servers and how to set up
your Microsoft Dynamics GP clients, servers, and process servers.
*For information about system requirements for process servers, see system requirements for Microsoft Dynamics
GP.
The process server configuration information contains the following sections:
Process server configuration guidelines
DPS using services
DPS on dedicated servers
DPS on the data server
DPS on a client
Process server configuration guidelines
The best way to set up process servers depends on a variety of factors, including the processing speed and RAM of
all computers in your system, and network traffic. Each system has unique circumstances and requirements.
Typically a configuration with one or more services, each containing three or more process servers, results in the
fastest and most efficient processing.
The following information describes different ways you can set up process servers. If performance isn’t satisfactory
in one configuration, you may want to try a different configuration, which may improve performance. You may find
that a combination of these configurations works best for your circumstances. You can set up as many process
servers as necessary—as many as your network protocol allows.
The possible configurations are as follows:
DPS using services
DPS on a client
DPS using services
Typically, the best way to process tasks remotely is to use two to three or more process servers to form one or
more services. If you simply assign processes to different process servers, one process server may have several
processes in its queue while another process server is idle. With a service, you’ll use the Distributed Process
Manager to determine which process server in a group the remote process should be sent to.
To decide how many computers to use in a service, evaluate the number of users who will be processing tasks
remotely, the processing speed of the computers you’ll use, and the length of the tasks you want to complete, such
as financial reports. In addition, consider whether it’s important that the tasks be completed as quickly as possible,
or whether you simply want them to be completed on computers other than your client computers.
For instance, if you have two Pentium class 2.8 GHz computers and two Pentium class 3 GHz computers, you may
want to create two services, one containing the Pentium class 2.8s and one containing the Pentium 3s. You’d then
send tasks that need to be done quickly and which typically take more time to the Pentium class 3 service, and
other processes to the Pentium class 2.8 service.
If it doesn’t matter which tasks are completed more quickly, then you may want to create one service containing all
four computers.
To determine how many process servers you’ll need, estimate how many process servers could be kept completely
busy by the processes you’ll complete remotely, then add one computer to that number, and group them in one or
more services.
The following illustration represents one service containing three process servers:

If you use one computer for your data server and separate computers for your process servers, processing power
won’t need to be shared between data processing tasks such as data entry, and remote process tasks such as
posting or printing.
The following illustration represents the DPS on a separate process server.

Network traffic will be reduced in this configuration, since data processing and remote processing will be
performed on the same computer.
If the data server runs at capacity or close to capacity, you should set up separate process servers to decrease the
data server load and complete remote processes more quickly.
The following illustration shows the DPS installed on the data server:
DPS on a client
You can use any client in your Microsoft Dynamics GP system as a process server, even if you use it for data entry.
To make a client a process server, install the DPS engine and assign processes to it.
If you use this configuration, performance will likely be slower than in a system with dedicated process servers. The
client you use as a process server shouldn’t be used for frequent data entry; if it’s used for data entry only during
the day, for instance, you can use it for remote processes you complete overnight.
Chapter 10: Remote processing setup
When you set up remote processing for your system, you’ll specify which tasks will be completed on the process
servers, and which process servers will be grouped in services.
The processing setup information is divided into the following sections:
Multiple instances of DPS on the same client
Designating process servers
Removing a server
Creating a service
Removing a service
Setting up remote processing
Enabling remote processes
Setting up printers for remote processing
Setting up report destinations for remote processing
Setting up reports dictionaries for remote processing
Multiple instances of DPS on the same client
Microsoft Dynamics GP will allow multiple instances of the process server to operate from the same client system.
In a high-performance, multiprocessor system, this type of setup can increase performance of the system
dramatically.
Each instance of the DPS on the client needs its own separate copy of the Microsoft Dynamics GP client code in its
own directory:
First instance of DPS C:\DPS1 Second instance of DPS C:\DPS2 Third instance of DPS C:\DPS3
The following line must be added to the Dex.ini file in each of the above listed directories:
C:\DPS1\Dex.ini DPSInstance=1
Once these changes are made, define the DPS instances in the DPS Setup window or the DPS Server Setup
window. Each instance should be given the host name of the DPS machine, followed by the “#” symbol and the
instance number.
Server1#1 (for DPS1) Server1#2 (for DPS2) Server1#3 (for DPS3)
The instances can then be assigned to a specific task, or to one or more services.
Designating process servers
Use the DPS Server Setup window to enter the host names of the computers you’ll use as process servers. A host
name is the unique name by which a computer is known on a network.
To designate process servers:
1. Open the DPS Server Setup window.
(Administration >> Setup >> System >> Process Server >> Servers button)
1. Type the host name (sometimes known as the computer name) of a process server you’ll use in the Server
Host field.
2. Mark the Verify Connection On Add option to verify that you can connect to that process server from the
computer you’re currently using.
3. Choose Add.
If the connection is working and the process server is active, the server host name will be added to the list. If not, a
message will alert you that the computer can’t be contacted. Verify that you entered a valid host name; if necessary,
refer to the network protocol information in your Installation Instructions documentation and the documentation
provided with your network protocol to determine the cause of the problem.
If the Verify Connection On Add option isn’t marked, the server will be added to the list even if you can’t currently
contact the process server.
1. Repeat these steps to add the host name of each computer you’ll use as a process server, then choose OK to
return to the DPS Setup window.
Removing a server
To remove a server, select it in the DPS Setup window and choose Delete. It will be removed from the list and from
any service it’s part of. If you make any modification to a service, such as deleting a server, restart the Distributed
Process Manager.
Creating a service
Use the DPS Service Setup window to create groups of process servers called services. Typically, the best way to
process tasks remotely is to use two or more process servers to form services. With a service and Microsoft
Dynamics GP, you can use the Distributed Process Manager to determine which process server in a service the
process should be sent to.
To create a service:
1. Open the DPS Service Setup window.
(Administration >> Setup >> System >> Process Server >> Services button)
1. Type the name of the service in the Services field.

2. Choose the Add button. The names of the process servers you’ve set up will be listed in the Configured
Servers list.
3. Select each process server you want to add to the service and choose Insert.
You can create as many services as you need. A server can belong to more than one service. To create additional
services, repeat steps 2 through 4.
1. Choose OK to return to the DPS Setup window.
Removing a service
To delete a service, open the DPS Service Setup window, select the service in the Services list and choose Delete. If
you make any modification to a service, such as deleting a server, restart the Distributed Process Manager.
Setting up remote processing
Use the DPS Setup window to specify which processes you want to complete on process servers, such as batch
posting and printing reports for each client.
Before you begin, be sure you’ve set up process servers and services. You can enter servers in the DPS Setup
window without setting them up in the DPS Server Setup window, but the existence of those servers won’t be
verified.
To set up remote processing:
1. Open the DPS Setup window.
(Administration >> Setup >> System >> Process Server)
1. In the DPS Setup window, select the series for the processes you want to set up for remote processing, or
select All to display all processes.
2. Mark the box in the Remote column by each process that you want to assign to a process server. If you want
all the available processes for the selected series to be processed remotely, choose Mark All. If you want to
deactivate remote processing for all processes, choose Unmark All.
These processes will be processed remotely only if the user has chosen to process them remotely, using the User
Preferences window. For more information, see Enabling remote processes on page 59.
1. Enter the server ID (host name) or service where each task will be processed.
If you’ve entered servers in this window without setting up the servers in the DPS Server Setup window, the
existence of those servers won’t be verified. All services you enter must have been set up already in the DPS
Service Setup window.
If more than one instance of Distributed Process Server exists on a process server, specify which instance of DPS
you’re using on the server. For example:
Server1# (for DPS1) Server1#2 (for DPS2)
For more information about multiple instances of Distributed Process Server, see Multiple instances of DPS on the
same client.
1. Mark the Track Start and End Times option if you want to record the start and end times of remote process
activity in the Process Server Activity Table. If this option isn’t marked, only alert messages will be recorded in
the table.
NOTE
The Process Server Activity Table can become large in a short time if you choose to track the start and end times of all
processes.
See Chapter 11, “Processing and monitoring remote processes, for information about viewing, printing, and
removing the information in the Process Server Activity Table.
1. Mark the Enable Load Balancing option if you’re using services.
The Manager Host field will appear if Enable Load Balancing is marked; enter the host name of the computer
where you are using the Distributed Process Manager. At this point, the DPS Setup window should resemble the
following illustration:
1. When you have finished marking processes and entering server IDs for the selected series, select another
series and set up the processes you want to distribute to a remote processor or service.
2. When you’ve finished entering setup information for all series, choose OK to save the entries and close the
window.
To review the process information you’ve entered, choose File >> Print while the DPS Setup window is displayed
to print the Process Server Setup List.
Enabling remote processes
Use the User Preferences window to enable remote processing for each user. You must complete this procedure for
each user who will use remote processes.
If the processes are set to process locally, then the entries in the DPS Setup window are ignored and the processes
will occur on the local computer.
To enable remote processes:
1. Open the User Preferences window.
(Home >> User Preferences)
1. Mark Local or Remote for the Distributed Processes option.

2. Choose OK to save the information you’ve entered and close the User Preferences window.
Setting up printers for remote processing
Once you begin a remote process, no additional input—such as responding to dialog boxes or specifying print
destinations—is required. All processes sent to a printer will be printed to the default printer for the corresponding
process server; users can’t specify the printer when they begin the process. For this reason, you may want to set up
several process servers if it’s important that certain processes be sent to a specific printer. For more information
about printers, see Chapter 2, “Printers.
Setting up report destinations for remote processing
If any of the following situations apply to your system, be sure your report file locations are set up correctly.
If you print reports to files on process servers, the files should be stored on the process server. If you enter
C:\Microsoft Dynamics GP\Report.txt as the report file name, for instance, the report will be stored on the C: drive
of the process server, not the C: drive of the client you used to begin the process.
In addition, be sure you don’t print reports to the screen if the report will be processed remotely. Typically, the
Screen option won’t be available if you’ve set up a process to be performed remotely. However, if you set up a
report to be printed to the screen and processed locally, then decide to process it remotely, you must change the
report destination, as well.
You might receive a path not valid error if the folder location is on your process server, but not on your client
computer.
Use the Posting Setup window to set up report destinations for reports you want to print. For more information
refer to your System Setup documentation (Help >> Contents >> select Setting Up the System). Be sure that you
set up report destinations in this window according to these guidelines.
Setting up reports dictionaries for remote processing
When you use Report Writer to create a primary copy of a report, it is stored in a dictionary file called Reports.dic.
(Reports.dic is the name of the Microsoft Dynamics GP reports dictionary; reports dictionaries for integrating
products have different names.) You can process only primary copies of reports on process servers; secondary
copies and custom reports can’t be processed remotely.
For information about creating primary copies and configuring reports dictionaries, refer to your Report Writer
documentation.
If the processes that you complete remotely contain reports that are primary copies—for instance, if you’re using a
primary copy of a posting journal—the process server must be set up to access the correct reports dictionary. This
may be on the client, at a network location, or on the process server.
If you’re using two or more reports dictionaries—for instance, if each user has a separate local reports dictionary—
you’ll need to set up your process servers so that each one accesses the correct reports dictionary.
Modified reports
If you want to process primary copies of reports remotely, the client and server must access the same reports
dictionary. For instance, if a user’s launch file on a client lists J:\Microsoft Dynamics GP as the location for the
reports dictionary, the launch file on the process server must specify that location for the reports dictionary, as well.
If the process server can’t access the reports dictionary where a primary copy is stored, the original report will be
printed instead.
You can allow users to print primary copies remotely by storing a reports dictionary on a process server. If you
store the reports dictionary on the process server, printing will be faster than if it’s stored at the user’s computer.
To be sure the process server is accessing the correct reports dictionary, open the launch file. The launch file,
typically called Dynamics.set, contains the location of the application dictionaries, forms dictionaries, and reports
dictionaries you’re using. In the following example, the reports dictionary is stored at a central network location.
To edit the launch file, you can use the Edit Launch File window in Microsoft
Dynamics GP, or edit the file using a text editor. See Editing a launch file using the Edit Launch File window on
page 80 and Editing a launch file using a text editor on page 82 for instructions.
To open the Edit Launch File window: Start Microsoft Dynamics GP (not DPS ) on the process server. Choose
Administration >> Setup >> System >> Edit Launch File.
To edit using a text editor in Windows, use Notepad.
One reports dictionary that all users access
If you’re using one reports dictionary that all users access, be sure that the launch file on each process server
contains the location of that reports dictionary. In the following example, all clients and process servers access a
dictionary stored at a network location.
You also can store the reports dictionary on the process server, to reduce network traffic.
Two or more reports dictionaries
If you’re using two or more reports dictionaries, you can use one process server for each user, or have some users
process tasks only locally (see Enabling remote processes on page 59).
In the following example, each client accesses its own process server, so that the client and process server use the
same reports dictionary.
In the next example, the first and third clients process locally all tasks that include primary copies of reports. The
second client remotely processes tasks including primary copies, and the process server accesses that client’s
report dictionary.
Reports.dic Reports.dic Reports.dic
Chapter 11: Processing and monitoring remote processes
Use the following information to learn how to start the Distributed Process Manager, view tasks being completed,
and view logged information about remote processes.
The information contains the following sections:
Starting the Distributed Process Manager
Monitoring background processes
Viewing process detail
Viewing process information
Removing and printing remote process information
Starting the Distributed Process Manager
When you’ve configured your process servers and are ready to begin using your multiuser system, follow the
instructions in this procedure to start the components of the system in the correct order.
To start the Distributed Process Manager:
1. Shut down the computer where you are using the Distributed Process Manager, all process servers, and all
client computers.
2. Start the computer where you are using DPM, and launch the Distributed Process Manager. (On the DPM
computer, double-click the DPM icon or drag the Dynamics.set file onto the Dpm.exe file.)
3. Start each process server computer.
4. Start each client computer.
5. Launch Microsoft Dynamics GP on each client computer.
Monitoring background processes
The Process Monitor window displays the Microsoft Dynamics GP processes (such
as printing reports and posting journals) being performed locally in the background, or remotely by process
servers.
To monitor background processes:
1. Within Process Server, open the Process Monitor window.
(Microsoft Dynamics GP menu >> Process Monitor or drag the Dynamics.set file onto the Dps.exe file on the
client.)
The name of the processes will be displayed in the Process list. The currently active process will appear at the top of
the list. The number of steps in each process in the list is displayed in parentheses next to the process name.
1. Select whether to view Timed or Normal processes. Timed processes are those scheduled to be performed
on a particular date and time, or to recur at a predefined interval.
2. Select a location you want to view processes for. You can select local, remote, or process server.
Local Allows you to view a list of processes initiated from the current workstation that are being performed locally,
at the workstation.
Remote Allows you to view a list of processes initiated from the current workstation that are being performed by
any of the process servers accessed by the current workstation.
Process Server Allows you to view a list of all processes currently being performed by a specific process server,
regardless of which client sent the process to that process server. If you select Process Server as the location, you
will not be able to view process details in the Process Detail window.
1. If you’ve selected Process Server as the Location, specify the server for which you want to display processes.
If you’re using the Process Monitor window on the process server computer, you can view only the
processes performed on that server—Local.
2. To view information about any process in the list, highlight the process; the status will be displayed below
the list. The name of the server also will be displayed.
The following are possible statuses:
STATUS DESCRIPTION
Active The process is currently processing.
Ready The process is queued and awaiting activation.
Error An error has occurred and the process has been canceled.
1. To pause all processes being performed locally in the background, choose Suspend. To restart all background
processes, choose Resume.
You can suspend only the processes being performed locally in the background; not any processes on process
servers. If you are using the Process Monitor window on the process server, you can suspend the processes on that
server.
1. To remove processes, highlight the process and choose Remove. You can remove reports from the queue as
long as they aren’t currently active.
Processes that can be removed are indicated with a “>” sign:
> General Ledger: Trial Balance Report(2)
1. To view detailed information about a process, choose the Detail button The Process Detail window will
appear, displaying detailed information about the selected process. For more information, see Viewing
process detail on page
2. To update the process list, choose Redisplay.
Viewing process detail
Each process can involve several steps. For example, the check link process involves checking links, checking the
error log, and printing an error report. The number of steps in each process in the list will be displayed in
parentheses next to the process name in the Process Monitor window.
If you select Process Server as the location in the Process Monitor window, you will not be able to view process
details in the Process Detail window.
To view process detail:
To view detailed information about a process, select the process in the Process Monitor window and choose Detail.
The Process Detail window will appear, displaying detailed information about the selected process.
If the process is a procedure, only the name of the procedure will appear in the window. A procedure is a script that
can be called from other scripts to perform a common function. If the process is a group of steps, each step in the
process group will appear.
To view information about any step in the list, highlight the step; the status of the step and its type (report or
procedure) will be displayed below the list.
Timed Entry Info fields only appear if the currently highlighted process entry is a recurring or scheduled process.
Viewing process information
The Process Server Inquiry window shows information about the outcome of processes that have been sent to
process servers. Processes that weren’t completed because an error occurred will be displayed. For example, as a
process is performed by a process server, any alert messages generated by the process are recorded in the Process
Server Activity Table.
Processes that are waiting to be performed by process servers will not be displayed; to view these processes, use
the Process Monitor window.
To view process information:
1. Open the Process Server Inquiry window.
(Administration >> Inquiry >> System >> Process Server)
1. Select a sorting option. You can view information about the processes sent to this server by date or by user
ID.
2. Select the ID of the server.
3. Choose the Redisplay button to update the list. The start and end times of remote activities will be displayed
if you marked the Track Start and End Times option in the DPS Setup window.
You can use the Remove Process Server Detail window to remove or print the information displayed in this
window. Only the information that’s been written to the Process Server Activity Table since the last time you
removed data from the table will be displayed. See Removing and printing remote process information on page 69.
Removing and printing remote process information
Use the Remove Process Server Detail window to remove records from the Process Server Activity Table, print a
report detailing the information in the table, or both.
When a process is performed by a process server on your network, information about the outcome of that process
is recorded in the Process Server Activity Table. This information includes any alert messages that occurred while
the task was processed. The table size can increase very quickly if many activities are performed by process servers,
especially if you have the Track Start and End Times option marked in the DPS Setup window, so you may need to
remove data from the table periodically.
Before removing process server detail, back up your company’s data.

To remove and print remote process information:
1. Open the Remove Process Server Detail window.
(Administration >> Utilities >> System >> Process Server)
1. Enter server and date restrictions by selecting Server ID or Date from the Ranges listing and enter a range in
the From and To fields. Choose Insert and the range will appear in the Restrictions box.
If you don’t specify any server or date restrictions, all records will be included. You can enter only one range of
dates and one range of server IDs.
1. Select whether to remove records, print a report, or both. You can print the Process Server Log Report
without removing records by selecting only the Print Report option.
2. Choose Process to print the report and remove records.
Part 4: Technical reference

This part of the documentation contains technical information on how Microsoft Dynamics GP runs. In it, you’ll
find detailed information about integrating products, launch files, and defaults files.
Chapter 12, “Integrating products,” provides an overview of the multidictionary environment.
Chapter 13, “Launch files,” provides information about how to use, create, and edit launch files.
Chapter 14, “Defaults files,” describes how to use and edit the Dex.ini file, which contains setup and operating
information about Microsoft Dynamics GP.
Chapter 12: Integrating products
Microsoft Dynamics GP can be used with other programs, called integrating products, that work simultaneously
with Microsoft Dynamics GP. Integrating products provide an additional application dictionary that works with the
Microsoft Dynamics GP engine and other files to present a functioning integrating application. Since two or more
application dictionaries can be used, this system is called a multidictionary environment.
The integrating products information is divided into the following sections:
Types of dictionaries
Multidictionary environment example
Modifying reports for an integrating product
Modifying windows for an integrating product
Types of dictionaries
An application dictionary contains all the resources that make a product unique, including its windows, reports, and
how it works. In the multidictionary environment of Microsoft Dynamics GP, you’ll use two types of application
dictionaries:
A main dictionary is used to access resources in integrating dictionaries. The Microsoft Dynamics GP
application dictionary (Dynamics.dic) is always considered the main dictionary in a multidictionary
environment.
An integrating dictionary contains information about an integrating product and runs simultaneously
with the main dictionary. Integrating dictionaries may access Microsoft Dynamics GP resources, such as
fields or reports, as well as their own resources. All application dictionaries that operate with Microsoft
Dynamics GP in a multidictionary environment are considered integrating dictionaries.
When you install each integrating product, information about it is added to the launch file (typically Dynamics.set)
so that the product will be started with Microsoft Dynamics GP. For more information about launch files, see
Chapter 13,
“Launch files.”
Multidictionary environment example
In this example, the application dictionary for Microsoft Dynamics GP is the main dictionary in a multidictionary
environment with two integrating dictionaries.
The runtime engine is used to interpret each dictionary.
The main dictionary in a multidictionary environment.
Integrating dictionaries contain separate resources and also can access resources in the main dictionary.
A launch file lists the application dictionaries.
Modifying reports for an integrating product
Each application dictionary has its own reports dictionary, where reports modified and created using Report Writer
are stored. The reports dictionary for Microsoft Dynamics GP is called Reports.dic. Dictionaries for other products
can have other names, but must use the extension .DIC. The locations of the reports dictionaries for other products
are stored in the launch file, as well.
When you’ve installed integrating products, you must select which products’ reports you want to modify when you
use Report Writer. For more information, refer to your Report Writer documentation.
Modifying windows for an integrating product
Each application dictionary has its own forms dictionary, where modified windows are stored. The forms dictionary
for Microsoft Dynamics GP is called Forms.dic; dictionaries for other products can have other names, but must use
the extension .DIC. The locations of the forms dictionaries for other products are stored in the launch file, as well.
When you’ve installed integrating products, you must select which products’ windows you want to modify when
you use the Modifier. For more information about the Modifier and the forms dictionaries, refer to your Modifier
User’s Guide documentation. For more information about setting access to modified windows and reports, refer to
your System Setup Guide (Help >> Contents >> Select Setting up the System).
Chapter 13: Launch files
A launch file is used to list each product and the locations of its application dictionary, forms dictionary, and reports
dictionary. The launch file indicates which dictionaries and products should be started when you start Microsoft
Dynamics GP.
Launch files are located only on client computers, or data servers that also can be used as clients, because
dictionaries are installed only on clients.
The launch files information contains the following sections:
Launch files overview
Where to store dictionaries
Lines in a launch file
Example launch file using integrating products
Example launch file using multiple location IDs
Example launch file using central dictionaries
Creating a launch file
Editing a launch file using the Edit Launch File window
Editing a launch file using a text editor
Troubleshooting launch files
Launch files overview
Launch files are located only on client computers, or data servers that also can be used as clients, because
dictionaries are installed only on clients. Each client has a separate launch file for each product you install. This
allows each computer to have different instructions for starting Microsoft Dynamics GP, if necessary. You can
create additional launch files or modify an existing file.
A launch file for Microsoft Dynamics GP with local dictionary locations is created each time you install Microsoft
Dynamics GP or its engine. A launch file for Microsoft Dynamics GP Utilities with local dictionary locations is
created each time you install either application.
When you start Microsoft Dynamics GP, you indicate the launch file you’re using by double-clicking a program
item that lists the Microsoft Dynamics GP engine and the corresponding launch file in its properties. You also can
start Microsoft Dynamics GP by dragging the launch file, typically Dynamics.set, over the Microsoft Dynamics GP
engine file, Dynamics.exe. The engine reads the launch file to determine which dictionaries will be used, then opens
those dictionaries to present the functioning application.
A separate launch file is also created for Microsoft Dynamics GP Utilities and functions the same way, except that
integrating products can’t be used. When you drag the Dynutils.set file (the launch file for Microsoft Dynamics GP
Utilities) over the engine, the resources in the Microsoft Dynamics GP Utilities application dictionary (Dynutils.set)
will be used.
If you’re using two or more launch files to use Microsoft Dynamics GP in different configurations, you can modify
the existing Microsoft Dynamics GP item’s or shortcut’s properties, create additional items or shortcuts that will
access other launch files, and modify the Microsoft Dynamics GP item or shortcut so that you can select the launch
file you want to use each time you start Microsoft Dynamics GP.
You can view the contents of any launch file (any file with a .SET extension) using a text editor such as Notepad;
make changes, if necessary, then close. Be sure to start Notepad and then open the file, rather than double-clicking
the file; double-clicking the launch file will start the corresponding application.
We do not recommend using Write for Windows to open a launch file.
Where to store dictionaries
Depending on the server you are using and how your network is set up, you can store forms and reports
dictionaries locally on each client, on the server, or on a network volume. To store dictionaries on a network volume,
the necessary volumes must be set up correctly and using the appropriate network software in order to allow the
Microsoft Dynamics GP engine on each client to locate forms and reports dictionaries on the network. The
Dynamics.dic and the Microsoft Dynamics GP engine must be on the client. Refer to your operating system
documentation for information about connecting volumes in a network. If your system hasn’t been set up to allow
client computers to access files other than Microsoft Dynamics GP tables on the server or network volumes, you
must store dictionaries locally on all clients.
We recommend that you always store application dictionaries locally for best performance; storing forms and
reports dictionaries locally improves performance, as well. For more information, see your Report Writer
documentation and the Modifier documentation.
Lines in a launch file
A launch file is composed of a number of lines, depending on whether you’re using only Microsoft Dynamics GP,
or integrating products, as well. In the launch files for Microsoft Dynamics GP and Microsoft Dynamics GP Utilities,
the forms and reports dictionary lines must be included, but don’t affect how either application works. Some lines
in the Microsoft Dynamics GP Utilities launch file may not contain dictionary locations until after you start each
application for the first time.
The following information shows all the line information that could appear in the Dynamics.set file.
LINE DESCRIPTION WHEN TO USE EXAMPLE

Number of products in the The number of products This line will always appear. 1 (if only Microsoft Dynamics
launch file listed in the launch file. If GP is used)
you’ve installed Microsoft
Dynamics GP and three
integrating products, but
want to start only two of
them with a particular
launch file, list only those
products in the launch file.
Product ID for Microsoft This line is always 0 (zero). This line will always appear. 0
Product name for Microsoft This line is always Microsoft This line will always appear. Microsoft Dynamics GP
Dynamics GP.
Integrating products’ If you’ve installed an This line will appear only if Lead Tracking
product IDs integrating product, its you’re using integrating
product name will be added products.
to the launch file.
3 (if Microsoft Dynamics GP and two integrating products are used)

Dynamics GP
Dynamics GP
Dictionary location ID This line identifies the group This line will always appear. Windows (this is the default)
of dictionary locations that
follows it, and is stored in
the
Location of Forms.dic This line specifies the This line will always appear. :J:Program Files/Microsoft
location of the Microsoft
Dynamics GP forms
dictionary, and must be
written in generic format.
Location of Reports.dic This line specifies the This line will always appear. :V:Program Files/Microsoft
location of the Microsoft
Dynamics GP reports
dictionary, and must be
written in generic format.
Location of application If you’re using integrating This line will appear only if :C:Program Files/Microsoft
dictionary for integrating products, this line specifies you’re using integrating
products the location of the product’s products.
application dictionary.
Location of forms dictionary If you’re using integrating This line will appear only if :J:Program Files/Microsoft
for integrating products products, this line specifies you’re using integrating
the location of the product’s products.
forms dictionary.
Location of reports If you’re using integrating This line will appear only if :VOL1:Program
dictionary for integrating products, this line specifies you’re using integrating Files/Microsoft
products the location of the product’s products.
reports dictionary.
Additional dictionary This line identifies the group This line is optional. Windows Users
location of dictionary locations that
follows it. Only one
dictionary location ID,
typically “Windows,” is
provided with Microsoft
Dictionary locations for If you’re using an additional This line is optional. :C:Program Files/Microsoft
dictionary location ID, list
another set of locations for
the Microsoft Dynamics GP
application, forms and
reports dictionaries.
Dictionary locations for If you’re using an additional This line is optional. :C:Program Files/Microsoft
integrating products dictionary location ID, list Dynamics/GP/LEADS.dic
another set of locations for
integrating products. You
must list the same
dictionaries for each
dictionary location ID; for
instance, don’t list the
dictionaries for three
products under one
dictionary location ID, and
the dictionaries for only two
under another.
Workstation2 setting in the Microsoft Dynamics GP defaults file. Typically, the dictionary location ID will be stored
in the defaults file. However, if this line is deleted, users will be prompted to select a dictionary location ID from
those listed in the launch file used to start that session of Microsoft Dynamics GP. This line is case-sensitive.
Dynamics GP/Forms.dic
Dynamics GP/Data/Reports.dic
Dynamics GP/Leads.dic
Dynamics/GP/Data/4549F.dic
Dynamics/GP/Data/4549R.dic
IDs
Dynamics GP. The ID that’s used depends on the ID stored in the Workstation2 setting of the computer’s defaults
file.
Microsoft Dynamics GP
Dynamics/GP/Dynamics.dic
:J:Program Files/Microsoft
Dynamics/GP/Data/Forms.dic
Dynamics GP/Reports.dic
:J:Program Files/Microsoft Dynamics/GP/4549F.dic
Dynamics/GP/4549R.dic
Example launch file using integrating products
If you’ve installed integrating products, dictionary location information will be listed for those products. Each
product has a separate application dictionary, forms dictionary, and reports dictionary, and the location for each
must be listed in the launch file for each user to access that product.
The following example shows the information in the Dynamics.set file on a Windows client after product
information has been added for two integrating products, Lead Tracking and Time and Billing.
On client computers where the defaults file Workstation2 setting is Windows, all three sets of dictionary locations
will be used, so that the Lead Tracking and Time and Billing products can be opened. Since Microsoft Dynamics GP
is the main product (indicated by its product ID of 0), it will be opened first. For more information on defaults files,
see Chapter 14, “Defaults files.”
Example launch file using multiple location IDs
To use more than one forms or reports dictionary for a product, you can add dictionary location IDs and
corresponding dictionary locations to a launch file and distribute the launch file to the affected users. In addition,
you can control which integrating products users access. For example, you can create a launch file for one group of
users listing only Microsoft Dynamics GP, and a launch file for another group of users listing Microsoft Dynamics
GP and the integrating products you’ve installed.
If you add dictionary location IDs to a launch file or change an existing dictionary location ID, you must make the
same change in the defaults file where it’s stored.
For more information, see How launch files and defaults files work together on page 85.
In the following example, the user will be asked to select a dictionary location ID the first time he or she logs in to
Microsoft Dynamics GP. Users who select the Local Reports dictionary location ID will use a reports dictionary
stored on their hard disk and create a separate set of reports. Users who select the Network Reports dictionary
location ID will access a common reports dictionary on a network volume. You may want to set up launch files in
this way if certain users need specialized reports while others use a common set.
Example launch file using central dictionaries

You can store your Microsoft Dynamics GP, forms, and reports dictionaries in a central location and modify the
launch files to reflect that.
Use the appropriate operating system tools to be sure the data server or process server is connected correctly, so
that each client can access the location where the dictionaries are located. Use the volume ID used when you set up
these connections as the volume ID in the dictionary location.
If you store dictionaries on a process server or data server, and the process server or data server and the client use
different platforms, you may not be able to access those dictionaries by entering the volume letter of the process
server. In this case, place the dictionary on a network volume that the process server and all clients can access. Edit
the launch file of the process server so that the location on the network volume is indicated.
The following example shows the launch files for Windows clients accessing dictionaries stored on a data server.
Creating a launch file
Use this checklist to create a launch file. See Editing a launch file using the Edit Launch File window on page 80
and Editing a launch file using a text editor on page 82 for descriptions of how to change the information in a
launch file.
To create a launch file:
1. Be sure the Microsoft Dynamics GP engine is in the same folder with all application dictionaries.
2. Double-click the Dynamics.exe file. Microsoft Dynamics GP will be started in minimized form; maximize it to
display the File menu.
3. Choose File >> Create Launch File; a dialog box will appear. Dynamics.set will be displayed as the default
name for the new launch file.
4. Accept the name or enter a new one, then choose OK or Save.
If you don't accept the default name, be sure to modify the properties of the Microsoft Dynamics GP program item
so that the correct launch file will be used when you start Microsoft Dynamics GP.
To start Microsoft Dynamics GP using the launch file you just created, choose File >> Open Launch File; a dialog
box will appear. Select the launch file and choose OK; the Login window will be displayed.
1. Close Microsoft Dynamics GP. The new launch file will contain the following information:
The number of application dictionaries on your hard disk, the product ID, and the product name
corresponding to each application dictionary.
A dictionary location ID, typically “Windows.”
The location of the main product’s application dictionary, forms dictionary, and reports dictionary (the
folder where the Microsoft Dynamics GP engine is located).
If integrating products were installed, their application dictionary, forms dictionary and reports
dictionary locations will be listed, as well.
Editing a launch file using the Edit Launch File window
Typically, it’s not necessary to edit launch files unless one is damaged or deleted, or if you change the location of
your forms or reports dictionaries. If you move dictionaries or create additional launch files, you’ll need to enter
current information about where your dictionaries are located, or modify the launch file to start only certain
products. A launch file is any file with a .SET extension that was installed with Microsoft Dynamics GP or that
you've created using the instructions in this section.
Use the following checklist to change dictionary locations in Microsoft Dynamics GP using the Edit Launch File
window. You can also edit launch files using a text editor, such as Notepad. See Editing a launch file using a text
editor on page 82 for more information.
To edit a launch file using the Edit Launch File window:
1. Open the Edit Launch File window.
(Administration >> Setup >> System >> Edit Launch File)
1. Select a launch file. The launch file used to start the current session of Microsoft Dynamics GP will be
displayed in the Launch File field. To select a different launch file to edit, choose the file button to display a
dialog box where you can select a launch file. Choose OK.
2. Select a product. The scrolling window displays the products, including Microsoft Dynamics GP and any
integrating products you’re using with
Microsoft Dynamics GP, that are opened using the launch file displayed in the Launch File field. Select the product
you want to edit dictionary location information for.
To remove a product from the launch file, or to restore a product ID and name of an integrating product you
deleted from the launch file you're editing, you must use a text editor.
1. Select your dictionary location ID. The name displayed corresponds to a set of locations for the selected
product’s application dictionary, forms dictionary, and reports dictionary. If you’re not sure of your dictionary
location ID, you can check it by viewing the Workstation2 setting in your Dex.ini file.
The changes you make to the dictionary location ID will affect only the dictionaries opened on your computer.
1. Enter dictionary locations. The current location of the application dictionary, forms dictionary, and reports
dictionary for the launch file and product you selected are displayed in the Dictionary Locations fields.
To specify a different location for a dictionary, choose the corresponding file button. A dialog box will be displayed;
specify the new location and choose OK.
If you want to be able to access windows or reports you’ve already created, move the dictionary containing them to
the new location. If you enter a location for the forms and reports dictionaries where a forms or reports dictionary
doesn’t exist, a new, empty dictionary will be created there the next time you access Modifier or Report Writer.
1. If you’re editing the launch file you used to start the current session of Microsoft Dynamics GP, restart
Microsoft Dynamics GP to allow the changes to take effect.
Editing a launch file using a text editor
Use the following information to make extensive changes to a launch file using a text editor.
Typically, it’s not necessary to edit launch files unless one is damaged or deleted, or if you change the location of
your forms or reports dictionaries. If you move dictionaries or create additional launch files, you’ll need to edit the
launch files to enter current information about where your dictionaries are located, or modify the launch file to start
only certain products.
You can add dictionary location IDs so that different locations will be used for a product’s dictionaries, depending
on which dictionary location ID is selected by the user and stored in the computer’s Dex.ini file. If you add
dictionary location IDs to a launch file or change an existing dictionary location ID, you must make the same
change in the defaults files where it’s stored. For more information, see How launch files and defaults files work
together on page 85.
If you use more than one dictionary location ID, you must list the dictionaries for every product you're using for
each dictionary location ID. If every product isn't listed, Microsoft Dynamics GP won't be opened correctly. If you
want two users to access a different number of products, you must create a launch file for each.
To edit a launch file using a text editor:
1. Make a backup of the launch file or print it before you edit it.
2. Open the launch file by choosing File >> Open in Notepad or another text editor.
We recommend that you do not edit a launch file using Write for Windows.
1. Remove integrating products. If you don’t want an integrating product to be available to certain users, create
a launch file for them without the product’s ID, name, dictionary location ID, or dictionary locations. Be sure
to modify the number at the beginning of the launch file, which indicates the total number of application
dictionaries in the launch file.
2. Review Lines in a launch file on page 76; be sure to make any additional entries in the correct position in the
launch file.
3. Be sure there are no blank lines in the launch file, then save changes and close it.
4. If you want to be able to access windows or reports you’ve already created, move the dictionary containing
them to the new location.
If you entered a location for the forms and reports dictionaries where a forms or reports dictionary doesn’t exist, a
new, empty dictionary will be created there the next time you access Modifier or Report Writer.
1. Start Microsoft Dynamics GP using the new launch file. If you removed the dictionary location ID from the
Workstation2 setting, you’ll be prompted to select a dictionary location ID from the IDs currently in the launch
file.
Troubleshooting launch files
If you made changes to a launch file, use these instructions to be sure Microsoft Dynamics GP is working properly.
Product listed in the launch file isn’t installed
If a product listed in the launch file isn’t installed in the specified location, a dialog box will appear when you start
Microsoft Dynamics GP. Choose OK; you’ll be able start Microsoft Dynamics GP without installing the product or
removing it from the launch file.
Existing dictionary location IDs are modified
If you’ve modified existing dictionary location IDs, edit the Workstation2 setting of the Dex.ini file for each user’s
computer. Dictionary location IDs are case-sensitive; if “Windows” appears in your Dex.ini file, for instance, and
“windows” appears in your launch file, the dictionary locations for the Windows dictionary location ID won’t be
used.
If the defaults file Workstation2 setting contains a dictionary location ID that’s no longer in the launch file, when
you start Microsoft Dynamics GP a message will prompt you to add it to the launch file. If this occurs, don’t add the
ID; choose No and verify the Workstation2 setting and the dictionary location IDs in the launch file to be sure you
edited each correctly. (If you add the ID, that dictionary location ID will be added for all products in the launch file.)
Then restart Microsoft Dynamics GP and, if you wish, add the dictionary location ID to the launch file.
If you add dictionary location IDs, change each user’s Workstation2 setting in the defaults file to the correct ID, or
remove the ID so that each user will be prompted to select from the IDs in the launch file. For more information,
see How launch files and defaults files work together on page 85.
Chapter 14: Defaults files
The Microsoft Dynamics GP defaults file contains setup and operating information about Microsoft Dynamics GP.
Each line of information, or setting, in the file contains information such as where your files are located, and
whether certain functions, such as displaying print dialog boxes, should be performed. The defaults file is named
Dex.ini. This type of file is sometimes referred to as an initialization file.
The Dex.ini file is installed in the Microsoft Dynamics GP folder (the folder where the Microsoft Dynamics GP
engine is stored).
The defaults files information is divided into the following sections:
How launch files and defaults files work together
Editing defaults files
Damaged defaults files
How launch files and defaults files work together
A launch file (Dynamics.set) works in conjunction with the Workstation2 line in the defaults file (Dex.ini) on each
client computer. If you add dictionary location IDs to a launch file or change an existing dictionary location ID, you
must make the same change in the defaults file where it’s stored.
For example, if you modify the dictionary location ID “Windows” in the launch file and change it to “Windows
Users,” the “Windows” ID is still stored in the
Workstation2 setting in the defaults file of all Windows computers. In this situation, you would change the
Workstation2 setting on each Windows computer from “Windows” to “Windows Users,” so that the dictionary
locations for the “Windows” dictionary location ID are used.
If you add another dictionary ID to the launch file, you must change the
Workstation2 setting in the intended users’ defaults files to reflect the dictionary ID they should use. Alternately,
you can delete the Workstation2 setting. Users with no Workstation2 line and launch files with multiple
dictionary location IDs must select a dictionary location ID when they start Microsoft Dynamics GP for the first
time. A new Workstation2 line is added to the Dex.ini, with the dictionary location ID they selected.
Editing defaults files
To edit the Dex.ini file, use Windows Notepad to open the file, then edit existing parameters or add settings and
parameters. Be sure to include an equal sign for each setting, before the parameter.
We recommend that you do not edit the Dex.ini file using Windows Write. The defaults file is essential for Microsoft
Dynamics GP to run correctly; always make a backup before you edit it, and don’t edit any setting unless you're
instructed to do so by your reseller, or by Microsoft Dynamics GP Technical Support.
Damaged defaults files
If your defaults file is damaged or deleted, we recommend that you restore a backup; if you re-create the file, you
must reenter several of the settings. Other settings that must be reentered vary, depending on your configuration.
IMPORTANT
We recommend that you do not delete the defaults file if you want to re-create it. The defaults file is essential for Microsoft
Dynamics GP to run correctly; always make a backup before you edit it, and don’t edit any setting unless you're instructed to
do so by your reseller, or by Microsoft Dynamics GP Technical Support.
Part 5: Troubleshooting
Chapter 15, “General troubleshooting,” helps you identify common problems and includes a reference to
resources where you can get more information.
Chapter 16, “Data recovery,” provides information about how to repair data.
Chapter 17, “Process server troubleshooting,” provides information to help solve problems that may occur
when installing, setting up, or using Distributed Process Server.
Chapter 15: General troubleshooting
This information explains how to troubleshoot problems on your own, where to look for more information, and
what information you should gather before calling Microsoft Dynamics GP Technical Support.
You also can visit the CustomerSource Web site and search the Knowledge Base for answers to your most
common technical questions including troubleshooting steps, solutions to common issues, and how -to articles.
When you install or use Microsoft Dynamics GP, alert messages may appear that are caused by errors in other
applications, such as the file handler or operating system. To deal with errors not caused by Microsoft Dynamics GP,
refer to the documentation for the application causing the error.
The troubleshooting information is divided into the following sections:
Signs that data maintenance is needed
Finding which tables require maintenance
Alert message troubleshooting
To get more information, you can use the following troubleshooting resources.
Microsoft Dynamics GP documentation
If you’ve installed Microsoft Dynamics GP, you can use the help to access contextsensitive assistance about
windows. You can choose Help >> About This Window or press F1 to access help for the window you’re currently
viewing. Use the Search tab to find more information on alert messages and procedures.
You can use the manuals (Help >> Printable Manuals) to find a printable version of procedural or overview
information for a specific module.
Resource descriptions
Resource descriptions provide detailed technical information about Microsoft Dynamics GP fields, tables, and
windows. This utility allows you to learn more about how data is stored in Microsoft Dynamics GP, including the
fields that are stored in each table, and the reports containing data from each table.
To open the Table Descriptions window, choose Microsoft Dynamics GP menu >> Tools >> Resource Descriptions
>> Tables. Use the Table Descriptions window to find information about a table, such as its names, keys, key
segments, and the fields it contains.
To open the Field Descriptions window, choose Microsoft Dynamics GP menu >> Tools >> Resource Descriptions
>> Fields. Use the Field Descriptions window to find out which tables contain a particular field.
To open the Window Descriptions window, choose Microsoft Dynamics GP menu >> Tools >> Resource
Descriptions >> Windows. Use the Window Descriptions window to find out which windows are contained in a
specific product and series,
the names assigned to each window, the fields each window contains, and the tables linked to each window.
CustomerSource
CustomerSource is a Web site for registered Microsoft Dynamics GP customers. CustomerSource is available 24
hours a day. You must have a user name and password to enter the site. You can access CustomerSource by
navigating to https:/ /mbs.microsoft.com/customersource with your Internet browser.
From the CustomerSource start page, select the Support option. From the Support page, you can look for
information on your own or you can use e-mail to send a question to the Microsoft Dynamics GP Technical
Support team.
You’ll find links to Support Hot Topics and Knowledge Base—the best source of information for error messages,
troubleshooting guides, work-arounds, and answers to common Report Writer questions. You’ll also find links for
automated fixes, hardware compatibility, and downloads. Use the New Support Request link to contact Microsoft
Dynamics GP Technical Support electronically. You also can view recent support requests for yourself and your
company.
Microsoft SQL Server troubleshooting resources
SQL Server Books Online is a documentation resource installed with SQL Server.
Use Books Online to troubleshoot SQL error messages and other issues related to SQL Server. Microsoft’s web
site, www.microsoft.com, is also a good source of information for issues related to SQL Server or your operating
system.
Signs that data maintenance is needed
The most common indicator that data maintenance is needed is an alert message that indicates an error in a
specific table. However, data problems may not always be this obvious and it may be more difficult to identify in
which table or tables it has occurred. Other indicators of data problems include:
Alert messages that you can’t explain
Inaccurate data in windows or on reports
Unusual characters in windows or on reports
Windows you’re unable to open
Once you’ve determined that a problem exists, you can use the following questions to direct your troubleshooting
effort.
If you are unable to fix the problem yourself, see Before you call support on page 93 to gather information that will
help your support technician solve the problem.
Does the error occur for a system administrator user?
If a system administrator user does not receive the same error as other users, a permission problem may exist.
A script called Grant.sql is included on the Microsoft Dynamics GP installation media and is installed automatically
during the Microsoft Dynamics GP client/ server installation process. Run this script against the database that
produces the error. For more information on running scripts, see the SQL Server documentation.
Does the error occur for all users?
If the error does not occur for all users, a security problem may exist. You should also check customizations, such as
modified reports and forms.
Remember that you have security options within SQL Server and within Microsoft Dynamics GP.
Does the error occur in all companies?
If the error occurs in more than one company and is data-related, the problem is likely in the system database. The
problem could also exist in one of your dictionaries, such as Dynamics.dic or Reports.dic. If an error occurs in only
one company, the problem likely exists in the company database.
Does the error occur on all workstations?
To determine if a problem is data-related or dictionary-related, verify whether the error happens on all
workstations. If all workstations produce the same error, the problem is likely on the server rather than on the
individual client. The problem could be related to database tables or to shared files. To determine where
maintenance is needed, see Finding which tables require maintenance on page 92.
Does the error happen consistently?
If an error occurs consistently, you probably need data maintenance. To determine if a table is corrupt, try isolating
records within the tables you’re working with. For more information on determining where the maintenance is
needed, see Finding which tables require maintenance on page 92.
Is the window or report modified?
If the non-modified version of a window or report does not receive the error, the problem is related to the
modifications to the dictionary. If recent modifications have been done, check the modifications for errors. If the
modifications have worked in the past, rename the dictionary and restore it from a backup.
Do not delete dictionaries. Renaming files allows you to restore these files later, if necessary.
Are there integrating products or customizations?
If there are customizations or integrating applications, try removing them to see if errors still occur. If integrating
applications are present, remove the dictionaries from the Dynamics.set file and rename the associated file
extensions in Windows Explorer.
Do not delete these files. Renaming file extensions allows you to restore these files later, if necessary.
If customizations exist on your system, contact the person who made the customizations for troubleshooting
assistance.
If you’re having printing problems, are you able to print to the screen, a file, or another printer?
When you notice a problem on a report or inquiry window, verify whether the error occurs when you view the
information using a different medium, such as printed to the screen or to a different printer. If a report and its
associated inquiry window produce the same results, data maintenance is needed. If only the report is incorrect, the
problem could be related to a modified report.
Were the transactions imported or keyed?
If imported transactions produce errors, verify whether manually keyed transactions produce the same results.
Because some methods of importing data do not require the data to be verified for accuracy, imported data may be
corrupt or incomplete. To determine where maintenance is needed, see Finding which tables require maintenance
on page 92.
Does the problem exist if processing is done at the database server?
If the problem does not exist when all processing is performed at the server, the problem may be related to your
network, ODBC drivers, or ODBC data sources or a result of differing MDAC versions.
Finding which tables require maintenance
Once you’ve established that a table requires maintenance in Microsoft Dynamics GP, the next step is to find out
which table or tables are affected. Once you’ve determined which tables need to be repaired, see the data recovery
checklist in Recovering data on page 95.
If an alert message has appeared stating the name of the table, you can begin the data recovery checklist
immediately.
If unusual results on a report indicate a table that a table requires maintenance, refer to the sample reports
provided with the module to see which table groups’ data is printed in that report.
If you’re having trouble opening a window, use the Window Descriptions window (Microsoft Dynamics GP
menu >> Tools >> Resource Descriptions >> Windows) to determine the physical and table groups
accessed by a window.
If you still can’t determine which table is causing the problem, try to isolate the problem. For example, if
you’re working in Sales Order Processing, try entering different types of transactions with various items for
various customers. If the error occurs only for a specific customer record, you can conclude that the data in
the RM Customer MSTR table is corrupt.
Each Microsoft Dynamics GP table has three names: a display name, a technical name, and a physical name.
Display names are displayed in the Check Links window and other windows. The table names that appear in alert
messages are typically technical names, the names that the system uses to identify tables. For example, a message
may state that an error occurred in the GL_Account_MSTR table, but the display name for that table is Account
Master.
You may need to use the Table Descriptions window (Microsoft Dynamics GP menu >>Tools >> Resource
Descriptions >> Tables) to determine the table group to which a table in an alert message belongs. Some data
recovery procedures can be performed only on table groups, while others can be performed on table groups or
tables.
Alert message troubleshooting
If you receive an error message that indicates a problem you can’t explain, use the following resources for more
information. If you are unable to resolve the problem yourself, contact Microsoft Dynamics GP Technical Support
for other options.
Microsoft Dynamics GP messages
The best source of information for troubleshooting Microsoft Dynamics GP alert messages is the Knowledge Base
database on CustomerSource. Go to the Technical Q&A page, where you can type in the message number or
message text to search for the alert message you’re receiving.
DBMS messages
Microsoft SQL -related error messages appear as DBMS errors in Microsoft Dynamics GP. Always use the SQL
Server Books Online to troubleshoot DBMS errors (Start >> Programs >> Microsoft SQL Server >> Books
Online). Select the Search tab and enter the error number, then choose List Topics. Either highlight and select
Display or double-click an entry to open the topic. In the description column of the error message table, you’ll see
more information about the error. You can also use the SQL Query Analyzer to find the same information.
Have the answers ready to the following questions to help your support specialist quickly narrow down the source
of the problem you’ve experiencing.
What is the exact error message?
When did the error first occur?
What task were you attempting to perform at the time you received the error message?
Has the task been completed successfully in the past?
What is the name of the window you are you working in?
What have you done so far to attempt to fix the problem?
Have you performed any of the table maintenance procedures such as check links?
If have performed table maintenance procedures and received error messages, what kind of messages?
Does the problem occur in another company?
Does the problem occur on another workstation?
Does the problem occur for more than one user?
What versions of software are you using?
Verify the version numbers for Microsoft Dynamics GP, your database software, and Windows. Also note service
packs.
Are you using an integrating product with Microsoft Dynamics GP?
Have you imported any data?
Chapter 16: Data recovery
The Microsoft Dynamics GP system is designed to ensure maximum accuracy and integrity of your data.
Occasionally, however, hardware failures, power surges, and other problems might require you to recover your
data. The following information will help you quickly recover your data.
To recover data, you must first determine the table or tables where the issue occurred, then determine the
appropriate procedures to complete. For more information on determining the location of tables that need
maintenance, see Finding which tables require maintenance on page 92.
It’s very important that the data recovery functions be performed carefully by an authorized user. Refer to your
System Setup documentation (Help >> Contents >> select Setting Up the System ) for information about setting up
security to determine users with access to these functions.
The data recovery information contains the following sections:
Recovering data
Checking links
Reconciling tables
Restoring backups
Restoring data
Recovering data
When you’ve determined the table or tables that are causing the problem, follow the steps in this checklist. If it’s
possible that one or more tables are need maintenance, but you can’t determine which, perform the data recovery
procedures on all tables that may be affected.
If you have a current backup that you made before your table issues occurred, you could restore it instead of
completing the procedures in the recovering data checklist. The more recent your backup is, the fewer transactions
you’ll need to reenter.
To recover data:
1. Make a backup.
Always be sure you have a current backup of your company’s data before performing any table maintenance or
utility procedures. These procedures deal directly with the data, and if there is an interruption during processing
you will need to restore the current backup.
1. Update statistics and recompile stored procedures. Updating statistics reconfigures table keys and results in
better performance; recompiling stored procedures adapts stored procedures to tables with significant
increases or decreases in data. For more information, see Updating statistics and Recompiling stored
procedures.
2. Check links. If you rebuild a table and the report shows that some records were removed, check links for the
table. Checking links examines the table, checking corresponding information in related tables and, if
possible, changing the data to match the corresponding data in a table. For more information, see Checking
links.
If the table is in the System or Company series, do not check links. Instead, continue to the next step: Reconcile
data.
1. Reconcile data. During a reconcile, Microsoft Dynamics GP examines the data within different tables and
checks to see whether information that is kept in two different tables has the same value in both. For more
information, see Reconciling tables.
2. Restore a backup. If reconciling is unsuccessful, restore your most recent backup. The more recent your
backup, the fewer transactions you’ll have to reenter, and if you’ve printed or saved all of your posting
journals, reentering the transactions can be a fairly simple process. For more information, see Restoring
backups or Restoring data.
Checking links
Checking links examines tables, checking corresponding information in related tables and, if possible, changing the
data to match the corresponding data in a table.
If you were alerted to damage by an alert message indicating damage to a specific table, the name of the table
won’t be listed in the Check Links window.
If the table is in the System or Company series, see Reconciling tables on page 97.
To check links:
1. Be sure that no one is using Microsoft Dynamics GP. To view which users are in the Microsoft Dynamics GP
system and where, choose Administration >> Utilities >> System >> User Activity.
2. Make a backup.
Always make a backup before checking links.
1. Open the Check Links window.
(Microsoft Dynamics GP menu >> Maintenance >> Check Links)
1. Select the series containing the tables to check.

If you know the name of the table, but not the table group to which it belongs, refer to the Table Descriptions
window (Microsoft Dynamics GP menu >> Tools >> Resource Descriptions >> Tables).
1. Select the tables to check links for, and choose Insert.
To remove any table from the Selected Tables list, highlight the table name and choose Remove.
1. To insert tables from another series, repeat steps 4 and 5.
2. Choose OK to check links for the selected tables and print the Check Links Report. Checking links is
performed as a background process, which means you can perform other tasks while the checking is being
done.
Microsoft Dynamics GP checks links in the selected tables.
The Report Destination window will appear, and you can specify where the Check Links Report
should be printed. If you mark File, select the appropriate table format and enter the report file name.
The Check Links Report will display any information that was re-created.
We recommend that you send the Check Links Report to the screen, and then print it if necessary, because it may
be very large. Each report can only be printed once each time you check links, so it’s a good idea to send the report
to a file as well.
1. To determine what information to reenter, use the Table Descriptions window (Microsoft Dynamics GP menu
>> Tools >> Resource Descriptions >> Tables) to view information for the table you checked links for, then use
a window that accesses the table to reenter information. Some records are created through processes such as
posting or aging, and this information can’t be reentered manually in a window.
You may want to create a report using Report Writer that lists all fields included in the table that you checked links
for. This report can serve as a valuable reference tool. For more information, refer to the Report Writer
documentation.
1. If checking links is unsuccessful and the problems continue to occur, go to Reconciling tables on page 97.
Reconciling tables
You should reconcile your data when checking links didn’t resolve the problem. Reconciling compares
corresponding data in different table groups and removes any lone, or “orphan,” records. For example, a report
option that was created for a report that no longer exists is an orphan record, and would be removed.
Reconciling also checks to be sure that corresponding or identical information stored in two different tables is the
same, and if there are discrepancies, changes the information in the table you’re reconciling to match the
information in the table it’s being compared with.
For example, the number of periods in your fiscal year is stored in the Fiscal Periods Table and the Company
Master Table. If you reconcile the Fiscal Periods Table and the number of periods is different than in the Company
Master Table, the number of periods in the Fiscal Periods Table will be changed to match the number in the
Company Master Table.
Refer to the Table Descriptions window (Microsoft Dynamics GP menu >> Tools >> Resource Descriptions >>
Tables) for more information on table groups and tables. Some tables can’t be reconciled. If you can’t reconcile the
table, restore a backup. For more information, see Restoring backups on page 99 or Restoring data on page 99.
To reconcile tables:
1. Be sure that no one is using Microsoft Dynamics GP. To view which users are in the Microsoft Dynamics GP
system and where, choose Administration >> Utilities >> System >> User Activity.
2. Make a backup.
It’s very important that you back up your tables before reconciling or performing any other table maintenance
procedure.
1. Open the Reconcile window.
(Administration >> Utilities >> System >> Reconcile)
1. Highlight each table to be reconciled and choose Insert.

Use the All button to select all of the tables in the List to Reconcile or use the Remove button to remove any table
from the list.
1. Choose Reconcile to reconcile the selected tables and print the Reconcile Report.
The Report Destination window appears; specify where the reconcile report should be printed. If you mark File,
select the appropriate file format and enter a report table location.
Always send the Reconcile Report to the printer, since it can be printed only once. It’s a good idea to send the report
to a file, as well, in case of a printer malfunction.
The reconcile report will display any information that was changed, and list the number of records removed, if any.
Use the information on the reconcile report to determine what information to reenter.
Use the Table Descriptions window (Microsoft Dynamics GP menu >> Tools >> Resource Descriptions >> Tables)
to view information for a table, then use a window that accesses that table to reenter information. Some records
are created through processes such as posting or aging, and this information can’t be reentered manually in a
window.
1. If the original problem continues to occur, restore backups. For more information, see Restoring backups on
page 99 or Restoring data on page 99.
Restoring backups
Always restore the entire database containing the affected table or tables. The information in your Microsoft
Dynamics GP system is so interrelated that it’s necessary to restore the database; we recommend that you restore
a complete backup of your tables, if possible.
To restore backups:
1. Back up your current data.
Always make a backup of current data before restoring an earlier backup, in case you need to refer to it later. Your
current backup may have become damaged, or may contain the same damage currently in your Microsoft
Dynamics GP system. Making an additional backup before you restore a previous backup will ensure that you’ll be
able to restore your data to its current state, if the backup that you restore is also damaged. Don’t make this
backup over a backup you have on hand.
1. Consult your reseller or qualified installer, or the manual for your backup utility, for information on how to
restore a backup.
2. Reenter information entered after the backup was made, because any newer records were erased when the
backup was restored.
3. The Table Descriptions window (Microsoft Dynamics GP menu >> Tools >> Resource Descriptions >>
Tables) contains detailed information about each of the tables in Microsoft Dynamics GP. This information
can help you reenter data by providing the following:
The display name, technical name, physical name, and table group for each table
The reports containing information from each table. Use the reports listed to determine which data is
missing, or as a source of the data you’ll need to reenter. The sample reports for each module also
lists each report and the tables from which it draws data.
The window used to enter information in the table. To determine the physical and table groups
accessed by a window, use the procedures in the Resource Descriptions documentation.
On rare occasions, you may not be able to reenter information into every table. Some records are created through
processes such as posting or aging, and this information can’t be reentered manually in a window. If you were
unable to reenter some of your accounting information, reports using non-editable tables, such as history tables,
could be inaccurate until the end of the year, or until the next time you clear history.
1. If restoring a backup was unsuccessful and the original problems continue to occur.
Restoring data
Use the Restore Company window to restore data from a backup file.
Only the system administrator can open the Restore Company window and restore data. The Restore Company
window is only available when using a Microsoft Dynamics GP installation on the SQL Server.
To restore data:
1. Open the Restore Company window.
(Microsoft Dynamics GP menu >> Maintenance >> Restore)
1. Select the company to restore, or select System Database to restore system data.
2. Select the storage location. To use the Use Microsoft Azure storage option, you must be using SQL Server
2012 Service Pack 1 Cumulative Update 2 or later.
3. Enter the path and file name of the backup file to restore from.
4. If you have marked the Use Microsoft Azure storage option, enter the access key, URL to container, and the
file name. Then, choose Verify Account to verify a connection to the Microsoft Azure storage location.
5. Click OK to restore data from the backup. The window will be closed and a message will appear when data
has been restored.
Chapter 17: Process server troubleshooting
Use this information to help solve problems that may occur when you’re installing, setting up, or using the
Distributed Process Server. If the errors continue to occur, review the installation and setup documentation, then
contact your designated technical support source.
The process server troubleshooting information includes the following sections:
Process performed locally instead of remotely
Process server information not appearing in Process Server Inquiry window
Report errors
Items to check
Adjusting processing
Process performed locally instead of remotely
Situation: A process was set up to be completed remotely; however, it was processed locally on a client computer
instead. A message stating that the process server wasn’t available didn’t appear.
Solution: An error may have occurred in the network protocol connection between the process server and your
computer, before the process was started. Use a “ping” application to be sure that the two computers are
connected.
If the network protocol connection is running correctly, restart the DPS application on the process server computer.
Another possible cause of the problem is that the user initiating the process isn’t set up to process tasks remotely.
Choose Home >> User Preferences to open the User Preferences window and be sure the Remote selection is
marked for the Distributed Processes option.
Process server information not appearing in Process Server Inquiry window
Situation: You’ve entered or selected the process server you want to view information about in the Process Server
Inquiry window, but no information is appearing in the scrolling window.
Solution: If you’ve enabled load balancing, add the “#” symbol at the end of the process server name in the Server
ID field in the Process Server Inquiry window. For example, if you’ve entered Server1 in the Server ID field, add the
“#” symbol so the name is Server1#. You don’t have to add the “#” symbol for the process server in the DPS Setup
window or the DPS Server Setup window.
Report errors
If you’re using modified reports, be sure that the client that initiated the remote process and the process server that
you sent it to are accessing the same reports dictionary (Reports.dic). For more information, see Chapter 9,
“Process server configuration.”
If a process includes a report, verify the report destination. For more information, see Setting up report
destinations for remote processing on page 60.
Restrictions, calculated fields, additional headers and footers and field types that are set up incorrectly can prevent
a report from being printed. Before using a process server to print a report you’ve modified or created, print it
locally first to be sure it can be printed without errors. You’ll be able to determine how to correct the error more
easily if you print the report locally and view the alert message than if you print it remotely and view the
information in the Process Server Activity Table. The alert messages that appear when a report is printed locally
typically contain more information than the information recorded in the activity table when an error occurs in a
process.
Items to check
Use the Process Server Inquiry window to view the Process Server Activity Table, which contains all available
information about errors that have occurred.
Be sure that all servers in each process are operating correctly, that the DPS application is running on each one,
that the process is set up to be processed remotely in the Process Server Setup window, and that users are set up
to use DPS.
If you’re using the Distributed Process Manager application (Dpm.exe), be sure it’s running, then restart each
process server and client.
Adjusting processing
When you use load balancing, each machine that is running a process server is automatically given a system index.
The system index is a number between 1 and 1000 that indicates the relative processing power of the machine. The
smaller the system index, the faster the machine.
If you want to modify the processing load of each process server, you must edit the system index by adding it to the
Dex.ini file of each process server. The system index will only appear in the Dex.ini file if you add it to the file. For
example, if you wanted a process server to use a system index of 150, you would add the following setting to the
Dex.ini file:
DPSSystemIndex=150
If the default system index is too high, the machine may be operating below its potential. To increase the load given
to a process server, decrease the system index. If you want your process server machines to have an equal balance
of processing power, each machine should have the same system index. The default system index is 100. For more
information, see *Editing defaults files.
Glossary
Alert message
A message that appears when inappropriate, inadequate, or unclear data or instructions are issued, when data is
not accessible, or when a confirmation is sought. Additional information about alert messages and their causes can
be found in the TechKnowledge database on CustomerSource.
Background processing
With background processing, you can continue working while Microsoft Dynamics GP posts transactions or prints
reports.
Backup
A copy of data made to minimize the difficulty of recovering from data loss, due to a damaged hard disk or power
loss. Backups should be performed frequently.
Data
Information that has been entered or selected by a user and that appears on a computer screen and will be stored
in a table when saved.
Defaults file
See Dex.ini file.
Dex.ini file
A file that stores preferences, startup information and application settings specific to the current workstation.
Dexterity® dictionary
The Microsoft Dexterity dictionary contains resources, such as fields, tables, windows, text and reports, used by the
Dexterity development system. Microsoft Dynamics GP was created using Microsoft Dexterity, so Microsoft
Dexterity resources are required to run Microsoft Dynamics GP. The Microsoft Dexterity dictionary also contains
the resources used to run Report Writer and the Microsoft Dynamics GP Modifier. The file name is Dex.dic.
DPM
See Distributed Process Manager.
DPS
See Distributed Process Server.
Dictionary
A group of resources that, when interpreted by the runtime engine, present a complete functioning application.
Dictionary location ID
In a launch file, a line that indicates a set of dictionary locations. This set of dictionary locations includes generic
pathnames for the locations of the application dictionary, forms dictionary, reports dictionary and any integrating
dictionaries. A launch file can contain several sets of dictionary location IDs and dictionary locations. See also
Launch file.
Display name
One of the names specified for a table. The display name is used when the name of the table is displayed to the
user. See also Technical name.
Distributed Process Manager
An application that manages the interaction
between clients and process servers. The file name is DPM.exe
Distributed Process Server
The application that handles remote processing of Microsoft Dynamics GP processes. In a client/server
environment, you can initiate predefined functions from your computer but direct the processing to another
computer or server on the network.
The file name is Dps.exe.
Engine
See Logical table.
Field
A field contains a single piece of information used by the application dictionary.
File
See Table.
Forms dictionary
The dictionary that stores user-modified resources. This dictionary is created when the Modifier is accessed for the
first time. Only copies of a dictionary’s resources are stored in the forms dictionary.
Generic pathnames
A method of indicating a location on a hard disk or network drive. Generic pathnames use a colon (:) before and
after DOS and Windows driver letters. The characters that used after each folder or directory in the pathname are
forward slashes (/).
Integrating product
An additional application dictionary that works with the Microsoft Dynamics GP engine and other files. The
integrating application can use resources from Microsoft Dynamics GP.
Launch file
The file that is used to start Microsoft Dynamics GP; either by double-clicking or dragging and dropping it on the
Microsoft Dynamics GP executable (Dynamics.exe). This file stores the location of the dictionaries that will be used,
including the Microsoft Dynamics GP dictionary, the forms dictionary and the reports dictionary. The file name is
Dynamics.set.
Logical table
See Table group.
Macro
A user-defined series of actions performed within an application, recorded for playback at another time. Macros
can be used to automate repeated tasks, such as month-end procedures or printing reports, by recording the
procedure, then playing it back whenever the procedure must be performed again. Macros are also referred to as
keystrokes.
Microsoft Dynamics GP dictionary
An application that includes the most commonly-used modules in Microsoft Dynamics GP and all resources used
by the Microsoft Dynamics GP system, such as field and table definitions, windows text and reports. The file name
is Dynamics.dic.
Microsoft Dynamics GP engine
The Microsoft Dynamics GP engine, also known as the runtime or executable, interprets the resources in each
application dictionary and presents a functioning application. The engine is the method you’ll use to start Microsoft
Dynamics GP so you can use the windows, reports and other resources, just as a car engine is used to activate the
frame, wheels and other elements of the car. The file name is Dynamics.exe.
The Microsoft Dynamics GP engine is used to run Microsoft Dynamics GP and Microsoft Dynamics GP Utilities.
Microsoft Dynamics GP Utilities
Utility used to set up your account framework and update Microsoft Dynamics GP tables and dictionaries. The file
name is Dynutils.dic.
Modifier
A tool that allows users to modify an application’s interface. A forms dictionary is used to store the modifications.
Multidictionary
A feature that allows the runtime engine to interpret two or more separate application dictionaries at the same
time. The capability allows multiple integrating dictionaries to function with Microsoft Dynamics GP.
GLOSSARY
Passive locking
A method of locking a record that allows other users to access and make changes to the record. The lock for the
record is released when the user with access to the record moves to another record or closes the table.
Pathname
A specified location on a computer’s hard disk or on a network where tables will be created and stored. The
pathname for each table in Microsoft Dynamics GP is stored in the Pathnames Table (SY02100).
Physical name
The name under which a table is stored by the operating system or database.
Ping
A procedure that sends a small piece of data from one computer to another to text network connectivity between
the two on a TCP/IP network.
Process server
See Distributed Process Server.
Product ID
The ID that’s used to uniquely identify an application dictionary.
Read/write
A table access mode that indicates the table can be read from and written to.
Record
A collection of data made up of one instance of each field in a table.
Report Writer
A tool that allows you to design and print reports in your application.
Reports dictionary
The dictionary that stores user-modified resources for reports. This dictionary is created when the Report Writer is
accessed for the first time. Only copies of a dictionary’s resources are stored in the reports dictionary.
Runtime engine
See Logical table.
Resource descriptions
A utility that allows you to learn technical information about Microsoft Dynamics GP fields, tables and windows.
This utility allows you to learn more about how data is stored in Microsoft Dynamics GP, including the fields that
are stored in each table, and the reports containing data from each table.
.SET file
See Launch file.
Stored procedure
Queries written in SQL, then compiled and stored in a database. Stored procedures perform server-based
processing tasks, and return a status code to the application. In parameters can be passed to stored procedures. In
addition to the status code, out parameters also can be returned.
Structured Query Language (SQL)
A language that allows you to define, manipulate and control access to data in a relational database.
Table
A collection of related records, such as transactions or accounts. All of the information that you enter in Microsoft
Dynamics GP is stored in tables.
Table group
A group of logically-related tables (also known as a logical table). For example, a customer master table, a customer
address table and a customer history table could all compose a table group. Table groups are used for security and
table maintenance.
TCP/IP
An acronym for Transmission Control Protocol/Internet Protocol. TCP/IP is a set of transmission protocols used to
transfer data between computers on a network.
Technical name
The name used with scripts to refer to a table or window. See Launch file
Web Components Introduction
Use this guide to install the Dynamics GP Web Client. This documentation explains how to install the web
components in the most common configurations.
You can also find content in PartnerSource.
Main steps in installing the Microsoft Dynamics GP Web Components

Provides an overview of the installation process and describes the supported deployment configurations.
Back office server preparation
Describes how to configure Dynamics GP and other back office server settings to prepare for the web client
installation.
Lists the prerequisite software you must install on your web server and explains how to set up the web site
that will host the web client.
Provides the steps you need to follow when running the web client installer.
Explains how to install an upgrade for the Dynamics GP web client.
Contains information about administrative tasks you will perform for the web client.
Provides information for end-users of the web client.
A number of resources are available to help in addition to this document.
Knowledge Base
CustomerSource Knowledge Base
Provides you with instant access to the same database our support engineers use. You can find answers to
common questions, along with technical tips and performance recommendations.
eSupport
Dynamics GP Support
For support requests that can be handled with e-mail. On average, the response time is nearly twice as fast as
telephone support. That’s a big benefit during the critical year-end season.
Community
Dynamics GP Community
Start a year-end discussion with other members of the Microsoft customer community. The forum provides you
with the opportunity to exchange information with other customers, which is perfect for providing tips and answers
to year-end questions.
We have specialized support teams focused on providing service and support to our Human Resources/Payroll
customers. If you have Human Resources/Payroll questions, dial toll free 888-GPS -SUPP (888-477-7877). Enter
your 10-digit authorization code.
See also
What's New Overview
This section describes the Dynamics GP web components and introduces the major parts of the installation. It also
provides an installation checklist.
What are the web components?

The Dynamics GP web components include the web client, service based architecture and web management
console. These components can be installed together on the same server or installed separately on different
servers as needed.
What is the web client?

The Dynamics GP web client provides access to Dynamics GP through the Internet Explorer web browser. The
user experience and functionality provided by the Dynamics GP web client closely matches the experience of using
the Dynamics GP desktop client.
No client application software is installed on the user ’s local system. The Dynamics GP application process for the
user is running on a separate server. For the GP 2018 release, Silverlight is no longer needed as the Web Client is
now an HTML web client.
The following illustration shows the Sales area page in the Dynamics GP Web Client.
Parts of the web components

There are several parts of the web components installation that function together to present the web client to the
user.
Web site
An Internet Information Services (IIS ) web site is the main entry point for the Dynamics GP web client. This is the
web site that users connect to when they access the web client. It displays the login page where users supply their
credentials to access the system. The site must be configured to use Secure Sockets Layer (SSL ) to help ensure
data security.
Session Hosts
The server machines that run the sessions of the Dynamics GP web client are called session hosts. Each session
host machine will have an installation of Dynamics GP.
Session Service
The Session Service is running on each session host machine. It manages the new process that is created each
time a user logs into the Dynamics GP web client.
Session Central Service
The Session Central Service controls the communication between the web site and the session host machines.
When multiple session host machines are available, the Session Central Service will balance the processing load
among the available machines.
Dynamics GP Web Client runtime
The Dynamics GP Web Client runtime is a component of the Dynamics GP installation. A web client runtime
process is created by the Session Service each time a user logs into the Dynamics GP web client. Like the
Dynamics.exe process used by the desktop client, the web client runtime process accesses the business logic in the
application dictionaries and the data in the SQL database. Instead of displaying the user interface in a Windows
application, the web client runtime displays the user interface in a browser.
NOTE
You might hear this component referred to as the runtime service.
Web Management Console

The Web Management Console is a separate HTML application that is used to perform administrative tasks for the
Dynamics GP web client. These tasks include actions like removing abandoned web client sessions.
Description of service based architecture
The Dynamics GP service based architecture enables REST based integrations to Dynamics GP. The functionality
existing in dictionaries is exposed as a service call. The functionality is the "base" used for the service as well as the
web and desktop clients.
Components of service based architecture
The components of service-based architecture function together to expose the service calls to integrating
applications. The components include the following:
GP Service
A WCF web service that serves as the main entry point for the service. The GP Service is responsible for
performing the authentication on the incoming request and directing it to a Dexterity Service that can execute the
request. The GP Service must be configured to use Secure Sockets Layer (SSL ) to help ensure data security.
Session hosts
The server machines that host the Dexterity Service instances are called session hosts. Each session host machine
will have an installation of Dynamics GP and the Dexterity Service Control.
Dexterity Service Control
The Dexterity Service Control is running on each session host machine. It manages the Dexterity Service instances
that execute the requests.
Dexterity Service
The Dexterity Service is a component of the Dynamics GP installation. The Dexterity Service gets requests from
the GP Service and executes them using a Dynamics GP runtime instance. A runtime instance is created by the
Dexterity Service as needed to handle incoming requests. There could be one or more runtime instances for a
single Dexterity Service on a session host. Like the Dynamics.exe process used by the desktop client, a Dexterity
Service runtime instance accesses the business logic in the application dictionaries and the data in the SQL
database.
To install the Dynamics GP web components, complete the following tasks in the order shown.
TASK FOR MORE INFORMATION SEE
1. Select a deployment configuration. Deployment configurations

Specify if you want to install the Dynamics GP web
components on a single machine or as a scale-out installation.
2. Check the Dynamics GP installation. Environment configuration

Verify that the Dynamics GP installation is running properly
and that the required web client runtime components are
installed.
3. Create the security groups and user accounts. Security groups and user accounts
Determine which users will access the Dynamics GP web client
and the Web Management Console.
4. Verify the prerequisite software. Prerequisite software

Install the software needed to support the Dynamics GP web
components.
5. Create and configure web sites. Web sites

Create and configure the web sites that will host the
Dynamics GP web client and the Web Management Console.
6. Obtain security certificates and configure SSL. Security certificates and SSL
Determine the type of security certificate you want to use.
Configure the web site to use SSL.
7. Install the web components. Scale out installation

Complete the installation procedure based on the type of
deployment that you chose.
There are three common deployment configurations for the Dynamics GP web components. This chapter
discusses these configurations. It is divided into the following sections:
Single machine
Scale out
Multitenant
Single machine
The single machine configuration is the simplest configuration to use when deploying the Dynamics GP web
components. In this configuration, the web client, service based architecture and web management console
components are installed on a single server machine. This includes the Web Site, Session Central Service, Session
Service, and Dynamics GP web client runtime for the web client. It also includes the GP Service, Dex Service
Control and Dynamics GP with the service based architecture feature and Web Management Console snap-ins
required to manage the environment.
A typical single machine configuration is shown in the following illustration.
This configuration is used when the number of users accessing the system is low. It is also commonly used by
developers who are creating and testing integrations for Dynamics GP.
One limitation of the single machine configuration is that there is no redundancy. If the server machine is down,
such as when installing an update, no web client users will be able to access Dynamics GP.
NOTE
The installation process for this configuration is described in Chapter 10, “Single machine installation.”
Scale out
The scale out configuration is used when an organization has a larger number of users that will be accessing the
Dynamics GP web components. In this configuration, one server contains the web site, Session Central Service, GP
Service and Web Management Console. Two or more session host machines each contain the Session Service, Dex
Service Control and Dynamics GP (web client runtime and service based architecture). The Session Central Service
and GP Service balances the processing load among the session host machines.
A typical scale out configuration is shown in the following illustration.
The scale out configuration has some redundancy. If one of the session host machines must be taken out of
service, such as when installing an update, the other session host machines will continue supporting web client
users. A fully redundant configuration can be achieved by adding an additional Web Server that is load balanced
with the initial Web Server. Additional session host machines can be added as needed to support a higher number
of users.
NOTE
The installation process for this configuration is described in Chapter 11, “Scale out installation.”
Multitenant
The multitenant configuration is typically used by organizations that host Dynamics GP for other customers. This
configuration can support a large number of users. This configuration has the following characteristics:
There are multiple front-end web servers that are each running the Session Central Service and the GP
Service. These web servers are load balanced for redundancy.
Multiple session host machines host the sessions of the Dynamics GP web client and service-based
architecture. Each of these session host machines contains the Session Service, Dexterity Service Control,
and the Dynamics GP web client runtime and service-based architecture.
The Tenant Service is used with this configuration to allow multiple Dynamics GP installations to be run on
the same physical server.
The multitenant configuration has the best redundancy of any of the typical Dynamics GP web client
configurations. In addition to multiple session host machines, having multiple front-end web servers can allow web
client users to access the system even when one of the web servers is unavailable.
NOTE
This is a more complex configuration and is not covered in this documentation.
Dynamics GP environment configuration
Before you can install the Dynamics GP web components, you must have Dynamics GP installed, including the
necessary web client runtime and/ or service based architecture components.
Dynamics GP installation
Dynamics GP should be installed, configured, and operating properly before you use the web components
installation to install the Web Client or Service Based Architecture server components for Dynamics GP. While
most administrative tasks can be performed with the web client, some important tasks such as creating companies
cannot. These actions must be done with the Dynamics GP desktop client and GP Utilities.
Each server that will be acting as a session host must have a Dynamics GP desktop client installation installed. Use
the desktop client to verify that the server is able to connect to the Dynamics GP database.
Web Client SQL Server login

During the Dynamics GP installation, a SQL Server login is created that web client and service based architecture
sessions can use to access SQL Server. By using the single Web Client SQL Server login, each web client and
service based architecture user doesn't need to have their own SQL Server login. Web client users can access the
web client simply by providing their standard Windows login credentials or their Organizational Account. Service
Based Architecture users must access Dynamics GP using either their Windows login credentials or their
Organizational Account.
During the Dynamics GP web components installation, you will need to know the name and password for the Web
Client SQL Server login. You can use Dynamics GP Utilities to configure or make changes to the Web Client SQL
Server login for your Dynamics GP installation.
Web client only users

It’s likely that you will have some users that will be accessing only the Dynamics GP web client and will never use
the desktop client. You can set up these users in Dynamics GP as web client only users.
In the User Setup window, mark the Web Client user only (no SQL Server Account) option. The SQL Server
Account tab will be disabled, because the user you are adding to Dynamics GP will not have a SQL Server login.
On the Directory Account tab, you will supply the Windows login information for the user.
When the user signs in to the web client, they simply provide their Windows Login or organizational account
credentials. The web client will determine the user ’s Dynamics GP user ID based on the credentials. The Web
Client SQL Server login (discussed in the previous section) is used to access the SQL Server databases.
NOTE
Be aware that users who do not sign in to the web client using their own SQL Server login cannot send remote processes to
the Distributed Process Server.
Web client runtime components

Each session host server must have the Dynamics GP web client runtime and service based architecture
components. These components are part of the Dynamics GP installation. To install these components, complete
the following procedure:
To install the web client runtime components
1. Open the Programs and Features control panel.
2. Select the Dynamics GP application, and then click Change.
3. In the Program Maintenance window, click Add/Remove Features.
4. Be sure that the Web Client Runtime feature is marked to be installed.
5. Click Next to continue, and then click Install to complete the installation process.
6. Click Exit.
To install the service based architecture components
2. Select the Dynamics GP application and then click Change.
3. In the Program Maintenance window, click Add/Remove Features.
4. Be sure that the Service Based Architecture feature is marked to be installed.
5. Click Next to continue, and then click Install to complete the installation process.
6. Click Exit.
Security groups and user accounts
To properly secure the Dynamics GP web components installation, some security groups and specific user
accounts are required. Information is divided into the following sections:
Security groups
User accounts
Security groups
Security groups are used to control which users are allowed to access the Dynamics GP web client and the Web
Management Console. These security groups can be machine groups (for the single machine configuration) or
domain groups. The domain groups must be security groups, not distribution groups.
Typically, you should create one security group for the Dynamics GP web client, and another security group for the
Web Management Console. You can add individual users to these groups. If you have a more complex installation
with a large number of users, you may want to create additional groups that you add users to.
User accounts
Several user accounts are needed to run the web site and services that are part of the Dynamics GP web
components installation. These accounts are typically domain accounts since they will need to access a
configuration database on the SQL Server. Ideally, these user accounts should have limited privileges, and a
password that does not expire. You may want to use the same account for multiple components of the
configuration.
Create the user accounts before you start installing the Dynamics GP web components. You must have user
accounts for the following:
GP Web Client site application pool
This is the user account that runs the application pool for the web site that hosts the Dynamics GP web client.
Web Management Console application pool
This is the user account that runs the application pool for the web site that hosts the
Web Management Console.
This is the user account that runs the Session Central Service. This account must have permissions to read
information from Active Directory.
Session Service
This is the user account that runs the Session Service on each session host machine.
GP Service
This is the user account that runs the GP Service. This account must have permissions to read information from
Active Directory.
Dexterity Service Control
This is the user account that runs the Dexterity Service Control on each session host machine.
Importing a Self-signed Security Certificate
You use certificates to help secure connections over a wide area network (WAN ), such as connections to and from
Dynamics GP. Implementing security certificates on your deployment environment requires modifications to
various web components.
About security certificates

A certificate is a file that Dynamics GP uses to prove its identity and establish a trusted connection with the client
that is trying to connect.
Certificates for production
In a production environment, you should obtain a certificate from a certification authority or trusted provider.
Some large organizations may have their own certification authorities, and other organizations can request a
certificate from a third-party organization.
Self-signed certificates
When you are using a self-signed security certificate, there is no certificate authority available to verify the
certificate. If you use another computer to connect to the Dynamics GP web client installation that is using a self-
signed security certificate, you will see a certificate error displayed in the web browser.
If the same self-signed security certificate is used for both the web site and for the web client runtime service, the
certificate error can prevent you from successfully logging into the Dynamics GP web client. The solution is to
import the security certificate into the machine that will be accessing the web client. This article describes how to
do this.
Retrieve the security certificate

First, you must retrieve the security certificate from the server, and then you must install the certificate onto your
local machine.
To retrieve the security certificate
1. Open a browser on the computer that will be used to connect to the Dynamics GP web client.
2. Connect to the Dynamics GP web client site. The browser will display a message indicating that there is a
problem with the web site’s security certificate. Click Continue to this website.
3. The URL area of the browser you will appear in red, indicating a security certificate error. Click Certificate
error to display the details of the error.
4. In the drop-down, click View certificates.

5. In the Certificate window, click the Details tab.
6. Click Copy to File to open the Certificate Export wizard. Click Next.
7. Choose the DER encoded binary X.509 format, and click Next.
8. Click Browse to open a file dialog box that allows you to name the certificate file and select a location for it.
A common practice is to name the certificate based on the computer that it is being accessed. In this
example, the computer being accessed is named GPUA2, so the certificate is named GPUA2.cer. Choose a
convenient location for the file, such as the desktop. Click Save.
9. In the Certificate Export wizard, click Next. Then click Finish. A message will be displayed indicating that
the security certificate was exported.
10. Click OK to close the Certificate window.
Import the security certificate

The following procedure uses the Certificates snap-in for Microsoft Management Console (MMC ). If you do not
already have this snap-in installed, you can add it to the MMC. You must add the Certificates snap-in with the
scope of Local computer. For more information, see How to: View certificates with the MMC snap-in. Alternatively,
you can use the Certificate Manager tool. For more information, see View certificates with the Certificate Manager
tool.
To install the security certificate
1. In the MMC or the Certificate Manager tool, in the left pane, expand the Certificates (Local Computer)
node, and then expand the Trusted Root Certification Authorities node.
2. Choose Actions, and then choose Import.
This opens the Certificate Import wizard. Follow the steps in the wizard to import the certificate.
Once the certificate has been imported, you can now access the Dynamics GP web client.
See also
How to: View certificates with the MMC snap-in
Register application for organizational accounts
To set up the Dynamics GP web components for user access using Organizational Accounts, you must register the
application in your Microsoft Azure Active Directory. This information is divided into the following sections:
Add application
Configure for sign on
Configure for multiple tenants
Add application
For an application to use Azure AD for sign in and authorization you must first register it with Azure AD by
providing information about that application.
To successfully register the application with Azure AD, you will need to know the URL that you will be using when
you deploy the Dynamics GP web components. A typical URL to access the Dynamics GP web client looks similar
to the following:
https://gpuaweb.contoso.com/GP
Use the following steps to register your Dynamics GP web components installation with Azure AD.
1. Sign on to the Azure Management Portal.
2. Click on the Active Directory icon on the left menu, and then click on the directory you want to user for the
application.
3. On the top menu, click Applications. If no apps have been added to your directory, this page will only show
the Add an App link. Click on the link, or alternatively you can click on the Add button on the command bar.
4. On the What do you want to do page, click on the link to Add an application my organization is developing.
5. On the Tell us about your application page, you must specify a name for your application as well as indicate the
type of application you are registering with Azure AD. You will choose the web application and/or web API
radio button.
When finished, click the arrow icon on the bottom-right corner of the page.
6. On the App properties page, provide the Sign-on URL and App ID URI for your web components. These can be
the same value or different values. The APP ID URI must be a unique URI in Azure. Click the checkbox in the
bottom-right corner of the page to add the application.
7. Your Application has been added and you will be taken to the Quick Start page for your application. After your
application has been added, you can begin updating your application to enable users to sign in, access web APIs
in other applications, or configure a multi-tenant application (which allows other organizations to access your
application).
Configure for sign on

Once the application has been added to Azure Active Directory, you will need to configure the application to
support sign on to Dynamics GP. You will need to capture the configuration information for use when deploying
the Dynamics GP web components.
Use the following steps in order to configure the application for sign on.
1. On your application’s configuration properties page, select the drop-down in the keys section in order to
generate a key. You can select to create a key that is good for either one or two years. The key will be generated
when you select to save the application configuration changes.
2. In the permissions to other application section, select the Read directory data checkbox for the Application
Permissions drop-down for the Microsoft Azure Active Directory row. This allows Dynamics GP to look up user
accounts in the Azure Active Directory when setting up GP users.
3. Select the Save button at the bottom of the page to save your changes.
4. When the application configuration changes have been saved, the key will be displayed. It is important that
you copy and store this key since you will not be able to retrieve the key after leaving the page.
Configure for multiple tenants

If you want to allow users from multiple Azure Active Directory tenants to access a multitenant web components
deployment, you will configure the application as multitenant. A multitenant application will need to be provisioned
in each tenant's directory, which requires user or administrator consent to register them in their directory.
In order to configure the application as multitenant, the domain name in the APP ID URI must be from a verified
domain within your organization's directory. Use these steps to add the domain if you haven't already.
Use the following steps to configure the application as mulitenant.
1. On your application’s configuration properties page, select Yes to indicate that the application is mulitenant.
2. Select Save to save your changes.
For an administrator to enable their organization's users to use the application, the administrator will need to sign
up for the application using a special URL to your Dynamics GP web client deployment. A typical sign up URL
looks similar to the following:
https://gpuaweb.contoso.com/GP/tenant
The administrator will select the sign-up button, which will prompt them for their Azure Active Directory
credentials if they are not already signed in. Once the administrator has signed up, the application has been
registered in their Azure Active Directory and users from that directory can be assigned to GP users.
Before you can install the Dynamics GP web components, you must install other software on the web server and
the session host servers. The prerequisite software to install will depend on the components you will be installing
on the server.
Server operating system

To install the Dynamics GP web components, the web server and the session host servers must be running one of
the following operating systems:
Microsoft Windows Server 2016
Microsoft Windows Server 2012
Microsoft Windows Server 2012 R2
Windows Server 2008 SP1
You cannot install any of the Dynamics GP web client components on a server that is also being used as a domain
controller.
Internet Information Services (IIS) and ASP.NET

Internet Information Services (IIS ) and ASP.NET must be installed on the web server on which you will be
installing the Dynamics GP web client.
Windows Server 2008 R2
To install these items, complete the following steps for Windows Server 2008 R2:
1. Open the Server Manager.
2. Click Roles.
3. Choose Add Roles. In the Add Roles Wizard, click Next.
4. Mark Web Server (IIS ) and then click Next.
5. At the Introduction screen, click Next.
6. Select the role services to install. The following items must be marked:
In Common HTTP Features:
- Static Content
- Default Document
In Application Development:
- ASP.NET
In Security:
- **Windows Authentication**
Other role services will already be marked. Some are marked by default. Others are marked depending on
how the web server is configured. Click Next.
7. Click Install. The roles and role services will be added.
8. After the installation is complete, click Close.
Windows Server 2012 and Windows Server 2012 R2 and 2016
To install these items, complete the following steps for Windows Server 2012 and 2016:
2. Click Manage >> Add Roles and Features.
3. In the Add Roles and Features Wizard, click Next.
4. Choose Role-based or feature-based installation, and then click Next.
5. Select your server from the server pool, and then click Next.
6. Mark Web Server (IIS ) and then click Next.
7. Select the features to install. Be sure that you mark ASP.NET 4.5. In the WCF Services group under .NET
Framework 4.5 Features, be sure that you have marked HTTP Activation.
Click Next.
8. The screen for the Web Server Role (IIS ) is displayed. Click Next.
9. Select the role services to install for the web server. The following items must be marked:
In Common HTTP Features:
- Static Content
- Default Document
In Security:
- **Windows Authentication**
In Application Development:
- **ASP.NET 4.5**
Other role services will already be marked. Some are marked by default. Others are marked depending on
how the web server is configured. Click Next.
10. Click Install. The roles, features, and role services will be added.
11. After the installation is complete, click Close.
Web sites
This portion of the documentation discusses the web sites that are needed for the Dynamics GP web components
installation.
Required web sites

Two web sites – one for the web client and another for web management console – are used for the Dynamics GP
web components installation. These two web sites can be hosted in a single IIS web site, or on separate IIS web
sites.
NOTE
The IIS web sites must be configured for SSL (secure sockets layer). This means each must have a security certificate. If you
use two separate IIS web sites, then you will need two security certificates. If both web sites are hosted on the same web site,
then only one security certificate is required.
Dynamics GP Web Client site

This web site hosts the Dynamics GP web client. It is the web site that the users connect to with their web browser
when they log into the Dynamics GP web client. You can use the default web site in IIS (port 80) or you can create
a new web site that runs on a different port.
Web Management Console site
This site hosts the Web Management Console that is used to manage the Dynamics GP web client installation. In
basic web client installations, you can use the same web site that the Dynamics GP web client is installed on.
Extending sites with ASP.NET

On Windows Server 2008 R2, the web sites that you use for the Dynamics GP web client must be extended with
ASP.NET functionality. This step is not necessary on Windows Server 2012, because the sites will already have
been extended with .NET Framework 4.
To extend the web site, complete the following procedure:
1. Open a command prompt with administrative privileges.
2. Set the current directory to this location:
C:\Windows\Microsoft.NET\Framework64\v4.0.30319\
3. Run this command:
aspnet_regiis -i
Security certificates and SSL
Security certificates and secure sockets layer (SSL ) are used to help improve the security of the data being
transmitted by the Dynamics GP web components. The web site that hosts the web client and web management
console must be configured to use SSL. The GP Service and Web Client runtime service must be configured to use
a security certificate. Optionally, the Session Central Service, Session Service and Dex Service Control can be
configured to use a security certificate to improve their security in a scale out deployment where cross-machine
communication is happening.
Security certificate requirements

The security certificates that you use for your Dynamics GP web components installation must meet some
requirements to work properly.
Certificate purpose
To be used for the Dynamics GP web components, the security certificate must have “Server Authentication” listed
as one of its intended purposes. You can use the Certificates snap-in for the Microsoft Management Console to
view the Intended Purpose column for the certificate.
Private key
It’s essential that the security certificate that you are using for the runtime service has a private key. This allows the
security certificate to be bound to the port that is being used for the runtime service.
To verify that a security certificate has a private key, you can view the details of the certificate file. At the bottom of
the details, you should see that the certificate has a private key. If it does not, then the security certificate cannot be
used for the runtime service.
Externally signed security certificates
Externally signed security certificates are the easiest way to implement SSL for the Dynamics GP web components.
They must be purchased from the third- party supplier. Due to the additional cost, externally signed security
certificates are typically used in a production environments.
There are three basic types of externally signed security certificates:
Single domain This type of security certificate is issued for a specific machine. For example you could get a
security certificate issued for the machine with the following name:
GPweb.contoso.com.
You would typically use this type of certificate when installing the Dynamics GP web components in a single
machine configuration. This is the least- expensive type of certificate to purchase.
Multiple domain This type of security certificate is issued for a set of specific machines. You must know the
machine names at the time that you are purchasing the security certificate. For example, you could get a security
certificate issued that could be used for machines with the following names:
GPweb.contoso.com
ServiceHost1.contoso.com
You would typically use the multiple domain certificate when installing the Dynamics GP web components in a
scale out configuration. The certificate would contain entries for each of the machines that will be part of your web
client installation. This security certificate is more expensive, because the same certificate can be used on multiple
machines.
Using an externally signed security certificate for a web site

When an externally signed security certificate is used for a web site, the third-party certificate authority handles the
certificate validation when users connect to the web client site. No additional action is needed by the Dynamics GP
web client users.
To use an externally signed security certificate:
1. Obtain the security certificate (.cer or .pfx) file from the third-party certificate supplier.
2. In Administrative Tools on the web server system, open Internet Information Services (IIS ) Manager.
3. In the left pane, select the computer name.
4. In the IIS group, open Server Certificates.
5. Install the certificate, based on the type of file that has been provided:
If your certificate has been provided as a .cer file, complete these actions. In the Actions pane, click
Complete Certificate Request. Select the certificate (.cer) file that you obtained from the third-
party certificate supplier. In the Friendly name field, enter the name that will be displayed for the
certificate. Click OK.
If your certificate has been provided a .pfx file, complete these actions. In the Actions pane, click
Import. Select the certificate (.pfx) file that you obtained from the third-party certificate supplier.
Enter the password for the security certificate. Click OK.
Self-signed security certificates

Self-signed security certificates are the least expensive way to implement SSL for the Dynamics GP web
components. You can generate these security certificates from within IIS Manager. They are typically used when
you are setting up a Dynamics GP web components installation for testing or development purposes.
Self-signed security certificates have some limitations. You must use the default subject alternative name (SAN )
that is assigned when the security certificate is created. Self-signed security certificates have a limited lifespan,
typically one year.
When you use a self-signed security certificate, there is no external authority to handle the certificate validation
when users connect to the web client site. Because of this, a certificate error will be displayed when users access
the Dynamics GP web client site. To prevent the certificate error, users must import the security certificate onto
their own machine. Refer to Importing a Self- signed Security Certificate for details about importing a self-signed
security certificate.
To use a self-signed security certificate
2. In the left pane, select the computer name.
3. In the IIS group, open Server Certificates.
4. In the Actions pane, click Create Self-Signed Certificate.
5. Supply the friendly name for the security certificate.
6. Click OK. The security certificate will be created.
Configuring the web site to use SSL

The web site used for the Dynamics GP web client must be configured to use SSL. Before configuring the web site,
be sure that you have imported an externally signed security certificate or have created a self-signed security
certificate.
To configure the web site for SSL
2. In the left pane, expand the Sites group. Within the Sites group, select the site that you are configuring to
use SSL. For example, select the Default Web Site.
3. In the Actions pane, click Bindings.
4. In the Site Binding window, click Add.
5. In the Add Site Bindings window, select https for the type, and then choose an SSL certificate that you
installed.
Click OK.
6. Click Close.
Installing a security certificate on a server

If you are setting up the scale out configuration for the Dynamics GP web client installation, the session host
machines must have a security certificate that can be used when configuring the runtime session. You will also
need to use these steps to install a security certificate in a Service Based Architecture only deployment. If you are
using an externally signed security certificate, you will need to install the security certificate onto each session host
machine so that the certificate is available to be used.
To install a security certificate
1. On the computer that will be used as a session host, open the Run prompt. (Choose Start > Run or press
Window -R )
2. In the Open field, type MMC and then click OK.
3. In the Microsoft Management Console, open the File menu and choose Add/ Remove Snap-in.
4. In the Add or Remove Snap-ins window, choose the Certificates snap-in from the Available snap-ins list, and
then click Add.
5. In the Certificates snap-in dialog box, choose Computer account and then click Next.
6. In the Select Computer dialog box, choose Local computer and then click Finish.
7. In the Add or Remove Snap-ins window, click OK.
8. In the left pane, expand the Certificates (Local Computer) node, and then expand the Personal node.
9. Under Personal, right-click the Certificates node, point to All Tasks, and then click Import.
10. In the Certificate Import Wizard welcome screen, click Next.
11. In the File to Import screen, click Browse.
12. Browse to the location of the security certificate that you want to use. Typically, this will be a file with a .pfx
extension, because the certificate contains a private key. Select the file and click Open. Click Next to
continue.
13. Enter the password for the certificate. This is the private key password that was either provided with the
certificate, or that you defined when you exported the certificate for use on another machine. Be sure that
you mark the Include all extended properties box. Click Next to continue.
14. In the Certificate Store screen, verify that the certificate is being added to the Personal store. Click Next.
15. Click Finish to complete the import process.
16. Close the Microsoft Management Console window.
This chapter contains the procedures you need to follow to install and verify the Dynamics GP web components on
a single machine installation. Using the single machine installation option performs a simple installation of all
components using default settings for a single tenant configuration and Windows authentication. If you want to
only install specific components, a multitenant configuration or use Organizational Accounts, use the Custom
installation option to perform the installation.
The following sections are included:
Install the web components
Verify the web client installation
Verify the Service Based Architecture installation
Install the web components

Use the following steps to install the Dynamics GP web components on a single machine.
2. Click Web components and then click Install.
3. In the License Agreement window, read the terms and conditions. Select I accept the terms in the License
Agreement. Click Next.
4. Click Single Machine to perform a single machine installation.
5. Specify the SQL Server that will manage the Session Central database. You must supply credentials that allow
you to connect to the SQL Server and create the database.
If the user installing the Dynamics GP web client has sufficient privileges, you can use Windows Trusted
Authentication. Otherwise, you should use SQL Authentication and supply a SQL Login ID and Password for a
SQL user account with sufficient privileges.
Click Next to continue.
6. Configure the Session Central Service.
Specify the Port (the default is 48650). Optionally, you can specify the security certificate that you want to use,
however given all communication to the Session Central Service is initiated from other components on this server
makes it unnecessary.
Supply the credentials for the user account that will be running the Session Central Service.
7. Supply the names of the Windows security groups that specify which users can access the Dynamics GP web
client and which users can access the Web Management Console.
For machine groups, the name must be prefixed by the machine name. For domain groups, the name must be
prefixed by the domain name.
8. Supply the information about the Dynamics GP installation. This information is used to start a Dynamics GP
runtime process and creates a connection to the Dynamics GP databases.
Specify the SQL Login and password for the Web Client SQL Server login that you created for the Dynamics GP
system database. You created this user when you ran Dynamics GP Utilities during the installation of Dynamics
GP. You must specify the GP instance name to use service based architecture. If you only have a single installation
of Dynamics GP on your machine, leave the DEFAULT instance name. If you have a named instance, provide the
instance name you provided during the installation. You must also specify the locations of the components for the
Dynamics GP installation. If you are not using the default locations for the Dynamics GP components, use the
Browse buttons to select the location of each component.
Click Next to continue. You will be prompted to re-enter the password for the SQL login that you specified. Enter
the password and click OK.
9. Select the web site that will host the Dynamics GP web client. This site must have been configured to use secure
sockets layer (SSL ).
Specify the user account that will run the application pool for the Dynamics GP web client.
Decide whether the same web site will be used to host the Web Management Console. If you do not mark the
option to use the same site, you will be prompted to select the web site and provide credentials to run the
application pool for the site.
10. Configure the Session Service.
Specify the Port (the default is 48651). Optionally, you can specify the security certificate that you want to use,
however given all communication to the Session Central Service is initiated from other components on this server
makes it unnecessary.
Supply the credentials for the user account that will be running the Session Service.
11. Configure the Runtime Service URL.
Specify the Port (the default is 443).
Specify the security certificate to use. This is required for the runtime service. You can use the same certificate that
you are using for the Dynamics GP web client site.
Verify the host name. The host name must match the common name (CN ) or the subject alternative name (SAN )
on the security certificate. If you are using a wild card certificate, replace the * on the host name with the address
that the client machines will use to access this machine.
12. Configure the GP Service.

Specify the security certificate to use. This is required for the GP service. You can use the same certificate that you
are using for the Dynamics GP web client site.
Verify the host name. The host name must match the common name (CN ) or the subject alternative name (SAN )
on the security certificate. If you are using a wild card certificate, replace the * in the host name with the address
that the client machines will use to access this machine.
13. Review the installation settings and then click Install.
14. Click Exit**.** The Web Client Configuration Wizard will start.
15. At the Welcome screen, click Next.
16. Specify the type of authentication to use to connect the to the SQL Server where the database for the Web
Components will be created. Click Next to continue.
17. If necessary, verify that the databases will be created. Click Next to continue.
18. Click Exit.
19. The Dynamics GP Web Client Help installer will be started. Click Install to complete the help installation
process.
20. Click Finish to close the installer.
Verify the web client installation

After the Dynamics GP web client installation is complete, verify that you can access the web client.
To verify the web client installation:
1. Open Internet Explorer.
2. Enter the URL of the Dynamics GP web client site. The default address of the site is
https://ServerName:PortNumber/GP
ServerName is the fully-qualified domain name (FQDN ) for the server that is hosting the web site. This
name must match the name you used when you requested the security certificate that you applied to the
site when setting up SSL.
PortNumber is the port for the web site that you are using. If you chose to install on the default web site
(port 443) then you do not need to supply the port number.
A typical URL to access the Dynamics GP web client looks similar to the following:
3. After entering the URL, you will be directed to the logon page. This is the first page that will be displayed to
users who are accessing the Dynamics GP web client.
If you are using a self-signed security certificate and are accessing the Dynamics GP web client from
another computer, you will see a certificate error. To resolve this error, you must import the security
certificate into the certificate store on the machine that is accessing the web client.
4. Enter your user credentials. These are domain user credentials or machine user credentials for a user that is
part of the security group you created to control access to the Dynamics GP web client. This security group
is described in Security groups and user accounts. These are not your Dynamics GP login name and
password.
Click Sign In.
5. A session will be created. The window you see first will depend on settings for your Dynamics GP user.
If your Dynamics GP user ID has only SQL Server Account information, the Dynamics GP login window
will be displayed.
Log in with your Dynamics GP login name and password.

If your Dynamics GP user ID has Windows Account information, the Web Client SQL User will be used to
access Dynamics GP data.
One company: If you have access to only one company, that company will automatically be used. The first
page you see in Dynamics GP will be the Home page.
Multiple companies: If you have access to multiple companies, the Company Login window will be
displayed, allowing you to select the company to use.
Verify the Service Based Architecture installation

After the Dynamics GP service based architecture installation is complete, verify that you can access service based
architecture.
To verify the Service Based Architecture installation:
1. Open a web browser.
2. Enter the URL to the discovery service. The default address is:
https://ServerName:PortNumber/GPService/Tenants(DefaultTenant)/help
ServerName is the fully-qualified domain name (FQDN ) for the server that is hosting the web components.
This name must match the name you used when you requested the security certificate that you applied to
the site when setting up SSL.
PortNumber is the port for the web site that you are using. If you chose to install on the default port (port
443) then you do not need to supply the port number.
DefaultTenant is the tenant name in a single tenant deployment.
A typical URL to access the Dynamics GP service based architecture looks similar to the following:
https://gpuaweb.contoso.com/GPService/Tenants(DefaultTenant)/help
3. After entering the URL, you may be prompted for your Windows credentials. Enter your user credentials.
These are domain user credentials or machine user credentials that has been assigned to your GP user ID.
4. You should see results in your browser that look like the following image.
Scale out installation
This chapter contains the procedures you need to follow to install and verify the Dynamics GP web components in
the scale out configuration.
Install the web server

Use the following procedure to install components on the web server machine.
2. Click Web Components and then click Install.
4. Click Custom.
5. Select the features that you want to install. On the web server machine, you will typically install the Web
Server, Session Central, Web Site, and the Web Management Console.
The Web Management Console and the management snap-ins, SBA Session Manager, Tenant Manager and
Web Client Session Manager, related to the web components you are installing. The GP Service feature for
Service Based Architecture.
If you are using the Tenant Service, you should mark the Tenant Manager snap- in as well. Use the default
location for the installed components or choose a different location.
6. Specify the SQL Server that will manage the Web Components database. You must supply credentials that
allow you to connect to the SQL Server and create the database.
If the user installing the Dynamics GP web components has sufficient privileges, you can use Windows
Trusted Authentication. Otherwise, you should use SQL Authentication and supply a SQL Login ID and
Password for a SQL user account with sufficient privileges.
7. Select the supported Authentication Type.
Specify if you will allow users to authenticate to the Dynamics GP web client and service based architecture
using their Windows Account, Organizational Account or Mixed Mode. Since a single Dynamics GP system
database can be set up for either Windows or Organizational Accounts, select Mixed Mode only if you are
using a multitenant configuration with some tenants using Windows and some tenants using
If you have selected Organizational Account or Mixed Mode, provide the Organizational Account settings
for the Azure Application you registered in Chapter 6 Register Azure Application for Organizational
Accounts. The information you provide will be validated.
8. Supply the name of the Windows account configured as the "Log On As" account for the SQL Server
service hosting the Dynamics GP databases. The dialog is only displayed when selecting Organizational
Account or Mixed Mode for the authentication type.
Provide a Windows security group for a multitenant deployment with different Windows accounts.
9. Supply the names of the Windows security groups that specify which users can access the Dynamics GP
web client and which users can access the Web Management Console.
For machine groups, the name must be prefixed by the machine name. For domain groups, the name must
be prefixed by the domain name.

10. Indicate whether you are using a multitenant configuration. If you are installing the web client for a stand-
alone instance of Dynamics GP, simply click Next.
Refer to the Tenant Installation and Administration Guide for complete details about deploying Dynamics
GP web components in a multitenant configuration.
11. Supply the information about the Dynamics GP installation if this is not a multitenant configuration. This
information is used to start a Dynamics GP runtime process and creates a connection to the Dynamics GP
databases.
Specify the SQL Login and password for the Web Client SQL Server login that you created for the
Dynamics GP system database. You created this user when you ran Dynamics GP Utilities during the
installation of Dynamics GP. You must specify the GP instance name to use service based architecture. If
you only have a single installation of Dynamics GP on your machine, leave the DEFAULT instance name. If
you have a named instance, provide the instance name you provided during the installation. You must also
specify the locations of the components for the Dynamics GP installation. If you are not using the default
locations for the Dynamics GP components, use the Browse buttons to select the location of each
component.
Click Next to continue. You will be prompted to re-enter the password for the SQL login that you specified.
Enter the password and click OK.
12. Specify the Windows account that Dynamics GP processes will run as for users that log in using their
Organizational Account. This dialog will only be displayed if the selected authentication type was
Organizational Account or Mixed Mode for a single tenant deployment.
13. Configure the Session Central Service.
Specify the Port (the default is 48650). Optionally, you can specify the security certificate to use. You can use
the same certificate that you are using for the Dynamics GP web client site as long as the security
certificate's common name is the address the Session Host machines can use to communicate with the 10
web server machine.
Supply the credentials for the user account that will be running the Session Central Service.
14. Select the web site that will host the Dynamics GP web client. This site must have been configured to use
secure sockets layer (SSL ).
Specify the user account that will run the application pool for the Dynamics GP web client.
Decide whether the same web site will be used to host the Web Management Console. If you do not mark
the option to use the same site, you will be prompted to select the web site and provide credentials to run
the application pool for the site.
15. Specify the web server farm configuration.
If you are installing the web site onto only a single web server, simply click Next to continue.
If you are installing the web client site on multiple web servers in a load balanced configuration, choose
Deploy on multiple web servers. Specify the SQL Server that will manage the Web Client Session State
database. You must supply credentials that allow you to connect to the SQL Server and create the database.
If the user installing the Dynamics GP web client has sufficient privileges, you can use Windows Trusted
Authentication. Otherwise, you should use SQL Authentication and supply a SQL Login ID and Password
for a SQL user account with sufficient privileges.
16. Configure the GP Service.
Specify the security certificate to use. This is required for the GP service. You can use the same certificate
that you are using for the Dynamics GP web client site.
Verify the host name. The host name must match the common name (CN ) or the subject alternative name
(SAN ) on the security certificate. If you are using a wild card certificate, replace the * in the host name with
the address that the client machines will use to access this machine.
18. Click Exit. The Web Components Configuration Wizard will start.
20. Specify the type of authentication you want to use to connect to the SQL Server where the database for the
Web Components will be created. Click Next to continue.
21. If necessary, verify that the databases will be created. Click Next to continue.
22. Click Exit.
process.
Install the host machines

It is assumed that you have installed a Dynamics GP desktop client onto the session host machine, and that the
desktop client is able to log in to Dynamics GP. The following prerequisites must have been completed:
The web client runtime components for the Dynamics GP installation must also have been installed on the
session host machine to use the web client. Refer to Web client runtime components for more information.
The service based architecture components for the Dynamics GP installation must also have been installed
on the session host machine to use service based architecture.
It is also assumed that you have installed the security certificate on each session host machine as described
in the Installing a security certificate on a server.
Use the following procedure to install components on each session host machine. You will repeat this process for
each session host machine that you add to the web components deployment.
2. Click the Web Components and then click Install.
4. Click Custom.
5. Select the Session Server feature if installing the web client. Select the Dex Service Control feature if
installing service based architecture.
Specify the location where you want to install the web component files.
WARNING
If you don't install to the default location, pay attention to the path length you specify for the install location. If the
path length exceeds 100 characters, you may get application errors, such as not being able to re-open forms in the
web client.

6. Specify the SQL Server that is managing the Web Components database. You must supply credentials that
allow you to connect to the SQL Server and access this database.
If the user installing the Dynamics GP web components has sufficient privileges, you can use Windows
Trusted Authentication. Otherwise, you should use SQL Authentication and supply a SQL Login ID and
Password for a SQL user account with sufficient privileges.
7. Supply the name of the Windows security group that specifies which users can access the Dynamics GP
web client. For machine groups, the name must be prefixed by the machine name. For domain groups, the
name must be prefixed by the domain name.
8. Indicate whether you are using a multitenant configuration. If you are installing the web client for a stand-
alone instance of Dynamics GP, simply click Next.
If you are installing the Dynamics GP web client for a multitenant configuration, choose Deploy for multiple
tenants. Supply the URLs for the Tenant Discovery Service and the Tenant Management Service. Click Next.
Refer to the Tenant Installation and Administration Guide for complete details about deploying Dynamics
GP web components in a multitenant configuration.
9. Configure the Session Service.
Specify the Port (the default is 48651). Optionally, you can specify the security certificate that you want to
use. You can use the same certificate that you installed onto the server to use for the runtime service as long
as the security certificate's common name is the address the Web Server machines can use to communicate
with the session host machine.
Supply the credentials for the user account that will be running the Session Service.
10. Configure the Runtime Service URL.

Specify the security certificate to use. This is required for the runtime service. You can use the certificate that
you installed on the session host machine.
Verify the host name. The host name must match the common name (CN ) or the subject alternative name
(SAN ) on the security certificate. . If you are using a wild card certificate, replace the * in the host name with
the address that the client machines will use to access this machine.
11. Configure the Dex Service Control.
Specify the Port (the default is 48655). Optionally, you can specify the security certificate that you want to
use. You can use the same certificate that you installed onto the server to use for the runtime service as long
as the security certificate's common name is the address the Web Server machines can use to communicate
with the session host machine.
13. Click Exit. The Web Components Configuration Wizard will start.
Web Components is located. Click Next to continue.
16. Review the configuration actions that will be performed. Click Next to continue.
17. Click Exit.
18. Restart the Session Central Service for the Dynamics GP web client installation. You must do this on the
machine where you installed the Session Central Service, typically the machine that is hosting the web site.
This step is necessary to allow the Session Central Service to establish communication with the session host
machine.
Verify the web client installation.

After the components for the scale out web components installation have been installed, give the system a few
minutes to get synchronized. The Session Central Service will be updated with information that is provided by the
Session Service running on each session host machine. The GP Service will be updated with information that is
provided by the Dex Service Control running on each session host machine.

You can use the Web Management Console to verify that the session host machines are accessible.
1. In the Web Management Console, click the Session Management snap-in to verify the web client. You
should see the session host machines listed in the pane on the left side of the console.
2. In the Web Management Console, click the Dexterity Management snap-in to verify the web client. You
should see the session host machines listed in the pane on the left side of the console.
Creating a session
After you have verified that the session host machines are working, verify that you can access the web client.
2. Enter the URL of the Dynamics GP web client site. The default address of the site is:
3. After entering the URL, you will be directed to the logon page. This is the first page that will be displayed to
users who are accessing the Dynamics GP web client using a Windows Account. A deployment where users
will use an Organizational Account for access will be redirected to the Azure sign in page.
4. Enter your user credentials. These are domain user credentials or machine user credentials for a user that is
part of the security group you created to control access to the Dynamics GP web client. This security group
is described in Chapter 5, “Security groups and user accounts.” These are not your Dynamics GP login name
and password. Enter your Organization Account credentials, if prompted, on the Azure sign-in page.
Click Sign In.
5. A session will be created. The window you see first will depend on settings for your Dynamics GP user. Log
in with your Dynamics GP login name and password.
If your Dynamics GP user ID has Directory Account information, the Dynamics GP login window will
be displayed.

If your Dynamics GP user ID has Directory Account information, the Web Client SQL User will be
used to access Dynamics GP data.
One company: If you have access to only one company, that company will automatically be used.
The first page you see in Dynamics GP will be
Multiple companies: If you have access to multiple companies, the Company Login window will be
displayed, allowing you to select the company to use.
Verify the service based architecture installation
After the Dynamics GP service based architecture installation is complete, verify that you can access service based
architecture.
These verification steps are for Windows and Mixed Mode authentication types only. An Organizational Account
only deployment will require an application or tool that will obtain an Organizational Account user token from
Azure Active Directory.
1. Open a browser.
2. Enter the URL to the discovery service. The default address is:
https://ServerName:PortNumber/GPService/Tenants(DefaultTenant)/help
ServerName is the fully-qualified domain name (FQDN ) for the server that is hosting the web
components. This name must match the name you used when you requested the security certificate that
you applied to the site when setting up SSL.
PortNumber is the port for the web site that you are using. If you chose to install on the default port (port
443) then you do not need to supply the port number.
DefaultTenant is the tenant name in a single tenant deployment.
A typical URL to access the Dynamics GP service based architecture looks similar to the following:
https://gpuaweb.contoso.com/GPService/Tenants(DefaultTenant)/help
3. After entering the URL, you may be prompted for your Windows credentials. Enter your user credentials.
These are domain user credentials or machine user credentials that has been assigned to your GP user ID.
Connecting to the web client
To have the Dynamics GP web client installation work as efficiently as possible, it’s important that users follow the
proper process for connecting to the web client. Information about this is divided into the following topics:
Signing in
Disconnecting from a session
Reconnecting to a session
Signing out
Signing in as the sa or DYNSA user
Web browser security settings
Signing in
To sign in to the web client, use the following procedure.
1. Open Internet Explorer or other support web browser.
2. Enter the URL of the Dynamics GP web client site. The default address of the site is:
3. View the sign-in page. If the site displays a security certificate error, report the issue to your system
administrator, and do not continue the sign on process.
4. Enter your user credentials (User Name and Password). These are either domain user credentials or
machine user credentials, depending on how the web client installation is configured. The User Name will
have the format:
domain\username or machine\username
WARNING
These are not your Dynamics GP login name and password.
5. Specify the security level for the session. You can click Show descriptions to display details of the two
security options.
This is a public computer Choose this option if the computer is public or is shared by multiple users. Be
sure that you close the browser window when you are finished with your session.
This is a private computer Choose this option if this is a private computer that only you have access to.
When you choose this security level, you can mark the Remember me check box to save your user name
and password. These will be used to automatically sign in to Dynamics GP the next time you access this
page for the web client.
6. Click Sign In.
7. If you are using a multitenant configuration, and have access to more than one tenant, you will be prompted
to choose the tenant (installation of Dynamics GP ) that you want to connect to. Choose the Create Session
action for the tenant.
If you are using a single tenant configuration, or have access to only one tenant, no prompt will be
displayed.
8. A session will be created. The window you see first will depend on settings for your Dynamics GP user.
If your Dynamics GP user ID has only SQL Server Account information, the Dynamics GP login window
will be displayed.

If your Dynamics GP user ID has Windows Account information, the Web Client SQL User will be used to
access Dynamics GP data.
One company If you have access to only one company, that company will automatically be used. The first page
you see in Dynamics GP will be the Home page.
Multiple companies If you have access to multiple companies, the Company Login window will be displayed,
allowing you to select the company to use.
Disconnecting from a session

In general, you should avoid closing the web browser when you have an active connection to the Dynamics GP
web client. When you close the web browser while connected, your web client session remains active on the server.
The resources used by your session are still dedicated to it and cannot be used for other web client sessions.
To help prevent you from accidentally closing the web browser, the following message is displayed when you
attempt to close the web page or navigate away to another web page.
If you accidentally navigated away from the web client session, click Cancel to return to the web client.
Sometimes, disconnecting from a session by closing the web browser can be useful. The following are two
examples:
Assume you need to shut down your computer, but you have multiple windows open in the Dynamics GP
web client with data displayed in them. Disconnecting from the session allows those windows to remain
open. When you reconnect to the session, which is discussed in the next section, the windows will have
maintained their state information.
A long-running process that you want to allow to finish is another reason to close the web browser and
leave the session running on the server. After the process has started, it will continue processing, even after
the web browser has been closed.
Reconnecting to a session
Reconnecting to an existing session is just like the process of signing in to the web client.
To reconnect to a session:
2. Enter the URL of the Dynamics GP web client site.
3. At the sign-in page, enter your user credentials, and click Sign In. The Session Central Service will find any
existing session that you had disconnected from. These sessions will be listed.
4. Select the one of the sessions in the list and then click Connect to Existing Session to reconnect.
The web client will restore as many of the existing session’s session characteristics as possible. The web client will
does not know which area page had been displayed. It will restore the correct set of windows, though the exact
placement of the windows may not match the configuration that existed when you disconnected from the session.
Signing out
To exit the web client, click Exit GP in the upper-right corner of the web browser. You will be logged out of
Dynamics GP, the web client session will end on the server, and the exit page will be displayed.
To go back into Dynamics GP, click Enter Dynamics GP. If you had chosen the option to remember your user
name and password on the sign-in page, you will not be prompted for them.
If you want to remove the stored user name and password from the machine, click Sign Out, in the upper-right
corner of the page.
When you have finished working with Dynamics GP, it’s a good idea to exit Dynamics GP, rather than to just
disconnect from the session. Some of the advantages of exiting include the following:
System resources are made available for other web client sessions.
It releases a Dynamics GP user in the system, so you are less likely to encounter the user limit.
It reduces the possibility of data loss that might be caused the web client session had to be forcibly ended.
Signing in as the sa or DYNSA user

For some special circumstances, you may need to sign in to the Dynamics GP web client as the “sa” or “DYNSA”
user. If you don’t have your Windows account information associated with a Dynamics GP user, you will see the
standard Dynamics GP log in window that you can use to sign in as “sa” or “DYNSA”.
If your Windows account information is associated with a Dynamics GP user, you will be automatically signed in as
that GP user. The standard Dynamics GP log in window will not be displayed. In this situation, use the following
procedure to sign in as the “sa” or “DYNSA” user:
1. After the initial sign in operation is complete, click the user name in the lower- left corner of the web client.
2. The login window will be displayed. Choose SQL Server Account as the authentication type.
3. Specify “sa” or “DYNSA” as the User ID. Enter the appropriate password, and then click OK.
Web browser security settings

You may be accessing the Dynamics GP web client through an intranet or over the Internet. Depending on the
access method, you may need to adjust your web browser security settings to allow printing and local file access to
work properly. Do this in the Internet Options window for Internet Explorer.
You will have to do one or both of the following actions:

Display the Security tab. Add the URL for the Dynamics GP web client site to the Trusted sites list.
Reduce the security level for the specified zone. For example, if you are running the Dynamics GP web client
in an intranet setting, reduce the security level for the Local intranet zone.
Working with the Dynamics GP web client is very similar to working with the desktop client. This chapter provide
information about functionality that is specific to the web client. It is divided into the following topics:
Connection status
Web client errors
Accessing windows in the web client
Changing the order of items in the navigation pane
Accessing help
Reports and Printing
Connection status
Use the Connection Status indicator in the upper right corner of the window to help you determine the status of
the web client.
Web client errors

In an error occurs with the web client, the details of the error may be accessible from the status bar at the top of
the web client window.
In some cases when an error might occur that you cannot recover from, you can attempt to recover from the error
using the Restart button on the error window. If you are unable to successfully recover in this way you will need to
close your web client session and reconnect using the standard sign in procedure.
You can click the error icon to display the details of the error that occurred. The information provided can be
helpful when you work with your system administrator to troubleshoot issues with the web client.
Accessing windows in the web client

Search functionality provides an option for accessing and opening windows in the web client as an alternative to
the standard navigation. The search window is opened from an icon at the top of the navigation pane.
NOTE
Note that you’ll use the search window to locate and open multiple windows at the same time in the web client.
To use this functionality, click the search icon to open the Search window. Begin typing the name of the window
you’re looking for. As you type, the windows that most closely match the letters you type are displayed in the
search window.
![shows the location of the help menu on the home page in dynamics gp.](media/using web-help-icon.png "Help")
Changing the order of items in the navigation pane

To the change the order, click the elipsis (...), and the click the Navigation Pane Options Setup dialog to rearrange
the items.
The dialog allows you to change the order in which items are listed in the navigation pane.
Accessing help
The Help menu is available in the status bar in the upper right corner of the web client window.
You can choose Contents to display help for the active application. You can choose About This Window to display
context-sensitive help for the current window. The same Help menu items are available in the ribbon for most
windows in the web client.
Reports and Printing

You can use standard Report Writer reports, Report Writer reports with Word templates, and SSRS reports with
the Dynamics GP web client.
Standard Report Writer reports

When you print a Report Writer report, you will see the standard Report Destination dialog. If you choose the
Standard report type, and choose to send the report to the screen, then the report will be displayed in the Screen
Output window.
Standard Report Writer reports
When you print a Report Writer report, you will see the standard Report Destination dialog. If you choose the
Standard report type, and choose to send the report to the screen, then the report will be displayed in the Screen
Output window.
If you choose the Standard report type, and choose to send the report to the printer, you will be prompted to
indicate whether you trust the application to print to the local printer. Click OK to allow printing to continue.
After the report has been sent to the printer, a dialog box is displayed to indicate that printing is complete.
Report Writer reports with Word templates
When you print a Report Writer report and choose the Template report type, Dynamics GP will use a Word
template for the report. If a Word template has already been previously defined for the report, that template will be
used. If no template has been defined for the report, a template will be automatically generated by the Report
Template Generator and used.
You will be prompted for a location where you want to safe the local report. If you have configured the application
to run in trusted mode, you will be asked this only one time for your web client session.
WARNING
The Dynamics GP web client doesn’t remove any content from the location you specify. It’s up to you to be sure that any
sensitive information is removed from the location that you choose on your local workstation.
SSRS reports
You can generate SQL Server Reporting Services (SSRS ) reports from the web client. These reports are rendered
in a separate web browser window.
Managing web client sessions
The administrator of the Dynamics GP web client installation has the responsibility to monitor and manage the
web client sessions.
Session Management snap-in

The Session Management snap-in for the Web Management Console is the primary tool that you will use to
manage web client sessions. Use the following procedure to access this snap-in.
2. Enter the address of the Web Management Console site. The default address of the site is:
https://ServerName:PortNumber/WebManagementConsole
ServerName is the fully-qualified domain name (FQDN ) for the server that is hosting the web management
console site. This name must match the name you used when you requested the security certificate that you
applied to the site when setting up SSL.
A typical URL to access the Web Management Console looks similar to the following:
https://gpuaweb.contoso.com/WebManagementConsole
3. You may be prompted for your login credentials when you access the Web Management Console. If you are,
provide your login name and password.
4. In the Web Management Console, click the Session Management snap-in.
Connecting to Session Central
To use the Session Management snap-in to monitor Dynamics GP web client session, the snap-in must be
configured to access the Session Central Service. The Session Central Service is the component of the Dynamics
GP web client installation that creates and tracks web client sessions.
To connect to the Session Central Service, the Session Management snap-in must have the URL for the service. In
most cases, this will be automatically configured when the Dynamics GP web client components were installed.
Use the following procedure to manually configure the connection to the Session Central Service.
To connecting to Session Central
1. With the Session Management snap-in selected, click Configure in the ribbon of the Web Management
Console.
2. In the window that is displayed, supply the URL for the Session Central Service. A typical URL to access the
service looks like the following:
https://machinename:48650/SessionCentralService
Substitute machinename with the name of the computer on which the Session Central Service is running.
The default port used for the service is 48650. If you have used a different port for the service, you must use
that port number in the URL.
If the Session Central Service has been configured to use SSL (secure sockets layer) than the URL must
begin with https, instead of http.
3. Click OK. The value entered will be validated. If the Session Central Service cannot be contacted, an error
will be displayed. Correct the URL and then click OK to save the changes.
Session host machines

The left pane of the Session Management snap-in lists the session host machines that are configured to host
Dynamics GP web client sessions. Select the machine name to see the detailed information about that machine.
The following details are provided:
Last Status Update Indicates the last time that the status information was updated. Click Refresh in the ribbon to
retrieve the latest information from the Session Central Service.
Memory Utilization Indicates the percentage of memory that is used on the selected machine.
Total Sessions Running Indicates the total number of web client sessions that are running on the selected
machine.
Potential Sessions Remaining Provides an estimate of the number of additional web client sessions that could
be hosted on the selected machine. This estimate is based primarily on the amount of available memory on the
machine.
Full Computer Name Displays the full name of the machine.
Session List Lists the individual web client sessions that are running on the machine.
Suspending a session host machine

An active session host machine allows new web client sessions to be created for it. You may want to remove a
session host machine from service, such as when you want to apply system updates. To do this, you can suspend
the session host machine, which prevents it from accepting any new web client sessions. To do this, complete the
following procedure.
1. In the left pane of the Session Management snap-in, select the session host machine that you want to
suspend.
2. In the ribbon, click Suspend.
Suspending a machine does not affect the web client sessions that are already running on the machine. The
existing web client sessions will continue to run until they are closed.
Sessions
When a session host machine is selected in the left pane of the Session Management console, the sessions running
on that machine are displayed. The following details are provided for each session:
Created Date Indicates the date and time that the web client session was created.
Dynamics GP Company Name Displays the company in the Dynamics GP installation that the user logged in
to.
Dynamics GP User Displays the Dynamics GP user name that the web client user supplied when they signed
into the company.
Dynamics GP Version Provides the version number of Dynamics GP that is being used for the web client
session.
User ID Displays the user ID supplied when the user signed in to the Dynamics GP web client.
Host Machine Name Displays the name of the machine that is hosting the web client session.
Session ID Shows the internal session ID.
Tenant Name Displays the name of the tenant that is being used for the web client session. If the Tenant Service
is not being used, the tenant name is GPWebApp.
Last Heartbeat Indicates that last time the web client communicated with the session host machine.
Ending a session
A web client session ends when the user signs out. However, situations occur in which a session may be left
running on the session host machine. For example, the web client user may have closed their web browser without
signing out first. You may have a need to manually end a session that a web client user has left running on a
session host machine.
When you manually end a session, there is a risk of data corruption, because the Dynamics GP session was not
closed down normally.
To manually end a web client session:
1. Select the session that you want to end.
2. In the ribbon, click End Session.
3. In the End Session window, verify that you really want to end the session. If you are sure you want to end
the session, click End Session.
Session timeout
You can configure whether inactive web client sessions are automatically closed after a specified amount of time
has passed.
Single tenant
If you are using the Dynamics GP web client in a single tenant configuration (not using the Tenant Service), a
settings in the TenantConfiguration.xml file of the web client installation controls the session timeout. This file is
typically found in this location on the machine that is hosting the web site for the web client installation:
C:\Program Files\Microsoft Dynamics\GP Web Client\GPweb\
The <HeartbeatTimeout> element in the TenantConfiguration.xml file controls the amount of time that must pass
before an inactive web client session is automatically closed. The format for the value is:
Days.Hours:Minutes:Seconds
The value 0.00:00:00 indicates that the timeout is infinite, and no inactive web client sessions will be automatically
closed.
Multiple tenants
If you are using the Microsoft Dynamic GP web client in a multitenant configuration, you will use the Tenant
Management snap-in for the Web Management Console to control the session timeout value. Refer to the Tenant
Services Installation and Administration Guide or the Tenant Management snap-in help for information about how
to configure the session timeout value in a multitenant configuration.
Logging
The logging capability provided by the Dynamics GP web client installation can help you troubleshoot issues that
users may experience with the Dynamics GP web client. Information about logging is divided into the following
topics:
Logging overview
Enabling logging for a tenant
Enabling logging for a session
Logging overview
To effectively use logging, a basic understanding of the logging features is helpful.
Levels of logging
Logging can be configured at multiple levels for a web client installation:
At the top level, you can enable logging for all of the users of a specific tenant.
If you are using multitenant environment, you can enable logging for specific users of a tenant.
At the lowest level, you can enable logging for a specific web client session.
Types of logs
The following types of logs are available:
Runtime Log Provides details about the actions performed by the web client runtime process.
Script Log Contains a record of all of the sanScript scripts that are run by the Dynamics GP web client runtime
process.
Timing Log Contains timing details for web client operations. Microsoft can analyze this information to isolate
issues with web client performance.
SQL Log Contains a record of all of the SQL statements there were issues by the Dynamics GP web client
runtime process.
Log location
The logs are generated on the session host machine where the web client session is being run. The default location
for the log files is:
C:\ProgramData\Microsoft Dynamics\GPSessions\Logs
To view the ProgramData folder, you will need to show the hidden files and folders on the session host machine.
Enabling logging for a tenant

The tenant configuration you are using determines how you enable logging for the tenant.
Single tenant
If you are using the Dynamics GP web client in a single tenant configuration (not using the Tenant Service), you can
enable logging for all users of the installation. Settings in the TenantConfiguration.xml file of the web client
installation control the logging. This file is typically found in this location on the machine that is hosting the the web
site for the web client installation:
C:\Program Files\Microsoft Dynamics\GP Web Client\GPweb\
The <RuntimeLogEnabled> element in the TenantConfiguration.xml file controls logging for all users of the web
client installation. When it has the value true, the runtime log is generated for every web client user.
The <CustomRuntimeSettings> element controls whether the other log types are generated. If the setting for the
specific log type is set to true, that log will be generated.
If logging for a tenant is enabled for an extended time, the quantity and size of the log files generated can become
very large. Be sure to disable logging after it is no longer needed.
The following example shows the settings in the TenantConfiguration.xml file that cause all of the logs to be
generated.
<RuntimeLogEnabled>true</RuntimeLogEnabled>
<CustomRuntimeSettings>ScriptLogEnabled=true|TimingLogEnabled=true|
SqlLogEnabled=true</CustomRuntimeSettings>
Multiple tenants
If you are using the Microsoft Dynamic GP web client in a multitenant configuration, you can enable logging for a
specific tenant or for specific users of the tenant. You will do this using the Tenant Management snap-in for the
Web Management Console. Refer to the Tenant Services Installation and Administration Guide or the Tenant
Management snap-in help for information about how to configure logging in a multitenant configuration.
Enabling logging for a session

The Session Management snap-in of the Web Management Console is used to enable logging for a specific web
client session. To enable logging for a session, complete the following procedure:
1. Select the session that you want to enable logging for.
2. In the ribbon, click Logging.
3. In the Logging Settings window, select the log types that you want to create.
4. Click OK. The logging for the session will begin.
NOTE
Be sure that you disable logging when you have finished creating the logs.
Repairing the web client
If the Dynamics GP web client installation becomes damaged, the repair operations available may help resolve the
issues. Information about repairing is divided into the following sections:
Common repair scenarios
Performing a repair
Common repair scenarios

When using the Dynamics GP web client, there are some common scenarios that can be fixed through using a
repair operation.
Corrupted configuration
The Dynamics GP web client has numerous configurable components. If something has corrupted the
configuration for one of these components, the repair action can return the component to its originally installed
condition.
Expired security certificates
The security certificates that are used in the web client installation have a finite lifespan. When a security certificate
expires, it will no longer function properly in the web client installation. The security certificate must be replaced.
After the new security certificate is installed into the certificate store on the machine, you can select the new
certificate during the web client repair process.
Changed user credentials
If the credentials (user name and/or password) have changed for one of the user accounts that is used in the web
client installation, the web client will not work correctly. For instance, one of the services for the web client may not
start. You can supply the updated credentials as part of the web client repair process.
Performing a repair
To repair the Dynamics GP web client installation, complete the following steps:
1. Log in to the machine where the repair operation is to be performed.
3. From the list, select Dynamics GP Web Components. Click Change.
4. In Program Maintenance, click Repair.
5. The components to be configured during the repair process will depend upon which components are installed
on the machine where the repair is being performed. Supply the required values for each component that will
be repaired. For example, if you were replacing an expired security certificate, you would choose the new
certificate during the repair process.6. After all of the components have been configured, click Next to start the
repair actions. The repair steps will be performed.
6. After all of the components have been configured, click Next to start the repair actions. The repair steps will
be performed.
7. After the repair is complete, click Exit. The Web Client Configuration Wizard will start.
9. If required, specify the type of authentication you want to use to connect to the SQL Server where the
database for the Web Management Console is being stored. Click Next to continue.
10. If required, specify the type of authentication you want to use to connect to the SQL Server where the
database for the Session Central service is being stored. Click Next to continue.
11. Review the status information for the databases. Click Next to continue.
12. After the repair actions are complete, click Exit.
GP Web Resource Cache
The Dynamics GP Web Resource Cache is an optional component that you can install on the session host machines
of your web client installation to help improve the performance and resource utilization. It is a Windows service
that runs on the session host machines for the web client installation. Information about caching is divided into the
following sections:
Caching for the web client
Installing the GP Web Resource Cache
Managing the cache
Caching for the web client

Any form that is displayed by the web client is first retrieved from the application dictionary and then converted
into a format that can be used by the web client. Because the result is the same each time, it is useful to cache the
converted form.
In the standard Dynamics GP web client installation, form caching is done at the session level. Each user session on
the session host machine has its own cache folder that stores cached versions of the forms that the user has
opened during that session. If a user re-opens a form that had previously been opened, the cached version is used.
When the user closes the session, the contents of the cache are deleted.
The GP Web Resource Cache allows caching at the machine level. When a user accesses a form in the web client,
the form is cached on the session host machine. If any other user session running on that machine accesses that
same form in the web client, the cached version is used. The content of the machine level cache is persistent. It is
not affected when users close their web client sessions.
The machine level cache can help improve performance in three ways:
It’s faster to use the cached version of a form, rather than to retrieve and convert the form definition from
the application dictionary.
Because it is persistent beyond the life of individual user sessions, the cached information does not have to
be re-created for each session.
The cached information is shared. The first time a web client user accesses a form, the form is cached. After
that time, other web client users will access the cached version of the form.
If a form in the Dynamics GP web client installation has changed, such as being customized with the Modifier, the
cache is updated automatically the next time the form is accessed.
Installing the GP Web Resource Cache

You can install the GP Web Resource Cache on any session host machine (a machine that is running the Session
Service). Use the following procedure to install the cache:
To install the GP Web Resource Cache:
2. Click GP Web Resource Cache and then click Install.
3. At the Welcome screen, click Install.
4. After the installation is complete, click Finish. The GP Web Resource Cache will begin working immediately.
Managing the cache

In most cases, you won’t need to do any configuration or management actions for the GP Web Resource Cache.
There are actions you can take to manage the cache, and some configuration settings that you can use to control
the behavior of the cache.
Starting and stopping the cache
The GP Web Resource Cache is a Windows service, so you can use the Services control panel to start or stop the
cache. As soon as you stop the cache, any new web client sessions will fall back to session level caching.
NOTE
Any time the GP Web Resource Cache is not available, session level caching is used.
Cache configuration file

A configuration file for the GP Web Resource Cache can be found in this location: C:\Program Files\Microsoft
Dynamics\GP Web Resource Cache\Providers
The configuration file has the following name:
Microsoft.Dynamics.GP.Web.Services.Runtime.Caching.Provider.FileSystem.dll.config
The following settings are found in this configuration file:
Location This setting specifies the complete path to the location of the machine level cache. The default value is
the empty string ("") which causes the cache to be created in the temporary folder for the user account that is
running the GP Web Resource Cache service.
You may want to supply a specific location for the machine level cache for special circumstances, such as when you
have a high-performance storage device like a solid state disk available. You should always keep the machine level
cache on the local machine. Do not put it on a network or shared location.
CleanupInterval The GP Web Resource Cache will automatically remove infrequently used content. This setting
specifies how often the GP Web Resource Cache will scan the cache content for content that has not been accessed
within the specified time period (defined by the CleanupMaxAge setting). The default value is once a day. The
format for this setting is days:hours:minutes:seconds.
CleanupMaxAge This setting specifies the minimum amount of time that must have elapsed since the content
was last accessed before it is removed by the automatic cleanup action. The default value is 30 days. The format for
this setting is days:hours:minutes:seconds.
NOTE
After you have made any changes to the configuration file, be sure to restart the Dynamics GP Web Resource Cache service
in the Services control panel.
Troubleshooting
Use the information in this chapter to help you troubleshoot issues you may have when you are installing or using
the Dynamics GP web client. The following topics are discussed:
Errors reported on the main page
Incomplete sign-on
Web client is Initializing and becomes unresponsive
Port issues
Performance issues
Printing issues
Help not available
Errors reported on the main page

When a sign-on error occurs and is reported on the main page for the web client, look on the Dynamics section of
the Event Log on the machine running the web site and Session Central Service for the web client installation. The
information provided in the error(s) listed there can help you troubleshoot the issue.
If the error detail indicates that a file cannot be found, be sure that you have installed the web client runtime
components on the session host machines. The file that cannot be found may be one of these components.
You should also verify that the Session Central Service and the Session Service are both started.
Incomplete sign-on
Many actions occur during the sign-on process. Issues in any of those actions can prevent the sign-on from
completing.
If you do not see the status bar in the bottom portion of the web client window, with the status “Initializing”, this
may indicate that the HTML application (.xap file) for the web client has not loaded. Verify that the .xap file was
installed with the web client runtime components.
Web client is Initializing and becomes unresponsive

If the status bar indicates “Initializing” for an extended period of time, but no web client windows are displayed,
then there is likely a communication problem between the HTML application in the web browser and the runtime
service. Check the following:
Verify that you didn’t have any certificate errors reported in Internet Explorer when you access the
Dynamics GP web client site. A certificate error can prevent the sign-on action from completing.
Verify that you can access the Runtime service. This is the service that the web client application
communicates with on the session host machine. By default, this service is accessed through port 443. The
port is secured with a security certificate. If there are any problems with the security certificate, the
connection cannot be made. Use a web browser to access the following file on the session host machine:
https://session_host_machine:443/clientaccesspolicy.xml
The XML content for the file should be displayed in the web browser. If it is not, then there is an issue with the
configuration of the runtime service. Usually the issue involves the security certificate that is used for the port. Use
the following command to find the details of the security certificate that is bound to the port:
netsh http show sslcert
If you do not see that there is a security certificate bound to port 443, then the web client will need to be repaired
or re-installed, so that a security certificate can be bound to the port.
Verify the security certificate that was selected for the Runtime service when the web client was installed. The
client machine must be able to validate this security certificate so that the connection to the Runtime service can
be established.
If you choose to use different security certificates for the web site and for the Runtime service, you are more likely
to see this issue. The client machine is able to validate the security certificate for the web site, so no certificate error
is reported in Internet Explorer. However, the client machine may not be able to validate the different security
certificate that was used for the Runtime service. This prevents the connection from being established, but the
error does not get displayed in Internet Explorer. One way to resolve this situation is to use the same security
certificate for both the web site and the Runtime service.
Verify that the web client is running in trusted mode on the client machine. If you see the padlock icon in the
lower-left corner of the web client window, the application is not running in trusted mode. This can indicate that
the machine that is running the web client does not have the required security certificate for the Silverlight .xap
file. This may prevent the application from initializing.
Port issues
For the web client to work properly, the appropriate ports must be opened in the computer ’s firewall. The
Dynamics GP Web Client installer opens the appropriate ports when components of the web client are installed.
You can use the following command to list the ports that are open on a system:
netstat - anob
Port accessibility issues are more likely to occur in scale out installation, when web client components are installed
on different machines. For example, the session host machines must be able to access the Session Central Service,
which is typically done through port 48651. That means this port must be open on the system that is running the
Session Central Service.
Another common port accessibility problem is the port used for the runtime service. This issue is more common if
you use a port other than 443, the default port. This port must be opened so that the web client on an end-user
machine can access the runtime instance on the session host machine.
Performance issues
In a typical installation of the web client, the performance of the web client is comparable to the performance of a
desktop client. You can expect that some operations may be slower in the web client, while other actions may be
faster. If you notice that the web client does not have good performance, it is worth further investigation.
Session host performance
To gauge the overall system performance, verify the performance that you see when you run the Dynamics GP
desktop client on each session host machine. If the desktop client does not have optimal performance, the web
client sessions that are hosted on that machine will also have sub-optimal performance. When you resolve the
desktop client performance issues, the web client performance should also improve.
Real-time virus scanning
On each session host machine, consider turning off real-time virus scanning for the runtime session process. The
runtime session process is going to be very active, and can attract the attention of antivirus software. Limiting the
scanning can speed up performance of the web client sessions.
Virtual machine configuration
You may be using a virtualization solution such as Hyper-V, and installed the web client into a virtual machine
configuration. Check the settings for the virtual machines to be sure they are optimal for the workload of the web
client. For example, a virtual machine that is running low on memory may have reduced performance.
Another situation that can occur with virtual machines involves Network Interface Card (NIC ) settings that are not
fully compatible with the operating system settings. Specifically, NIC settings may be set to use “offload”
optimizations that actually slow down network performance for the virtual machine. To turn off these
optimizations, do the following on each virtual machine.
1. Open the Network and Sharing Center.
2. Click the link for Connections to view the information about the local network connection.
3. Click Properties.
4. Click Configure.
5. Click the Advanced tab.
6. Disable all of the settings that have “offload” in their name.
7. Click OK to save the changes. This will reset the NIC for the virtual machine.
Printing issues
The follow printing issues may occur.
Printing to a file
When a web client user prints a report that uses a Word template, and chooses to save the report to a file, the file
may not be saved in the location that was specified. The user may also see a “file not found” error if they chose to
display the report on their local machine. Typically, this indicates that the security settings for Internet Explorer are
preventing the file from being written to the local machine.
To solve this problem, perform one or both of these actions in the Internet Options window for Internet Explorer:
Display the Security tab. Add the URL for the Dynamics GP web client site to the Trusted sites list.
Reduce the security level for the specified zone. For example, if you are running the Dynamics GP web client
in an intranet setting, reduce the security level for the Local intranet zone.
Help not available

Depending on the order that the web client components are installed, the web client help components might not be
installed. If this occurs, you can manually install the web client help components.
Web Client Operation
It is important to understand how all of the components of the Dynamics GP web client installation work together
as a user logs in, performs standard operations, and logs out of the web client. This information can be helpful
when you are troubleshooting any issues with the web client. The following topics are discussed:
Logon
Standard operations
Logoff
Logon
The logon process has multiple steps, although most of them are not visible to the web client user. For simplicity,
the log on process for a typical scale out configuration is described. The parts of the configuration are shown in the
following illustration.
1. User accesses the web client site.

In the first step of the logon process, the client machine with a web browser accesses the URL for the Dynamics GP
web client site. The logon page for the site is displayed.
*2. The user supplies their windows account credentials. *
Typically, these will be their domain credentials, but could also be their Organizational Account credentials. If the
web site can verify that the user is allowed to access the Dynamics GP web client, the logon process is allowed to
proceed.
3. The Session Central Service directs the session request.

Session information for the current user is retrieved.
The session Central Service performs several action to determine how it will direct the user ’s request.
It will determine whether the user has existing sessions already running on the session host machines. If one
or more sessions exist, they are presented in a list for the user. The user can re-connect to an existing session
or create a new session.
If no previous sessions exist, the Session Central Service will determine on which session host machine the
new session will be created.
4. The HTML application is loaded into the browser on the client computer.
5. The Session Service creates a new runtime session.

On the session host machine that was chosen by the Session Central Service, the Session Service will create a new
instance of the runtime service. This is the process that accesses the business logic in the application dictionaries
and the data in the SQL database. It also communicates with the application to display the client user interface.
6. The Dynamics GP application is displayed.

After the connection is established between the HTML application on the client and the runtime session on the
session server machine, the Dynamics GP application will start. If the user credentials can be matched to a
Dynamics GP user account, the user will be signed in. Otherwise, the login window will be displayed.
Standard operations
When a user logs on to the Dynamics GP web client, a connection is created between the HTML application that is
loaded in the web browser and the runtime session that is created on the session host server. After this connection
is established, the web server that hosts the site for the Dynamics GP web client does not play any part in the
interaction.
The connection between the HTML application and the runtime session transmits all of the information needed to
present the application user interface, as well as any input supplied by the user. The runtime session on the session
server machine interacts with the SQL Server database, just as the Dynamics GP desktop client would.
If the user is disconnected, such as by closing their web browser without logging out of Dynamics GP, the runtime
session on the session server machine will remain running. The next time the user logs in, that existing runtime
session will be found by the Session Central Service. The user will have the option to reconnect to that existing
session and continue where they left off.
Logoff
When the user clicks the Exit GP link in the upper-right corner of the Dynamics GP web client window, the
standard Dynamics GP logoff procedure is performed. The connections between the runtime session and the SQL
Server are closed, and the runtime session is ended. The user is returned to the main logon screen for the
Dynamics GP web client site
This chapter contains the procedures you need to follow to perform an upgrade of the Dynamics GP web client on
a single machine installation.
Preparing for the upgrade

Before you perform the upgrade for the Dynamics GP web client, you must perform the upgrade for the database
and the desktop client components. Use Dynamics GP Utilities to upgrade the system database and the company
databases. Refer to the procedures described in the upgrade documentation for Dynamics GP to complete this
process.
You should verify that the desktop client is working properly before you continue with the Dynamics GP web client
upgrade. Resolve any issues before you continue.
Be sure that all of the users have signed out of the system before you start the web client upgrade process.
Upgrading Web Components from a Dynamics GP 2013, or GP 2013

R2 deployment
To upgrade a web client deployment from a Dynamics GP 2013 deployment in the single machine configuration,
complete the following procedure.
3. Select to upgrade your existing web client installation.
4. The installation wizard will default with the selections from the installation being upgraded. You can change
settings as needed. You can also select to add the service based architecture components to the installation.
Upgrading the database will ask you for a new database name, defaulting to GPCONFIGURATION. The
data will be migrated to the new database when running the configuration wizard.
5. When the installation is complete, run the Dynamics GP Web Components Configuration Wizard. You can
access this from the Start menu.
7. Click Exit.
process
Upgrading Web Components from a Dynamics GP 2015 Web

Components deployment
To upgrade Web Components from a Dynamics GP 2015 deployment in the single machine configuration,
complete the following procedure.
1. Open an elevated command prompt as an administrator.
2. Change the directory to the AdProd\WebComponents\Updates folder on the Dynamics GP installation
media.
3. Install the msp file in the updates folder using a command like the following:
msiexec /update filename.msp
Replace the filename.msp with the name of the file with an msp extension in the updates folder.
6. At the SQL Connection Information screen, Click Next.
7. At the Configuration Status and Action screen, Click Next.
8. Click Exit to close the Dynamics GP Web Components Configuration Wizard.
Client machine update steps

To ensure that the updated Dynamics GP web client is working properly, you should perform the following steps
on each of the client machines that access the web client.
1. Clear the Internet Explorer browser cache. This helps to ensure that the updated application and help files
are being used for the web client.
To clear the browser cache, open Internet Explorer. In the Tools menu, choose Internet options. In the
Browsing history group, click Delete.
2. In the Delete Browsing History window, be sure to remove the temporary Internet files. Click Delete.
3. After the browser cache has been cleared, click OK.
4. In Internet Explorer, go to the Dynamics GP web client site. Sign in to the web client.
5. Look in the lower-right corner to verify the trust level for the web client. If you see the icon indicating that
the web client is running in sandboxed mode, you have an additional step to perform.
The HTML application included with the updated web client may have been signed with a security certificate that is
not available on the client machine. To get this certificate, you must run the DynamicsGPTrustedApp.msi that is
included with the updated web client code.
Scale out upgrade
This chapter contains the procedures you need to follow to perform an upgrade of the Dynamics GP web client in
the scale out configuration. The following sections are included:
Updating the web site and Session Central Service
Updating session host machines
Verifying the services

The first step to performing the upgrade for a scale out installation is to upgrade for the database and the desktop
client components for Dynamics GP. Use Dynamics GP Utilities to upgrade the system database and the company
databases. Refer to the procedures described in the upgrade documentation for Dynamics GP to complete this
process.
You should verify that at least one desktop client installation is working properly before you continue with the
Dynamics GP web client upgrade. Resolve any issues before you continue.
Be sure that all of the users have signed out of the system before you start the web client upgrade process.
If you are using Tenant Services with your Dynamics GP web client installation, you must apply the update to
Tenant Services before you update the web client components. Refer to the Tenant Services Installation and
Administration Guide for information about updating Tenant Services. The Dynamics GP upgrade can take place
after the upgrade of the web client since older versions of the Dynamics GP runtime can be used with the latest
version of the web components.
Updating the web site and Session Central Service

To install the upgrade for the web site and the Session Central Service, complete the following procedure.
1. Log in to the machine that is running the web site and the Session Central Service for the Dynamics GP web
client installation.
Upgrading the database will ask you for a new database name, defaulting to GPCONFIGURATION. The data
will be migrated to the new database when running the configuration wizard.
10. Click Exit.
process.
Updating session host machines

To install the upgrade for each session host machine in the scale out installation, complete the following procedure.
1. Log in to the session host machine.
2. If you haven’t already done so, perform the update for the Dynamics GP desktop client components. Be sure
that the desktop client on the session host machine is working properly before you continue this upgrade
procedure.
When asked for the web components database, provide the new database name selected when upgrading
the web server.
12. Click Exit.
13. Start the installer for the updated help content. The installer has the following name:
Microsoft_DynamicsGP18_GPWebClientHelp.msi.
14. At the Welcome screen, click Install. The installation process may take a few minutes.
15. Click Finish.
Verifying the services

When all of the components of the web client installation have been updated, • On the machine that is hosting the
web site for the web client installation, verify that the Session Central Service is running.
On each session host machine, verify that the Session Service is running.
In the Session Management snap-in for the Web Management Console, all of the session host machines
should be listed. Be sure that each machine is set to allow new web client sessions.
At this point, you can allow users to sign in to the Dynamics GP web client installation.

To ensure that the updated Dynamics GP web client is working properly, you should perform the following steps
on each of the client machines that access the web client.
1. Clear the Internet Explorer browser cache. This helps to ensure that the updated application and help files
are being used for the web client.
To clear the browser cache, open Internet Explorer. In the Tools menu, choose Internet options. In the
Browsing history group, click Delete.
2. In the Delete Browsing History window, be sure to remove the temporary
Internet files. Click Delete.
3. After the browser cache has been cleared, click OK.
4. In Internet Explorer, go to the Dynamics GP web client site. Sign in to the web client.
NOTE
If you watch closely, you should see a new Silverlight application is downloaded for the Dynamics GP web client.
5. Look in the lower-right corner to verify the trust level for the web client. If you see the icon indicating that
the web client is running in sandboxed mode, you have an additional step to perform.
The Silverlight application included with the updated web client may have been signed with a security
certificate that is not available on the client machine. To get this certificate, you must run the
DynamicsGPTrustedApp.msi that is included with the updated web client code.
Glossary
Directory Account
A directory account is a Windows Account or Organizational Account mapped to GP users.
Externally signed certificate
A security certificate that was issued by a third-party certificate provider. These certificates are used in production
environments for the web client.
Multiple domain certificate
A type of security certificate that is issued for a set of named machines. The names of the machines must be
specified at the time the security certificate is purchased.
Sandboxed mode
A mode for the Silverlight application that restricts the access to local system resources.
See Trusted mode.
Scale out
A web client configuration that has multiple session host machines on which Dynamics GP web client sessions are
run.
Self-signed certificate
A security certificate that is generated by IIS for a specific machine. These certificates are free, but have significant
limitations. These certificates are used in test environments for the web client.
Session Hosts
The server machines that run sessions of the Dynamics GP web client.
The service that control communication between the web site and the session host machines.
Session Service
The service that runs on each session host machine and manages the process that is created each time a user logs
into the web client.
Single domain certificate
A type of security certificate that is issued for a specific machine. The name of the machine must be specified at the
time the security certificate is purchased.
Subject Alternative Name (SAN )
The set of machine names associated with a security certificate. When you use a security certificate, you must
specify the SAN that will be used for the certificate.
Trusted mode
A mode for the Silverlight application that allows less restricted access to local system resources. Some features of
the Dynamics GP web client require that the application is running in trusted mode.
See Sandboxed mode.
Web Client Runtime
A component of the Dynamics GP installation. A web client runtime process is created by the Session Service each
time a user logs into the web client.
A Silverlight application that is used to perform administrative tasks for the Dynamics GP web client.
Wildcard certificate
A type of security certificate that is issued for a domain, rather than for a specific machine. The specific machine
name is specified at the time the certificate is used. Wildcard certificates are the most flexible, but also the most
expensive.
Chapter 1 Tenant Services Overview

Microsoft Dynamics GP Tenant Services are Windows Communication Foundation (WCF ) services that help you
to host Microsoft Dynamics GP for more than one organization in your data center. The following topics introduce
Microsoft Dynamics GP Tenant Services:
What are Tenant Services?
What can Tenant Services do?
Getting started
What are Tenant Services?
Microsoft Dynamics GP Tenant Services are three WCF services:
Microsoft Dynamics GP Tenant Discovery Service
Microsoft Dynamics GP Tenant Management Service
Microsoft Dynamics GP Tenant Public Discovery Service
You install Tenant Services when you want your data center to host Microsoft Dynamics GP for more than one
organization. Each organization is called a tenant. Hosting multiple tenants enables several organizations to share
servers and other resources.
Tenant Services helps you to isolate the data and configuration information for each tenant. As a result, a user is
not aware that there are other users from other organizations that are also working with Microsoft Dynamics GP
in a shared data center.
To work with tenant data, you use a multitenant application. A multitenant application includes a service that runs
in your data center and is shared by all the tenants. When you install Tenant Services, you can use the following
Microsoft Dynamics GP multitenant applications:
Microsoft Dynamics GP Web Client
Microsoft Dynamics GP Service Based Architecture
For example, a user views data and performs operations using the Microsoft Dynamics GP web client. The user is
unaware that people from other organizations are also using the shared web client infrastructure to work with
other tenants. What can Tenant Services do?
Tenant Services enables you to setup and manage a multitenant environment for Microsoft Dynamics GP. You
should install Tenant Services when you want to use Microsoft Dynamics GP in the following scenarios:
1. Host multiple organizations in a data center. You want to host Microsoft Dynamics GP for multiple, unrelated
organizations. For example, you create a tenant for each organization and enable the web client for each tenant.
2. Host separate tenants for a single organization. You want to host multiple Microsoft Dynamics GP tenants for a
single organization. For example, you create a tenant where you perform tests of the multitenant applications.
The tenant keeps the data in the test environment separate from the data in your production tenant.
Getting started
How you start depends on your role: System administrator If you are the system administrator, complete the
following:
Review Chapter 2, “Tenant Services architecture,” to understand the components that work with Tenant Services.
This information can help you to understand how Tenant Services works in a multitenant Microsoft Dynamics
GP environment.
Review Chapter 4, “Prerequisites,” to determine whether your system has all the prerequisites for Tenant
Services. You may need to install some additional software or complete additional configuration before
installing Tenant Services.
Review Chapter 5, “Tenant Services Installation,” to acquaint yourself with the Tenant Services installation
procedure.
Review Chapter 9, “Configuring Tenants,” to learn how to add tenants, users, and multitenant applications.
Review Chapter 10, “Maintenance,” to learn what you can do to change, repair, or remove an existing Tenant
Services installation. Software Developer If you are a developer and you want to create a multitenant
application, complete the following:
Review Chapter 2, “Tenant Services architecture,” to familiarize yourself with the services and components of
Tenant Services. You should understand how Tenant Services enables a multitenant application to access
Microsoft Dynamics GP data for a tenant.
Determine which Tenant Service endpoint you want your application to target. To get tenant information, you
can use the Tenant Discovery Service or the Tenant Public Discovery Service. If your application will run on a
different network than where you installed Tenant Services, you have to use the Tenant Public Discovery
Service. If your application will run on the same network where you installed Tenant Services, you can use the
Tenant Discovery Service. Applications that run on the same network can also use the Tenant Management
Service.
Discuss the installation procedure with the system administrator to learn what security and port settings were
used during the Tenant Services installation. If you plan to use the Tenant Public Discovery Service, verify that
the service was installed.
Review the Microsoft Dynamics GP Web Client Service Reference documentation. Use the reference to learn
about the classes and operations of the Tenant Discovery Service and the Tenant Management Service.
Chapter 2: Tenant Services architecture

Before you install Tenant Services, it might help to understand multitenancy. You should also be familiar with how
Microsoft Dynamics GP implements multitenancy. Information about the Microsoft Dynamics GP multitenant
environment is divided into the following sections:
Multitenancy and Microsoft Dynamics GP
Tenant Services architecture
Tenant Manager and the Web Management Console
Multitenancy and Microsoft Dynamics GP
Multitenancy is a software architecture where an application runs as a service and is used by multiple, independent
organizations that are called tenants. The service runs in a single, shared physical environment. Users from several
tenants can simultaneously use the application because the service logically isolates data and configuration
information for each tenant. To use Microsoft Dynamics GP in a multitenant environment, you install the following
components to the servers in you data center:
You first install Tenant Services. Tenant Services are WCF services that enable Microsoft Dynamics GP
multitenant applications to logically isolate data and configuration information for each tenant.
You install Microsoft Dynamics GP for each tenant organization. When you install Microsoft Dynamics GP you
have to specify a separate, named system data base for each tenant organization. An important advantage of
multitenancy is that you can use a single SQL Server for all the tenants.
You install the Tenant Manager snap-in and the Web Management Console. You use the Tenant Manager to add
and configure tenants and multitenant applications. The Tenant Manager uses Tenant Services to perform
operations on tenants, applications, and users.
You install a multitenant application. Microsoft Dynamics GP multitenant applications include the Microsoft
Dynamics GP Web Client, Service Based Architecture, and Web Services for Microsoft Dynamics GP. Each
multitenant application includes a service that is shared by all the tenants.
The following sections describe the key structural concepts in a Microsoft Dynamics GP multitenant environment.
Tenant
A tenant is an organization that can use a multitenant application to access Microsoft Dynamics GP. You use the
Tenant Manager snap-in to create tenants. Each tenant has a unique name.
You assign a multitenant application to a tenant. You also assign a tenant user to a tenant. The tenant users
assigned to a tenant can use all the multitenant applications for that tenant.
Application
A multitenant application is a client that connects to a shared service. You use a multitenant application to perform
operations that use Microsoft Dynamics GP data for a specified tenant. The install includes the following
multitenant applications:
Microsoft Dynamics GP Service Based Architecture
You first have to use the Tenant Manager snap-in to add the application to your multitenant environment. You then
use Tenant Manager to assign the application to the tenant.
After you assign an application to a tenant, you use the Tenant Manager to populate the application properties. The
application properties enable you to configure the service for the specified tenant.
User
A user is a person that can perform operations with tenants and multitenant applications. There are two types of
users:
Service users
Tenant users
A service administrator is a person that has access to all tenants, multitenant applications, tenant users, and service
administrators. The Tenant Services install adds two service administrators. The following table shows the type of
service administrators:
SERVICE USER TYPE DESCRIPTION
Delegating user The log on identity for the service that the multitenant
application uses. For example, the login for the application
pool for the Dynamics GP Web Client must be a delegating
user. The delegating user enables the service to work on
behalf of the logged in user. For example, access to a Tenant
Services operation is based on the credentials of the logged in
user and not the service identity. You cannot use the same
login for both a delegating user and a service administrator. A
delegating user should not be assigned to a tenant. You can
have more than one delegating user.
SERVICE USER TYPE DESCRIPTION
Service administrator A user that can add, update, or remove tenants, tenant users,
multitenant applications, and service administrators. To add a
service administrator, you have to add the login ID of the
person to the Users list in Tenant Manager. A service
administrator should not be assigned to a tenant. You can
have more than one service administrator. You cannot use the
same login for both a delegating user and a service
administrator.
A service user is a user that has access to all tenants, multitenant applications, tenant users, and service
administrators or can work on behalf of another user.
A tenant user is a person or group that is authorized to use a multitenant application to perform operations for a
tenant. You use the Tenant Manager snap-in to add a tenant user to a tenant. The following table shows the type of
service users.
TENANT USER TYPE DESCRIPTION
Tenant administrator A user that can add other tenant users to a tenant. You can
upgrade any tenant user to be a tenant administrator.
Tenant user A user that is assigned to a tenant. When you assign a user to
a tenant, that person is authorized to use any of the
multitenant applications for that tenant. A tenant can have
one or more than one tenant user. In addition, a tenant user
can be associated with more than one tenant. To add a tenant
user, you associate the login ID of the person or the group
with the tenant.
Tenant Services architecture

Microsoft Dynamics GP Tenant Services is a collection of WCF services that help a multitenant application to
access Microsoft Dynamics GP for a tenant. Tenant Services run on a server in your data center. You have to install
Tenant Services before you can use any multitenant application. The following diagram shows how a multitenant
application uses Tenant Services:
Client and the multitenant service
A multitenant application includes a client and a multitenant service. The multitenant application enables you to
perform operations that use Microsoft Dynamics GP data for a specified tenant. You can use the following
multitenant applications:
"Microsoft Dynamics GP Service Based Architecture
To start a multitenant application, you have to login to the client with the credentials of a tenant user. You must also
have permissions to access Microsoft Dynamics GP data. The multitenant service uses the Tenant Discovery
Service to determine whether your login ID is a tenant user. If you are not a tenant user, access to the multitenant
service is denied. If your login is a tenant user, the multitenant application needs to identify the tenant you want to
work with. To help specify the tenant, you see the following behaviors:
If your login is associated with a single tenant, you are logged in to that tenant. You do not need to perform any
additional action.
If your login is associated with more than one tenant, you can get a list of available tenants. You can then
choose the tenant that you want to log in to.
After you choose the tenant, the multitenant service gets configuration information that enables the service to
work with Microsoft Dynamics GP data for the specified tenant. You can now use the client to perform operations
for the specified tenant.
Tenant Services
Microsoft Dynamics GP Tenant Services includes three Windows Communication Foundation (WCF ) services.
These services enable you to add, view, and update tenants, users, and multitenant applications. The following table
describes the WCF services.
SERVICE NAME DESCRIPTION
Microsoft Dynamics GP Tenant Discovery Service You use the Tenant Discovery Service to get basic tenant
information for a specified user and a specified multitenant
application. You can use this information to select the tenant
you want to work with.
Microsoft Dynamics GP Tenant Management Service You use the Tenant Management Service to create, update,
and remove tenants, multitenant applications, tenant users,
and service administrators.
Microsoft Dynamics GP Public Tenant Discovery Service You use the Tenant Public Discovery Service to get basic
tenant information for a specified user or a specified tenant
application. You use the public discovery service when your
multitenant application has to access tenant information from
the internet. By default, the public discovery service is not
initially installed.
DYNGPDISCOVERY database
Information about tenants, users, and multitenant applications is stored in a SQL Server database. The default
name for the database is DYNGPDISCOVERY. You can specify a different name during installation. You can place
the Tenant Services database on the same SQL Server you use for Microsoft Dynamics GP.
To add, update or remove records from the database, you use the Tenant Manager snap-in and the Web
Management Console..
Security
The diagram shows that the client communicates with the multitenant service over a network. To help secure the
information in the messages between the client and the service, you have to use security certificates and Secure
Sockets Layer (SSL ). You use SSL to encrypt the messages.
The Tenant Discovery Service and Tenant Management Service do not require security certificates and SSL.
However, it is recommended that you use SSL with these services whenever possible.
If you use the Tenant Public Discovery Service, you are required to have a security certificate and SSL. You use the
Tenant Public Discovery Service when your multitenant application is on a different network than where you
installed tenant services.
To get information from any of the Tenant Services, you must provide an authenticated Windows login. Your login
ID is used to determine what tenants and services you can access.
Web client example
The following illustration shows an example of how Tenant Services works with a multitenant application. The
example shows Tenant Services and the Microsoft Dynamics GP Web Client.
To begin, you use a web browser to start the Dynamics GP web client. The browser contacts the GP web site on
your IIS web server. You are prompted to enter your login credentials and click Sign In. The service behind the GP
web site queries the Tenant Discovery Service to determine whether your login credentials are authorized to use
the web client. The service is called the Session Central Service.
The Session Central Service then determines whether you were previously using the web client. If an existing web
client session is found, you can choose to reconnect. If you choose to start a new web client, the Session Central
Service uses the Tenant Discovery Service to get the list of tenants that you can access. The list is retrieved from
the DYNGPDISCOVERY database. You then have to specify the tenant you want to use:
If the query returns one tenant, the web client defaults to use that tenant.
If the query returns more than one tenant, you will see a list of tenants in the browser. You select the Create
Session action for the tenant you want to use.
After you choose the tenant, the Session Central Service uses the Tenant Discovery Service to get web client
configuration information for that tenant. The configuration information includes how to connect to Microsoft
Dynamics GP for the tenant. The Session Central Service uses the configuration information to start another
service called a session runtime process. The Session Central Service returns the URL for the session runtime
process to the browser. The browser uses that URL to connect to the session runtime process and the web client
appears. For more information about the web client, see the Web Client Installation and Administration Guide.
In a single tenant environment where Tenant Services are not installed, you will find a file named
TenantConfiguration.xml at the root of the Session Central Service installation folder. The file contains
default tenant information that is automatically used when you login to the web client.
Tenant Manager and the Web Management Console

After you install Tenant Services you will want to add tenants, multitenant applications, tenant users, and service
administrators. To perform these operations, you have to install the Tenant Manager snap-in for the Microsoft
Dynamics GP Web Management Console. For more information about how to install the Web Management
Console, see Chapter 6, “Tenant Manager Installation.”
Tenant Manager is the application you use to manage your multitenant environment. To view the Tenant Manager,
you use your browser to open the Web Management Console.
The following illustration shows the architecture of the Tenant Manager. Notice how the Tenant Manager uses
Tenant Management Service and Tenant Discovery Services to get and save information about tenants, multitenant
applications, tenant users, and service administrators in the DYNGPDISCOVERY database.
You might also notice that the Tenant Manager uses a service named Tenant Proxy Service. The Tenant Proxy
Service is an intermediate service that helps the Silverlight Tenant Manager application to use the operations of
the WCF Tenant Services. Tenant
Chapter 3: Tenant Services preparation

If you plan to use Microsoft Dynamics GP in a multitenant environment, you need to spend time planning how to
use Tenant Services. You use Tenant Services when you want to use a multitenant application like the Web Client or
web services with Microsoft Dynamics GP. If you plan to use other applications, you do not need to install Tenant
Services. Planning information is divided into the following sections:
User accounts
Signed security certificates
Which configuration you choose will depend on what types of integration you need, and the server resources you
have available.
Scale-out
A scale-out configuration is a multiserver deployment configuration. Typically, you use the scale-out configuration
to support the Microsoft Dynamics GP Web Client. To create a multitenant environment, you have to add Tenant
Services to the scaleout configuration.
You use the scale-out configuration when you expect to host more than one organization and a large number of
users. To obtain optimal performance, you should use the scale-out configuration whenever possible.
The following illustration shows a basic scale-out configuration that you would use for Microsoft Dynamics GP
Web Client. Notice that Tenant Services is installed on a separate server, and accesses the SQL Server over the
local network.
Typically, you install Tenant Services onto a separate server. However, you can put Tenant Services on any server
that can be accessed by the other servers in your deployment.
In addition, you can install Tenant Services on more than one server. The separate Tenant Services installs use the
same SQL Server database. This would enable you to load-balance Tenant Services and to provide additional
reliability.
Also notice how the scale-out configuration includes a separate IIS server and a session host server.
The scale-out configuration provides the following advantages:
Better performance for a large number of tenants.
Better resistance to failure.
Easier maintenance. You make changes to the tenant services without having to take your multitenant
environment offline.
In multiserver configuration you can use a firewall to shield the tenant services from outside access. In the web
client example, access to the tenant services is provided by the Session Central Service on the web server.
For additional security you can also have a firewall between the tenant service, the session host server and the
SQL Server. The firewall can provide additional security by further restricting access to the SQL Server.
Single-server
An alternate configuration adds Tenant services to a single-server deployment. In this configuration, you install
Tenant Services on the same server as Microsoft Dynamics GP and the SQL Server. The following illustration
shows the configuration for a single server:
This configuration is best suited for development and evaluation environments where the number of tenants and
users is expected to be small.
User accounts
You will need at least two user accounts during the installation of tenant services. For the multiple-server
installation, you have to use domain accounts. For the single-server installation, you can use machine accounts.
Ideally, these user accounts should have limited privileges, and a password that does not expire.
Create the user accounts before you start installing the Microsoft Dynamics GP Tenant Services. You must have
user accounts for the following:
The login you use to install Microsoft Dynamics GP Tenant Services is added as a service administrator. You can
use this login to access the Tenant Manager snap-in of the Web Management Console where you can add tenants,
applications, and user to your multitenant environment.
Service login IDs
You have to specify a user account as the login ID for the Tenant Discovery Service, Tenant Management Service,
and the Tenant Public Discovery Service. Use a different user account than you use to install Tenant Services. The
service logins are given SQL permissions to the tenant database.
Tenant Manager
If you install the Microsoft Dynamics GP Web Management Console and the Tenant Manager snap-in, you have to
specify a login ID for the IIS application pool. You can use the same user account that you use for the service login
IDs.
The user account that you specify for the application pool will be added as a delegating user for Tenant Services.
You should not use this login for a service administrator, tenant administrator, or tenant user.
NOTE
You cannot use the login of a service administrator as a delegating user. If you try to use the same login for both, you will
not be able to use the Tenant Manager snap-in of the Web Management Console.
Signed security certificates

You can use security certificates and secure sockets layer (SSL ) to help improve the security of data being
transmitted to the Tenant Services. You will use the security certificate when you install Tenant Discovery Service,
Tenant Management Service, and the Tenant Public Discovery Service. In addition, you use a security certificate to
help secure the web site that hosts the Web Management Console and the Tenant Manager snap-in.
The easiest way to implement SSL for Tenant Services is to get a signed security certificate. To get a signed security
certificate, you purchase it from a third-party supplier. When you use a third-party signed security certificate the
third-party handles the certificate validation when users connect to the site. No additional action is needed by the
users.
The following sections describe the types of signed security certificates that you can use.
Single domain
This type of security certificate is issued for a specific machine. For example, you could get a security certificate
issued for the machine with the following name:
GPTenantServices.contoso.com
You would typically use this type of certificate when installing your multitenant environment in a single machine
configuration. This is the least expensive type of certificate to purchase.
Multiple domain
This type of security certificate is issued for a set of specific machines. You must know the machine names at the
time that you purchase the security certificate. For example, you could get a security certificate issued that you use
with the following machine names:
GPTenantServices.contoso.com
GPweb.contoso.com
GPServiceHost1.contoso.com
GPServiceHost2.contoso.com
You would typically use the multiple domain certificate when installing Tenant Services in a scale-out configuration.
The certificate would contain an entry for each machines that will be part of your configuration. This security
certificate is more expensive because the same certificate can be used on multiple machines.
Wildcard
This type of security certificate is not issued for specific machines. Instead, it is issued for a specified domain. The
security certificates can be used for any machines that follow the naming convention of the domain. For example, if
you purchased a wildcard certificate for the *.contoso.com domain, any machine in that domain (such as
GPTenantServices.contoso.com) could use the wildcard certificate.
You would typically use the wildcard certificate when installing a multitenant Microsoft Dynamics GP environment
in the scale-out configuration. The wildcard certificate is especially useful when you expect to add additional
machines to the configuration but do not know the names at the time you are purchasing the certificate. The extra
flexibility does come with a cost. Wildcard certificates are the most expensive signed certificate.
NOTE
The certificate must list “Server Authentication” as one of its intended purposes. To view the intended purpose, use the
Certificates snap-in for the Microsoft Management Console and view the Intended Purpose column.
See also
Multitenant Applications
This portion of the documentation explains how to install the Microsoft Dynamics GP Tenant Services. The
following information is discussed:
Chapter 4, “Prerequisites,” describes the software required and the actions you must perform before you install
the Microsoft Dynamics GP Tenant Services.
Chapter 5, “Tenant Services Installation,” describes the steps to install Tenant Services.
Chapter 6, “Tenant Manager Installation,” describes the steps to install the Tenant Manager and the Web
Management Console.
Chapter 4 Prerequisites
Before installing Microsoft Dynamics GP Tenant Services, there are several prerequisites you must check. This
portion of the documentation describes the software requirements and the additional steps to perform before
installing Tenant Services. The following topics are discussed:
Operating system
User accounts
Security group
SQL Server
Security Certificates
Internet Information Services (IIS )
Operating system
To install Microsoft Dynamics GP Tenant Services, the computer must be running the 64-bit version of Windows
Server 2008 R2 (Standard or Enterprise) or later.
User accounts
You will have to have domain user accounts that you can use during the install. Before you begin the install, you
need to create the following accounts:
1. Create the service administrator account.
Select or create the domain user account that you will use to install Tenant Services. The install will add the
account as a service administrator for Tenant Services. The user account must be in the Administrators
security group on the server where you will install Tenant Services. In addition, you will use this login when
you first open the Web Management Console. You can then use the Tenant Manager snap-in to add other
service administrator accounts.
2. Create an account for the services and application pool.
Select or create a user account that you can use as the log on ID for the Tenant Discovery Service, Tenant
Management Service, Tenant Public Discovery Service, and the DynGPWebMgmt application pool for the
You should not use the same account that you use to install Tenant Services. The log on account for the
application pool has to be a delegating user. You cannot have an account that is both a service administrator
and delegating user.
Security group
Security groups are used to specify which users are allowed to access the Microsoft Dynamics GP Web
Management Console. You use the security group to grant your tenant service administrator access to the Tenant
Manager snap-in. You also have to add tenant administrator accounts to the group.
NOTE
You can also use a domain group to specify who has access to the Tenant Manager snap-in.
To create the security group, complete the following steps:

1. Start Server Manager.
Start Server Manager on the computer where you install the Web Management Console and the Tenant
Manager snap-in.
2. Expand Groups in Local Users and Groups.
Expand Configuration, expand Local Users and Groups, and then click Groups. Right-click Groups and then
click New Group. The New Group windows opens.
3. Type the group name and description.
Enter a name that uniquely identifies the group. For example, you enter TSUsers for the group name. You
can enter a description of the group but it is not required.
4. Click Add to add a member to the group.
To add a member to the group, click Add. You use Select Users, Computers, Service Accounts, or Groups to
enter the login ID you want to add to the group. Click Check Names to validate the ID. Click OK to add the
specified user to the group. You should add the login IDs of the service user accounts that you created
earlier to the group.
5. Create the group.
Click Create. The group is added to the list of groups. The group contains the member or members you
specified in the previous step. Click Close to close the New Group window.
SQL Server
Identify the SQL Server you want Tenant Services to use. Tenant Services stores information about tenants, users,
and multitenant applications in a database. When you configure Tenant Services, you will specify the SQL Server
where you want to add the database.
You need Microsoft SQL Server 2012 or higher. SQL Server can be on the same machine where you install Tenant
Services or on a separate machine within the domain. In addition, you can use the same SQL Server that you use
for Microsoft Dynamics GP data.
Security Certificates
Get the security certificates for your servers. The following steps describe how to determine what security
certificates you need and where to place the files.
1. Obtain the security certificate.
Get the security certificate (.cer) file from the third-party certificate supplier.
COMPONENT DESCRIPTION
COMPONENT DESCRIPTION
Tenant Services If you will install Tenant Services to a separate machine in

a scale-out configuration, you have to obtain a security
certificate for that machine. If you will install Tenant
Services in a single-server or similar configuration and you
already have a security certificate for that server, you do
not need another.
Web Management Console with the Tenant Manager If you will install the Web Management Console and the
snap-in Tenant Manager snap-in on a separate web server, you
have to obtain a security certificate for that machine. If
you will install the Tenant Manager on the web server you
use for the web client, you do not need another security
certificate.
2. Place the security certificate on the Tenant Services server.

Place your Tenant Services security certificate file in a location that you can access from the machine where
you plan to install Tenant Services.
3. Place the security certificate on the web server.
Place the web server security certificate file in a location that you can access from the machine where you
plan to install the Web Management Console and the Tenant Manager snap-in.
Internet Information Services (IIS )
After you install Tenant Services, you have to install the Tenant Manager snap-in for the Microsoft Dynamics GP
Web Management Console. The Tenant Manager is the web application that you use to add and configure tenants,
users, and multitenant applications.
The Web Management Console requires a web server where you have installed IIS 7.5 or later. If you plan to
install the Microsoft DynamicsGP web client, you can also use that web server to host the Web Management
Console.
To install IIS on a Windows Server 2008 R2 machine, complete the following steps:
2. Click Roles.
3. Click Add Roles.
The Add Roles Wizard opens. Click Next.
4. Select the Web Server role.
Click Web Server (IIS ) in the list of Server Roles. Click Next to continue.
5. Click Next to close the Introduction screen.
6. Select the role services.
In addition to the default role service that appear in the Select Role Services window, you have to click
ASP.NET. If you are asked to add role services required for ASP.NET, click Add Required Role Services.
Click Windows Authentication in the Security list. Click Next.
7. Click Install.
In the Confirm Installation Selections window, click Install. The specified role and role services are added to
the server.
8. Click Close.
After the installation is complete, click Close.
Chapter 5: Tenant Services Installation

This portion of the documentation describes how to install Microsoft Dynamics GP Tenant Services. The following
information is discussed:
Install the security certificate
Install Tenant Services
Configure the Tenant Services database
Upgrading an earlier installation
What to do next
Install the security certificate
If you are adding Tenant Services to a scale-out configuration for the Microsoft Dynamics GP web client
installation, you have to supply a security certificate for the server where you want to install Tenant Services. To
install a security certificate onto the server, complete the following procedure:
1. Verify you are logged in with administrator privileges.
The user you are currently logged in as must be in the Administrator group for the computer on which you
are installing Tenant Services.
2. Open the Run prompt.
Choose Start > Run or press Window -R.
3. Open the Microsoft Management Console.
In the Open field, type MMC and the click OK.
4. Open the Add or Remove Snap-ins window.
In the Microsoft Management Console, open the File menu and choose Add/Remove Snap-in.
5. Add the Certificates snap-in.
In the Add or Remove Snap-ins window, choose the Certificates snap-in from the Available snap-ins list,
and then click Add.
6. Specify the computer account.
In the Certificate snap-in dialog box, choose Computer account, and then click Next.
7. Select to manage the local computer.
In the Select Computer dialog box, choose Local computer, and then click Finish.
8. Add the snap-in to the console.
In the Add or Remove Snap-ins window, click OK.
9. Expand Personal in the Certificates node.
In the left pane, expand the Certificates (Local Computer) node, and then expand the Personal node.
10. Start the certificate import wizard.
Under Personal, right-click the Certificates node, click All Tasks, and then click Import. When the Certificate
Import Wizard appears, click Next.
11. Specify the security certificate file.
In the File to Import screen, click Browse. Navigate to the location where placed the security certificate (.cer)
file that you got for the tenant server. Select the .cer file, and click Open.
12. Import the security certificate.
In the Certificate Import Wizard, click Next.
13. Verify the certificate store.
In the Certificate Store screen, verify that the certificate is being added to the Personal store. Click Next.
14. Complete the import.
Click Finish to complete the import process.
15. Close the Microsoft Management Console window.
To install Tenant Services, complete the following procedure:
1. Start the Tenant Services installer.
To install the Tenant Services, run Setup from the Microsoft Dynamics GP install media. Click Tenant
Services and then click Install. You can also start the install by opening the AdProd folder on the install
media, expand TenantServices, and then double-click TenantServices.
2. Install prerequisites.
If you see a window that prompts you to install prerequisite components, click Install. If you previously
installed Tenant Services, Microsoft Dynamics GP, or another product, you might not see this window.
3. Review the license agreement.
After reviewing the license agreement, mark the option to accept the terms. Click Next to continue.
4. Specify the components to install.
Select the features you would like to install. The install allows you to select from the following features:
NAME DESCRIPTION
Tenant Discovery Service Installs the Tenant Discovery Service. The default is to
install this service.
Tenant Management Service Installs the Tenant Management Service. The default is to
install this service.
Tenant Public Discovery Service Installs the Tenant Public Discovery Service. The public
discovery service is optional. The default is to not install
this service. You install the Tenant Public Discovery Service
when you have multitenant applications other than
Microsoft Dynamics GP that get tenant information from
outside your domain.
When you click a button for a feature, a pop-up menu of options appears. Refer to the following table for
OPTION WHAT HAPPENS
Run from My Computer Installs the feature on the local hard disk. This option
installs the feature but not sub features.
Run all from My Computer Installs the feature and all of its sub features. Not Available
Do not install the selected feature. You can install the
feature later using Add or Remove Programs.
Not Available Do not install the selected feature. You can install the
feature later using Add or Remove Programs.
To include a feature, click the button and select “Run from My Computer” To exclude a feature, click the
button and select “Not Available”
5. Configure the Tenant Discovery Service settings.
To install the discovery service you have to specify the following settings:
SETTING DESCRIPTION
Port The default port value is 48630. If the port is in use, the
next available port is selected. In addition, you can enter
the port number that you want the service to use.
Certificate Specify a security certificate when you want the

connections to the service to use SSL. A certificate is
optional. The default value is Not Selected. If you do not
specify a certificate, SSL will not be used to encrypt
messages to and from the service. To review information
about available certificates, click the certificate in the drop-
down list, and then click the View button. A dialog window
opens that provides detailed information about the
certificate.
Host name The fully qualified domain name of the server where you
have installed the security certificate.
SETTING DESCRIPTION
Domain Enter the domain name associated with login ID you want
to use with the service.
User name Specify the login name for the service.
Password Enter the password for the specified login ID.
6. Configure the Tenant Management Service settings.

To install the management service you have to specify the following settings: Setting | Description -|- Port |
The default port value is 48631. If the port is in use, the next available port is selected. In addition, you can
enter the port number that you want the service to use. Certificate | Specify a certificate when you want the
connections to the service to use SSL. A certificate is optional. The default value is Not Selected. If you do
not specify a certificate, SSL will not be used to encrypt messages to and from the service. To review
information about available certificates, click the certificate in the drop-down list, and then click the View
button. A dialog window opens that provides detailed information about the certificate. Host name | The
fully qualified domain name of the server where you have installed the security certificate. Domain | Enter
the domain name associated with login ID you want to use with the service. User name | Specify the login
name for the service. Password | Enter the password for the specified login ID.
7. Configure the Tenant Public Discovery Service settings
If you specified that you want to install the public discovery service, you have to supply the following
settings:
SETTING DESCRIPTION
Port The default port value is 48632. If the port is in use, the
Certificate If you install the public discovery service, you have to use
SSL. SSL insures that messages to and from the service are
encrypted. Specify the security certificate you want the
service to use. If you do not specify a certificate, you will
not be able to proceed with the install. To review
information about available certificates, click the certificate
in the drop-down list, and then click the View button. A
dialog window opens that provides detailed information
about the certificate.
Host name The fully qualified domain name of the server where you
to use with the service.
User name Specify the login name for the service.

8. Start the installation.
Click Install to begin the installation process. The install will run for several minutes.
9. Complete the installation.
Once the installation completes, you can choose to run the Tenant Service Configuration Wizard. To start
the wizard, click Run the Microsoft Dynamics GP Tenant Services Configuration Wizard. Click Exit.
Configure the Tenant Services database
After you install Tenant Services, you have to specify a database that the services can use. The tenant services store
configuration information for tenants, users, and multitenant applications in the specified database.
You use the Tenant Services Config Wizard to specify the database for Tenant Services. The wizard enables you to
specify the Microsoft SQL Server and database you want to use for the tenant service. To use the wizard, complete
the following steps:
1. Start the Tenant Services Configuration Wizard
Click Start, click Administrative Tools, and then click Tenant Services Config Wizard. The Microsoft
Dynamics GP Tenant Services Configuration Wizard opens. Click Next.
2. Specify the SQL Server.
Enter the machine name of the SQL Server where you want to put the Tenant Services database.
3. Specify the name of the database.
The wizard adds the DYNGPDISCOVERY database to the specified server.
4. Specify the type of authentication you use with the SQL server.
The default uses Windows Trusted Authentication. You can use Windows Trusted Authentication when your
login has permissions to add a database to the specified SQL server. If you click to use SQL Authentication,
you have to provide the Login ID and password you want to use to connect to the specified SQL server.
Click Next.
5. Confirm the configuration.
If you are asked to confirm the configuration, click Next.
6. Click Exit.
Click Exit to close the wizard. The Tenant Services database is installed and ready to use.
If you have a Tenant Services installation from an earlier release of Microsoft Dynamics GP, you can upgrade it to
the current version. The same upgrade method is used whether you are upgrading to a new major version or just
applying a service pack. The upgrade makes changes to the following services:
Microsoft Dynamics GP Tenant Discovery Service
Microsoft Dynamics GP Tenant Management Service
Microsoft Dynamics GP Tenant Public Discovery Service
To upgrade Tenant Services, complete the following steps:
1. Verify the user you are logged in as.
You must be in the Administrator role for the computer on which you are upgrading the installation.
2. Open a command prompt window
Click Start >> All Programs >> Accessories, right-click Command Prompt, and then click Run as
administrator. The Command Prompt window opens.
3. Find the install file for the upgrade.
The installer for the Tenant Services upgrade is found in the \AdProd\TenantServices\Updates folder of the
Microsoft Dynamics GP installation media. In the Command Prompt window, change folders to the location
where you found the upgrade install file.
4. Start the upgrade.
In the Command Prompt window, type the name of the install file and press Enter. Watch the Command
Prompt window to see when the upgrade is done.
5. Start the Tenant Services Configuration Wizard.
After you run the upgrade, you should run the Microsoft Dynamics GP Tenant Services Configuration
Wizard. To run the wizard, click Start > All Programs > Administrative Tools > Tenant Service Config
Wizard. After the Microsoft Dynamics GP Tenant Services Configuration Wizard opens, click Next.
6. Verify the SQL connection information
The wizard shows the existing SQL connection information for Tenant Services. Verify the following values
and then click Next:
Server name
Database name
Type of authentication
For more information about the wizard, see Configure the Tenant Services database.
7. Close the Tenant Services Configuration Wizard
Click Exit to close the wizard.
8. Verify Tenant Services restarted.
Open Server Manager, expand Configuration, and then click Services. Verify that the Microsoft Dynamics
GP Tenant Discovery Service and the Microsoft Dynamics GP Tenant Management Service have started.
After you upgrade the Tenant Services, you should also upgrade the Tenant Manager snap-in and the Microsoft
Dynamics GP Web Management Console. To learn more about the Tenant Manager upgrade, see Upgrading an
earlier installation in the Tenant Manager Installation section.
What to do next
After you install and configure Microsoft Dynamics GP Tenant Services, consider taking the following steps:
Install or upgrade the Tenant Manager snap-in for the Microsoft Dynamics GP Web Management Console.
You use the Tenant Manager to create, update, and remove tenants, users, and multitenant applications. For
information about how to install the Tenant Manager snap-in, see Chapter 6, “Tenant Manager Installation”.
Learn about developing multitenant applications that use the Microsoft Dynamics GP Tenant Services. To
learn about the services and the application programming interface (API) they provide, find and review the
Microsoft Dynamics GP Web Client Services Reference.
Chapter 6: Tenant Manager Installation

This portion of the documentation describes how to install the Microsoft Dynamics GP Web Management
Console and the Tenant Manager. You use the Tenant Manager to view and update tenants, users, and multitenant
applications in a multitenant environment.
You can also add the Tenant Manager to an existing Web Management Console. You use Add/Remove Features to
add the Tenant Manager to the Web Management Console.
The following information describes how to install the Web Management Console and the Tenant Manager:
• Add the security certificate to the web site • Configure the web site to use SSL. • Install Tenant Manager and the
Web Management Console • Configure the Web Management Console database • Upgrading an earlier
installation • Start the Tenant Manager • What to do next
Add the security certificate to the web site
Before you install the Web Management Console, specify the security certificate for the site. To add the certificate,
complete the following steps:
1. Verify you are logged in with administrator privileges.
The user you are currently logged in as must be in the Administrator group for the computer on which you
are installing the Tenant Manager.
2. Start IIS Manager.
In Administrative Tools, open Internet Information Services (IIS ) Manager.
3. Specify the computer.
In the left pane, click the computer name.
4. Open Server Certificates.
In the IIS group, double-click Server Certificates.
5. Click Complete Certificate Request.

In the Actions pane, click Complete Certificate Request. The Complete Certificate Request window opens.
6. Specify the certificate file for the web server.
Click the browse button, navigate to the location where you placed the security certificate (.cer) file you
obtained from the third-party certificate supplier.
7. Specify a name for the certificate.
Type a name in the Friendly name field. Enter a name that easily identifies the certificate.
8. Import the security certificate.
To import the security certificate, click OK.
Configure the web site to use SSL.
The web site you use for the Microsoft Dynamics GP Web Management Console can be configured to use SSL. To
use SSL, complete the following steps:
1. Specify the site on the web server.
In Internet Information Services (IIS ) Manager, expand the Sites group in the left pane. Click the web site
that you are configuring to use SSL. For example, click the Default Web Site.
2. View Bindings for the web site.
In the Actions pane, click Bindings. The Site Bindings window appears.
3. Open the Add Site Bindings window.
In the Site Bindings window, click Add.
4. Specify the binding type and choose the security certificate.
In the Add Site Bindings window select https for the type. In the SSL certificate, click the name of the
security certificate that you added earlier. Click OK.
5. Close the Site Bindings window.
Click Close.
Install Tenant Manager and the Web Management Console
To install the Tenant Manager and the Web Management Console, complete the following steps:
1. Start the MIcrosoft Dynamic GP installer.
Start the installer on the server that has the web site you want to use for the Web Management Console.
2. Click Web Client
In the list of Additional Products, click Web Client, and then click Install.
3. Review the License Agreement.
Review the License Agreement. To continue the install, click to accept the terms of the agreement. Click
Next.
4. Specify the type of install.
In the Install Options window, click Custom. The Select Features window opens.
5. Specify Tenant Manager for the Web Management Console.
In the Select Features window, click the Web Management Console and Tenant Manager drop down lists
and click Run from My Computer. Click Service Based Architecture and Web Client drop down lists and
click Not Available.
The following illustration shows how to install the Web Management Console and the Tenant Manager.
If you add Tenant Manager to an existing Web Management Console, do not make changes that set Session
Central, Web Site, Web Client Session Manager, or Session Server to Not Available. You should leave the
existing values.
Specify the install location for the Web Management Console. You can use the default location or specify
another folder. Click Next.
6. Specify the name of the Web components.
Enter the name of the SQL server where you want the database to appear. You can keep the default name
for the database or specify the name you want to use.
Specify the type of authentication you use with the SQL Server. If the user installing the Web Management
Console has sufficient privileges, you can use Windows Trusted Authentication. Otherwise, you should use
SQL Authentication and supply a SQL Login ID and Password for a SQL user account with sufficient
privileges. Click Next.
7. Specify the name of the Web Management Console user group.
Enter the name of your web management console user group in the Web Management Console Users text
box. Click Next.
8. Specify the URL for the discovery and management services.
In the Tenant Configuration window, click the checkbox labeled Deploy for multiple tenants. Enter the URL
for the discovery and management services. The URL should use the format of the following URLs.
https://:/TenantDiscoveryService
https://:/TenantManagementService
To get the URL for the Tenant Discovery Service you can use the
Microsoft.Dynamics.MultitenantService.Discovery.config file. The baseAddress node contains the
URL of the service. The file is found in the c:\Program Files\Microsoft Dynamics\Tenant
Services\DiscoveryService folder on the server where you installed Tenant Services. To get the URL
for the Tenant Management Service, you can use the
Microsoft.Dynamics.MultitenantServices.Management.config file. The file is found in the C:\Program
Files\Microsoft Dynamics\Tenant Services\ManagementService folder.
9. Specify the web site for the Web Management Console.
Click the web site in the drop down list where you want to install the Web Management Console. The Web
Site Configuration shows the settings for the web client web site.
Enter the domain, name, and password for login identity you want to use for the application pool. Click
Next.
10. Specify the database for the Web Management Console.
Enter the name of the SQL server where you want the database to appear. You can keep the default name
for the database or specify the name you want to use.
Specify the type of authentication you use with the SQL Server. If the user installing the Web Management
Console has sufficient privileges, you can use Windows Trusted Authentication. Otherwise, you should use
SQL Authentication and supply a SQL Login ID and Password for a SQL user account with sufficient
privileges. Click Next.
11. Begin the install.
Click Install to continue with the installation.
12. Click Exit.
When the install is complete, click Exit to close the install window
Configure the Web Management Console database
To use the Web Management Console, you first have to configure a data store. To create the database that you
specified during the install, you run the Web Client Components Wizard.
1. Start the wizard.
Start the Microsoft.Dynamics.GP.Web.ConfigurationWizard application. You can use Windows Explorer to
find the application. Typically, the install places the application in the following folder: c:\Program
Files\Microsoft Dynamics\GP Web Components\
To start the wizard, double click the application. The following window appears.
2. Specify the type of authentication you use with the SQL server.
The default uses Windows Trusted Authentication. You can use Windows Trusted Authentication when your
login has permissions to add a database to the specified SQL server.
If you click to use SQL Authentication, you have to provide the Login ID and password you want to use to
connect to the specified SQL server. Click Next.
3. Create the Web Components database.
In the Configuration Status and Action window, click Next.
4. Click Exit to close the wizard.
After the wizard runs, click Exit to close the window.
If you have a Tenant Manager installation from an earlier release of Microsoft Dynamics GP, you can upgrade it to
the current version. The same upgrade method is used whether you are upgrading to a new major version or just
applying a service pack.
To upgrade the Tenant Manager snap-in, you run the Web Components upgrade. The upgrade can also make
changes to any of the following components that are installed on the server:
Session Management snap-in
GP Web Management Console
Web site for the Web Management Console
Web site for the GP Web Client
GP Session Central Service
GP Session Services
To upgrade Tenant Manager, complete the following steps:
1. Verify the user you are logged in as.
You must be in the Administrator role for the computer on which you are upgrading the installation.
2. Open a command prompt window
Click Start >> All Programs >> Accessories, right-click Command Prompt, and then click Run as
administrator. The Command Prompt window opens.
3. Find the install file for the upgrade.
The installer for the Tenant Manager upgrade is found in the \AdProd\WebComponents\Updates folder of
the Microsoft Dynamics GP installation media. In the Command Prompt window, change folders to the
location where you found the upgrade install file.
4. Start the upgrade.
In the Command Prompt window, type the name of the install file and press Enter. Watch the Command
Prompt window to see when the upgrade is done
5. Start the Web Components Configuration Wizard.
After you run the upgrade, you should run the Dynamics GP Web Components Configuration Wizard. To
run the wizard, click Start >> All Programs >> Administrative Tools >> Dynamics GP Web Components
Configuration Wizard. After the Dynamics GP Web Components Configuration Wizard opens, click Next.
6. Verify the SQL connection information
The wizard shows the existing SQL connection information for the Web Management Console. Verify the
following values and then click Next:
• Server name • Database name • Type of authentication
7. View the Configuration Status and Actions.
Click Next.
8. Close the Web Client Configuration Wizard.
Click Exit to close the wizard.
For more information about the Web Client Configuration Wizard, see Configure the Web Management
Console database.
9. Clear the cache of your web browser.
You have to clear the cache of the web browser you use to connect to the Tenant Manager and the Web
Management Console. In Internet Explorer, click Settings, Safety, and Delete browsing history. Click
Temporary Internet files, click Cookies, and then click Delete.
Repeat this step on any machine where you use the web browser to view the Web Management Console. If
you do not clear the cache, you might not see the upgrade or you might encounter an error while trying to
open the Tenant Manager snap-in.
For more information about the Web Components upgrade, see the Microsoft Dynamics GP Web Client Install
and Administration Guide.
Start the Tenant Manager
After you install the Tenant Manager console, you have to specify the services you want to manage. To configure
the Tenant Manager, complete the following steps:
You must be logged in with an ID that you specified as a service administrator for the Tenant Services. Use
the login ID that you used to install Tenant Services.
2. Enter the address of the Microsoft Dynamics GP Web Management Console.
The default address for the Web Management Console is:
https://ServerName:PortNumber/WebManagementConsole
The address requires that you specify the following information:
URL COMPONENT DESCRIPTION
ServerName The fully-qualified domain name (FQDN) for the server

that hosts the web site. The name must match the name
you used when you requested the security certificate that
you applied to the site when setting up SSL.
PortNumber The port for the web site that you are using. If you chose
to install on the default web site (port 80) then you do not
need to supply the port number.
A typical URL to access the Microsoft Dynamics GP Web Management Console looks similar to the
following:
https://gpweb.contoso.com/WebManagementConsole
3. View the Web Management Console home page.

The home page appears is the browser. The left pane of the console is the Navigation pane that shows the
snap-ins that the console contains. The Tenant Manager should appear at the bottom of the Navigation
Pane.
4. Click Tenant Manager.

Click the Tenant Manager in the navigation pane of the Web Management Console. The Tenant Manager
opens in the console.
5. Specify the URL for the Tenant Management Service.
You have to specify the URL for the Tenant Management Service. Enter the URL in the dialog window and
press Enter.
The following example shows the format of the URL:
https://<servername>:<port>/TenantManagementService
To get the URL, use the Microsoft.Dynamics.MultitenantServices.Management.config file. The baseAddress

node contains the URL of the service. The file is found in the c:\Program Files\Microsoft Dynamics\Tenant
Services\ManagementService folder on the server where you installed Tenant Services.
6. View the Tenant Manager snap-in.
In the Navigation pane of the console, click Tenant Manager. The Tenant Manager snap-in opens in the
console..
The navigation pane shows a list that includes Tenants, Users, Applications, and Exceptions. To view or
update manage tenants, you use the buttons in the ribbon.
What to do next
After you install and configure Microsoft Dynamics GP Tenant Services, consider taking the following steps:
If you installed the Web Management Console and Tenant Manager on a separate machine from the where
you installed Session Central, you have to restart the Session Central service. This enables the Session
Central service to use the additional security.
Use the Microsoft Dynamics GP Web Management Console to create, update, and remove tenants, users,
and multitenant applications. For more information, see Chapter 9: Configuring Tenants.
Learn about actions you will need to take to configure and maintain the Microsoft Dynamics GP Tenant
Services components that you installed. Details are found in Tenant Services Configuration and
Administration.
See also
This portion of the documentation explains the configuration and maintenance options for Microsoft Dynamics
GP Tenant Services. To complete the steps in the following sections, you have to use the Tenant Manager snap-in
of the Microsoft Dynamics GP Web Management Console. For information about how to install the Tenant
Manager, see Chapter 6, “Tenant Manager Installation.”
• Chapter 7, “Configuring Users,” describes how you add and maintain service administrator and delegating
users.
• Chapter 8, “Configuring Applications,” describes how you add and maintain multitenant applications in a
multitenant environment.
• Chapter 9, “Configuring Tenants,” describes how you add and maintain tenants.
• Chapter 10, “Maintenance,” describes how to make changes to an existing Tenant Services installation.
• Chapter 11, “Troubleshooting,” describes how to resolve common issues with the Tenant Services.
Chapter 7: Configuring Users

After installing Microsoft Dynamics GP Tenant Services, you can add or update information about the users you
want to administer Tenant Services. To view, add, update, or remove users, you use the Tenant Manager snap-in of
the Web Management Console. To complete any of the following procedures, you have to log in to the Tenant
Manager snap-in as a service administrator.
The following sections describes how to add, configure, and remove service administrators and delegating users:
• To add users
• To update a user
• To remove a user
To add users
The following steps describe how to add a service administrator or delegating user.
1. Open the security group on the tenant server.
Open Server Manager. Expand Configuration, expand Local Users and Groups, and then click Groups. In
the list of Groups, find the security group that you added for Tenant Services. Double-click the group and
the group properties window opens.
2. Click Add to add a member to the group.
To add a member to the group, click Add. You use Select Users, Computers, Service Accounts, or Groups to
enter the login ID you want to add to the group. Click Check Names to validate the ID. Click OK to add the
specified user to the group.
3. Start the Web Management Console.
In a browser, open the Web Management Console. To start the Web Management Console, you use a URL
similar to the following: https:///WebManagementConsole/
You click Tenant Manager to open the snap-in in the Web Management Console. Click Users in the
navigation pane.
5. Click Add.
Click Add in the ribbon of the Web Management Console. The Add User window opens.
FIELD DESCRIPTION
Name Specify a name for the user.
Identity Specify the login ID of the user. You should use the format
of domain\alias or alias@domainname.
User Type Specify whether the user is a service administrator or a

delegating user. A service administrator has access to all
tenants, users, and multitenant applications. A delegating
user is used to ‘work on behalf’ of another user. The
default value is service administrator.
Status Specify whether the user is active. Click Inactive if you do

not want the specified login to have access to Tenant
Services. The default value is Active.
Get protected application settings Specify whether application properties that are marked as
Protected are retrieved for the user
6. Click Save.
To add the user, click the Save button.
To update a user
The following steps describe how to update an existing service administrator or delegating user.
similar to the following:
https://<web server name>/WebManagementConsole/

You click Tenant Manager to open the snap-in in the Web Management Console. Click Users in the
navigation pane.
3. Click the user and then click Edit.
Click the name of the user, and then click Edit in the ribbon of the Web Management Console. The User
Properties window opens.
4. Update the properties for the user.

The following table shows the information you can update.
FIELD DESCRIPTION
Name Specify a name for the user.
Authentication Type Specify the authentication type. Typically, you use

Windows authentication.
Identity Specify the login ID of the user. You should use the format
of domain\username.
User Type Specify whether the user is a service administrator or a

delegating user. A service administrator has access to all
tenants, users, and multitenant applications. A delegating
user is used to ‘work on behalf’ of another user.
Status Specify whether the user is active. Click Inactive if you do

not want the specified login to use tenant services or the
Web Management Console. The default value is Active.
Get protected application settings Specify whether application properties that are marked as
Protected are retrieved for the user. The default value is
unmarked.
5. Click Save.
To update the properties for the user, click the Save button.
To remove a user
You can remove a service administrator or delegating user from your multitenant environment.
NOTE
Take care when removing delegating users that you do not delete a login that is in use with an application pool. If you
remove the user, the application pool will no longer be able to use any of the tenant services.
The following steps describe how to remove a service administrator or delegating user.
https://<web server name>/WebManagementConsole/

Click Tenant Manager to open the snap-in in the Web Management Console. To view the available user,
click Users in the navigation pane.
3. Click the name of the user.
The Tenant Manager shows a list of available users. Click the name of the user you want to remove.
4. Click Delete.
Click the Delete button in the tenant manager ribbon of the Web Management Console. The user is
removed from the list of users.
5. Open the security group on the tenant server.
Open Server Manager. Expand Configuration, expand Local Users and Groups, and then click Groups. In
the list of Groups, find the security group that you added for Tenant Services. Double-click the group and
the group properties window opens.
6. Click Remove to delete the member from the group.
Click the member you want to remove, and then click Remove. Click OK to close the group properties
window.
Chapter 8: Configuring Applications

After installing Microsoft Dynamics GP Tenant Services, you can specify the multitenant applications you want
your tenants to use. To add, update, or remove a multitenant application, use the Tenant Manager snap-in of the
Web Management Console. To complete any of the following procedures, you have to log in to the Tenant
Manager snap-in as a service administrator.
The following sections describes how to add, update, export, import, and remove multitenant applications:
To add an application
To update an application
To export application information
To import an application
To remove an application
To add an application
You have to specify the application properties for the multitenant application. You use the application properties
to specify the instance of Microsoft Dynamics GP for a tenant.
https://ServerName:PortNumber/WebManagementConsole/

Click Tenant Manager to open the snap-in in the Web Management Console. Click Applications in the
navigation pane.
3. Click Add.
Click the Add button in the tenant manager ribbon of the Web Management Console. The Add Application
window opens.
4. Specify whether to add the default applications or another application.

To add the Microsoft Dynamics GP default applications, click Add default applications. This enables the
following multitenant applications to support tenants:
GP Services
To add another multitenant application, click Add other application, and then type the name of the
application.
5. Add the application properties for the application.
You have to specify a name for each application property for the specified multitenant application.
If you specified to add the default applications, you do not have to add application properties. Continue to
the next step.
Click the Add button. An application property is added. Provide the following information.
PROPERTY DESCRIPTION
Configuration Name Type the name for the property. The name will appear
when you have to configure the multitenant application
for a tenant.
Internal Specify whether the property is an internal property. The

default is to mark the checkbox.
Protected Specifies that the property will not be retrieved unless the
user account has been configured to display protected
properties.
Password Specifies that the property is a password value and will be

encrypted when it is stored.
6. Click Save.
To save the application information you added, click Save. The new multitenant application appears in the
list of applications in the Web Management Console.
To update an application
The following steps describe how to add or remove an application property for an existing multitenant
application.

You click Tenant Manager to open the snap-in in the Web Management Console. Click Applications in the
navigation pane.
3. Click Edit.
Click the Edit button in the ribbon of the Web Management Console. The Application Properties window
opens.
4. Click the buttons to add or remove application properties.
To add a new named property, click the Add button and provide the name. You should also specify whether
the property is an internal setting.
To remove a property, click the property name in the list of properties and then click the Delete button. The
property is removed from the list.
Take care when removing application properties. If you remove an application property, the multitenant
application may no longer run for any tenant. Changes to applications should be completed by the person
that added the application.
5. Click Save. To save the change you made, click Save. The Application Properties window closes.
To export application information
You can create a file that contains the configuration information for a multitenant application. You can later import
that file on another server to quickly add the application to a different multitenant environment.
The following steps show how to export an application.

Click Tenant Manager to open the snap-in in the Web Management Console. Click Applications in the
navigation pane.
3. Specify the application.
Click the name of the multitenant application you want to export.
4. Click Export.
Click the Export button in the Tenant Manager ribbon of the Web Management Console. The Application
Properties window opens.
5. If you are asked to confirm the export, click OK.
If you receive a File Download security warning, click OK. The Save As window opens.
6. Specify a name and location for the file.
Use the Save As window to specify a name and location for the file. Be sure to leave the file type as .adf.
7. Click Save.
The Save As window closes and the file appears in the folder that you specified.
To import an application
If you have an .adf file that contain configuration information for a multitenant application, you can import the
application to Tenant Services. You have to first put the .adf file in a folder that is accessible from your Tenant
Services machine.
The following steps show how to import a multitenant application.

You click Tenant Manager to open the snap-in in the Web Management Console. Click Applications in the
navigation pane.
3. Click Import.
Click the Import button in the ribbon of the Web Management Console. The Open window appears.
4. Navigate to the folder that contains your application definition file.
Click the name of the .adf file that you want to import. Click Open.
5. Verify the application was imported.
View the list of Applications in the Tenant Manager. The multitenant application should appear in that list.
To remove an application
You can remove a multitenant application from Tenant Services. When you remove the multitenant application,
the application can no longer be used for any of the tenants for which the application has been configured. You
should not delete a multitenant application until you confirm that no tenants are using that application.
The following steps describe how to remove a multitenant application.
You click Tenant Manager to open the snap-in in the Web Management Console. To view the available
applications, click Applications in the navigation pane.
3. Click the name of the application.
The Web Management Console shows a list of available multitenant applications. Click the name of the
application you want to remove.
4. Click Delete.
Click the Delete button in the tenant manager ribbon of the Web Management Console. The multitenant
application is removed from the list of applications.
Chapter 9: Configuring Tenants

After you install Microsoft Dynamics GP Tenant Services, you can add tenants, tenant users, and the multitenant
applications for each tenant. To add, configure, or remove tenants, you use the Tenant Manager snap-in of the
The following sections describes how to add, configure, and remove tenants, tenant users, and multitenant
applications:
Before you start
To add a tenant
To add a tenant user
To add and configure a tenant application
To update or remove a tenant
To update or remove tenant users
To update or remove tenant applications
Before you start
Before you add a tenant, you might have to install a new instance of Microsoft Dynamics GP. To add an instance
of Microsoft Dynamics GP, you customize the name of the instance during the install. You have to provide a
unique name for each instance of Microsoft Dynamics GP in your multitenant environment.
For example, the default name for the first instance of Microsoft Dynamics GP is GP2013. You can use this
instance with the first tenant in your multitenant environment.
To add an second instance of GP to a multitenant environment, you use the Microsoft Dynamics GP installer. The
following illustration shows the Instance Selection window from the install. To add a new GP instance to your
multitenant environment, click Create new instance, and then type a name that uniquely identifies that instance.
Notice how the instance name is specified as CONTOSO.
You also have to specify a name for the system database for the new instance. The following illustration shows
how to specify the SQL Server and the name of the system database for the Contoso instance of GP.
Typically, you use the GP instance name in the application property of an multitenant application for a tenant. For
example, the Microsoft Dynamics GP Web Client has the DynamicsexeLocation property that specifies the
instance for the web client.
To add a tenant
This section of the documentation shows how to add a tenant. The sections that follow show how to add a tenant
user and a multitenant application to the tenant.
To add a tenant, you have to log in as a service administrator to the Tenant Manager snap-in of the Web
Management Console.
The following steps describe how to add and configure a tenant.

Click Tenant Manager in the navigation pane. The snap-in opens in the Web Management Console. Click
Tenants in the navigation pane.
3. Click Add.
Click Add in the ribbon of the Web Management Console. The Add Tenant window opens.
4. Specify the tenant properties.
The following table describes the properties you have to provide:
Name Specify the name for the tenant.
Description Specify a brief description for the tenant.
Status Specify whether the tenant is active or inactive. If the the

tenant is inactive, the multitenant application will not be
accessible.
5. Click Save.
To save your tenant, click the Save button. The Add Tenant window closes.
To add a tenant user
The following steps describe how to add a tenant user to a tenant that you created earlier. Before you begin, click
the tenant name in the list of tenants that appears in the Tenant Manager snap-in.
1. Click the Tenant Users button.
Click the Tenant Users button in the ribbon of the Web Management Console. The Tenant Users window
opens.
2. Click the Add button above the Add the tenant users section.
Click Add (the green plus) to create a new tenant user in the list of tenant users.
3. Populate the properties for the tenant user.
The following table describes the properties you use to add a tenant user:
Name Specify a name for the tenant user.
Identity Specify the login ID or security group name for the tenant
user if the tenant user is a Windows Account. The login ID
can use the domainname\alias or alias@domainname
format. Use the format that the user will enter when
logging in to the multitenant application. Specify the login
ID or domain name for the tenant user if the tenant user
is an Organizational Account. The login ID will use the
alias@domainname format. A domain name will allow any
users with a login ID in that domain name access to this
tenant. (i.e. *@domainname)
Admin Specify whether the tenant user is a tenant administrator.

A tenant administrator can use the Tenant Manager snap-
in of the Web Management Console to add or remove
tenant users. To add a tenant administrator, mark the
checkbox. To give a tenant administrator access to the
Web Management Console, you also have to add the
login ID for that user to the security group being used for
the Web Management Console.
Status Specify whether the user is active or inactive. An inactive

user cannot use the multitenant applications. The default
value is Inactive.
To add more tenant users, click the Add button and repeat this step.
4. Click Save.
When you have added all the tenant users, click Save.
To add and configure a tenant application
The following procedures describe how to associate a multitenant application to a tenant that you added earlier.
Before you begin, click the tenant name in the list of tenants that appears in the Tenant Manager snap-in.
To associate a multitenant application with a tenant, you have to first add the application to your multitenant
environment. To learn more about how to add a multitenant application, see To add an application on page 57.
Select the application
The following steps describe how to associate a multitenant application with a tenant.
1. Display the list of tenants.
Click Tenant Manager in the navigation pane of the Web Management Console. Click Tenants in the
navigation pane, and then select the tenant you want to work with.
2. Edit the tenant properties.
Click the Edit button in the ribbon of the Web Management console. The Tenant Properties window opens.
3. View the list of applications.
The Application Settings section of the Tenant Properties windows shows the list of available multitenant
applications. By default, none of the applications are selected.
If you install the Microsoft Dynamics GP default applications you will see the following list:
GP Services
4. Select the application you want to use with the tenant.
Click the checkbox in the Selection column for the application you want to associate with the tenant.
Configure the application
The following steps describe how to configure the properties of the multitenant application that you specified in
the previous section.
1. Click the application you want to configure.
When you click the application, the application properties for that application appear in the section below
the selection list. The following illustration shows the properties for the Microsoft Dynamics GP Web Client
application.
2. Specify the value for each property.

In the list of properties, specify the configuration value for each property. For example, the following table
show the properties and configuration values for the Microsoft Dynamics GP Web Client. For more
information about how to install and configure the Web Client application, see Chapter 12, “Configuring
the Web Client.”
NAME VALUE
DynamicsexeLocation c:\Program Files

(x86)\Microsoft
Dynamics\GP2015\
DynamicssetLocation c:\Program Files

(x86)\Microsoft
Dynamics\GP2015\Dynam
ics.set
DexiniLocation c:\Program Files

(x86)\Microsoft
Dynamics\GP2015\Data\D
ex.ini
HeartbeatTimeout 0.20:00:00
RuntimeLogEnabled false
CustomRuntimeSettings ScriptLogEnabled=false TimingLogEnabled=false SqlLogEnabled=false

NAME VALUE
SQLUserName The name for the SQL

login that was specified to
be used for the web client
when the Microsoft
Dynamics GP web client
runtime was installed.
SQLPassword The password for the SQL

login being used for the
web client.
RuntimeProcessUserName The name of the Windows

account that the runtime
process will run as when a
user logs in using an
Organizational Account.
You only need to provide
a value if you are using
RuntimeProcessPassword The password for the

Windows account used to
run the runtime process.
3. Click Save.
To save the application information for the tenant, click the Save button.
To update or remove a tenant
This section describes how to make the following types of changes to an existing tenant:
Change tenant property values.
Remove a tenant.
To complete the following procedures, you have to log in to the Tenant Manager snap-in as a service
administrator.
Change tenant properties
The following steps describe how to update existing tenant information.

The Tenant Manager snap-in opens in the Web Management Console. Click Tenants in the navigation pane.
3. Click the name of the tenant.
The Tenant Manager snap-in shows a list of available tenants. Click the name of the tenant you want to
update.
4. Click Edit.
Click Edit in the ribbon of the Web Management Console. The Tenant Properties window opens. You can
change the value of the following properties:
Name Specify the name for the tenant.
Description Specify a brief description for the tenant.
Status Specify whether the tenant is active or inactive. If the the

tenant is inactive, the multitenant application will not be
accessible.
Remove a tenant
You can remove an existing tenant from a multitenant environment. To remove a tenant, you have to log in to the
Tenant Manager as a service administrator. The following steps describe how to remove a tenant.

You click Tenant Manager to open the snap-in in the Web Management Console. To view the available
tenants, click Tenants in the navigation pane.
3. Click the name of the tenant.
The Web Management Console shows a list of available tenants. Click the name of the tenant you want to
remove.
4. Click Delete.
Click the Delete button in the tenant manager ribbon of the Web Management Console. The tenant is
removed from the list of tenants.
To update or remove tenant users
Change tenant user property values.
Deactivate or remove a tenant user.
administrator or a tenant administrator.
Change tenant user properties
The following steps describe how you change the status of tenant user.
Click the tenant name in the list of tenants and then click the Tenant Users button in the ribbon of the Web
Management Console. The Tenant Users window opens and lists the tenant users. Select one of the users.
2. Display the user application settings.
Expand the User Application Settings section of the window to display the settings for the selected user.
3. Change the name of the tenant user.
Click Name and enter the name for the tenant user.
4. Change the identity for the tenant user.
Click Identity and enter the login name for that tenant user.
5. Change whether the user is tenant administrator.
Use the Admin checkbox to indicate whether the user is a tenant administrator.
Mark the checkbox to make the user a tenant administrator.
Clear the checkbox to remove tenant administrator privileges for the user.
6. Change the value in Status drop down list.
Use the Status value to specify whether an user is active or inactive.
To make a tenant user inactive, click the drop down list and select Inactive. The specified user will no
longer be able to use the multitenant applications for the tenant.
To make the tenant user active, click the drop down list and select Active. The specified user can now use
the multitenant applications associated with the tenant.
7. Specify application property values for the tenant user.
Click the application in the Application Settings list. The properties for the specified multitenant application
appear. Click the property that you want to set for the tenant user and enter a value.
If you do not specify a property value, the tenant user defaults to the application property settings that you
specified when you configured the multitenant application for the tenant.
For example, you set the RuntimeLogEnabled property of the Web Client application to true. The change
enables logging for that tenant user. Activity by other tenant users is not recorded in the log file.
8. Click Save.
Remove a tenant user
The following steps describe how to remove a tenant user.
Click the tenant name in the list of tenants and then click the Tenant Users button in the ribbon of the Web
Management Console.
2. Specify the user in the Tenant Users list.
Click the user name in the Tenant Users list.
3. Click Delete.
Click the delete button (the red X) above the list of tenant users. The specified tenant user is removed from
the list. That user will no longer be able to login to that tenant.
To update or remove tenant applications
Add, or remove a multitenant application.
Update the application properties of an multitenant application.
administrator.
Add or remove an application
The following steps describe how to change the multitenant applications that are associated with a tenant.
1. Open the Tenant Properties window.
Click the tenant name in the list of tenants, and then click the Edit button in the ribbon of the Web
Management Console. The Tenant Properties window opens.
2. View the list of available applications.
The Application Settings section of the Tenant Properties window shows the list of available multitenant
applications. Click the application you want to change.
3. Click the application.
You use the checkbox in the Selection column to add or remove applications for the tenant.
To add an application, mark the checkbox in the Selection column. After you add an application, you
must configure the properties for that application.
To remove an application, unmark the checkbox in the Selection column.
4. Click Save.
To save the tenant information, click the Save button of the Tenant Properties window.
Change application configuration
The following steps describe how to change the application properties for a multitenant application.
1. Open the Tenant Properties window.
Click the tenant name in the list of tenants, and then click the Edit button in the ribbon of the Web
2. Click the application you want to configure.
Click the application in the Application Setting list. The properties for that application appear as a list below
the Application Settings section of the Tenant Properties window.
3. Specify a value for each property.
In the list of properties, click the property you want to change. Enter the value to use for the property.
For example, the following illustration shows how to change the value of the Heartbeat Timeout property
for the Microsoft Dynamics GP Web Client application for the specified tenant. Notice how the other
properties keep their existing values.
4. Click Save.
To save the changes, click the Save button of the Tenant Properties window.
Chapter 10: Maintenance

This portion of the documentation provides information about modifying, repairing, or removing an existing
Microsoft Dynamics GP Tenant Services installation. The following items are discussed:
Modifying a Tenant Services installation
Completing a repair
Removing Tenant Services
Modifying a Tenant Services installation
Tenant Services allows you to add or remove individual features from an existing installation. To add or remove
features, complete the following steps:
Open Programs and Features in the Control Panel, right-click Microsoft Dynamics GP Tenant Services, and
then click Change. The Program Maintenance window opens.
2. Choose Add/Remove Features.
Click Add/Remove Features. The Select Features window opens.
3. Specify the features to add or remove.
Use the Select Features window to specify the features you want to add or remove.
To add a feature, click the drop down list and click Run from My Computer.
To remove a feature, click the drop down list and click Not Available.
Click Next.
4. Provide settings for the services.
You need to provide the configuration setting for each service that is enabled. As a result, you might need
to specify the configuration settings the Tenant Discovery, Tenant Public Discovery, and Tenant
Management Services. If you previously installed the service, the existing setting values appear in window.
The services include the following settings:
SETTING DESCRIPTION
Port Each service has a default port. If that port is in use, the
Certificate Specify a security certificate for the service. The security

certificate enables the service to use SSL. The default
value is Not Selected. A security certificate is optional for
the Tenant Discovery Service and the Tenant Management
Service. If you do not specify a certificate, SSL will not be
used to encrypt messages to and from that service. A
security certificate is required for the Tenant Public
Discover Service. To review information about available
certificates, click the certificate in the drop-down list, and
then click the View button. A dialog window opens that
provides detailed information about the certificate.
Host name The fully-qualified domain name of the server where you
Domain Enter the domain name associated with login ID.
User name Enter the login ID you want the service to use.
Click Next.
5. Begin the installation.
Click Install to add or remove the specified features. The installer may take several minutes to complete the
update.
6. Close the wizard.
When the Installation Complete window appears, click Exit to close the wizard.
If you added a service, you might need to run the Microsoft Dynamics GP Tenant Services Configuration
Wizard. You use the wizard to specify the SQL Server name, your tenant services database, and the
authentication type. For more information about how to use the wizard, see Configure the Tenant Services
database.
Completing A Repair
If the Microsoft Dynamics GP Tenant Services becomes damaged, the repair operation may help resolve the issue.
The Repair wizard fixes the following:
Missing or corrupt files
Missing or corrupt shortcuts
Missing or corrupt registry entries
To complete a repair, perform the following steps:
Open Programs and Features, click Microsoft Dynamics GP Tenant Services, and then click Change. The
Program Maintenance window opens.
2. Click Repair.
3. Provide login credentials for the services.
You need to provide login information for each service that you installed. As a result, you might need to
provide the login information for the Tenant Discovery, Tenant Public Discovery, and Tenant Management
Services. Each service requires the following login information.
SETTING DESCRIPTION
the service to use. The domain of the existing account
appears in the text box. You can keep the existing domain
or enter new domain information.
User name Specify the login ID you want the service to use. The
name of the existing account appears in the text box. You
can keep the existing login ID or enter a new login ID.
Click Next.
4. Ready to repair.
Click Repair to begin. The repair might run for several minutes.
5. Repair complete
When the Repair Complete window appears, click Exit to close the wizard.
Removing Tenant Services
The Tenant Services remove operation allows you to delete all of the installed tenants services, related folders, and
files. It deletes only the files and folders created in file system of the local machine.
When you remove Tenant Services, the DYNGPDISCOVERY database is not removed. To remove the database,
you have to use SQL Server Management Studio.
To remove Tenant Services from a computer, complete the following steps:
Open Programs and Features, choose Microsoft Dynamics GP Tenant Services, and then click Change. The
Program Maintenance window opens.
2. Click Remove.
Click Remove.
3. Begin the uninstall.
The Remove window opens. Click Remove to begin the uninstall. The uninstall will run for several minutes.
4. Close the wizard.
When the Remove Complete window appears, click Exit to close the wizard.
Chapter 11: Troubleshooting

If you encounter problems with Microsoft Dynamics GP Tenant Services, the following sections may be helpful.
They describe some of the most common situations that can occur when using tenant services. The following
items are discussed:
Tenant Services do not start
Error occurs when opening the Web Management Console
Login problems with the Tenant Manager snap-in
Tenant Manager requests the service URL
Error when starting a multitenant application
View the Tenant Manager exception log
Check the service configuration files
Enable error messages to provide additional information
Enable logging for the Web Client application
Tenant Services do not start
After you install Tenant Services, you view Services in the Server Manager and find that the Microsoft Dynamics
GP Tenant Discovery Service and the Microsoft Dynamics GP Tenant Management Service have not started. You
attempt to start both services but neither will run.
The login you used may not have sufficient privileges to initialize the service on the server. Use Local User and
Groups in Server Manager and add the login to the Administrators group. Try starting each service again. The
services should start and run.
Error occurs when opening the Web Management Console
You have installed the Microsoft Dynamics GP Web Management Console but you see the following error when
you open the console in Internet Explorer.
HTTP Error 500.21 -Internal Server Error

Handler “PageHandlerFactory - Integrated” has a bad module
“ManagedPipelineHandler” in its module list.
This error can occur when ASP.NET has not been successfully installed on the server. To correct the specified
issue, open a command prompt with administrator privileges and navigate to the following folder:
c:\Windows\Microsoft.NET\framework64\v4.0.30319\
T ype the following command and press enter:
aspnet_regiis -i
The command installs the specified .NET framework and should eliminate the error message. After you complete
the install, you should run the IIS reset command (iisreset) to restart the web server.
Login problems with the Tenant Manager snap-in
After installing Tenant Services, you are unable to open the Tenant Manager in the Web Management Console. To
open the Tenant Manager, you need to be logged in as a service administrator for Tenant Services.
When you install Tenant Services, your login is added as a service administrator for Tenant Services. However,
you also need to supply a login for the application pool for the Web Management Console. The specified login is
added as a delegating user for Tenant Services.
A login cannot be both a service administrator and a delegating user. Be sure that you used a different login for
the application pool. If you used the same login for the application pool identity that you use to install Tenant
Service, you might not be able access the Tenant Manager console.
To use the Tenant Manager in the Web Management Console, be sure that you login with the ID of the service
administrator. Verify that you are logged in with the login ID you used to install Tenant Services or another ID that
is specified as a service administrator.
Tenant Manager requests the service URL
When you attempt to open the Tenant Manager in the Web Management Console, you see the following error
message:
Verify the Microsoft Dynamics GP Tenant Management Service is running. You will not be able to use Tenant
Manager until the service is started.
Error when starting a multitenant application
You start the web client or other multitenant application and receive an unexpected error.
Verify the Microsoft Dynamics GP Tenant Discovery Service is running. You will not be able to use the application
until the service is running.
If you use the public discovery service to support additional multitenant applications, you should verify the
Microsoft Dynamics GP Tenant Public Discovery Service is running. The multitenant applications that rely on that
service will not be able to connect to Microsoft Dynamics GP until that service is started.
View the Tenant Manager exception log
The Tenant Manager of the Microsoft Dynamics GP Web Management Console includes a list of tenant services
exceptions. The following illustration shows the console.
To view detailed error information, click the error in the list you want to view more information. Click the Error
Details button at the bottom of the page. The Error Details shows more complete information and additional
details about the error.
Check the service configuration files
The default Microsoft Dynamics GP Tenant Services installation adds two Windows services to your computer.
The installer initially configures each service and stores the configuration information in an XML file. These XML
configuration files contain elements that have attributes and values that control the operation of the service.
To understand the behavior of a service, you can view the configuration information in the file. In addition, you
can change value to reflect changes in your environment.
The XML configuration file for the discovery service is named:
Microsoft.Dynamics.MultitenantServices.Discovery.config
You can find the file in the following location:
c:\Program Files\Microsoft Dynamics\Tenant Services\DiscoveryService
The management service has an XML configuration file named
Microsoft.Dynamics.MultitenantServices.Management.config.
You can find the file in the following location:
c:\Program Files\Microsoft Dynamics\Tenant Services\ManagementService
The public discovery service has an XML configuration file named

Microsoft.Dynamics.MultitenantServices.Discovery.Public.config. You can find the file in the following location:
c:\Program Files\Microsoft Dynamics\Tenant Services\PublicDiscoveryService
Be sure to make a copy of the configuration file before you make any changes to the file. You can use the saved
copy to restore the original configuration settings for the service.
Enable error messages to provide additional information
Change the setting in the XML configuration file for the discovery or management service. You can change the
includeExceptionDetailInFaults attribute to the serviceDebug node to true.
You can use this setting when you are debugging an issue to get the complete error message. You will see more
information about the exception which can help you identify the cause of the exception.
When you are done, set the value of the includeExceptionDetailInFaults attribute to false. If you do not restore the
original settings, everyone who uses the service will get the detailed error messages.
You can find includeExceptionDetailInFaults in the following service configuration files:
Microsoft.Dynamics.MultitenantServices.Discovery.config
Microsoft.Dynamics.MultitenantServices.Management.config
Microsoft.Dynamics.MultitenantServices.Discovery.Public.config
The previous section provides the typical location of each configuration file.
Enable logging for the Web Client application
The Microsoft Dynamics GP Web Client application includes properties you can use to enable logging for a tenant
or tenant user. You can use the logs to help identify activity surrounding issues you might encounter while using
the Web Client in a multitenant environment.
You can have the Web Client tenant application produce the following logs:
NAME DESCRIPTION
Runtime log The primary log you use to record and view web client
activity. The log records information about service calls, client
actions, generated macro lines, and Dexterity callbacks.
Script log Enables the Dexterity script log you can use when you debug
sanScript code
Sql log Enables the same type of logging that you get when you
enable SQL logging in the Dex.ini file. The log contains
information about the connection to the SQL server and the
queries to that server.
Timing log The log you use to record the timing information for
messages, script execution, callbacks, and other events. You
enable this log to gather information you can use to monitor
performance for an event or action.
To enable logging, the Web Client application includes the following properties:
RuntimeLogEnabled This property enables you to create the runtime log for a
tenant. The default value for the property is false. To start the
Runtime log, set the property to true.
CustomRuntimeSettings This property enables you to create more detailed log

information for scripts, SQL server activity, and the time for
specified actions and events. The property includes a
parameter for each type of log. The parameters are named
ScriptLogEnabled, TimingLogEnabled, and SqlLogEnabled. The
default value for the each parameter is false. To start a log,
you set the value for that log parameter to true.
You can determine what information goes into a log file by where you enable the log.
If you set the property to true in the Application Settings of the Tenant Properties window, the log contains
information for all Web Client users for the tenant.
If you set the property to true in the Application Settings section of the Tenant Users window, the log contains
information for the specified tenant user.
After you enable logging, you can find the generated log in the following location:
%Program Data%\Microsoft Dynamics\GP Sessions\Logs\
When you have completed your analysis, be sure to return the value of the log properties to false.
See also
This portion of the documentation explains the configuration and maintenance options for Microsoft Dynamics
GP multitenant applications. The following information is discussed:
Chapter 12, “Configuring the Web Client,” describes how you configure the Microsoft Dynamics GP Web
Client application for a tenant.
Chapter 13, “Configuring Web Services,” describes how you specify web service and tenant configuration
information. The Web Services for Microsoft Dynamics GP Configuration Wizard uses this configuration
information to add web services access to the tenant.
Chapter 12: Configuring the Web Client

This portion of the documentation describes how you use the Tenant Manager to make the Dynamics GP Web
Client available for use with tenants. The documentation also describes how you provide information that is used
to configure the web client for a specified tenant.
The following items are discussed:
Before you start
To add the Web Client to the list of applications
To configure the Web Client application for a tenant
What to do next
Before you start
To add and configure the Dynamics GP Web Client for a tenant, you have to first complete the following tasks:
Install Microsoft Dynamics GP for the tenant
Install the Web Management Console and the Tenant Manager snap-in
In addition, you should have already added the tenant. To add a tenant, you use the Tenant Manager snap-in. For
information about how to add a tenant, see To add a tenant on page 64.
To add the Dynamics GP Web Client to the tenant, you use the Tenant Manager snap-in to supply important
configuration information. The following table shows the information you will need to gather:
File | Description -|- Dynamics.exe | The Dynamics executable file from the Microsoft Dynamics GP instance for
the tenant. You need to specify the path to the folder where the file was installed. For example: c:\Program Files
(x86)\Microsoft Dynamics\GP2015
Dynamics.set | The Dynamics set file from the Microsoft Dynamics GP instance for the tenant. You need to specify
the file and its location. For example: c:\Program Files (x86)\Microsoft Dynamics\GP2015\Dynamics.set Dex.ini |
The Dex initialization file from the Microsoft Dynamics GP instance for the tenant. You need to specify the file and
its location. For example: c:\Program Files (x86)\Microsoft Dynamics\GP2015\Data\Dex.ini SQLUserName | The
name for the SQL login that was specified to be used for the web client when the web client runtime was installed
for the Microsoft Dynamics GP instance. SQLPassword | The password for the SQL login being used for the web
client for the Microsoft Dynamics GP instance. RuntimeProcessUserName | The name of the Windows account
that the runtime process will run as when a user logs in using an Organizational Account. You only need to
provide a value if you are using Organizational Accounts. RuntimeProcessPassword | The password for the
Windows account used to run the runtime process.
To add the Web Client to the list of applications
Before you can begin using the web client with tenants, you have to add Web Client to the list of multitenant
applications in the Tenant Manager snap-in. If you previously added the default applications (Microsoft Dynamics
GP Web Client and Web Services for Microsoft Dynamics GP ) to the list of applications, you do not need to repeat
the steps in this section.
The following steps describe how to add the Microsoft Dynamics GP Web Client to the list of applications in the
Tenant Manager snap-in:
1. Verify your login is a Service Admin
Verify that your login has the Service Admin role for Tenant Services. You must be a Service Admin to add
the web client to the list of applications. The Service Admins are identified in the Users section of the Tenant
Manager snap-in.
In addition, your login must have authorization to use the Microsoft Dynamics GP Web Management
Console. Your login must be a member of the security group you specified during the install of the Tenant
Manager.
In a browser, open the Microsoft Dynamics GP Web Management Console. To start the Web Management
Console, you use a URL similar to the following:
Replace ServerName with the name of the server that is running the Web Management Console. If the web
site isn’t using port 80, supply the PortNumber as well.
To open the snap-in in the Web Management Console, click Tenant Manager in the navigation pane.
4. Click Applications in the navigation pane.
The Tenant Manager shows the multitenant applications that are available.
5. Click Add.
Click the Add button in the ribbon of the Web Management Console. The Add Application window opens.
6. Click Add default applications.
This adds GP Services, Microsoft Dynamics GP Web Client and Web Services for Microsoft Dynamics GP
as multitenant applications.
7. Click Save.
To verify the changes, click Applications in the Tenant Manager navigation pane. You should see GP
Services, Microsoft Dynamics GP Web Client and Web Services for Microsoft Dynamics GP in the list.
To configure the Web Client application for a tenant
You use the Tenant Manager snap-in to configure the web client application for a tenant. If you do not provide the
required configuration information, the web client will not run.
The following steps describe how to configure the web client for a tenant:
Verify you are using a login that has the Service Admin role in tenant services. If you are not a Service
Admin, you will not be able to access the Tenant Properties window. The Service Admins are identified in
the Users section of the Tenant Manager snap-in.
Manager.
In a browser, open the Dynamics GP Web Management Console. To start the Web Management Console,
you use a URL similar to the following:
Click Tenant Manager at the bottom of the navigation pane. The snap-in opens in the Web Management
Console.
4. Click Tenants in the navigation pane.
The Tenant Manager shows the list of available tenants.
5. Click the tenant and then click Edit.
To add a multitenant application to a tenant, you first click the tenant and then click Edit in the ribbon of the
Web Management Console. The Tenant Properties window opens.
6. Select Microsoft Dynamics GP Web Client
In the Application Settings section, click the checkbox in the Selection column for the Microsoft Dynamics
GP Web Client.
7. Specify the value for each web client application property.
When you click the Microsoft Dynamics GP Web Client, the web client application properties appear as a
list.
You have to specify the value for each application property. The following table shows the properties and
describes how to specify a value for each property:
Property name | Description -|- DynamicsexeLocation | Specify the folder where you find the Dynamics.exe
file of the Microsoft Dynamics GP instance that is associated with the tenant. For example: c:\Program Files
(x86)\Microsoft Dynamics\GP2013
DynamicssetLocation | Specify the location of the Dynamics.set file of the Microsoft Dynamics GP that is
associated with the tenant. For example: c:\Program Files (x86)\Microsoft Dynamics\GP2013\Dynamics.set
DexiniLocation | Specify the location of the Dex.ini file for the Microsoft Dynamics GP instance that is
associated with the tenant. For example: c:\Program Files (x86)\Microsoft Dynamics\GP2013\Data\Dex.ini
HeartbeatTimeout | The amount of time a Web Client session can be in a disconnected state before it is
terminated. The default value of 0.00:00:0 means the session is never terminated. You can change the value
to specify the length of time before the session terminates. The format is hours.minutes:seconds. For
example, the following sets the value to 20 minutes: 00.20:00:00 RuntimeLogEnabled | Specify whether to
enable logging for the application. To enable logging, set the property value to true. The default value is:
false CustomRuntimeSettings | Specify whether enable more detailed logging for the application. To enable
logging, set one or more values to true. The default value is:
ScriptLogEnabled=false|TimingLogEnabled=false|SqlLogEnabled=false SQLUserName | The name for the
SQL login that was specified to be used for the web client when the web client runtime was installed for the
Microsoft Dynamics GP instance. SQLPassword | The password for the SQL login being used for the web
client for the Microsoft Dynamics GP instance. RuntimeProcessUserName | The name of the Windows
account that the runtime process will run as when a user logs in using an Organizational Account. You only
need to provide a value if you are using Organizational Accounts. RuntimeProcessPassword | The
password for the Windows account used to run the runtime process.
8. Click Save.
To save the application configuration information, click the Save button.
What to do next
You can add the users that you want to access the Web Client as tenant users for the tenant.
Chapter 13: Configuring Web Services

This portion of the documentation describes how you use the Tenant Manager to make Web Services for
Microsoft Dynamics GP available for use with tenants. The documentation also describes how you provide
information that is used to configure web services for a specified tenant. You have to complete these steps before
you can run the Web Services for Microsoft Dynamics GP Configuration Wizard.
Before you start
To add Web Services to the list of applications
To specify Web Services configuration information
What to do next
Before you start
Before you add and configure Dynamics GP Web Services for a tenant, you have to first complete the following
tasks:
Install Dynamics GP Web Services
In addition, you should have already added the tenant. To add a tenant, you use the Tenant Manager snap-in.
To add Web Services for Microsoft Dynamics GP to the tenant, you use the Tenant Manager snap-in to supply
important configuration information. The following table shows the information you will need to gather:
REQUIRED INFORMATION DESCRIPTION
Dynamics GP SQL Server Get the name of the SQL Server where you installed Microsoft
Dynamics GP for the tenant.
Dynamics GP system database Get the name of the Microsoft Dynamics GP system database
for the tenant. You specified the database name during the
install of Microsoft Dynamics GP. To find the name of the
database, open Microsoft SQL Server Management Studio,
connect to the SQL Server, and view the list of databases on
the server.
REQUIRED INFORMATION DESCRIPTION
Dynamics Security Administration service SQL Server Get the name of the SQL Server where you want to add the
security Administration database. You can use the same SQL
Server you use for Dynamics GP or you can use another SQL
Server.
URL for Dynamics GP Web Services Get the name of the web server and the port number you
use to connect to web services. For example, a typical install
of web services might use the following URL:
https://GPServer:48620/DynamicsGPWebServices/DynamicsG
PService.asmx You will use GPServer and 48620 to configure
the URL for the multitenant web services.
URL for the Dynamics Security Administration service Get the name of the web server and the port number you
use to connect to Microsoft Dynamics Security Administration
service. For example, a typical install of the security
administration service might use the following URL:
https://GPWebService:48621/DynamicsAdminService.asmx
You will use GPWebService and 48621 to configure the URL
for the multitenant web services security.
To add Web Services to the list of applications

Before you can begin using web services with tenants, you have to add Web Services to the list of applications in
the Tenant Manager snap-in. If you previously added the default applications (Web Services for Microsoft
Dynamics GP, GP Services, and Microsoft Dynamics GP Web Client) to the list of applications, you do not need to
repeat the steps in this section.
The following steps describe how to add Web Services for Microsoft Dynamics GP to the list of applications in the
Tenant Manager snap-in:
Verify that your login has the Service Admin role for Tenant Services. You must be a Service Admin to add
web services to the list of applications. The Service Admins are identified in the Users section of the Tenant
Manager snap-in. In addition, your login must have authorization to use the Microsoft Dynamics GP Web
Management Console. Your login must be a member of the security group you specified during the install
of the Tenant Manager.
In a browser, open the Microsoft Dynamics GP Web Management Console. To start the Web Management
Console, you use a URL similar to the following:
To open the snap-in in the Web Management Console, click Tenant Manager in the navigation pane.
4. Click Applications in the navigation pane.
The Tenant Manager shows the multitenant applications that are available.
5. Click Add.
Click the Add button in the ribbon of the Web Management Console. The Add Application window opens.
6. Click Add default applications.
This adds GP Services, Microsoft Dynamics GP Web Client and Web Services for Microsoft Dynamics GP
to the list of applications.
7. Click Save.
To verify the changes, click Applications in the Tenant Manager navigation pane. You should see GP
To specify Web Services configuration information
You use the Tenant Manager snap-in to provide configuration information that associates web services with a
tenant. You have to complete these steps prior to running the Web Services for Microsoft Dynamics GP
Configuration Wizard. The wizard uses this information to configure web services for the tenant. If you do not
provide all the configuration information, the wizard will not be able to finish.
The following steps describe how to add web services configuration information for a tenant:
Verify your are using a login that has the Service Admin role in tenant services. If you are not a Service
Admin, you will not be able to access the Tenant Properties window. The Service Admins are identified in
the Users section of the Tenant Manager snap-in.
Manager.
In a browser, open the Dynamics GP Web Management Console. To start the Web Management Console,
you use a URL similar to the following:
Click Tenant Manager at the bottom of the navigation pane. The snap-in opens in the Web Management
Console.
4. Click Tenants in the navigation pane.
The Tenant Manager shows the list of available tenants.
5. Click the tenant and then click Edit.
To add web services to a tenant, you first click the tenant and then click Edit in the ribbon of the Web
6. Select Web Services for Microsoft Dynamics GP
In the Application Settings section, click the checkbox in the Selection column for Web Services for
7. Specify the value for each web services application property.
When you click Web Services for Microsoft Dynamics GP, the web service application properties appear as
a list. The following illustration shows the properties for Web Services for Microsoft Dynamics GP.
describes how to specify a value for each property.
PROPERTY NAME DESCRIPTION
DynGPSQLServer Specify the name of the SQL Server where you installed
Microsoft Dynamics GP for the tenant.
DynGPSystemDB Specify the name of the Microsoft Dynamics GP system

database for the tenant. The database has to be on the SQL
Server that you specified in the previous property.
DynGPWebServiceURL Specify the URL for the Dynamics GP service. The URL uses
the following format:
https://machine_name:port/Dynamics/GPService Replace
machine_name with the name of the server onto which you
installed Web Services for Microsoft Dynamics GP. The default
port value is 48620.For example if the machine running the
Dynamics GP service was named GPServer, the URL would be:
https://GPServer:48620/Dynamics/GPService If this port value
does not work to access the service, you will need to contact
your administrator to find what port the Dynamics GP service
is running on.
SecAdminServiceURL Specify the URL of the Microsoft Dynamics Security

Administration service. The URL uses the following format:
https://machine_name:port/ Replace machine_name with the
name of the server onto which you installed the Microsoft
Dynamics Security Administration Service. The default port
value is 48621. For example if the machine running the
Microsoft Dynamics Security Administration service was
named GPWebService, the URL would be:
https://GPWebService:48621/ If this port value does not work
to access the service, you will need to contact your
administrator to find what port the Microsoft Dynamics
Security Administration service is running on.
SecServiceDB Specify the name of the Microsoft Dynamics Security

Administration service database for the tenant. The database
will be created when you run the Web Services for Microsoft
Dynamics GP Configuration Wizard. To identify the tenant
associated with the security Administration database, you
should include the tenant ID in the database name. For
example, the name of the security administration service
database for the tenant named Tenant01 would be
Tenant01_DynGPSecurity.
SecServiceSQLServer Specify the name of the SQL Server where want to add the
database you specified in the previous property. The database
can be on the same SQL Server you use for the Microsoft
Dynamics GP or you can specify another SQL Server.
8. Click Save.
The values for the application properties are saved.
What to do next
Run the Web Services for Microsoft Dynamics GP Configuration Wizard, which can be found on the server where
you initially installed web services. You need to run the wizard for each tenant that you configured to use web
services. When you run the wizard, you will be asked to specify the tenant.
You can add the tenant users that you want to access web services for the tenant.
To enable a tenant user to access web services, you will also need to use the Dynamics Security Console to add the
user, specify a company, and assign a security role.
Chapter 14: Configuring GP Services

This portion of the documentation describes how you use the Tenant Manager to make the Dynamics GP Service
Based Architecture available for use with tenants. The documentation also describes how you provide information
that is used to configure the web client for a specified tenant.
Before you start
To add GP Services to the list of applications
To configure the GP Services application for a tenant
What to do next
Before you start
To add and configure the Dynamics GP Service Based Architecture for a tenant, you have to first complete the
following tasks:
In addition, you should have already added the tenant. To add a tenant, you use the Tenant Manager snap-in.
To add the Dynamics GP Service Based Architecture to the tenant, you use the Tenant Manager snap-in to supply
important configuration information. The following table shows the information you will need to gather:
FILE DESCRIPTION
Dynamics.set The Dynamics set file from the Microsoft Dynamics GP

instance for the tenant. You need to specify the file and its
location. For example: c:\Program Files (x86)\Microsoft
Dynamics\GP2015\Dynamics.set
Dex.ini The Dex initialization file from the Microsoft Dynamics GP

Dynamics\GP2015\Data\Dex.ini
SQLUserName The name for the SQL login that was specified to be used for
the web client when the web client runtime was installed for
the Microsoft Dynamics GP instance.
SQLPassword The password for the SQL login being used for the web client
for the Microsoft Dynamics GP instance.
GPVersion The major version from the Microsoft Dynamics GP instance

for the tenant. The value for Microsoft Dynamics GP instances
is 14.
GPInstanceName The instance name from the Microsoft Dynamics GP instance

for the tenant. The value will be DEFAULT if the Microsoft
Dynamics GP instance was not a named instance.
To add GP Services to the list of applications

Before you can begin using the service based architecture with tenants, you have to add GP Services to the list of
multitenant applications in the Tenant Manager snapin. If you previously added the default applications (GP
Services, Microsoft Dynamics GP Web Client and Web Services for Microsoft Dynamics GP ) to the list of
applications, you do not need to repeat the steps in this section.
The following steps describe how to add the Microsoft Dynamics GP Service Based Architecture to the list of
applications in the Tenant Manager snap-in:
1. Verify your login is a Service Admin Verify that your login has the Service Admin role for Tenant Services. You
must be a Service Admin to add web client to the list of applications. The Service Admins are identified in the
Users section of the Tenant Manager snap-in. In addition, your login must have authorization to use the
Microsoft Dynamics GP Web Management Console. Your login must be a member of the security group you
specified during the install of the Tenant Manager.
2. Start the Web Management Console. In a browser, open the Microsoft Dynamics GP Web Management
Console. To start the Web Management Console, you use a URL similar to the following:
https://ServerName:PortNumber/WebManagementConsole/ Replace ServerName with the name of the
server that is running the Web Management Console. If the web site isn’t using port 80, supply the
PortNumber as well.
3. Click Tenant Manager. To open the snap-in in the Web Management Console, click Tenant Manager in the
navigation pane.
4. Click Applications in the navigation pane. The Tenant Manager shows the multitenant applications that are
available.
5. Click Add. Click the Add button in the ribbon of the Web Management Console. The Add Application window
opens.
6. Click Add default applications. This adds GP Services, Microsoft Dynamics GP Web Client and Web Services
for Microsoft Dynamics GP to the list of applications.
7. Click Save. To verify the changes, click Applications in the Tenant Manager navigation pane. You should see GP
To configure the GP Services application for a tenant
You use the Tenant Manager snap-in to configure the service based architecture application for a tenant. If you do
not provide the required configuration information, the service based architecture will not run. The following steps
describe how to configure the service based architecture for a tenant:
1. Verify your login is a Service Admin Verify your are using a login that has the Service Admin role in tenant
services. If you are not a Service Admin, you will not be able to access the Tenant Properties window. The
Service Admins are identified in the Users section of the Tenant Manager snap-in. In addition, your login must
have authorization to use the Microsoft Dynamics GP Web Management Console. Your login must be a
member of the security group you specified during the install of the Tenant Manager.
2. Start the Web Management Console. In a browser, open the Dynamics GP Web Management Console. To start
the Web Management Console, you use a URL similar to the following:
https://ServerName:PortNumber/WebManagementConsole/ Replace ServerName with the name of the
server that is running the Web Management Console. If the web site isn’t using port 80, supply the
PortNumber as well.
3. Click Tenant Manager. Click Tenant Manager at the bottom of the navigation pane. The snap-in opens in the
4. Click Tenants in the navigation pane. The Tenant Manager shows the list of available tenants.
5. Click the tenant and then click Edit. To add web services to a tenant, you first click the tenant and then click Edit
in the ribbon of the Web Management Console. The Tenant Properties window opens.
6. Select GP Services In the Application Settings section, click the checkbox in the Selection column for GP
Services.
7. Specify the value for each gp services application property. When you click GP Services, the gp services
application properties appears as a list. The following illustration shows the properties for Web Services for
describes how to specify a value for each property.
Dynamics.set The Dynamics set file from the Microsoft Dynamics GP

Dynamics\GP2015\Dynamics.set
Dex.ini The Dex initialization file from the Microsoft Dynamics GP

Dynamics\GP2015\Data\Dex.ini
SQLUserName The name for the SQL login that was specified to be used for
the web client when the web client runtime was installed for
the Microsoft Dynamics GP instance.
SQLPassword The password for the SQL login being used for the web client
for the Microsoft Dynamics GP instance.
GPVersion The major version from the Microsoft Dynamics GP instance

for the tenant. The value for Microsoft Dynamics GP instances
is 14.
GPInstanceName The instance name from the Microsoft Dynamics GP instance

for the tenant. The value will be DEFAULT if the Microsoft
Dynamics GP instance was not a named instance.
RequestLoggingEnabled Specify whether to enable logging for the application. To

enable logging, set the property value to true. The default
value is: false
OperationTimeOut The amount of time a service request can run before it is

terminated. The default value of 0.00:00:0 means the request
is never terminated. You can change the value to specify the
length of time before the session terminates. The format is
days.hours.minutes:seconds. For example, the following sets
the value to 20 minutes: 0.20:00:00
8. Click Save.
To save the application configuration information, click the Save button.
What to do next
You can add the users that you want to access the Service Based Architecture as tenant users for the tenant.
Appendix A: Scale Groups

The scale groups feature introduced in Microsoft Dynamics GP 2013 R2 works in conjunction with tenant services
to provide enhanced flexibility when deploying several installations of the Microsoft Dynamics GP web client. The
primary users of this feature will be organizations that host multiple installations of Microsoft Dynamics GP.
Information about scale groups is divided into the following sections:
What scale groups provide
Default scale group
Configuring scale groups
What scale groups provide
To better understand the functionality that scale groups provide, it’s helpful to review how multiple installations of
Microsoft Dynamics GP with the web client were hosted before scale groups were available.
Without Scale Groups
Microsoft Dynamics GP allows up to 51 instances of the application to be installed on a single machine. In a
typical hosting configuration, one Microsoft Dynamics GP instance is assigned to one tenant. The following
illustration shows how an installation with five tenants would be configured.
The Session Host server has the five instances of Microsoft Dynamics GP installed. The Tenant Services server has
a tenant defined for each GP instance. When a user logs in to the web client, Session Central will direct the user to
the appropriate GP instance, based on the tenant configuration specified in Tenant Services.
This configuration works well, but two issues are commonly encountered. The first issue occurs when the limit of
51 Microsoft Dynamics GP instances is reached on the Session Host server. The only solution is to install another
deployment group consisting of a Web Server, a Session Central server, and a Session Host server.
The second issue occurs when a specific tenant has the requirement to support more concurrent web client
sessions. You can address this need by adding additional Session Host servers. However, recall that each session
host machine in the installation must have the same set of GP instances. That means that you must install and
manage all of the GP instances on the additional session host machine, even though only one tenant requires the
additional capacity.
With Scale Groups
Scale groups provide a way to logically group session host machines. Each tenant is assigned to a specific scale
group. The session hosts in that scale group have the GP instances needed to support those tenants. The following
illustration shows one way the previous hosting installation could be configured with scale groups.
In this example, two scale groups (Scale Group A and Scale Group B ) are defined. Tenants 1, 2, and 3 are assigned
to Scale Group A. Tenants 4 and 5 are assigned to Scale Group B. Scale Group A has one session host machine,
while Scale Group B has two session host machines.
Let’s examine how scale groups help to solve the two common issues encountered in the non-scale groups
configuration. First, the 51 instance limit is no longer an issue. If a session host machine has reached the limit, you
can simply create a new scale group and add another session host machine to the new scale group. The new
tenant can be assigned to the new scale group. There is no need for an additional web server and session central
server.
Scale groups also help solve the second issue because they provide flexibility when you need to scale out a tenant.
In this example configuration, let’s assume that Tenant 4 needed additional processing capability. An additional
session host machine was added to Scale Group B. Because only tenants 4 and 5 are assigned to Scale Group B,
the additional session host machine had to have only GP Instances 4 and 5 installed on it. Session Host 1 and the
tenants assigned to it were unaffected by the change to scale out Tenant 4.
Default scale group
When the Session Central Service and Tenant Service are installed, there is always one default scale group that is
available. This scale group is named “Default Group” and has the Id value 0.
When a session host machine is added to a Microsoft Dynamics GP web client installation, you can specify which
scale group it is assigned to. If the session host machine is not assigned to a specific scale group, it will be
considered part of the Default Group scale group. In a similar way, a tenant that you create is automatically
assigned to the Default Group scale group.
By automatically considering new session host machines and tenants are part of the Default
Group scale group, the default functionality of the system is the same as it was before scale groups were
available.
Configuring scale groups

Dynamics GP 2013 PowerShell module. You can install this PowerShell module from the Microsoft Dynamics GP
2013 installation media. For details about installing the PowerShell module and using the cmdlets, refer to the
Microsoft Dynamics GP 2013 PowerShell Users Guide.
Connecting to the Session Central Service
After starting the Microsoft Dynamics GP 2013 PowerShell command prompt, the first command you must enter
connects to the Session Central Service. All of the other cmdlets require this connection to work properly. The
following example shows this cmdlet.
Set-GPSessionCentralAddress -Address https://gpweb.contoso.com:48650/SessionCentralService
Creating scale groups

To create scale groups, use the New -GPScaleGroup cmdlet. The following example shows how to create a scale
group.
New-GPScaleGroup -ScaleGroupName "SG_A" -Description "Scale Group A"
Assigning session hosts to scale groups

After scale groups have been created, you can assign session host machines to the scale groups. Use the Update-
GPSessionHost cmdlet to set the properties of the session host machine, including the scale group the session
host is assigned to. The following example assigns the SessionHost1 session host to the SG_A scale group, which
has the Id 1.
Update-GPSessionHost -SessionHostId "SessionHost1" -ScaleGroupId 1
Assigning tenants to scale groups

Use the Add-ScaleGroupTenant cmdlet to assign a tenant to a scale group. The following example adds Tenant01
to the SG_A scale group.
Add-GPScaleGroupTenant -ScaleGroupName "SG_A" -TenantName "Tenant01"
Retrieving configuration information

Several PowerShell cmdlets are available to retrieve information about the scale groups, tenants, and session
hosts. For example, the following command lists all of the tenants that are assigned to the SG_A scale group.
Get-GPScaleGroupTenant -ScaleGroupName "SG_A"
Setting configuration options

Additional PowerShell cmdlets are available to set configuration options for scale groups, tenants, and session
hosts. For example, the following command makes the scale group SG_A inactive.
Get-GPScaleGroup -ScaleGroupName “SG_A” | Update-GPScaleGroup -SetInactive
Removing assignments
Several PowerShell cmdlets are available to remove assignments that have been made. For example, the following
command removes the scale group assignment for Tenant 01. Tenant 01 will then be assigned to the Default
Group scale group.
Remove-GPScaleGroupTenant -TenantName "Tenant01"
See also
Introduction
Use this section to upgrade your Dynamics GP system. Review the introductory information about the resources
available to you, then use the Dynamics GP upgrade checklist as your guide to the parts that apply to you.
To review new Dynamics GP features, refer to the What’s New section.
What’s in this guide?

This upgrade guide provides guidelines for upgrading your Dynamics GP system to a newer version. It lists the
latest system requirements, contains a step-by-step look at the upgrade process, and provides tips for
troubleshooting your upgrade. The manual is divided into the following parts:
Part 1, Preparation, contains information about preparing to upgrade your system to Dynamics GP.
Part 2, Dynamics GP upgrade, describes the data conversion process for Dynamics GP and contains
additional procedures to upgrade specific modules and integrating products.
This manual uses the following conventions to refer to sections, navigation and other information.
CONVENTION DESCRIPTION
Creating a batch Italicized type indicates the name of a section or procedure.
File >> Print or File > Print The (>>) symbol indicates a sequence of actions, such as
selecting items from a menu or toolbar, or pressing buttons in
a window. This example directs you to go to the File menu and
choose Print.
tab### or enter### All capital letters indicate a key or a key sequence.
A number of resources are available to help in addition to this document.
Knowledge Base
https://mbs.microsoft.com/customersource/northamerica/search/Pages/resultskb.aspx
Provides you with instant access to the same database our support engineers use. You can find answers to
common questions, along with technical tips and performance recommendations.
eSupport
https://mbs.microsoft.com/support/newstart.aspx
For support requests that can be handled with e-mail. On average, the response time is nearly twice as fast as
telephone support. That’s a big benefit during the critical year-end season.
Community
https://community.dynamics.com/gp
Start a year-end discussion with other members of the Microsoft customer community. This database provides
you with the opportunity to exchange information with other customers, which is perfect for providing tips and
answers to year-end questions.
We have specialized support teams focused on providing service and support to our customers. If you have
questions, dial toll free 888-GPS -SUPP (888-477-7877). Enter your 10-digit authorization code.
Upgrade checklist
You can upgrade to Dynamics GP 2018 and later from specific versions of Dynamics GP. For the supported
upgrade paths, see Upgrading to Microsoft Dynamics GP 2018 (requires access to CustomerSource).
When to upgrade
Before upgrading, we recommend that you create a timetable of the entire upgrade process. This timetable can
include the scheduling of a test upgrade, live upgrade, upgrade training, and implementation. Be sure that the
scheduled time to upgrade takes place during a time that works best for all Dynamics GP users and for your
information technology (IT) staff. You may not want to upgrade before processing payroll checks or closing a year.
Dynamics GP upgrade checklist

Use this checklist as your guide to upgrading to Dynamics GP.
STEP FOR MORE INFORMATION
1. Verify the security of your system. Download the Security Planning PDF file.
2. Refer to these Web sites for new or updated information System Requirements
relating to the upgrade.
3. Ensure that you have the latest version of the Upgrade https://mbs.microsoft.com/customersource/northamerica/GP/l
Guide. earning/documentation/system-
requirements/dynamicsgpresource#GP2018
4. View the Readme file and make a note of the items that Media\GreatPlains\Documentation\GPReadme.chm
pertain to you.
5. Obtain your new registration keys for Dynamics GP. Contact your Dynamics GP partner before going to
CustomerSource/My Account for registration keys for
Dynamics GP. https://mbs.microsoft.com/customersource
6. Verify system requirements and expand your SQL database https://go.microsoft.com/fwlink/?LinkId=521785

size, if necessary.
7. Identify all integrating products and customizations and Contact the provider of the integrating products and
ensure that they are compatible with Dynamics GP. customizations.
8. Complete pre-upgrade procedures in the release of https://mbs.microsoft.com/customersource/northamerica/GP/l

Dynamics GP that you are currently using and review known earning/documentat20ion/system-
issues. requirements/dynamicsgpresource#GP2018
9. Install Dynamics GP on the server and upgrade your Installing Dynamics GP (first computer)
accounting data.
10. Complete post-upgrade procedures for Dynamics GP Module upgrades from Dynamics GP 2013
modules.
STEP FOR MORE INFORMATION
11. Upgrade additional components and verify customized Installing an additional components
reports.
12. Install Dynamics GP on the clients. Installing Dynamics GP (additional computers)

13. Identify the sources of any errors. Knowledge Base on CustomerSource
See also
Microsoft Dynamics GP 2018 R2 and Year-End Upgrade Blog Series Schedule
System Requirements
This chapter contains a list of prerequisites and system requirement changes for Dynamics GP, as well as disk
space requirements for SQL Server computers.
NOTE
Recommended system requirements depend on the number of users and transactions. If there will be many users performing
concurrent tasks, such as depreciation, posting, or heavy reporting, enhancing your hardware and system software will
improve performance.
Releases supported by the upgrade

You can upgrade to Dynamics GP from selected previous releases. To review whether or not you can upgrade your
release, see CustomerSource.
If you are upgrading to Dynamics GP, you must install the latest update or hotfix for Dynamics GP before starting
Dynamics GP Utilities. See CustomerSource for the latest update information.
System requirement changes

The following changes are new with Dynamics GP. For a complete list of all system requirements, see
https://go.microsoft.com/fwlink/?LinkId=521785. You may want to consider upgrading your hardware for
improved performance.
Operating system requirement changes
Review the following table for supported client operating system changes.
OPERATING SYSTEMS SUPPORTED EDITIONS
Windows 7 Pro
Ultimate
Enterprise
Windows 8 and 8.1 Pro
Ultimate
Enterprise
Windows 10 Pro
Enterprise
Windows Server 2008 R2 Enterprise

OPERATING SYSTEMS SUPPORTED EDITIONS
Standard
Windows Server 2012, Windows Server 2012 R2, Windows Datacenter

Server 2016
Operating systems not supported Editions
Windows XP All editions
Windows Vista All editions
Windows Server 2003 All editions
Database configuration changes

Microsoft SQL Server 2012, 2014, 2016 and 2019 Express, Standard, and Enterprise Editions are supported.
Previous versions of SQL Server are no longer supported.
Internet Explorer change
Internet Explorer 11 and Edge are the only supported. IE browsers.
Microsoft Office change
Microsoft Office 2013, Microsoft Office 2016 and Microsoft Office 2019 are supported. All previous versions are
no longer supported.
Home page prerequisites

To display metrics and reports in the Business Analyzer area on your home page, install and set up Microsoft SQL
Server Reporting Services to use with Dynamics GP. The reports and metrics you want to display must be created
in SQL Server Reporting Services. For more information about installing and setting up Reporting Services for use
with Dynamics GP, go to the Dynamics GP documentation resource Web site for the most current documentation.
The following versions of SQL Server Reporting Services are supported.
SQL Server 2012 Reporting Services
SQL Server 2014 Reporting Services
SQ” Server 2016 Reporting Services

The following components must be installed before you can use Word Templates for Dynamics GP.
Open XML SDK 2.0 for Microsoft Office (installed as a Dynamics GP prerequisite)
If a component isn't installed, you can download the component from microsoft.com.
Additional components are required to modify templates.
Dynamics GP Add-in for Microsoft Word
Visual Studio Tools for Office Runtime 2.0 or later (Visual Studio Tools for Office Runtime 3.0 is installed
with Dynamics GP Add-in for Microsoft Word.)
You can install Dynamics GP Add-in for Microsoft Word from the Dynamics GP installation media. Double-click
the Setup.exe file and then click Dynamics GP Add-in for Microsoft Word.
Email requirements
The email functionality in Dynamics GP supports the following document types. Depending on the
document type and the email service, Microsoft Word 2010 or later and Word templates for Dynamics GP
are required.
FILE FORMAT WORD 2013 WORD TEMPLATES WEB CLIENT
*Email for Dynamics GP Web

Client will only be available if
Exchange is your server type
in the System Preferences
window.
The email functionality is supported on the 32-bit edition of Microsoft Office2013.
The email functionality is supported on the 64-bit edition of Microsoft Office2013 if you are using Exchange
2007 Service Pack 1 or greater with Exchange Web Services and Exchange is your server type in the System
Preferences window.
Depending on the file format you choose to send your documents in e-mail, your customers and vendors
must be using the following components to view their documents.
PDF Adobe Reader
DOCS Microsoft Word Viewer
HTML* Internet Explorer 11 and Edge

*If you are using Dynamics GP Web Client only for your
documents.
SQL Server Reporting Services requirements

Before you deploy Dynamics GP Reporting Services reports, you must install and configure SQL Server Reporting
Services, and then set up security for SQL Server Reporting Services reports. Review the following table for the
version of SQL Server Reporting Services and the report type available for that version.
SQL SERVER REPORTING SERVICES VERSION REPORT TYPE AVAILABLE
Reporting Services 2012 Standard or Enterprise Reporting SQL Server Reporting Services reports
Services 2014 Standard or Enterprise Reporting Services 2016
Standard or Enterprise
Charts and key performance indicators (KPIs) Map charts |

timeout execution, you might receive an error that states that the operation has timed out. If you don’t update the
NOTE
You must be an administrator to modify the Report Server web config file.
To modify the Report Server Web config file:

located in C:\Program Files\Microsoft SQL Server\MSSQLSERVER\Reporting Services\ReportServer
where Reporting Services is installed.)
2. Open the Report Server web.config file using a text editor, such as Notebad.
Dynamics GP CRM requirements

You must be using SQL Server 2012 Reporting Services or later and Microsoft Dynamics CRM 2011 or later to
deploy SQL Server Reporting Services reports and metrics that includes CRM data. Microsoft Dynamics CRM
supports only the native mode of deployment of SQL Server Reporting Services.
If Microsoft Dynamics CRM and Dynamics GP are using different report servers, you must install the Microsoft
Dynamics CRM Reporting Extensions on the Dynamics GP report server to render reports.
About remote access

You can use Windows Server 2012 Remote Desktop Services, Windows Server 2012 R2 Remote Desktop Services,
and Windows Server 2016 Remote Desktop Services. Citrix Xenapps can also be used with most database
configurations to provide remote access to Dynamics GP in a Wide Area Network (WAN ) environment.
A Windows Server 2008 Terminal Server is supported only as a client. You also can use Remote Desktop Services.
You also should refer to the documentation provided by Citrix for more information.
Determine disk space for the upgrade process

For the upgrade process, be sure that you have enough disk space before you begin. To determine the disk space
required for the upgrade, you need to find the size of the largest table for all Dynamics GP databases. To determine
disk space, use Microsoft SQL Server Management Studio for Microsoft SQL Server.
NOTE
You can download an upgrade preparation script that will help you determine the disk space requirements from
https://mbs.microsoft.com/customersource/northamerica/GP/support/hot-topics/HOT_TOPIC_MDGPUpgrade.
To determine disk space for the upgrade process using Microsoft SQL Server Management Studio:
1. Download and open the Table_Size.txt script.
1. Copy all of the contents of the script.
2. In Microsoft SQL Server Management Studio, select a Dynamics GP database, click New Query and paste
the contents. Then, execute the query.
3. Run the script for each Dynamics GP database.
4. The largest table will be the first record in the result set. You will need to convert the table size from
kilobytes to megabytes by using the following calculation. This will determine the amount of space that will
be allocated to the data file (MDF ) and the transaction log file (LDF ) for each database.
(table size in KB/1024) = table size in MB
The table size in megabytes of the largest table from all the databases is the amount of disk space you will need to
allocate to the data file of the TEMPDB.
In the following example, the largest table is the SOP30300 in the company database. The TEMPDB will need 176
MB allocated for the data file.
DATABASE TOTAL SIZE KB ROWS NAME MB
DYNAMICS 33913.171873 180872 98075 33
TEST 180608.280270 98075 SOP30300 176
1. Calculate the total amount of hard disk space that is needed by adding the space needed for the data file and
transaction log file of all databases.
For the company databases and the DYNAMICS database, both the data file and transaction log file will be
increased to the size of the largest table. For the TEMPDB, only the data file will be increased to the size of the
largest table out of all databases.
In following example, TEST, DYNAMICS and TEMPDB are the databases and both the data file (MDF ) and
transaction log (LDF ) file are located on the same hard disk.
FILE MF
TEST data file 176
TEST log file 176
DYNAMICS data file 33
DYNAMICS log file 33
TEMDB data file 176
Total hard disk space needed 594
If the data files (MDF ) are located on a different hard disk than the transaction log (LDF ) files, the total space
needed would be calculated for each hard disk. For example, assume that the data files are on the E drive and the
transaction log files are on the D drive. The following hard disk space would be needed for each drive.
FILE DRIVE E: MB FILE DRIVE D: MB
TEST data file 176 TEST log file 176
DYNAMICS data file 33 DYNAMICS log file 33
TEMPDB data file 176
Total hard disk space needed 385 209
1. Verify that the space is available for each drive by using File Explorer. In Windows Explorer, right-click each
drive and select Properties to view free space available. By using the information in the previous table, drive
E would need at least 385 MB available and drive D would need at least 209 MB available.
2. Use Microsoft SQL Server Management Studio to manually increase the space allocated for the data file
and the transaction log file for the DYNAMICS database and each company database.
Right-click each database in Microsoft SQL Server Management Studio and select Properties.
In the properties window for each database, choose Files and add the additional space needed for the size of
the largest table for that database to the Initial Size column. When adding additional space, you are
increasing the space for the data file (MDF ) and the transaction log file (LDF ) as well.
Repeat for the remaining Dynamics GP databases.
Right-click the TEMPDB database and select Properties. Choose Files and add the additional space needed
for the size of the largest table of all Dynamics GP databases to the Space Allocated (MB ) column. When
adding additional space, you are increasing the space for the data file (MDF ) and the transaction log file
(LDF ) as well.
NOTE
If the database size is not manual configured, the time needed to upgrade the databases will increase because the database
data, transaction log and TEMPDB files will all have to increase.
Data preparation
We recommend that you complete the steps in this section to prepare your data before you upgrade your system.
After you’ve completed these steps, see System preparation, for instructions to prepare your system before
upgrading to the latest version of Dynamics GP. Be sure to review the known issues before upgrade.
Payroll
If you’re upgrading to Dynamics GP or Dynamics GP 2018 R2, you need to determine whether the payroll tax
update tables are current. To do so, check the Last Tax Update field in the Payroll Tax Setup window (Tools >>
Setup >> System >> Payroll Tax). If your tax tables are not current, update them after you upgrade to Dynamics
GP. Review the latest tax update documentation for the date of the last tax update.
Tax tables are not included on the Dynamics GP media; to update tax tables, you must download them from
CustomerSource US Payroll; Canadian Payroll. Choose Tax and Regulatory Updates. Follow instructions for
installing the tax update to ensure that clients and servers are updated properly.
1099 amounts in Payables Management

After you upgrade, the 1099 amounts might be transferred to a different month if you have transactions that are
posted in one month and applied in another month after you upgrade. You might have to make adjustments to
your 1099 amounts so that the 1099 amounts aren’t overstated or understated.
For example, you enter and post the following transaction in December.
An invoice for $100.00 that has a 1099 amount of $100.00.
A credit memo for $75.00 that has a 1099 amount of $75.00.
A payment for $25.00.
You apply all three documents together in January. The 1099 amount is $25.00 for December.
You upgrade to Dynamics GP in February and reconcile your data. The 1099 amount of $25.00 is moved from
December because the later of the apply date or posting date is used to update the 1099 amount.
Direct Debits and Refunds

You must process or delete existing Direct Debits and Refunds batches before upgrading from an earlier release of
Direct Debits and Refunds (DDR ).
Field Service Series

You must ship and post all inventory transfers that have a partially shipped, shipped, or partially received status
before you upgrade.
Workflow for SharePoint

Workflow for SharePoint is no longer available for GP. There is no upgrade from Workflow for SharePoint to the
new Workflow feature in Dynamics GP. Workflow types that were created in SharePoint-based workflow feature
do not upgrade. Any workflows that you created in the SharePoint-based workflow feature will need to be re-
created in the new workflow feature after the upgrade is complete. Note that some workflow types that were
available in the SharePoint workflow feature are not yet available in the new workflow feature.
Posting open transactions

Before you upgrade, you should post all single-use batches. We recommend that you post all transactions that can
affect your purchase receipts and sales transactions. For some integrating products, the upgrade process removes
and re- creates work tables, which will cause open transactions to become corrupted. In addition, if errors are
encountered during the upgrade, troubleshooting is easier if there are no unposted transactions.
If you are using Analytical Accounting, be sure to post all saved batches that you created using the Collection and
Payment Methods – Withholds, Perceptions, Tax Administration Purchasing, or Tax Administration Sales modules.
You can then use the Analytical Adjustment Entry window to enter analysis information for the posted transactions.
Reconciling
You may want to reconcile your accounting records before upgrading to Dynamics GP to verify that your
accounting records are accurate. Refer to the documentation of the modules you are using for specific information.
Before reconciling, back up your company’s accounting data.
Backups
You should make at least one complete backup of all your databases before upgrading. It’s a good idea to make a
backup before completing table maintenance procedures, in case you encounter any problems in that process. You
also should make a backup of your modified forms and reports, eConnect pre and post procedures and your
existing Integration Manager database.
If you are upgrading a company that has previously deployed SQL Server Reporting Services reports and
Microsoft Excel reports, the deployed reports are automatically upgraded. If you have modified reports, those
reports will be overwritten during the upgrade. Be sure to make a backup of your reports.
Reports you should print

Before you upgrade, it’s a good idea to print the following reports to a printer or to a file. You can use them to
verify that your system was upgraded properly or to re- create modifications.
MODULE REPORTS
System Process Server Setup List
General Ledger Detailed Trial Balance

System Preparation
We recommend that you complete the steps in this chapter before you upgrade your system. Be sure to follow the
instructions on how to prepare your data in Data preparation before preparing your system. After you’ve
completed the steps in this chapter, see Installing Dynamics GP on the first computer for instructions to upgrade
Dynamics GP.
Updates
We recommend that you check for and install the most current Dynamics GP update for the release you are
upgrading to. For the latest update information, see CustomerSource.
Be sure that you have installed the most current updates for your Dynamics GP system before using Dynamics GP
Utilities to upgrade your databases. If you don’t install the update before using Dynamics GP Utilities, the fixes will
not take effect. After upgrading your database, install the update on your client computers.
You can’t log in to Dynamics GP on a client computer if a Dynamics GP feature or additional component installed
on the client has different version information than the server. For more information about upgrading Dynamics
GP features and additional components, see [Additional features and components upgrade]additional-features-
and-components-upgrade.md).
Reviewing the Readme file

To view additional information, use the Readme file on the Dynamics GP media. Be sure to review the Readme file
(GPReadme.chm) before installing Dynamics GP.
Installing components on all client computers

We recommend that you install each registered Dynamics GP feature and additional components on all client
computers. If you’re using Project Accounting, you should install Project Accounting on every computer that you
have installed Dynamics GP on. You must install Bank Management on all clients for Direct Debits and Refunds to
work properly.
Upgrading Integration Manager

Before you install Integration Manager 2018, we recommend that you make a backup copy your existing
Integration Manager database (usually called IM.mdb) and then remove any previous versions of Integration
Manager. You can remove earlier versions of Integration Manager, but it’s not required.
To remove Integration Manager, use your system’s Add/Remove Programs utility, and select Integration Manager.
After you install Integration Manager 2018, you must convert the database you backed up. After you convert your
SQL Optimized data to Integration Manager
2018 for the eConnect adapter, review your destination settings and verify that they are correct. For more
information about installing Integration Manager and converting a database, refer to the Integration Manager
User ’s Guide.
Upgrading in a test environment

It is recommended that you use a test environment to practice the process of upgrading Dynamics GP, additional
components, modified forms and reports, and customizations. By using a test environment, you can resolve any
potential issues that may occur before you upgrade your current release of Dynamics GP. You also can estimate
the time it will take to upgrade your current release to Dynamics GP. A test environment also allows users to test
their day-to-day tasks to ensure that processes are working properly, and to learn the new features and modules in
Dynamics GP.
A test environment can be a single server or a server with one or more client computers where an upgrade takes
place. The client computers can be used for testing and training purposes. There isn’t a required number of
computers that need to be involved in a test environment.
Backups
You should make at least one complete backup of all your databases before upgrading. You also should make a
backup of all your modified dictionaries as well. It’s a good idea to make a backup before completing table
maintenance procedures, in case you encounter any problems in that process. You also should make a backup of
eConnect pre and post procedures and your existing Integration Manager database.
If you are upgrading a company that has previously deployed SQL Server Reporting Services reports and
Microsoft Excel reports, the deployed reports are automatically upgraded. If you have modified reports, those
reports will be overwritten during the upgrade. Be sure to make a backup of your reports.
Database maintenance
For your SQL database, you should run the following database maintenance routine against the DYNAMICS
database and all company databases in or Microsoft SQL Server Management Studio. The database maintenance
routine will help to ensure that your table structure is ready to be upgraded if there are no errors indicated. Be sure
that there are no allocation or consistency errors in the results.
If you prefer to perform table maintenance only on the tables that have changed, lists of tables that have changed
from previous releases are available on the Dynamics GP media as part of the Software Developers’ Kit (SDK).
NOTE
It’s a good idea to make a second backup after performing table maintenance, but before upgrading to a new version. If you
have this backup and an expected problem occurs while upgrading, you won’t have to repeat the table maintenance step.
Known issues
Review the following known issues before upgrading to Dynamics GP. To be sure that you review the most current
known issues, download the latest version of this manual from CustomerSource.
Records that aren’t valid in purchase order tables
If records that aren’t valid exist in the Purchase Order Line table (POP10110), or in the Purchase Order Line
History table (POP30110), or in both tables, the upgrade can fail.
You can download an upgrade preparation script that will help you determine the disk space requirements from
CustomerSource.
To verify purchase order tables:
1. Download and open the Invalid_Records_POTables.txt script.
2. Copy all of the contents of the script and paste the contents of the script into Microsoft SQL Server
Management Studio.
3. Run the script against all company databases.
4. If results aren’t returned after running the script, invalid records don’t exist. You can upgrade to Dynamics
GP.
If results are returned after running the script, invalid records exist and you can use Microsoft SQL Server
Management Studio to remove these records. You also can check links in the Purchasing series before upgrading
to Dynamics GP to remove invalid records.
Microsoft SQL Server 2012 database compatibility level
If you have upgraded to Microsoft SQL Server 2012 before upgrading to Dynamics GP, be sure to change your
database compatibility level to SQL Server 2012 (110) for all your databases.
To change the database compatibility level:
1. Open the SQL Server Management Studio. Log in to the server.
2. In the Object Explorer, expand the databases.
3. Right-click on a database and click Properties to open the database properties window.
4. Select Options in the Select a Page pane.
5. In the Compatibility level field, select SQL Server 2012 (110) as the level.
6. Repeat steps 4 through 6 until all the databases have been changed.
The Server drop-down list is blank in Welcome to Dynamics GP window
If the Server drop-down list is blank in the Welcome to Dynamics GP window after you upgrade, you must set up
an Open Database Connectivity (ODBC ) data source using SQL Native Client 10 or SQL Native Client 11 on your
computer.
If you are using a 64-bit operating system, you must set up a 32-bit ODBC data source. For instructions on how to
set up a data source for a 64-bit operating system, see Microsoft Knowledge Base article, How to set up an ODBC
Data Source on SQL Server for Dynamics GP.
To set up an ODBC data source using the SQL Native Client 10 driver:
3. In the Create New Data Source window, select SQL Native Client 10 from the list and choose Finish.
FIELD VALUE
Choose Next.
5. In the second Create a New Data Source to SQL Server window, select With SQL Server authentication
using a login ID and password entered by the user option as how to verify the login ID.
7. In the third Create a New Data Source to SQL Server window, be sure that all the options are unmarked
and choose Next.
Choose Finish.
To set up an ODBC data source using the SQL Native Client 11 driver:
3. In the Create New Data Source window, select SQL Native Client 11 from the list and choose Finish.
FIELD VALUE
FIELD VALUE
Choose Next.
5. In the second Create a New Data Source to SQL Server window, select With SQL Server authentication
using a login ID and password entered by the user option as how to verify the login ID.
7. In the third Create a New Data Source to SQL Server window, be sure that all the options are unmarked
and choose Next.
Choose Finish.
Tables contain incorrect account framework information
If the following tables contain incorrect account framework information, the upgrade will fail. You must run the
following script in each company to correct the issue.
TABLE PHYSICAL NAME TABLE DISPLAY NAME
GL10110 Account Current Summary Master
GL10111 Account Summary History
GL70500 General Ledger Report Options
GL70501 General Ledger Report Options Temporary
GL00200 Budget Master
GL00201 Budget Summary Master
NOTE
You can download an upgrade preparation script that will help you determine incorrect account framework information from
https://mbs.microsoft.com/customersource/northamerica/GP/support/hot-topics/HOT_TOPIC_MDGP2018Upgrade.
To verify account framework information in tables:

1. Download and open the Account_Framework_Validation.txt script.
2. Copy all of the contents of the script and paste the contents of the script into
Microsoft SQL Server Management Studio.
3. Run the script against any database.
4. If results aren’t returned after running the script, the tables are in the correct format.
If results are returned after running the script, the tables do not match the account framework information. Contact
the Dynamics GP Update Technical Support Team for instructions before upgrading. You can contact Dynamics GP
Technical Support using one of the following methods.
Create a Support request.
Contact by telephone at 1-888-477-7877.
Dynamics GP Utilities not responding
During the upgrade process, the Dynamics GP Utilities might appear as not responding and a Dynamics GP
Utilities window might appear as white. Do not cancel Dynamics GP Utilities. Dynamics GP Utilities is still
processing.
Budget date records in Analytical Accounting
The AA Budget Tree Balance (AAG00904) table contains the records for each budget in Analytical Accounting. If
there are budget date records in the AAG00904 table that do not exist in the aaDateSetup (AAG00500) table, the
upgrade will fail and the following error occurs.
AAG00904 135 [Microsoft][SQL Server Native Client 10.0][SQL Server]Cannot insert the value NULL into
column'YEAR1', table 'XXXX.dbo.AAG00904'; column does not allow nulls.UPDATE fails.
To validate budget date records in the Analytical Accounting:
1. Copy the following script and paste it into Microsoft SQL Server Management Studio.
select distinct(a.PERIODDT) from AAG00904 a, AAG00500 b where a.PERIODDT not in (select b.date1
from AAG00500 b)
2. Run the script against the company database.
3. If results aren’t returned after running the script, you can upgrade to Dynamics GP.
If results show that there are budget date records that do not exist in the AAG00500 table, continue with the
next step.
4. Run the following script to see if there is a fiscal or calendar year set up in the SY40101 (Period Header)
table for the budget dates.
select * from SY40101
5. If there a fiscal or calendar year isn’t set up for the date, you must set up the fiscal or calendar year for those
budget record dates before you can upgrade.
If there is a fiscal or calendar year set up for the date, the records are missing from the AAG00500 table.
Complete the following steps.
6. Run the following script to back up the AAG00500 table.
Use the information in this chapter to install Dynamics GP.
then on each client. However, Dynamics GP is not required to be installed on the server. You must install the
Dynamics GP databases on one computer first. After the Dynamics GP databases are installed on that computer,
you’ll be using the Dynamics GP installation media or using an installation package to install on all remaining
clients. For more about creating an installation package for your clients, see Installation package.
The program files of the previous release aren’t removed by the Dynamics GP upgrade process.
Installing Dynamics GP (first computer)

Before you begin, be sure you’ve completed the preparation steps listed in Data preparation and System
preparation. You must be logged in to Windows as a user with system administrator privileges.
To install Dynamics GP (first computer):
2. If one or more of the following components isn’t installed on your computer, the Dynamics GP
Bootstrapper Setup window opens and you can choose to install the missing component or components.
4. Select the primary country or region where you do business in the Country/ Region Selection window.
Click Next.
5. Follow the instructions in the screen to accept the software license agreement. To install Dynamics GP, you
must accept this agreement and click Next.
about each option.
OPTION WHAT HAPPENS
Run from My Computer The selected feature will be installed on the local hard disk.
Run all from My Computer Will install the feature and all of its sub–features.
Not Available Will not install the selected feature or sub–feature.
If you’ve installed a feature in a previous release, be sure that you’ve selected to install that feature in the Select
Feature window. You can review the DYNAMICS.SET file for a list of features you have installed.
7. Specify a new folder where the Dynamics GP files should be installed. To select a different folder, click
Browse.
After you have specified the installation location, click Next.
8. In the SQL Server window, you can set up an ODBC data source in the SQL Server window by entering the
name you assigned to the SQL Server when you installed Microsoft SQL Server.
9. Select the system database name that you are upgrading.
Click Next.
14. Before you start Dynamics GP Utilities, check for and install the most current Dynamics GP update for
Dynamics GP. See CustomerSource for the latest update information.
NOTE
To start Dynamics GP Utilities, you must have appropriate privileges. Typically this means being prat of the Administrators
group or the Power Users group. If you are using an operating system that has User Account Control, (UAC) enabled, you
will be prompted to run the program as a user with administrative privileges. Refer to your operating system documentation
15. After installing Dynamics GP and the most recent update, you can perform the following steps.
Start Dynamics GP Utilities.
Follow the instructions in the Dynamics GP Utilities windows to upgrade tables on your server,
upgrade your companies, and upgrade modified forms and reports. See Company data conversion
After using Dynamics GP Utilities, you can install additional component applications on the server
computer. See Creating an Installation package or Installing an additional component for more
information.
Additional features and components upgrade
Depending on your organization’s needs, you may have purchased additional features or components that add
specialized functionality to your Dynamics GP system. After you’ve installed Dynamics GP and upgraded your
data using Dynamics GP Utilities, you can install additional features and components that integrate with Dynamics
GP.
Dynamics GP features
After you’ve upgrade Dynamics GP, you may decide to purchase an additional feature or remove a feature. Some
features add a single function to your Dynamics GP system while some, such as Manufacturing, allow you to
complete a range of related business and accounting tasks that use one or more modules. Dynamics GP Utilities
upgrades the tables for the features along with the Dynamics GP tables. If you choose to add a feature, we
recommend that you install each registered Dynamics GP feature and additional component on all client
computers. You can use the Select Features window to install or uninstall a feature. See the Adding or removing
additional features section for more information.
The following table lists the Dynamics GP features. The features available depends on the country or region you
selected when installing Dynamics GP
For all countries and regions:
A4 MANUFACTURING
Analysis Cubes Client Multilingual Checks
Analytical Accounting Payment Document Management
Date Effective Tax Rates Professional Services Tools Library
Electronic Bank Reconcile Project Accounting
Encumbrance Management Revenue/Expense Deferrals
Enhanced Intrastat Safe Pay
Fixed Asset Management Service Based Architecture
Grant Management VAT Daybook
Web Client Runtime
For all countries and regions except Canada and the United States:
BANK MANAGEMENT SCHEDULED INSTALLMENTS
Direct Debit Refunds
For the United States:

Human Resources and Payroll suite
For Belgium and France:
Export Financial Data
Adding or removing additional features

Use the installation wizard to add or remove features from your Dynamics GP installation. You also can use the
Program Maintenance window, opened from the Add or Remove Programs control panel, to add or remove
features. You should make a complete backup of your data before adding or removing features. Removing a
feature does not remove tables from the database. Dynamics GP Utilities upgrades the tables for the feature along
with the Dynamics GP tables.
You can’t log in to Dynamics GP on a client computer if a component installed on the client has different version
information than the server. You can use the GP_LoginErrors.log file in your temporary directory to help resolve
the version information issue. The log file will contain the product name, along with the dictionary version and the
database version.
To add or remove additional features:
1. Start the installation wizard. You can use either of the following methods.
From the Dynamics GP media, double-click the Setup.exe file. Click Dynamics GP. Select the existing instance
of Dynamics GP in the Instance Selection window and click Next.
—or—
Open the Control Panel > Programs and Features or Uninstall a program. Select Dynamics GP. Click Change
to open the Program Maintenance window.
2. Click Add/Remove Features.

3. In the Select Features window, select the features to install or uninstall. When you install a new feature, you
won’t reinstall features that have been installed previously.
OPTION WHAT HAPPENS
After you have specified the feature or features, click Next.

5. The Installation Progress window appears, where you can view the status of a feature.
7. Start Dynamics GP Utilities.
To start Dynamics GP Utilities, you must have appropriate user privileges. If you are using an operating system
that has User Account Control (UAC ) enabled, you will be prompted to run the program as a user with
administrative privileges. Refer to your operating system's documentation for more information.
9. Follow the instructions in the Dynamics GP Utilities windows. Depending on the feature and whether
you’re installing the feature on your server or a client, you may have to upgrade tables and upgrade your
companies and register the feature. You do not have to reapply the update for the features you selected.
10. After the upgrade process is finished, the Additional Tasks window opens, and you can perform additional
tasks, start Dynamics GP, or exit the installation. See Company data conversion for more detailed
information about each task in the Additional Tasks window.
Additional components
A smaller set of additional products or components are separate installations available on the Dynamics GP media.
These additional components are listed in the main Dynamics GP installation window. For more information about
accessing this window, see the Installing an additional component section.
The following table lists the additional components.
Analysis Cubes Server Installs Analysis Cube Server configuration wizards for SQL
Server 2012, SQL Server 2014, and SQL Server 2016.
Dynamics GP Add-in for Microsoft Word Installs the code necessary to enable template mapping so
you can create and modify Word templates for Dynamics GP.
eConnect A document integration tool that enables high volume, high

speed programmatic integration to and from applications and
the Dynamics GP back office solution.
Integration Manager Allows you to perform a one-time data conversion from your
existing system to Dynamics GP products, or to perform
ongoing integrations from other applications.
Tenant Service A service that will provide tenant and user configuration
information to applications. This service is required if you are
setting up Dynamics GP Web Client for multiple tenants.
Web Client The web server components that will provide browser access
to Dynamics GP.
GP Web Resource Cache Install on each session server to improve performance by

enabling web client caching.
Web Services Runtime The runtime engine that adds a Web Services interface to
Dynamics GP. Install this component if you want to run
integrations that access Dynamics GP data through Web
Services. Several prerequisites must be met before you can
install this component. Refer to the Web Services Installation
and Administration Guide for more details.
Web Services Management Tools Installs the Security Console and Exceptions Management
Console, which you can use to administer security and
exception information for Web Services for Dynamics GP.
Install this component if you want to manage Web Services
from a workstation separate from where the Web Services
Runtime is installed.
Companion Application Services A tool that enables you to connect your Dynamics GP
application to a data source.
GP PowerShell PowerShell cmdlets that perform various configuration tasks

for a Dynamics GP web client installation.
OData Services
There are some additional components that are released only on the CustomerSource Web site.
Installing an additional component

Use this procedure to install an additional component after you’ve installed Dynamics GP and upgraded your
company data using Dynamics GP Utilities. Before installing additional components, you should make a complete
backup of your data.
Each additional component has its own installation instructions and documentation that you can access before you
install the component. After you review the documentation you can install the component.
To install an additional component:
1. From the Dynamics GP media, double-click the Setup.exe file.
2. Click the additional component you want to install and then click View Documentation.
3. After you review the documentation, install the component by clicking the additional component you want
to install and then clicking Install.
4. Depending on the component you installed, you may be instructed to restart your computer.
5. When installation of the additional component is complete, you can either install another component or
close the main Dynamics GP installation window.
Installation package
Instead of physically going to each client computer to install Dynamics GP, you can use an installation package to
install Dynamics GP on multiple client computers. An installation package stores the files required to install a
custom configured installation in a shared network location you set up. How Dynamics GP is installed on the client
computer using the installation package depends on the tools and applications you use.
Installation package overview

You can use a client installation package to install Dynamics GP on additional client computers without having to
physically go to each client computer and use the Dynamics GP installation wizard. When you create an
installation package, the installation package stores the files required to install a Dynamics GP installation. To
install Dynamics GP, your package can install Dynamics GP using the GreatPlains.msi file or the Setup.exe.
We recommend that you install the following components on each client computer. You can install these
components from the Dynamics GP media.
These components aren’t installed for you if you set up your installation package to install Dynamics GP using the
GreatPlains.msi file. If these components are not installed on the client computer, Dynamics GP won’t be installed.
These components are installed for you if you set up your installation package to install Dynamics GP using the
Setup.exe.
When creating the installation package, you’ll select the shared network location where the installation package
will be created, select Dynamics GP features, and enter a location where Dynamics GP will be installed on each
client computer.
The installation package must be created in a shared network location that each client computer has access to. The
location where Dynamics GP will be installed must be a valid location for each client computer.
After the installation package is created, it can be run from the shared network location to install the Dynamics GP
client without the user having to make installation decisions. A progress window shows how the process is
progressing. After Dynamics GP is installed and the user on the client has started Dynamics GP, the user may
have to include new code and use Dynamics GP Utilities to synchronize the account framework.
How Dynamics GP is installed on the client computer using the installation package depends on the tools and
applications you use. You can send an e-mail with a link to the installation package. The user can click the link to
install Dynamics GP. Or, you can create a deployment package using a software distribution tool such as Systems
Management Server so that Dynamics GP is automatically installed after the user logs into his or her computer.

You can use an installation package to install Dynamics GP on your client computers. An installation package
contains all the information required to install Dynamics GP.
To create an installation package:
1. Create a shared network location or verify that the client computers have access to a shared network
location.
3. Click Create Installation Package.
4. In the Installation Location window, enter or select the folder where the installation package will be created.
We recommend that you use a Universal Naming Convention (UNC ) path or a mapped drive letter that is
common across all targeted computers. The network location must be accessible from any computers that
will have Dynamics GP installed on them using the installation package.
Click Next.
5. In the Country/Region Selection window, select the primary country or region where you do business. Click
Next.
We recommend that you install all the features that you are registered to use on all your client computers.
OPTION WHAT HAPPENS
7. Specify the location on the client computer where you want the Dynamics GP files installed. If you don’t
enter the location, the default location is \Program Files\Microsoft Dynamics\GP on the hard disk that has
the operating system installed.
Be sure that the location is a valid location for every computer on which the installation package is used to
Microsoft SQL Server.
9. Select the system database name.
Click Next.
10. Specify the location of the Reports dictionary and the Forms dictionary. The location where dictionaries are
must be a valid location for each client computer. The locations are written to the Dex.ini file. Click Next.
11. Specify where to store the OLE Notes files and Letter Wizard files. Click Next
12. In the Install Program window, click Install to create the package.
13. The Installation Progress window appears, where you can view the status of creating the installation
package.
14. In the Create Installation Package Complete window, click Finish.
The installation package is installed in the shared network location you specified. The installation package
stores the files, such as Great Plains.msi and Setup.exe, required to install a custom configured Dynamics
GP installation.
15. How Dynamics GP is installed on the client computer using the installation package depends on the tools
and applications you use. You can send an e-mail with a link to the installation package. Or, you can create a
deployment package using a software distribution tool such as Systems Management Server so that
Dynamics GP is automatically installed after the user logs into their computer.
We recommend that you install the following components on each client computer if you set up your
installation package to install Dynamics GP using the GreatPlains.msi file. You can install these components
from the Dynamics GP media.
Install Dynamics GP on subsequent computers
Use the information in this chapter to install to Dynamics GP on each client computer. You also can use Dynamics
GP Utilities to synchronize the Dynamics GP dictionary on each additional client with your account framework.
Installing Dynamics GP (additional computers)

the first computer, and created company data using Dynamics GP Utilities.
To install Dynamics GP (additional computers):
2. If one or more of the following components isn’t installed on your computer, the Dynamics GP Bootstrapper
Setup window opens and you can choose to install the missing component or components.
Dynamics GP. If your system does not meet requirements, the installation won’t continue.
4. Select the primary country or region where you do business in the Country/ Region Selection window. Click
Next.
5. Follow the instructions in the windows to accept the software license agreement. To install Dynamics GP,
you must accept this agreement.
6. In the Select Features window, select the features to install. We recommend that you install all the features
that you are registered to use on all client computers.
OPTION WHAT HAPPENS
If you’ve installed a feature in a previous release, use the Select Features window to install that component. See
Dynamics GP features for a list of Dynamics GP features.
7. Specify the folder where the Dynamics GP files should be installed. To select a different folder, click Browse.
Microsoft SQL Server. Click Next.
9. Select the system database name you are upgrading.
Click Next.
The Installation Progress window appears, where you can view the status of the installation.

13. Before you start Dynamics GP Utilities, check for and install the most current Dynamics GP update for
Dynamics GP. See CustomerSource
(https://mbs.microsoft.com/customersource/northamerica/GP/learning/documentation/system -
requirements/dynamicsgpresource#GP2018) for the latest update information.
14. After installing Dynamics GP and the most recent update, you can perform the following steps.
NOTE
enabled, you will be prompted to run the program as a user with administrative privileges. Refer to your operating system's
Start Dynamics GP Utilities.

Follow the instructions in the Dynamics GP Utilities windows to synchronize your account framework. See
Synchronizing a client’s account framework for more information about synchronizing your account
framework.
After using Dynamics GP Utilities, you can install additional component applications on the server
computer. See the Installing an additional component section for more information.

Synchronize the account framework of each client where you install Dynamics GP. Scripts and files installed
previously on the server are used by Dynamics GP Utilities to complete the client setup.
NOTE
enabled, you will be prompted to run the program as a user with administrative privileges. Refer to your operating system's

1. Start Dynamics GP Utilities.
2. In the Welcome to Dynamics GP Utilities window, verify your server name, and enter your User ID and
Password. Click OK.
3. In the Welcome to Dynamics GP Utilities window, click Next.
4. After the account framework is synchronized, the Additional Tasks window opens. In the Additional Tasks
window, you can choose to complete additional tasks, launch Dynamics GP, or end the installation. If you
select any task, choose Process; otherwise, choose Exit.
Repeat the client installation process for each computer you’ll use as a client or process server for Dynamics GP.
See Chapter 6, “Company data conversion,” for more information about additional tasks using Dynamics GP
Utilities.
Module upgrades from Dynamics GP 2013
Use the module upgrade information in this chapter to verify the upgrade from Dynamics GP Release 2013. The
information in this chapter also provides information about module upgrades from Dynamics GP 2013 to
Dynamics GP.
This chapter contains the following sections:
System upgrade
Payables Management upgrade
Purchase Order Processing upgrade
Fixed Assets upgrade
Payment Services for Microsoft Dynamics ERP upgrade
System upgrade
The following change has been made in Dynamics GP. For more information, refer to your System User ’s Guide .
Posting Accounts Setup window
The Prepayment field has been added. This field will appear in the scrolling window if you select All or Purchasing
in the Display field. If you are allowing prepayments for purchase orders, you can enter an account that will be
used as the default entry for the prepayment if you didn't enter a default prepayment account in the Purchase
Order Processing Setup window.
Audit Trail Codes Setup window
Purchasing Prepayments has been added as a new audit trail code. This audit trail code will appear in the scrolling
window if you select Purchasing in the Display field.
Security Task Setup window
Purchasing Prepayments has been added to the Series Posting Permissions type for the TRX_PURCH_022 task ID
for the Purchasing series.
Posting Setup window
Purchasing Prepayments has been added as an origin for the Purchasing series.
The Apply Documents Posting Journal has been added to the Receivings Trx Entry origin and Purchasing Invoice
Entry origin in the Purchasing series.
Setup Checklist window
The name of the existing Workflow node in the Setup Checklist window has changed to Workflow for SharePoint.
A new Workflow node has been added for the new Workflow feature in Dynamics GP. (Dynamics GP 2013 R2 and
later.)
Message Setup window
All existing messages will be updated to have Standard as the message type in the Message Setup window. The
Standard message type is for messages that you send to customers or vendors when sending documents in e-mail.
The new Workflow feature has Workflow Assignment and Workflow Action Completed as message types.
(Dynamics GP 2013 R2)
Note window
You can use the Document Attachment Management window to attach documents to record level notes instead of
OLE objects. If there is an existing OLE object is attached to a note record, the Attach button in the Note window is
a drop-down list where you can select OLE Object or Document Attach. By selecting OLE Object, you can open the
OLE container. If you select Document Attach, the Document Attachment Management window opens. A
checkmark displays next to the option that has a file attached to the note.
If there isn't an existing OLE object is attached to the note, the Attach button in the Note window opens the
Document Attachment Management window. (Dynamics GP 2013 R2)
You can use the OLE Notes Migration Utility to migrate the documents already attached to notes from OLE
objects to the new document attachment functionality. For more information refer to Microsoft Dynamics
CustomerSource or PartnerSource.
Payables Management upgrade

The following changes have been made. For more information, refer to your Payables Management
documentation.
1099 address ID
The default 1099 address ID for a 1099 vendor is the primary address ID. The vendor address information
assigned to the 1099 address ID is used when you print 1099 statements.
Additional 1099 information
Additional 1099 boxes and fields have been added for the 1099 tax types in the following windows.
1099 Setup window
TAX TYPE 1099 BOX NUMBER MINIMUM AMOUNT
Dividend 10 Exempt Interest Dividends 0.01
11 Specified Private Activity Bond 0.01

Interest Dividends
14 State Tax Withheld 0.01
Individual 13 State Tax Withheld 0.01
Miscellaneous 18 State Income 0.01
1099 Details window
TAX TYPE 1099 BOX NUMBER OR FIELD AMOUNT
Dividend 10 Exempt Interest Dividends 0.00
11 Specified Private Activity Bond 0.00

Interest Dividends
14 State Tax Withheld 0.00
Foreign Country or U.S. Possession
State Code
TAX TYPE 1099 BOX NUMBER OR FIELD AMOUNT
State Identification No. 0.00
Individual 13 State Tax Withheld
Foreign Country or U.S. Possession
Tax Exempt Bond CUSIP No.
State Code
State Identification No.
Miscellaneous 18 State Income 0.00
Payer Made Direct Sales of $5,000 or

more etc.
State/Payer's State No.
Purchase Order Processing upgrade

The following changes have been made. For more information, refer to your Purchase Order Processing
documentation.
Drop-ship or drop-ship blanket line items that track serial or lot numbers
If you have purchasing invoice receipts saved in a batch prior to upgrading to Dynamics GP 2013, drop-ship or
drop-ship blanket line items that track serial or lot numbers assigned to the invoices will not be marked to track
serial or lot numbers after you upgrade. You can track serial or lot numbers for these items by selecting each
invoice in the Purchasing Invoice Entry window and marking the S/L option for each item.
Posting Accounts Setup window
The Prepayment field has been added. This field will appear in the scrolling window if you select All or Purchasing
in the Display field. If you are allowing prepayments for purchase orders, you can enter an account that will be
used as the default entry for the prepayment if you didn't enter a default prepayment account in the Purchase
Audit Trail Codes Setup window
Purchasing Prepayments has been added as a new audit trail code. This audit trail code will appear in the scrolling
window if you select Purchasing in the Display field.
Security Task Setup window
Purchasing Prepayments has been added to the Series Posting Permissions type for the TRX_PURCH_022 task ID
for the Purchasing series.
Posting Setup window
Purchasing Prepayments has been added as an origin for the Purchasing series.
The Apply Documents Posting Journal has been added to the Receivings Trx Entry origin and Purchasing Invoice
Entry origin in the Purchasing series.
Purchase order approval workflow
When you upgrade to Dynamics GP 2013 R2 or later, there will no longer be the option to use the Purchase Order
Approval workflow type in Workflow for SharePoint.
If you were using the Purchase Order Approval workflow in Workflow for SharePoint, the workflow status for each
purchase order with an Open status is updated to the Workflow Not Activated status in the new Workflow feature.
After setting up a new the purchase order approval workflow in Dynamics GP, you can resubmit the purchase
orders using the Purchase Order Entry window or the Purchase Order Transactions navigation list.
The workflow status for each historical purchase order is updated to the statuses used in the new Workflow
feature. Review the following table for the new statuses.
WORKFLOW FOR SHAREPOINT STATUS NEW WORKFLOW STATUS
Workflow Not Activated Workflow Not Activated
Not Submitted Not Submitted
Pending Approval Pending User Action
Pending Changes Recalled
No Approval Needed No Approval Needed
Approved Completed
Rejected Rejected
Workflow Deactivated Workflow Not Activated
If you were not using the Purchase Order Approval workflow in Workflow for SharePoint, the workflow status for
each purchase order, including those in history, is updated to the Workflow Not Activated status in the new
Workflow feature. (Dynamics GP 2013 R2)
Project Accounting upgrade

The following changes have been made. For more information, refer to your Project Accounting documentation.
The Exceed Total PO Quantity option has been removed from the PA Purchase Order Processing Setup window.
An Overage field has been added in the Purchase Order Processing Setup, Item Class Setup window, and the Item
Purchasing Options Maintenance window. If the item is a Sales Inventory or Discontinued item, you can allow
quantity tolerances for overages for the quantity ordered.
If the Exceed Total PO Quantity option was marked in a previous release, the Overage option is unmarked in the
Purchase Order Processing Setup window, Item Class Setup window, and the Item Purchasing Options
Maintenance window.
If the Exceed Total PO Quantity option was unmarked, the Overage option is marked. You will have to enter a
quantity tolerance percentage for the overage.
Fixed Assets upgrade

The following changes have been made. For more information, refer to your Fixed Assets documentation.
Fiscal calendar
If you have created a Fixed Assets fiscal calendar in a previous release, the following updates occur to the calendar.
The calendar ID of DEFAULT is assigned to the calendar.
The description of Default FA Calendar is assigned to the calendar.
The Short/Long Year option is unmarked in the Fixed Assets Calendar Setup window for each year in the
calendar.
The Depreciation Percentage is 100% in the Fixed Assets Calendar Setup window for each year in the
calendar.
The DEFAULT calendar is assigned to the existing asset books.
Next Asset ID
The Next Asset ID field in the Fixed Assets Company Setup window is set to the highest asset ID value in the Asset
General Information Master (FA00100) table plus 1. For example, if the highest value in the table is FA0001234,
then the Next Asset ID field is set to FA0001235. If the highest asset ID value ends in alphabetic characters, such
as 8050AC, then the Next Asset ID field in the Fixed Assets Company Setup window is blank.
Transfer records
Each existing transfer record in the Asset Transfer Master (FA00800) table is assigned the company ID of the
company database as the originating company and destination company
Payment Services for Microsoft Dynamics ERP upgrade

The following changes have been made. For more information, refer to your Payment Services for Microsoft
Dynamics ERP documentation.
Address verification is implemented in Payment Services providing an authorization process that validates the card
holder billing address information with the merchant bank's record for the card holder to ensure the card is in the
hands of the rightful owner. If the result of the verification is not accepted, the credit card transaction will be
voided.
The numeric ISO code that is used to identify the country, rather than the entry in the Country Code field. Because
various entries may have been made to identify a country - such as US or USA to identify the United States, the
one standard number assigned by the ISO is used to verify the country. After the upgrade, you will have to
associate countries codes with the correct countries.
After you upgrade
We recommend that you complete the steps in this chapter after you upgrade all Dynamics GP databases. After
you’ve completed these steps, see Module upgrades from Dynamics GP 2013 to complete additional procedures
that are necessary after you’ve upgraded Dynamics GP and your company data to the latest version of Dynamics
GP.
Backups
You should make at least one complete backup of your system database and each company database after
upgrading to Dynamics GP.
Reconciling financial data

Use the Reconcile Financial Information window to reset the summary amounts for each year.
To reconcile financial data:
1. Open the Reconcile Financial Information window. (Financial >> Utilities >> Financial >> Reconcile)
2. Select a year to reconcile.
3. Choose Reconcile.
4. Repeat steps 2 and 3 until all the years in General Ledger have been reconciled.

Use the Check Links window to check relationships among tables to find information that may be missing from
one table within the relationship. You must check links for the Multicurrency Setup table even if you are not
registered for Multicurrency Management.
To check links for currency tables:
1. Open the Check Links window. (Dynamics GP menu >> Maintenance >> Check Links)
3. In the Logical Tables list, select Multicurrency Setup and choose Insert to insert it into the Selected Tables
list.
Discontinuing the DexSQL.log

You should discontinue using the DexSQL.log file after the upgrade process. The DexSQL.log is a helpful tool that
captures SQL operations and can provide information if there are issues during the upgrade process.
To discontinue the DexSQL.log:
1. Open the Dex.ini file in the Data folder of the Dynamics GP folder.
2. Change the following statements to FALSE.
SQLLogSQLStmt=TRUE
SQLLogODBCMessages=TRUE
SQLLogAllODBCMessages=TRUE
Reports you should print after upgrading

After you upgrade, we recommend printing the following reports to a printer or to a file. You can use them to verify
that your system was upgraded properly, or to re-create modifications.
MODULE REPORTS
System Shortcut Bar
General Ledger Detailed Trial Balance
Receivables Management Aged Trial Balance with Option
Payables Management Aged Trial Balance with Option
Inventory Control Pricing Reports
Error Reports
Purchase Receipts
Purchase Order Processing Purchase orders
Purchase Order Status Report
Payroll Manual Check Edit
List Benefit Summary Deduction

Summary
Department Wage Summary
FUTA Summary
Local Tax Summary
Payroll Summary
Pay Code Summary
Position Summary
State Tax Summary
SUTA Summary
MODULE REPORTS
Workers’ Compensation Summary
Form 941
Form 941 Schedule B
Employee Pay History*
Transaction History Report*
Check History*
Manufacturing WIP Report
Manufacturing Order Summary
Standard Cost Pending
Print this report only if you’re keeping history.
Removing the previous release

You should remove the previous release from your computer by using your operating system’s Add/Remove
Programs utility. This includes the reports dictionary and program files for integrating products from the previous
release. After removing the release, use Windows Explorer to find and delete the folder where the release was
installed.
To remove Dynamics GP, use your operating system’s Add/Remove Programs utility, and select Dynamics GP.
Security for Dynamics GP

Refer to the Planning for Security document (Help >> Printable Manuals >> select Planning for Security) or to the
System Setup Guide (Help >> Contents >> select Setting up the System) for more information about security.
New users, by default, will not have access to any Dynamics GP data. You can use the default security roles and
tasks that are available, or you can create your own security roles and tasks to fit your company.
Create security tasks
For new users, you must create security tasks for Workflow, purchase requisitions, Payroll timecards, and Project
timesheets. You can use the Security Task Setup window to create those tasks. As a guide for the new tasks, review
the following tasks that are created for new Dynamics GP installations.
FIELD ENTRY
Task ID ADMIN_COMPANY_013*
Task Name Set up and maintain Workflow
Description Set up Workflow access, calendars, and workflow definitions.
Category Company
FIELD ENTRY
Product Dynamics GP
Type Windows
Series Company
Select the following resources Copy workflow
Workflow Email Notification Maintenance
Workflow Maintenance
Workflow User Selection
Workflow Calendar
Workflow Condition Editor
Description View purchase requisition documents and purchase requisition

items. Also includes the Purchase Requisition Transactions list
and preview.
Category Purchasing
Product Dynamics GP
Type Windows
Series Financial
Select the following resource PO Commitment for Document Inquiry Zoom
Type Windows
Series Purchasing
Select the following resources Purchase Requisition Inquiry
Purchase Requisition Inquiry Zoom
Purchase Comment Inquiry Zoom
Purchase Requisitions
Purchasing Ship To Address Inquiry
Type Windows
Series Company
FIELD ENTRY
Select the following resources Attachment Properties
Document Attachment Inquiry
Document Attachment Status Inquiry
Type Navigation Lists
Series Navigation Lists
Select the following resource Purchasing Requisition Transactions
Series Information Pane
Select the following resource Purchasing Requisition Transactions
FIELD ENTRY
Task ID RPT_PURREQ_006*
Task Name Approve Timecards
Description View and approve submitted timecard data. Delegate

approval.
Category Payroll
Product Dynamics GP
Type Windows
Series Payroll
Select the following resource Timecard Entry
Select the following resource Timecards Pending Approval
Series Information Pane

FIELD ENTRY
Series Customize Lists
FIELD ENTRY
Task ID PTE_TIME_ENTRY_001*
Task Name Self-service employee project time entry
Description Ability to enter project time entry transactions.
Category Project
Product Project Accounting
Type Windows
Series Project
Select the following resource PTE Timesheet Entry
PTE Inquiry Zoom Timesheet
Select the following resource PTE Timesheets
Series Customize Lists
Select the following resource PTE Timesheets
Create security roles

For new users, you must create the following security roles for Workflow, purchase requisitions, Payroll timecards,
and Project timesheets. As a guide for the new security roles, review the following tasks that are created for new
Dynamics GP installations
To create security roles:
1. Open the Security Role Setup window. (Administration >> Setup >> System >> Security Roles)
2. Create the following new roles.
FIELD ENTRY
Role ID ESS PURCHASE REQUESTER*

FIELD ENTRY
Role Name Purchase Requisitions PO Preview
Role Description Tasks include entering and reviewing purchase requisitions
Select the following tasks DEFAULTUSER
ADMIN_PURREQ_021*
INQ_PURREQ_005
FIELD ENTRY
Role ID ESS EMPLOYEE*
Role Name Employee Self Service Employee
Role Description Tasks include entering payroll time and viewing reports.
EMP_TIME_EMPLOYEE_001*
FIELD ENTRY
Role ID ESS EMPLOYEE MANAGER*
Role Name Employee Self Service Manager
Role Description Tasks include View and approve submitted timecard data and
delegating approval.
EMP_TIME_MANAGER_001*
HEADING
Role ID ESS PTE EMPLOYEE*
Role Name Project Time and Expense Self Service Employee
Role Description Can enter project time and expense transactions
PADEFAULTUSER*
PTE_TIME_Entry_001*
Security for SQL Server Reporting Services reports
After the upgrade, use Report Manager to grant access to additional reports deployed during the upgrade. You
should also use the SQL Server Management Studio to assign user groups to the SQL Server database roles that
correspond to the additional data connections and reports deployed during the upgrade. The user permissions
assigned to the previous versions connections and reports are maintained during the upgrade process.
If you have deployed reports using the SharePoint integrated mode and have already assigned permissions to
users, those same users will have access to report server items and operations immediately after you configure the
integration settings between Microsoft SharePoint and a report server. You can use existing permissions to upload
report definitions and other documents, view reports, create subscriptions, and manage items.
If you have not assigned permissions, assign user and group accounts to predefined SharePoint groups. You also
can create new permission levels and groups or modify existing ones to vary server access permissions as specific
needs arise.
You can deploy SQL Server Reporting Services reports for multiple Dynamics GP instances to a single Microsoft
SQL Server Reporting Server. If you have deployed reports to a folder on a Microsoft SQL Server Reporting
Server using the Native mode, you must to provide access to the folder.
Company data conversion
After you’ve upgraded your software, you need to complete a number of additional procedures to upgrade your
tables before you can use Dynamics GP. To do this, you’ll use an application called Dynamics GP Utilities. Follow
the instructions in this chapter to use Dynamics GP Utilities to upgrade tables on your server and client
computers.
Before using Dynamics GP Utilities, be sure that you have installed the most current update for your Dynamics GP
system. You also should make a backup of your databases.
NOTE
Enabling a DexSQL.log
If an error occurs during the upgrade process, you should change several settings in the Dex.ini file so that a
DexSQL.log file will record some SQL operations for one user from one client computer. The DexSQL.log file is a
helpful tool that can capture SQL operations and provide information if there are issues during the upgrade.
To enable a DexSQL.log:
You’ll have to restart Dynamics GP Utilities after you made the changes.
1. Open the Dex.ini file in the Data folder of the current Dynamics GP folder.
2. Change the following statements to TRUE.
SQLLogSQLStmt=FALSE
SQLLogODBCMessages=FALSE
SQLLogAllODBCMessages=FALSE
Upgrading Dynamics GP tables

Use this procedure to upgrade Dynamics GP tables on your server computer using Dynamics GP Utilities. You will
not need to complete all of these procedures on subsequent computers. When you start Dynamics GP Utilities for
subsequent computers, the Additional Tasks window will immediately open, where you can complete additional
tasks, such as upgrading your modified forms and reports. The process of upgrading tables may take some time.
Detailed lists of the changes to all tables are available on the Dynamics GP media. To access the table changes lists,
install the Software Developers’ Kit from the Dynamics GP media.
WARNING
If you are using Connector for Microsoft Dynamics, you must stop the Microsoft Dynamics Adapter Service on the server
before starting Dynamics GP Utilities. The company database upgrade will fail if the Microsoft Dynamics Adapter Service is
not stopped. Connector is not supported for Dynamics GP, so it’s not necessary to restart the service after the service after
the upgrade is complete.
To upgrade Dynamics GP tables:

1 Back up your system database and all company databases.
2. Start Dynamics GP Utilities. (Start >> All Programs >> Microsoft Dynamics >> GP 2018 >> GP Utilities)
3. In the Welcome to Dynamics GP Utilities window, verify your server name, enter the system administrator
user ID and password, and click OK.
NOTE
You must be logged in as a system administrator to complete database and system functions within Dynamics GP Utilities.
4. The Welcome To Dynamics GP Utilities window opens when you are logged into the server that you
selected. Read the message and click Next.
5. In the Upgrade Dynamics GP window, click Next to upgrade your system database.
NOTE
The Company Detail window opens if errors occurred while upgrading your system tables. You can use this window to view
the errors.
6. In the Upgrade these companies window, click Next. All companies are selected to be upgraded.
NOTE
The process of upgrading tables might take some time.
Dynamics GP Utilities upgrades your company databases. This process may take several minutes to
complete. The Server Installation Progress window describes the process as it progresses.
8. After the upgrade process is finished and is successful, the Additional Tasks window will open, where you
can upgrade your forms and reports dictionaries, start Dynamics GP, or exit the installation. To upgrade
your forms and reports dictionaries, see Upgrading modified forms and reports for more information. See
the following sections for more detailed information about each task.
If the upgrade process wasn’t successful, the Update Company Tables window opens. See Understanding upgrade
warnings for more information.
Additional upgrade tasks

You’ll use the following selections from the Additional Tasks window to upgrade your Dynamics GP files.
Re-add or Add sample company data
• Update modified forms and reports
For more information about upgrading forms and reports, see Upgrading modified forms and reports.
Start Dynamics GP Utilities if you haven’t already and follow the instructions in the Dynamics GP Utilities
windows until you open the Additional Tasks window. The following procedures assume that the Additional Tasks
window is open.
Re-adding sample company data
If you’ve upgraded the sample company from a previous release, you can add the sample data again. If you’ve
used the sample data in a previous release, you may want to re-add the data to practice procedures in Dynamics
GP. If a Dynamics GP feature is installed, the sample data for that feature will be included when adding or re-
adding sample data. The process of reinstalling sample company data may take some time.
If you are adding sample data again and haven’t previously deployed business components for the sample
company, you can deploy business intelligence components, such as SQL Server Reporting Services reports.
To re-add sample company data:
1. Select the Re-add sample company data option in the Additional Tasks window and click Process.
2. A message will be displayed indicating that the lesson company (sample company) is installed. Choose to
reinstall the lesson company.
LOCATION EXAMPLE
SharePoint Integrated mode location example:
LOCATION EXAMPLE
SharePoint Site https://<servername>/Reports
NOTE
Be sure that your URL locations don’t end with a slash. You can use the Reporting Services Configuration manager to verify
the Report Server Mode being and the URL locations.
If you have selected Native as the report server mode, you can enter the name of the folder to deploy the reports
to. By using a folder, you can deploy Reporting Services reports for multiple Dynamics GP instances to a single
Microsoft SQL Server Reporting Server. The default folder name is the name of the system database. If
DYNAMICS is the system database name, the Folder Name field is blank. After deploying reports to the folder,
you must provide access to the folder.
6. Click Next.
NOTE
NETWORK SHARE \\SERVERNAME\SHARENAME
9. Click Next.
NOTE
After the reports deployed, the Additional Tasks window will reappear.
Adding sample company data

If the sample company has never been installed before, you can add data for the sample company to your
Dynamics GP system to practice procedures. If a Dynamics GP feature is installed, the sample data for that feature
will be included when adding or re-adding sample data. The name of the sample company is Fabrikam, Inc. When
you are adding the sample company, you can create LessonUser1 and LessonUser2 as sample users. These users
will have access only to Fabrikam, Inc. The process of adding sample company data may take some time.
When you create the sample company, you can deploy business intelligence components, such as SQL Server
locations for the sample company.
To add sample company data:
1. Select the Add sample company data option in the Additional Tasks window and click Process.
2. In the Database Setup window, enter or accept the sample company database name and then select a
default location for new files that will be created for the sample company.
TWO is the default sample company database name if the TWO database doesn’t exist. You can only create
LessonUser1 and LessonUser2 as sample users for the TWO sample company database using the
If the sample company database has a different name than TWO, you must use the User Setup window to
create lesson users for the sample company and then use the User Access Setup window to set up user
access to the sample company.
3. In the Create Sample Users window, enter a password that will be used by the sample users, LessonUser1
and LessonUser2, to access the sample company. Reenter your password exactly as you previously entered
it. Click Next.
The Create Sample Users window appears if you are creating sample users for the TWO sample company
database. If the sample company database is not the TWO database, you will not be able to create sample
users using Dynamics GP Utilities.
LOCATION EXAMPLE
SharePoint Integrated mode location example:
LOCATION EXAMPLE

NOTE
Be sure that your URL locations don’t end with a slash. You can use the Reporting Services Configuration Manager to verify
the Report Server Mode being used and the URL locations.
If you have selected Native as the report server mode, you can enter the name of the folder to deploy the reports
to. By using a folder, you can deploy Reporting Services reports for multiple Dynamics GP instances to a single
Microsoft SQL Server Reporting Server. The default folder name is the name of the system database. If
DYNAMICS is the system database name, the Folder Name field is blank. After deploying reports to the folder,
you must provide access to the folder.
7. Click Next.
NOTE
SharePoint location example
SHAREPOINT SITE HTTPS://<SERVERNAME>/REPORTS
10. Click Next.

NOTE
If you don’t have the appropriate permissions to deploy the reports, a window opens where you can enter a domain\user
name and the password you use to log in to Microsoft Windows.
12. After the reports deployed, the Additional Tasks window will reappear.
Upgrading modified forms and reports

You can use Dynamics GP to upgrade the following types of information for modified forms and reports:
Fields where the data type has been changed are upgraded automatically on modified forms and reports.
Fields that have been moved from one table to another are upgraded automatically on forms and reports
that use those fields.
Fields that have been removed from tables are removed from corresponding forms and reports.
In addition, similar changes are made to modified forms and reports for integrating applications. Consult the
documentation for the integrating application for information about whether that application supports automatic
form and report upgrades. If you are using Personal Data Keeper, see the Dynamics GP technical support for
information about synchronizing forms and reports.
NOTE
If your forms and reports dictionaries are in a shared location, you need only to perform this procedure once.
To upgrade modified forms and reports:

1. Make a backup of each reports dictionary or forms dictionary to upgrade. The name of the reports
dictionary for Dynamics GP is Reports.dic and the name of the forms dictionary for Dynamics GP is
Forms.dic.
2. Open the Dynamics GP launch file (Dynamics.set) and verify that the paths to the modified reports and
forms are correct. The paths must be the location of the reports dictionary and forms dictionary from the
previous release.
3. In the Additional Tasks window, select Update modified forms and reports and click Process. The Locate
Launch File window appears.
4. Select the Dynamics GP launch file (Dynamics.set) that you use to start Dynamics GP on this client, then
click Next. The Update Modified Forms and Reports window appears.
5. Select Dynamics GP and any additional components whose modified forms and reports dictionaries you’re
upgrading.
6. For each component, choose the Details button, if necessary, to open the Product Details window, where
you can select the location of the original dictionary, such as Dynamics.dic or HR.dic. Click OK in the
Product Details window.
The original dictionary is the application dictionary from the previous release of Dynamics GP. After all forms and
reports dictionaries have been upgraded, you can delete the original dictionary.
7. In the Update Modified Forms and Reports window, click Update.
Your modified forms and reports dictionaries are upgraded, and a report named Update2013.txt is
generated, which contains information about upgraded modified forms. Be sure to review the report,
located in the \Data folder, to verify that your modified forms have been upgraded correctly.
8. Click Next. The Additional Tasks window reappears.
Be sure to review the Update2013.txt and Update2013.log, for more information about the modified forms
and reports upgrade.
Managing the Web Client SQL Server login

Use the Manage Web Client SQL Server Login window to create or modify a SQL Server login for Dynamics GP
Web Client. By using the single Web Client SQL Server login, each web client user can access the web client by
providing their standard Windows login credentials instead of using their own SQL Server login.
During the initial Dynamics GP installation, you can create the SQL Server login. Each web client session can use
the login to access SQL Server.
To manage the Web Client SQL Server login:
1. Select the Manage Web Client SQL Server Login option in the Additional Tasks window and click Process.
2. In the Manage Web Client SQL Server Login window, specify the SQL Server Login and password for the
Web Client SQL Server login.
3. If the login has an existing password, you can mark the Change password option to enter a different
password.
Click Save. The Additional Tasks window reappears.
Understanding upgrade warnings

After the upgrade or if the upgrade fails, the Update Company Tables window will be displayed. This window
indicates the status of a company by the icon displayed between the check box and the name of the company, as
shown in the following illustration.
ICON STATUS
Company tables were upgraded successfully.
Some company tables were not upgraded successfully.

Contact Microsoft
Dynamics GP Technical Support for further assistance. | | | Some company tables have warnings associated with
them. |
| | Not converted; someone at another client computer is currently upgrading this company. |
If no icon appears between the check box and the name of the company, the company needs to be upgraded.
If errors do occur, download the Failed_Tables_List.txt script from
https://mbs.microsoft.com/customersource/northamerica/GP/support/hot-
topics/HOT_TOPIC_MDGP2018Upgrade, and save it to your hard disk. Copy all of the contents of the script and
paste the contents them into Microsoft SQL Server Management Studio. Run the script and save the results to a
file before you contact Dynamics GP for further assistance.
You also should have the results of the DexSQL.log file ready, as well, if you decided to use the DexSQL.log file.
(The DexSQL.log file is located in the same folder as the Dex.ini file.)
If warnings appear for temporary files or for modules that the company does not currently use, the warnings can
be ignored. If warnings appear for modules that the company currently uses, note the warnings. You can attempt
the upgrade again or contact Dynamics GP Technical Support for further assistance.
Microsoft Dynamics GP Analytical Accounting
Analytical Accounting is a tool that helps you to analyze, interpret, and create reports based on your company’s
chart of accounts.
Using Analytical Accounting, you can better assess your company’s accounts. You can also store information which
cannot be computed in monetary terms such as labour hours. You can enter detailed analysis information without
resorting to segmental accounting. You can create budgets using analysis dimensions and compare your actual
figures with budgeted figures.
With Analytical Accounting, you can:
Set up unlimited analysis dimensions.
Enter analysis information for a group of analysis dimensions.
Create budgets using the analysis dimensions you’ve set up.
Perform comprehensive reporting by exporting analysis queries to Microsoft Excel.
IMPORTANT
You must be using Excel 2000 or higher to export Analytical Accounting queries to Excel.
This manual is designed to give you an understanding of how to use the features of Analytical Accounting, and
how it integrates with the Microsoft Dynamics GP system.
To make best use of Analytical Accounting, you should be familiar with system-wide features described in the
System User’s Guide, the System Setup Guide, and the System Administrator’s Guide.
Part 1, Setup, describes the set up tasks you need to complete to start using Analytical Accounting. It
explains how to set up analysis codes and account classes in order to enter analysis information. It also
describes how you can set up budgets for a group of analysis dimensions.
Part 2, Transactions, provides detailed information about entering and viewing analysis information for your
transactions. For more information, see Microsoft Dynamics GP Analytical Accounting Part 2: Transactions.
Part 3, Routines, Inquiries and Reports, describes how to perform queries for the analysis information you
have entered and generate reports. For more information, see Microsoft Dynamics GP Analytical
Accounting Part 3: Routines, Inquiries and Reports.
Part 1: Setup
Use this part of the documentation to understand how you can start using Analytical Accounting. The following
information is discussed:
Chapter 1, “Setup” introduces you to Analytical Accounting and explains how to set it up for your company.
Chapter 2, “Cards” provides information about setting up analysis codes for Analytical Accounting.
Chapter 3, “Budgets” explains how to set up budget trees and assign budgets to nodes and account
combinations. It also explains how you can export and import budgeted information to Excel.
Chapter 1: Setup
The Analytical Accounting Setup wizard helps you complete the tasks required to begin using Analytical
Accounting. You can use the information here to then specify Analytical Accounting options. You can set up posting
options, modify column headers, define fiscal years and set up the SmartList for Analytical Accounting. You can
also set default labels for the user-defined fields to be used in analysis dimensions. You can specify whether
transactions can be posted with partial analysis information.
When you set up Analytical Accounting, you can open each setup window and enter information, or you can use
the Setup Checklist window (Administration >> Setup >> Setup Checklist) to guide you through the setup
process. See your System Setup Guide (Help >> Contents >> select Setting up the System) for more information
about the Setup Checklist window.
NOTE
Analytical Accounting is not compatible with SQL Server 7.0.

Analytical Accounting overview
Creating default records
Setting up posting options for Analytical Accounting
Activating Analytical Accounting
Assigning security roles and tasks to users
Setting up Analytical Accounting options
Modifying column headings for inquiries and reports
Defining fiscal years
Setting up SmartList integration
Setting up default user-defined fields for transaction dimensions
Setting up assignment options
Setting up user access to codes
Analytical Accounting overview
The following flowchart shows you the sequence in which you will set up Analytical Accounting, enter analysis
information, and generate queries and reports.
Creating default records
After installing Analytical Accounting, you must run the Create Default Record routine using the Analytical
Accounting Setup wizard. You must run this routine once, for each company registered in your Microsoft
Dynamics GP system.
IMPORTANT
You must be logged in as SA or DYNSA to set up Analytical Accounting.
To create default records:

1. Open the Analytical Accounting Setup wizard window. (Administration >> Setup >> Company >>
Analytical Accounting >> Setup)
The option Create Default Record is marked by default. This option is only available if it has not already
been completed.
2. Choose Next to go to the Selected Option window, or choose Cancel to exit the setup process.
The tasks that will be performed are displayed in the Selected Option window.
3. Choose Finish to perform the tasks displayed. An arrow next to a task in the scrolling window indicates the
progress of the tasks that are running. As each task is completed, a check mark appears next to it. If any
error occurs, an error sign is displayed.
4. Choose OK to close the window when all the tasks are completed.
Setting up posting options for Analytical Accounting
Once you’ve installed Analytical Accounting for your company, you must set up the appropriate posting options
for Analytical Accounting in the Microsoft Dynamics GP Posting Setup window. Be sure that you’ve completed this
task before you activate Analytical Accounting,
In order to collect analytical information for an account, the account must be linked to an account class. Analytical
Accounting does not support posting in summary. Therefore, you must ensure that each account in the Account
Maintenance window that you want to link to an account class has its level of posting set to detail. Refer to Linking
accounts to an account class for information about linking accounts to an account class.
To set up posting options for Analytical Accounting:
2. Refer to the Microsoft Dynamics GP posting setup procedures (Help >> Contents >> Setting up the
System) and (Help >> Contents >> Using the System) for information about setting up posting in
3. In the Posting Setup window, select the option Create a Journal Entry per Transaction or Batch. If you select
Batch, mark the Use Account Settings option.
4. Select Payroll in the Series field and All in the Origin field, and mark the Post in Detail option to post U.S.
Payroll transactions in detail for all origins, except Period End Reports.
IMPORTANT
You must mark this option to enter and view analysis information for U.S. payroll transactions.
Once Analytical Accounting is activated, you cannot select Create a Journal Entry Per Batch without marking
Use Account Settings. You also cannot unmark the Use Account Settings option after Analytical Accounting
has been activated. However, you can change the posting option to Create a Journal Entry per Transaction,
or per Batch with Use Account Settings marked after Analytical Accounting has been activated.
After Analytical Accounting has been activated, any account that has a level of posting set to summary in
the Account Maintenance window cannot be linked to an account class. After you have linked an account to
an account class, you cannot change the level of posting from detail to summary in the Account
Maintenance window.
5. Complete the setup procedures and choose OK or Save to save the posting setup.
Activating Analytical Accounting
You must activate Analytical Accounting in all the companies where it will be used. The Activate Analytical
Accounting routine can be accessed through the Analytical Accounting Setup wizard.
You cannot enter or view analysis information for your transactions before you activate Analytical Accounting.
Also, the Smartlist folders that are created for Analytical Accounting will not display any data until you have
activated Analytical Accounting.
You can, however, access Analytical Accounting Setup and Cards windows and create necessary setup information
such as transaction dimensions, relations, and codes before activating Analytical Accounting.
Before activating Analytical Accounting, you must have marked the appropriate options in the Posting Setup
window. Refer to Setting up posting options for Analytical Accounting for more information.
The process of activation will also ensure that the last updated balances in your Microsoft Dynamics GP accounts
are transferred to the Analytical Accounting system tables.
To activate Analytical Accounting:
1. Open the Analytical Accounting Setup wizard window. (Administration >> Setup >> Company >>
Analytical Accounting >> Setup)
2. Mark the Activate Analytical Accounting option to activate the product for the company you are logged into.
If you have not registered Analytical Accounting, a message appears when you mark the option Activate
Analytical Accounting prompting you to do so. Contact your Microsoft Dynamics GP representative for
more information about registration.
The Activate Analytical Accounting option is available only if you’ve created the default records for the
company you are logged into. Refer to Creating default records for more information.
3. Choose Next to go to the next setup window which displays the tasks that are performed.
4. Choose Finish to perform the tasks. An arrow next to a task in the scrolling window indicates the progress
of the tasks that are running. As each task is completed, a check mark appears next to it. If any error occurs,
an error sign is displayed.
5. When all the tasks are completed, choose OK to close the window.
Assigning security roles and tasks to users
Individual security is role-based in Microsoft Dynamics GP. Each user must be assigned to a security role before
they can access any forms, reports, or other data within Microsoft Dynamics GP. After installing Analytical
Accounting, the user must add the AA roles to each user, and add the AA security tasks to the appropriate roles. If
this is not done, the user will not have access to any Analytical Accounting information.
To begin assigning user security, identify the daily tasks that a user completes within Microsoft Dynamics GP. Then
either select from the default security roles or create new security roles that only grant access to the tasks that the
user needs.
For example, user ABC is an analysis manager for Fabrikam, Inc., and needs access to set up and administer
Analytical Accounting, enter or edit transaction dimensions or perform other analysis tasks. Review the default
security roles in Microsoft Dynamics GP to find one that grants access to the appropriate analysis functionality for
user ABC. For our example, the AA MANAGER* security role is appropriate for user ABC. Use the User Security
Setup Window to assign the AA MANAGER* security role to user ABC in the Fabrikam, Inc. company.
The default security roles for Analytical Accounting are AA MANAGER and AA CLERK. You can assign the
following default security tasks to these roles. You can also create new roles and tasks based on your requirement.
ADMIN_AA_001*
CARD_AA_001*
TRX_AA_001*
INQ_AA_001*
INQ_AA_002*
RPT_AA_001*
AADEFAULTUSER*
ADMIN_AA_002*
To specify security settings for specific tasks in Analytical Accounting, use the
Security Task Setup window. (Administration >> Setup >> System >> Security Tasks) To assign security tasks to
the security roles, use the Security Role Setup window (Administration >> Setup >> System >> Security Roles)
and grant access to the required windows, reports or files. Refer to the System Setup documentation for more
information on security in Microsoft Dynamics GP.
Setting up Analytical Accounting options
You can set up posting, viewing, and deletion options in the Analytical Accounting Options window.
To set up Analytical Accounting options:
1. Open the Analytical Accounting Options window. (Administration >> Setup >> Company >> Analytical
Accounting >> Options)
2. Mark the Post Cash Receipt deposits automatically in Bank Reconciliation option so that cash receipts
entered in Receivables Management directly update the checkbook balance when posted. You will not be
required to post the cash receipt again from the Bank Deposit Entry window (Transactions >> Financial >>
Bank Deposits) in Bank Reconciliation if you mark this option.
3. Mark the Post through to General Ledger for Transaction Posting option to directly update posting accounts
when individually entered transactions are posted from the subsidiary modules. Batches are created during
transaction posting in the subsidiary modules and automatically update the posting accounts after the
individual transactions have been posted from these modules.
4. Mark the Allow Deletion of Transaction Dimensions option to delete transaction dimensions that exist in
posted transactions from the Transaction Dimension Maintenance window. Refer to Defining transaction
dimensions for more information about deleting a transaction dimension.
TIP
You can restrict users’ ability to delete a transaction dimension. To do this, open the Security Setup window
(Administration >>Setup >> System >> Security) and deny access as necessary, to the Transaction Dimension
Maintenance window.
5. Mark the Show Inactive Trx Dim in Acct Class Maint window option to view the transaction dimensions that
have been set to inactive in the Accounting Class Maintenance window. Refer to Defining transaction
dimensions for more information about making a transaction dimension inactive.
6. Mark the Show Inactive Trx Dim in Dim Relations window option to view the transaction dimensions which
have been set to inactive in the Transaction Dimension Relations window. Refer to Defining transaction
dimensions for more information about viewing inactive transaction dimensions.
7. Mark the Enable Transaction Dimensions in Payroll (United States) option to enable transaction dimensions
for transactions entered through the Payroll (United States) series. This option is available only if you have
registered the Payroll module in the Registration window (Administration >> Setup >> System >>
Registration). Refer to the Microsoft Dynamics GP documentation for more information.
NOTE
You must mark the Post in Detail option for the Payroll series in the Posting Setup window before you can enable
transaction dimensions in U.S. Payroll.
8. Unmark the Allow special characters in Trx Dim./Codes option if you are using FRx® with Analytical
Accounting. FRx does not support transaction dimension IDs or code IDs that contain special characters.
9. Mark the Show valid code combinations in trns and budgets option if required. Selecting this option will
display in the Code lookup window only those codes that have a valid combination with the codes that you
have already selected for an analytical transaction or for a budget tree.
10. Mark the Include dimensions in the year end close option to move analysis information to history in the
year end close process. Refer to Including Analytical Accounting in the year-end close process.
11. Mark the Enable Trx. Dimensions in Fixed Assets option to enable transaction dimensions for transactions
entered through the Fixed Asset GL posting. This option is available only if you have registered for Fixed
asset module in the Registration window (Administration >> Setup >> System >> Registration). Refer to
the Microsoft Dynamics GP documentation for more information.
12. Choose User-Defined to open the Analytical Default User-Defined Fields Setup window. Refer to Setting up
default user-defined fields for transaction dimensions for more information.
13. Choose Column Heading to open the Column Maintenance window. Refer to Modifying column headings
for inquiries and reports for more information.
14. Choose Reporting Periods to open the Reporting Periods window. Refer to Defining fiscal years for more
information.
15. Choose Smart List Integration to open the Smart List Integration window. Refer to Setting up SmartList
integration for more information.
16. Click the printer icon button to print the Company Options report.
17. Choose Redisplay to revert to the last saved information in the scrolling window.
18. Choose OK to save the changes made to the window and close the window.
19. Choose Cancel to close the window without saving the changes.
Modifying column headings for inquiries and reports
Analytical Accounting uses pre-defined columns to classify information in the Multilevel Query wizard. You can
modify the column header and column description information for each column. Columns are created for actual
figures, budgeted figures and variances. Refer to Creating and running a multilevel query for more information
about multilevel queries.
You cannot create or delete any column in this window.
To modify column headings for inquiries and reports:
1. Open the Column Maintenance window. (Administration >> Setup >> Company >> Analytical Accounting
>> Options >> Column Heading button)
2. The Column Description field displays the description of the column. Select the description and enter a
unique column description, if needed.
3. The Column Header field displays the standard header as a brief description for the column. Enter a unique
column header, if needed.
4. The column type and column data type will be displayed when you click the show button. You cannot
modify this information. The columns types are Standard-Debit, Standard-Credit, Standard-Budget, and
Standard-Variance
5. Choose Load Defaults to insert the default column description and header information.
6. Choose the printer icon button to print all the column definitions.
7. Choose Redisplay to update the window by displaying any new information since you last modified the
column headings.
![A screenshot(media/b5a63aac5022ab48480513880201f344.jpg)
Defining fiscal years

The Reporting Periods window displays the calendar and fiscal definition for the fiscal years that are set up in
Microsoft Dynamics GP. While doing an analysis or preparing a report, you can switch between the Calendar and
Fiscal view. The fiscal year can be viewed by date, week, period, quarter, or half year.
To define fiscal years:
1. Open the Reporting Periods window. (Administration >> Setup >> Company >> Analytical Accounting >>
Options >> Reporting Periods button)
1. The Year field displays the current open year. Select a year from the fiscal years set up in Microsoft
Dynamics GP. The Fiscal View and the Calendar view columns display information for the selected year.
2. Choose the printer icon button to print the settings for the selected year.
Setting up SmartList integration
You can add Analytical Accounting records to the SmartList using the SmartList Integration window. All the
records that you add to the SmartList will also become available in the Report List (Reports >> Report List). In the
Report List window, choose Actions >> Add to My Reports, to open the Add to My Reports window, where you
can add a report to the My Reports list. Refer to the Microsoft Dynamics GP documentation for more information
on My Reports.
Folders will be created at the root level in the SmartList for the following type of records:
AA Accounting Classes
AA Distribution Queries
AA Multilevel Queries
AA Trees
AA Trx Dimension Codes
AA Trx Dimensions
AA Dimension Balances
Analytical Accounting Transactions
Asset ID
Book ID
If you choose to process a folder that already exists in the SmartList Integration window, the Analytical Accounting
records related to that folder will be added to the relevant folder in the SmartList.
To set up SmartList integration:
1. Open the SmartList Integration window.
(Administration >> Setup >> Company >> Analytical Accounting >> Options >> SmartList Integration)
1. Mark the options you want to create in the Install field. The Smart List Folder lists all the folders that you
can install into a SmartList.
2. If you mark a checkbox and choose Process, a folder will be created. For example, if you mark AA Trx
Dimension and choose Process, a folder is created for transaction dimension in the SmartList that will
display all the existing transaction dimensions.
If you unmark a checkbox that had been marked earlier, the folder will be removed from the SmartList after you
click Process.
1. Choose Mark All to select all the folders in the scrolling window.
2. Choose Unmark All to unmark all the folders in the scrolling window.
3. Choose Process to add or remove the SmartList folders that you’ve selected. Choose OK when a message
appears after the SmartList folders have been created.
4. Choose Cancel to close the window without saving the changes made to the scrolling window.
Setting up default user-defined fields for transaction dimensions
Analytical Accounting allows you to enter labels for up to twenty user-defined fields for each alphanumeric
transaction dimension. User-defined fields are of four types: Text, Numeric, Date and Checkbox. You can define up
to five fields of each type. You can use these fields to enter additional information for each transaction dimension
code that you’ve set up. This information can be printed on the multilevel query report that you generate for the
transaction dimension code.
To set up default user-defined fields for transaction dimensions:
1. Open the Analytical Default User-Defined Fields Setup window. (Administration >> Setup >> Company
>> Analytical Accounting >> Options >> User-Defined button)
2. Modify the label for each user-defined field if required. The system generated label for each user-defined
field is the same as the field name. For example, the system generated label for Text Field 1 is Text Field 1.
You cannot enter the same label in two fields. The label entered for each field is saved as soon as you move
to another field in the window.
The labels you enter in this window will be the default labels for all alphanumeric transaction dimensions
that you’ve set up. You can change these labels for each alphanumeric transaction dimension. Refer to
Setting up userdefined fields per transaction dimension for more information.
3. Choose Load Defaults to clear all the values you’ve entered and revert to the system generated values.
4. Choose the printer icon to print the Analytical Default User-Defined Fields Setup Report.
Setting up assignment options
You can specify if the distribution amount of an analytical account is to be assigned fully or partially. You can post
partially assigned transactions in those modules where you allow partial assignments. By default Fixed Assets will
be unmarked during the upgrade. When Analytical accounting is activated Fixed Asset will be marked by default
on a new install or a new company.
To set up assignment options:
1. Open the Assignment Setup window. (Administration >> Setup >> Company >> Analytical Accounting >>
Assignment)
All the Microsoft Dynamics GP modules that integrate with Analytical Accounting are listed in the scrolling
window. The Full option is marked for all by default. This indicates that the distributions must be fully
assigned before you can post the transactions.
NOTE
In the case of Bank Management transactions, you can post a transaction with partial assignments, if you’ve allowed
partial assignments for the module that you’re posting the Bank Management transaction to. The Inventory module
is not included since assignments are not allowed in this module.
2. Unmark the Full option for the modules where you want to allow partial assignments. If you allow partial
assignments for a module, you can post a transaction even if the sum of assignments entered for an
analytical account is not equal to the distribution amount of the analytical account.
You can mark and unmark this option at any time for each module. The options that you have saved will
apply to all un-posted and future transactions.
3. Mark the option “No Warning When Partial Assignments Are Allowed” if you do not want to be warned
while saving or posting partially assigned transactions. When this option is unmarked, you will be warned
each time you save or post a partially assigned transaction. You can choose Yes on the message to continue
saving or posting with partial assignments.
You can mark this option even when the Full option has been marked for all modules. You can mark or
unmark this option at any time.
4. Choose the Redisplay button to revert to the last saved changes on the window.
6. Choose Cancel to close the window without saving any changes.
7. Choose Print to print the Assignment Options report for the assignment options that you’ve saved for each
module.
Setting up user access to codes
Use the User Access to Trx Dimension Codes window to specify which users have permission to use transaction
dimension codes in distributions and adjustments. This will ensure that the analysis information at the time of
posting transactions or adjustments is entered only by users with the access to use the required codes.
If you’re already using Analytical Accounting, then all existing users in the company will have access to distribute
and adjust all the existing transaction dimension codes by default. However, when you create a new code, you must
specify the users who have permission to use that code in transactions. Also, any new users that you create in the
company must be given access to the existing transaction dimension codes that they are required to use.
Security access to use a transaction dimension code is granted automatically to the user who created the code
The user access that you set up is valid only for the company that you’re logged into. To give users access to codes
for another company, you must login to that company and grant the required access.
You can specify user access only for codes belonging to alphanumeric transaction dimensions. You can give access
to users per transaction dimension code, per user or per employee. If you are using Analytical Accounting with
Payroll (United States), the user provided with access to employees can view, sort and filter analysis information in
multilevel query and distribution query reports.
Users can still view the transaction dimension codes though they may not have permission to distribute or adjust
those codes.
To set up user access per transaction dimension code:
1. Open the User Access to Trx Dimension Codes window. (Administration >> Setup >> Company >>
Analytical Accounting >> User Access)
The Type field displays Transaction Dimension as the default selection.
2. Select an alphanumeric transaction dimension in the Transaction Dimension field. You can select an active or
an inactive transaction dimension.
3. Select the Transaction Dimension Code for which you want to set user access.
The scrolling window displays all the user IDs you’ve set up for the company. You can add or remove users
from the scrolling window.
4. Mark the Distribute and Adjust options for the users to whom you want to give access to the selected code.
Unmark these options for the users to whom you do not want to give access.
If you are already using Analytical Accounting, the Distribute and Adjust options are marked by default for
all existing users.
5. In the Default Values for User ID field, mark the Distribute and Adjust options to give access to all the users
displayed in the scrolling window. Unmark these options to remove access for all users displayed in the
scrolling window.
6. Choose Save to save your access settings and clear the window.
7. Choose Clear to clear the window without saving changes.
8. Choose Redisplay to revert to the last saved changes. The scrolling window will also display any new users
that have been set up in the company since you opened this window.
To set up user access per user:
2. Select User ID in the Type field.
3. Select the user ID in the User ID field.
4. Select an alphanumeric transaction dimension. You can select an active or inactive transaction dimension.
The scrolling window displays all the transaction dimension codes belonging to the selected transaction
dimension. You can add or remove codes from the scrolling window.
5. Mark the Distribute and Adjust options for the codes to which you want to give access to the selected user.
Unmark these options for the codes to which you do not want to give access.
If you are already using Analytical Accounting, the Distribute and Adjust options are marked by default for
all existing transaction dimension codes.
6. In the Default Values for Trx Dimension Codes field, mark the Distribute and Adjust options to give access to
all the codes displayed in the scrolling window. Unmark these options to remove access for all codes
displayed in the scrolling window for the selected user.
9. Choose Redisplay to revert to the last saved changes. The scrolling window will also display any new
transaction dimension codes that have been set up in the company since you opened this window.
To set up user access per employee:
2. Select Employee in the Type field.
3. In the scrolling window, mark the View column for each corresponding User ID to which you want to grant
permission to view, sort, and filter by employee ID on distribution and multilevel query reports.
6. Choose Redisplay to revert to the last saved changes.
Chapter 2: Cards
You can set up various transaction dimensions, relationships between alphanumeric transaction dimensions,
transaction dimension codes, and valid code combinations in order to enter analysis information. The process of
creating account classes and linking accounts to an account class in Analytical Accounting also is explained.
Information about trees and tree structures, which are used in reporting, is also explained.
Defining transaction dimensions
Setting up user-defined fields per transaction dimension
Setting transaction dimension relationships
Changing the order of transaction dimensions
Defining transaction dimension codes
Entering details for user-defined fields per code
Defining combinations between transaction dimension codes
Copying a transaction dimension code combination
Creating an alias
Copying an alias
Importing an alias
Format to import aliases
Setting up an account class
Linking accounts to an account class
Linking accounts to classes and nodes
Setting up account access to codes
Entering analysis information for fixed assets transactions
Setting up trees
Defining a tree structure
Copying a tree structure
Linking master records to an existing tree structure
Adding master records to an existing tree
Defining transaction dimensions
Use the following information to set up various types of transaction dimensions. A transaction dimension is any
transaction criterion that you can classify, report and analyze for a period. A transaction dimension can be
Alphanumeric, Numeric, Yes/ No (Boolean) or Date Type. For example, you can set up Cost Centre, Profit Centre,
Country/Region, Billable or Hours as transaction dimensions. You can define any number of transaction
dimensions according to your analysis or reporting requirements.
NOTE
If you are integrating Analytical Accounting with FRx, be sure that transaction dimensions do not contain any special
characters in them. Refer to Setting up Analytical Accounting options for information on avoiding use of special characters.
To define transaction dimensions:

1. Open the Transaction Dimension Maintenance window. (Cards >> Financial >> Analytical Accounting >>
Transaction Dimension)
2. Enter the name of a transaction dimension.
NOTE
Use a different name for the transation dimension other than the six AA dimensions that already exist.
3. Mark Inactive if you do not want to enter analysis information for the transaction dimension during
transaction entry. An inactivated transaction dimension cannot be used to create analysis information.
Unmark the Inactive check box to activate a transaction dimension.
4. Select the analysis type of the transaction dimension from the Data Type list. For example, an alphanumeric
data type could be a profit centre of the company, numeric could be the quantity of units sold, boolean could
be a billable or saleable item, and date type could be the date on which goods are dispatched.
The data type you select is used to determine the additional setup information that you can or cannot create
for a transaction dimension. It also determines the type of analysis information that you can enter for the
transaction dimension. For example, if you select a data type of Numeric, you can enter only numbers as
analysis information.
5. Enter the description for the transaction dimension in the Description 1 field.
6. Enter any additional descriptions for the transaction dimension in the Description 2 field.
7. Keep the Create New Codes on the Fly option marked to create alphanumeric transaction dimension codes
during transaction entry. This will allow you to open the Transaction Dimension Code Maintenance window
(Cards >> Financial >> Analytical Accounting >> Transaction Dimension Code) to add a new alphanumeric
transaction dimension code during transaction entry. Unmark the option if it is not required.
8. Mark the Create New Codes in Background option to create new alphanumeric transaction dimension
codes in the background during transaction entry. Selecting this option will automatically add the new code
during transaction entry to the existing codes of the alphanumeric transaction dimension. This option is
available only if you selected the Create New Codes on the Fly option.
NOTE
In the case of non-alphanumeric transaction dimensions, transaction dimension codes are always created in the
background.
9. Select the number of decimal places from the Decimal Places list to determine the number of decimal places
that can be used for a numeric transaction dimension code. This field is available only if the data type of the
transaction dimension is Numeric.
10. Select the U of M Schedule ID to link a Unit of Measure ID to a Numeric transaction dimension. The base
unit is displayed beside the numeric transaction dimension code during transaction entry. This field is
available only if the data type of the transaction dimension is Numeric.
11. Mark the Allow Adjustments option to allow the selected transaction dimension to be adjusted in the
Analytical Adjustment Entry window. You can make adjustments only for transaction dimensions that have
this option marked. You can mark or unmark this option at any time. Refer to Adjusting analysis information
in posted transactions for more information on adjustments.
12. Mark the Code Required During Adjustment option to make entering a code a required criteria during
adjustment entry. You cannot post an adjustment until you enter a Transaction Dimension Code against the
Transaction Dimension. This option is unmarked and not available if you’ve not marked Allow Adjustments.
13. Mark the Include In Year End Close option to include the analysis information for alphanumeric transaction
dimensions during the year end closing process. You must have also marked the Include In Year End Close
option for the transaction dimension in the Analytical Accounting Options window.
14. Choose User-Defined to open the Transaction Dimension User-Defined Fields Setup window. You can enter
unique labels for each transaction dimension that you have set up.
15. Choose Relations to open the Transaction Dimension Relations window. The Relations button is only
available for alphanumeric transaction dimensions. Refer to Setting transaction dimension relationships for
more information.
16. Choose Order to open the Transaction Dimension Order window to change the order of the transaction
dimensions that you’ve created. Refer to Changing the order of transaction dimensions for more
information.
17. Choose Codes to open the Transaction Dimension Code Maintenance window if the transaction dimension
is alphanumeric. Refer to Defining transaction dimension codes for more information.
18. Choose the Print drop-down list to print setup details of the transaction dimension currently displayed or all
the transaction dimensions that you have created.
19. Choose Save to save the details that you have entered for the transaction dimension.
20. Choose Clear to clear the window.
21. Choose Delete to delete a transaction dimension with all its codes and relations, if applicable. You cannot
carry out any inquiries for transaction dimensions that have been deleted.
If you have created a query or queries using the Distribution Query wizard or Multilevel Query wizard, you cannot
delete a transaction dimension that has been saved in such query or queries. Refer to *Chapter 17, “Inquiries”*for
more information about queries. You also cannot delete a transaction dimension that is used in a budget tree ID.
You can delete a transaction dimension that exists in posted transactions only if you have selected the Allow
Deletion of Transaction Dimensions option in the Analytical Accounting Setup window (Administration >> Setup
>> Company >> Analytical Accounting >> Setup).
Setting up user-defined fields per transaction dimension
You can change the default labels you’ve set up in the Analytical User-Defined Setup window, and assign unique
labels for each alphanumeric transaction dimension.
To set up user-defined fields per transaction dimension:
1. Open the Transaction Dimension User-Defined Fields Setup window. (Cards >> Financial >> Analytical
Accounting >> Transaction Dimension >>User-Defined button)
The transaction dimension and description are displayed in the Transaction Dimension and Description fields.
1. Modify the label for each user-defined field if required. You cannot enter the same label in two fields. The label
entered for each field is saved as soon as you move to another field in the window.
The values you enter in this window will be the user-defined field names for all transaction dimensions codes
belonging to the selected transaction dimension. You can enter details for each field code in the Transaction
Dimension Code User-Defined Fields Maintenance window. Refer to Entering details for userdefined fields per
code for more information.
1. Choose Load Defaults to clear all the values you’ve entered and revert to the values entered in the
Analytical Default User-Defined Fields Setup window.
2. Choose the printer icon to print the Transaction Dimension User-Defined Fields Setup Report.
Setting transaction dimension relationships
The following information explains the various kinds of relationships that you can set up between alphanumeric
transaction dimensions. You can create a relationship of ownership between alphanumeric transaction dimensions
where a transaction dimension is owned or owns another transaction dimension. For example, you can set the
relationship between profit centre P1 and cost centre C1 as: P1 owns C1. You can create other combinations as
well in the Transaction Dimension Relations window. Setting up relationships will also ease data entry.
To set transaction dimension relationships:
1. Open the Transaction Dimension Relations window.
(Cards >> Financial >> Analytical Accounting >> Transaction Dimension Relation)
(Cards >> Financial >> Analytical Accounting >> Transaction Dimension >> Relations button)
2. Enter or select an alphanumeric transaction dimension. The scrolling window displays all the other
alphanumeric transaction dimensions that you have created except the transaction dimension that you have
selected.
Inactive alphanumeric transaction dimensions will be displayed in the
Transaction Dimension Relations window if you have marked the Show Inactive Trx Dim in Dim Relations
window option in the Analytical Accounting Setup window.
3. Select the type of relationship to establish between the selected transaction dimension and the other
transaction dimensions displayed from the Relation List. You can set the relationship between transaction
dimensions to one of the following options in the Relation list:
All combinations allowed All code combinations between two transaction dimensions are permitted. For
example, if the transaction dimensions profit centre and cost centre are set to a relationship of All Combinations
Allowed then any profit centre code can be used with any cost centre code.
Combination not allowed Code combinations between two transaction dimensions are not permitted. For
example, transaction dimension profit centre and cost centre set to a Combination relationship is not allowed; then
code combination between these transaction dimensions is not allowed.
If you set the relationship between two alphanumeric transaction dimensions to Combination not allowed, you
cannot use both the transaction dimensions at the same time for analysis during transaction entry.
Is owned by Where the selected alphanumeric transaction dimension is owned by another alphanumeric
transaction dimension. For example, cost centre C1 is owned by profit centre P1.
Owns Trx Dimension where the selected alphanumeric transaction dimension owns another alphanumeric
transaction dimension.
Example
Suppose that factory X (which is a cost centre) manufactures only Product Y (which is a profit centre). You can
create a relationship where the cost centre owns the profit centre. This will ensure that all analysis information
entered for the expenses incurred by the cost centre automatically will be picked up for the profit centre.
An alphanumeric transaction dimension can own only one alphanumeric transaction dimension. Additionally, an
alphanumeric transaction dimension cannot be owned by more than one alphanumeric transaction dimension at a
time.
The relationships Is owned by and Owns Trx Dimension require combinations to be set between the codes of the
owning and owned alphanumeric transaction dimensions. For example, factory X (cost centre) manufactures only
Product Y (profit centre). You would have to create a combination where a code of the cost centre, factory X, owns
a code of the profit centre, Product Y.
While creating analysis information, the code of the owned transaction dimension will derive the relevant code of
the owning transaction dimension. For example, if you enter Product Y while entering analysis information, it will
derive the code Factory X, as you have created a combination between the codes Factory X and Product Y.
The code of an owning transaction dimension can own any number of codes of the owned transaction dimension.
However, a code of the owned transaction dimension can be assigned to only one code of the owning transaction
dimension at a time.
You can set the code combination while creating codes in the Trx Dimension Code Maintenance window or in the
Transaction Dimension Code Validation window.
If you delete a transaction dimension that owns another transaction dimension, the codes of the owning
transaction dimension also will be deleted. The relevant codes of the owned transaction dimension will now not be
owned by any code.
An alphanumeric transaction dimension that has been set to Inactive, cannot own any other alphanumeric
transaction dimension. However, the owned alphanumeric transaction dimension can be inactive.
The code or codes of an owning transaction dimension must be active before you create a combination with code
or codes of the owned transaction dimension.
Valid subset Certain code combinations between two transaction dimensions are permitted. This relation allows
you to restrict the code combinations.
Example
Sales Zone A is a Revenue Centre. There are products X, Y and Z. Revenue Centre A sells only Products X and Y,
which are set as a Profit Centre. You can specify that Revenue Centre is a valid subset of Profit Centre and create a
valid code combination of A with X and Y. This will ensure that where Revenue Centre and Profit Centre are used
together while entering analysis information, A can be used only with X and Y or vice versa.
You can set the code combinations between the transaction dimensions in the Transaction Dimension Code
Validation window.
1. Choose the Show as Tree button to open the Transaction Dimension Dependency (Relation) Inquiry window
where the transaction dimensions are displayed in the form of a tree. Refer to *Chapter 17, “Inquiries”*for
more information.
2. Choose Save to save the changes you’ve made.
4. Choose Redisplay to revert to the information last displayed in the window. The window also will display
any other alphanumeric transaction dimensions that have been created by other users while you were
setting up relationships.
Changing the order of transaction dimensions
You can change the order in which the transaction dimensions will appear during transaction entry and inquiry
windows using the Transaction Dimension Order window. The relevant transaction entry or inquiry window
displays the transaction dimensions in the order that is specified in the Transaction Dimension Order window.
To change the order of transaction dimensions:
1. Open the Transaction Dimension Order window.
(Cards >> Financial >> Analytical Accounting >> Transaction Dimension Order)
(Cards >> Financial >> Analytical Accounting >> Transaction Dimension >> Order Button
1. The transaction dimensions and their descriptions are displayed in the scrolling window in the order they
were created.
Choose the Move to Top button to shift a selected item to the top of the list.
Choose the Move Up button to shift a selected item one line up in the list window.
Choose the Move Down button to shift a selected item one line down in the list window.
Choose the Move to Bottom button to shift a selected item to the bottom of the list window.
2. Choose Save to save changes you’ve made.
3. Choose Cancel to close the window without saving the changes.
Defining transaction dimension codes
Use the following information to define alphanumeric transaction dimension codes. Transaction dimension codes
are the defined values of transaction dimensions that you enter during transaction entry and for which analysis
information is collected.
If you are integrating Analytical Accounting with FRx, be sure that transaction dimension codes do not contain any
special characters in them. Refer to Setting up Analytical
Accounting options for information on avoiding use of special characters.
To define transaction dimension codes:
1. Open the Transaction Dimension Code Maintenance window.
(Cards >> Financial >> Analytical Accounting >> Transaction Dimension Code)
(Cards >> Financial >> Analytical Accounting >> Transaction Dimension >> Codes button)
1. Enter or select an alphanumeric transaction dimension in the Trx Dimension field.

2. Enter a code in the Trx Dimension Code field. For example, if your manufacturing units are Cost Centres,
you can enter the location of a manufacturing unit, say Fargo, as a Cost Centre code.
If a transaction dimension owns another transaction dimension, you first need to create the codes for the owning
transaction dimension. For example, if a Profit Centre owns a Cost Centre, then you have to first create codes for
the Profit Centre.
At least one active code must exist for an owning transaction dimension before you begin to create combinations
with the codes of the owned transaction dimension. You cannot delete the last remaining code of the owning
transaction dimension if codes exist for the owned transaction dimension.
NOTE
You must grant access to users to use this code in the User Access to Trx Dimension Codes window. However, security access
to use a transaction dimension code is granted automatically to the user who created the code during transaction entry.
1. Enter the description for the transaction dimension code in the Description 1 field.
NOTE
Two transaction dimension codes cannot have the same description.
2. Enter any additional description for the transaction dimension code in the Description 2 field.
3. Mark Inactive if you do not want to use the transaction dimension code to create analysis information. To
use the transaction dimension code during transaction entry, you must unmark the Inactive check box.
You cannot inactivate the following codes:
An alphanumeric transaction dimension code that owns another alphanumeric transaction dimension code.
This will be applicable even if the owned alphanumeric transaction dimension code is inactive.
A transaction dimension code that has been set as a default for a Fixed or Hidden Alphanumeric transaction
dimension. The code must be removed as a default before it is inactivated. Refer to Setting up an account
class for more information about default codes and Fixed and Hidden transaction dimensions.
You can inactivate the following codes:
The default codes of the Required or Optional Alphanumeric transaction dimensions. When you inactivate
transaction dimension codes, they will be removed from the relevant account class in the Accounting Class
Maintenance window. Refer to Setting up an account class for more information about account classes.
You can create codes for inactive alphanumeric transaction dimensions, but you can use these codes only if the
transaction dimension is activated.
1. In the Linked to Node field, select a node for the specific transaction dimension code as each code has to be
linked to a valid node of the Main Tree.
2. A Main Tree is created by default for each Alphanumeric Transaction Dimension that you create. You can
create an unlimited number of additional trees. You can also create a new node from the Linked to Node
field. Refer to Setting up trees for more information.
3. In the Owned By field, select a code of the transaction dimension that will own the transaction dimension
code you are creating. This field is available only if a transaction dimension is owned by another transaction
dimension.
4. Choose Code Validation to open the Trx Dimension Code Validation window where you can set valid
combinations between transaction dimension codes of the selected alphanumeric transaction dimension
and the other existing alphanumeric transaction dimensions. Refer to Defining combinations between
transaction dimension codes for more information.
Where transaction dimensions are valid subsets, you can create valid code combinations between inactive
transaction dimension codes. However, these codes cannot be used till they have been activated. Refer Setting
transaction dimension relationships for more information about valid subsets.
1. Choose User-Defined to open the Transaction Dimension Code User-Defined Fields Maintenance window,
where you can enter values for the user-defined fields you have set up.
2. Choose the printer icon button to print a report for the details you have set up for the codes of the
transaction dimension currently displayed or for all alphanumeric transaction dimensions.
3. Choose Save to save the changes you’ve made.
4. Choose Clear to clear the entries you’ve made.
5. Choose Delete to remove the transaction dimension code displayed. You cannot delete a transaction
dimension code if you have used it in any posted transaction. To delete such a transaction dimension code,
you will have to delete the transaction dimension that the code belongs to.
You cannot delete a transaction dimension code if it is used as a default code of a fixed alphanumeric transaction
dimension in the Accounting Class Maintenance window. You also cannot delete a transaction dimension code that
is used in a budget tree ID.
If you delete a code that owns another code, the code that is owned will be automatically assigned to the next
available code of the owning alphanumeric transaction dimension.
Entering details for user-defined fields per code
Once you’ve entered labels for the user-defined fields that you want to use, you can enter details for each field in
the Transaction Dimension Code User-Defined Fields Maintenance window. You can enter different details for each
code that you have set up.
To enter details for user-defined fields per code:
1. Open the Transaction Dimension Code User-Defined Fields Maintenance window. (Cards >> Financial >>
Analytical Accounting >> Transaction Dimension Code >> User-Defined button)
The Transaction Dimension, and Transaction Dimension Code fields display the selected code for which you’re
entering user-defined information.
1. Enter the necessary values in the user-defined text, numeric, and date fields.
2. Mark the required checkbox fields.
3. Choose OK to close the window. You must choose Save on the Transaction Dimension Code Maintenance
window in order to save the values you’ve entered.
4. Choose the print icon on the Transaction Dimension Code Maintenance window to print the Transaction
Dimension Code Maintenance report along with the details for user-defined fields.
Defining combinations between transaction dimension codes
You can set combinations between the transaction dimension codes of
alphanumeric transaction dimensions that you have created, using the Transaction Dimension Code Validation
window. These combinations are verified during transaction entry while entering analysis information and
therefore, you can’t enter code combinations that aren’t valid. In addition, if the combination between two
transaction dimension codes isn’t valid, it will not pass the validation routine in Analytical Accounting.
The combination between the transaction dimension codes only can be set if transaction dimensions are
alphanumeric. You cannot define a code combination if the relationship between the two transaction dimensions is
set to Combination not Allowed or All combinations allowed.
You can change the ownership between the transaction dimension codes in this window.
To define combinations between transaction dimension codes:
1. Open the Transaction Dimension Code Validation window. (Cards >> Financial >> Analytical Accounting
>> Transaction Dimension Code Validation)
2. In the Trx Dimension field, select a transaction dimension. All the transaction dimension codes that you’ve
created for the selected transaction dimension are displayed in the left scrolling window. The Trx Dimension
Code column displays the name that you have assigned to the transaction dimension code in the
Transaction Dimension Code Maintenance window. The Description column displays the description of the
transaction dimension code created in the Transaction Dimension Code Maintenance window.
3. In the Related Trx Dimension field, select the transaction dimension that you will use to create a code
combination. A related transaction dimension is one that is owned by or is a valid subset of the transaction
dimension selected in the Trx Dimension field.
All the codes of the related transaction dimension will be displayed in the right scrolling window. If the relationship
between the transaction dimensions is that of ownership, the combination between the codes of the owned and
owning transaction dimensions that you have entered in the Transaction Dimension Code Maintenance window
will be displayed.
1. To create a valid code combination between transaction dimensions that are valid subsets or in the case of
ownership, select and mark a code for both the transaction dimensions and the related transaction dimension.
You can select only one code at a time from the transaction dimension and related transaction dimension. The
codes you have marked will constitute a valid combination.
For example, if you have selected Cost Centre in the Transaction Dimension field and Profit Centre in the Related
Transaction Dimension field (which are valid subsets), you can create a valid code combination between the code
C1 of Cost Centre and P1 of Profit Centre. Mark C1 and P1 in the scrolling window to create the combination. You
also can mark C1 and P2 or C2 and P1, thereby creating unlimited valid code combinations.
1. In the Related Transaction Dimension field, you also can select a transaction dimension where the
relationship that exists is Combination Not Allowed or All Combination Allowed. However, you can’t select
any codes of these transaction dimensions.
2. The Inactive field displays the alphanumeric transaction dimensions that have been inactivated.You can
create combinations between the codes of inactive alphanumeric transaction dimensions that are valid
subsets.
3. Choose Save to save a code combination.
4. Choose the printer icon button to print a report displaying the code combinations of the transaction
dimension code that is highlighted in the left scrolling window with the codes of the related transaction
dimension. You can also print a report displaying the code combinations between all codes of the
transaction dimension with the codes of the related transaction dimension.
5. To interchange the transaction dimensions between the left and right scrolling windows, choose Switch.
6. Choose Clear to clear the information from the window.
7. Choose Redisplay to revert to the information last displayed and to display any other transaction dimension
codes that have been created while you were setting code relationships.
8. Choose Copy to open the Copy Transaction Dimension Code Validation Copy window. Refer Copying a
transaction dimension code combination 40 for more information.
9. Choose Mark to mark the code that has been selected from the right scrolling window.
10. Choose Unmark to unmark the code selected from the right list window.
Copying a transaction dimension code combination
You can copy one, all, or a subset of the related transaction dimension code combinations in the Transaction
Dimension Code Validation window to the transaction dimension codes of another transaction dimension using
the Copy Transaction Dimension Code Combinations window. Copying is only possible if the relation between the
two transaction dimensions is set to Valid Subset in the Transaction Dimension Relations window. Refer Setting
transaction dimension relationships for more information.
Example
Sales Zone A is a Revenue Centre. Sales Zone A sells only two products, X and Y.
You’ve defined Products as Profit Centres. In the Transaction Dimension Code
Validation window, you have created a combination between Sales Zone A and Products X and Y. Using the Copy
button, you can create the same combination with any other sales zone, say Sales Zone B.
You must select a code of the related transaction dimension in the Transaction Dimension Code Validation window
before opening the Copy Transaction Dimension Code Combination window. A transaction dimension code will be
selected automatically when you select a code for the related transaction dimension.
To copy a transaction dimension code combination:
1. Open the Copy Transaction Dimension Code Combinations window. (Cards >> Financial >> Analytical
Accounting >> Transaction Dimension Code Validation >> Copy button)
The Copy from Trx Dimension field displays the source that the code combination will be copied from. The source
always will be the related transaction dimension that is displayed in the Transaction Dimension Code Validation
window.
The Copy to Trx Dimension field displays the destination to which the code combination must be copied. The
destination always will be the transaction dimension displayed in the Transaction Dimension Code Validation
window.
1. All the transaction dimension codes of the Copy to Trx Dimension, except for the code selected in the
Transaction Dimension Code Validation window, will be displayed. All codes displayed in the scrolling window
will be automatically selected.
You can select one, all or a subset of transaction dimension codes to copy to the code combination. Press
SHIFT+CTRL to select more than one transaction dimension code from the list window.
1. Choose Copy to start the process of copying the transaction dimension code combinations to the codes you
have selected. The window will close as soon as the copying process is complete.
2. After the process has been completed, a combination is created between Sales Zone B and Products X and
Y.
3. Choose Cancel to close the window. The code combination will not be copied to the codes you have selected
in the window.
Creating an alias
You can create aliases to group the transaction dimension code combinations that you use while entering analysis
information for transactions. Aliases allow you to enter large amounts of analysis information quickly and
accurately during transaction entry. When you use an alias, the codes associated with the alias default for the
account. You can also change the default transaction dimension codes for the alias during transaction entry. You
can create multiple aliases with different combinations of transaction dimension codes. Refer to Entering analysis
information for General Ledger transactions for more information.
To create an alias:
1. Open the Alias Maintenance window. (Cards >> Financial >> Analytical Accounting >> Alias)
2. Enter a name, description, and a short description for the alias that you are setting up.
The scrolling window displays all the alphanumeric transaction dimension codes that you have set up.
1. Mark the Inactive checkbox to inactivate the alias displayed in the window. You cannot use an inactive alias
2. Select a transaction dimension code for each transaction dimension to include in the alias.
3. Choose Save to save the alias you have set up.
4. Choose Clear to clear the values, or Delete to delete the alias displayed in the window.
5. Choose Copy to copy the transaction dimension codes from an existing alias to set up another alias. Refer to
Copying an alias for more information.
6. Choose Import to import the transaction dimension codes from an Excel application to the alias. Refer to
Importing an alias for more information.
Copying an alias
You can copy an existing alias to set up another alias and modify it as required. The transaction dimension codes
from the existing alias are copied to the new alias. You can add or delete transaction dimension codes in the new
alias.
To copy an alias:
1. Open the Copy Alias window. (Cards >> Financial >> Analytical Accounting >> Alias >> Select an alias >>
Copy button)
The Copy from Alias field displays the alias you selected in the Alias Maintenance window.
1. Enter an alias name to copy to in the Copy to Alias field.
2. Enter a description and a short description for the new alias.
3. Choose Copy to copy the transaction dimension codes to the new alias.
4. Choose Cancel to cancel the process and close the window.
Importing an alias
You can import alias information from an Excel spreadsheet that has been set up in the required format. Refer to
Format to import aliases for more information.
To import an alias:
1. Open the Import Alias window. (Cards >> Financial >> Analytical Accounting >> Alias >> Import button)
2. Select the path for the Excel file to import the alias information from.
3. The Select the Worksheet field displays all the worksheets in the selected Excel file. Highlight the worksheet
that you want to import.
4. Select a destination for the log file.
5. Choose OK to import the alias information from the selected worksheet.
Format to import aliases
You can import aliases only if they are in the required format. The first line in the
Excel sheet from which you are importing the alias information must be blank. The Excel sheet must have the
columns Alias, Description, SDescription, Trx Dim, and Trx Dim Code.
Refer to Importing an alias for more information on importing aliases.
Setting up an account class
An account class is a category of accounts. During transaction entry, it determines the Microsoft Dynamics GP
accounts that you can enter analysis information for. The Analytical Transaction Entry window, where you will enter
analysis information, can be opened in relation to a specific Microsoft Dynamics GP account only if such account is
linked to an account class.
In the Accounting Class Maintenance window, you can define transaction dimensions for each account that can be
used during transaction entry, if linked to an account class, to enter analysis information. You can select default
transaction dimension codes for each of the transaction dimensions, determine if default codes can be overwritten
during transaction entry, and allow or restrict the ability to report on customers, vendors, item numbers, and site
IDs.
To set up an account class:
1. Open the Accounting Class Maintenance window. (Cards >> Financial >> Analytical Accounting >>
Accounting Class)
2. Enter or select an account class in the Class ID field. The existing alphanumeric transaction dimensions will
be displayed in the scrolling window.
3. Enter a description for the account class in the Description 1 field. Enter an additional description, if
required, in the Description 2 field.
4. In the Enable Reporting On field, mark the following options to view analysis information about:
Customers This will allow customer numbers to be stored during transaction entry for reporting purposes. You
can view analysis information entered in relation to a customer against the transaction dimensions set up in the
account class or the accounts linked to the class. If you unmark this option, you cannot view analysis information
for customers.
Vendors This will allow vendor numbers to be stored during transaction entry for reporting purposes. You can
view analysis information entered in relation to a vendor against the transaction dimensions set up in the account
class or the accounts linked to the class. If you unmark this option, you cannot view analysis information for
vendors.
Employees This will allow employee IDs to be stored during transaction entry for reporting purposes. You can
view analysis information entered in relation to an employee against the transaction dimensions set up in the
account class or the accounts linked to the class. If you unmark this option, you cannot view analysis information
for employees.
Item Numbers This will allow item numbers to be stored during transaction entry for reporting purposes. You
can view analysis information entered in relation to an item number against the transaction dimensions set up in
the account class or the accounts linked to the class. If you unmark this option, you cannot view analysis
information for item numbers.
Site IDs This will allow site IDs to be stored during transaction entry for reporting purposes. You can view analysis
information entered in relation to a site ID against the transaction dimensions set up in the account class or the
accounts linked to the class. If you unmark this option, you cannot view analysis information for site IDs.
Asset IDs This will allow asset IDs to be stored during transaction entry for reporting purposes. You can view
analysis information entered in relation to a assets ID against the transaction dimensions set up in the account
class or the accounts linked to the class. If you unmark this option, you cannot view analysis information for assets
IDs.
Book IDs This will allow book IDs to be stored during transaction entry for reporting purposes. You can view
analysis information entered in relation to a book ID against the transaction dimensions set up in the account class
or the accounts linked to the class. If you unmark this option, you cannot view analysis information for book IDs.
1. In the scrolling window, you can select the analysis type for each transaction dimension. The following analysis
types are available in the Data Type field:
Not allowed Transaction dimension will not be available to create analysis information for accounts linked to the
account class. Transaction dimension codes cannot be entered for this transaction dimension during transaction
entry. The transaction dimensions with an analysis type of Not allowed will not be displayed in the Analytical
Transaction Entry windows.
By default, any new transaction dimension that is added will have an analysis type of Not Allowed.
Required Transaction dimension codes must be entered for the transaction dimension for each account that is
linked to the account class.
Optional The entry of a transaction dimension code for such transaction dimensions optional. For each account
linked to the account class, analysis information may or may not be entered.
Fixed A default transaction dimension code must be entered against this transaction dimension and it cannot be
overwritten during transaction entry. The code will be used for all accounts linked to the account class. The default
transaction dimension code must be entered and can be overwritten only in the Accounting Class Maintenance
window.
If the relationship between alphanumeric transaction dimensions is Combination Not Allowed, the analysis type of
one of the transaction dimensions must always be Not Allowed. You cannot change the analysis type from
Combinations Not allowed to Required or Optional or Fixed.
1. You can enter a default transaction dimension code for the transaction dimension if the analysis type of the
transaction dimension is Required, Fixed or Optional. This default dimension code will be displayed during
transaction entry and only can be overwritten if the analysis type of the transaction dimension is not Fixed.
If you’ve marked the Show valid code combinations in trns and budgets option in the Analytical Accounting
Options window, then the lookup window will display only those codes that have a valid combination with the
codes you have already selected for the transaction.
NOTE
You are required to enter a default transaction dimension code if the analysis type of the transaction dimension is Fixed.
1. If the distribution accounts of a fixed or variable allocation account are linked to an account class, you must
ensure that during transaction entry default transaction dimension codes are entered for all transaction
dimensions set to Required in the class. These codes will be considered when you post transactions comprising
fixed or variable allocation accounts.
For an alphanumeric transaction dimension, you can select a default transaction dimension code from the
transaction dimension code Lookup window. You also can view information for a code or create a new code by
opening the Transaction Dimension Code Maintenance window from the Trx Dimension Code Default Link.
For Numeric transaction dimensions, the field to the right of the Trx Dimension Code Default field will display the
Base U of M and the decimal places, if it has been set in the Transaction Dimension Maintenance window.
1. Choose the Show button to display the description of the Trx Dimension Codes of alphanumeric transaction
dimensions.
2. Mark the Show check box to view transaction dimensions while entering analysis information for
transactions. This check box will be marked by default if the transaction dimension is Required, Fixed or
Optional. Unmark the check box if you don’t want to view the transaction dimension during transaction
entry.
You cannot hide a transaction dimension unless a default transaction dimension code has been entered. If the
default code of a Required or Optional transaction dimension that is hidden is removed from the Accounting Class
Maintenance window, the transaction dimension automatically will be set to Show. However, transaction
dimensions will be displayed in Inquiry windows, regardless of the status marked here.
1. Inactive transaction dimensions will be displayed in the Accounting Class Maintenance window if you have
selected the Show Inactive Trx Dim in Acct. Class Maint window option in the Analytical Accounting Setup
window. The check box under the Inactive column will be marked automatically if the transaction dimension is
inactive. This column is non-editable.
The analysis type of an inactive transaction dimension always will be Not Allowed. It cannot be changed to any
other analysis type unless the transaction dimension is activated.
1. Choose Accounts to open the Account Class Link window. Refer Linking accounts to an account class for
more information.
2. Choose Save to save the changes you’ve made. When you choose Save, the following checks take place:
If transaction dimensions have been deleted or inactivated, a message is displayed indicating that the
relevant transaction dimension is deleted or inactivated. The Accounting Class Maintenance window will be
cleared after you close the message.
If a transaction dimension code is deleted or inactivated a message is displayed indicating that the relevant
code is deleted or inactivated. You can save the account class only if you replace or remove the relevant
code.
If the relationship between the default codes you’ve set up in the Account Class Maintenance window is still
valid.
If the relation between the default codes of such dimensions is no longer valid, a message appears. You
cannot save changes to the account class if the combination between codes is not valid.
2. Choose Delete to delete an account class. When you delete a class, all information related to such class will
be removed from all unposted transactions, where accounts linked to such class have been used.
The Accounting Class Maintenance window will be updated when opened after the following changes are made:
If you change the relationship between transaction dimensions in the Transaction Relations window, the
analysis type of the transaction dimensions will be set to Not Allowed in the Accounting Class Maintenance
window. The default codes you’ve entered for the dimensions also will be removed.
If you change the ownership between codes and the codes have been used as default codes in the
Accounting Class Maintenance window, the codes will be removed from the account class.
Example
Profit Centre owns Cost Centre. Code P1 owns C1. Both codes are default codes in the Accounting Class
Maintenance window. This relationship is changed so that C1 is now owned by P2. In the Accounting Class
Maintenance window, P1 and C1 will be deleted. However, you cannot change this relationship if C1 is used as a
default code for a fixed transaction dimension. The analysis type of the transaction dimension has to be changed
prior to changing the ownership.
If transaction dimensions are valid subsets and you change the combination between codes used as default codes
in the Transaction Dimension Code Validation window, the codes will be removed from the Accounting Class
Maintenance window.
Example
Profit Centre and Cost Centre are valid subsets. Code P1 and C1 are set as a valid combination and are used as
defaults in the Accounting Class Maintenance window. Subsequently, P1 is set as a valid combination only with C2.
In the Accounting Class Maintenance window, C1 and P1 will be removed.
However, you cannot change the combination between C1 and P1 if Profit
Centre and Cost Centre are Fixed types and have been used as default codes. To
do this, you must change the analysis type of Profit Centre and Cost Centre from Fixed to any of the other
available analysis types.
Transaction Dimensions or Transaction Dimension codes that have been deleted or inactivated will be removed
from the Accounting Class Maintenance window. To delete or inactivate default transaction dimension codes for a
fixed or hidden transaction dimension, you must change the analysis type set for the transaction dimension to
show.
Linking accounts to an account class
Use the Account Class Link window to link accounts to an account class.
You can link any Microsoft Dynamics GP account to an account class, except for the fixed and variable allocation
accounts. However, distribution accounts for fixed and variable accounts can be linked to an account class.
NOTE
An account can be linked only to one account class.
To link accounts to an account class:

1. Open the Account Class Link window. (Cards >> Financial >> Analytical Accounting >> Accounting Class
Maintenance >> Accounts button)
(Cards >> Financial >> Analytical Accounting >>Accounting Class Link)
2. Enter or select an account class to that the accounts will be linked to. The scrolling window will display all
the accounts in the Microsoft Dynamics GP Chart of Accounts except fixed and variable allocation accounts.
3. From the Show Accounts options, select one of the following:
All Displays all posting, and unit accounts
Balance Sheet Displays only Balance Sheet accounts
Profit/Loss Displays only Profit/Loss accounts
Unit Displays only Unit accounts
4. From the Link Status options, select one of the following:
All Displays all accounts, whether linked or not.
Linked Displays accounts which are linked to an account class.
Not Linked Displays accounts which are not linked to any account class.
5. Use the Search by field to search for a specific account in the scrolling window. The method you use
depends on the option selected from the View Menu drop- down list. For example, if you have selected the
Show Accounts by account option, the Search by field will allow you to find an account based on the
account.
6. The scrolling window displays the accounts based on the option you select from the View menu. To link an
account to the account class displayed, mark the Link check box for the account to link.
7. The Linked to Class ID field displays the account class that the account has been linked to. If the account is
not linked to an account class, you can select an account class to link it to from the Accounting Class lookup
window. The account class you select can be different from the class that is displayed in the Account Class
Link window.
8. If you select a posting account that’s used as a distribution account of a fixed or variable allocation account
to link to an account class, a message will appear reminding you to specify default transaction dimension
codes for transaction dimensions set to Required or Optional in the Accounting Class window. Refer Setting
up an account class for more information about default transaction dimension codes.
The Account No field displays the account.
The Account Description field displays the description for the account.
9. Choose Mark All to mark all displayed accounts to link the accounts to the account class you have selected
in the Class ID field. If the posting option you have selected in the Posting Setup window (Administration
>> Setup >>Posting >> Posting) is Create a Journal Entry Per Batch, a message appears when you choose
Mark All indicating that accounts set to Post in Summary will not be marked.
This is to ensure that if the Use Account Settings option is not marked, accounts that post in summary are
not linked to an account class. Before you activate Analytical Accounting, you can ensure that the level of
posting of such accounts is set to detail to link it to an account class.
IMPORTANT
You must mark the Create a Journal Entry per Batch and Use Account Settings options in the Posting Setup window
to activate Analytical Accounting. However, you can link accounts to an account class before Analytical Accounting
has been activated.
10. Choose Unmark All to unmark all the accounts that were previously marked. If you unmark an account from
an account class and if the account exists in an unposted transaction, analysis information for the account
will be deleted from the transaction. In addition, any account that is removed from an Accounting Class
cannot be adjusted on the Analytical Adjustment Entry. If the account exists in an un-posted adjustment, any
adjustment made for that account will be deleted once the account is unmarked from the accounting class.
11. Choose Save to save the links you have made.
Linking accounts to classes and nodes
Use the Analytical Accounting Account Maintenance window to link accounts to both an account class and a node
on the main tree.
You can link any Microsoft Dynamics GP account to an account class, except for the fixed and variable allocation
accounts.However, distribution accounts of fixed and variable accounts can be linked to an account class.
NOTE
An account can be linked only to one account class.
To link an account to classes and nodes:

1. Open the Analytical Accounting Account Maintenance window. (Cards >> Financial >> Analytical
Accounting >> Account)
2. Enter or select an existing account. If you select a posting account that is used as a distribution account of a
fixed or variable allocation account, a message will appear indicating that you must be sure that default
transaction dimension codes have been entered for Required or Optional transaction dimensions in the
Accounting Class that the account is or will be linked to. Refer to Setting up an account class for more
information.
The Description field displays the description of the account.
3. In the Linked to Node field, select the node of the main tree that the account must be attached to. Each
account must be linked to a valid node of the main tree. Refer to Setting up trees for more information.
4. Select the account class in the Class ID field to enter analysis information for this account during transaction
entry. The name or description of the selected account class is displayed in the field below Class ID.
If the level of posting of an account is set to summary, you cannot link the account to an account class if the
posting setup in the Posting Setup window is Create a Journal Per Batch.
5. Choose Save to save the details.
6. Choose Clear to clear the information in the window.
Setting up account access to codes
Use the Account Access to Transaction Dimension Codes window to specify the accounts that have access to a
selected transaction dimension code. This will determine which codes can be used for a distribution while entering
an analytical transaction. By default, all the codes have access to all the accounts linked to an accounting class. You
can assign multiple ranges of accounts to a dimension code; you can also assign an account to multiple dimension
codes.
NOTE
The codes belonging to a transaction dimension that is set to Not Allowed for an accounting class do not have access to that
accounting class.
The following conditions must be met before you can specify account access for codes:
You must have set up at least one accounting class.
The selected transaction dimension must have a valid relationship with at least one accounting class. You
cannot select a dimension if it’s analysis type is set to Not Allowed for all accounting classes.
To set up account access to codes:
1. Open the Account Access to Trx Dimension Codes window. (Cards >> Financial >> Analytical Accounting
>> Account Access)
2. Enter or select a transaction dimension. The description for the selected dimension is displayed in the
Description field.
3. Enter or select the transaction dimension code for which to specify account access. The description for the
selected dimension code is displayed in the Description field.
4. Select the access option for the selected transaction dimension code.
All Accounts is the default selection, giving access to all accounts linked to an accounting class.
Select Accounts Select this option to specify the accounts to which the selected code will have access. The rest of
the window will become available for you to select the accounts.
You must insert at least one account in the scrolling window if you choose the option Select Accounts. If you choose
Save or close the window when there are no accounts in the scrolling window, the account access setting for the
selected code will automatically revert to All Accounts.
1. In the Account Type field, select the type of accounts to include in the range.
All All the accounts in the selected range will be available for selection in the From and To Look up. This includes
Balance Sheet, Profit and Loss and Unit accounts.
Balance Sheet Only balance sheet accounts from the selected range will be available for selection in the From
and To Look up.
Profit and Loss Only profit and loss accounts from the selected range will be available for selection in the From
and To Look up.
Unit Only unit accounts from the selected range will be available for selection in the From and To Look up.
1. In the Ranges field, select whether to assign a range based on Account, Segment ID or Account Class. If you
select Segment, the Segment ID field becomes available. Enter the Segment ID.
2. Enter the range in the From and To fields. The lookup displays the range of accounts, account classes, or
segment ID, depending on your selection in the Ranges field.
3. Choose Insert to insert the accounts within the selected range into the scrolling window. The scrolling
window displays the account and description for each account. If you’ve chosen Account Class, all the
accounts of the selected type assigned to those classes will be inserted. For example, if you’ve selected
Balance Sheet as the Account Type, then only Balance Sheet accounts that are part of the selected range will
be inserted into the scrolling window.
Once you’ve inserted a range in the scrolling window, you can select another range to insert. The new range will be
added below the existing range in the scrolling window. An account will be inserted into the scrolling window only
once, even if it is part of more than one range.
1. Select an account in the scrolling window and choose Remove to remove that account. Choose Remove All
to remove all the accounts from the scrolling window. The Remove and Remove All fields become available
only when accounts exist in the scrolling window.
2. Choose Save to save the account access settings for the selected transaction dimension code and clear the
window. The settings you’ve saved will be displayed when you open this window and select the same
dimension code.
3. Choose Clear to clear all the values you’ve entered in the window without saving.
Entering analysis information for fixed assets transactions
Use the Analytical Fixed Asset Setup window to module enter or view the analysis information for the distribution
accounts that are linked to an account class. The window name depends upon the path from where you open this
window.
You can view the transaction dimension codes and description for the transaction dimension codes for fixed asset
transactions. You can view the Asset ID, Book ID and Alias details in the Analytical Fixed Asset Setup window.
To enter or view analysis information for fixed assets transactions
1. Open the Analytical Fixed Asset Setup window
(Cards >> Fixed Asset >> Book >> enter or select an asset ID and book ID >>Additional >> Analytical
Transaction or CTRL+T)
(Cards >> Fixed Asset >> Book >> enter or select an asset ID and book ID >>Analytical Accounting
Button)
(Cards >> Fixed Assets >> Book>>> Go to button >> Account>> enter or select an asset ID and book ID
>> Additional >> Analytical Transaction or CTRL+T) (Cards >> Fixed Assets >> Book>>> Go to button
>> Account>> enter or select an asset ID and book ID >> Analytical Accounting Button)
(Cards >> General >> select an asset ID >> Go to button>> Book >> select a book ID >> Additional >>
Analytical Transaction or CTRL+T)
(Cards >> General >> select an asset ID >> Goto button>> Book >> select a book ID >>Analytical
Accounting Button)
(Cards >> Fixed Assets >> Account>> enter or select an asset ID >> Analytical Accounting Button)
(Cards >> Fixed Assets >> Account>> enter or select an asset ID >> Additional>> Analytical Transaction
or CTRL+T)
2. The Distribution field displays the distribution account selected in the Asset Account window.To view other
distributions, enter or select a distribution number.
The sequence of distributions in the Analytical Transfer Maintenance window may not correspond to the sequence
in the Payroll Transaction Entry window because only accounts linked to an account class are displayed in the
Analytical Payroll Transaction Entry window.
The Company ID field will display the company in which the transaction is taking place.
1. The Account field will display the distribution account for which analytical information is being entered. The
description of the account, as set up in the Account Maintenance window, will appear in the next line. Click the
Account expansion button to open the Microsoft Dynamics GP Account Entry window.
The balance type of the account, whether debit or credit, will be displayed next to the account.
1. Select an alias in the Alias field. The Alphanumeric field in the scrolling window displays the transaction
dimension codes that are associated with the alias for the transaction dimensions displayed. You can change
these codes, if required. Refer to Creating an alias for more information.
The Trx Dimension field displays Transaction Dimensions of the account class to which the distribution account is
linked. Only Transaction Dimensions which have been set as Fixed, Required, or Optional will be displayed.
Transaction dimensions which are set to Hide in the Accounting Class Maintenance window will not be displayed.
Refer to Setting up an account class for more information.
The Trx Dimension Description field displays the description of the transaction dimension.
1. Enter or select an alphanumeric transaction dimension code in the Alphanumeric column. You can add a
new alphanumeric transaction dimension code if you have selected the Create New Codes On The Fly
option in the Transaction Dimension Maintenance window.
NOTE
The Alphanumeric column is available only for an alphanumeric transaction dimension.
2. Choose Save to save the analysis information you have entered and clear the window.
You can save analysis information with errors, but you cannot post them.
1. Choose Validate to validate the distribution displayed in the window. If changes are made to the account class in
setup or errors are found during the validation process, the Analytical Accounting Validation Log window will
open displaying the errors or changes identified. You can view the changes to the account class by selecting the
Default button in the Analytical Item Transaction Entry window.
Analysis information will also be validated if you select OK or Save in the Analytical Fixed Asset Setup window.
You can choose to save analysis information with errors or without updating changes made to the account class.
You can validate a document in the Item Transaction Entry window by using the options CTRL+R or Additional >>
Run Validation.
Refer to Validating transactions and correcting errors for more information about validation.
1. Choose the Print drop-down to print the Analytical Accounting Edit list for the distribution currently displayed
in the window or for all distributions of the transaction linked to an account class. If errors are detected, the
Analytical Validation Log is also printed.
Setting up trees
You can set up an unlimited number of trees to group master data in Analytical Accounting. Use the trees to select
master records and also to display selected nodes, or single records, or to build groups to show totals and
subtotals on reports.
Trees are also used for reporting and analyzing purposes in the Multilevel Query wizard. Refer to *Chapter 17,
“Inquiries”*for more information.
There are two types of trees:
Main Tree These are created automatically for each type of master record and cannot be deleted. By default, the
master records will be linked to the root node of the main tree but can be attached to other nodes within the same
tree. New master records always will be linked to the root node of the tree but can be changed.
Additional Trees You can create unlimited trees for each type of master record. You can choose whether the tree
should include all master records or just a subset of master records. If you link all the records to the tree, any new
master record created automatically will be linked to the tree.
To set up trees:
1. Open the Tree Maintenance window. (Cards >> Financial >> Analytical Accounting >> Tree)
2. Select the type of the master record from the Tree Type field. The options available are:
Account
Customer
Employee
Vendor
Item
Site
Trx Dimension
You can create trees only for alphanumeric transaction dimensions.
1. Enter or select a tree definition. A main tree will always be available in the Tree lookup window. If the tree is a
main tree, the Main Tree check box will be marked by default. You cannot unmark this check box. If you’ve
defined the tree, the Main Tree check box is unmarked and cannot be marked.
The Dimension field will be available only if you select Transaction Dimension in the Tree Type field. The
description of the alphanumeric transaction dimension that the tree has been created for is displayed in this field.
You can’t modify the description. The default description will be displayed when you select an alphanumeric
transaction dimension in the Dimension field.
1. Mark the Tree includes all records option to link all the master records to the tree. This field is available only
if you are creating a new tree. The master records will be attached to the root node of the tree. If a new
master record is created, it will be linked to the root node of the main tree and to all the other trees that
have this field marked.
2. Enter a description for the tree in the Description field.
3. Choose Structure to open the Tree Structure window where you can define the structure of the tree. Refer
Defining a tree structure for more information.
4. Choose Save to save the tree definition.
6. Choose Delete to delete the tree. You cannot delete a tree if it has been used in a query created in the
Multilevel Query wizard. You cannot delete a main tree.
Defining a tree structure
You can define the structure of an existing tree in the Tree Structure window.
To define a tree structure:
1. Open the Tree Structure window.
(Cards >>Financial >> Analytical Accounting >>Tree Structure)
(Cards >> Financial >> Analytical Accounting >> Tree >> Structure button)
1. Select a master record type in the Tree Type field. The master record types are:
Account
Customer
Employee
Vendor
Item Number
Site
Trx Dimension
2. Enter or select a tree in the Tree field. If the tree is a main tree, the Main Tree check box will be marked by
default. This check box cannot be unmarked. If the tree is user-defined, the Main Tree check box is unmarked
and cannot be marked.
If you’ve opened the Tree Structure window from the Tree Maintenance window, the tree type and tree
entered is displayed.
The Tree View window shows the tree structure of the selected tree. You can double-click a node and open
the Edit Tree Node window where you can change the description of the node.
3. Enter the new description for the node.
4. Choose Save to save the description or Cancel to cancel the description you have entered and return to the
Tree Structure window.
5. In the Tree Structure window, to create a new node, select an existing node and choose New Node. This will
open the Add Tree Nodes window.
6. Enter a description for the new node and choose Add. The new node will be created one level below the
selected node. To create a new node at the first level, select the Root Node, which is the first entry in the tree
view.
7. In the Tree Structure window, choose the Left arrow to move the selected node and its sub nodes one level
higher in the tree if the selected node is not at the first level.
8. Choose the Right arrow to move the selected node and its sub nodes one level lower in the tree if the
selected node is not at the last level. The new main node will be one line up on the same level.
9. Choose the Up arrow to move the selected node and its sub nodes one line up on the same level in the
structure.
10. Choose the Down arrow to move the selected node and its sub nodes one line down on the same level in
the structure.
11. Choose Delete Node to remove a selected node and its sub nodes. If there are master records linked to the
deleted node, they will be linked to the root node when you choose Save.
12. Choose the printer icon button to print the edit list. The structure of the tree selected in the tree structure
window will be printed.
Copying a tree structure
You can copy an existing tree structure to set up another tree. You also can copy the records linked in an existing
tree to another tree.
To copy a tree structure:
1. Open the Copy Tree Structure window. (Cards >> Financial >> Analytical Accounting >> Tree Structure >>
Copy button)
2. Select the tree to copy from in the Copy from Tree field. Be sure that the Tree that the data is being copied
from is the same Tree Type (Dimension, account) as the tree where the data will be copied to. The
description of the selected tree appears in the field below.
3. Select the tree to copy to. The tree types that are similar to the tree type you are copying from are displayed
in the lookup window.
4. Select to copy only the tree structure, or both the tree structure and the link records.
If you select the Copy tree structure option, then only the tree structure will be copied. Before the
copying process begins, the existing structure of the destination structure will be deleted and all the
linked records will be linked to the root node.
If you select the Copy tree structure and link records option, the existing structure and all links to
master records are removed and will be replaced by the new structure and link records from tree
you’re copying from.
NOTE
This option is only available if both the Copy Source and Destination have the Tree includes all records available or
unavailable option selected in the Tree Maintenance window.
5. Choose Copy to copy the tree structure and close the window.
6. Choose Cancel to close the window.
Linking master records to an existing tree structure
The Tree Record Link window allows you to link master records to an existing tree structure. You also can add new
master records to the tree, remove master records from the tree and print the structure with its linked master
records.
To link master records to an existing tree structure:
1. Open the Tree Record Link window.
(Cards >> Financial >> Analytical Accounting >> Tree Record Node Link)
(Cards >> Financial >> Analytical Accounting >> Tree >> Structure>> Link Records)
(Cards >> Financial >> Analytical Accounting >> Tree Structure >> Link Records)
2. Select the tree type.

3. Select the Tree ID to modify the Record Links in. If you select a main tree, the Main Tree checkbox will be
marked. If opened from the Tree Structure window, the tree type and tree entered in that window are
displayed in the Tree Type and Tree fields.
4. If the tree has an associated transaction dimension, the dimension is displayed.
5. The tree structure of the selected tree appears in the Tree View window on the left. Select an item in the tree
view to display the master records linked to that node in the list window on the right side.
6. Click the Attach to button to open the Move Master Records window where all nodes, except the node to
which the record is currently linked to, are displayed.
7. Highlight the node that the record selected is to be attached to and choose Select to attach the master
record to the node. The Attach to button is only available if at least one master record is selected in the list
window.
8. After the records are linked to the new node, the linked master records of this node will appear in the list
window.
9. Choose Add to open the Add Master Records To Tree window. This button is only available if the selected
tree is not a main Tree and the Tree includes all records option is not marked in the Tree Maintenance
window.
10. Choose Remove to remove the selected master record from the tree. This button is only available if at least
one master record has been selected in the list window, the tree is not a main Tree and the Tree includes all
Records option is not marked in the Tree Maintenance window.
11. Choose Save to save the Record Node link to the table.
Adding master records to an existing tree
You can add master records to an existing tree using the Add Master Records to Tree window. This can be done
only if the tree is not the main tree and the Tree includes all records option is not marked in the Tree Maintenance
window.
To add master records to an existing tree:
1. Open the Add Master Records to a Tree window. (Cards >> Financial >> Analytical Accounting >> Tree
Record Node Link >> Add button)
2. The Search By field displays the search method that was selected in the View menu. To search for a master
record, enter the description for the record in this field and press the TAB key.
Master records that are not linked to the tree and their descriptions are displayed in the scrolling window.
3. Mark the records you want to add to the tree and choose OK.
4. Click Add in the scrolling window to display the records by their add status.
5. Click the Column Header ID to sort the records in the scrolling window for the selected tree. This field is
determined depending on the tree type and the dimension if Trx Dimension is used as tree type.
6. Choose Mark All to select all the records.
7. Choose Unmark All to unmark all the selected records.
8. Choose the Add button to add the selected records to the tree and close the window.
Chapter 3: Budgets
Analytical Accounting Budgets allows you to set up a budget tree using the transaction dimensions and codes that
you have created. You can record amounts against each node of the budget tree and allocate the amounts to
various accounts for each node. You can export the budget to Excel where you can modify it if required, before
importing it back into Microsoft Dynamics GP. The Multilevel Query wizard allows you to compare actual versus
budgeted amounts and find the variance, as well as compare budget amounts for different years.
Setting up a budget tree
Assigning budget tree codes
Using the dimension code tree view
Adding and removing transaction dimension codes
Creating a budget
Copying budgets
Selecting calculation methods for budgets
Understanding node budget roll down
Rolling down node budget amounts
Understanding account budget roll down
Understanding node budget roll up
Assigning a range of accounts • Exporting budget details
Understanding budget import
Importing a budget
Setting up a budget tree
A budget tree consists of only alphanumeric transaction dimensions and the codes attached to those dimensions.
You can choose the transaction dimensions that make up a budget tree, and specify the order in which they appear
in the tree. All the selected dimensions must share a valid relationship with one another, and must belong to at
least one common accounting class. Refer to Setting transaction dimension relationships and to Setting up an
account class for more information.
To set up a budget tree:
1. Open the Budget Tree Maintenance window. (Cards >> Financial >> Analytical Accounting >> Budget Tree)
2. Enter or select a Budget Tree ID. This field becomes unavailable once you press TAB after entering a value
here. Enter a description for the budget tree ID in the Description field.
The Available Dimensions list displays the description for all the alphanumeric dimensions, entered in the
Description 1 field on the Transaction Dimension Maintenance window. The descriptions are listed in the order that
you have assigned to the dimensions on the Transaction Dimension Order window. Refer to Defining transaction
dimensions , and Changing the order of transaction dimensions for more information. The first dimension in this
list is highlighted by default.
1. Select a dimension from the Available Dimensions list and choose Insert to insert it into the Selected
Dimensions list to the right of the window. Once you have selected a dimension, it is removed from the
Available Dimensions list. All the selected dimensions must belong to at least one common accounting class.
A dimension belongs to an accounting class if its analysis type is either Required, Fixed or Optional for that
accounting class.
Once you have inserted at least one dimension in the Selected Dimensions list, then every subsequent dimension
that you select must have a valid relationship with the dimensions already selected. If a dimension shares a
relationship of No Combination Allowed with any of the previously selected dimensions, you will not be able to
insert that dimension.
1. Choose Insert All to insert all the dimensions into the Selected Dimensions list. If any of the dimensions
does not have a valid relationship with any other dimension, you will get a message and none of the
dimensions will be inserted.
2. Select a dimension in the Selected Dimensions list and choose Remove to remove it. Once you have
removed a dimension, you can view it in the Available Dimensions list. The Remove button becomes
available only when you select a dimension in the Selected Dimensions list. You can only highlight one
dimension at a time in the Selected Dimensions list.
3. Choose Remove All to remove all dimensions from the Selected Dimensions list. The Remove All button
will be unavailable if no dimension is listed in the Selected Dimensions list.
4. Use the up, down, top and bottom arrow buttons to change the order of the selected dimensions if required.
All the dimensions will first appear in the Selected Dimensions list in the order in which you select them.
The order of dimensions in the Selected Dimensions list determines the order in which they appear on the
budget tree.
You cannot insert or remove dimensions, or change the order of dimensions if the budget tree ID is attached to a
budget ID. To do this, you must first delete all the budget IDs to which the budget tree ID has been attached.
You cannot insert or remove dimensions, or change the order of dimensions if the budget tree ID has codes
assigned to it. A message appears warning you that on doing so, all the codes attached to the budget tree ID will
also be removed. If you choose to continue, you must then re-assign the codes in the Assign Budget Tree Codes
window.
1. Choose Codes to open the Assign Budget Tree Codes window, where you can assign codes for each
dimension in the budget tree. Refer to Assigning budget tree codes for more information.
2. Choose Save to save the budget tree ID you have created.
3. Choose Delete to delete the budget tree ID that is displayed in this window.
You cannot delete a budget tree ID that is attached to a budget ID. To do this, you must first delete all the budget
IDs to which the budget tree ID has been attached.
If a budget tree is not attached to a budget ID, but has codes assigned to it, all the codes will be lost when you
delete the budget tree ID.
1. Choose Print to print the Budget Tree Maintenance Report for all budget tree IDs or for the budget tree ID
displayed in the window.
Assigning budget tree codes
Once you have set the order of transaction dimensions, you must assign dimension codes to the budget tree ID
that you have created. You can only set budget amounts for the codes that you assign to the budget tree ID. You
can assign a range of codes, or individual codes to a dimension. If you make changes to the budget tree ID on the
Budget Tree Maintenance window after assigning codes, all the assigned codes will be deleted. You will have to re-
assign the codes.
To assign budget tree codes:
1. Open the Assign Budget Tree codes window. (Cards >> Financial >> Analytical Accounting >> Assign
Budget Tree Codes)
2. Enter or select the budget tree ID for which you are assigning codes. The Description field displays the
description for the selected budget tree ID.
3. Assign a range of codes in the From and To columns for each dimension displayed in the Dimensions
column of the scrolling window. Dimensions are listed in the order defined in the Budget Tree Maintenance
window. The default values in the From and To columns are the text <FIRST> and <LAST> respectively.
<FIRST> denotes the first code of the dimension, and <LAST> denotes the last code, in numeric-alpha
order.
To select a different range, enter or select the range of codes for each dimension in the From and To columns, in
numeric-alpha order. You can also keep <FIRST> as it is in the From column and select a code in the To column.
Alternatively, you can select a code in the From column and keep <LAST> as it is in the To column. Both the From
and To fields must have values; you cannot enter a value in one field and leave the other blank.
NOTE
If you’ve marked the Show valid code combinations in trns and budgets option in the Analytical Accounting Options window,
then the lookup window will display only those codes that have a valid combination with the codes you have already selected
for the budget tree.*
1. Clear the default values in the From and To fields if you do not want to assign codes to a dimension. If you do
not assign codes for a particular dimension, you will not be able to assign codes for any dimension below that
dimension. The From and To fields for the lower dimensions will be blank and unavailable.
NOTE
In order to assign a range to a dimension, ranges should have been assigned to all the dimensions that appear above that
dimension.
1. Choose Assign to assign the selected codes to the budget tree ID. The values in the From and To columns of the
scrolling window return to the <FIRST> and <LAST> code values.
The tree you’ve created can be viewed in the Dimension Code Tree view. Codes will only be inserted below nodes
with which they share a valid relationship. Refer to Using the dimension code tree view for a better understanding
of the structure of the dimension code tree.
NOTE
After you’ve assigned codes for the first time, if you subsequently assign a different range of codes to the budget tree ID, the
existing dimension code tree will be over written.
1. Highlight a node in the dimension code tree view. The Selected Node field displays the combination of
codes to which the highlighted node belongs. The budget tree ID is highlighted by default.
2. Select a code from the Add to Node drop down list and choose Add to add the code to the selected node.
You can add a code only if it shares a valid relationship with the selected node. You cannot add a code that
already exists under the selected node.
The Add to Node field displays the description of the dimension that is directly below the selected node. The drop-
down menu lists all the codes you’ve assigned to the dimension below the selected node.
1. Highlight a code and choose Remove in the Remove Dimension Code field to remove the code from the
selected node or from the entire tree.
Select Node to remove the selected code from the node it belongs to. This will remove the selected code and all
codes below it from the node displayed in the Selected Node field.
Select Tree to remove the code from the entire tree. This will remove the selected code and all the codes below it
from all nodes of the tree.
1. Choose the Budget button to open the Analytical Accounting Budget Maintenance window, where you can
assign budget amounts to the budget tree. Refer to Adding and removing transaction dimension codes for
more information.
2. Choose Save to save the codes assigned to the budget tree ID.
3. Choose Delete to delete all the codes assigned to the budget tree ID.
4. Choose Print to print the Assign Budget Tree Codes Report for the budget tree displayed in the window.
Using the dimension code tree view
Analytical Accounting Budgets uses a tree view called the Dimension Code Tree to display the codes that you’ve
assigned to the budget tree ID. You can create and modify the dimension code tree for each budget tree ID in the
Assign Budget Tree Codes window (Cards >> Financial >> Analytical Accounting >> Assign Budget
Tree Codes). You can view the dimension code tree for the selected budget tree ID in
the Analytical Accounting Budget Maintenance window (Cards >> Financial >> Analytical Accounting >> Budget).
Each line in the tree is a node and the nodes are organized in the order that you’ve set the transaction dimensions
in the Budget Tree Maintenance window.
Use the following example to understand the dimension code tree. You have set up a budget tree ID AA, and the
following dimensions and codes are assigned to it:
DIMENSIONS RANGE OF CODES ATTACHED TO DIMENSIONS
Profit Centre PCTR1 to PCTR2
Project PRJ1 to PRJ1
Product PDT1 to PDT2
Location LOC1 to LOC1
Based on the valid relationships that the codes have with one another, the tree will look as follows:
The budget tree ID is the highest level of the dimension code tree, and is also called the root node of the
tree.
The level of codes directly below the root node is called the first level of the tree.
Highlight a node in the dimension code tree, to enter or view the information relevant to that node in the
scrolling window (in the Analytical Accounting Budget Maintenance window, or the Analytical Accounting
Budget vs. Actual Inquiry window ). When you move the focus to another node, and then navigate to
another field in the window, the node that you last selected remains highlighted. Therefore, a node is always
highlighted in the dimension code tree view.
The Selected Node field displays the combination of codes to which the node you’ve highlighted belongs.
Any changes you make to the scrolling window are valid only for the selected node.
A node that does not have any nodes below it is called a bottom node. A tree can have several bottom
nodes.
NOTE
If a code (e.g. PDT 2), does not have a relationship with any code above it (e.g. PCTR 2), then it will not appear under that
node (PCTR 2 >> PRJ 1). It will, however, continue to appear under those nodes with which it shares a valid relationship (e.g.
PCTR 1 >> PRJ 1 >> PDT 2).
Adding and removing transaction dimension codes

You can add or remove transaction dimension codes from a budget tree ID that is attached to a budget ID. Use the
following information to understand how codes are added to and removed from a budget tree that is attached to a
budget ID.
When you add codes to a budget tree ID, the new codes will have no amounts and/ or accounts assigned to
them in the Analytical Accounting Budget Maintenance window.
When you remove codes from a budget tree ID, the amounts and the accounts that were assigned to those
codes in the Analytical Accounting Budget Maintenance window will also be removed.
Removing a node from the budget tree will also remove all sub-nodes, and the amounts and accounts
assigned to those sub-nodes in the Analytical Accounting Budget Maintenance window.
If you remove a code from the budget tree after assigning the budget amounts, you must reassign the root
node amount to the remaining codes so that the root node amount is rolled down 100%.
Creating a budget
You can create an unlimited number of budgets for both open and historic years in Analytical Accounting. You also
can change or delete existing budgets. A budget that you enter here is not removed until you delete it from the
system. Use the Analytical Accounting Budget Maintenance window to assign amounts and accounts to the budget
tree that you have created.
To create a budget:
1. Open the Analytical Accounting Budget Maintenance window. (Cards >> Financial >> Analytical
Accounting >> Budget)
2. Enter or select a budget ID and enter a description for the budget ID in the Description field.
3. Select to base the budget on a fiscal year or a date range. If you select to base the budget on a date range,
specify a range that crosses one or more fiscal years.
4. To restrict access to the budget, choose the Password Padlock button to open the Microsoft Dynamics GP
User Password Setup window and enter a password. If you don’t need to restrict access to the budget, skip
to the next step.
5. Select a year for which you are assigning budget amounts. Budget amounts are saved against the Budget ID
- Year combination, which is a unique combination. The value in the Year field cannot be changed once you
enter a year and TAB off the field.
If you enter a Budget ID - Year combination for the first time, and the budget ID already exists in the previous year,
a message appears asking if you want to copy the existing budget. Choose Yes to open the Copy window, where
you can copy the budget. Refer to Copying budgets for more information.
1. Select whether to mark the budget as Preliminary or Actual.
Choose Actual if you know that the budget will be calculated correctly and that you will not be making changes to
the budget.
Choose Preliminary to experiment with budgets. You can change preliminary budgets and then revert to the
original version of the budget, but when you change actual budgets, the change is permanent.
NOTE
If you’re calculating a preliminary budget and you’d like to save it, make the changes permanent by choosing Actual and save
the budget. The budget will also be saved as Actual if you choose the Save button to save changes to a preliminary budget.
1. Enter or select a budget tree ID. The dimension code tree that was set up for the selected budget tree ID is
displayed in the tree view. You can assign a same budget tree ID to multiple budget IDs.
The budget ID - budget tree combination is unique across all years. When you enter a budget ID that exists in a
different year, and enter a new year, the budget tree ID will automatically default from the budget ID - year that
already exists. You cannot change this budget tree ID.
1. When you select the budget tree ID, the dimension code tree view is populated with all the dimension codes in
fully expanded form. The root node is highlighted by default. Refer to Using the dimension code tree view for
more information.
Node Budget Amounts scrolling window displays the amount entered for each period for the node that you’ve
highlighted in the dimension code tree view. When the budget level is Account, this window displays the values
allocated to the account that you’ve selected in the Account field.
Node Period Total displays the total amount for the selected node for the selected period. If you’ve selected an
account for which you are entering period amounts for a node, you can still view the total amount for the period in
the Node Period Total field.
Total displays the total amount or quantity that you’ve entered for the selected node or for a selected account on
the selected node.
1. Select the Budget Level at which to create the budget, whether Tree or Account You can enter a budget for a
budget tree or for a budget tree - account combination.
Tree is the default selection. You must first enter budget amounts for the budget tree, before you can allocate
budgets for accounts.
Account select to assign a single posting or unit account to a selected node of the budget tree. You can assign an
account to any node as long as you’ve assigned that account to the node directly above it. You cannot assign fixed
or variable allocation accounts. You cannot assign accounts to the root node.
1. In the Budget Roll Total field, select whether to roll down the budget from the root node to lowest nodes or roll
up the budget from lowest nodes to the root node.
Down Rolls down the budget amount specified in the root node to lower nodes till the lowest node. This option is
selected by default. Refer to Understanding node budget roll down for more information.
Up You can enter amounts in the lowest nodes. These amounts are added up and rolled up to the parent node.
This process repeats itself until the amount is rolled up to the root node. Refer to Understanding node budget roll
up for more information.
If you select the option as Up for a budget which is not rolled down completely, the amount or quantity that you
have entered for each node of the budget will be reset to zero.
1. In the Enter field, choose whether to enter an amount for the budget, which would be used in posting accounts,
or a quantity, which would be used in unit accounts.
Amount the Amount field in the Node Budget Amounts scrolling window displays a currency format.
Quantity the Amount field in the Node Budget Amounts scrolling window displays a quantity format with two
decimal places.
1. Select whether to view Net Change or Period Balances on the Node Budget Amounts scrolling window.
Net Change the Amount field for a period displays the actual amount assigned to that period.
Period Balances the Amount field for a period displays the sum of all preceding periods plus the amount
assigned to the selected period.
1. Select the root node in the dimension code tree view to assign the overall budget amount. Enter amounts for
the root node for each period in the Node Budget Amounts scrolling window. Alternatively, you may also enter
the amounts using the Budget Calculation Methods window. Refer to Selecting calculation methods for budgets
Once you’ve entered all the period amounts for the root node, you must roll down 100% of each period amount to
the first level below the root node. Refer to Understanding node budget roll down for more information on how
node budget amounts are rolled down.
1. Enter or select an account in the Account field, if you’ve chosen Account in the Budget Level field. You can
only select an account that is attached to the accounting class to which all the dimensions of the budget tree
belong. The Enter radio group defaults to Amount if you select a posting account, and to Quantity if you
select a unit account.
2. Choose the arrow buttons next to the account field to select the next account that you want to assign.
3. Click the Delete icon next to the account field to delete the displayed account from the selected node.
NOTE
You can assign as many accounts to a node as you like, but the total of all assigned accounts for a period cannot exceed the
period amount for the selected node.
1. Enter the period amounts to be assigned to the displayed account for the selected node in the Node Budget
Amounts scrolling window.
2. Highlight a node on the dimension code tree and choose the Methods button to assign period amounts to
the node using a calculation method. Refer to Selecting calculation methods for budgets for more
information.
3. If you have selected Down as the Budget Roll Total option, highlight a node on the dimension code tree and
choose the Node button to roll down budget amounts to the next nodes. You can roll down amounts only if
you have entered a period amount for the selected node. Refer to Rolling down node budget amounts for
more information. This button is not available if you have selected a bottom node on the dimension code
tree, or if the selected budget level is Account.
4. Highlight a node on the dimension code tree and choose the Accounts button to assign a range of accounts
to the node. Refer to Assigning a range of accounts for more information. This button is not available if the
selected budget level is Account.
5. Choose the Copy button to open the Copy Budgets window, where you can copy an existing budget with
amounts and accounts. Refer to Copying budgets for more information.
6. Choose the Export button to export an actual budget to an Excel spreadsheet. Refer to Exporting budget
details for more information.
NOTE
You cannot export a preliminary budget. Save it to make it an actual budget before exporting.
7. Choose the Import button to import a budget from an Excel spreadsheet. Refer to Importing a budget for
more information.
8. Choose Print to print the Analytical Accounting Budget Maintenance report. You can print the report in one
of the following formats:
Budget tree with amounts
Budget tree with accounts summary
Budget tree with accounts detail
9. Choose Delete to delete the budget ID that you have created.
10. Choose Clear to clear all the information that is displayed on the window.
11. Choose Save to save the budget ID that you have created.
If the root node amount has not been rolled down 100% to the lower nodes for any period, a validation log will
print listing all the periods where the budget amount must be rolled down 100%. You cannot save until you’ve
completely rolled down the root node amount to the nodes below.
Copying budgets
You can copy a budget that you have previously set up, and modify it for the current year to suit your
requirements. You can include opening balances, copy the accounts that were assigned to the previous budget, and
increase or decrease the amounts in the budget. The ability to copy budgets is not available for budgets based on a
date range.
To copy budgets:
1. Open the Copy Budgets window. (Cards >> Financial >> Analytical Accounting >> Budget >> Copy
button)
2. The Budget ID, Budget Year and Description fields display the values entered in the Analytical Accounting
Budget Maintenance window.
If this window has opened after you chose Yes on a message asking whether you wanted to copy the previous
year’s budget, the Source Budget ID, and Budget Tree ID fields display the values entered in the Analytical
Accounting Budget Maintenance window, while the Year field displays the year previous to the year chosen in the
Analytical Accounting Budget Maintenance window.
1. If this window has opened when you chose the Copy button on the Analytical Accounting Budget
Maintenance window, enter or select the Source Budget ID that you want to copy. The Budget Tree ID field
displays the corresponding values for the selected Source Budget ID.
If the destination budget ID has a budget tree ID attached to it for another year, then the source
budget ID that you choose must have the same budget tree ID attached. If the source budget ID has
a different budget tree ID, then a message appears asking you to select a budget ID with the same
budget tree ID.
If the destination budget ID does not have a budget tree attached for any other year, then the budget
tree ID attached to the source budget ID will over write any budget tree ID that you may have
assigned to the budget ID.
2. The Year field drop down displays all historic and open years. You can only select a year in which the
selected Source budget ID has been set up.
3. Choose the Calculation Option to be used while calculating the budget amounts. The options are:
No Amounts The budget tree will be copied. No amounts will be copied, and the amounts fields will be blank in
the Analytical Accounting Budget Maintenance window.
Exact Amounts The budget tree and the exact amounts will be copied to the Analytical Accounting Budget
Maintenance window.
Percentage Change You can increase or decrease the amounts for the destination budget.
If you choose a calculation option other than No Amounts the amounts will over write any existing amounts in the
destination budget ID when you choose Copy.
1. If you choose Percentage Change, the Percentage field becomes available, and you can enter a percentage
value. Choose the Increase or Decrease radio options to increase or decrease the source budget ID amounts
by the percentage you have entered.
2. Mark the Include Opening Balance option to copy the opening balance from the source budget ID. If this
option is unmarked, the opening balance will not be copied over. If this option is marked, the opening
balance will be copied over, even if it is zero. The opening balance will be treated as another period, and will
be affected by the Calculation Method you choose in this window.
3. Mark the Copy Accounts option to copy all the accounts attached to the source budget ID to the destination
budget ID. This option is not available if the source budget ID has no accounts attached to it.
The copied accounts will over write any existing accounts assigned to the destination budget ID when you choose
Copy. If you’ve selected No Amounts, then no accounts will be copied over, even if you’ve marked this option.
1. Choose Copy to copy all the selected details on the source budget ID to the destination budget ID, and close
the window. The Analytical Accounting Budget Maintenance window displays all the details that have been
copied over. Nothing will be copied over if you close the window without choosing Copy.
2. Choose Clear to revert all fields to their default values.
Selecting calculation methods for budgets
You can specify one of two methods by which to calculate the budget amounts for each period for a selected node
or node/account combination of the budget tree.
To select calculation methods for budgets:
1. Open the Budget Calculation Methods window:
(Cards >> Financial >> Analytical Accounting >> Budget >> Methods button)
The Budget ID, Description, Budget Year, Budget Tree ID and Selected Node fields display the default values from
If you’re calculating amounts for an account on the selected node, then the selected account and the account
description is displayed in the Account and Description fields.
1. Choose the Calculation Method to be used while calculating the period budget amounts. The options are:
Set Amount The amount you enter in the Amount field will be assigned to each period of the budget for the
selected node/ account, including the opening balance if it’s marked.
Yearly Budget Amount The amount you enter in the Amount field will be split equally over all the periods of the
year for the selected node/account, including the opening balance if it’s marked.
1. Enter the amount in the Amount field. This amount will be distributed among all the periods using the
method you’ve specified. This field will display as Quantity if you’ve selected Quantity in the Enter field, or
selected a Unit account in the Analytical Accounting Budget Maintenance window.
2. Mark the Include Opening Balances option to include the opening balance in the calculation.
NOTE
Profit and Loss accounts will not have the opening balance included as a period in their calculations.
3. Choose Calculate to calculate the amounts and close the Node Budget Calculation Method window. The
Analytical Accounting Budget Maintenance window displays the calculated amounts for all periods.
4. Choose Clear to clear all values displayed in this window, and restore the default values.
5. Choose Close to close the window without performing any calculations.
Understanding node budget roll down
You can roll down budget amounts from one node to the codes on the node immediately below it. The amount to
be rolled down for the codes is calculated for each period. If a period for a selected node has a zero amount, then
no amounts will be rolled down for that period to the lower nodes.
Use the following table and information below it to understand how budget amounts on one node are rolled down
to the nodes below it.
ROOT NODE NODE LEVEL 1 NODE LEVEL 2
ROOT NODE NODES LEVEL 1 NODES LEVEL 2 AMOUNT AMOUNTS AMOUNTS
Root node $10000.00
Node 1Level 1 $7000.00
Node A Level2 $2000.00
Node B Level2 $1500.00
Node 2 Level1 $3000.00
Node C Level 2 $1000.00
Root Node The amount entered on the root node must be rolled down 100% to the next level nodes, in order to
save the budget. You can roll down the amounts manually, or use the Node Budget Roll Down window to roll
down the root node amounts. Refer to Rolling down node budget amounts for more information.
If you increase a period amount on the root node, you must roll down 100% of the new total amount, before you
can save the budget.
You cannot decrease the period amount on the root node until you reduce the amounts on the lower nodes so that
they do not exceed the amount that you have decided to enter on the root node.
Other Nodes The amount entered on any node other than the root node need not be rolled down 100% to the
subsequent nodes. You can use the Node Budget Roll Down window to roll down amounts from any node to the
subsequent nodes. Refer to Rolling down node budget amounts for more information.
You can enter period amounts for any node as long as you’ve assigned amounts for those periods to the nodes on
the level above. The following validation takes place when you change period amounts on a node, and the upper
and lower nodes have values entered:
You can increase the period amount on any node, as long as the period total of all the nodes on that level
does not exceed the period total of the node above.
You can decrease the period amount on any node, as long as the period total of all the nodes on the level
below does not exceed the node total you are decreasing.
Rolling down node budget amounts
Use the Node Budget Roll Down window to roll down budget amounts from one node to the codes on the node
immediately below it. The amount to be rolled down for the codes is calculated for each period, based on the
calculation method you have specified. This window is available only if you have selected Down as the Budget Roll
Total option in the Analytical Accounting Budget Maintenance window (Cards >> Financial >> Analytical
Accounting >> Budget).
To roll down node budget amounts:
1. Open the Node Budget Roll Down window. (Cards >> Financial >> Analytical Accounting >> Budget >> Node
button)
The Budget ID, Description, Budget Year, Budget Tree ID and Selected Node fields display the default values from
the Analytical Accounting Budget Maintenance window. The Total field displays the budget total for the selected
node.
1. Choose the Calculation Method you want to use for the roll down, whether Percentage Split or Equal Split. The
default method is percentage split.
You can choose Equal Split only if the amount for each period in the Analytical Accounting Budget Maintenance
window is large enough to be divided between the codes listed. If even one period amount is too small, a message
appears that you cannot select Equal Split.
1. The scrolling window displays all the codes for the node immediately below the selected node. The percent field
displays a zero value by default, with two decimal places.
Percentage Split Enter the percentage to be allocated to each code. If the root node is the Selected Node, then
the percentage total must equal 100. If any other node is the selected node, the percentage total can be less than or
equal to 100, but must not exceed 100. Refer to Understanding node budget roll down for more information.
Equal Split The percent field displays the value obtained by dividing 100 by the number of codes. If it is not
possible to do an exact equal split, the last dimension code displays the larger amount.
The period amounts on the relevant node in the Analytical Accounting Budget Maintenance window should be
large enough to be split by the percentage you’ve entered. If one of the period balances is too small to be divided
among all the codes the last code will be allocated 100% of that small amount for the relevant period.
1. Choose Assign to calculate the roll down and close the window. The period amounts for the codes below the
selected node will be updated with the amounts calculated as per the method selected. The amounts that are
being rolled down will overwrite any amounts already entered. In the Analytical Accounting Budget
Maintenance window, the focus will be on the node that you had highlighted.
NOTE
If the nodes below the nodes that are being rolled down to have amounts assigned, those amounts should not exceed the
new amounts being rolled down. If they do, the roll down will not take place. The window will close and focus will return to
the node in Analytical Accounting Budget Maintenance window that was originally changed, and the original root node
amounts will populate the window.
Understanding account budget roll down

You can assign a range of posting and/or unit accounts to a selected node, and distribute the amount assigned to
that node among these accounts. The amounts can be distributed by an equal split, or by assigning a specific
percentage to each account. You can further roll down the assigned accounts and amounts to lower nodes.
Use the following examples to understand how amounts are rolled down to accounts.
Rolling down node period amounts to accounts
The period amounts assigned to the selected node in the Analytical Accounting Budget Maintenance window will
be distributed among all the selected accounts in the percentage specified on the Account Budget Roll Down
window.
Percentage Split The period amounts on the relevant node should be large enough to be split by the percentage
you’ve entered. If one of the period balances is too small to be divided among all the accounts, the last account will
be allocated 100% of that small amount for the relevant period.
Equal Split Each period amount for the selected node will also be divided equally by the number of accounts in
the list. If it is not possible to do an exact equal split, the last account will display the larger amount.
Rolling down accounts to lower nodes
You have selected the node PCTR >> PROJ in the Budget Tree A >> PCTR >> PROJ >> PROD. The following
amounts have been assigned to the nodes for Period 1.
NODE PERIOD 1
PCTR $10000
PCTR >> PROJ $5000
Node Period 1
PCTR >> PROJ >> PROD A $3000
PCTR >> PROJ >> PROD B $2000
25% of the amount of the node PCTR >> PROJ is assigned to Account A -Travel Expenses.:
NODE ACCOUNT NO ACCOUNT TYPE PERIOD 1
PCTR >> PROJ Account A Travel Expenses $1250
When Include Lower Nodes is marked, the budget for Account A - Travel Expense will be assigned to the lower
nodes as follows:
NODE ACCOUNT
No
Account
Description
Period 1
PCTR >> PROJ ACCOUNT A TRAVEL EXPENSES $1250

>> PROD A

>> PROD B
Rolling down opening balances for posting accounts

In the case of posting accounts, the opening balance amount assigned to the selected node is rolled down only to
the balance sheet accounts included in the selected range. This is because Profit and Loss accounts do not have an
opening balance. However, you can manually enter an opening balance for Profit and Loss accounts in the
Analytical Accounting Budget Maintenance window. Use the following table and examples to understand how the
opening balance is divided for different calculation methods.
ACCOUNT TYPE CALCULATION
Method
How the Opening Balance is divided among balance sheet accounts
EQUALLY SPLIT BY THE
NUMBER OF BALANCE SHEET
ACCOUNTS. REFER TO EXAMPLE
POSTING EQUAL SPLIT 1
Posting Percentage Split Split by calculating the ratio

of the percentage assigned
to a balance sheet account
to the total percentage
assigned to all Balance Sheet
accounts. Refer to Example 2
The Budget Tree A has the following nodes under it: PCTR >> PROJ >> PROD
NODE OPENING BALANCE PERIOD 1
Budget Tree A >> PCTR $10000 $50000
Budget Tree A >> PCTR >> PROJ $5000 $3000
Budget Tree A >> PCTR >> PROJ >> $3000 $2000

PROD
The following accounts are assigned to the node Budget Tree A >> PCTR >> PROJ:
NODE: BUDGET TREE A >> PCTR >> PROJ
Account No Account Type
Account A Profit and Loss
Account B Balance Sheet
Account C Balance Sheet
Account D Profit and Loss
Example 1
Dividing the opening balance among balance sheet accounts when the calculation method is equal split.
NODE: BUDGET TREE A >> PCTR
>> PROJ
Amount assigned per account
ACCOUNT ACCOUNT TYPE OPENING BALANCE PERIOD 1
Account A Profit and Loss $750
Account B Balance Sheet $2500 $750
Account C Balance Sheet $2500 $750
Account D Profit and Loss $750

ACCOUNT ACCOUNT TYPE OPENING BALANCE PERIOD 1
No
Example 2
Dividing the opening balance among balance sheet accounts when the calculation method is percentage split.
NODE: BUDGET TREE A >> PCTR >>
PROJ
Amount assigned per account
ACCOUNT ACCOUNT TYPE PERCENTAGE ASSIGNED OPENING PERIOD 1
Account A Profit and Loss 15% $450
Account B Balance Sheet 20% $1818.19 $600
Account C Balance Sheet 35% $3181.19 $1050
Account D Profit and Loss 30% $900
No
Balance
The opening balance for Account B, which is a balance sheet account, is calculated as (20/55)*5000=1818.19.
The opening balance for Account C, which is a balance sheet account, is calculated as (35/55)*5000=3181.19.
No opening balances are calculated for Accounts A and D, which are Profit and Loss accounts.
Understanding node budget roll up
You can roll up budget amounts from the lowest node to the higher nodes till the root node.
Use the following table and information below to understand how budget amounts on one node are rolled up to
the parent node.

Root node $10000.00
Node 1Level 1 $7000.00
Node 2 Level1 $3000.00

Node C Level 2 $1000.00
In the above example, the user enters values in Node Level 2 which is the lowest node. These amounts are added
up and rolled up to the parent node. This process is repeated until the amount is finally rolled up to the root node.
Assigning a range of accounts
Use the Account Budget Roll Down window to assign a range of accounts to a selected node. The ranges may be
based on Accounts, Segment IDs or Account Classes. You can enter more than one range of each type. If an
account already exists in the scrolling window, it will not be inserted again even if it is a part of the next chosen
range.
IMPORTANT
You cannot assign accounts to the root node of the budget tree ID.
To assign a range of accounts:

1. Open the Account Budget Roll Down window.
(Cards >> Financial >> Analytical Accounting >> Budget >> Accounts button)
The Budget ID, Description, Year, Budget Tree ID, Selected Node and Total fields display the default values from
If you have already assigned any accounts manually or in a range to the selected node, then those accounts and the
amounts assigned to them are displayed in the scrolling window. The Calculation Method field is blank, and you
cannot make any changes to the amounts displayed in the scrolling window.
1. Choose the Calculation Method you want to use for the account roll down, whether Percentage Split or Equal
Split.
You can choose Equal Split only if the amount for each period in the Analytical Accounting Budget Maintenance
window is large enough to be divided between the accounts listed. If even one period amount is too small, a
message appears that you cannot select Equal Split.
If accounts and amounts already exist in the scrolling window, and you select a method, a message appears that
the existing amounts will be over written, and whether you want to continue. Choose Yes to continue with the
selected method.
1. Mark the Include Lower Nodes option to assign the range of accounts to all nodes below the selected node. The
amounts will also be distributed to the lower nodes for each period in the same percentage as the selected
node. Refer to Rolling down accounts to lower nodes for more information.
If a lower node does not have an amount assigned to it in the Analytical Accounting Budget Maintenance window,
no amounts will be rolled down to that node.
1. In the Ranges field, select whether to assign a range based on Account, Segment ID or Account Class. If you
select Segment, enter the Segment ID.
2. Enter the range in the From and To fields. The lookup lists only those accounts that have already been
assigned to the node directly above the selected node.
If you’ve chosen Amount in the Enter field of the Analytical Accounting Budget Maintenance window, you can only
enter a range of posting accounts. If you’ve chosen Quantity, you can only enter a range of unit accounts.
1. Choose Insert to insert the accounts within the selected range into the scrolling window. The scrolling window
displays the account and description for each account. If you’ve chosen Account Class, all the accounts assigned
to those classes will be inserted.
Once you’ve inserted a range in the scrolling window, you can select another range to insert. The new range will be
added below the existing range in the scrolling window.
1. Enter the percentage to be assigned to each account, if you’ve chosen Percentage Split as the calculation
method. The percentage total must not exceed 100%.
If you’ve chosen Equal split, no amounts are displayed in the scrolling window. The total amount will be divided by
the number of accounts in the scrolling window when you choose Assign.
The node period amounts will be distributed among all selected accounts in the percentage specified here. Refer to
Assigning a range of accounts for more information.
1. The Remove and Remove All fields become available only when accounts exist in the scrolling window. Select
an account in the scrolling window and choose Remove to remove that account. Choose Remove All to remove
all the accounts from the scrolling window.
If you insert accounts after assigning percentages, the percentages already assigned will remain, and any new
accounts added will have zero percentage assigned to them. If you remove accounts after assigning percentages,
the remaining accounts will still have the percentages assigned to them, and the percentage total of the deleted
accounts will remain unassigned.
1. Mark the Include Opening Balance option to roll down opening balances to the range of accounts.
Unit accounts The opening balance is treated as a period and it will be rolled down to all the accounts in the
range.
Posting accounts The opening balances are only rolled down to the
Balance Sheet accounts within the selected range. Refer to Rolling down opening balances for posting accounts for
more information on rolling down opening balances.
1. Choose Assign to assign the account range to the selected node. The amount for each account will be rolled
down to each period of the selected node that has an amount entered against it. If the selected node has a zero
amount for a period, the accounts assigned to the node will also have zero amounts for that period.
If you’ve marked Include Lower Nodes, then the accounts and amounts will be assigned to all nodes below the
selected node following the same validations as for the selected node.
Once you have chosen a range it is displayed every time you open this window from the selected node, along with
the amounts assigned to it. You can add to or remove accounts from the scrolling window or change the
calculation method. The changes you make will be effected only when you choose the Assign button.
If any period on a node has an amount or quantity that is too small to be rolled down any further, then it will not
be rolled down to nodes below that node.
1. Choose the Clear button to clear the values entered in the window, and restore the original defaults that
were displayed when you opened this window.
2. If you close the window without choosing Assign, all changes you’ve made in the window will be lost and no
calculation will take place.
Exporting budget details
You can export the details of a budget you’ve set up to a workbook in Excel.
To export budget details:
1. Open the Export Budget window. (Cards >> Financial >>Analytical Accounting >> Budget >> Export button)
The Budget ID, Description, Budget Year and Budget Tree ID fields display the default values from the Analytical
Accounting Budget Maintenance window.
1. Mark the Export Accounts option to export the accounts that are attached to the budget ID. All the accounts
attached to the budget ID will be exported, and the Accounts will be displayed at the end of each node of the
tree to which they have been attached. This field is not available if no accounts are attached to the budget
ID.
2. Choose whether you want to export the budget to a new workbook or an existing workbook. If you select
Existing Workbook, then enter the path name and file name of the exiting file. The default path name will be
My Documents.
If you select New Workbook, the path name and file name fields will be unavailable.
1. Choose OK to export the selected budget to Excel.
2. Choose Cancel to return to the Analytical Accounting Budget Maintenance window without exporting the
budget. If you are exporting to a new workbook, a new Excel Workbook will open and you will be prompted
to save the file.
Understanding budget import
When you select an Excel worksheet to import a budget into Microsoft Dynamics GP, it is successfully imported
only if the following conditions are fulfilled:
The worksheet should be in one of the following formats:
Template 1 Budget tree with accounts. All the account fields must be filled in. All the accounts in the spreadsheet
should belong to an Account Class that is attached to all the dimensions within the budget tree ID. The total
amounts entered against the accounts being imported should not exceed the budget total of the relevant nodes.
Template 2 Budget tree without accounts.
A close up of a piece of paper Description automatically generated

The budget tree ID in the Budget Tree column of the Excel spreadsheet should match the budget tree ID
entered against the budget ID in the Analytical Accounting Budget Maintenance window.
The budget totals entered on each level of the tree within the spreadsheet should be less than or equal to
the budget totals on the level above. They should not exceed the totals on the level above.
The amounts in the opening balance and period columns for the root node of the spreadsheet, that is the
budget tree ID, should be exactly equal to the totals of all the budget amounts entered against the next level
nodes.
If any one of the above conditions is not fulfilled, the worksheet will not be imported, and an Import Error report
will be printed listing all the errors.
Once the file has been imported into Microsoft Dynamics GP, the following validations will take place:
If the imported file is the budget tree format without accounts, but accounts have been assigned to the
budget ID in Microsoft Dynamics GP, such accounts will have their balances reverted to zero. The amounts
will be imported only against the budget tree.
If the imported file is the account- budget tree format, the amounts will be imported against the accounts
and the tree. If there are accounts attached to the budget ID in Microsoft Dynamics GP, any account that
does not exist in the import file will have its balance reverted to zero. If there are accounts within the
imported spreadsheet that have not been assigned to the budget ID, they will be assigned when the file is
imported. Accounts that are common to the import file as well as to the budget ID in Microsoft Dynamics
GP will be assigned the amounts from the import file.
Importing a budget
You can import budget figures from an Excel spreadsheet that has been set up in the correct format. Refer to
Understanding budget import for an overview of the conditions that must be fulfilled to successfully import a
budget.
IMPORTANT
Be sure not to close the Excel sheet if it appears while importing the budgets. If you do so, an error message appears and the
system will stop importing the budgets.
To import a budget:
1. Open the Import Budget window. (Cards >> Financial >> Analytical Accounting >> Budget >> Import button)
The Budget ID, Description, Budget Year and Budget Tree ID fields display the default values from the Analytical
Accounting Budget Maintenance window.
1. Select the path for the Excel file from where you want to import the budget. The default path name to select
the file is My Documents. If you select a document type other than an Excel spreadsheet, a warning message
appears and you will not be able to select the file.
2. The Select the Worksheet window lists all the worksheets in the selected Excel file. Highlight the worksheet
that you want to import and choose OK.
IMPORTANT
Be sure not to edit any open Excel file during the import process.
3. Choose OK to import the Excel worksheet. If the import is successful, the Analytical Accounting Budget
Maintenance window will display the fully expanded tree, and the root node will be highlighted.
4. Choose Cancel to return to the Analytical Accounting Budget Maintenance window without importing the
budget.
See also
Microsoft Dynamics GP Analytical Accounting Part 2: Transactions
Microsoft Dynamics GP Analytical Accounting Part 3: Routines, Inquiries and Reports
Microsoft Dynamics GP Analytical Accounting Glossary
Microsoft Dynamics GP Analytical Accounting Part 2:
Transactions
This part of the documentation contains information about entering analysis information for transactions in
Microsoft Dynamics GP. This information includes the following topics:
Chapter 4, “General Ledger Transactions” describes how to enter analysis information for General Ledger
transactions. It also explains how you can adjust analysis information for posted journal entries.
Chapter 5, “Payables Management Transactions” explains how to enter analysis information for Payables
Management transactions.
Chapter 6, “Purchase Order Processing Transactions” explains how to enter analysis information for
Purchase Order Processing transactions.
Chapter 7, “Receivables Management Transactions” describes how to enter analysis information for
Receivables Management transactions.
Chapter 8, “Sales Order Processing Transactions” explains how to enter analysis information for
transactions in Sales Order Processing.
Chapter 9, “Inventory Transactions” explains how to enter analysis information for Inventory transactions.
Chapter 10, “Fixed Asset Transaction” explains how to enter analysis information for Fixed Asset
Transactions
*Chapter 11, “Bank Reconciliation Transactions”*explains how to enter analysis information for Bank
Reconciliation transactions.
*Chapter 12, “Cashbook Bank Management Transactions”*describes how to enter analysis information for
Cashbook Bank Management transactions.
*Chapter 13, “Electronic Bank Management.”*describes how to enter analysis information for Electronic
Bank Management transactions.
*Chapter 14, “Direct Debits And Refunds Transactions”*describes the analysis information that is created
for Direct Debits and Refunds transactions.
Chapter 15, “Analysis information for U.S. Payroll transactions” describes the analysis information that is
created for U.S. Payroll transactions.
Chapter 4: General Ledger Transactions

The various procedures involved in entering analysis information for General Ledger transactions are explained
here. You can enter analysis information for distribution accounts that are linked to an account class. You can also
adjust analysis information for posted journal entries. Also, you can view the analysis information for a selected
account or journal entry.
The reports generated using the Distribution and Multilevel queries display analysis information entered in
General Ledger.
You can open the Analytical Transaction Entry window only if Analytical
Accounting has been activated. Refer to Activating Analytical Accounting for more information.
Entering analysis information for General Ledger transactions
Validating transactions and correcting errors
Entering analysis information for Quick Journals
Entering analysis information for Miscellaneous Checks
Analysis information in batches
Voiding an unposted transaction
Backing out a posted transaction
Backing out and correcting a posted transaction
Copying a posted transaction
Voiding a Quick Journal entry
Analysis information for writeoffs
Series posting and master posting
Adjusting analysis information in posted transactions
Validating adjustments and correcting errors
Viewing detail journal entries with analysis information
Viewing journal entries with analysis information
Analytical Accounting check links
Copying Analytical Accounting Information for General Journal
Entering analysis information for General Ledger transactions
Use the following information to enter analysis information for distribution accounts that are linked to an account
class. You can save transactions individually or in a batch with or without analysis information.
The Analytical General Transaction Entry window opens automatically when you press TAB from a field in the
Transaction Entry window (Transactions >> Financial >> General) in the following instances:
If an account is linked to an account class and no analysis information has been entered for the account
earlier.
If changes are made to a distribution line that affects analysis information entered previously for the line.
These include changing the account, amount or debit to credit or vice versa, as this will delete the previously
entered analysis information and create a single assignment of 100 percent.
If the option Calculate Taxes in General Ledger is marked in the Company
Setup Options window (Administration >> Setup >> Company >> Company >> Options), you may need to
enter analysis information for distribution accounts that are created from the Tax Entry window. If any of the new
distribution accounts are linked to an account class, after the tax transactions are created from the Tax Entry
window, the Analytical General Transaction Entry will open automatically from the general Transaction Entry
window. If the Analytical General Transaction Entry window has been opened earlier for the distribution accounts,
it displays the first of the new distribution accounts that are linked to an account class (as per the distribution
sequence). If not, the first of the previous distribution accounts linked to an account class will be displayed.
If you delete a transaction in the General Ledger Transaction Entry window, any analysis information entered for
the transaction is also deleted.
For multicurrency transactions, a change in the transaction date re-creates distribution amounts due to a change in
the exchange rate. If the transaction date is modified, analysis information created previously is deleted when the
distribution amounts are re-created.
To enter analysis information for General Ledger transactions:
1. Open the Analytical General Transaction Entry window. (Transactions >>Financial >> General >> Enter
account/amount >> Choose the Analytical Accounting button)
(Transactions >>Financial >> General >> Enter account/amount >> Additional >> Analytical Transaction
or CTRL+T)
2. The Analytical General Transaction Entry window displays the distribution account selected in the General
Transaction Entry window. To view the other distributions for the transaction, enter or select a distribution
number.
The sequence of distributions in the Analytical General Transaction Entry window may not correspond to
the sequence in the General Transaction Entry window because only accounts linked to an account class are
displayed in the Analytical General Transaction Entry window.
The Originating or Functional Amount field displays the distribution amount in the originating or
functional currency based on the option selected in the currency view.
NOTE
You can choose the expansion button to view multicurrency information if the originating currency differs from the
functional currency. The currency icon is not displayed if the displayed distribution account is a unit account.
The Company ID field displays the ID for the current company.

The Account field displays the account related to the distribution. The expansion button will open the
Microsoft Dynamics GP Account Entry window. The balance type, whether debit or credit, is also displayed.
The Assigned field displays the total distribution amount in value and percentage that has been assigned.
The Unassigned field displays the remaining distribution amount that is to be assigned in value and
percentage.
In the assignment list view, an arrow before the Number field indicates that the analysis information
displayed is for the selected assignment. Each assignment created for the distribution is displayed
separately.
3. In the list window, enter the transaction distribution amount in functional or originating currency, by value
or on a percentage basis.
The Number field displays the number of the assignment.
The Originating or Functional Amount field in the assignment list view, displays the assignment in the
originating or the functional currency based on the option you selected in the Currency View. Enter the
amount to assign in the Originating/Functional Amount field. Assignments can be entered in the functional
or originating currency.
NOTE
You can enter the assignment either in value or percentage terms.
4. Enter the assignment in percentage value in the Assign% field. Initially, a single assignment is created by
default. You can overwrite the assignment with more than one assignment.
You can save analysis information for a distribution even if the assignment is not 100%. However, you can
post a transaction with partial assignments only if you have opted to allow partial assignments during
posting for the module you’re working in. Refer to Setting up assignment options for more information.
these codes if required. Refer to Creating an alias for more information.
6. Enter reference information for the assignment in the Reference field.
7. Choose Delete Row to delete a single row in the assignment List View. You cannot choose this option if
only a single assignment has been entered.
8. Choose Remaining to add one assignment for the remaining unassigned amount. The new assignment will
ensure that the total assigned amount equals the distribution amount. For example, the distribution amount
is $100 and you’ve entered four assignments that total $75. When you choose Remaining, a fifth
assignment for the remaining value, $25 is created. This button is not available if the distribution field is
blank or has a zero value.
9. Choose Default to load the current setup information specified for the account class in the Accounting Class
Maintenance window and create a single assignment. The following processes will occur:
Fixed, Required, and Optional Transaction Dimensions (including hidden transaction dimensions) will
be installed.
All the assignments that you have created for the current distribution will be removed and create a
single assignment that is equal to the distribution amount will be created.
If the analysis type is changed to or from Not Allowed, transaction dimensions will be added or
removed.
Transaction dimensions that have been deleted will be removed.
10. The Trx Dimension field displays transaction dimensions for the account class that the distribution account
is linked to. Only transaction dimensions that have been set as Required, Fixed, or Optional are displayed.
11. The Transaction Dimension Description field displays the description of the Transaction Dimension that
you’ve entered in the Transaction Dimension Maintenance window.
12. Enter or select the code for each Alphanumeric transaction dimension in the Alphanumeric column. If
you’ve marked the Show valid code combinations in trns and budgets option in the Analytical Accounting
Options window, then the lookup window will display only those codes that have a valid combination with
the codes you have already selected for the transaction.
NOTE
Security access to use a transaction dimension code is granted automatically to the user who created the code
13. Enter a transaction dimension code in the Numeric, Yes/No or Date field for a Numeric, Boolean or Date
type Transaction Dimension.
14. Choose OK to save your changes and close the window. The analysis information that you have entered is
validated when you choose OK. Refer to Validating transactions and correcting errors for more information.
15. Choose Save to save the analysis information you have entered and clear the window. A validation takes
place when you choose Save in the Analytical General Transaction Entry window. Refer to Validating
transactions and correcting errors for more information. You can save the analysis information with errors
or without updating changes made to the account class.
16. Choose Clear to clear the information from the Analytical General Transaction Entry window.
17. Choose Validate to validate the analysis information of the distribution displayed in the window. If changes
are made to the account class in the Analytical Accounting setup or errors are found during the validation
process, the Analytical Accounting Validation Log window will open where you can view the errors or
changes. Refer to Validating transactions and correcting errors for more information about validation.
Choose Print to print the error report. Choose OK to close the window and return to the Analytical General
Transaction Entry window.
18. To view the changes to the account class choose the Default button in the Analytical General Transaction
Entry window. Double click on an Analytical Accounting error to open the Analytical Accounting General
Transaction Entry window where the specific error will be highlighted
19. Choose the printer icon button to print the Analytical Accounting edit list for the current distribution
displayed or for all distributions of the transaction linked to an account class. The Analytical Accounting
Validation Log report which describes the Analytical Accounting errors also is printed.
If you post a reversing transaction or reverse an existing transaction, the analysis information is copied from the
transaction to the reversed transaction with the change in balance type, whether debit or credit.
If you void a transaction that has been posted to General Ledger, a reversing transaction is created along with any
analysis information assigned to the original transaction.
On posting Clearing Journals, analysis information that has been entered for the transactions will not be posted.
Also, no validation will take place for the distribution accounts, even if the accounts are linked to an account class.
To post analysis information, use the general Transaction Entry window (Transactions >> Financial >> General).
You can validate a transaction document by selecting the transaction in the relevant
Analytical Accounting Transaction Entry window and choosing Additional >> Run Validation or by pressing
CTRL+R. You can validate a transaction distribution by choosing OK, Save or Validate, only if it has an amount.
The validation process verifies the following information:
The assignments that you’ve created conform to the assignment options you have set up for the module.
Codes are specified for all transaction dimensions that have a required status.
The code combinations are valid.
All the alphanumeric codes have access to the relevant user ID and distribution account.
That accounts associated with the transaction are still linked to an account class.
The transaction dimensions and codes have not been deleted from the setup.
The multicurrency information for Analytical Accounting and Microsoft Dynamics GP is the same.
There is a distribution record and at least one assignment record for all the Microsoft Dynamics GP
distributions.
All distributions, assignments and codes link to existing Microsoft Dynamics GP distribution.
Changes that were made to the analysis type of the transaction dimension are invalid.
The validation routine takes place in the following stages:
Stage one At the first stage, changes in setup are verified. If any changes have been made, then you must click the
Default button in the Analytical Transaction Entry window to update the window with changes.
Stage two At the second stage, the validation routine checks whether code combinations are valid and selected
codes exist and have the required access to user ID and account; if codes have been entered for required
transaction dimensions and if assignments equal the transaction distribution amount. This part of validation takes
place only after all errors that are indicated at the first stage have been corrected.
When you post a general transaction, a validation takes place for the entire document. The document is posted if
no errors are found in the transaction.
If errors are found while posting a general entry transaction, the transaction will not be posted. The Analytical
Accounting Validation Log window will open. The Microsoft Dynamics GP errors will be listed first in the window
and then the Analytical Accounting errors.
We recommend that you resolve the Microsoft Dynamics GP errors before you correct the Analytical Accounting
errors.
To correct an Analytical Accounting error, double-click on the relevant error to open the Analytical General
Transaction Entry window. The specific distribution where the error exists is displayed.
Entering analysis information for Quick Journals
Use the following information to enter analysis information for distribution accounts in the Analytical Quick
Journal Entry window. The Analytical Quick Journal window is similar to the Analytical General Transaction Entry
window. Refer to Entering analysis information for General Ledger transactions for more information.
To enter analysis information for Quick Journals
1. Open the Analytical Quick Journal Entry window. (Transactions >> Financial >> Quick Journal >> Choose
the Analytical Accounting button)
(Transactions >> Financial >> Quick Journal >> Additional >> Analytical Transaction or CTRL+T)
The Analytical Quick Journal Entry window will open only if you have entered an account and amount in
the scrolling window of the Quick Journal Entry window.
The Analytical Quick Journal Entry window displays the first account linked to a class ID in the accounts
scrolling window.
2. Enter or select a distribution number. If you click Offset to open the Analytical Transaction Entry window
and lookup, only one distribution is displayed. If the window and lookup window are opened from the main
distribution account, then only the main distribution accounts are displayed.
3. Choose Browse to view the remaining distributions. If you browse when the main account is displayed, you
cannot view the control account distribution. Similarly, if you choose to browse when the control account is
displayed, you cannot view the main account distribution.
The total number of distributions, including all accounts of the document linked to an account class is
displayed in the Distribution of field.
4. Enter the percentage to assign in the Assign% field. You can view the total of the assignments in percentage.
Assignment can be given in amount or percentage.
6. Enter a reference for the assignment in the Reference field.
7. Choose Remaining to add one assignment for the unassigned balance amount. You can assign an amount
in a new assignment line and you can modify the assignment line.
8. Choose Default to remove all the assignments for a given distribution line and to create a new assignment
amount of 100%. Refer to Entering analysis information for General Ledger transactions for more
information about the Default button.
9. The Trx Dimension field will display transaction dimensions for the account class to which the distribution
account is linked. Transaction dimensions that have been set as Required, Fixed, or Optional will be
displayed.
The default transaction dimensions are displayed in the Trx Dimension Code field.
10. Enter the transaction dimension code for an alphanumeric transaction dimension in the Alphanumeric field.
You can click the alphanumeric link to open the Transaction Dimension Code window to view information
about an existing code. The Alphanumeric column is available only for an alphanumeric transaction
dimension
Security access to use a transaction dimension code is granted automatically to the user who created the
code during transaction entry.
12. Choose the Show button to view the description of the transaction dimensions in the Trx Dimension field.
You can view the description of a transaction dimension code in the Trx Dimension Code Description field.
13. When you open the Analytical Quick Journal Entry window from any distribution line, you can use the
Offset Acct. button to assign an Analytical Accounting assignment to an offset account. The Offset Acct.
button is not available if the control total is zero. Control total is the net total of debits and credits.
14. When you click Offset Acct., the Main button becomes available. You can switch between the main and
offset accounts and enter Analytical Accounting assignment by clicking this button.
15. If the offset account is linked to an account class, and the control total is not entered, the control total
amount is calculated when you choose Post or Save and the Analytical Transaction Entry window opens.
16. Choose the printer icon button in the Quick Journal Entry window to print the Quick Journal Entry edit list
and the Analytical Accounting edit list. A validation takes place for the entire document before the
Analytical Accounting assignment in the distribution accounts is printed. Assignments with errors as well as
the ones without errors will be printed.
17. Choose OK to save the changes and to close the window. Choose Continue to close the window or No to
keep the window open.
18. Choose Clear to clear the entries you’ve made in the window.
When you post a quick journal, a validation takes place for the entire document. The document would be posted if
no errors occur in the Microsoft Dynamics GP transaction and in the Analytical Accounting assignments. You can
print the Quick Posting Journal and the Analytical Accounting posting journal reports if you close the Quick
Journal Entry window after posting. Refer to Validating transactions and correcting errors for more information.
Entering analysis information for Miscellaneous Checks
Use the Analytical Miscellaneous Check Entry window to enter analysis information for the distribution accounts
used in miscellaneous checks. You can create assignments, enter transaction dimension codes and references for
accounts that are linked to an account class. The Analytical Miscellaneous Check Entry window does not support
multicurrency since miscellaneous checks do not support multicurrency.
The Analytical Miscellaneous Check Entry window opens automatically when you press TAB in the Miscellaneous
Checks (Transactions >> Financial >> Miscellaneous Checks) window in the following instances:
earlier.
If changes are made to a distribution line that affects analysis information such as account or amount or
type of amount created previously for such line.
The analysis information is deleted if the distribution line is deleted, and you do not post the document. The
analysis information you’ve entered is validated before you post the transaction. Refer to Validating transactions
and correcting errors for more information.
NOTE
The analytical information for miscellaneous checks cannot be voided since you cannot void miscellaneous checks.
To enter analysis information for Miscellaneous Checks:

1. Open the Analytical Miscellaneous Check Entry window. (Transactions >> Financial >> Miscellaneous
Check >> CTRL+T or Additional >>Analytical Transaction)
Refer to Entering analysis information for General Ledger transactions for more information.
IMAGE – AAMC.jpg
A screenshot of a computer Description automatically generated

1. You can also edit the analysis information you’ve entered in the Analytical Miscellaneous Check Entry window
before you post the transaction.
Analysis information in batches
The following section deals with information specific to batches. To enter analysis information for individual
transactions, refer to Entering analysis information for General Ledger transactions .
To print the Analytical Accounting Edit List and Analytical Accounting error list along with the Microsoft Dynamics
GP edit list for a selected batch, choose the printer icon button in the Analytical Transaction Entry window. You can
correct the Analytical Accounting errors by selecting the batch and then correcting each of the transactions that
have errors.
When you post a batch from the Batch Entry window (Transactions >> Financial >> Batches), a validation will take
place for all the transactions saved in the batch. Microsoft Dynamics GP and Analytical Accounting transactions
without errors will be posted and the Analytical Accounting General Posting report will be printed along with the
Microsoft Dynamics GP reports. If errors are found during the validation process, an error list report is printed
listing analysis errors for the transaction distributions in the batch being posted. You can correct the errors by
modifying the transactions in the window where the transaction originated from.
If you delete a single or recurring use batch or a transaction within such batches, the analysis information entered
for the transaction distributions in the batch or for the transaction also will be deleted.
You can save a transaction in a batch with Analytical Accounting errors but cannot post the transaction.
For a recurring batch, the analysis information of the batch last posted will be retained and will update each
subsequent batch that is posted, unless changes are made to the analysis information in the batch.
Analysis information that originated in the subsidiary modules can be viewed in the General Ledger. Such
information can be modified prior to updating General Ledger.
Voiding an unposted transaction
You can void a transaction saved in General Ledger using the Transaction Entry window. You also can void
transactions that originated in other modules in this window, if you’ve marked the Void/Correcting of Subsidiary
Transactions option in the General Ledger Setup window (Administration >> Setup >> Financial >> General
Ledger). The analysis information for the transaction voided in the General Ledger will not be updated in the
subsidiary module.
When you void a transaction with analysis information and close the Transaction Entry window, the Analytical
Accounting Posting Journal will be printed along with the Microsoft Dynamics GP Posting Journal. The Analytical
Accounting Posting Journal will only display the journal number and the account for the transaction. When you
void a transaction in a batch, the analysis information for the voided transaction will be deleted.
You can back out a transaction posted in General Ledger using the General Ledger Transaction Entry window. You
also can back out a posted transaction that originated in a subsidiary module using the Transaction Entry window,
if you’ve marked the Void/Correcting of Subsidiary Transactions option in the General Ledger Setup window
(Administration >> Setup >> Financial >> General Ledger).
When you back out a posted transaction with analysis information, the transaction dimension codes in the posted
transaction will be copied from the backed out transaction to the new transaction that is created. You cannot open
the Analytical General Transaction Entry window for the backed out transaction. The analysis information will not
be validated when you post the backed out transaction.
You can back out and correct a transaction posted in General Ledger using the General Ledger Transaction Entry
window. You can also back out and correct a posted transaction that originated in a subsidiary module in this
window, if you’ve marked the Void/Correcting of Subsidiary Transactions option in the General Ledger Setup
window (Administration >> Setup >> Financial >> General Ledger).
When you back out and correct a posted transaction with analysis information, the transaction dimension codes in
the posted transaction will be copied to the reversing transaction that is created. You cannot open the Analytical
General Transaction Entry window for the backed out transaction. The analysis information will not be validated
when you post the backed out transaction.
Also, a new correcting transaction is created using the debits and credits of the original transaction. However, the
analysis information will not be copied to the correcting transaction, which will be treated as a new transaction.
You need to enter analysis information for the new transaction in General Ledger. Refer to Entering analysis
information for General Ledger transactions for more information.
When you copy a saved or posted transaction, the analysis information for the source transaction will not be
copied to the new transaction. You need to enter analysis information for the new transaction in the General
Ledger. Refer to Entering analysis information for General Ledger transactions for more information.
Voiding a Quick Journal entry
You can void a saved Quick Journal entry using the Quick Journal Entry window.
When you void a transaction with analysis information and close the Quick Journal Entry window, the Analytical
Accounting Posting Journal will be printed along with the Microsoft Dynamics GP Posting Journal. The Analytical
Accounting Posting Journal will display only the journal number and the account for the transaction. When you
void a transaction in a batch, the analysis information for the voided transaction will be deleted.
Analysis information for writeoffs
When you process writeoffs for underpayments or overpayments, the Analytical Accounting validation process
will take place. If the distribution accounts for the writeoffs are linked to an account class ID, the default analysis
codes for the account class will be loaded for the distribution accounts. The Analytical Accounting validation will
not run if the distributions are linked to an account class ID, but the default codes for the account class ID to which
the distributions are linked are not specified.
The Analytical Transaction Entry window will not open when you process writeoffs from the Write Off Documents
window. A single assignment of 100 percent will be created for every distribution account that is linked to an
account class.
When you process writeoffs, the Analytical Accounting Posting Journal is printed, along with the Microsoft
Dynamics GP Posting Journal, if you have marked the option to print the report in the Posting Setup window
(Administration >> Setup >> Posting >> Posting).
If you have marked the Post Through GL option for Receivables Apply Docs in the
Posting Setup window, the Analytical Accounting validation takes place and the
Analytical Accounting Posting Journal is printed along with the Microsoft Dynamics GP Posting Journal when you
process a writeoff. If the default codes for the distribution accounts linked to an account class are not entered, the
Analytical Validation log will be printed displaying the errors, and the transaction will not be posted to the General
Ledger.
Series posting and master posting
When you select multiple batches to post from the Series Posting or Master Posting window, batches with analysis
information are validated. If errors are found in the batch, the status of the batch automatically changes to
available.
When you choose the Mark All button, only General Ledger batches without Analytical Accounting errors are
selected. You can print the Analytical Error Log to view and correct the Analytical Accounting errors in the other
General Ledger batches, before you can select them for posting.
The Analytical Accounting Posting Journal is printed for all transactions that have been successfully posted in each
batch.
Adjusting analysis information in posted transactions
You can enter or edit analysis information for all journal entries posted from General Ledger, irrespective of their
originating module.
In the case of Balance Brought forward journal entries, you can enter the analysis values only for transaction
dimensions other than alphanumeric. The analysis data for alphanumeric transaction dimensions is consolidated
and brought forward when you perform the year-end close. Refer to Year-end close for Analytical Accounting for
more information.
You can also change the number of assignments and the value of each assignment for entries that have existing
analysis information. Thus, any analysis information that you have entered for a posted transaction in a module,
say, Receivables Management or Payables Management, can be adjusted after you’ve posted the transaction from
General Ledger. You can add or remove transaction dimensions, and also change the transaction dimension codes
for those dimensions that have the Allow Adjustments option marked on the Transaction Dimension Maintenance
window. Refer to Defining transaction dimensions for more information.
You can modify the analysis information for a journal entry as often as required. Once you post an adjustment, the
analysis information that you’ve entered will override the previous analysis information.
NOTE
Analytical information can be adjusted only for those distribution accounts of a journal entry that are linked to an
accounting class at the time of adjustment.
To adjust analysis information in posted transactions:

1. Open the Analytical Adjustment Entry window. (Transactions >> Financial >> Analytical Accounting >>
Edit Analysis)
Enter the open year for which to view transactions. All open years for the company are listed in the drop
down.
2. Enter or select the journal entry number for which to enter or edit the analysis information. The following
values default on selecting a journal entry:
The Transaction Date field displays the transaction date of the journal entry. Any adjustments to the
analysis information will also have the transaction date.
The Audit Trail Code field displays the Analytical Accounting audit trail code if the selected journal entry
has existing analysis information. This field is blank if no analysis information exists for the selected journal
entry.
The Distribution field displays the first distribution account of the selected journal entry. You can view all
distributions for a journal entry, however, you can adjust analysis information only for those distributions
that are linked to an accounting class.
The Originating or Functional Amount field displays the distribution amount in the originating or
functional currency based on the option selected in the currency view. You cannot edit this amount.
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Choose the expansion button to view multicurrency information if the originating currency differs from the functional
currency. If the Analytical Adjustment Entry window is opened for a unit account, the currency icon is not displayed.
You cannot edit the multicurrency information, and conversions for adjusted assignments will take place using the
same rate.
The Company ID field displays the ID for the current company.

The Account field displays the account related to the distribution. The expansion button will open the
Microsoft Dynamics GP Account Entry window. The balance type, whether debit or credit, is also displayed.
The Assigned field displays the total distribution amount in value and percentage that has been assigned.
This field is blank if no analysis information exists for the selected journal entry.
The Unassigned field displays the distribution amount that is not assigned in value and percentage.
3. In the assignment list view, enter the transaction distribution amount for an assignment in functional or
originating currency, by value or on a percentage basis. Each assignment created for the distribution is
displayed separately.
The Number field displays the number of the assignment. When you enter a new assignment for an
account that already has one assignment, the analytical information from the first assignment automatically
defaults on to the new assignment. You can edit this information.
An arrow before the Number field indicates that the analysis information displayed is for the selected
assignment.
The Originating or Functional Amount field displays the assignments originally posted for the selected
account. Enter or edit the amount assigned in the Originating/Functional Amount field. You can enter
assignments in the functional or originating currency based on the option you selected in the Currency
View.
The Assign% field displays the assignments originally posted for the selected account. You can overwrite
these assignments.
You can enter the assignment either in value or percentage terms.
Alias field Displays the alias. The Alphanumeric field in the scrolling window displays the transaction
The Reference field displays the information entered for the existing assignments. You can change this
information for existing assignments, and add new reference information for any new assignments that you
create.
The assignment option you’ve saved for General Ledger determines whether the distribution amount must
be assigned fully, or can be assigned partially. Refer to Setting up assignment options for more information.
4. Choose Delete Row to delete a selected row in the assignment list view. You cannot choose this option if
be installed.
All the assignments that you have created for the current distribution will be removed and a single
assignment that is equal to the distribution amount will be created.
removed.
7. Enter or select an existing transaction dimension in the Trx. Dimension field to add it to the analytical
account if required. You can only select transaction dimensions whose analysis type is set as Required,
Fixed, or Optional for the account class that the distribution account is linked to.
You can also remove a transaction dimension from the scrolling window if it is no longer needed.
The Transaction Dimension Description field displays the description of each Transaction Dimension that is
listed.
8. Enter or edit the transaction dimension code for each transaction dimension listed in the Trx Dimension
field if required. Entering a code is optional, except for those transaction dimensions that have the analysis
type set to Required.
You can add new alphanumeric codes on the fly if you’ve selected that option in the Transaction Dimension
Maintenance window. You can only edit an alphanumeric code that the user ID you’re logged in as and the
selected distribution account, both have access to. Refer to Setting up user access to codes , and Setting up
account access to codes for more information.
9. Choose Validate to validate the analysis information of the analytical account displayed in the window. The
Analytical Accounting Validation Log Report is displayed if errors are found in the analysis information
entered. Refer to Validating adjustments and correcting errors for more information.
10. Choose the printer icon to print the Analytical Adjustment Entry edit list for the current distribution
displayed or for all distributions of the journal entry that can be adjusted. The Analytical Accounting
Validation Log report which describes the Analytical Accounting errors also is printed if errors exist.
11. Choose Clear to clear all the values entered that you’ve not saved. If you’ve saved any changes to a selected
journal entry, you cannot clear this window until you’ve posted or deleted such saved changes.
12. Choose Save to save the changes you’ve made to the analysis information of all the analytical accounts of
the journal entry. You can only save changes for one journal entry at a time. You must post or delete these
changes before you can make changes to another journal entry.
The analysis information that you have entered is validated when you choose Save. You can save with
errors, but you cannot post until all the errors have been corrected.
13. Choose Post to post your changes and close the window. The analysis information that you have entered is
validated when you choose Post. You can post a partial assignment if you have allowed partial assignments
in General Ledger on the Assignment Setup window.
NOTE
Until you post an adjustment, the analysis information last posted with the journal entry will be available for inquiry
and reporting.
14. Choose Delete to delete any adjusted analytical information for the journal entry. Any analytical
information entered for the journal entry when it was last posted will be retained.
Validating adjustments and correcting errors
You can validate an adjustment by choosing the Additional >> Run Validation or by pressing CTRL+R. You can
also validate an adjustment by choosing the OK, Save or Validate buttons.
If errors are found while posting, the adjustment will not be posted. The Analytical Accounting Validation Log
window will open, listing all the errors found.
To correct an Analytical Accounting error, double-click on the relevant error to open the Analytical Adjustment
Entry window. The specific distribution where the error exists is displayed. You can post the adjustment only after
all the errors have been resolved.
The validation process verifies the following information for each analytical account that has been adjusted:
The transaction dimensions of the analytical account are active or have not been deleted.
Transaction dimension codes have been entered for all those transaction dimensions where Code Required
During Adjustment has been marked on the Transaction Dimension Maintenance window.
The transaction dimension codes used are active.
The analytical account has access to the transaction dimension codes that have been entered.
The user making the adjustments has access to the transaction dimension codes that have been entered.
The combination between the transaction dimension codes of the alphanumeric transaction dimensions is
valid.
If Full Assignment is opted for in General Ledger, then the total of all assignments entered for the analytical
account equals the distribution amount of the account.
Viewing detail journal entries with analysis information
Use the Analytical Accounting Detail Journal Entry Inquiry window to view analysis information of an account for
the current year or for a closed year from the Transaction Entry Zoom window. Refer to Transferring analysis
information for closed years to history for more information on year end closing process.
This window only will display those distribution accounts of a Journal Entry that comprise analysis information.
To view detail journal entries with analysis information:
1. Open the Analytical Accounting – Detail Journal Entry Inquiry window. (Inquiry >> Financial >> Detail >>
Select an account and Year >> Click the Journal Entry link >> Select account >> CTRL+T)
(Inquiry >> Financial >> History Detail >> Select an account and Year >> Click the Journal Entry link >>
Select account >> CTRL+T)
The Analytical Detail Inquiry window displays all analysis information that has been entered for the
distribution account. The Journal Entry field displays the Journal Number.
2. The Reporting Ledger field displays the reporting ledger assigned to the General Ledger transaction in the
General Ledger transaction entry window (Transactions >> Financial >> General). Refer to the General
Ledger documentation for more information.
This field is available only if you have marked the Allow check box for the Reporting Ledger option in the
General Ledger Setup window (Administration >> Setup >> Financial >> General Ledger).
3. Enter or select a distribution for the Journal Entry.
4. The Account field displays the account related to the distribution. Choose the expansion button to open the
Microsoft Dynamics GP Account Entry window.
The Audit Trail Code field displays the Analytical Accounting Audit Trail Code.
NOTE
An Audit Trail Code is created for each Journal Entry made in Analytical Accounting. This Audit Trail is separate from
the one created by Dynamics GP.
5. The Transaction Date field displays the transaction date of the selected Journal Entry
6. The Company ID field displays the ID for the current company.
7. The Originating or Functional Amount field displays the distribution amount in the originating or functional
currency based on the option selected in the Currency View. Choose the expansion button to view
multicurrency information if the originating currency differs from the functional currency. When the
Analytical Accounting-Journal Entry Inquiry window is opened for Unit Accounts, the currency information
will not be available.
8. Choose Expand to display all analysis information entered for the distribution account in the list window
which includes assignments, reference information entered per assignment, transaction dimensions and
their codes.
9. Choose Collapse to display analysis information entered per assignment.
10. You also can view all information entered for each assignment or just reference information that may exist.
Choose the plus button (+) available next to each assignment to view all analysis information entered for an
assignment or choose the minus button (-) to view only reference information.
Viewing journal entries with analysis information
You can view analysis information for posted transactions in the Analytical Accounting Journal Entry Inquiry
window.
To view journal entries with analysis information:
1. Open the Analytical Accounting-Journal Entry Inquiry window. (Inquiry >> Financial >> Journal Entry
Inquiry >> CTRL+T)
(Inquiry >> Financial >> Analytical Accounting >> Journal Entry)
2. The Journal Entry field displays the Journal Number selected. Enter or select a Journal Entry Number of an
open Year.
3. The Reporting Ledger field displays the reporting ledger assigned to the General Ledger transaction in the
General Ledger transaction entry window (Transactions >> Financial >> General). Refer to the General
Ledger documentation for more information.
General Ledger Setup window (Administration >> Setup >> Financial >> General Ledger).
4. You can browse and sort by the following options:
Journal Entry You can browse analysis information entered for each Journal Entry.
Audit Trail Code You can browse analysis information based on the Audit Trail Code of a Journal Entry.
Posting Date You can browse analysis information by Posting Date.
Analytical Accounting check links
Checking links examines tables, checking corresponding information in related tables in Analytical Accounting and
Microsoft Dynamics GP and, if possible, changing the data to match the corresponding data in a table.
To check links:
1. Ensure that all users are logged out of Microsoft Dynamics GP. To view which users are in the Microsoft
Dynamics GP system and where, choose Administration >> Setup >> System >> User Activity.
2. Take a backup of all your databases.
Always take a backup before checking links.
3. Open the Analytical Accounting Check Links window
(Administration >> Maintenance >> Analytical Accounting Check Links).
4. Select the table groups to check links for, whether AA Open and History Transactions, AA Work
Transactions, or both.
5. Choose Insert to insert the highlighted logical tables in the Selected Tables list.
6. Choose All to Insert all files from the Logical Tables list into the Selected Tables list so you can check links
for all files.
7. Choose Remove to remove any table from the Selected Tables list, highlight the table name and choose
Remove.
8. Choose Preview to print the AA File Maintenance Error Log Report - Preview.
9. Choose Cancel to Close the window. If you inserted table group names into the Selected Tables list.
Total Number of records field displays the total number of records within the tables in the Selected Tables
list.
10. Choose Process to check links for the selected tables and print the Check Links Report.
The Report Destination window will appear, and you can specify where the Check Links Report
should be printed. If you mark File, select the appropriate table format and enter the report file
name.
The Check Links Report will display any information that was re-created. We recommend that you
send the Check Links Report to the screen, and then print it if necessary, because it may be very large.
Each report can only be printed once each time you check links, so its a good idea to send the report
to a file as well.
11. To determine what information to re-enter, use the Table Descriptions window (Administration >> Resource
Descriptions >> Tables) to view information for the table you checked links for, then use a window that
accesses the table to reenter information.
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You may want to create a report using Report Writer that lists all fields included in the table that you checked links for. This
report can serve as a valuable reference tool. For more information, refer to the Report Writer manual.
Copying Analytical Accounting Information for General Journal

Use the Copy Journal Entry window to copy analytical accounting information for posted transaction.
To copy analytical accounting information for general journal:
1. Open copy the Transaction Entry window.
(Transactions >>Financial >> General)
1. Choose Copy. The Copy Journal Entry window will open.
2. In the Copy Journal Entry window, select the year that the transaction you’re copying was posted.
3. Select the journal entry number for the transaction that you’re copying.
4. Mark the Copy Analytical Accounting information option.
5. Choose OK. The Copy Journal Entry window will close. The new transaction will appear in the Transaction
entry window along with the analytical accounting information. Modify the analytical accounting
information as necessary.
Chapter 5: Payables Management Transactions

You can enter and view analysis information for transactions in Payables Management. You can create
assignments, enter transaction dimension codes, and also view analysis information created for a document. You
also can save transactions with analysis information to a single or recurring batch before posting the batch.
Analysis information created for transactions can be validated at any time before they are posted.
Accounting has been activated. Refer to Activating Analytical Accounting for more information about activating
Analytical Accounting.
Entering analysis information for payables transactions
Entering analysis information for manual payments
Processing batches of computer checks with analysis information
Entering analysis information while applying documents
Unapplying a document
Applying unposted credit memos, returns and payments
Unapplying unposted credit memos, returns and payments
Voiding documents with analysis information
Viewing analysis information for payables transactions
Entering analysis information for payables transactions
You can create assignments and enter transaction dimension codes for accounts that are linked to an account class
from the Payables Transaction Entry window. This information can be entered in the Analytical Payables
The Analytical Payables Transaction Entry window opens automatically from the Payables Transaction Entry
Distribution window in the following instances:
If the account is linked to an account class and the Analytical Payables Transaction Entry window has not
been opened even once for the account.
If changes are made to a distribution line that affects analysis information such as account or amount or
type of amount created previously for such line.
If you delete a document from the Payables Transaction Entry window, the analysis information that exists for the
document will also be deleted.
In case of multicurrency transactions, a change in the transaction date re-creates distributions due to a change in
the exchange rate. Analysis information entered previously is deleted when the distributions are re-created.
If you select Default in the Payables Transaction Entry Distribution window, all analysis information created for the
document will be deleted.
To enter analysis information for payables transactions:
1. Open the Analytical Payables Transaction Entry window. (Transactions >> Purchasing >> Transaction Entry
>> Choose the Analytical Accounting button)
(Transactions >> Purchasing >> Transaction Entry >> CTRL+T or Additional >>Analytical Transaction)
(Transactions >> Purchasing >> Transaction Entry >> Tax expansion button >>CTRL+T or Additional >>
Analytical Transaction)
(Transactions >> Purchasing >> Transaction Entry >> Distributions button >> CTRL+T or Additional >>
2. Refer to Entering analysis information for General Ledger transactions for more information about entering
the analysis information.
Entering analysis information for manual payments
You can also enter analysis information for manual payments using the Analytical Payables Manual Payment Entry
window.
If you delete a document from the Payables Manual Payment Entry window, the analysis information that exists
for the document also will be deleted.
the exchange rate. Analysis information entered earlier is deleted when the distributions are re-created.
If you select Default on Payables Transaction Entry Distribution window, all analysis information created for the
The Analytical Payables Manual Payment Entry window will open automatically from the Payables Transaction
Entry Distribution window, when you press TAB from a row in the following instances:
• If the account is linked to an account class and the Analytical Payables Manual Payment Entry window has never
been opened for the account.
• If changes are made to a distribution line that affects analysis information entered previously for the line. These
include changing the account, amount or debit to credit or vice versa, as this will delete the previously entered
analysis information and create a single assignment of 100 percent.
To enter analysis information for manual payments:
1. Open the Analytical Payables Manual Payment Entry window. (Transactions >> Purchasing >> Manual
Payments >> Choose the Analytical Accounting button)
(Transactions >> Purchasing >> Manual Payments >> CTRL+T or Additional>>Analytical Transaction)
(Transactions >> Purchasing >> Manual Payments >> Distributions >> CTRL+T or Additional >> Analytical
Transaction)
IMAGE – AAPMT.jpg
The Analytical Payables Transaction Entry window displays the distribution account selected. To view other
distributions, enter or select a distribution number.
1. Refer to Entering analysis information for General Ledger transactions for more information about the
entering analysis information.
Processing batches of computer checks with analysis information
You can enter analysis information for distributions that are created after a computer check run only in the General
Ledger. The Analytical Transaction Entry window cannot be opened from any of the Microsoft Dynamics GP
windows where computer checks are posted.
For computer checks, the option Post Through General Ledger files under Posting Setup will not be available. This
is to ensure that analysis information for distribution accounts linked to an account class is created before
updating General Ledger History.
A verification takes place to check if any of the distribution accounts are linked to an account class in the following
instances:
When you print checks from the Print Payables Checks window
(Transactions >> Purchasing >> Print Checks)
When you post a batch from the Post Payables Checks window
(Transactions >> Purchasing >> Post Checks)
When you post a batch from the Process Payables Checks window
(Transactions >> Purchasing >> Process Remittance)
If the distribution accounts are linked to an account class, then the default codes that are set for the account class
will be assigned to these distribution accounts. A single assignment will be created for each distribution account
that is linked to an account class.
There will be no Analytical Accounting validation during a computer check run or while printing a cheque.
If you void checks in the Post Payables Check window, all the distributions for the payment will be deleted in
Microsoft Dynamics GP and the payment will move to history. Any analysis information that exists for the
payment will also be deleted.
Entering analysis information while applying documents
You can enter analysis information for distributions, if any, created after posted payments, credit memos and
returns documents are applied in the Apply Payables Documents window (Transactions >> Purchasing >> Apply
To). You can enter analysis information in the Analytical Apply Payables Documents window.
Analysis information can be entered for distributions created for terms taken, writeoffs, realized gain or realized
loss when posted credit documents, returns and payments are applied against invoices, if the distribution accounts
are linked to an account class in the Analytical Apply Payables Documents window. The Analytical Apply Payables
Documents window will open when you choose OK in the Apply Payables Documents window. This would be
applicable even if distributions are created after transactions are auto applied.
The Analytical Apply Payables Document window will also open if you change the Customer ID or Document No.
in the Apply Payables Documents window.
If the Analytical Apply Payables Documents window has been opened at least once, you can open it any time
thereafter by pressing CTRL+T or choosing Additional >> Analytical Transaction before the distributions are
posted.
The Analytical Apply Payables Documents window will open displaying the first of the distribution accounts
created during the process of apply that have been linked to an account class.
Refer to Entering analysis information for payables transactions for more information about entering analysis
information.
When you unapply posted credit memos, returns or payments, the entries relating to terms taken, write offs,
realized gain or loss are reversed. Analysis information must be entered for these distribution accounts if they are
linked to an account class. You can enter analysis information in the Analytical Apply Payables Documents window.
The window opens when you choose OK in the Apply Payables Documents window.
The analysis information entered for distribution accounts relating to terms taken, write offs, realized gain or loss
will be validated before these entries are posted. Errors detected will be displayed in the Analytical Accounting
Validation Log.
You will not be able to close the Apply Payables Document window without entering all required analysis
information for the distribution accounts linked to an account class.
You can enter analysis information for credit memos, returns and payments applied in the Payables Transaction
Entry and Payables Manual Payment Entry windows using the Analytical Payables Transaction Entry or Analytical
Payables Manual Payment Entry windows. The Analytical Payables Transaction Entry or Analytical Payables
Manual Payment Entry windows will open when you select OK in the Apply Payables Documents window.
Analysis information entered for the Accounts Payable account in the Payables Transaction Entry or Manual
Payments Entry windows before the credit memo, return or payment is applied, will be deleted if distributions are
created for terms taken, write offs, and realized gain or loss.
If you unapply unposted credit memos, returns and payments that were applied, prior to posting, analysis
information entered for the distribution accounts relating to terms taken, write offs and realized gain or loss
accounts will be deleted.
Voiding documents with analysis information
When you void documents in the Void Historical Payables Transaction window
(Transactions >> Purchasing >> Void Historical Transaction) or the Void Open Payables Transaction window
(Transactions >> Purchasing >> Void Open Transaction), all analysis information entered for the document during
transaction entry will be copied with the exception of the balance type of each distribution account linked to an
account class. The balance type of each distribution account will be reversed.
The Analytical Transaction Entry window cannot be opened prior to voiding a document in the Void Historical
Payables Transaction or Void Open Payables Transaction windows.
The Analytical Accounting Posting Journal will print after the Microsoft Dynamics GP reports, if you’ve selected
the option under Posting Setup. This report will display all analysis information for the voided transaction.
Viewing analysis information for payables transactions
You can view analysis information for payables transactions in the Analytical Payables Transaction Entry zoom
window. The Analytical inquiry window will only display distribution accounts of a document that are linked to an
account class.
To view analysis information for payables transactions:
1. Open the Analytical Payables Transaction Entry zoom window. (Inquiry >> Purchasing >> Transaction by
Vendor/Document >> Select a document and zoom on the Document Number >> Additional >>
(Inquiry >> Purchasing >> Transaction by Vendor/Document >> Select document and zoom to Document
Number >> Distributions button >> Additional >> Analytical Transaction)
2. The Analytical Payables Transaction Entry zoom window displays all analysis information created for a
distribution account.
3. Refer to Viewing analysis information for Purchase Order Processing documents for more information
about viewing analysis information for transactions.
Chapter 6: Purchase Order Processing Transactions

You can enter analysis information for transactions in Purchase Order Processing and save analysis information
for a batch.
Entering analysis information for purchase orders and receipts
Entering analysis information for purchase orders
Analysis information for adjusting entries
Posting transactions with analysis information
Posting a batch with analysis information
Posting through to General Ledger for transaction posting
Viewing analysis information for Purchase Order Processing documents
Viewing analysis information for purchase orders
Copying Analytical Accounting Information for Purchase Order or Purchase Order Line Items
Entering analysis information for purchase orders and receipts
The Analytical Receivings Transaction Entry and the Analytical Purchasing Invoice Entry windows will open
automatically when you press TAB from a row in the Payables Transaction Distribution Entry window in the
following instances:
If the account is linked to an account class and the Analytical Transaction Entry window has not been
opened even once for the account.
If changes are made to a distribution line that affects analysis information entered previously for such line.
These include changing the account or amount or debit to credit or credit to debit, as this will delete the
previously entered analysis information and create a single assignment of 100 percent.
If you delete a document in the Receivings Transaction Entry window or the Purchasing Invoice Entry window, the
analysis information entered for the document also will be deleted.
If you void an unposted document in the Receivings Transaction Entry or Purchasing Invoice Entry windows,
analysis information created for the document will be deleted.
the exchange rate. If the transaction date is altered, analysis information created previously is deleted when the
distributions are recreated.
To enter analysis information for purchase orders and receipts:
1. Open the Analytical Receivings Transaction Entry or Analytical Purchasing Invoice Entry windows.
(Transactions >> Purchasing >> Receivings Transaction Entry >> Choose the Analytical Accounting
button)
(Transactions >> Purchasing >> Receivings Transaction Entry >> Enter vendor item >> CTRL+T or
Additional >> Analytical Transaction)
(Transactions >> Purchasing >> Enter/Match Invoice >> Choose the Analytical Accounting button)
(Transactions >> Purchasing >> Enter/Match Invoice >> Enter quantity invoiced >> CTRL+T or Additional
>> Analytical Transaction)
2. Refer to Entering analysis information for General Ledger transactions for more information on entering
analysis information for transactions.
You can validate a transaction by pressing CTRL+T or by choosing Additional>> Run Validation in the
following windows:
Payables Manual Payments Entry
Apply Payables Documents
If errors are detected in the transaction, the Analytical Accounting Validation Log window will open
displaying all errors detected by the validation routine.
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You can select View >> Incomplete or Erroneous Distributions, to browse through the distribution accounts in the Analytical
Transaction Entry window which are incomplete or have erroneous information.
Entering analysis information for purchase orders

You can enter analysis information for inventory, purchases or drop ship accounts linked to a line item while
entering a purchase order. The information will default when you receive these line items in the Receivings
You can open the Analytical Purchase Order Entry window from the Purchasing Item Detail Entry window in the
following instance if the account is linked to an account class:
• If changes are made to a distribution line that affects analysis information such as account or amount entered
previously for such line. This will delete and refresh the previously entered analysis information and create a single
assignment of 100 percent.
If you delete a document or a distribution line in the Purchase Order Entry or the Purchasing Item Detail Entry
window, the analysis information entered for the same will also be deleted.
You cannot edit the Purchase Order Entry or the Purchasing Item Detail Entry window while the Analytical
Purchase Order Entry window is open.
In the case of multicurrency transactions, a change in the transaction date re-creates distributions due to a change
in the exchange rate. If the transaction date is altered, analysis information created previously is deleted when the
NOTE
Analysis information is not copied when you choose to copy PO lines from another PO to the current PO. You must enter
fresh analytical information for the new purchase order.
To enter analysis information for purchase orders:

1. Open the Analytical Purchase Order Entry window. (Transactions >> Purchasing >> Purchase Order Entry
>> Enter or select a purchase order >> Choose the Analytical Accounting button)
(Transactions >> Purchasing >> Purchase Order Entry >> Enter or select a purchase order >> CTRL+T or
Additional >> Analytical Transaction) (Transactions >> Purchasing >> Purchase Order Entry >> Enter or
select a purchase order >> Item or Vendor Item expansion button >> Choose the Analytical Accounting
button)
(Transactions >> Purchasing >> Purchase Order Entry >> Enter or select a purchase order >> Item or
Vendor Item expansion button >> CTRL+T or Additional >> Analytical Transaction)
When you open the Analytical Purchase Order Entry window from the Purchasing Item Detail Entry
window, it displays only the account for the selected item.
2. Refer to Entering analysis information for General Ledger transactions for more information on entering
3. You can validate the analysis information by pressing CTRL+R or by choosing Additional >> Run
Validation in the Purchase Order Entry or the Purchasing Item Detail Entry windows. Refer to Validating
transactions and correcting errors for more information about validation.
Analysis information for adjusting entries
Adjusting entries are posted to General Ledger for each item that has its current cost changed and uses the
Average Perpetual valuation method. Adjusting entries are also posted for quantity sold transactions relating to
the purchase receipt of items that use the Average Perpetual, LIFO Perpetual, or FIFO Perpetual valuation method.
Such entries are created in the following instances:
The user selects to revalue inventory when posting a purchasing invoice where the invoice cost differs from
the shipment cost.
The Adjust Costs utility is used to edit a purchase receipt record’s cost.
A Purchase Order line item is changed to a status of Closed when its Quantity Shipped is greater than the
Quantity Invoiced, when Quantity Invoiced is not zero.
A purchase receipt is inserted into an existing purchase receipt stack.
When such adjusting entries are generated in General Ledger, default transaction dimension codes are loaded and
a single assignment is created for distribution accounts that are linked to an account class. You can modify the
default analysis information, before posting through General Ledger. Refer to Entering analysis information for
General Ledger transactions for more information.
If you have marked the option Post Through General ledger Files in the Posting Setup window (Administration >>
Setup >> Posting >> Posting), or you have marked the option Post through to General Ledger for Trx Posting in
the Analytical Accounting Options window (Administration >> Setup >> Company >> Analytical
Accounting >> Options), the transaction or batch is posted directly through General Ledger with default analysis
information for the additional distributions. You can modify this information in the Analytical Adjustment Entry
window if required. Refer to Adjusting analysis information in posted transactions for more information.
When you post a transaction with analysis information from the following windows, a validation will take place:
Payables Manual Payments Entry
When you close the Apply Payables Documents window, analysis information created for the document in the
window will be validated.
Refer to Validating transactions and correcting errors for more information. In addition to Analytical Accounting
information, Microsoft Dynamics GP information will also be validated before the transaction is posted.
The Analytical Posting Journal will be printed after a transaction is posted or after closing the Apply Payables
Documents window if specified under Posting Setup.
You can enter analysis information for transactions within a Payables or Purchasing Batch. Refer to Entering
analysis information for purchase orders and receipts for more information about entering analysis information.
You can print the Analytical Accounting Edit List and Analytical Accounting
Validation Log to check if errors exist in the analysis information along with the Microsoft Dynamics GP Edit List
for a selected batch by choosing the printer icon button.
When you post a batch from the Payables Management window or the Purchase Order Processing window,
a validation takes place for all the transactions saved in the batch. Refer to Validating transactions and
correcting errors for more information about the validation process. Microsoft Dynamics GP and Analytical
Accounting transactions without errors are posted. The Analytical Posting Journal is printed, if specified
under Posting Setup, along with the Microsoft Dynamics GP reports. If errors are found during the
validation process, the Analytical Accounting Validation Log report is printed listing the analysis errors for
the transactions in the batch being posted. You can correct the errors by editing the transactions in the
window where the transaction originated from.
If you delete a single or recurring use batch or a transaction within such batches, the analysis information
entered for the transactions in the batch or for the transaction will also be deleted.
You can save a transaction in a batch with Analytical Accounting errors but you cannot post the transaction.
When you print the Analytical Posting Journal, detailed analysis information of all accounts will be printed. This
would also include accounts with errors. The Analytical Validation Log report detailing all Analytical Accounting
errors will also be printed. You can correct Analytical Accounting errors by opening the batch and then correcting
the transactions that have errors.
Individual transactions and batches posted from Payables Management will automatically update the appropriate
posting accounts in General Ledger if you have marked the following options, and if there are no Analytical
Accounting and Microsoft Dynamics GP errors:
Post through General Ledger files under Posting Setup (Administration >> Setup >> Posting >> Posting);
and
Post through to General Ledger for Trx Posting (Administration >> Setup >> Company >> Analytical
Accounting >> Setup)
Refer to Setting up posting options for Analytical Accounting for more information about Analytical Accounting
posting setup.
While posting individual and batch transactions, Analytical Accounting or Microsoft Dynamics GP errors may exist
which would prevent the transaction or batch from updating the appropriate posting accounts in General Ledger.
For example, default codes may not be assigned for Required transaction dimensions in the account class that the
distribution accounts of Fixed or Variable accounts are linked to. The transaction or batch will update the General
Ledger. You must correct the errors in the transaction or batch in the General Ledger from the Transaction Entry
window (Transactions >> Financial >> General) before the posting accounts can be updated.
The Analytical Accounting and Microsoft Dynamics GP errors will be displayed in the Analytical Accounting
Validation Log Report which will print after the transaction or batch updates Payables Management.
The transaction and batch will update the Payables Management. You will be able to view analysis information that
originated for the transaction or batch in Payables Management from the relevant Inquiry windows.
Viewing analysis information for Purchase Order Processing documents
You can view analysis information created for transactions in Purchase Order Processing in the Analytical
Purchasing Invoice Inquiry Zoom window.
You can view the assignments, transaction dimension codes and reference notes that have been created for
individual transaction distributions in this window.
To view analysis information for Purchase Order Processing documents:
1. Open the Analytical Purchasing Invoice Inquiry Zoom window. (Inquiry >> Purchasing >> Purchase Order
Docs >> Purchasing Invoice Inquiry Zoom >> CTRL+ T or Additional >> Analytical Transaction)
(Inquiry >> Purchasing >> Purchase Order Docs >> Receivings Transaction Inquiry Zoom >> CTRL+T or
2. The Analytical Posting Inquiry window displays all analysis information created for a distribution account.
The first distribution account of the document linked to an account class is displayed. Enter or select a
distribution number to view analysis information for other distribution accounts.
3. If you select a specific account in the Purchasing Distribution Inquiry Zoom, the Analytical Posting Inquiry
window will display analysis information relating to the selected account.
4. The Document Type and Number fields display the values from the Receivings Transaction Inquiry window
or the Purchasing Invoice Inquiry zoom.
currency based on the option you selected in the Currency View. Click the expansion button to view
multicurrency information if the originating currency differs from the functional currency.
6. The Document Date displays the date of the document and will default from the Receivings Transaction
Inquiry or Purchasing Invoice Inquiry Zoom.
7. The Company ID field displays the ID of the current company.
8. Click Expand to display all analysis information entered for the distribution account in the assignment list
window. This includes assignments, reference information entered per assignment, transaction dimensions
and their codes.
9. Click Collapse to display only assignments and reference information entered per assignment for the
assignment or choose the minus button (-) to view only reference information that may exist.
Viewing analysis information for purchase orders
You can view the analysis information you’ve entered for a purchase order in the Analytical Purchase Order
Inquiry window.
To view analysis information for purchase orders:
1. Open the Analytical Purchase Order Inquiry Zoom window. (Inquiry >> Purchasing >> Purchase Order
Documents/Purchase Order Items >> Choose the PO Number link >> CTRL+T or Additional >>
Transactions >> Purchasing >> Receivings Transaction Entry >> Select a purchase order in the scrolling
window >> Choose the PO Number link >> CTRL+T or Additional >> Analytical Transaction)
(Transactions >> Purchasing >> Receivings Transaction Entry >> Select a purchase order in the scrolling
window >> Choose the PO Number link >> Vendor Item Expansion button >> CTRL+T or Additional >>
2. Refer to Viewing analysis information for payables transactions for more information on viewing analysis
information for transactions.
Copying Analytical Accounting Information for Purchase Order or Purchase Order Line Items
Use the Copy a Purchase Order window to copy analytical accounting information from an existing purchase
order.
To copy analytical accounting information for purchase order or Purchase Order Line Items:
1. Open Purchase Order Entry window. (Transactions >> Purchasing >> Purchase Order Entry >> Actions
>> Create and Copy New PO )
(Transactions >> Purchasing >> Purchase Order Entry >> enter a purchase order >> Actions >> Copy PO
Lines to Current PO )
2. Choose Actions and select Create and Copy New PO or Copy PO lines to Current PO to open the Copy
Purchase Order window.
3. Enter or select a purchase order with a status of New, Released, or Change Order to copy.
5. Choose copy.The analytical accounting information is copied from the originating document to new
document.
Chapter 7: Receivables Management Transactions

For transactions in Receivables Management, you can create assignments and enter transaction dimension codes
for the distribution accounts that are linked to an account class. You can save transactions with analysis
information to a single or recurring batch prior to posting the batch. Also, you can view analysis information
created for transactions in the Analytical Inquiry windows. The process of validating transactions with analysis
information is also explained.
Accounting has been activated. Refer to Activating Analytical Accounting for more information about activating
Analytical Accounting.
Entering analysis information for receivables documents
Entering analysis information for cash receipts
Entering analysis information for applied documents
Voiding or waiving documents with analysis information
Entering analysis information for NSF charges
Posting through or to General Ledger
Viewing analysis information in Receivables Management
Entering analysis information for receivables documents
You can enter assignments and transaction dimension codes for receivables documents using the Analytical
Receivables Transaction Entry window.
When you press TAB from a field in the Sales Transaction Distribution Entry window (Transaction >> Sales >>
Transaction Entry), under the following instances, the Analytical Receivables Transaction Entry window will open:
earlier.
If you delete a document from the Receivables Transaction Entry window, the analysis information that exists for
the document will also be removed.
distributions are re-created.
If you select Default in the Sales Transaction Entry Distribution, all analysis information created for the document
will be deleted.
To enter analysis information for receivables documents:
1. Open the Analytical Receivables Transaction Entry window. (Transaction >> Sales >> Transaction Entry >>
Analytical Accounting button)
(Transaction >> Sales >> Transaction Entry >> Additional >> Analytical Transaction)
(Transaction >> Sales >> Transaction Entry >> Distributions >> Analytical Accounting button)
(Transactions >> Sales >> Transaction Entry >> Distributions >> Additional >>Analytical Transaction)
(Transactions >> Sales >> Transaction Entry >> Tax expansion button >> Additional >> Analytical
Transaction)
2. To enter analysis information for receivables transactions, refer to Entering analysis information for General
Ledger transactions .
You can enter analysis information for cash receipts using the Analytical Cash Receipts Entry window.
If you delete a document from the Cash Receipts Entry window, the analysis information that exists for the
document also will be removed.
For multicurrency transactions, a change in the transaction date re-creates distributions due to a change in the
exchange rate. If the transaction date is modified, analysis information created previously is deleted when the
If you choose Default in the Cash Receipts Distribution Entry window, all analysis information created for the
In the Cash Receipts Distribution Entry window, the Analytical Cash Receipts Entry window will open
automatically when you press TAB from a row in the following instances:
earlier.
Refer to Entering analysis information for receivables documents for more information about creating analysis
information.
Entering analysis information for applied documents
You can enter analysis information for distributions created, if any, after a posted credit memo, return or payment
is applied in the Apply Sales Documents window (Transactions >> Sales >> Apply) using the Analytical Apply
Sales Documents window.
When posted credit memos, returns or payments are applied to sales documents or other debit documents,
distributions will be created for terms taken, writeoffs, tax rebate, and realized gain or realized loss. If these
distribution accounts are linked to an account class, you must enter analysis information for the accounts.
The Analytical Apply Sales Documents window will open when you select OK in the Apply Sales Documents
window, or if distributions are created when you automatically apply sales documents.
The Analytical Apply Sales Document window also will open if you change the customer ID or document no. in
the Apply Sales Documents window.
In Analytical Accounting, voided and applied documents will update General Ledger, if you marked the Post
Through General Ledger option in the Posting Setup window (Administration >> Setup >> Posting >> Posting).
If the Analytical Apply Sales Documents window has been opened at least once, you can open it later from the
Additional menu. Choose Additional >> Analytical Transaction or CTRL+T before the distributions are posted.
The Analytical Apply Sales Documents window will display the first of the distribution accounts created during the
apply process that have been linked to an account class.
Refer to Entering analysis information for receivables documents for more information about entering analysis
information.
When you unapply posted credit documents, returns and payments, entries relating to terms taken, write offs,
realized gain or loss are reversed. You must enter analysis information for these distribution accounts if such
accounts are linked to an account class. You can enter analysis information in the Analytical Apply Sales
Documents window which will open when you choose OK in the Apply Sales Documents window.
The analysis information entered for distribution accounts relating to terms taken, write offs, realized gain or loss
will be validated before these entries are posted. Errors detected will be displayed in the Analytical Accounting
Validation Log.
Refer to Posting transactions with analysis information for more information.
You can close the Apply Sales Document window only after entering all required analysis information for the
distribution accounts linked to an account class.
You can enter analysis information for credit memos, returns, and payments applied in the Receivables Transaction
Entry and Cash Receipts Entry windows in the Analytical Receivables Transaction Entry or Analytical Cash Receipts
Entry windows respectively. The Analytical Receivables Transaction Entry or Analytical Cash Receipts Entry
windows will open when you select OK in the Apply Sales Documents window.
If you have created analysis information for the Accounts Receivable account in the Receivables Transaction Entry
or Cash Receipts Entry windows prior to applying the credit memo, return or payment, such information will be
deleted if distributions are created for terms taken, write offs, realized gain or loss. You will have to re-enter
analysis information for the Accounts Receivable account.
Before posting, if you unapply unposted credit memos, returns and payments, in the Apply Sales Documents
window (Transaction >> Sales >> Transaction Entry >> Apply or Transactions >> Sales >> Cash Receipts >>
Apply), the analysis information entered for the distribution accounts relating to terms taken, write offs and
realized gain or loss accounts will be deleted.
Voiding or waiving documents with analysis information
If you make changes to the terms taken or writeoff amount before voiding a credit document in the Apply Sales
Documents window (Transactions >> Sales >> Apply), extra distributions may be created. After voiding, default
codes will be loaded for the distributions that have been created.
The Analytical Transaction Entry window cannot be opened prior to voiding a document in the Receivables Posted
Transaction Maintenance window.
The Analytical Accounting Posting Journals will be printed along with the Microsoft Dynamics GP reports, if
you’ve selected the option under Posting Setup.
This report will display all analysis information relating to the voided transaction.
Entering analysis information for NSF charges
When you mark a check as Non Sufficient Funds (NSF ) in the Receivables Posted Transaction Maintenance
window (Transactions >> Sales >> Posted Transactions), analysis information may have to be entered for
distribution accounts relating to the NSF Charge, if such accounts are linked to an account class.
When you choose OK in the Auto Post NSF Debit Charge window, the Analytical Auto Post NSF Debit Charge
window will open displaying the first of the distribution accounts relating to the NSF Charge that is linked to an
account class (as per the distribution sequence).
Refer to Entering analysis information for receivables documents for more information about entering analysis
information.
If the Analytical Auto Post NSF Debit Charge window has been opened at least once, you can open it any time
thereafter from the Additional menu. Choose Additional >> Analytical Transaction or CTRL+T before the
distributions are posted.
The analysis information entered for distribution accounts relating to NSF charges will be validated before these
entries are posted. Errors detected will be displayed in the Analytical Accounting Validation Log.
Refer to Posting transactions with analysis information for more information.
You can close the Auto Post NSF Debit Charges window only after entering all required analysis information for
the distribution accounts linked to an account class.
Analysis information that exists for the cash receipt will be copied, except for the balance type which will be
reversed.
Refer to Voiding or waiving documents with analysis information for more information about voiding documents.
You can use the following windows to validate a transaction. From the Additional menu, choose Additional >>
Run Validation or CTRL+T:
Cash Receipts Entry
Apply Sales Documents
Auto Post NSF Debit Charge
If errors are detected in the transaction, the Analytical Accounting Validation Log window will open, displaying all
errors detected by the validation routine.
You can select View >> Incomplete or Erroneous Distributions, to browse the distribution accounts in the
Analytical Transaction Entry window that are incomplete or have errors.
To correct an Analytical Accounting error, double-click on the error to open the relevant Analytical Transaction
Entry window. The specific distribution in which the error exists is displayed.
When you post a transaction from the Receivables Transaction Entry or the Cash Receipts Entry window, a
validation will take place.
Also, when you close the Apply Sales Documents or Auto Post NSF Debit Charge window, analysis information
created for the transaction/document will be validated.
In addition to analysis information, Microsoft Dynamics GP data also will be validated before the transaction is
posted.
If errors are found while posting a transaction, the transaction will not be posted. The Analytical Accounting
Validation Log window will open, listing the Microsoft Dynamics GP errors first and then the Analytical
Accounting errors.
We recommend that you resolve the Microsoft Dynamics GP errors first, and then the Analytical Accounting
errors.
To correct an Analytical Accounting error, double-click on the error to open the relevant Analytical Transaction
Entry window. The specific distribution in which the error exists is displayed which you can then correct.
The Analytical Posting Journal will be printed, along with the Microsoft Dynamics GP Posting reports if specified
under Posting Setup.
When you post a batch from Receivables Management, a validation will take place for all the transactions saved in
the batch. Microsoft Dynamics GP and Analytical Accounting transactions without errors will be posted and the
Analytical Posting Journal will be printed, along with the Microsoft Dynamics GP reports if specified in the Posting
Setup window. If errors are found during the validation process, the Analytical Accounting Validation Log report
will be printed listing analysis errors for the transactions in the batch being posted. You can correct the errors by
modifying the transactions in the window where the transaction originated from.
If you delete a single or recurring use batch or a transaction within such batches, the analysis information entered
for the transactions in the batch or for the transaction also will be deleted.
You can print the Analytical Accounting Edit List and Analytical Accounting Validation Log Report along with the
Microsoft Dynamics GP Edit List for a selected batch by choosing the printer icon button.
When you print the Analytical Posting Journal, detailed analysis information of all accounts will be printed
including accounts with errors. The Analytical Validation Log report detailing all Analytical Accounting errors also
will be printed. You can correct Analytical Accounting errors by opening the batch and then correcting each of the
transactions that have errors.
Posting through or to General Ledger
If you’ve marked the following options, individual transactions and batches posted from Receivables Management
will automatically update the appropriate posting accounts in General Ledger, if there are no Analytical
Accounting and Microsoft Dynamics GP errors.
Post through General Ledger files under Posting Setup (Administration >> Setup >> Posting >> Posting)
While posting individual and batch transactions, errors might exist in Analytical Accounting or Microsoft
Dynamics GP information that prevent the transaction or batch from updating the appropriate posting accounts in
General Ledger. For example, default codes may not have been assigned for required transaction dimensions in
the account class to which the distribution accounts of Fixed or Variable accounts are linked. The transaction or
batch will update General Ledger.
You must correct the errors in the transaction or batch in General Ledger from the Transaction Entry window
(Transactions >> Financial >> General) before the posting accounts can be updated.
The transaction and batch will update Receivables Management. You can view analysis information that originated
for the transaction or batch in Receivables Management from the relevant Inquiry windows.
Validation Log Report which will print after the transaction or batch updates Receivables Management.
Viewing analysis information in Receivables Management
You can view analysis information entered for transactions in Receivables
Management in the Analytical Receivables Transaction Inquiry Zoom window. The Analytical Inquiry window will
display only distribution accounts of a document that are linked to an account class.
To view analysis information in Receivables Management:
1. Open the Analytical Receivables Transaction Inquiry Zoom window. (Inquiry >> Sales >> Transaction by
Customer/Transaction by Document >>Additional >> Analytical Transaction)
When the Analytical Transaction Inquiry window opens, all analysis information created for a distribution
account will be displayed.
2. The first distribution account of the document linked to an account class is displayed. Enter or select a
distribution number to view analysis information of other distribution accounts.
NOTE
If you select a specific account in the Receivables Distribution Inquiry Zoom, the Analytical Posting Inquiry window
will display analysis information relating to such account.
The Document Type and Number fields display values from the Receivables Transaction Inquiry zoom or
Cash Receipts Inquiry zoom.
currency based on the option you have chosen in the Currency View. Click the expansion button to view
4. The Document Date field displays the date of the document from the Receivables Transaction Inquiry zoom
or Cash Receipts Inquiry Zoom.
6. Choose Expand to display all analysis information entered for the distribution account in the list window.
This includes assignments, reference information entered per assignment, transaction dimensions and their
codes.
Chapter 8: Sales Order Processing Transactions

You can enter and view analysis information such as assignments, transaction dimension codes and reference
information for transactions entered in Sales Order Processing. You can save transactions with analysis
information in a Sales Batch before posting. The analysis information you have entered will be validated before
posting.
You can enter analysis information in Sales Order Processing only from the Sales Transaction Entry window
(Transactions >> Sales >> Sales Transaction Entry) and for Sales Invoices and Sales Returns.
Accounting has been activated. Refer to Activating Analytical Accounting for more information.
Entering analysis information for an invoice or return
Analysis information in re-created distributions
Analysis information for deposits received against an order
Deletion of analysis information on invoice transfer to back order
Posting an invoice or return with analysis information
Voiding transactions with analysis information
Viewing analysis information for sales documents
Copying Analytical Accounting Information for Sales Order
Entering analysis information for an invoice or return
You can enter analysis information for an invoice or return in the Sales Transaction Entry window (Transactions >>
Sales >> Sales Transaction Entry) using the Analytical Sales Transaction Entry window.
If you delete an invoice or return from the Sales Transaction Entry window, the analysis information that exists for
the document will also be removed.
If you delete an item number from an invoice or return, analysis information that exists for distribution accounts
relating to the item number deleted will also be removed.
the exchange rate. If the transaction date is altered, analysis information created previously is deleted when the
If you select Default in the Sales Distribution Entry window, all analysis information created for the invoice or
return will be deleted.
The Analytical Sales Transaction Entry window will open automatically when you press TAB from a field in the
Sales Distribution Entry window, in the following instances:
If the account is linked to an account class and the Analytical Sales Transaction Entry window has not been
opened even once for the account.
If changes are made to a distribution line that affects analysis information entered previously for such line.
These include changing the account or amount or debit to credit or vice versa, as this will delete the
previously entered analysis information and create a single assignment of 100 percent.
In an invoice, you can enter analysis information for the Cost of Goods Sold (COGS ) and Inventory accounts of
the relevant item numbers entered in the invoice, if such accounts are linked to an account class even though these
accounts are not displayed in the Sales Distribution Entry window. However, you cannot create assignments for
such accounts as the amount that updates these accounts can be determined only after the invoice is posted.
To enter analysis information for an invoice or return:
1. Open the Analytical Sales Transaction Entry window. (Transactions >> Sales >> Sales Transaction Entry >>
(Transactions >> Sales >> Sales Transaction Entry >> Additional >> Analytical Transaction or CTRL+T)
(Transactions >> Sales >> Sales Transaction Entry >> Distributions >>Analytical Accounting button)
(Transactions >> Sales >> Sales Transaction Entry >> Distributions >>Additional >> Analytical
The distribution accounts of each item number linked to an account class that you enter on an invoice or
return, will be added to the total distributions in the Analytical Sales Transaction Entry window only after
you tab off the Line Item in the Sales Transaction Entry window.
The Analytical Sales Transaction Entry window will open only if you have specified at least one item number
with a unit cost more than zero for the invoice or return.
2. The first of the distribution accounts in the Sales Distribution Entry window that is linked to an account
class is displayed in the Analytical Sales Transaction Entry window. To view other distributions (other than
the COGS and Inventory Accounts in case of an invoice) enter or select a distribution number or use the
browse buttons.
You view a specific distribution account linked to an account class by selecting that account prior to opening
the Analytical Sales Transaction Entry window.
The sequence of distributions in the Analytical Sales Transaction Entry window may not correspond to the
sequence in the Sales Distribution Entry window as only accounts linked to an account class are displayed
here.
If only the COGS and Inventory Accounts of an Invoice are linked to an account class, the Analytical Sales
Transaction Entry window will open displaying the first of such accounts linked to an account class.
4. Choose Cogs/Inv to view the Cost of Goods Sold and Inventory accounts of an Invoice, linked to an
account class. The first of these accounts linked to an account class will be displayed when you select this
button. The sequence in which the Cost of Goods Sold and Inventory Accounts will be displayed will be
based on the order in which item numbers are displayed on the invoice. To view the other COGS and
Inventory Accounts linked to an account class, you can use the browse button or enter or select the
distribution number in the Distribution field. Choose MAIN to view the distribution accounts displayed in
the Sales Distribution Entry window that are linked to an account class.
For an invoice, since the amount that updates the COGS and Inventory accounts can be determined only
after the invoice is posted, the fields and scrolling windows relating to amount and assignment will not be
available in relation to these accounts.
The Cogs/Inv button will not be available in the following instances:
- If the COGS and Inventory accounts are not available under the relevant setup, such as Item or
Customer or Posting or if these accounts are not linked to an account class.
- If non-inventory items are entered on an invoice.
- If the unit cost for drop-ship items in the Sales Transaction Entry window is zero.
- If the item number selected in the Sales Transaction Entry window is marked as is marked as Misc
Charges/Services/Flat Fee on Item Maintenance window
- If the Document Type of the transaction is Return. In the case of Sales Returns, the COGS and
Inventory accounts will form part of the distribution accounts displayed in the Sales Distribution
Entry window. You can enter analysis information including assignments for these accounts if required,
in the same manner as the other distribution accounts displayed in the Sales Distribution Entry window
that are linked to an account class.
If you have entered Kit Items on an invoice, addition or deletion of a component item from the Sales Kit
Options window (Transactions >> Sales >> Sales Transaction Entry >> Item Number expansion button >>
Kits) may increase or decrease the COGS and Inventory Accounts displayed in the Analytical Sales
Transaction Entry window, if the accounts concerned are linked to an account class.
If you have entered Kit Items on a return, addition of a component item in the Sales Kit Options window
may increase the COGS and Inventory Accounts displayed in the Analytical Sales Transaction Entry
window, if the relevant accounts are not already displayed and are linked to an account class.
5. Choose OK to close the window. A validation will take place when you choose OK. Refer to Validating
transactions and correcting errors for more information about validation.
6. Choose Save to save the analysis information you’ve entered and clear the window. A validation takes place
when you choose Save in the Analytical Sales Transaction Entry window. Refer to Validating transactions
and correcting errors for more information about validation.
You can save the analysis information with errors or without updating changes made to the account class.
7. Choose Clear to clear the information you have entered but not saved.
8. Choose Validate to validate the analysis information of the distribution account displayed in the window. If
changes are made to the account class or errors are found during the validation process, the Analytical
Accounting Validation Log window will open displaying the changes and errors. Double click an Analytical
Accounting error to open the Analytical Sales Transaction Entry window where the distribution account
comprising the error is displayed.
You can select View >> Incomplete or Erroneous Distributions, to browse through the distribution accounts
which are incomplete or have erroneous information.
9. Click the printer icon button to print the Analytical Accounting Edit List which will display analysis
information of the distribution account currently displayed or for all distribution accounts of the Invoice or
Return that are linked to an account class. The Analytical Accounting Validation Log report describing the
Analytical Accounting errors, if any, in brief is also printed.
Analysis information in re -created distributions
Before posting a sales invoice/return, if changes listed below are made to the existing information for these
documents, distributions will be re-created. This will automatically delete the existing analysis information for
distribution accounts linked to an account class. Analysis information entered for COGS and Inventory accounts of
an invoice is not affected by these changes.
WINDOW NAME CHANGES MADE
Sales Tax Summary Entry or Sales Line Item Tax Detail Entry Change in or deletion of a Tax Detail ID, Total Sales and Tax
window Amount; Selecting Default or Delete in the Sales Tax Summary
Entry window.
Sales Item Detail Entry window Changes to the Shipping address or the tax schedule assigned
to this address; Change to the Item Tax Schedule ID; Change
in Salesperson ID; Distributions will also be re-created if the
Total Invoice or Sales Amount is altered.
Sales Payment Terms Entry window Change in Discount Percent; Change in Terms Discount
Available or Payment Terms Amount (this will re-create
distributions if Default is selected in the Sales Distribution
Entry window after changes); Deletion of Terms Discount or
Payment Terms Percent or Amount; (would re-create
distributions if Default is selected in the Sales Distribution
Entry window after changes)
Sales Customer Detail Entry window Changes to the payment terms.

Sales Tax Schedule Entry window Change in tax schedules; Change in tax status. For example,
from taxable to non taxable; Price level in the Sales Item Detail
Entry window; Change in Unit Price, Extended Price, and
Invoice Quantity in the Sales Item Detail Entry window or
Sales Transaction Entry window.
Sales Commission Entry window Change in Salesperson ID, Percent of Sale (provided the
Territory ID remains unchanged), Commission Percent and
Commission Amount; Addition or deletion of a Salesperson
ID; Deletion of commission distributions; Amending or
deleting Commission Sale Amount.
Sales Payment Entry window Change in Cash Account in the Checkbook Setup window. The
distributions will be re-created only if you select Default in the
Sales Distribution Entry window; Deletion of line item in the
Sales Trade Discount Entry window Change in Trade Discount.
Sales Transaction Entry window Amending the Trade Discount percent or amount; Inclusion or
deletion of freight and miscellaneous charges; Change or
deletion of Amount Received; Entering or deleting an amount
on the Terms Discount Taken field.
Sales Transaction Entry window (Selecting the Show Detail Changes to the following could re-create distributions: Invoice
option) Quantity, Unit Price, Extended Price, Entering a Mark Down in
the Sales Markdown Entry window, Price Level, Ship To
Address ID (affects tax calculations), Site ID (affects tax
calculations if method of shipping is Pickup).
In the case of analysis information entered for the COGS and Inventory Accounts of a Return, the following
changes prior to posting would result in a re-creation of such information:
Sales Item Detail Entry or Line Item Detail Entry windows Change in Unit Cost
Sales Returned Quantities Entry window Changes to Return Quantity Type. For example, splitting the
quantity returned between Returned and Damaged, after the
entire quantity was assigned to Returned.
Sales Kit Options window If Kit Items are entered on the Deletion of a component item from the Sales Kit Options
Return window. This could result either in a change in distribution
amount or removal of a distribution account.
Analysis information for deposits received against an order

For a deposit received against an order in the Sales Transaction Entry window, distributions relating to the deposit
will be created in General Ledger after the order is saved.
If the distribution accounts relating to the deposit are linked to an account class, you can enter analysis
information for such accounts only in the General Ledger. Refer to Entering analysis information for General
Ledger transactions for more information.
You cannot open the Analytical Sales Transaction Entry window from the Sales Transaction Entry or Sales Payment
Entry windows. Also, no validation will take place when you save the order.
Deletion of analysis information on invoice transfer to back order
If you transfer an invoice quantity fully or partly to a back order, the analysis information entered for the
document, including the COGS and Inventory accounts, will be deleted.
You will have to re-create analysis information when the back order is subsequently converted to an invoice.
Refer to Entering analysis information for an invoice or return for more information about entering analysis
information.
You can validate analysis information entered for an invoice or return in the Sales Transaction Entry window,
before posting by choosing CTRL+T or Additional >> Run Validation.
If errors are detected in the document, the Analytical Accounting Validation Log window will open displaying all
errors detected by the validation routine.
You can select View >> Incomplete or Erroneous Distributions, to browse through the distribution accounts in the
Analytical Sales Transaction Entry window which are incomplete or have erroneous information.
To correct an Analytical Accounting error, double-click in the relevant error to open the Analytical Sales
Transaction Entry window. The specific distribution in which the error exists is displayed which you can then
correct.
Posting an invoice or return with analysis information
When you post an invoice or return from the Sales Transaction Entry window, analysis information created for the
document will be validated.
In addition to Analytical Accounting information, Microsoft Dynamics GP data will also be validated before the
transaction is posted.
If errors are found while posting the invoice or return, the transaction will not be posted. The Analytical
Accounting Validation Log window will open listing the Microsoft Dynamics GP errors first and then the Analytical
Accounting errors.
We recommend that you resolve the Microsoft Dynamics GP errors first and then the Analytical Accounting
errors.
To correct an Analytical Accounting error, double-click on the relevant error to open the Analytical Sales
correct.
The Analytical Posting Journal will be printed along with the Microsoft Dynamics GP Posting reports if specified
You can enter analysis information for transactions within a Sales Batch
(Transactions >> Sales >> Sales Batches). Refer to Entering analysis information for an invoice or return for more
information.
You can print the Analytical Accounting Edit List and Analytical Accounting
Validation Log Report (if errors exist in analysis information) along with the Microsoft Dynamics GP Edit List for a
selected batch by choosing the printer icon button.
When you post a batch from Sales Order Processing, a validation will take place for all the transactions saved in
the batch. Refer to Validating transactions and correcting errors for more information about the validation
process. Microsoft Dynamics GP and Analytical Accounting transactions without errors will be posted and the
Analytical Posting Journal will be printed, if specified under Posting Setup along with the Microsoft Dynamics GP
reports. If errors are found during the validation process, the Analytical Accounting Validation Log report will be
printed listing analysis errors for the transactions in the batch being posted. You can correct the errors by
correcting the transactions in the window where the transaction originated.
If you delete a batch or a transaction within a batch, the analysis information entered for the transactions in the
batch or for the transaction will also be deleted.
When you print the Analytical Posting Journal, detailed analysis information of all accounts will be printed. This
would include even accounts with errors. The Analytical Validation Log report detailing all Analytical Accounting
errors will also be printed. You can correct Analytical Accounting errors by opening the batch and then correcting
each of the transactions that have errors.
If you have marked the following options, individual transactions and batches posted from Sales Order Processing
will automatically update the appropriate posting accounts in General Ledger if there are no Analytical Accounting
and Microsoft Dynamics GP errors.
and
While posting individual and batch transactions, Analytical Accounting or Microsoft Dynamics GP errors may exist
For example, default codes may not be assigned for Required Transaction Dimensions in the account class to
which the distribution accounts of Fixed or Variable accounts are linked. The transaction or batch will update the
General Ledger. You must correct the errors in the transaction or batch in General Ledger from the Transaction
Entry window (Transactions >> Financial >> General) before the posting accounts can be updated.
Validation Log Report which will print after the transaction or batch updates Sales Order Processing.
The transaction and batch will update Sales Order Processing. You can view analysis information that originated
for the transaction or batch in Sales Order Processing from the relevant Inquiry windows.
Voiding transactions with analysis information
If you void an unposted invoice or return in the Sales Transaction Entry window, the analysis information entered
for the document will be deleted.
If you void an invoice or return posted from Sales Order Processing from
Receivables Posted Transaction Maintenance window (Transactions >> Sales >> Posted Transactions), analysis
information created for the invoice or return will be copied for each distribution account linked to an account class
with the exception of the balance type. The Balance type of each distribution account will be reversed.
You can view the analysis information for a voided invoice or return in General Ledger (Transactions >> Financial
>> General).
If posted from the General Ledger, the analysis information of the voided document can be viewed by zooming to
the source document in the Financial Inquiry windows. You can open the Analytical Accounting Inquiry window
from the Receivables Transaction Inquiry Zoom choosing Additional >> Analytical Transaction or CTRL+T).
Viewing analysis information for sales documents
You can use the Analytical Sales Transaction Inquiry Zoom window to view analysis information that you have
entered for invoices or returns in Sales Order Processing.
To view analysis information for sales documents:
1. Open the Analytical Sales Transaction Inquiry Zoom window. (Inquiry >> Sales >> Sales Documents >>
Click Document Number link >>Additional >> Analytical Transaction)
(Inquiry >> Sales >> Sales Documents >> Click Document Number link >>Distributions >> Additional
>> Analytical Transaction)
The Analytical Sales Transaction Inquiry Zoom window displays all the analysis information you’ve created
for a distribution account.
2. The first distribution account of the document linked to an account class is displayed. To view analysis
information of other distribution accounts, enter or select a distribution number.
If you select a specific account in the Sales Distribution Inquiry Zoom, the Analytical Sales Inquiry window
will display analysis information relating to such account.
The information in the Document Type and Number field will correspond to that in the Sales Transaction
Inquiry zoom.
The Document Date displays the date of the document and will default from the Sales Transaction Inquiry
zoom.
The Company ID field displays the ID of the current company.
4. Click Expand to display all analysis information entered for the distribution account in the list window. This
would comprise assignments, reference information entered per assignment, transaction dimensions and
their codes.
assignment or choose the minus button (-) to view only reference information.
Copying Analytical Accounting Information for Sales Order
Use the Copy a Sales Order window to copy analytical accounting information from one sales order document to
another.
To copy analytical accounting information for sales order:
1. Open copy a Sales Order window
(Transaction>> Sales >> Sales Transaction Entry >>enter a sales order number >> Actions >> Copy)
2. Choose Actions and select copy to open the Copy a Sales Order window.
3. Enter or select the document number for the document that contains the information to copy.
5. Choose copy. The analytical accounting information is copied from the originating document to the new
document.
NOTE
Analytical Accounting information is copied only for invoice and Return type of documents in the Sales Transaction Entry
window.
Chapter 9: Inventory Transactions

Use the following information to create analysis information for Inventory transactions.
Entering analysis information for inventory transactions
Entering analysis information during transfer entry
Entering analysis information for variance accounts
Posting inventory transactions
Batch posting
Series posting
Post through General Ledger for transaction posting
Viewing analysis information for inventory transactions
Entering analysis information for inventory transactions
You can enter analysis information such as transaction dimension codes and reference information for inventory
transactions. You cannot create assignments as the Extended Cost of a document can be determined only after the
transaction is posted.
You can enter analysis information for adjustment, variance and transfer transactions and view the Item Number,
Site ID, Balance Type, and the Inventory and/or Offset accounts. This is possible only if such accounts are linked to
an account class in the Analytical Item Transaction Entry, Analytical Item Transfer Entry or Analytical Stock Count
Entry window.
The Analytical Item Transaction/Transfer/Stock Count Entry window will only display those distribution accounts
attached to an item number that are linked to an account class.
For Inventory transactions, the Analytical Transaction Entry windows will open when you TAB off the Item line in
the Item Transaction, Item Transfer or Stock Count Entry windows. This will only happen if one or both of the
distribution accounts associated with the item number are linked to an account class, and if the window has not
been previously opened for such accounts.
If you are tracking inventory items by serial or lot numbers, the Analytical Transaction Entry window will open
automatically when you press TAB only after you close the Item Serial/Lot Number Entry window.
In the Inventory Batch Entry window, if the option Post to General Ledger is not marked in the Posting Setup
window (Administration >> Setup >> Posting >> Posting ), the Analytical Transaction Entry window will not open
when you TAB off an item line in the Item Transaction or Item Transfer Entry window.
The Analytical Transaction Entry window will open automatically only once except in the following instances.
The Site ID is changed in the scrolling window of the Item Transaction Entry window.
The From and/or To Site ID are changed in the scrolling window in the Item Transfer Entry window.
The quantity is changed from positive to negative or from negative to positive in the Item Transaction Entry
window.
The variance quantity is changed from positive to negative or from negative to positive in the Stock Count
Entry window.
The distribution account is changed in the Distribution window. In this case the analysis information that
you entered will be deleted.
Change in quantity type in the Item Transfer Entry window.
You can also open the Analytical Transaction Entry window from the Item Transaction or Item Transfer or Stock
Count Entry windows and the Distribution windows from Additional >> Analytical Transaction Entry or by using
CTRL+T.
If the quantity of an item number in the Item Transaction or Item Transfer windows has not been specified, the
Analytical Transaction Entry window will not open automatically from Additional >> Analytical Transaction Entry
or using CTRL+T.
In the Stock Count Entry window, if the variance quantity is zero, the Analytical Transaction Entry window will not
open automatically from Additional >> Analytical Transaction Entry or by using CTRL+T.
If you delete the quantity specified for an item number in the Item Transaction, Item Transfer or Stock Count Entry
windows, the analysis information created for such item number also will be deleted.
To enter analysis information during transaction entry:
1. Open the Analytical Item Transaction Entry window. (Transactions >> Inventory >> Transaction Entry >>
(Transactions >> Inventory >> Transaction Entry >> CTRL+T or Additional menu>> Additional >>
Analytical Transaction Entry)
(Transactions >> Inventory >> Stock Count Entry >> Analytical Accounting button)
(Transactions >> Inventory >> Stock Count Entry >> CTRL+T >> Additional >>Analytical Transaction
Entry)
The Analytical Item Transaction Entry window displays the first distribution account of the Item Number
selected that is linked to an account class. To view other distributions enter or select a distribution number.
The distribution lookup displays all distribution accounts of the transaction linked to an account class.
The Account field will display the distribution account for which analytical information is being entered. The
description of the account, as set up in the Account Maintenance window, will appear in the next line. Click
the Account expansion button to open the Account Entry window.
2. In the Reference field, enter reference information for the account.
The Item field will display the item number of the distribution account for which you are entering analysis
information. This will appear as a default value from the Item Transaction Entry window.
The Site ID of the item number as displayed in the Item Transaction Entry window will be displayed.
these codes, if required. Refer to Creating an alias for more information.
Maintenance window and create a single assignment.
The Trx Dimension field displays Transaction Dimensions of the account class to which the distribution
account is linked. Only Transaction Dimensions which have been set as Fixed, Required, or Optional will be
displayed.
Transaction dimensions which are set to Hide in the Accounting Class Maintenance window will not be
displayed. Refer to Setting up an account class for more information.
NOTE
The description of the Alphanumeric Transaction Dimension Code is displayed in the Transaction
Dimension Code Description field.
6. Enter a Transaction Dimension Code in the Numeric, Yes/No or Date field if the Transaction Dimension is
Numeric, Boolean or Date.
7. Select the type of account that you want to browse through for each item number entered in the Item
Transaction Entry window, from the following:
All to browse through the Inventory and Offset accounts for each item number if it is linked to an account
class.
Inventory to browse through the Inventory account of each Item Number if it is linked to an account class.
Offset to browse through the Offset account of each item number if it is linked to an account class.
NOTE
The Radio Group will further filter accounts if you select View >> Incomplete or Erroneous Dist.
8. Choose OK to save and close the window.

You can save analysis information with errors, but you cannot post them.
10. Choose Contra to switch between the inventory account and the offset account of the item number that is
currently displayed in the Analytical Item Transaction Entry window. This is possible only if both the
Inventory and Offset accounts of an item number are linked to an account class.
If only one account of an item number is linked to an account class, a message appears when you select the
Contra button.
11. Choose Validate to validate the distribution displayed in the window. If changes are made to the account
class in setup or errors are found during the validation process, the Analytical Accounting Validation Log
window will open displaying the errors or changes identified. You can view the changes to the account class
by selecting the Default button in the Analytical Item Transaction Entry window.
NOTE
Analysis information will also be validated if you select OK or Save in the Analytical Item Transaction Entry window.
You can choose to save analysis information with errors or without updating changes made to the account
class.
You can validate a document in the Item Transaction Entry window by using the options CTRL+R or
Additional >> Run Validation.
12. Choose the Print drop-down to print the Analytical Accounting Edit list for the distribution currently
displayed in the window or for all distributions of the transaction linked to an account class. If errors are
detected, the Analytical Validation Log is also printed.
13. If you delete a transaction in the Item Transaction window, the analysis information you entered for the
transaction will be deleted.
14. You cannot insert or delete a row, or change the Site ID or distribution accounts in the Item Transaction
Entry window if the Analytical Item Transaction Entry window is open.
Entering analysis information during transfer entry
You can enter analysis information for inventory transfers in the Analytical Item Transfer Entry window.
To enter analysis information during transfer entry:
1. Open the Analytical Item Transfer Entry window. (Transactions >> Inventory >> Transfer Entry >>
(Transactions >> Inventory >> Transfer Entry >> CTRL+T or Additional >> Analytical Transfer Entry)
2. Enter or select the distribution number for the distribution account.
3. The Account field will display the distribution account for which the Analytical information is being entered
and the balance type of the account, whether debit or credit. The description of the account, as set up in the
Account Maintenance window, will appear in the next line. Click the Account expansion button to open the
Microsoft Dynamics GP Account Entry window.
4. In the Reference field, enter reference information up to 30 characters for the account or distribution.
The Item field will display the item number for the distribution account for which you are entering analysis
information. This will appear as a default value from the Transfer Entry window.
The From Site ID and To Site ID of the Item Number in the Inventory Transfer Entry window are displayed.
6. Choose Default to load the default transaction dimension codes if you overwrite the codes of Required or
Optional Alphanumeric Transaction Dimensions while creating analysis information.
7. The transaction dimensions for the account class to which the distribution account is linked are displayed in
the scrolling window. Only transaction dimensions which have been set as Fixed, Required, or Optional will
be displayed. Transaction dimensions which are set to Hide in the Accounting Class Maintenance window
will not be displayed. Refer to Setting up an account class for more information.
8. Enter or select a transaction dimension code in the Alphanumeric column.
9. Enter a numeric transaction dimension code in the Numeric field.
10. Mark or unmark the Yes/No checkbox in the Yes/No column.
11. Enter a date type transaction dimensions in the Date field.
The description of the transaction dimension is displayed in the Transaction Dimension Description field.
The description of the alphanumeric transaction dimension code will be displayed in the Transaction
12. Select the type of account that you want to browse through from the following:
All to browse through the inventory and offset accounts for each item number if it is linked to an account
class.
Inventory to browse through the inventory account of each item number if it is linked to an account class.
Offset to browse through the offset account of each item number if it is linked to an account class.
13. Choose Contra to switch between the offset account and the inventory account of the item number that is
currently displayed in the Analytical Transaction Entry window. This button is available only if both the
inventory and the offset accounts for an item number are linked to an account class.
14. Choose Save to save the analysis information for the distribution.
15. Choose Clear to clear the information you have entered.
16. Choose Validate to validate the distribution displayed in the window. You can also validate transactions by
choosing CTRL+R or from Additional >>Run validation. Refer to Validating transactions and correcting
errors for more information about the validation process.
17. Choose the Print drop-down list to print information for the distribution displayed in the window or for all
distributions.
18. If you delete a transaction in the Inventory Transfer window the analysis information you entered for the
transaction will also be deleted.
19. You cannot insert or delete a row, or change the Site ID or distribution accounts in the Item Transfer Entry
window if the Analytical Item Transfer Entry window is open.
Entering analysis information for variance accounts
You can create analysis information for variance transactions in the Analytical Stock Count Entry window. The
window can be opened from the Stock Count Entry window by choosing Additional >> Analytical Transaction
Entry or CTRL+T.
You can enter analysis information such as transaction dimension codes and reference information for the
transactions in this window. Refer to Entering analysis information for inventory transactions for more information
about entering analysis information for inventory transactions.
If you choose Clear Count in the Stock Count Entry window, the analysis information you’ve entered for the
transaction also will be deleted.
You cannot change the quantity or distribution accounts in the Stock Count Entry window or the Unit of Measure
in the Stock Count Unit of Measure window or make changes in the Stock Count Serial/Lot Number Entry
window if the Analytical Stock Count Entry window is open.
Posting inventory transactions
When you post a transaction with analysis information from the Item Transaction or Item Transfer window or
process a Stock Count Schedule in the Stock Count Entry window, a validation takes place for the document.
If selected in Posting setup, the Analytical Posting Journals will be printed along with the Microsoft Dynamics GP
Journal. If no errors are found during the validation process, the document will be posted.
If errors are detected in the Microsoft Dynamics GP or Analytical Accounting transactions, the Analytical
Validation Log window will open displaying all the errors. You can double click on an Analytical Accounting error
to go to the relevant distribution in the Analytical Transaction Entry window. You cannot zoom to a Microsoft
Dynamics GP window from the Analytical Validation Log.
We recommend that you correct the Microsoft Dynamics GP errors first before correcting the Analytical
Accounting errors.
In the Stock Count Entry window, if Autopost Stock Count Variances is not marked, the analysis information
created will update the Item Transaction Entry window when you process the Stock Count Schedule.
Batch posting
You can print the Analytical Accounting Edit List along with the Microsoft
Dynamics GP Edit List from the Inventory Batch Entry window. The Analytical Validation Log is also printed if
there are any Analytical Accounting errors in the transactions in the batch.
You can also print the Analytical Accounting Edit List from the Item Transaction or Item Transfer Entry window.
Analysis information that has been created for transactions in an inventory batch will not be posted if the Post to
General Ledger option is not marked in the Inventory Batch Entry window.
If the option Post to General Ledger is marked, the analysis information entered for transactions in a batch will be
validated when you choose Post. Transactions that do not have any Microsoft Dynamics GP or Analytical
Accounting errors will be posted. The Analytical Posting Journal will be printed with the Microsoft Dynamics GP
Posting Journals if specified in Posting setup. If errors are found during the validation process, the Analytical
Validation Log report will be printed. Refer to Validating transactions and correcting errors for more information.
When you delete a single or recurring use batch or a transaction within such batches, the analysis information
you’ve entered for the transaction distributions in the batch or for the transaction will also be deleted.
For recurring batches, you must enter analysis information each time the batch is posted.
Series posting
When you post multiple batches from the Series Posting window, batches with analysis information are validated.
You can modify the analysis information created for transactions in a batch before posting.
When you post batches, transactions without any errors will be posted. Transactions with errors will not be posted
and the errors will be listed in the Analytical Validation Log. The errors must be corrected before you post the
transactions again.
The Analytical Posting Journal is printed for all transactions that are successfully posted in each batch.
Post through General Ledger for transaction posting
If you have marked the following options, online transactions and batches posted from Inventory will
automatically update the appropriate posting accounts in General Ledger if there are no Analytical Accounting and
Microsoft Dynamics GP errors.
and
While posting online and batch transactions, Analytical Accounting or Microsoft Dynamics GP errors may exist
For example, default codes may not be assigned for Required Transaction Dimensions in the account class to
which the distribution accounts of Fixed or Variable accounts are linked. The transaction or batch will update the
General Ledger. You must correct the errors in the transaction or batch in General Ledger from the Transaction
Entry window (Transactions >> Financial >> General) before the posting accounts can be updated.
Validation Log Report which will print after the transaction or batch updates Sales Order Processing.
The transaction and batch will update Sales Order Processing. You can view analysis information that originated
for the transaction or batch in Sales Order Processing from the relevant Inquiry windows.
Viewing analysis information for inventory transactions
Use the Analytical Inventory Transaction Inquiry window to view the analysis information that has been created
for accounts associated with an Item Number in the Item Transaction or Item Transfer or Stock Count Entry
windows.
You can view transaction dimension codes and other related information such as reference notes created for the
accounts.
A single assignment equal to the transaction distribution amount will be displayed for each distribution account
linked to an account class, which can be viewed in the Analytical Inventory Transaction Inquiry window.
To view analysis information for inventory transactions:
1. Open the Analytical Inventory Transaction Inquiry window. (Inquiry >> Inventory >> Item Transaction >>
Select an Item Number >>Additional >> Analytical Transaction)
The Analytical Inventory Inquiry window displays the first distribution of the Item Number selected that is
linked to an account class.
The Document Type field Displays the type of transaction.
The Number field Displays the document number.
The Item field Displays the item number relevant to the account displayed. The Site ID field Displays the
site ID of the item number.
2. Enter or select the distribution in the Distribution field. The Distribution lookup will only display those
distributions that are linked to an account class.
3. The Account field will display the account for which you are viewing analysis information. The description
for the account is displayed in the next line. The expansion button will open the Microsoft Dynamics GP
Account Entry window.
4. The distribution amount is displayed in the functional amount field. The type of balance, whether credit or
debit, is displayed next to the Functional Amount field.
5. The transaction date of the document selected is displayed in the Transaction Date field.
6. The Company ID field displays the ID for the current company.
7. Select the Expand button to view all analysis information created for the distribution account in the list
window. This would comprise assignments (always single), reference information, transaction dimensions
and their codes.
8. Select the Collapse button to view only assignments and reference information.
9. You can also view all information created for each account or just reference information that may exist.
Select the +/- buttons available next to the assignment to view all analysis information created for the
account or only reference information that may exist.
10. Select the type of account that you want to browse through from the following:
All You can browse through the inventory and offset accounts for each item number if it is linked to an
account class.
Inventory You can browse through the Inventory account of each item number if it is linked to an account
class.
Offset You can browse through the Offset account of each item number if it is linked to an account class.
11. Choose Contra to switch between the Inventory account and the Offset account of the Item Number that is
currently displayed in the Analytical Inventory Inquiry window. This is possible only if both the Inventory
and Offset accounts of an Item Number are linked to an account class.
12. If only one account of an Item Number is linked to an account class, a message appears when you click the
Contra button.
13. Click the printer icon button to print information for the distribution displayed in the Inquiry window or for
all distributions of the document that are linked to an account class.
Chapter 10: Fixed Asset Transaction

Analytical Transfer Maintenance window is used to maintain information on the asset transfer for Fixed Asset
module. You can view the transaction dimension codes and description for the transaction dimension codes for
fixed asset transactions. You can enter or select the Alias details in the Analytical Transfer Maintenance window.
For transactions in Fixed Asset, you can create assignments and enter transaction dimension codes for the
distribution accounts that are linked to an account class. You can save transactions with analysis information to a
single or recurring batch prior to posting the batch. The process of validating transactions with analysis
information is also explained in the Analytical fixed Asset Transaction Entry window.
Entering Analysis information for Asset Transfer
Entering analysis information for Fixed Asset Transaction
Viewing analysis information for Financial Detail
Viewing analysis information for Asset Account
Viewing analysis information for Transfer
Entering Analysis information for Asset Transfer
Use the Analytical Transfer Maintenance window to enter the analytical information for assets transferred from
one location, structure ID, account number, or master asset ID to another.
To enter analysis information on asset transfer
1. Open the Analytical Transfer Maintenance window
(Transactions >> Fixed Asset >> Transfer >> enter or select an asset ID>>Additional >> Analytical
(Transactions >> Fixed Assets >> Transfer >> enter or select an asset ID >> G/L Accounts expansion
button>> Expand Transfer>> Analytical Accounting Button)
2. The Distribution field displays the first distribution account of the Item Number selected one of the account
associated to Asset ID.To view other distributions, enter or select a distribution number. Select the
distribution lookup button to view all the distribution accounts of the transaction linked to an account class
in the Analytical Asset Account Lookup window.
3. The Account field will display the distribution account for which analytical information is being entered. The
description of the account, as set up in the Account Maintenance window, will appear in the next line. Click
the Account expansion button to open the Microsoft Dynamics GP Account Entry window.
these codes, if required. Refer to Creating an alias or more information.
5. The Trx Dimension field displays Transaction Dimensions of the account class to which the distribution
account is linked. Only Transaction Dimensions which have been set as Fixed, Required, or Optional will be
displayed. Transaction dimensions which are set to Hide in the Accounting Class Maintenance window will
not be displayed. Refer to Setting up an account class for more information.
NOTE
The description of the Alphanumeric Transaction Dimension Code is displayed in the Transaction
7. Enter a Transaction Dimension Code in the Numeric, Yes/No or Date field if the Transaction Dimension is
Numeric, Boolean or Date.
10. Choose Validate to validate the distribution displayed in the window. If changes are made to the account
class in setup or errors are found during the validation process, the Analytical Accounting Validation Log
window will open displaying the errors or changes identified. You can view the changes to the account class
by selecting the Default button in the Analytical Item Transaction Entry window.
NOTE
Analysis information will also be validated if you select OK or Save in the Analytical Fixed Asset Setup window.
You can choose to save analysis information with errors or without updating changes made to the account
class.
You can validate a document in the Item Transaction Entry window by using the options CTRL+R or
Additional >> Run Validation.
11. Choose the Print drop-down to print the Analytical Accounting Edit list for the distribution currently
displayed in the window or for all distributions of the transaction linked to an account class. If errors are
detected, the Analytical Validation Log is also printed.
Entering analysis information for Fixed Asset Transaction
Use the Analytical Fixed Asset Transaction Entry windows to enter analysis information for transactions for Fixed
Asset module. The window name depends upon the path where you open this window.
You can enter assignments and transaction dimension codes for fixed asset documents using the Analytical Fixed
Asset Transaction Entry window.Also, you can view analysis information created for transactions in the Analytical
Inquiry windows.
You can open the Analytical Transaction Entry window only if Analytical Accounting has been activated. Refer to
Activating Analytical Accounting for more information about activating Analytical Accounting.
To enter Analytical Fixed Asset Transaction Entry
1. Open the Analytical Fixed Asset Transaction Entry window. (Cards>> Fixed Asset>> Book>> select Book
ID and enter Asset ID>>Analytical Accounting Icon.)
(Cards>> Fixed Asset>> Book>> select Book ID and enter Asset ID>>Additional >> Analytical
(Cards>> Fixed Asset>> Book>> select Book ID and enter AssetID>>Distributions>> Financial Detail
Maintenance>> Analytical Accounting Icon) (Cards>> Fixed Asset>> Book>> select Book ID and enter
Asset ID>>Distributions>> Financial Detail Maintenance>> Additional>> Analytical Transaction or
CTRL+T)
(Administration >> Routines>> Fixed Assets>> GL Posting>> Analytical Accounting Icon)
(Administration >> Routines>> Fixed Assets>> GL Posting>> Additional>> Analytical Transaction or
CTRL+T)
2. The Distribution field displays the first distribution account of the one of the account associated to Asset ID.
To view other distributions for the transaction, enter or select a distribution number.
The sequence of distributions in the Analytical Fixed Asset Transaction Entry window may not correspond
to the sequence in the Fixed Asset Entry window because only accounts linked to an account class are
displayed in the Analytical Payroll Transaction Entry window.
3. In the list window, enter the transaction distribution amount in functional or originating currency, by value
or on a percentage basis.
4. Enter the assignment in percentage value in the Assign% field. Initially, a single assignment is created by
default. You can overwrite the assignment with more than one assignment.
posting for the module you’re working in. Refer to Setting up assignment options for more information.
6. Enter reference information for the assignment in the Reference field.
be installed.
removed.
10. Enter or select the code for each alphanumeric transaction dimension in the alphanumeric column. If you’ve
marked the Show valid code combinations in trns and budgets option in the Analytical Accounting Options
window, then the lookup window will display only those codes that have a valid combination with the codes
you have already selected for the transaction.
validated when you choose OK. Refer to Validating transactions and correcting errors for more information.
13. Choose Save to save the analysis information you have entered and clear the window. A validation takes
place when you choose Save in the Analytical General Transaction Entry window. Refer to Validating
transactions and correcting errors for more information. You can save the analysis information with errors
or without updating changes made to the account class.
14. Choose Clear to clear the information from the Analytical General Transaction Entry window.
16. To view the changes to the account class choose the Default button in the Analytical General Transaction
Entry window. Double click on an Analytical Accounting error to open the Analytical Accounting General
Transaction Entry window where the specific error will be highlighted.
Viewing analysis information for Financial Detail
You can view analysis information for financial detail in the Analytical Financial Detail Inquiry window.
To view analysis information for financial detail
1. Open the Analytical Financial Detail Inquiry window
(Inquiry >> Fixed Assets >> Financial Detail >> enter or select an asset ID >> select a book ID >> select a
line >> Additional >> Analytical Transaction or CTRL+T)
2. Enter or select an asset ID and select a book ID.
3. Select a transaction and select Additional and choose Additional >> Analytical Transaction or CTRL+T to
open the Analytical Financial Detail Inquiry window.
4. In the Analytical Financial Detail Inquiry window, click the account expansion button to open the Account
Entry window to enter or select an alias for an account.
5. Choose OK to close the Analytical Financial Detail Inquiry window.
Viewing analysis information for Asset Account
You can view analysis information for asset account in the Analytical Asset Account Inquiry window.
To view analysis information for asset account
1. Open the Analytical Asset Account Inquiry window
(Inquiry >> Fixed Assets >> General>> enter or select an asset ID >> Goto button >> Account
>>Additional >> Analytical Transaction or CTRL+T)
2. Enter or select an Asset ID in the Asset Inquiry window.
3. Choose the Goto button to select the Account option.
4. Select Additional and choose Additional >> Analytical Transaction or CTRL+T to open the Analytical Asset
Account Inquiry window.
5. In the Analytical Asset Account Inquiry window, click the account expansion button to open the Account
Entry window to enter or select an alias for an account.
6. Choose OK to close the Analytical Asset Account Inquiry window.
Viewing analysis information for Transfer
You can view analysis information for Transfer Assets in the Analytical Transfer Inquiry window.
To view the transfer analysis information
1. Open Analytical Transfer Inquiry window
(Inquiry >> Fixed Assets >> Transfer>> enter or select asset ID >> Additional>> Analytical Transaction or
CTRL+T)
2. Enter or select an Asset ID in the Asset Inquiry window.
3. Select Additional and choose Additional >> Analytical Transaction or CTRL+T to open the Analytical
Transfer Inquiry window.
4. In the Analytical Transfer Inquiry window, click the account expansion button to open the Account Entry
window to enter or select an alias for an account.
5. Choose OK to close the Analytical Transfer Inquiry window.
Chapter 11: Bank Reconciliation Transactions

You can enter and view analysis information for transactions in Bank
Reconciliation. This would comprise creating assignments and entering transaction dimension codes for accounts
Entering analysis information for bank transactions and receipts
Voiding transactions or receipts
Entering analysis information for bank transfers
Voiding bank transfers
Entering analysis information for reconcile adjustments
Entering analysis information for deposits
Viewing analysis information in Bank Reconciliation
Entering analysis information for bank transactions and receipts
You can create assignments, enter transaction dimension codes, and reference information for accounts that are
linked to an account class in the Analytical Bank Transaction Entry window. You can modify the analysis
information that you have entered at any time before posting the document.
The Analytical Bank Transaction Entry window opens automatically when you press TAB from a row in the Bank
Transaction Entry window in the following instances:
If the distribution account is linked to an account class and the Analytical Bank Transaction Entry window has
not been opened even once for the account and if all required fields have been entered in the Bank Transaction
Entry window.
The Analytical Bank Transaction Entry window also opens automatically If the following changes are made:
Change in distribution account other than the checkbook account.
Change in checkbook amount.
Change in amount of other distribution accounts.
Change from debit to credit or vice versa.
Change in amount from positive to negative or vice versa.
These changes would result in a deletion of the analysis information created previously for the relevant account.
If you clear an unposted transaction or receipt from the Bank Transaction Entry window, the analysis information
that exists for the transaction or receipt will be deleted.
If you choose to clear previous entries after you change the Option or Type in the Bank Transaction Entry window
the analysis information that exists for the checkbook account and all other distribution accounts that are linked to
an account class will be deleted.
If you choose to continue using entries in a new transaction after changing the
Option in the Bank Transaction Entry window (except for a change from Enter Transaction to Enter Receipt or vice
versa), analysis information entered for the checkbook account and all other distribution accounts that are linked
to an account class will be deleted.
If you change the credit card assigned to a receipt, for which the checkbook is different from the one originally
assigned to the receipt, analysis information that exists for the checkbook account will be deleted.
In the case of multicurrency transactions, the following changes will delete the existing analysis information for a
transaction or receipt:
Change from originating to functional currency (if entering receipt).
Change in currency ID due to a change in the checkbook ID.
Change in exchange rate in the Exchange Rate Entry window.
Change in the rate type ID in the Exchange Rate Entry window. In this case, distributions are re-created if
the rate type ID selected is from a different exchange rate table ID than the one originally assigned to the
transaction.
Change in transaction date.
To enter analysis information for bank transactions and receipts:
1. Open the Analytical Bank Transaction Entry window. (Transactions >> Financial >> Bank Transactions >>
(Transactions >> Financial >> Bank Transactions >> Additional >> Analytical Transaction or CTRL+T)
The Analytical Bank Transaction Entry window will only display distribution accounts of a transaction or
receipt that are linked to an account class.
For example, if a check transaction has two distribution accounts of which only one is linked to an account
class, then the distribution account linked to the account class will be displayed in the Analytical Bank
Transaction Entry window. If there is more than one distribution account linked to an account class, they will
be displayed in the Analytical Bank Transaction Entry window as per the distribution sequence. You can
enter or select the distribution account you want to view.
You can also view a specific distribution account in the Bank Transaction Entry window linked to an account
class, by selecting the account prior to opening the Analytical Bank Transaction Entry window.
Refer to Entering analysis information for General Ledger transactions for more information about entering
Voiding transactions or receipts
When you void a transaction or receipt in the Bank Transaction Entry window, the analysis information entered for
the document during transaction entry will be copied with the exception of the balance type. The balance type of
each distribution account linked to an account class will be reversed.
You cannot modify the analysis information of the checkbook account and other distribution accounts prior to
voiding. However, if you have made changes to distribution accounts other than the checkbook account prior to
voiding that affects the analysis information entered previously for such accounts during transaction entry, such
information will be deleted. You must re-enter analysis information for these accounts prior to voiding the
transaction or receipt.
The changes made to a distribution line that would result in a deletion of analysis information include changing
the account or amount or debit to credit or vice versa or positive amounts to negative or vice versa.
When you void a transaction or receipt, the analysis information entered prior to voiding will be validated. Refer
Posting transactions with analysis information for more information about validation.
You can enter assignments, transaction dimension codes and reference information for bank transfers in the
Analytical Bank Transfer Entry window.
NOTE
Be sure to follow the tab sequence while entering transactions in the Bank Transfer Entry window, to create analysis
information. You may lose data if the tab sequence is not followed.
The Analytical Bank Transfer Entry window will only display checkbook accounts that are linked to an account
class.
The Analytical Bank Transfer Entry window opens automatically when you press TAB from a field in the following
instances:
The Transfer To Checkbook ID field if either or both the Transfer From or Transfer To Checkbooks are linked to
an account class and the Analytical Bank
Transfer Entry window has not been opened previously for such account. The Analytical Bank Transfer Entry
window will open automatically in this instance only if both Checkbook IDs and the amount have been specified in
the Bank Transfer Entry window.
The Transfer From or Transfer to Checkbook ID fields, if there is a change in the checkbook ID that results
in a change in the distribution account.
The amount field, if there is a change in the bank transfer amount.
If you clear an unposted transfer from the Bank Transfer Entry window, the analysis information that exists for the
transfer will be deleted.
In the case of multicurrency transactions, the following changes will delete the existing analysis information of a
transfer:
The Transfer From Checkbook is changed to a functional currency checkbook.
Change in exchange rate in the Exchange Rate Entry window.
Change in the Rate Type ID in the Exchange Rate Entry window. In this case, distributions are re-created if
the Rate Type ID selected is from a different exchange rate table ID than the one originally assigned to the
transaction.
Change in transfer date.
To enter analysis information for bank transfers
1. Open the Analytical Bank Transfer Entry window. (Transactions >> Financial >>Bank Transfers >>
(Transactions >> Financial >>Bank Transfers >> CTRL+T or Additional >> Analytical Transaction)
2. Refer Entering analysis information for General Ledger transactions for more information about entering
Voiding bank transfers
When you void a bank transfer, the analysis information that was entered for the transfer will be copied, along with
a change in the balance type. The balance type will be reversed. You cannot modify the analysis information for the
transfer prior to voiding.
Entering analysis information for reconcile adjustments
You can enter analysis information for an adjustment in the Reconcile Bank
Adjustments window (Transactions >> Financial >> Reconcile >> Transactions >>
Adjustments >> Select an adjustment >> CTRL+T or Additional >> Analytical Transaction), if the checkbook
account and/or adjustment account are linked to an account class. The Analytical Reconcile Entry window will only
display accounts of an adjustment linked to an account class.
You can enter analysis information for one adjustment at a time. To create analysis information for a specific
adjustment, select the adjustment prior to opening the Analytical Reconcile Entry window.
The Analytical Reconcile Entry window opens automatically when you press TAB from a field in the Reconcile Bank
Adjustments window, in the following instances:
Either or both the distribution accounts of the adjustment are linked to an account class and the Analytical
Reconcile Entry window has not been opened previously for such adjustment.
Change in distribution account of an adjustment
Change in adjustment amount
Analysis information entered for adjustments will be deleted if reconciliation information of the Checkbook is
deleted from the Reconcile Bank Statements window. Also, if you delete a row in the Reconcile Bank Adjustments
window, analysis information that you’ve entered for distribution accounts of that row will be deleted.
In the case of multicurrency transactions, the following changes will delete the analysis information entered for an
adjustment:
Change in the Rate Type ID in the Exchange Rate Entry window. In this case, distributions are re-created if
the Rate Type ID selected is from a different exchange rate table ID than the one originally assigned to the
transaction.
Change in Exchange Rate in the Exchange Rate Entry window.
Change in Date.
You can validate a transaction from the following windows by choosing Additional >> Run Validation or CTRL+R.
Bank Transaction Entry
Bank Transfer Entry
Reconcile Bank Adjustments
In the Reconcile Bank Adjustments window, you can validate the analysis information entered only for individual
adjustments. To validate an adjustment, select the adjustment and choose CTRL+T or Additional >> Run
Validation.
You can validate any analysis information entered before voiding. If errors are detected during validation, the
Analytical Accounting Validation Log window will open displaying the errors.
You can select View >> Incomplete or Erroneous Distributions, to browse through the distribution accounts in the
Analytical Transaction Entry window which are incomplete or have erroneous information.
To correct an Analytical Accounting error, double-click on the relevant error to open the relevant Analytical
correct.
If errors are detected in the analysis information you have entered for adjustments, you can save such information
with errors. However, the checkbook cannot be reconciled till you have rectified these errors.
When you post a transaction or transfer or reconcile a checkbook, the analysis information you have entered will
be validated.
Refer to Validating transactions and correcting errors for more information. In addition to Analytical Accounting
information, Microsoft Dynamics GP data will also be validated before the transaction or transfer is posted or the
checkbook is reconciled.
If errors are found while posting a transaction or transfer, the transaction or transfer will not be posted. The
Analytical Accounting Validation Log window will open listing the Microsoft Dynamics GP errors first and then the
Analytical Accounting errors.
To correct an Analytical Accounting error, double-click on the relevant error to open the relevant Analytical
correct.
If errors are detected while reconciling a checkbook, they will be listed in the Analytical Accounting Validation Log
Report. You will have to select the appropriate adjustment in the Reconcile Bank Adjustments window and correct
the errors before the checkbook can be reconciled.
We recommend that you resolve the Microsoft Dynamics GP errors first and then the Analytical Accounting
errors.
The Analytical Posting Journal will be printed along with the Microsoft Dynamics GP Posting reports if specified
Entering analysis information for deposits
If distributions are created for realized gain or loss accounts when you post deposits from the Bank Deposit Entry
window (Transactions >> Financial >> Bank Deposits), the Analytical Bank Deposit window will open
automatically if any of these accounts are linked to an account class. Refer to Entering analysis information for
bank transactions and receipts for more information about entering analysis information.
The Analytical Bank Deposit Entry window will only display distribution accounts that are linked to an account
class.
After you have entered analysis information for the relevant accounts, a validation will take place when you choose
Post. If there are errors in the analysis information, the Analytical Validation Log will open displaying the Analytical
Accounting errors. Refer to Posting transactions with analysis information for more information.
The Analytical Posting Journal will print after you post the deposits, if you have selected the option in the Posting
Setup.
Viewing analysis information in Bank Reconciliation
You can view analysis information you’ve entered for transactions in the Bank Transaction Entry, Bank Transfer
Entry and Reconcile Bank Adjustments windows in the Analytical inquiry window.
You can open the Analytical inquiry window from the Bank Transaction Entry zoom or the Bank Transfer Entry
zoom in the Checkbook Register Inquiry window.
To view analysis information in Bank Reconciliation:
1. Open the Analytical Bank Transaction Entry Zoom or Bank Transfer Entry zoom window. (Inquiry >> Financial
>> Checkbook Register >>Bank Transaction Entry Zoom or Bank Transfer Entry Zoom >> Additional >>
Analytical Transaction or CTRL+T)
The Analytical Bank Recon Inquiry window displays all analysis information created for a distribution account.
1. The first distribution account of the document linked to an account class is displayed. Enter or select a
distribution number to view analysis information of other distribution accounts.
If you select a specific account in the Bank Transaction Entry Zoom, the Analytical Bank Recon Inquiry window will
display analysis information relating to such account.
The Document Type and Number field will default from the Bank Transaction Entry or Bank Transfer Entry Zoom.
2. The Document Date field displays the transaction/ transfer date of the document from the Bank Transaction
Entry or Bank Transfer Entry zoom.
4. Click Expand to display all analysis information entered for the distribution account in the list window. This
includes assignments, reference information entered per assignment, Transaction Dimensions and their
codes.
The plus or minus buttons available next to each assignment allow you to view all analysis information
entered for an assignment or only reference information that may exist.
Chapter 12: Cashbook Bank Management Transactions

You can enter and view analysis information for payments, deposits, bank transfers, and cash receipts entered in
Cashbook Bank Management. You can create assignments and enter transaction dimension codes for accounts
Entering analysis information for payments and deposits
Entering analysis information for bank transfer charges
Entering analysis information for writeoffs, terms taken, and realized gain/loss
Entering analysis information for distributions
Posting transactions
Voiding transactions
Viewing analysis information in Cashbook Bank Management
Entering analysis information for payments and deposits
You can enter analysis information for payments and deposits that are in a batch in Cashbook Bank Management.
The Analytical Transaction Entry window will open automatically when you TAB out from the amount field in the
Payments or Deposits window, if any of the accounts used in the transaction distributions are linked to an account
class and if analysis information has not been entered for the transaction. You can also open the Analytical
Transaction Entry window from the Distributions window for payments and deposits.
The Analytical Payment/Deposit Transaction Entry window will open automatically if you make the following
changes in the Payments or Deposits window:
Amount If you change the amount, and the cheque or deposit contains only one transaction, the analysis
information created earlier for the payment or receipt will be deleted. When you open the Analytical
Payment/Deposit window after saving the changes, it will display the first distribution created for the transaction
with the amount field displaying the new amount. If the cheque or deposit is made up of multiple lines of receipts
that have been changed, the analysis information created for the line of receipt will be deleted. This would include
the account to which the amount is debited or credited, the tax account, and the checkbook account. A single
assignment equal to the new debit or credit amount will be created. Transaction dimensions and default
transaction dimension codes specified for the account class to which the checkbook account is linked, will be
loaded in the Analytical Payment/Deposit Transaction Entry window.
Distribution account The analysis information created for the distribution account will be deleted if there is any
change in the distribution account.
Creditor or Debtor ID The analysis information created for the debtor or creditor control account will be deleted,
even if the control account has not been changed. The Analytical Deposit window will display information relating
to the new debtor or creditor control account.
C h a n g i n g p o si t i v e a m o u n t t o n e g a t i v e a m o u n t o r n e g a t i v e a m o u n t
to positive amount The analysis information created for the line or receipt affected by the change will be deleted.
This would include the account to which the amount is debited or credited, the tax account, and the checkbook
account. A single assignment equal to the new debit or credit amount will be created. Transaction dimensions and
default transaction dimension codes specified for the account class to which the checkbook account is linked will
be displayed in the Analytical Payment/Deposit Transaction Entry window.
Tax amount Analysis information entered for the tax amount will be deleted if any changes are made.
Tax schedule Analysis information entered for the tax schedule will be deleted if any changes are made.
To enter analysis information for payments and deposits:
1. Open the Analytical Transaction Entry window.
(Transactions >> Financial >> Bank Management >> Batches >> Payments button >> CTRL+T or Additional >>
(Transaction >> Financial >> Bank Management >> Batches >> Deposits button >> CTRL+T or Additional >>
(Transaction >> Financial >> Bank Management >> Batches >> Payments/Deposits button >> Distribution
button >> CTRL+T or Additional >> Analytical Transaction)
The information for the first distribution account that has been linked to an account class is displayed when you
open the window. Information relevant to the account associated with the creditor, debtor or GL transaction
selected in the scrolling window of the Payments/Deposits window will appear if the cheque comprises a single
line or the deposit contains only a single receipt.
For multiple lines or receipts, you can create analysis information for a specific line or receipt displayed in the
scrolling window.
1. You can enter analysis information for the remaining accounts by selecting the appropriate distribution in
the Distribution lookup or by entering a distribution number in the Distribution field.
2. You can delete the analysis information that you have entered for a batch, cheque, or deposit before posting
it. This will delete all data such as assignments, transaction dimension codes, and reference information that
you entered for the transaction.
If you delete a specific row in the scrolling window of the Payment/Deposit window, all analysis information
entered for the transaction will be deleted. In the Payment window, if you have not entered a cheque amount, then
a single assignment equal to the revised amount will be created. The transaction dimensions and default
transaction dimension codes specified for the account class that the checkbook account is linked to will be
displayed in the Analytical Payment/Deposit Entry window.
If a tax schedule is deleted from an existing General Ledger payment or deposit, the analysis information created
for the tax account will be deleted. If you delete the tax amount in the Tax Lookup window, the analysis information
entered will also be deleted.
1. You can print the Analytical Accounting Edit List from the Analytical Transaction Entry window by choosing the
printer icon button.
You also can print the Analytical Accounting Edit List before you post a batch in the Batch Entry window by
choosing the printer icon button. A validation will take place when you print the edit list. If there are any errors, the
Analytical Error Report will be printed after the Analytical Accounting Edit list. The Analytical Accounting Edit list
will print the payments and deposits along with the distributions, assignments, and codes.
You can enter analysis information for bank transfers in the Analytical Bank Transfer Entry window.
To enter analysis information for bank transfers:
1. Open the Analytical Bank Transfer Entry window. (Transactions >> Financial >> Bank Management >> Bank
Transfers >> CTRL+T or Additional >> Analytical Transaction Entry window )
(Transactions >> Financial >> Bank Management >> Bank Transfers >>Distribution button >> CTRL+T or
The Analytical Bank Transfer Entry window will display information relevant to the first distribution created for the
transfer. If you selected a row in either of the scrolling windows, or placed the cursor on any field in the Bank
Transfer Entry window, the Analytical Bank Transfer Entry window will display the information for the first
distribution created for the transfer.
In the Bank Transfer Entry window, if a change is made to the amount, the analysis information created for the
account which has been affected by the change will be deleted. For example, if the Transfer From amount is
changed, the analysis information you entered for the From Checkbook will be deleted.
If you delete a bank transfer, the analysis information created for the From and To Checkbook Accounts and the
Bank Charges Account will be deleted.
If you delete a row in the scrolling window, the analysis information created for the transaction will also be deleted.
If you delete data related to bank charges in the Bank Transfer Charges window, the analysis information created
for the bank charges account will also be deleted.
Entering analysis information for bank transfer charges
The Analytical Bank Transfer Charges window will open automatically when you press TAB from the Amount field
in the Bank Transfer Charges window for the first time, if all the required information is entered. This will happen
only if any of the accounts used in the transaction are linked to an account class and if analysis information has not
been entered for the accounts.
You can open the Analytical Bank Transfer Charges window by choosing CTRL+T in the Bank Transfer Charges
window (Transactions >> Financial >> Bank Management >> Bank Transfer >> Bank Transfers charges) to enter
The Analytical Bank Transfer Charges window will open automatically if a change is made in the bank charges
amount or bank charges account in the Bank Transfer Charges window.
Analysis information created for a bank charges account will be deleted if the amount of charges is altered in the
Bank Transfer Charges window.
You can enter analysis information for cash receipts in the Analytical Cash Receipts
Entry window. This window will open automatically when you press TAB from the Amount field in the Cash
Receipts window for the first time. This will happen only if any of the accounts in the transaction are linked to an
account class and if analysis information has not been entered for the accounts.
You can open the Analytical Cash Receipts Entry window by choosing Transactions >> Financial >> Bank
Management >> Cash Receipts >> CTRL+T or Additional >>Analytical Transaction.
You can also open the Analytical Cash Receipts Entry window from the
Distributions window for cash receipts (Transactions >> Financial >> Bank Management >> Cash Receipts >>
Distributions >> Additional >> Analytical Transaction or CTRL+T).
You can use the browse button to view the other distributions and enter analysis information. You also can select a
distribution in the Distribution Lookup or enter the distribution number in the Distribution field to view it in the
scrolling window.
The Analytical Cash Receipts Entry window will display information for the account that has been linked to an
account class. If more than one account in the transaction has been linked to an account class, then this window
will display information for the first of such accounts.
Choose Save to save the transactions you have entered in the Analytical Cash Receipts Entry window.
If you clear a transaction in the Cash Receipts window, the analysis information entered for the transaction will be
deleted.
If you close the Cash Receipts window without posting the transaction, the analysis information entered for the
transaction will also be deleted.
Entering analysis information for writeoffs, terms taken, and realized gain/loss
You can enter analysis information for writeoffs, terms taken and realized gain/loss if the payment or receipt has
been applied. You can open the Analytical Transaction Entry window from the Payment/Deposits window and
Cash Receipts window by choosing CTRL+T or Additional >> Analytical Payment/Deposit Transaction Entry.
When a payment or receipt is applied in the Payment/Deposit window or the Cash Receipts window, analysis
information can be entered for accounts relating to writeoffs, terms taken, and realized gain/loss if they are linked
to an account class.
When you return to the Payment window after applying a payment, a verification will take place to check if any
amount exists for writeoffs, terms taken, or realized gain/loss or tax distributions. If it does exist, and if the account
to which the amount is to be debited or credited is linked to an account class, the Analytical Payment Transaction
Entry window will open. This window will display information relating to the first of such accounts in case there is
more than one account.
Analysis information that has been entered for the creditor’s control account before the terms taken, writeoffs or
realized gain/loss is entered will be deleted. A single assignment for the revised distribution amount will be
created. The transaction dimensions and default transaction dimension code for the account class that the creditor
control account is linked to will be displayed in the Analytical Payment Transaction Entry window.
When you return to the Deposit window after applying a receipt, a verification will take place similar to payments.
You can enter analysis information for terms taken, writeoffs, or realized gain/loss before saving the receipt.
You can enter analysis information for the distributions created for transactions in Cashbook Bank Management.
The Analytical Accounting window can be opened from the Distributions windows that open from the following
windows:
Payments Entry
Deposits Entry
Bank Transfer Entry
Bank Transfer Charges
Cash Receipts Entry
A validation will take place when you post transactions in the following windows:
CBM Batch Entry
Bank Transfer Entry
Cash Receipts Entry
A transaction can be posted only after you close the Analytical Transaction Entry window.
After posting transactions, the Analytical Accounting posting journal is printed. If there are errors in the
transactions, the Analytical Accounting error list is printed.
If you selected to print cash receipts in the Checkbook Setup window (Cards >> Financial >> Bank Management
>> Setup >> Checkbooks), a validation will take place when you choose Post. If you have not selected to print
cash receipts, a validation takes place when you choose Post. If errors are found, the Analytical Accounting
Validation Log window will open listing the Microsoft Dynamics GP errors first and then the Analytical Accounting
errors.
When you post a bank transfer, the bank charge distributions are validated first and if any errors are found, then
the Analytical Accounting Validation Log window will open.
You can validate analysis information for payments in the Payments window by choosing Additional >> Run
Validation or by pressing CTRL+R. Validation can only be done for a single transaction at a time.
You can validate analysis information for deposits by selecting a receipt and choosing CTRL+R or Additional >>
Run Validation.
Analysis information for bank charges can be validated when the Bank Charges window is open, by choosing
CTRL+R.
You can validate analysis information for transactions in the Cash Receipts window by choosing Additional >>
Run Validation or CTRL+R
Voiding transactions
When you void a transaction in the Transaction Reconcile or Transaction Inquiry windows, the analysis information
entered for that transaction will be reversed. For example, you void a transaction CBPay001 in the Transaction
Reconcile (Transactions >> Financial >> Bank Management >> Reconcile >> OK) or
Transaction Inquiry (Inquiry >> Financial >> Bank Management >> Transaction Inquiry) windows. This
transaction will have assignments in the Analytical Transaction Entry window. When you void the transaction, a
reverse entry will be created in Microsoft Dynamics GP and also reverse assignments will be created in Analytical
Accounting. The Analytical Voiding posting journal will also be printed when you close the Bank Transaction
Inquiry window.
This will happen only for transactions voided in the Payment Inquiry/Void or Deposit Inquiry/Void window.
Viewing analysis information in Cashbook Bank Management
You can view the analysis information that you have entered for transactions in Cashbook Bank Management in
the Analytical Inquiry window.
The Analytical Inquiry window can be opened by choosing CTRL+T or Additional >> Analytical Transaction after
zooming to a document or choosing void in the Transaction Inquiry or Transaction Reconcile window.
You can also open the Analytical Inquiry window for cash receipts by zooming on a cash receipt in the Deposit
Inquiry window and choosing Additional >> Analytical Transaction.
To view analysis information in Cashbook Bank Management:
1. Open the Analytical Inquiry window.
(Inquiry >> Financial >> Bank Management >> Transaction Inquiry >> Void >> CTRL+T)
1. The Analytical Inquiry window will display analysis information for the first distribution created for the
transaction. Choose the browse button to view the remaining distributions or click the Distribution lookup.
You can also view the other distributions by entering the number in the Distribution field. To view the
analysis information for a particular receipt, you can select the receipt in the Deposit window and then open
the Analytical Inquiry window.
2. If you are viewing a bank transfer, the Transfer From and Transfer to Checkbooks will be displayed. The
bank transfer number relevant to the transaction that you are viewing will also be displayed. If you are
viewing bank transfer charges, the bank transfer number, checkbook ID and charge number will be
displayed.
3. If you are viewing a cash receipt, the receipt number will be displayed.
4. If a deposit contains multiple lines of receipts, you can view analysis information for a specific line of
receipt. If the cursor is on a specific transaction in the Deposit Inquiry window, then information for the
account associated with the debtor or creditor or the General Ledger transaction will be displayed.
5. The Analytical Inquiry window will display the analysis information for a distribution account in detail, when
opened initially. The amount assigned in value and percentage terms, the transaction dimensions,
transaction dimension codes and reference information will also be displayed.
Chapter 13: Electronic Bank Management
You can enter and view analysis information for bank transactions, bank transfers, writeoffs, and terms taken
transactions entered in Electronic Bank Management.
Entering analysis information for bank transactions
Entering analysis information for matched transactions
Entering analysis information for writeoffs and terms taken
Viewing analysis information in Electronic Bank Management
Entering analysis information for bank transactions
You can create assignments, enter transaction dimension codes, and reference information for bank transactions, if
any of the accounts used in the transaction are linked to an account class, in the Analytical Bank Transaction Entry
window.
The Analytical Bank Transaction Entry window will open automatically the first time when you save the transaction
amount in the Bank Transaction Entry window and also in the following instances:
A new transaction is being created.
The account/s associated with the transaction are linked to an account class.
Analysis information has not been created for such accounts.
All required fields have been filled in the Bank Transaction Entry window.
The Analytical Bank Transaction Entry window will open automatically if you make the following changes in the
Bank Transaction Entry window:
Change in the amount (in case of unmatched transactions).
Change in distribution account (in case of General Ledger payments and receipts).
Selecting a General Ledger distribution account after a matched General Ledger transaction is unmatched.
Change in Debtor or Creditor ID (in case of unmatched Payables Management and Receivables
Management payments/receipts).
Change in tax schedule (in case of unmatched General Ledger payments and receipts).
Change in tax amount in the Tax Lookup window (in case of unmatched General Ledger payments and
receipts).
In all these instances, the analysis information created for the original entry will be deleted.
The Analytical Accounting Transaction window will not open if the transaction amount is zero in the Bank
Transaction Entry window, even if the accounts associated with the transaction are linked to an account class, as no
distributions would be created.
If you delete a transaction with analysis information in the Bank Transaction Entry window, all the analysis
information for the relevant transaction will also be deleted.
If you delete a tax schedule or alter the tax amount for a transaction with analysis information in the Bank
Transaction Entry window, the analysis information for the tax accounts and the checkbook account will be deleted
and a single assignment equal to the revised amount will be created.
To enter analysis information for bank transactions:
1. Open the Analytical Bank Transaction Entry window. (Transactions >> Financial >> Bank Management >>
Reconciliation >> Select Statement >> Transactions >> CTRL+T or Additional >> Analytical Transaction)
The Analytical Bank Transaction Entry window displays information for the first distribution account that has been
linked to an account class. To view other distributions, enter or select a distribution number. You can also use the
browse buttons to view the required distribution.
In the case of multicurrency transactions, the window will display the transaction amount of the account displayed,
and the assignments created for the account in the originating currency.
2. Choose Save to save the information you have entered.
You can validate individual transactions with analysis information in the Bank Transaction Entry window by
selecting a transaction and choosing CTRL+R. You can validate all the transactions with analysis information by
choosing CTRL+R or Additional >> Run Validation. If no errors are detected during the validation process, the
reconciliation is posted and the Analytical Accounting Posting Journal is printed. If errors are detected, the
Analytical Validation Log is printed. Refer to Validating transactions and correcting errors for more information.
Entering analysis information for matched transactions
When you match transactions in the Match Transactions window (Transactions >> Financial >> Bank
Management >> Reconciliation >> Transactions >> Match Trans), and choose OK, the Analytical Bank Transaction
Entry window will open. The window will open only if the holding account is linked to an account class, and if the
transaction has been fully matched.
The transaction dimensions and any existing default transaction dimension codes relevant to the holding account
will be displayed.
Analysis information created for any account other than the checkbook account in the Bank Transactions window,
that is not related to distributions created after matching transactions, is deleted when you close the Match
Transactions window. Analysis information created for tax accounts in the Tax Lookup window will also be deleted.
You can view the analysis information created for a matched transaction before it is posted, in the Analytical Bank
When you unmatch a matched transaction before posting the reconciliation, analysis information for the
transaction apart from the analysis information for the checkbook account will be deleted on closing the Match
Transaction window.
Analysis information for transactions that have been partially matched will be deleted. The information will only
be deleted if the transaction is fully matched, or the transaction or tax amount is deleted or if the distribution or tax
account is no longer linked to an account class.
If the holding account of the matched transactions is linked to an account class, and Auto Match is completed
successfully, a message will appear that analysis information needs to be entered for the matched transactions.
Refer to Entering analysis information for bank transactions for more information about entering analysis
information. Analysis information that was created for transactions before Auto Match was run will be deleted
after Auto Match is completed.
Entering analysis information for writeoffs and terms taken
If you apply a payment or receipt in the Bank Transaction Entry window, then analysis information must be created
for accounts linked to an account class, for writeoffs and terms taken.
Analysis information will be created for writeoffs and terms taken when you close the Apply Payables/Sales
documents window if any amount is entered, and if the accounts are linked to an account class.
Analysis information that exists for debtor/creditor control account before entering terms taken or writeoffs, will
be deleted. A single assignment equal to the new distribution amount is created. The window will display the
transaction dimensions and default transaction dimension codes for the account class that the creditor/ debtor
control account is linked to.
You can enter analysis information for distributions in Electronic Bank Management. The Analytical Transaction
Entry window will open from the Distributions windows that open from the following windows:
Bank Transactions Entry
Bank Transfers
You can press CTRL+T or choose Additional >> Analytical Transaction to open the Analytical Transaction Entry
window. The window will only open if the account selected in the Distributions window is linked to an account
class.
Refer to Entering analysis information for bank transactions for more information about entering analysis
information.
You can enter analysis information for bank transfers if the accounts are linked to an account class, using the
Analytical Bank Transfer Entry window. You can open the Analytical Bank Transfer Entry window by selecting an
account in the scrolling window or placing the cursor on any field in the Bank Transfer Entry window (Transactions
>> Financial >> Bank Management >> Bank Transfers) and pressing
CTRL+T or by choosing Additional >> Analytical Transaction. The Analytical Bank Transfer Entry window will
display the first distribution account of the transaction that is linked to an account class.
In the case of multicurrency transactions, the window will display the transaction amount of the account displayed,
and the assignments created for the account in the originating currency.
Refer to Entering analysis information for bank transactions for more information.
If there is a change in the amount of the bank transfer, the analysis information that exists for the account related
to the transfer will be deleted. You must enter analysis information again for the transfer before it is posted.
You can the validate analysis information that you have created for bank transfers choosing CTRL+R or Additional
>> Run Validation. If errors are found during the validation process, the Analytical Error window opens, displaying
the error. Refer to Validating transactions and correcting errors for more information about validation.
When you post a reconciliation from the Select Statement window (Transactions >> Financial >> Bank
Management >> Reconciliation), analysis information created for transactions in the Bank Transaction Entry
window is validated. If no errors are detected during the validation process, the reconciliation is posted and the
Analytical Accounting Posting Journal is printed. If errors are detected, the Analytical Error Report is printed after
the Analytical Accounting Edit List. The reconciliation can be posted only if no errors are found during the
validation process.
Viewing analysis information in Electronic Bank Management
You can view analysis information created for bank transactions and bank transfers in the Analytical Inquiry
window. The window can be opened from the Transaction Inquiry window only if you have selected a specific
transaction.
To view analysis information for bank transactions and bank transfers:
1. Open the Analytical Bank Transfer Enquiry window. (Inquiry >> Financial >> Bank Management >>
Reconcile Inquiry >> Transaction Inquiry >> CTRL+ T or Additional >> Analytical Transaction)
(Inquiry >> Financial >> Bank Management >> Bank Transfers >> CTRL+ T or Additional >> Analytical
Transaction)
2. The Analytical Inquiry window displays the analysis information related to the first distribution account of
the transaction that has been linked to an account class. If you selected a matched transaction in the
Transaction Inquiry window, the analysis information would related to the holding account and/or
checkbook account if it is linked to an account class.
3. The analysis information for a distribution account is displayed in detail. This includes the amount assigned
in value and percentage terms, transaction dimensions, transaction dimension codes and reference
information.
Chapter 14: Direct Debits And Refunds Transactions

You can create analysis information for direct debits and direct debit refunds, when you process Direct Debits and
Refunds transactions. This information is only for default transaction dimension codes that are assigned to
Required, Fixed and Optional Transaction Dimensions of the account class that the transaction distribution
accounts used in processing are linked to. For the transaction distributions that are created on processing, a single
assignment equal to the distribution amount is created by default. The analysis information will be created during
processing and you can modify default information in General Ledger.
In Direct Debits and Refunds, there will be no validation of analysis information. However, you will not be able to
post a batch that originates from Direct Debit and Refunds from General Ledger if there are errors in the default
analysis information, such as a transaction dimension code has not been specified for a Required transaction
dimension. This batch will not update posting accounts from General Ledger until you enter a code for the
transaction dimension.
Analysis information for direct debits and refunds
Viewing analysis information for direct debits and refunds
Analysis information for direct debits and refunds
In the Select Direct Debits window (Transactions >> Sales >> Select Direct Debits), when you select a batch for
direct debit and refunds and choose Process, the payments and debit memos are created and default transaction
dimension codes loaded and assignments created for distribution accounts that are linked to an account class.
You can create multiple assignments or modify/enter transaction dimension codes for the distribution accounts
linked to an account class in General Ledger after processing. Refer Entering analysis information for General
Ledger transactions for more information.
For Direct Debits and Refunds, the option Post through General Ledger files under Posting Setup (Administration
>> Setup >> Posting >> Posting) is unavailable. Transactions posted from Direct Debits and Refunds must be
posted from General Ledger.
Viewing analysis information for direct debits and refunds
You can view default Transaction Dimension codes and assignments of transaction distribution accounts created
after processing direct debits and refunds from the Sales Distribution Inquiry Zoom window.
(Inquiry >> Sales >> Transaction by Customer or Transaction by Document >> Select a receivables document >>
Document Number link)
Refer Viewing analysis information in Receivables Management for more information about viewing analysis
information.
Chapter 15: Analysis information for U.S. Payroll transactions

You can enter and view analysis information for transactions entered in the U.S. Payroll series. You can create
assignments and enter transaction dimensions and codes by assigning a default alias to each employee. The
default transaction dimension codes associated with the alias is displayed for U.S. Payroll transactions. You also
can assign a default alias to display transaction dimension information associated with the alias for a batch of U.S.
Payroll transactions in the Mass Payroll Transactions Entry window. You can modify the analysis information
before posting the transactions. Multilevel query and distribution queries can be used to view analysis information
for the employees.
Understanding analysis information for payroll transactions
Defining default dimensions for payroll transactions
Entering analysis information for payroll transactions
Viewing analysis information for payroll transactions
Understanding analysis information for payroll transactions
You can enter and view analysis information for payroll transactions if you have registered Payroll in the
Registration window (Administration >> Setup >> System
>> Registration), and enabled transaction dimensions for payroll in the Analytical Accounting Options window. Be
sure to mark the Post in Detail option for the Payroll series in the Posting Setup window. Refer to Setting up
posting options for Analytical Accounting for more information.
With Analytical Accounting for Payroll, you can:
Assign an alias to a combination of posting type, employee, department, position, and code in the Analytical
Payroll Default Dimensions window.
View and modify the default analysis information for a payroll transaction before posting.
View the assignments in percentage or hours for transactions other than overhead transactions. In the case
of overhead transactions, you can view this information in General Ledger.
Create and run queries using the Distribution Query wizard and the Multilevel Query wizard to view
analysis information for selected employees.
Defining default dimensions for payroll transactions
You can assign an Analytical Accounting alias to a combination of posting type, employee, department, position
and code for the default dimension in the Analytical Payroll Default Dimensions window. The default transaction
dimension codes associated with the alias is displayed when you enter a transaction for the specific combination.
To define default dimensions for payroll transactions:
1. Open the Analytical Payroll Default Dimensions window. (Administration >> Setup >> Posting >> Payroll
Accounts >> Analytical Accounting button)
(Administration >> Setup >> Posting >> Payroll Accounts >> Additional >>Payroll Defaults)
(Administration >> Setup >> Posting >> Analytical Accounting Default Dimensions button)
2. Select a payroll posting account type in the Payroll Posting Type field. The posting types available in the
U.S. Payroll module are available for selection. Refer to U.S. Payroll documentation for more information.
3. Select the employee ID.
4. Select the department code in the Department field.
5. Select the position code in the Position field.
6. Select the pay code in the Code field.
7. Select an alias in the Alias field as the default alias for the employee ID and payroll combination defined in
this window.
8. Enter a percentage for the alias in the Percentage field. You can enter a percentage value between 0 to
100%.
Entering analysis information for payroll transactions
You can enter or modify analysis information assigned to U.S. payroll transactions.
For manual checks, as well as for Pay Code type of computer checks, you can view and change the default
analysis information during transaction entry.
For Deduction and Benefit type of computer checks, you can edit the default analysis information only after
you have performed the Calculate Checks process.
In the Payroll Mass Transaction Entry window, you can enter an alias to assign default analytical information
to a selected range within a payroll batch.
To enter analysis information for payroll transactions:
1. Open the Analytical Payroll Transaction Entry window. (Transactions >> Payroll >> Transaction Entry >>
(Transactions >> Payroll >> Transaction Entry >> Additional >> Analytical Transaction)
(Transactions >> Payroll >> Transaction Entry >> Ctrl + T)
(Transactions >> Payroll >> Transaction Entry >> Select a transaction in the scrolling window >>
Dimensions Button)
(Transactions >> Payroll >> Transaction Entry >> Select a transaction in the scrolling window >> Ctrl + T)
(Transactions >> Payroll >> Manual Check >> Distributions Button >>Analytical Accounting Button)
(Transactions >> Payroll >> Payroll Posting Edits >> Analytical Accounting Button)
2. The Distribution field displays the distribution account selected in the Payroll Transaction Entry window. To
view other distributions for the transaction, enter or select a distribution number. The field name depends
upon the path from which you open this window.
The sequence of distributions in the Analytical Payroll Transaction Entry window may not correspond to the
sequence in the Payroll Transaction Entry window because only accounts linked to an account class are
displayed in the Analytical Payroll Transaction Entry window.
Functional Amount Displays the distribution amount in the functional currency.
Assigned Displays distribution amount, hours or units based on the pay type associated with the code.
Unassigned Displays the remaining distribution amount that is to be assigned in value and percentage.
Account The Account field displays the account related to the distribution. The expansion button will open
the Microsoft Dynamics GP Account Entry window. The account description is also displayed.
The Employee, Department, Position, Code and Posting Type fields display the employee ID, department,
position, pay code and the payroll posting type for the distribution.
3. Select Hours/Units or the Percentage as the assignment type to assign values to the distribution amount.
Hours/Units This option is automatically selected and available for pay types that are calculated on hourly
or unit basis. If this option is marked, you can enter the Analytical Accounting distributions based on
hours/units.
Percentage Select this option to enter the Analytical Accounting distributions based on percentages. This
option is automatically selected for pay types other than hours or units.
NOTE
If the option hours/units is selected automatically for a distribution and you change the default assignment type to
percentage, an assignment of 100% is created based on your setups in the linked accounts class.
In the assignment list view, an arrow in the Number field indicates that the analysis information displayed is
for the selected assignment. Each assignment created for the distribution is displayed separately.
4. In the list window, enter the hours or units by value or by percentage depending on the assignment type
selected.
Number Displays the assignment number.
Hours/Units Displays the hours or units for the selected assignment based on the default percentage set
up in the Analytical Payroll Default Dimensions window. You can modify this information if required.
Assign% Displays the percentage based on your selections in the Analytical Payroll Default Dimensions
window. You can modify the assignment percentage if required.
posting for the Payroll module. Refer to Setting up assignment options for more information.
Alias Displays the alias for each assignment based on the default alias defined in the Analytical Payroll
Default Dimensions window. You can select a different alias if required.
5. Enter the reference information for the assignment in the Reference field.
The Trx Dimension column displays transaction dimensions of the account class that the distribution
account is linked to. Only transaction dimensions that have been set as Required, Fixed, or Optional are
displayed.
The Alphanumeric column displays the dimension codes assigned to the corresponding transaction
dimension in the Alias Maintenance window and to the transaction dimensions of the account class of the
distribution account in the Accounting Class Maintenance window.
ensure that the total assigned amount equals the distribution amount. For example, if the distribution
amount is $100 and you have entered four assignments that total $75. When you choose Remaining, a fifth
blank or has a zero value or if the distribution amount is fully assigned.
be installed.
removed.
validated when you choose OK.
Choose Print to print the error report. Choose OK to close the window and return to the Analytical Payroll
12. Choose Clear to clear the values displayed in the Analytical Payroll Transaction Entry window.
14. Choose Save to save the default or modified analysis information you have entered.
Viewing analysis information for payroll transactions
You can use the Analytical Payroll Transaction Entry Zoom window to view analysis information for payroll
transactions generated from the U.S. Payroll module.
To view analysis information for payroll transactions:
1. Open the Analytical Payroll Transaction Entry Zoom window. (Inquiry >> Payroll >> Check History >>
Distributions button >> Select a distribution account >> Analytical Accounting button)
(Inquiry >> Payroll >> Check History >> Select a transaction >> Additional >>Analytical Transaction)
The Analytical Payroll Transaction Entry Zoom window displays all analysis information created for a
distribution account. The first distribution account of the document linked to an account class is displayed.
Enter or select a distribution number to view analysis information for other distribution accounts.
2. Choose the plus button (+) available next to each assignment to view all analysis information entered for an
3. Choose OK to close the window after viewing the information required.
See also
Microsoft Dynamics GP Analytical Accounting Part 3: Routines, Inquiries and Reports
Microsoft Dynamics GP Analytical Accounting Part 3:
Routines, Inquiries and Reports
You can make queries and generate reports within Analytical Accounting that will help you analyze your
company’s chart of accounts in detail. Use the Analytical Accounting query wizard windows to create and run
queries that are based on your analysis requirements.
You can also compare the allocated amounts with the actual figures to analyze how the budgeted amounts are
being used. The Multilevel Query wizard allows you to generate reports on the budgets.
*Chapter 16, “Year-end close for Analytical Accounting”*explains how analytical information is transferred
to history and how balances are consolidated and brought forward during the year-end close process.
*Chapter 17, “Inquiries”*explains how to create, modify, and print Analytical Accounting queries.
*Chapter 18, “Reports”*shows you how to use Analytical Accounting reports to view your analysis
information.
Chapter 16: Year-end close for Analytical Accounting

Including Analytical Accounting in the year-end close process
Closing a year with analysis information
Consolidating analysis information and carrying balances forward
Transferring analysis information for closed years to history
Including Analytical Accounting in the year-end close process
If you’ve included Analytical Accounting in the year-end close process, closing the year transfers the current year
analytical data for each account to account and transaction history (if you’re keeping history records). Analytical
data for alphanumeric transaction dimensions is consolidated and the balance is carried forward to the next year.
To include Analytical Accounting information in the year-end closing process, you must:
Mark the Include in Year End Close option in the Analytical Accounting Options window. Refer to Setting
up Analytical Accounting options. Mark the Include in Year End Close checkbox in the Transaction
Dimension Maintenance window for the alphanumeric transaction dimensions that you want to consolidate
balances for in the year-end close process. Refer to Defining transaction dimensions. Balances are brought
forward only for the selected transaction dimensions.
If you have previously closed years in Microsoft Dynamics GP, transfer the analytical data for those years to
history and carry forward the consolidated balances before you close the current year. Not doing so will
lead to incorrect brought forward balances. Refer to Transferring analysis information for closed years to
history.
IMPORTANT
Do not post adjustments to a closed year after you have marked to include analysis data in the year-end close process, and
before you have run the Transfer transaction Data to History utility. Doing so will result in incorrect brought forward
balances.
Closing a year with analysis information

When you close a year with analytical information, the year-end closing process:
Transfers all current year analytical data for each account to account and transaction history (if you’re
keeping history records). The analytical data is transferred to history for all transaction dimensions,
whether or not you’ve marked to consolidate them during the year-end close.
Consolidates analytical information related to the marked alphanumeric transaction dimensions for open
year profit and loss accounts and transfers it to the Retained Earnings account.
NOTE
Balance brought forward transactions are created for the retained earnings account even if no profit and loss
distributions exist in the fiscal year that the year-end close is being run for. This ensures that your analytical data is
accurate if you have directly entered the net value to the retained earnings account as part of a single balanced
beginning balance transaction when installing Microsoft Dynamics GP.
Consolidates analytical information related to the marked alphanumeric transaction dimensions for balance
sheet accounts, bringing the balances forward as the accounts’ beginning balances in the new fiscal year.
Refer to Consolidating analysis information and carrying balances forward for more information.
Zeroes the analytical balance for all profit and loss accounts after they’ve been closed to the Retained
Earnings account.
NOTE
If you enter adjustments to a profit and loss account after closing a year, the analytical information for the
adjustment is automatically updated to the corresponding retained earnings account. You won’t need to do anything
following the adjustments.*
Brings the balances of unit account forward to the new fiscal year.
Prints the Analytical Accounting Year-End Closing Report.
Refer to the Microsoft Dynamics GP documentation for more information on the year-end closing process.
Consolidating analysis information and carrying balances forward
When you run the year-end close process, the analytical data for alphanumeric transaction dimensions is
consolidated and carried forward to the next year. The consolidation is performed only for those transaction
dimensions that you’ve marked to include in the year-end process. Refer to Including Analytical Accounting in the
year-end close process.
In the balance brought forward journal:
One assignment is created for each unique combination of account, alphanumeric transaction dimensions,
and codes in the case of balance sheet accounts.
One assignment is created for each unique combination of alphanumeric transaction dimensions and codes
across all profit and loss accounts.
If amounts without any analytical information exist, then a single assignment is created for the total
unassigned amount with no alphanumeric transaction dimension codes assigned to it.
The total of all assignments for a balance sheet account represents the General Ledger distribution amount
or the brought forward balance for the account.
The total of all assignments for the profit and loss accounts is carried forward to the Retained Earnings
account.
Example
Account 1011 which is a balance sheet account for customer A is assigned to an accounting class. The following
alphanumeric transaction dimensions and codes are created with a valid relationship to one another.
DIMENSIONS CODES
Project PRJ1, PRJ2
Product PDT1, PDT2
Location LOC1, LOC2
Scenario 1
Partial assignments are not allowed. Transaction dimension codes are optional and the following transactions are
posted for the account 1011 during the year.
DR. CR. LOCATION CODE PRODUCT CODE PROJECT CODE
250000 - LOC 1 PDT 1 PRJ 1
150000 - LOC 2 ---- PRJ 1
100000 - LOC 1 PDT 2 PRJ 1
- 10000 LOC 1 PDT 2 PRJ 1
On performing the year-end close, one assignment is created with the consolidated amount for each unique
combination of transaction dimension codes.
ACCOUNT DR. CR.
Journal Entry Account 1011 490000 -
Assignment 1 LOC 1 - PDT 1 - PRJ 1 250000 -
Assignment 2 LOC 2 - ------ - PRJ 1 150000 -
Scenario 2
Partial assignments also are allowed. Transaction dimension codes are optional and the following transactions are
posted for the account 1011 during the year.
ASSIGNMENT LOCATION PRODUCT
DR. CR. ASSIGNMENT% AMOUNT CODE CODE PROJECT CODE
250000 - 40% 100000 LOC 1 PDT 1 PRJ 1
60% 150000 Partially

unassigned,
no codes
entered for
60% amount
150000 - 75% 112500 LOC 2 --- PRJ 1
25% 37500 Partially

unassigned,
no codes
entered for
25% amount
100000 100% 100000 LOC 1 PDT 1 PRJ 1
- 10000 100% 10000 Default 100%

assignment,
no codes
entered
On performing the year-end close, one assignment is created with the consolidated amount for each unique
combination of transaction dimension codes. One assignment also is created for the amount to which no codes
are assigned.
ACCOUNT DR. CR.
Journal Entry Account 1011 490000 -
Account Dr. Cr.
Assignment 2 LOC 2 - ----- - PRJ 1 112500 -
Assignment 3 --- - --- - --- 177500
Transferring analysis information for closed years to history

If you have previously closed years in Microsoft Dynamics GP, you must transfer the analytical data for those
years to history before you close the current year. You also can consolidate and bring forward the closing balance
as the next year’s opening balance. This also will transfer the balances for any adjustments you posted to a closed
year. You must run this process sequentially starting from the first closed year up to the most recently closed year.
IMPORTANT
You must perform this process before you close an open year or post an adjustment to a closed year. Not doing so will result
in incorrect balances being brought forward.
To transfer analysis information for closed years to history:

1. Open the Transfer Transaction Data to History window. (Administration >> Utilities >> Financial >>
Analytical Accounting >> Move Data to History)
2. The Year field displays the earliest closed year for the company in Microsoft Dynamics GP.
3. Select an action to perform.
Transfer transaction detail to history Select this option to transfer all the analysis information for the
selected closed year to history.
Consolidate transactions and transfer detail to history Select this option to consolidate transactions in
the closed year based on the combination of alphanumeric transaction dimensions that are marked to
include in the yearend close process. The analysis information for the selected year is moved to history and
the closing balances are brought forward to the next year. Refer to Consolidating analysis information and
carrying balances forward.
Print transfer preview report only Select this option to print a preview report before performing the
transfer and consolidation.
4. Choose OK to process the selected option.
5. Choose Cancel to cancel the process and close the window.
Chapter 17: Inquiries

The inquiries available in Analytical Accounting Inquiry allow you to view transaction dimension relationships and
budgeted vs. actual figures. You can create distribution queries to view analysis codes for every assignment, and
create multilevel queries to view analysis code information in the form of trees and levels. You can define queries
and save them or print the queries without saving. The queries export data to an Excel worksheet.
NOTE
You must be using Excel 2000 or higher to export Analytical Accounting queries to Excel.
Before you start generating a query, be sure that the functional currency you’re using has a negative sign before
the amount. You can select this option in the Currency Setup window (Administration >> Setup >> System >>
Currency).
The query output to Excel must be limited to 256 columns.
IMPORTANT
You cannot run more than one query at a time on the same system.

Viewing transaction dimension relationships
Viewing budgeted versus actual values
Creating and running a distribution query
Defining a distribution query
Selecting columns for a distribution query
Setting filter options for a distribution query
Setting the order of data for a distribution query
Completing distribution query options
Creating and running a multilevel query
Including brought forward balances in a multilevel query
Defining a multilevel query
Selecting rows for a multilevel query
Selecting column spreads for a multilevel query
Selecting trees for a multilevel query
Setting filter options for a multilevel query
Selecting columns for a multilevel query • Completing the multilevel query options
Viewing transaction dimension relationships
You can view all the existing transaction dimensions and their relationship to other transaction dimensions in the
Transaction Dimension Dependency (Relation) Inquiry window.
To view a transaction dimension relationship:
1. Open the Transaction Dimension Dependency (Relation) Inquiry window. (Inquiry >> Financial >>
Analytical Accounting >> Transaction Dimension Relation)
(Cards >> Financial >> Analytical Accounting >> Transaction Dimension Relation >> Show as Tree
button)
The tree structure displays the relationship of ownership between alphanumeric transaction dimensions.
For example, Cost Centre is owned by Profit Centre, as indicated in the tree structure.
2. Choose Redisplay to update the tree if any changes have been made to the transaction dimension
relationships and display transaction dimensions that may have been created by other users while you were
setting relationships.
3. Choose OK to close the window and return to the Transaction Dimension Relations window.
Viewing budgeted versus actual values
Use the Analytical Accounting Budget vs. Actual Inquiry window to compare budgeted and actual values. You can
also view the variance and variance percentage, so you can analyze how closely your actual amounts match the
budgeted amounts for the selected account and/or dimension code tree.
To view budgeted versus actual values:
1. Open the Analytical Accounting Budget vs. Actual Inquiry window. (Inquiry >> Financial >> Analytical
Accounting >> Budget vs. Actual)
2. Enter or select a budget ID. The Budget Year, Description, Budget Tree, Dimension Code Tree window and
Period Column fields display the default values for the selected budget ID.
The root node is automatically highlighted, and the columns in the scrolling window display the figures for
the root node. The scrolling window displays the Actual and Budgeted values, Variance and Variance
Percent for each period.
3. Select whether to view information for the tree or for accounts. If you select Tree, you can view period
amounts for the selected node. If you select Account, go to step 4.
4. Mark All in the Account radio group field to view the period amounts assigned to all accounts on the
selected node in the scrolling window.
Mark Select and select an account to view the period amounts for the selected account for the selected
node.
5. Highlight a node in the Dimension Code Tree to view the period amounts for that node or node/account
combination in the scrolling window. The selected node is displayed at the bottom of the Dimension Code
Tree.
6. Choose whether to view the amounts for the Node or the Dimension Code. If you select Node, you can
view the period amounts for the code that you’ve selected under a specific node. If you select Dimension
Code, you can view the period amounts for the selected dimension code under all nodes of the budget tree.
Refer to Budget Tree overview for more information on nodes and codes.
7. Choose how to display the budget information, Net Change or Period Balances.
8. Select the reporting ledgers for which to view the information for and click the redisplay button.
This field is available only if you have marked the Allow check box for the
Reporting Ledger option in the General Ledger Setup window (Administration>> Setup >> Financial >>
General Ledger). Refer to the General Ledger documentation for more information.
9. You can print a Budget vs. Actual Inquiry Report by choosing File >> Print or clicking the printer icon
button while the information you'd like to print is displayed.
10. Choose Redisplay to refresh the information in the window.
11. Close the window when you’ve finished viewing information.
Creating and running a distribution query
Use the Distribution Query wizard to create and run queries and export data to Excel. You can view selected
assignments and the transaction codes they are attached to using the Distribution Query wizard. You can create
the queries, view them, and delete them, or you can save them to use again. You can create and run the queries for
both active and inactive transaction dimension codes. You can view the posted analysis information for transaction
dimension codes that are subsequently set to inactive status. You can select the columns to be displayed in the
Excel report and select the subset of assignments that have been entered.
You can view data for history and open years and restrict the data to half year, quarter, month, week, period or a
specific date range. You can also view the consolidated balances that are brought forward when you close a fiscal
year. Refer to Completing distribution query options for more information.
To create and run a distribution query:
1. Open the Distribution Query wizard Welcome window. (Inquiry >> Financial >> Analytical Accounting >>
Distribution Query)
2. Select the type of query to run.
Execute Existing Query To execute a query that has been saved earlier. You also can change the definition of an
existing query and save or run the query.
Choose Next to open the Distribution Query wizard- Query Selection window, where you can select an existing
query and then complete the query in the Distribution Query wizard-Finish window. Refer to Completing
distribution query options for more information.
Execute Ad hoc Query To run a query that will not be saved.
Choose Next to open the Distribution Query wizard-Column Selection window where you can select the levels to
display in the query. Refer to Selecting columns for a distribution query for more information.
Query Maintenance To define a new query that can be saved or run. You also can delete or change existing
query definitions and save these changes to use later.
Defining a distribution query
You can enter the name and description for a query in the Distribution Query wizard - Query Maintenance
window.
To define a distribution query:
1. Refer to Creating and running a distribution query and select a query option. Choose Next and open the
Distribution Query wizard- Query Maintenance window.
2. Enter or select the name of the query in the Query ID field.
3. Enter a description for the query.
4. Choose the GoTo button to display other windows in the wizard. You can select a window from the list
instead of choosing the Next or Back buttons in the wizard windows. The windows available in the list will
depend on the current window. For example, from the Query Maintenance window, the following windows
will be available in the drop-down list:
Option selection
Column selection
Filter Options
Order by Options
Completing the options
5. Choose Delete to delete an existing Query ID.
6. Choose Back to return to the previous window.
7. Choose Cancel to close the wizard without saving any information.
8. Choose the Print drop-down list to print a Query ID that is saved. Select Print Current Record to print the
definition for a selected query. Select Print All to print all the saved query definitions.
9. Choose Next to open the Distribution Query wizard-Column Selection window where you can select the
columns to display in the Excel report.
Selecting columns for a distribution query
You can select the columns to be displayed in the query using the Distribution Query wizard- Column Selection
window. You can select from the 33 pre-defined columns and an additional column for every dimension that you
create, in this window. Refer to Modifying column headings for inquiries and reports for more information on pre-
defined columns.
To select columns for a distribution query
1. Refer to Creating and running a distribution query, and select a query option. Choose Next and open the
Distribution Query wizard - Query Maintenance window. Select a name and description for the query and
choose Next to open the Distribution Query wizard- Column Selection window.
2. The Available Columns scrolling window shows the columns that can be displayed in the Excel Report when
a query is run. Select a column and choose Insert to display the column in the Selected Columns list
window.
3. Choose Insert All to insert all Available Columns in the Selected Columns window. If you select all the
available columns for your query, printing speed will be reduced.
4. Choose Remove to remove a selected item from the Selected Column list.
5. Choose Remove All to remove all the items from the Selected Columns list.
6. Choose the Move to Top button to move a selected item to the top of the Selected Columns list. This
column will appear first in the Excel output.
7. Choose the Move Up button to move a selected item one line up in the Selected Columns list.
8. Choose the Move Down button to move a selected item one line down in the Selected Columns list.
The order in which the columns are selected will be the order they are displayed in the Excel report. For
example, you’ve inserted columns in the following order:
Header ID
Journal Entry
GL Posting Date
Profit Centre
In the Excel report, the first column displayed will be Header ID, the second column will be Journal Entry
and so on.
9. Choose the Move to the Bottom button to move a selected item to the bottom of the Selected Columns list.
10. Choose Back to return to the previous window.
11. Choose Cancel to exit the wizard.
12. Choose Next to open the Distribution Query wizard-Filter Options window where you can select the filter
option for your query.
Setting filter options for a distribution query
You can use the Distribution Query wizard-Filter Options window to sort the query and specify the information to
display in the report that is generated. If you do not choose filter options, all the transactions that have taken place
in the defined period will be selected for the query.
To set filter options for a distribution query:
1. Refer to Selecting columns for a distribution query, select the column headings and choose Next to open
the Distribution Query wizard-Filter Options window.
2. The scrolling window in the Distribution Query wizard –Filter Options window displays all available
columns.
3. Select a column, one at a time, in the scrolling window and from the Select Type list, select a filter option for
the column from the following:
Any To select all the records.
Contains To select only records that match the specified criteria.
Equal To To select records that are equal to the specified criteria.
Not Equal to Only records that do not match the specified criteria are selected.
Begins with To select only records that begin with a specified criterion.
Is Between To select only records that are between a specified value.
Greater than To select only records with values that are greater than the specified value.
Less than To select only records with values that are lesser than the specified value.
4. The “…” field is available for all the filter options, except for Any. You can enter a value in this field to further
restrict your query range. For example, if you selected Journal Entry, you can restrict whether to display a
range of journal entries.
5. The And field will be available if the search type of the selected column is ‘Is Between’. Enter a closing
range for your query. The lookup is available for the following columns:
Currency ID
Customer ID
Vendor ID
account
Account Alias
Item Number
Site ID
Trx Dimensions
Asset Id
Book ID
6. Mark the account types to include in the query. You can mark Balance Sheet, Profit and Loss and/or Unit
Accounts in the query. You must mark at least one account Type. Profit/Loss is marked by default.
In the Search Type list, select whether all or some of the filter options must match the query criteria before
a record can be displayed. If the filter option for each column must match before a record is displayed,
select Match All. If a record can be displayed if it matches at least one of your filter options, select Match 1
or More.
7. Choose Next to open the Distribution Query wizard –Order By window where you can select the order to
display the data when you print the query to Excel.
Setting the order of data for a distribution query
You can select the order to display data in the report you generate in the Distribution Query wizard- Order by
window.
To set the order of data for a distribution query:
1. Refer Setting filter options for a distribution query, select the filter options, and choose Next to open the
Distribution Query wizard-Order by window.
2. The Available columns list window displays all the columns available except those for transaction
dimensions. Select a column and choose Insert to insert the selection in the Order by scrolling window.
3. The Order by column displays the order in which the columns will be displayed in Excel. By default, the
columns are displayed in ascending order. You can change this to descending order by choosing the A/Z
icon.
4. Choose Remove to remove a selected item from the Order by column.
5. Choose Remove All to remove all the items from the Order by column.
6. Choose the Move to top button to move a selected item to the top of the Order by column.
7. Choose the Move Up button to move a selected item one line up in the Order by column.
8. Choose the Move Down button to move a selected item one line down in the Order by column.
9. Choose the Move to Bottom button to move a selected item to the bottom of the list window.
10. Choose Next to open the Distribution Query wizard-Finish window where you can complete the
distribution queries.
Completing distribution query options
You can complete the query options in the Distribution Query wizard- Finish window. The settings you choose in
this window are run time options and must be entered each time you run a query.
To complete distribution query options:
1. Refer to Setting the order of data for a distribution query, select the order of data, and choose Next to open
the Distribution Query wizard-Finish window.
2. In the Year field under the Period options, select the fiscal year for the query. All the fiscal years set up in
Microsoft Dynamics GP are available in the drop-down list. The current year is the default year when you
first open the window.
3. Select whether to view the financial or calendar year.
4. Select the Period for the query.
If you selected Fiscal view, the following options are available:
Date
Week
Period
Quarter
Half-year
If you selected Calendar view, the following options are available:
Date
Week
Month
Quarter
Half-year
1. In the From and To fields, enter a period range, or date range if you selected Date. To view the consolidated
balances that are brought forward when you close the fiscal year, enter 0(zero) in the From field. You must
also select to view the report for the fiscal year.
2. Select the reporting ledger options in the Reporting Ledger field for the query, whether BASE, IFRS or
LOCAL. You can select multiple reporting options for your query if required.
This field is available only if you have marked the Allow check box for the
Reporting Ledger option in the General Ledger Setup window (Administration>> Setup >> Financial >>
General Ledger). Refer to the General Ledger documentation for more information.
3. Enter a comment in the Comment field. This comment will be displayed in the Title page worksheet in the
Excel report.
4. Under the Task to be performed section, mark whether to Save the Query Definition or Execute Query. The
Save the Query Definition option is not available if you marked the Execute Ad Hoc Query option in the
Welcome window. You can mark both the options to save the query before running it. The Distribution
Query wizard window closes when you choose Finish if you have not marked either of these options.
5. Mark the Generate Title Page option to create a separate worksheet in Excel that will display information
about the query options. This option is only available if you have marked the Execute Query option.
6. Mark the Create Column Header option if you want to display the column name of each selected column in
a column header in Excel. This option is only available if you have marked the Execute Query option.
7. Mark the Autofilter Columns option to auto filter all columns in Excel This option is only available if you
have marked the Execute Query and Create Column Header options.
8. Mark the Save Query Definition option to save the query definition. This option is only available if you have
chosen to Execute Existing query or built a new query using the Query Maintenance option in the
Distribution Query Welcome window.
9. Mark the Execute Query check box to run the query. If you marked the Save Query Definition option, the
query definition is also saved before it is run.
10. Choose Finish to complete the process of saving or running the query definition. If you choose to Execute
Query, the window will close when you choose Finish and the export to Excel will begin. You can cancel the
export process at any time by choosing Stop in the Progress window.
The distribution query will display all the transactions posted from General Ledger, whether or not the transaction
accounts are linked to an account class. For transactions that are not linked to an account class, a single
assignment will be displayed, without any analysis information.
Creating and running a multilevel query
You can use Analytical Accounting to generate multilevel queries based on your specific requirements and
transaction dimensions. You also can create queries based on columns that you choose to display in the query. The
analysis information that is generated when you create a query, is exported to Excel. You can generate a query to
view budgeted and actual information for budget IDs, and view the variance and variance percentage between
budgeted and actual figures. You can view the posted analysis information for transaction dimension codes that
you subsequently set to inactive status.
You can create reports with as many levels or rows as you require. A level may be accounts, a dimension, a
transaction, a customer, a vendor, an item or site, a tree within a dimension, or a time-period: for example, a week,
a month, a fiscal period, or a half-year. You also can create a report for a tree, which will display all the levels of the
tree.
The level of a report can include some or all codes, accounts, or nodes within a tree. You can create and save your
report options or print the report without saving it. Rows with zero values can be hidden at any level within the
report. You also can include transactions for which no code has been entered in a report. This is useful for tracking
errors.
You can view or hide sub-totals at each level. Also, you can select to display details, and also whether to display the
detail at the same level throughout the report, or within sections.
Queries also can be based on time periods: for example you can select Year-to-Date, This Period, Last Period
including Last Year data and also comparisons between this year and last year.
To create and run a multilevel query:
1. Open the Multilevel Query wizard-Welcome window. (Inquiry >> Financial >> Analytical Accounting >>
Multilevel Query)
2. Select the type of query to run from the following options:
Execute Existing Query To run a query that has been saved earlier. You also can change the definition of an
existing query and save or run the query.
Choose Next to open the Multilevel Query wizard-Query Selection window where you can select an existing
query and then complete the query options in the Multilevel Query wizard-Finish window. Refer to Completing
the multilevel query options for more information.
Execute Ad hoc Query To run temporary queries. You cannot save ad hoc queries.
Choose Next to open the Multilevel Query wizard-Level Selection window where you can select the rows to
display in your query. Refer to Selecting rows for a multilevel query for more information.
Query Maintenance To define a new query that can be saved or run. You also can change existing query
definitions and save these changes. Saved Query definitions can be used again later.
Choose Next to open the Multilevel Query wizard-Query Maintenance window, where you can define the query.
Including brought forward balances in a multilevel query
You must select the appropriate options in order to view brought forward balances in a multilevel query. The
balances are consolidated based on the combination of alphanumeric transaction dimension codes used during
transaction entry. Refer to Consolidating analysis information and carrying balances forward. Use the following
information to understand the options to select to view brought forward balances.
Select account numbers as the first level and transaction dimensions as the second level in the Multilevel
Query wizard-Level Selection window.
For Balance Brought Forward transactions, select Not Used as the Code Spread to view the consolidated
balance in the retained earnings account.
Defining a multilevel query
You can enter the name and description for a query in the Multilevel Query wizardQuery Maintenance window.
To define a multilevel query:
1. Refer to Creating and running a multilevel query and select a query option. Select Next and open the
Multilevel Query wizard-Query Maintenance window.
2. Enter an ID for the query.
3. Enter a description for the query. This is a required field.
4. Choose Delete to delete a selected query.
5. Choose Back to return to the Welcome window.
6. Choose Cancel to exit the Multilevel Query wizard.
7. Choose the GoTo button to display the other windows in the wizard. You can select a window from the list
instead of choosing the Next or Back button within the wizard windows. The windows available in the list
will depend on the current window. For example, from the Query Maintenance window, the following
windows will be available in the drop-down list:
Option Selection
Level Selection
Tree Selection
Level Filtering
Data Filtering
Column Spreads
Column Selection
Completing the Options
8. Choose Next to open the Multilevel Query wizard-Level Selection window where you can select the rows
for the query.
Selecting rows for a multilevel query
You can select the rows to display in the query using the Multilevel Query wizardLevel Selection window. You
must select at least one level for the query. Be sure to select the appropriate levels if you’re creating a query to
view budgeted values, or to view brought forward balances.
Budgets To create a budget query, you must have created at least one budget ID. Choose alphanumeric
transaction dimensions along with time and/or accounts as levels. You cannot select any other levels if you want to
view any budget information. Once you’ve chosen the required levels, you must specify budget columns in the
Column Selection window. Refer to Selecting columns for a multilevel query for more information.
Brought forward balances To view the consolidated balance in the retained earnings account, select Account
Numbers as the first level and transaction dimensions as the subsequent levels.
To select rows for a multilevel query:
1. Refer to Creating and running a multilevel query, and select the query option to run. Choose Next and
open the Multilevel Query wizard-Query Maintenance window. Select a name and description for the query
and choose Next to open the Multilevel Query wizard-Level Selection window.
2. From the Available Items list, select the level to include and choose Insert to insert the item in the list
window level. You can select as many levels as required. The levels are organized in a hierarchical manner
so that the items of level one will appear as the main level of the query. The items of level 2 will be
combined with the items of level 1.
For example, you’ve selected Profit Center as Level 1, and Cost Center as Level 2. When you generate the
query, all the Profit Centers will appear at level 1 and the Cost Centers will be combined with each item of
level 1.
3. The Level field displays the name of the level.
4. Mark the Add Totals Row check box to create a totals row for each item of the level.
5. Mark the Add Page Break check box to add a horizontal page break for each item of the level.
6. Mark the User-Defined Field checkbox to open the Select User-Defined Fields window. You can mark this
box only when the selected level is an alphanumeric transaction dimension. You can also open the Select
User-Defined Fields window by clicking the expansion arrow button.
7. Mark the user-defined fields to be displayed on the report you are generating.
8. Choose Select to include the marked user-defined fields on your report.
9. Choose Cancel to close the window without making a selection and return to the Multilevel Query wizard-
Level Selection window. No user-defined fields will be printed on your report.
10. In the Multilevel Query wizard-Level Selection window, choose Remove to remove a selected item in the
list window level.
11. Choose Remove All to remove all the items in the list window level.
12. Choose the Go To button to select other windows to open in the Multilevel Query wizard.
13. Choose Next to open the Multilevel Query wizard-Column Spreads window.
Selecting column spreads for a multilevel query
You can select the columns to display in the query using the Multilevel Query wizard-Column Spreads window.
There are three options for the column output in the Multilevel Query wizard. Of these, you can select two in the
Column Spreads window, each of which is optional. The third option is system-defined, and includes debit
columns, credit columns, and balance columns, that you can select in the Multilevel Query wizard-Column
Selection window.
To select column spreads for a multilevel query:
1. Refer to Selecting rows for a multilevel query, and select the levels to display in the query. Choose Next and
open the Multilevel Query wizardColumn Spreads window.
2. Select the level for the Time Spread from the following options:
Not used
As first level
As second level
NOTE
If Time was chosen as a level in the Level Selection window, this option will be unavailable. To view the consolidated
balances in the retained earnings account, select Not Used as the Code Spread.
3. If you selected Time Spread at first level or second level, you must choose the time frame in the Multilevel
Query wizard Finish window. The data in the query you generate will be displayed for the time period you
select.
For example, if you select Use Time Spread as first Level and if you select to view data for a period from 2
to 5, then the report in Excel will display four columns as time spread for each column selected.
4. The Code Spread option allows you to display codes at the row and column levels. Select the level for the
code spread from the following options:
Not used
As first level
As second level. The Item field is available for all the options, except Not used.
NOTE
If you select only one of the options, either Time Spread or Code Spread, the value must be at first level. For Balance
Brought Forward transactions, select Not Used as the Code Spread to view the consolidated balance in the retained
earnings account.
5. Select the item to use as code spread. The Item field is available only if you’ve selected a code spread and is
a required field. Only items that have not been selected as levels are available in the Item list.
6. Choose Exchange Levels to switch the levels of the Time Spread and Code Spread fields.
7. Choose the GoTo button to select other windows to open in the Multilevel Query wizard.
8. Choose Next to open the Multilevel Query wizard-Tree Selection window where you can select the trees
and Code Spread. If you only selected Time Spread as a level, and not Code Spread, the next window in the
wizard will be the Filter Options window.
Selecting trees for a multilevel query
Use the Multilevel Query wizard-Tree Selection window to select the trees and code spread to display in your
query.
To select trees for a multilevel query:
1. Refer to Selecting column spreads for a multilevel query, and select columns to display in the query.
Choose Next and open the Multilevel Query wizard-Tree Selection window.
The scrolling window displays all selected levels, except time levels. The icon next to a record in the Level
column indicates whether it is a level or a code spread. A level is indicated by a vertical blue block. A code
spread is indicated by a horizontal blue block.
2. Mark the Use Tree check box to display the level items in the form of a tree.
3. The Tree field will be available if you selected Use Tree. Select a corresponding tree type that matches the
level.
4. Mark the Show Codes check box to display the tree structure and the selected level items. If unmarked, only
the tree structure of the level item will be displayed.
If you’ve selected user-defined fields in the Level selection window for a dimension, and you select a tree
here for that dimension, the Show Codes option is automatically marked. You cannot unmark this option.
5. In the Restrict to Tree Level field, you can select the level to be displayed for the tree. By default, all levels of
a tree will be displayed. For Code Spread options, this is a required field.
Only the level that you have specified for each tree will be included in the query. For example, if you specify
level 3 for a tree, then the query will only print the values existing on level 3.
6. Choose Back to return to the Multilevel Query wizard- Column Spreads window.
7. Choose Cancel to exit the Multilevel Query wizard.
8. Click the GoTo button and select any other window you want to open in the Multilevel Query wizard.
9. Choose Next to open the Multilevel Query wizard-Filter Options window. In this window, you can restrict
the information you want to display in the query.
Setting filter options for a multilevel query
You can select the row output of each level, the column output, and the Code Spread columns in the Multilevel
Query wizard-Filter Options window. These filters will help you generate queries specific to your requirements.
To set filter options for a multilevel query:
1. Refer to Selecting trees for a multilevel query, and select a tree for the query. Choose Next to open the
Multilevel Query wizard-Filter Options window.
This window displays all levels except the following levels:
Time level, that is set in the Completing the Options window
All levels if no tree is defined
The Code spread, if no tree output is defined for it
The image on the left of a level indicates if a filter already exists, or if an item is used as a level, or as a Code
Spread.
The Level column displays the name of the level.
The Empty, Select type, …, and And columns will display the options that you select in the Selected fields
section below.
The Selected fields are available only if you have selected an item in the list window.
2. Select a level in the list window. The Item field will display the name of the selected level.
3. Mark the Empty checkbox to include empty fields for the selected item in the query. The Empty checkbox is
available only if you’ve selected one of the following in the Item field:
Customer ID
Vendor ID
Item Number
Site ID and all Transaction dimensions.
4. From the Select Type list, select the restrictions for the query from the following options:
Any To select all the records.
Contains To select only records that match the specified criteria.
Equal To In order to select records that are equal to the specified criteria.
Not Equal to Only records that do not match the specified criteria are selected.
Begins with To select only records that begin with a specified criterion.
Is Between To select only records that are between a specified value.
Greater than To select only records with values that are greater than the specified value.
Less than To select only records with values that are lesser than the specified value.
5. The ‘…’ field is available for all Select Types, except Any. Enter a value to restrict the query.
6. The ‘And’ field is available if the Select Type is set to Is Between. Enter a value to restrict the query.
7. In the Accounts field, mark to include the Balance Sheet, Profit and Loss and/or Unit Accounts in the query.
By default, Balance Sheet and Unit accounts are not marked and Profit and Loss is marked.
8. Use the Search Type selections to specify whether all or some of the filter options must be matched before
a record can be displayed. If the filter option for each column should match before displaying a record,
select Match All. To see a record displayed as long as it matches at least one of your filter options, select
Match 1 or More.
9. Choose the GoTo button to select other windows to open in the Multilevel Query wizard.
10. Choose Next to open the Multilevel Query wizard-Column Selection window.
You can select the columns to be displayed in the query in this window.
Selecting columns for a multilevel query
You can select the columns to display in your query using the Multilevel Query wizard-Column Selection window.
These columns are system defined and consist of Debit, Credit, and Balance columns for actual, budgets, the
variance and the variance percentage. Refer to Modifying column headings for inquiries and reports for more
information.
Budget columns You can select budget columns in this window if you’ve selected alphanumeric dimensions with
or without account and/or time as levels in the Level Selection window. You can choose the actual, budget,
variance, and variance percentage columns to view the variance between actual and budgeted figures.
You must select a budget ID for every budget column that you select. Once you select a budget ID against a
budget column, it will default for all budget columns that you insert directly below it until you use the same
budget column that is already inserted. However, if you insert a non- budget column after a budget
column, and then insert another budget column, you will have to select a budget ID manually.
You cannot select a budget column if you have selected Customer ID, Vendor ID, Site, or Item in the Level
Selection window.
You can select a budget column more than once, if you assign a different budget ID for every selection. All
the budget IDs you select must have the same budget tree ID attached to them.
To select columns for a multilevel query:
1. Refer to Setting filter options for a multilevel query, and set the filter options for the query. Choose Next to
open the Multilevel Query wizardColumn Selection window.
2. Click the Available Columns button to switch the column display between description and header.
3. Select a column from the Available Columns list and choose Insert to insert it into the Column field. The
columns will be created in the query based on the order displayed here.
NOTE
If you select all the columns available, the reports will take longer to generate.
4. Mark the Add Subtotal Column option to create a Subtotal column at the end of each second level range.
This option is available only if time spread and code spread have been defined. Also, this option only can be
used for amount columns and not percentage columns.
5. Mark the Add Totals Column to create a totals column, that will be added at the end of all the other
columns in the query. This option is available only if time or code spread have been defined. Also, this
option can only be used for amount columns and not percentage columns.
6. Choose Next to open the Multilevel Query wizard-Finish window where you can complete the query
definitions before generating the query.
Completing the multilevel query options
Use the Multilevel Query wizard-Finish window to complete your query options. The options you select in this
window are run time options and must be set up each time you run a query.
To complete the multilevel query options:
1. Refer to Selecting columns for a multilevel query, and select the columns to include in your query. Choose
Next to open the Multilevel Query wizard-Finish window.
2. In the Year field, select the year for the query. The current open year is selected by default.
3. Select whether to view the fiscal or calendar year and select the period for the fiscal or calendar year.
4. If you selected Fiscal view, select one of the following options:
Week
Period
Quarter
Half-year
If you selected Calendar view, select one of the following options:
Week
Month
Quarter
Half-year
NOTE
You cannot select Week as a period if you have selected budget columns. Also, you can view the consolidated
balances that are brought forward only if you select Fiscal view.
5. Enter a period range in the From and To fields.

6. Enter a base period for the query. The Base Period field only will be available if time spread or code spread
are not used. This is a required field that generates the period reference for all columns.
7. Select the reporting ledger options in the Reporting Ledger field for the query, whether BASE, IFRS or
LOCAL. You can select multiple reporting options for your query if required.
General Ledger Setup window (Administration >> Setup >> Financial >> General Ledger). Refer to the
General Ledger documentation for more information.
8. Enter a comment for the query. This comment will be displayed in the Title page worksheet in the Excel
Report.
9. In the Show Amounts in field, select how to round off cell values.
10. The Save Query Definition check box is only available if you have selected Execute Existing query or
created a new query using the Query Maintenance option in the Multilevel Query wizard-Welcome
window. Mark this option to save the query definition.
11. Mark the Execute Query option to run the query.
12. Select the Generate Title Page option to create a separate worksheet in Excel that will display information
about the query options. This option only will be available if you selected the Execute Query option
13. Select the Group Columns option to group columns by first and second column level. This option will be
only available if you selected the Execute Query option and have used the Time Spread or Code Spread.
14. Mark the Clear Empty Cells option to clear column cells with no values. This option will only be available if
you have selected the Execute Query option
15. Mark the Group Rows option to group the rows by display level in Excel. This option will only be available if
you have selected the Execute Query option
16. Mark the Include BBF option to view the consolidated brought forward balances in the YTD columns in the
report. You must select Fiscal Year as the option in step 3 to view brought forward balances.
17. Click the GoTo button to select other windows you want to open in the Multilevel Query wizard.
18. Choose Finish to save or run the query. If you’ve chosen to run a query, a progress window will appear and
when processing is complete, an Excel worksheet will open, displaying the query.
Chapter 18: Reports
You can print the queries that you generate using the Analytical Accounting
Distribution Query wizard or the Multilevel Query wizard to an Excel spreadsheet.
Refer to *Chapter 17, “Inquiries”*for more information about generating queries in Analytical Accounting.
Use the following information to understand the reports generated using the Analytical Accounting query
wizards.
Distribution query report
Multilevel query report
Distribution query report
After you process a query, it will be displayed in an Excel Spreadsheet. If you double-click a specific journal entry
in the spreadsheet, the Analytical Accounting Journal Inquiry window will open, where you can view the entry in
detail.
You can view the descriptions of Vendor ID, Customer ID, Item Number, Site ID, Asset ID, Book ID, and all
transaction dimensions by clicking the comment of the relevant row.
In a Distribution Query, all posted transactions, regardless of the account class they are linked to, are displayed.
For transactions that are not linked to an account class, a single assignment will be displayed with no analysis
information.
The audit trail column displayed is generated by Analytical Accounting. Refer to Creating and running a
distribution query for more information on generating a distribution query.
Distribution Query displaying distributions:
Distribution Query without column header:

Distribution Query displaying column header:
Multilevel query report

The multilevel query will display the system-defined columns and the columns you've selected. Refer to Creating
and running a multilevel query for more information about generating a multilevel query.
The report also will display as many levels as you've selected, along with other options you've specified while
generating the query.
See also
Microsoft Dynamics GP Analytical Accounting Part 2: Transactions
Glossary
Account class
A set of accounts grouped together. An account class is linked to one or more transaction dimensions. Analytical
Accounting assignments can be carried out only for those distribution accounts that are linked to an account class.
Activate
The process of integrating Microsoft Dynamics GP data into Analytical Accounting.
Alias
A group of transaction dimension codes that can be used to enter the analysis information quickly during
transaction entry.
Alphanumeric transaction dimension
A transaction dimension that consists of letters and numbers or special characters.
Analysis information
Information entered using Analytical Accounting that helps you analyze the transactions of your company. This
information would include assignments and transaction dimension codes.
Analysis type
The status assigned to a transaction dimension in an account class. Statuses are:
Not Allowed, Fixed, Required or Optional.
Assignment
Allocation of transaction distribution amount by value or percentage basis among valid code combinations.
Boolean transaction dimension
A transaction dimension defined by a Yes/ No condition.
Budget Tree
A hierarchal combination of transaction dimension codes. The hierarchy is based on the order in which transaction
dimensions are selected.
Code combination
The relationship between the transaction dimension codes of two alphanumeric transaction dimensions.
Data type
The nature of a transaction dimension, whether alphanumeric, numeric, date or Boolean.
Date transaction dimension
A transaction dimension that allows you to enter information in date format.
Dimension Code Tree
Budget tree created after assigning codes.
Inactive transaction dimension Valid subset
A transaction dimension that cannot be used A relationship between alphanumeric
to enter analysis information during transaction dimensions that allows specific transaction entry. code
combinations to be used.
Incomplete distribution
A distribution where transaction distribution amounts are not assigned fully or where required codes have not
been entered.
Leaf Node
The last node on a tree. This node has no sub nodes.
Master records
Permanent records of your business such as accounts, vendors, customers etc.
Main tree
System-generated tree that cannot be deleted.
Node
A subsidiary of a tree. For budget trees, a node is a combination of codes to which a code belongs.
Numeric transaction dimension
A transaction dimension that collates numeric information.
Related transaction dimension
An alphanumeric transaction dimension that is linked to another by way of ownership, or as a valid subset.
Transaction dimension
A criterion for collating analysis information. These are linked to the company’s chart of accounts using an account
class.
Transaction dimension code
The defined subset of a transaction dimension. Analysis information is entered using codes; this information is
compiled to display the analytical information for transaction dimensions.
Transaction dimension relation
The relationship between transaction dimensions. Determines if transaction dimensions can be used together or
not during transaction entry.
Trees
Display of data in hierarchal form.
Tree structure
The relationship of ownership between alphanumeric transaction dimensions
Unassigned
Transaction distribution amount that remains to be assigned.
User-defined tree
Tree structure set up by the user.
Validation
The process of verifying the analysis information you’ve entered.
Microsoft Dynamics GP Bank Reconciliation
You can use Bank Reconciliation to enter and maintain checkbooks used to pay vendors, employees, distribute
petty cash, and to reconcile bank statements. If you’re using Payables Management and Payroll, checks printed and
posted from those modules update checkbooks in Bank Reconciliation.
You also can use Bank Reconciliation to complete the following tasks:
Write checks without having to set up a vendor record or complete a computer check run
Control reconciliation processes by creating default settings and choosing between transaction types,
including checks, receipts and adjustments
Begin reconciling one checkbook before finishing the reconcile process in a different checkbook
View details needed to reconcile, including deposit number, transaction number, type, payment amount, and
description
Part 1, Setup, contains procedures that are required to set up Bank Reconciliation.
Part 2, Transactions, explains how to enter transactions to update your Cash account and checkbook
balances.
Part 3, Inquiries, reports, and routines, explains how to view and analyze transaction information, and
includes procedures for removing history.
Part 1: Setup
This part of the documentation provides the procedures required to set up Bank Reconciliation, and for moving
your existing reconciliation information into your Microsoft Dynamics GP system. Setup procedures generally
need to be completed only once, but you might want to refer to this information again when verifying your setup
information, and when maintaining your checkbooks.
Chapter 1, “Setup preparation,” describes how to set up your bank reconciliation system.
Chapter 2, “Setup and default entries,” explains how to set up default entries for your bank reconciliation
system.
Chapter 3, “Checkbooks,” explains how to set up and use checkbooks and Cash accounts.
Chapter 1: Setup preparation
You must set up several options in System Manager, General Ledger, and Multicurrency Management before
setting up Bank Reconciliation.
You must complete these setup procedures before you can enter or post transactions, or reconcile your
checkbooks. Once you register Bank Reconciliation, your system immediately begins tracking checkbook-related
transactions entered in other modules, and updates Bank Reconciliation.
Don’t register Bank Reconciliation until you’ve set up the checkbooks and cash accounts.
Bank Reconciliation overview
Existing system preparation
Before you set up Bank Reconciliation
Bank Reconciliation overview
When you set up Bank Reconciliation, you can enter or void transactions and deposits. After posting, you can print
audit trail reports and transaction reports to analyze the accuracy of your records, and to simplify edits. You can
review the report information before reconciling your checkbook.
When you reconcile your checkbook, you’ll enter reconciliation dates, mark cleared transactions, enter adjusting
entries, and enter any cleared differences.
Existing system preparation
Whether you’re setting up your system for the first time or upgrading an existing system, you must reconcile the
checkbooks in your existing system before using Bank Reconciliation.
For new Microsoft Dynamics GP implementations, reconcile your checkbooks in your existing system. This
way, you’ll have fewer outstanding checks and transactions to enter, and your balances will be more accurate
when you begin using Bank Reconciliation.
If you’re adding Bank Reconciliation to your Microsoft Dynamics GP solution, post all transactions in other
modules to ensure that your General Ledger Cash account balances are correct for your checkbooks. Then,
reconcile your checkbooks in your existing system before registering Bank Reconciliation.
Before you set up Bank Reconciliation
Before you begin setting up Bank Reconciliation, be sure to set up the following information:
Companies
Credit cards
Fiscal periods
Account formats
Banks
Posting
Source documents
Audit trail codes
Accounts
Unit accounts
Variable allocation accounts
Fixed allocation accounts
TIP
To print multicurrency information on your posting journals and reports, mark Include Multicurrency Info in the Posting
Setup window. See the System Setup instructions (Help >> Contents >> select Setting Up the System) or the General Ledger
documentation (Help >> Printable Manuals) for more information about completing these setup tasks.
Chapter 2: Setup and default entries

Setting up default entries for Bank Reconciliation saves you time when you enter and analyze data, and enables
you to customize your transactions.
Default entries overview
Setting up Bank Reconciliation default entries
Default entries overview
Use the Bank Reconciliation Setup window to set up information that makes data entry and tracking easier. You
should post all transactions in other modules, and reconcile existing checkbooks in your previous system, before
entering information in this window.
Next transaction number
This number appears as the default number for the transactions and receipts you enter using the Bank Transaction
Entry, Bank Transfer Entry, and Reconcile Bank Adjustments windows. The transaction number automatically
increments to the next available number after you post a transaction or receipt, but you can change the number.
Transaction descriptions and default codes
Use the transaction type description to distinguish among the transactions you enter in Bank Reconciliation. For
example, if your company refers to interest income as interest gained, you could change the description to Interest
Gained, which would then appear in the Reconcile Bank Adjustments window. However, even if you change the
description, the underlying functionality stays the same. The code is a short description of the transaction type,
which appears as a prefix to the numbers in Bank Reconciliation windows and on transaction reports. The code,
next number, and leading zeros create a 12-character number for all transaction types, except for checks and
deposits. Default check and deposit numbers are entered using the Checkbook Maintenance window.
For example, suppose you’re entering a withdrawal using the Bank Transaction Entry window. If you set up WDL as
the code for withdrawal transactions and 100 as the next number, the number would be WDL000000100 for your
first withdrawal transaction. You can change any code or description to match your business. The following table
explains where each item appears:
History
If you keep transaction/reconciliation history, all account distribution information and posted transactions are
stored, so you can reprint posting journals and view the original transaction using the inquiry windows.
Default checkbook ID
Use this field to select a checkbook ID to appear as the default checkbook ID when you’re entering transactions
using the Bank Transaction Entry window. You should select the checkbook you use most often when entering
transactions.
You can select any checkbook as the default checkbook, regardless of whether it is active or has a Cash account
assigned to it. You also can inactivate or delete the checkbook that has been selected as the default checkbook in
the Bank Reconciliation Setup window.
NOTE
Although any checkbook can be selected as the default checkbook, you can’t enter or post transactions in a checkbook that’s
inactive, or that doesn’t have a Cash account assigned to it.*
If you’re using Multicurrency Management, you can select any checkbook as the default checkbook, regardless of
the following situations. However, you can’t enter or post transactions in a checkbook in these situations:
The checkbook has an inactive currency assigned to it
The currency assigned to the checkbook doesn’t exist
The currency assigned to the checkbook hasn’t been granted access to the company
The Cash account assigned to the checkbook hasn’t been granted access to the currency ID assigned to the
checkbook
User-defined fields
Use these fields to track additional information about your checkbooks. These fields are displayed in the
Setting up Bank Reconciliation default entries
Use the Bank Reconciliation Setup window to set up your default entries in Bank Reconciliation.
To set up Bank Reconciliation default entries:
1. Open the Bank Reconciliation Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Financial >> Bank Reconciliation)
2. Enter the next number for bank transactions, receipts, transfers, and reconcile adjustments.
3. Enter the transaction type descriptions and codes. See Default entries overview for more information.
4. Mark whether to keep history.
5. Enter or select a checkbook ID to appear as the default checkbook ID in the Bank Transaction Entry window.
6. If you’ll be using user-defined fields, enter labels for the fields.
7. To print the Bank Reconciliation Setup List, choose File >> Print.
Chapter 3: Checkbooks
Checkbooks enable you to keep records of your bank deposits and cash paid out so that you can reconcile them
with your bank statements. Checkbooks are available throughout the system, regardless of what other modules
you purchased.
If you have Multicurrency Management registered, you can use Bank Reconciliation to set up checkbooks for each
currency you use.
Checkbook setup requirements •
Credit card setup
Checkbooks and cash accounts
Check and deposit numbers
Last reconciled date and balance
Setting up a new checkbook
Using an existing checkbook
Inactivating a checkbook
Deleting a checkbook
Checkbook setup requirements
You can set up an unlimited number of checkbooks to manage your company’s cash. We recommend that you set
up separate checkbooks for each Cash account so you can more accurately track payments and receipts. For
example, you might want to set up separate checkbooks for payroll checks, credit card payments from customers,
and payments to vendors.
You can use checkbooks throughout your system to track cash transactions. Because of this integration, new
customers must set up their checkbooks and register Bank Reconciliation before posting transactions in other
modules. However, existing Microsoft Dynamics GP customers who are setting up Bank Reconciliation have two
options for setting up checkbooks:
Post all your transactions entered in other modules and reconcile your checkbooks before registering Bank
Reconciliation.
Create new checkbook IDs and make existing checkbooks inactive. The new checkbooks you create will
replace the old checkbooks in any future transactions. You won’t have to post transactions entered in other
modules before you begin to use Bank Reconciliation. See Setting up a new checkbook and Inactivating a
checkbook for more information.
Credit card setup
Before you can post credit card transactions to Bank Reconciliation, you must set up the card using one of two
ways, depending on how you’re using it.
If a customer is using the card, set it up as a bank card.
If your company is using the card, set it up as a check card. You can change your settings using the Credit
Card Setup window.
Checkbooks and cash accounts
Assign each checkbook to its own Cash account to prevent confusion and to make it easier to reconcile checkbooks
to the Cash account in General Ledger. The Cash account must be a posting or allocation account that does not
have any unit accounts assigned as one of the distributions.
If you’re using Multicurrency Management, assign each currency its own checkbooks and Cash accounts. You can
assign each currency to unlimited checkbooks.
If you’re using Receivables Management, Payables Management, or Payroll, verify that your Customer Account
Maintenance, Vendor Account Maintenance, and Employee Maintenance windows are set up to use the Cash
accounts from the correct checkbook. Doing so makes it easier to reconcile your Cash account to the checkbook.
Check and deposit numbers
Check and deposit numbers can be alphanumeric. If you enter alphabetic characters, the numerals—not the letters
—will increment as you process checks and enter deposits.
By defining the next number in the Checkbook Maintenance window, you also are determining the number of
unique numbers that will be available. For example, if you enter CK001 as the next check number, you can enter
only up to 999 unique checks. Be sure to enter a number that’s large enough to accommodate your organization’s
needs.
If alphabetic characters are entered between numbers, only the numbers to the right of the last letter you entered
will be incremented. For example, if the next check number is CK00M18888, the following check number will be
CK00M18889.
Last reconciled date and balance
When you set up new checkbooks, the last reconciled balance is the checkbook’s current balance. You can make
changes to this amount until you reconcile the checkbook for the first time. If you change the last reconciled
balance after saving the checkbook, you must enter an adjustment in General Ledger for the Cash account, because
an adjusting entry won’t be automatically entered.
After you reconcile a checkbook, the amount in the Last Reconciled Balance field is the same as the bank
statement’s ending balance in the Reconcile Bank Statements window. You can’t change this amount using the
Setting up a new checkbook
Use the Checkbook Maintenance window to set up checkbooks. You can add checkbooks at any time, and you can
select one as the default checkbook in other modules’ setup windows. Selecting a default checkbook streamlines
your data entry process.
To set up a new checkbook:
1. Open the Checkbook Maintenance window. (Cards >> Financial >> Checkbook)
2. Enter or select a checkbook ID and enter a checkbook description.

3. If you’re using Multicurrency Management, enter the currency, payment rate type, and deposit rate type IDs.
You must enter a currency ID if you are using Multicurrency Management. You can’t change the currency ID
after you’ve saved the checkbook. The Currency ID lookup window displays only the active currencies a
company has access to.
4. Assign a Cash account to the checkbook.
5. Enter the default entry for the next check and next deposit numbers. Be sure to include leading zeros so you
don’t run out of check and deposit numbers. For example, if you entered a check number of CK001, you
would be able to enter only 999 unique checks.
You can use alphanumeric characters in the check or deposit number fields, but the number must end in a
numeral or it won’t increment properly.
6. Enter the company and bank information. The bank account number should match the account number for
the checking account at the bank.
7. Enter any user-defined information. If you entered user-defined field labels in the Bank Reconciliation Setup
window, those labels appear here. You can use them to track information specific to this checkbook.
8. Enter the balance and date from the last bank statement you reconciled. You can change the balance or the
date until you reconcile your checkbook for the first time in Bank Reconciliation. However, if you change the
last reconciled balance, which is reflected in the checkbook balance, you might need to enter an adjustment
transaction in General Ledger to update the Cash account.
NOTE
After reconciling the first time, the date and balance fields are updated each time you reconcile. You can’t make
changes to these fields using this window.
9. If you’re using Payables Management, enter the payables options.

10. Choose Save to save the checkbook.
11. To print a Checkbook List, choose File >> Print.
Using an existing checkbook
Use this procedure if you have an existing checkbook that you want to continue using in Bank Reconciliation. Any
checkbooks you previously set up appear in Bank Reconciliation when you register the module.
As soon as you register Bank Reconciliation, any transactions assigned to a checkbook are posted to Bank
Reconciliation. For this reason, we recommend that you post all transactions and reconcile your existing
checkbooks before registering Bank Reconciliation.
To use an existing checkbook:
1. Post all transactions that use existing checkbooks.
2. Reconcile your existing checkbooks in your old reconciliation system.
3. Verify the checkbook information using the Checkbook Maintenance window. (Cards >> Financial >>
Checkbook)
If you are using reporting ledgers, the amount shown in the Cash Account Balance field is based on the
ledgers selected in the General Ledger Setup window in the Account Balance for Subsidary Windows list.
For more information on using reporting ledgers, see the General Ledger documentation.
4. Enter the last reconciled date and balance from step 2.
5. Enter new registration keys that include access to Bank Reconciliation.
6. Open the Posting Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Posting >>
Posting)
If you have transactions that were entered and posted in other modules before you registered Bank
Reconciliation, those transactions might have already updated General Ledger. If so, be sure you don’t post
those transactions to General Ledger because duplicate entries will result.
7. Select Financial for the Series and Bank Transaction Entry for the origin, and unmark Post to General
Ledger.
8. Select Bank Deposit Entry for the origin and unmark Post to General Ledger. Choose OK to close the
window.
9. Enter and post outstanding checks and deposits using the Bank Transaction Entry and Bank Deposit Entry
windows.
10. Compare your checkbook balance in the Checkbook Maintenance window to your Cash account balance in
General Ledger to ensure the amounts match.
11. Reopen the Posting Setup window and mark Post to General Ledger for the Bank Transaction Entry and
Bank Deposit Entry origins.
Verify that your customers, vendors, and employees are set up to use the Cash accounts from the
appropriate checkbooks.
Inactivating a checkbook
Use the Checkbook Maintenance window to make a checkbook inactive, which prevents new checks or receipts
from being entered for that checkbook. You can still complete the following tasks when the checkbook is inactive:
Post transactions previously entered in any module.
Void receipts, transactions, or deposits in any module.
Enter deposits with receipts or deposits to clear receipts transactions using the Bank Deposit Entry window.
Enter adjustment transactions using the Reconcile Bank Adjustments window.
Reconcile the checkbook.
To inactive a checkbook:
2. Enter or select a checkbook ID.
3. Mark Inactive.
4. Choose Save to save the checkbook.
Deleting a checkbook
If a checkbook has become obsolete and you’re no longer planning to use it, you can delete it under the following
circumstances.
The checkbook balance is zero.
The checkbook is not associated with any unposted batches or transactions.
The checkbook isn’t assigned to a bank card or a check card in the Credit Card Setup window.
All outstanding checks and deposits have been reconciled.
No Bank Reconciliation history is available for the checkbook.
To delete a checkbook:
1. Back up your company’s data. See the System Setup instructions (Help >> Contents >> select Setting Up
the System) for more information about backing up your system.
2. Use the Checkbook Reports window to print an Undeposited Receipts Report, so you can verify that there
are no undeposited receipts for the checkbook you’re deleting. See Chapter 12, “Reports,” for more
information about creating report options and printing reports.
3. Enter or select the checkbook ID in the Reconcile Bank Statements window to ensure that all transactions
have been reconciled for the checkbook. See Reconciling a bank statement with a checkbook for more
information.
4. Using the Checkbook Maintenance window, verify that the checkbook’s current balance and last reconciled
balance are zero.
If the current balance is not zero, you must enter an increase or decrease adjustment transaction and
reconcile the transaction. See Entering a check, withdrawal, or adjustment transaction for more
information about entering adjustment transactions.
If the last reconciled balance is not zero, you must reconcile your checkbook with a bank statement
ending balance of zero using the Reconcile Bank Statements window. See Reconciling a bank
statement with a checkbook for more information.
5. Using the Credit Card Setup window, remove the checkbook from all bank cards and check cards. See the
System Setup instructions (Help >> Contents >> Setting Up the System) for more information about
setting up credit cards.
6. Verify that the checkbook is not assigned to any batches or transactions in any other modules, unless the
transaction is in the module’s history.
7. Open the Remove Bank History window. (Microsoft Dynamics GP menu >> Tools >> Utilities >> Financial
>> Remove Bank History)
8. Mark the type of history to remove, and mark any other options. Select a checkbook ID range and choose
Insert to insert the range restriction.
9. Choose Process to remove Bank Reconciliation history for all the transactions in this checkbook.
WARNING
Once you remove history, you can’t print any historical information for this checkbook.
11. Enter or select the checkbook ID to delete.
12. Choose Delete.
Use the information in this part of the documentation to ensure that your checkbooks accurately reflect the
transaction detail that appears on your monthly bank statements. You can enter transactions to update your Cash
account and checkbook balances, to enter receipts and deposits, and to reconcile your checkbook.
Chapter 4, “Bank transaction requirements,” describes transaction requirements and posting in Bank
Reconciliation.
Chapter 5, “Multicurrency transactions,” explains multicurrency options you can use in Bank Reconciliation.
Chapter 6, “Checks, withdrawals, and adjustments,” contains information about recording and posting check,
withdrawal, and adjustment transactions.
Chapter 7, “Receipts,” explains how to enter receipt information in Bank Reconciliation.
Chapter 8, “Deposits,” describes how to enter deposits.
Chapter 9, “Bank account transfers,” explains how to transfer funds from one checkbook to another.
Chapter 10, “Bank statement reconciliation,” includes information about reconciling checkbooks.
Chapter 4: Bank transaction requirements
Because Bank Reconciliation integrates with several other modules and has multicurrency functionality, there are
some transaction requirements and recommendations you should understand before using this module.
Bank Reconciliation integration with other modules
Voided transactions that affect Bank Reconciliation
Bank Reconciliation posting
Bank Reconciliation integration with other modules
Whenever you enter a transaction in another module that uses a checkbook, Bank Reconciliation is updated.
Therefore, you should use the Bank Reconciliation transactions only to record those miscellaneous transactions,
receipts, and deposits not recorded elsewhere.
NOTE
If you enter a transaction in another module and then enter it again in Bank Reconciliation, the checkbook and Cash account
will be updated twice and your accounts won’t reconcile properly.
Voided transactions that affect Bank Reconciliation

Transactions that are voided in other modules will be listed on Bank Reconciliation reports. Transactions that were
originally entered before the reconciliation cutoff date and that were voided after the cutoff date are listed as
outstanding transactions. (The reconcile cutoff date is entered in the Reconcile Bank Statements window.)
The Checkbook Register Inquiry window and the Checkbook Inquiry Report list transactions that were voided after
the date range entered for the report as outstanding transactions.
Bank Reconciliation posting
Posting moves transactions to permanent records. In Bank Reconciliation, posted transactions and reconciliation
adjustments update the General Ledger Cash accounts and checkbook balances. When you post deposits, only
Bank Reconciliation is updated, unless you have gains or losses. When you post receipts either in Bank
Reconciliation or in other modules, the General Ledger Cash account is updated. When you post transfers, the
Cash accounts and the checkbook balance all are updated.
NOTE
If you’re using Multicurrency Management, any gains or losses associated with a deposit are posted to the Realized
Gains/Losses account.
Bank Reconciliation uses only transaction-level posting, which means you must enter and post bank transactions
individually. Your settings in the Posting Setup window also must enable transaction-level posting for Bank
Reconciliation. See the System Setup instructions (Help >> Contents >> select Setting Up the System) for more
information about posting setup. You can post only to an open period that’s been set up using the Fiscal Periods
Setup window. Bank Reconciliation records are updated using the date you entered in the Bank Transaction Entry,
Bank Transfer Entry, Reconcile Bank Adjustments, or Bank Deposit Entry windows.
You can enter and save deposits for posting later, but you can save only one deposit with receipts transaction or
one deposit to clear receipts transaction for each checkbook at any given time.
If you choose to post to General Ledger, the transactions appear in a batch in the General Ledger Batch Entry,
Series Posting, and Master Posting windows. If necessary, you can edit the transactions using the Transaction Entry
window in General Ledger. Your General Ledger accounts are updated when you post the batch in General Ledger.
If you’re posting to General Ledger, the audit trail code for the transaction identifies the transaction origin. Receipts
from other modules follow the General Ledger posting specifications set up for the originating modules.
All transactions posted during a single data entry session use the same audit trail code. For example, if you enter
and post five deposits with receipts using the Bank Deposit Entry window, and you close the window, all five
deposits have the same audit trail code and are printed on the same posting journal. Use the audit trail code to
trace the posting sequence of any transaction back to the originating journal.
When you post transactions, deposits, or transfers, and you close the window, the Bank Transaction Posting
Journal, Bank Deposit Posting Journal, or Bank Transfer Posting Journal is printed automatically, if you selected to
print those reports in the Posting Setup window. These posting journals provide details about the transactions or
deposits you posted. After posting, you can view the transaction and deposit information on reprinted posting
journals, or using the Bank Transaction Entry Zoom, Bank Deposit Entry Zoom, or Bank Transfer Entry Zoom
windows.
NOTE
To include Multicurrency information on posting journals and other reports, mark Include Multicurrency Info in the Posting
Setup window.
Chapter 5: Multicurrency transactions

If you’re using Multicurrency Management with Bank Reconciliation, you can choose the currency to enter on
checks.
Rules for multicurrency transactions
Exchange rate and document date
Multicurrency account distributions
Rounding differences
Rules for multicurrency transactions
If you’re using Multicurrency Management, the following rules apply when entering transactions.
You must set up a functional currency for the company before entering transactions. See the Multicurrency
Setup window for more information.
Both the transaction and posting dates must fall within a valid exchange rate period, or you can’t post the
transaction.
Realized gains or losses due to rounding differences are posted to the Realized
Gain and Loss accounts you set up using the Multicurrency Posting Account Setup by Rate Type window. If no
Realized Gain or Loss accounts have been set up using this window, the accounts set up using the Multicurrency
Posting Accounts Setup window or Posting Accounts Setup window are used.
Both the original and functional amounts appear in the scrolling window.
Regardless of whether the checkbook is assigned to the functional or nonfunctional currency, you can make
payments only in the checkbook currency.
NOTE
If you’re using Payables Management, you can make payments in any currency for a checkbook with an assigned functional
currency. If the checkbook being used doesn’t have an assigned functional currency, you can make payments only in the
checkbook currency.
The following rules apply to deposit and receipt transactions.

For checkbooks assigned to the functional currency, you can enter and post deposits with receipts in any
currency that is valid for the company.
When a deposit is voided, the system uses the exchange rate for the original transaction so that the amounts
for the void are calculated correctly.
If a transaction’s currency ID is not in the functional currency, a rate type and associated exchange rate table are
assigned to the transaction. The rate type is the default rate type from the selected checkbook. If one isn’t assigned
to the checkbook, the default rate type for the Financial series specified in the Multicurrency Setup window is used.
You also can choose the Currency ID expansion button to open the Exchange Rate Entry window, where you can
view or modify the default exchange rate.
The document date assigned to a transaction determines the exchange rate to use, based on the currency ID and
associated rate type entered for the transaction. Each time you change the document date on a multicurrency
transaction, the system searches for a valid exchange rate. If a valid rate doesn’t exist, you can enter an exchange
rate using the Exchange Rate Entry window. If you entered a General Ledger posting date that’s different from the
document date, the exchange rate expiration date must be after the posting date.
For multicurrency transactions, distribution amounts are displayed in both the functional and originating
currencies. However, you can change only the originating amounts.
When you’re entering a multicurrency transaction, the originating debit and credit amounts must balance. If the
functional equivalents don’t balance, the difference is posted to a Rounding Difference account, which is displayed
on the Bank Transaction Posting Journal.
Example
You entered a check to pay for supplies in the euro currency for 30,886.59 EUR, which includes marketing supplies
for 15,755.41 EUR, sales supplies for 9,876.89 EUR, and administrative supplies for 5,254.29 EUR. The exchange
rate is 1.0922. The distributions are described in the following table:
Rounding differences
If you’re using Multicurrency Management, your system might calculate a rounding difference and post that
amount to the Rounding Difference account if a transaction’s originating debits and credits balance, but the
converted functional debits and credits don’t balance. The distribution for the rounding difference doesn’t show on
the window, but does show in the posting journal.
Example
You use US dollars as your functional currency and you have a checkbook that uses Swiss francs. The exchange
rate is 1.5 using the divide method, and you enter a transaction for CHF 1,500 that’s going to a Cash account
($1,000 US ). The distributions are described in the following table:
DISTRIBUTION AMOUNT
Account #1 500 CHF ($333.33 US)
Account #2 500 CHF ($333.33 US)
Account #3 500 CHF ($333.33 US)
The total amount distributed is $999.99 US, while the converted amount in the Cash account is $1,000.00 US,
which leaves $0.01 US as a rounding difference.
Chapter 6: Checks, withdrawals, and adjustments
You can record and post transactions related to checks, withdrawals, and other adjustments.
Entering a check, withdrawal, or adjustment transaction
Entering a miscellaneous check
Bank transaction voids overview
Voiding a bank transaction
Entering a check, withdrawal, or adjustment transaction
Use the Bank Transaction Entry window to enter checks, withdrawals, and increase or decrease adjustments.
Use withdrawal transactions to record cash withdrawals from a checkbook. For example, you can record an
insurance payment that is automatically deducted from your checkbook on a monthly basis as a withdrawal
transaction. Withdrawal transactions decrease the checkbook balance when you post.
For adjustments, use the Bank Transaction Entry window to record debit amounts— other than deposits—that
increase the checkbook balance when they’re posted (increase adjustment transactions). Use decrease adjustment
transactions to record amounts that decrease the checkbook balance when they’re posted, such as bank service
charges. See Entering a miscellaneous bank adjustment transaction for information about entering an adjusting
amount after reconciling.
If you’re using other modules such as Payables Management to track certain kinds of checks, you should enter
those check transactions in those modules, not in Bank Reconciliation. Entering them in both places duplicates the
credit from the Cash account and creates an extra check in Bank Reconciliation.
Use the following procedure only to enter transactions that haven’t originated in another module. These
transactions update both the checkbook balance and the General Ledger Cash account when you post.
To transfer funds from one checkbook to another, use the Bank Transfer Entry window. See Chapter 7, “Receipts,”
and Chapter 8, “Deposits,” for information about entering receipts and deposits.
To enter a check, withdrawal, or adjustment transaction:
1. Open the Bank Transaction Entry window. (Transactions >> Financial >> Bank Transactions)
2. Select Enter Transaction, then select a type.

3. Enter the transaction date. To enter a different posting date, choose the Transaction Date expansion button to
open the Bank Transaction Date window. Choose OK to close the window when you finish.
If the transaction date and posting date are the same and you change the transaction date, the posting date
changes, as well. If these two dates aren’t the same, changing the transaction date doesn’t affect the posting
date.
4. Enter or select the checkbook ID for this transaction. The default checkbook ID, check or transaction number,
and Cash account information appears automatically.
If you’re using Multicurrency Management, the currency ID also appears, and you can choose the Currency
expansion button to view or change the exchange rate for the transaction.
5. Enter the name of the payee or payor, the description, and the transaction amount. For the default Cash
account, you can change only the distribution reference.
This transaction amount that appears on the first line of the scrolling window will be posted to the Cash
account for the checkbook. To record a voided check, or to track an alignment form or a damaged check, you
can enter a zero amount for the check amount.
To view information about your multicurrency bank transactions, choose the Amount expansion button to
open the Multicurrency Bank Amounts window.
6. Enter the offset posting accounts and amounts for the transaction.
You can enter either a posting account or a unit account as an offset account to track non-financial amounts
for your bank transactions. An entry to a unit account affects the balance of the selected unit account;
however, it has no effect on the totals or difference displayed at the bottom of the scrolling window.
7. Choose Post to post the transaction. The checkbook balance is updated, and the information is posted to or
through General Ledger, depending on your selection in the Posting Setup window.
8. Close the window. The Bank Transaction Posting Journal is printed if you selected that option in the Posting
Setup window. If you’re keeping history, you can reprint the posting journals using the report options
windows.
If you’re registered for Multicurrency Management, any rounding differences are posted to the Rounding
Differences account and appear on the posting journals, if the Include Multicurrency Info option is marked
in the Posting Setup window.
Entering a miscellaneous check
You can create individual checks to make a one-time payment when you don’t want to create a vendor record for
the person or business you’re paying. Use the Miscellaneous Check window to print checks for one-time purchases
that are not recorded as transactions anywhere else. You can print and post a check from this window, or you can
post checks from this window without printing them.
To enter a miscellaneous check:
1. Open the Miscellaneous Check window. (Transactions >> Financial >> Miscellaneous Check)

3. Enter or accept the default check number and the date.
4. Enter the recipient name in the Pay to field.
5. Enter the amount of the check in the $ field. The amount entered will be converted to words in the Dollars
field. The amount will be the credit entry for the cash account assigned to the checkbook, which can’t be
changed.
6. Enter the recipient address in the Address fields, and type any additional information in the Memo field.
7. Select the check format, and select to print an alignment form or a check.
The transaction amount that appears on the first line of the scrolling window will be posted to the cash
account for the checkbook.
8. Select an offset account using the account lookup button. Type a debit or credit for the account. Press TAB to
move to the next line. Repeat this step for each account you’re entering debits or credits for until the
difference is zero.
If you type a debit and a credit on the same line, the most recent entry will be kept and the previous entry
will be reset to zero.
9. Click Print Check, and then click Post to complete the procedure. You can post the check without printing it,
but you cannot print a check after it has been posted. You can void the check later, if necessary. See Voiding
a bank transaction for more information.
10. Close the window. Depending on your selections in the Posting Setup window, some posting journals might
be printed. Refer to the System Setup Guide for information about setting up posting options (Help >>
Printable Manuals >> System >> System Setup).
Bank transaction voids overview
When you void a posted transaction entered in Bank Reconciliation, the amounts posted to accounts are reversed
and the checkbook balance is updated by the voided transaction amount.
If you’re not keeping history, voided transactions are deleted after posting.
If you are keeping history, voided transactions are stored for auditing purposes. For example, you might
want to track all checks that have been voided so you know why a check number is missing or out of
sequence.
If you must void a transaction you entered in another module, you should use that module to void the transaction
so you keep accurate accounting records throughout the system. When you void the transaction in the originating
module, the checkbook is updated in Bank Reconciliation.
The following conditions must exist before you can void a transaction:
The transaction must exist in Bank Reconciliation. You can use the Checkbook Register Inquiry window to
verify whether the transaction exists. If it does, it appears in the window.
The transaction can’t have been reconciled or previously voided.
The transaction can’t be marked for reconciliation.
The checkbook assigned to the transaction must exist, and a Cash account must be assigned to it.
The transaction must be fully distributed.
If you’re using Multicurrency Management, the currency ID for the checkbook must be active.
Once a transaction has been voided, you can’t reconcile it.
If you’re using Multicurrency Management, your system uses the original exchange rate for the void
transaction to ensure that the General Ledger amounts are the same as the original transaction.
Voiding a bank transaction
Use the Bank Transaction Entry window to void transactions that were entered and posted in Bank Reconciliation. If
you entered and posted a transaction in another module, see that module’s documentation for information about
how to void the transaction.
To void a bank transaction:
2. Select Void Transaction.
3. Enter or select the checkbook ID for the transaction you’re voiding. The default checkbook ID was set up
using the Bank Reconciliation Setup window.
4. Enter or select the transaction number to void. Verify that the transaction is fully distributed.
5. Choose Void to void the transaction. The checkbook is updated and the distributions in the scrolling window
are posted to General Ledger. The debits and credits for the account distributions appear in reverse order
from the transaction that was originally entered.
6. Close the Bank Transaction Entry window. The Bank Transaction Posting Journal is printed. Transactions that
have been voided since you opened the window are marked with an asterisk (*) on the report.
Chapter 7: Receipts
Receipts are any type of payment a business might receive. Once receipts are entered in Bank Reconciliation or
posted in other modules, they are available for deposit. Use the deposit entry procedures to enter deposits for
transactions with and without receipts. You also can clear receipts if you identify individual receipts that should be
removed.
Receipt transactions appear in Bank Reconciliation once they’ve been posted in other modules. However, you
might need to enter cash receipts that aren’t related to a specific customer. For example, your business might
receive an annual utility rebate from your electrical service provider.
Entering miscellaneous receipts
Receipt voids overview
Voiding a receipt
Differences between voiding and clearing receipts
Multicurrency receipts and their effects on deposits
Multicurrency receipt and deposit examples
Entering miscellaneous receipts
Use the Bank Transaction Entry window to enter funds received by your company from another party. Typically,
receipts appear in Bank Reconciliation when cash receipt transactions are posted in other modules. However, you
might need to enter transactions for miscellaneous amounts that weren’t entered in other modules, such as
payments received from employees for employee stock purchases.
When you post a receipt, the Cash account in General Ledger is updated by the amount of the receipt, depending
on your posting setup, but the checkbook balance isn’t updated. When you assign receipts to deposits using the
Bank Deposit Entry window, the checkbook balance is updated by the receipt amounts when the deposit is posted.
To enter a miscellaneous receipt:
2. Select Enter Receipt and a type of Cash, Check, or Credit Card.
3. Enter the transaction date of the receipt. This date appears on posting journals and other reports. To enter a
different posting date, choose the Transaction Date expansion button.
If the transaction date and posting date are the same and you change the transaction date, the posting date
changes, as well. If these two dates aren’t the same, changing the transaction date doesn’t affect the posting
date.
4. Enter or select the checkbook ID for this receipt. The default checkbook ID, receipt number, and Cash
account information will appear automatically. For the default Cash account, you can change only the
distribution reference.
If you’re using Multicurrency Management, the currency ID also appears, and you can choose the Currency
ID expansion button to view or change the exchange rate for the receipt.
5. If you’re entering a credit card receipt, enter a card name. (Bank cards are the only credit cards you can enter
in Bank Reconciliation.) The checkbook ID assigned to the receipt and to the credit card must be the same
before you can post.
6. Enter the name of the payer, a description, and a receipt amount. This amount appears on the first line of the
scrolling window as a debit amount to be posted to the Cash account for the checkbook.
To view information about your multicurrency bank transactions, choose the Amount expansion button to
open the Multicurrency Bank Amounts window.
7. Enter the offset posting accounts and amounts for the receipt.
8. Choose Post to post the receipt. The information is posted to or through General Ledger, depending on your
selection in the Posting Setup window. The checkbook balance isn’t updated until the receipt is assigned to a
deposit and the deposit is posted.
9. Close the window. The Bank Transaction Posting Journal is printed if you selected that option in the Posting
Setup window. If you’re keeping history, you can reprint the posting journals using the report options
windows.
If you’re registered for Multicurrency Management, any rounding differences are posted to the Rounding
Differences account, and appear on the posting journals, if you chose to include Multicurrency Info in the
Posting Setup window.
Receipt voids overview
You can void receipts using the Bank Transaction Entry window. When you void a receipt in Bank Reconciliation, the
amounts posted to accounts when the receipt was posted are reversed.
If you aren’t keeping history, voided receipts are deleted after posting.
If you are keeping history, voided receipts are stored for auditing purposes.
See Differences between voiding and clearing receipts for more information about the differences between
clearing and voiding a receipt.
If you enter a receipt in another module, you should use that originating module when voiding the receipt to
keep accurate accounting records throughout the system. Bank Reconciliation is then updated.
The following conditions must exist before you can void a receipt:
The receipt must exist in the CM Receipt Table. Receipts are stored in the CM Receipt Table after they’ve
been posted. You can use the Bank Deposit Entry window to verify whether the receipt exists in the Table. If
it does, it appears in the window.
The receipt can’t be deposited or previously voided.
The receipt can’t be marked for deposit.
The checkbook assigned to the receipt must exist, and a Cash account must be assigned to the checkbook.
The receipt must be fully distributed.
If you’re using Multicurrency Management, the currency ID for the checkbook must be active.
Once a receipt is voided, you can’t deposit it. If you’re using Multicurrency Management, your system uses the
original exchange rate for the void receipt to ensure that the General Ledger amounts are the same as the original
receipt.
Voiding a receipt
Use the Bank Transaction Entry window to void a receipt in Bank Reconciliation. If you entered and posted a receipt
in another module, see that module’s documentation for instructions about how to void the receipt.
To void a receipt:
2. Select Void Receipt.
3. Enter or select a checkbook ID for the receipt you’re voiding. The default checkbook ID was set up using the
Bank Reconciliation Setup window.
4. Enter or select the receipt number to void. The receipt information appears in the appropriate fields. The
original transaction date and posting date appear as default entries.
5. Verify that the receipt is fully distributed.
6. Choose Void to void the receipt. The distributions in the scrolling window are posted to General Ledger.
7. Close the window. The Bank Transaction Posting Journal is printed. Receipts that have been voided since you
opened the window are marked with an asterisk (*) on the report.
Differences between voiding and clearing receipts
Voiding a receipt reverses the General Ledger distributions for the receipt, including the Cash account distribution.
If you’re keeping history, the voided receipt still appears on reports and in inquiry windows, so you can accurately
track information about the voided receipt. For example, if you accidentally entered and posted the same receipt
twice, you would void one of the receipt transactions to help ensure your data was correct. Remember to void the
receipt in the module where it was originally entered.
Clearing a receipt using the Bank Deposit Entry window removes the receipt from the list of receipts available for
deposit. The account distributions are not affected and the receipt information appears on the posting journal, and
in the inquiry windows, so you can view what was cleared from the checkbook. For example, you might have
posted a single deposit without receipts that covered the amounts for several receipts. Once you receive those
receipts, you must clear them without posting another deposit.
Multicurrency receipts and their effects on deposits
If you’re using Multicurrency Management, you can enter receipts that use a different currency from the ones
assigned to your checkbooks, based on the following rules:
If your checkbook is assigned to the functional currency, you can enter receipts in any currency that’s set up
for your company.
If your checkbook is assigned to a currency that is not the functional currency, you can enter receipts in
either the checkbook currency or in the functional currency for your company.
When you create a deposit for receipts that use non-functional currencies, both the originating and checkbook
amounts appear in the scrolling window of the Bank Deposit Entry window. You might have realized gains or losses
associated with the converted amount. If the exchange rate changes between the date when the receipt is posted
and the date when it’s deposited, the realized gains and losses appear after the receipt is marked for deposit.
The following terms explain how the amounts are displayed in the window:
Originating Amount The receipt’s amount in the original currency of the receipt.
Checkbook Amount The receipt’s amount converted to the currency the checkbook uses.
Realized gains or losses The difference between the calculated functional amount of the originating
receipt, and the functional amount calculated using the deposit exchange rate. A realized gain or loss is
entered in the functional currency and it updates General Ledger, but not the checkbook balance.
NOTE
All the marked receipts for a particular currency use the same exchange rate. You can change the exchange rate for a receipt
by marking the receipt, then choosing the Currency ID expansion button.
Multicurrency receipt and deposit examples

The following examples show what happens with the receipt amounts for a checkbook using the functional
currency, and for a checkbook using a nonfunctional currency.
Functional currency assigned to checkbook
The functional and checkbook currencies both are in US dollars. The following receipts are posted:
ORIGINAL RECEIPT AMOUNT EXCHANGE RATE (MULTIPLY RATE) FUNCTIONAL AMOUNT
€100.00 1.04045 $104.05
CA$100.00 1.3 $130.00
US$100.00 (functional) $100.00
The amounts displayed in the Bank Deposit Entry window before marking receipts are described in the following
table:
ORIGINATING AMOUNT CHECKBOOK AMOUNT REALIZED GAIN/LOSS
€100.00 $104.05 $0.00
CA$100.00 $130.00 $0.00
US$100.00 $100.00 $0.00
When you mark receipts for deposit, your system searches for an exchange rate based on the deposit date and the
currency ID, then calculates the checkbook and functional amounts based on the rate found. If the functional
amount value changes based on the new calculation, you have realized gains or losses, as displayed in the
following table:
CHECKBOOK AMOUNT AND

ORIGINATING AMOUNT EXCHANGE RATE FUNCTIONAL AMOUNT REALIZED GAIN/ LOSS
€100.00 1.150 $115.00 $10.95

CHECKBOOK AMOUNT AND
ORIGINATING AMOUNT EXCHANGE RATE FUNCTIONAL AMOUNT REALIZED GAIN/ LOSS
CA$100.00 1.25 $125.00 ($5.00)
US$100.00 (functional) $100.00 $0.00
If you unmark a receipt, the checkbook amount reverts back to the amount before the receipt was marked, and the
realized gains/losses become zero.
Alternate currency assigned to checkbook
The checkbook amount for each receipt shows the amount calculated using the deposit exchange rate, regardless
of whether the receipts have been marked. For a receipt that originated in an alternate currency, any realized gains
or losses appear after you mark the receipts.
The functional currency is US dollars and the checkbook currency is Canadian dollars. The following receipts are
posted:
ORIGINAL RECEIPT AMOUNT EXCHANGE RATE FUNCTIONAL AMOUNT
$100.00 --- $100.00
CA$140.00 0.65 $91.00
The amounts displayed in the Bank Deposit Entry window before marking the receipt, assuming a deposit
exchange rate of $0.80 US to one Canadian dollar, are described in the following table:
ORIGINATING AMOUNT GL FUNCTIONAL AMOUNT CHECKBOOK AMOUNT REALIZED GAIN/ LOSS
$100.00 $100.00 CA$125.00 $0.00
CA$140.00 $112.00 CA$140.00 $0.00
The amounts displayed in the Bank Deposit Entry window after marking the receipt, assuming a deposit exchange
rate of $0.80 US to one Canadian dollar, are described in the following table:
ORIGINATING AMOUNT GL FUNCTIONAL AMOUNT CHECKBOOK AMOUNT REALIZED GAIN/ LOSS
$100.00 $100.00 CA$125.00 $0.00
CA$140.00 $112.00 CA$140.00 $21.00
Chapter 8: Deposits
Bank Reconciliation enables you to manage your deposits by entering deposits with receipts, without receipts, and
to clear receipts. You also can void deposits.
Bank deposits overview
Entering a deposit with receipts
Deposit totals overview
Entering a deposit without receipts
Clearing a receipt from a deposit
Voiding a deposit
Deleting a deposit
Bank deposits overview
You can enter the following deposit types in Bank Reconciliation:
Use Deposit with Receipts to enter a deposit for receipts that were posted in Bank Reconciliation, or from
another module.
Use Deposit without Receipts to enter a deposit without assigning receipts.
Use Deposit to Clear Receipts to remove a receipt from a list of receipts available for deposit. You also can
use this transaction type to clear individual receipts made as part of a lump-sum deposit.
Use Void Deposit to remove deposits that were entered and posted incorrectly.
Deposits both with and without receipts update the checkbook balance, but not the General Ledger Cash
account. For deposits with receipts, the Cash account is updated when the receipt is posted.
If you’re using Multicurrency Management, however, and you have a realized gain or loss due to an
exchange rate calculation, the Realized Gain or Loss account is updated.
If you need to enter a transaction to update your General Ledger account and your checkbook balance, enter
an increase adjustment in the Bank Transaction Entry window instead of entering a deposit without receipts.
See Entering a check, withdrawal, or adjustment transaction for more information.
You can save deposits to post later; however, you can save only one deposit with receipts or deposit to clear
receipts transaction for each checkbook at a time.
Entering a deposit with receipts
Use the Bank Deposit Entry window to choose the receipts to deposit. All the selected checkbook’s receipts that are
available for deposit appear in the window, including receipts entered in other modules. After you post a deposit
with receipts transaction, the receipts aren’t available for future deposits.
The checkbook balance is updated by the deposit amount when you post. General Ledger isn’t updated, because
the Cash account was updated when the receipts were posted in other modules or in the Bank Transaction Entry
window. To enter a transaction to update General Ledger, you could enter an increase adjustment in the Bank
Negative receipts might appear as selections in the scrolling window if you have a sales deposit that has been
removed from an order or back order in Sales Order Processing; a cash refund for a merchandise return in Sales
Order Processing or Receivables Management; or if the receipt for the original transaction already has been
deposited.
If you’re doing business in Australia or New Zealand and you’re required to include bank and branch information
on the Bank Deposit Worksheet, or if you want to change the bank or branch name for each receipt, you can enter
the information in the Bank Deposit Entry window and use Report Writer to modify the report. See the Report
Writer documentation for more information.
To enter a deposit with receipts:
1. Open the Bank Deposit Entry window. (Transactions >> Financial >> Bank Deposits)
2. Select Enter/Edit and the Deposit with Receipts type.
3. Enter the deposit date. If you’re using Multicurrency Management, the deposit date and currency ID
determine the exchange rate.
To use a different posting date, choose the Deposit Date expansion button to open the Bank Deposit Date
Entry window. Choose OK to close the window when you finish.
4. Enter or select the checkbook ID and description. The next available deposit number and all receipts posted
to the checkbook appear when you select the checkbook ID.
If you’re using Multicurrency Management, the currency ID also appears. To verify your exchange rates,
choose the Currency ID expansion button.
If you previously saved a deposit with receipts for the selected checkbook, that deposit transaction appears.
You can have only one saved deposit for each checkbook.
5. To restrict the number of receipts that appear in the scrolling window, enter a range, then choose Redisplay.
6. Mark each receipt to include in the deposit. To mark or unmark a group of receipts, choose Mark All or
Unmark All.
If you mark a group of receipts, and then you change the receipt type, date range, or currency ID and choose
Redisplay, the previously marked group of receipts remains marked and you can mark additional receipts.
The deposit amount at the bottom of the window is updated each time you mark or unmark a receipt.
7. To change the individual currency and coin amounts or to view total amounts for each receipt type, choose
the Deposit Amount expansion button to open the Deposit Totals window. Choose OK to close the window
when you finish.
8. To print a Bank Deposit Worksheet so you can verify your receipts, choose File >> Print.
9. Choose Save or Post. If you post a deposit, the Bank Deposit Posting Journal is printed when you close the
window, depending on your selections in the Posting Setup window. The posting journal displays deposit
information and all receipts marked for each deposit posted since you opened the window.
Deposit totals overview
The Deposit Totals window displays the number of checks, credit cards, and cash receipts you marked for deposit,
and the total monetary amounts for each type. You can enter separate totals for coin and currency.
Example 1
You entered a cash receipt total of $117.65. The amount of $117.00 appears in the Currency Total Amounts field
and $0.65 appears in the Coin Total Amounts field, as shown in the following table:
NUMBER OF TOTAL AMOUNTS
Checks 4 $28,000.00
Credit Cards 1 $52.00
Currency 1 $117.00
Coin $0.65
Total 6 $28,169.65
If Multicurrency Management is registered, you can browse through this information for each currency.
Example 2
You entered a cash receipt total of $117.65. The actual coin amount is $16.65, and the total for the paper money is
$101.00. If you enter $101.00 in the Currency Total Amounts field, the coin amount is adjusted to display $16.65,
as shown in the following table.
NUMBER OF TOTAL AMOUNTS
Checks 4 $28,000.00
Credit Cards 1 $52.00
Currency 1 $101.00
Coin $16.65
Total 6 $28,169.65
If Multicurrency Management is registered, you can browse through this information for each currency.
Entering a deposit without receipts
Use the Bank Deposit Entry window to enter deposits without receipts to record a lump-sum deposit without
assigning receipts.
For example, suppose you entered a deposit to clear receipts because you didn’t want to assign individual receipts
to a deposit. You can then enter a deposit without receipts transaction for the total amount of the receipts you just
cleared. Unlike deposits with receipts and deposits to clear receipts, you can enter and save an unlimited number of
deposit without receipts transactions for each checkbook.
When you enter a deposit without receipts transaction, the total amount of the deposit appears in the Checks Total
Amounts field in the Deposit Totals window. To enter individual totals for check, credit card, currency, and coin
amounts, choose the Deposit Amount expansion button in the Bank Deposit Entry window to open the Deposit
Totals window.
When you post a deposit without receipts transaction, the checkbook balance is updated by the deposit amount. If
you need to enter a transaction to update General Ledger, enter an adjustment, instead of a deposit without
receipts, in the Bank Transaction Entry window to ensure that the checkbook balance isn’t updated twice. See
Entering a check, withdrawal, or adjustment transaction for more information.
To enter a deposit without receipts:
Select Enter/Edit and the Deposit without Receipts type. Enter the deposit date.
If you’re using Multicurrency Management, the deposit date and currency ID determine the exchange rate.
To use a different posting date, choose the Deposit Date expansion button to open the Bank Deposit Date
Entry window. Choose OK to close the window when you finish.
2. Enter or select the checkbook ID and the description. The next available deposit number appears when you
select the checkbook ID.
choose the Currency ID expansion button.
3. Enter the deposit amount. To break down the deposit into its component monetary types, choose the
Deposit Amount expansion button to open the Deposit Totals window, and enter the correct amounts for
checks, credit cards, currency, and coin. Choose OK to close the window when you finish.
4. To print a Bank Deposit Worksheet so you can verify the information, choose File >> Print.
To print the Multicurrency version of the report, mark Include Multicurrency Info in the Posting Setup
window.
5. Choose Save or Post. If you post the deposit, the Bank Deposit Posting Journal is printed when you close the
window, depending on your selections in the Posting Setup window. The posting journal displays deposit
information for each deposit posted since you opened the window.
Clearing a receipt from a deposit
Use the Bank Deposit Entry window to remove receipts you don’t want to assign individually to a deposit. For
example, if you entered a deposit without receipts transaction because you don’t want to assign individual receipts
to a deposit, you can remove the receipts by entering a deposit to clear receipts transaction. You can save only one
deposit to clear receipts or deposit with receipts transaction at a time for each checkbook.
Use a deposit to clear receipts transaction to remove the receipts from the system, if you have existing receipts that
won’t be assigned to a specific deposit because the amount has already been deposited. When you enter a deposit
to clear receipts transaction, the deposit amount is zero, and the checkbook balance and General Ledger Cash
account aren’t updated when you post. The Cash account was updated when the receipts were posted in subsidiary
modules or in the Bank Transaction Entry window.
To clear a receipt from a deposit:
Select Enter/Edit and the Deposit to Clear Receipts type.
2. Enter the deposit date.
3. Enter or select the checkbook ID and description. The next available deposit number appears when you
select the checkbook ID. If you’re using Multicurrency Management, the currency ID also appears.
If you already entered and saved a deposit to clear receipts transaction, that deposit is displayed, because
you can save only one deposit to clear receipts transaction for each checkbook. To enter a new deposit to
clear receipts or deposit with receipts transaction, you must post or delete the existing deposit first.
4. To restrict the number of receipts visible in the scrolling window, enter a range for the receipts and choose
Redisplay.
5. Mark each receipt to clear. If you mark a group of receipts, and then you change the receipt type, date range,
or currency ID and choose Redisplay, the previously marked group of receipts remains marked and you can
mark additional receipts.
To view total amounts for each receipt type, choose the Deposit Amount expansion button to open the
Deposit Totals window. To print a Bank Deposit Worksheet so you can verify your receipts, choose File >>
Print. To print the Multicurrency version of the report, mark Include Multicurrency Info in the Posting Setup
window.
6. Choose Save or Post. If you post a deposit, the Bank Deposit Posting Journal is printed when you close the
Bank Deposit Entry window, depending on your selections in the Posting Setup window. The posting journal
displays deposit information and all receipts marked for each deposit posted since you opened the window.
Voiding a deposit
Use the Bank Deposit Entry window to void a deposit. Unlike deleted deposits, voided deposits are kept in history,
if you’re keeping bank transaction history. The following table explains what happens when you void the different
deposit types:
VOIDED TRANSACTION WHAT HAPPENS
Deposit with receipt Any receipts assigned to the deposit are unmarked and you
can reassign them to another deposit. The checkbook balance
is updated by the voided deposit amount.
Deposit without receipt The checkbook balance is updated by the voided deposit
amount.
Deposit to clear receipts Any receipts assigned to the deposit are unmarked and you
can reassign them to another deposit. The checkbook balance
is not changed because the balance wasn’t updated when the
actual deposit was posted.
If Multicurrency Management is registered and the receipts on the original deposit had a realized gain or loss, the
amount of the gain or loss is reversed. Your system uses the exchange rate from the original deposit to ensure that
the amounts are updated correctly. If you’re not keeping history, the deposit information is deleted.
The following conditions must exist before a you can void a deposit:
The deposit appears in the Checkbook Register Inquiry window.
The deposit hasn’t been reconciled or voided.
The deposit hasn’t been marked for reconciliation.
The checkbook assigned to the deposit exists and a Cash account is assigned to it.
If you’re using Multicurrency Management, the currency ID for the checkbook is active.
To void a deposit:
2. Select Void.
3. Enter or select the checkbook ID and deposit number to void. The original deposit information is displayed.
4. Choose Void to void the deposit.
5. Close the window. The Bank Deposit Posting Journal is printed. Deposits voided since you opened the
window are marked with an asterisk (*) on the report. To print the Multicurrency version of the report, mark
Include Multicurrency Info in the Posting Setup window.
Deleting a deposit
Use the Bank Deposit Entry window to delete deposits. You can delete a deposit that has been saved, but not
posted. All receipts assigned to the deposit are unmarked and become available for deposit. When you delete a
deposit, historical records are not updated.
To delete a deposit:
2. Enter or select the checkbook ID and deposit number to delete.
3. Choose Delete.
Chapter 9: Bank account transfers
Transferring funds from one checkbook to another ensures that your accounts contain the correct amounts for your
accounting activities. For example, you might want to transfer funds from your general checkbook account to your
payroll checkbook account before each payday.
Transferring funds between checkbooks
Voiding a bank account transfer
Transferring funds between checkbooks
Use the Bank Transfer Entry window to transfer funds from one checkbook to another. The default transfer number
for each transaction increments from the previous number, and the three-letter code is based on your selections in
the Bank Reconciliation Setup window. You can use duplicate transfer numbers.
To transfer funds, both checkbooks must be assigned the same currency, or one checkbook must be assigned to the
functional currency. The multicurrency transfer date and currency ID determine the exchange rate for transfers.
To transfer funds between checkbooks:
1. Open the Bank Transfer Entry window. (Transactions >> Financial >> Bank Transfers)
2. Select Enter Transfer.

3. Enter the transfer number.
4. Enter the transfer date. To use a posting date that’s different from the transfer date, choose the Transfer Date
expansion button to open the Bank Transfer Date window and enter a posting date. Choose OK to close the
window when you finish.
5. Enter the transfer description, which states why you’re transferring the funds. For example, suppose you
need to cover the payroll for December 2019. You might enter Pay December 2019.
6. Enter or select the checkbook ID for the checkbook you’re transferring funds from. The Cash account that’s
set up for the checkbook appears and is the account that’s updated in General Ledger.
7. Enter the distribution reference for the Cash account that you’re transferring funds from.
8. Enter the amount to be transferred.
If you’re using Multicurrency Management and you’re transferring funds between checkbooks that are
assigned to the functional currency, the amount appears in both the Functional Amount and the Amount
fields in the Transfer To column. If you’re transferring funds between checkbooks that aren’t assigned to the
functional currency, the equivalent amount in the functional currency also is displayed.
9. Enter or select the checkbook ID for the checkbook you’re transferring funds to. The Cash account that’s set
up for the checkbook appears and is the account that’s updated in General Ledger.
choose the currency ID expansion button.
10. Enter the distribution reference for the Cash account that you’re transferring funds to.
If you’re using Multicurrency Management, the Transfer To and Functional amounts are displayed.
11. Choose Post. The Bank Transfers Posting Journal is printed when you close the window, based on settings in
the Posting Setup window. Both checkbook balances and Cash accounts are updated to reflect the posted
transfer. The posting journal displays all transfer transactions posted since you opened the window.
Voiding a bank account transfer
When you void transfers, the original transfer date appears. The transfer transaction must meet the following
conditions before it you can void it:
It hasn’t been reconciled or marked for reconciliation in either checkbook.
No other users are editing the transaction.
If you use duplicate transfer numbers, be sure to select the correct transaction from the list in the lookup window.
To void a bank account transfer:
1. Open the Bank Transfer Entry window. (Transactions >> Financial >> Bank Transfers)
Select Void Transfer.
2. Enter or select the transfer number to void. If you’re using Multicurrency Management, your system uses
the exchange rate from the original transfer transaction to ensure that the amounts are updated correctly.
3. Enter or select the transfer number to void.
If you’re using Multicurrency Management, your system uses the exchange rate from the original transfer
transaction to ensure that the amounts are updated correctly.
4. Enter the transfer date, description, and distribution references for the Cash accounts.
5. Choose Void to void the transfer.
6. Close the window. The checkbook balances and Cash accounts are updated to reflect the voided transaction.
The Bank Transfers Posting Journal is printed based on your settings in the Posting Setup window. Transfer
transactions voided since you opened the window are marked with an asterisk.
Chapter 10: Bank statement reconciliation
Reconciling is the process that identifies discrepancies that might exist between a checkbook’s register and the
bank statement for that checkbook. Once you review your bank statement and enter adjusting amounts, you can
reconcile to ensure that the balance in your checkbook matches the balance reported on your bank statement. If
you’re keeping history, transactions become historical records once they’ve been reconciled.
Bank statement reconciliation overview
Reconciling a bank statement with a checkbook
Entering a miscellaneous bank adjustment transaction
Entering cleared differences
Preview reports
Bank statement reconciliation overview
To reconcile your checkbook with your bank statement, mark the transactions that have cleared the bank and check
the amounts against those that appear on the statement. If a transaction cleared the bank for a different amount
than was entered, you can enter the difference and distribute the amount to the posting account of your choice. You
also can enter adjusting entries to track interest income, other expenses or income, and service charges, so that you
can reconcile the checkbook properly. If you’re not keeping history, the transaction information is deleted after
reconciling.
The checks you mark as cleared are reclassified as historical records (if you’re keeping history), and appear on
historical transaction reports after you reconcile.
Reconciling a bank statement with a checkbook
Use the Reconcile Bank Statements window to reconcile the cash-related transaction information you entered with
the transaction information recorded by the banking institution.
NOTE
Before reconciling, back up all your company’s accounting data. See the System Administrator’s Guide (Help >> Contents >>
select System Administration) for more information about making backups.
To reconcile a bank statement with a checkbook:

1. Open the Reconcile Bank Statements window. (Transactions >> Financial >> Reconcile Bank Statement)
2. Enter or select a checkbook to reconcile. You can reconcile both active and inactive checkbooks. If you
previously saved reconciliation information for this checkbook, that information is displayed and you can
edit it.
3. Enter the ending balance and ending date reported on your bank statement.
4. Enter a cutoff date for this reconciliation. Transactions with dates that fall on or before the cutoff date appear
in the scrolling window of the Select Bank Transactions window. If you leave the cutoff date blank, all posted
transactions that haven’t been reconciled or voided are displayed in the Select Bank Transactions window.
The reconcile process will list voided transactions that were created before the cutoff date and voided after
the cutoff date as outstanding transactions.
5. Choose Transactions to open the Select Bank Transactions window.
If you’re editing saved reconciliation information, the transactions you marked previously remain marked.
The totals for the payments and deposits in the cleared transaction section of the Select Bank Transactions
window include only payments and deposits. The totals do not include adjustment transactions.
6. Mark the C column for the transactions that have been cleared by the bank. To enter cleared differences—
transactions that have a cleared amount different from the amount entered in the checkbook—see Entering
cleared differences.
TIP
Use the spacebar to mark the check box. The arrows on the sides of the scrolling window are visual indicators that
show which line you’re currently focused on.
The number of cleared transactions and the total amount are updated as you mark each transaction. You can
view the original entries by selecting a transaction and choosing the Number link.
To mark or unmark a range of documents, select the first transaction to include and choose Range >> Begin
Range. A left arrow symbol (<) appears next to the transaction in the Type column, identifying the beginning
of the range. Select the last transaction to include in the range and choose Range >> End Range. A right
arrow symbol (>) appears next to the transaction in the Type column, indicating the end of the range. An
asterisk appears next to each transaction included in the range. Choose Range >> Mark to mark those
transactions as cleared. Choose Range >> Unmark to unmark a range of transactions.
NOTE
The Cleared Transactions section of this window includes only payments and deposits. Adjustments are not included
in the totals.
To enter adjusting amounts, choose Adjustments to open the Reconcile Bank Adjustments window. See
Entering a miscellaneous bank adjustment transaction for more information. Choose OK to close the
window when you finish.
7. Choose File >> Print and select the reports to print.
The following table describes the reports that you can print:
REPORT DISPLAYS
Reconciliation Edit List Checkbook and bank statement balance information
Bank Adjustments Edit List Adjustment transactions entered using the Reconcile Bank
Adjustments window
Marked Transactions Report Transactions that have been marked as cleared
Outstanding Transactions Report Transactions that haven’t cleared the bank, and that fall
between the bank statement ending date and the cutoff
date entered in the Reconcile Bank Statements window
If you’re using Multicurrency Management, you can print the Bank Adjustments Edit List with both
originating and functional information if you marked Include Multicurrency Info in the Posting Setup
window.
8. Choose Reconcile to reconcile the checkbook. The difference between the adjusted checkbook balance and
the adjusted bank balance must be zero before the system reconciles the checkbook with the bank
statement. The adjustment transactions update Bank Reconciliation, General Ledger, and the checkbook
balance. All cleared transactions and any adjusting entries are transferred to history, if you’re keeping
history.
When the process is complete, the Reconciliation Posting Journal, Bank Adjustments Posting Journal, and Cleared
Transactions Journal are printed. The Last Reconciled Balance and Last Reconciled Date fields for this checkbook in
the Checkbook Maintenance window are updated with the bank statement ending balance and the bank statement
ending date.
Entering a miscellaneous bank adjustment transaction
Use the Reconcile Bank Adjustments window to enter adjustment transactions—such as service charges, interest
income received, and other income or expenses—to adjust the checkbook balances. These adjustments must be
entered in the same currency as the checkbook.
To enter a miscellaneous bank adjustment transaction:
2. Enter or select a checkbook ID, and enter bank statement information.
4. Choose Adjustments to open the Reconcile Bank Adjustments window.
5. Select the transaction type to enter.
6. Enter a transaction date. The bank statement ending date you entered in the Reconcile Bank Statements
window appears as a default entry. If you’re using Multicurrency Management, the transaction date and
currency ID determine the exchange rate for the transaction.
7. Enter or select an account to offset the Cash account.
For example, if you’re entering interest income, you can use an Interest Income account. The adjustment
updates General Ledger and Bank Reconciliation when you reconcile checkbook balances.
The 12-character transaction number appears when you select the transaction type.
8. Enter the adjustment amount. You can enter only positive numbers. The offset and Cash accounts are
debited or credited by this amount, depending on the type of transaction.
9. Repeat steps 5 through 8 until you finish entering the adjusting entries, then choose OK to close the
Reconcile Bank Adjustments window.
Entering cleared differences
Sometimes a check might clear the bank for an amount that’s different than the amount you recorded. When
transactions clear the bank for a different amount than what was posted, and a different cleared amount is entered
in the Cleared Amount Entry window, an information icon appears for those transaction amounts in the Select
Bank Transactions window. This indicates that the cleared amount for the transaction is different from the amount
entered in the checkbook. The posted amount appears in the Select Bank Transactions window, and the cleared
amount appears as the total amount for cleared transactions.
To enter cleared differences:
2. Enter or select a checkbook ID, and enter bank statement information.
4. Select the transaction with the differing amount and choose the Payment or Deposit expansion button to
open the Cleared Amount Entry window.
5. Enter the cleared amount for the transaction. For example, suppose a check was recorded for $17,567.11,
but it cleared the bank for $17,567.13. You would enter $17,567.13 in the Cleared Amount field, and a $0.02
difference would appear in the Difference field.
6. Choose OK to save your changes and close the window. The Select Bank Transactions window is displayed.
7. Choose Adjustments to open the Reconcile Bank Adjustments window.
8. Enter an adjustment for the amount of the difference. Both the checkbook and the Cash account are updated
when you reconcile. As you enter account information and adjusting entries, the reconcile difference is
subtracted from the net adjustment. See Entering a miscellaneous bank adjustment transaction for more
information.
Choose OK to close the window and return to the Select Bank Transactions window.
When you finish, the difference should be zero. If the difference isn’t zero, you should complete the following tasks:
Verify that the correct transactions are marked.
Verify that the transactions were entered correctly.
Enter additional adjusting entries, if necessary.
Preview reports
You can print preview reports before reconciling to verify the transactions you marked as cleared, or the
adjustments you entered. Use the Select Bank Transactions window to print preview reports:
The Reconciliation Edit List displays checkbook and bank statement balance information.
The Bank Adjustments Edit List displays the adjustment transactions you entered.
The Marked Transactions Report displays the transactions you marked as cleared.
The Outstanding Transactions Report displays the transactions that haven’t cleared the bank, and that fall
between the cutoff dates entered in the Reconcile Bank Statements window.
Choose File >> Print in the Select Bank Transactions window to print any or all the reports. The Print
Reconciliation Reports window opens, where you can mark the reports to be printed.
Part 3: Inquiries, reports, and routines

Your system stores a vast amount of detailed information about your cash-related transactions. You can use
inquiries and reports to view and analyze information about a specific transaction, or to obtain general information
about a group of transactions.
This part of the documentation contains procedures for removing history from Bank Reconciliation, and explains
the routine checklists.
Chapter 11, “Inquiries,” explains how to use inquiries to view checkbook information.
Chapter 12, “Reports,” describes how to set up report options and print reports.
Chapter 13, “History,” includes information about storing and removing transaction and reconciliation
history.
Use inquiries to view checkbook register information. Because the inquiry windows provide efficient access to
information, you always can view your current checkbook activity.
Multicurrency inquiries
Reporting currency
Inquiries overview
Viewing checkbook information
Viewing historical checkbook balances
You can view multicurrency amounts in the originating, functional, or reporting currency. Choose View >>
Currency >> Functional, Originating, or Reporting while viewing an inquiry window. The option is saved on a per
user, per window basis.
You also can use the Currency list button in windows that support changing the currency view. The View menu and
currency list button are available in the Checkbook Register Inquiry and Bank Transaction Entry Zoom windows.
The first time you open these windows after registering Multicurrency Management, all the transactions are
displayed in the originating currency. If you change the currency view, the option you used last is the default view
the next time you open that window.
Reporting currency
A reporting currency converts functional currency amounts to another currency on inquiries and reports. For
example, suppose the U.S. dollar is the functional currency for your company. You can set up the euro as your
reporting currency to view an inquiry window with currency amounts displayed in the euro currency.
During the reporting currency setup process in Multicurrency Management, you’ll set up a reporting currency and
enter a default exchange rate and rate calculation method. Depending on how your system is set up, you might be
able to override the default reporting currency exchange rate or rate calculation method on inquiries and reports.
To change the default reporting currency exchange rate, choose View >> Currency >> Modify Reporting Rate to
open the Modify Reporting Rate window.
See the Multicurrency Management documentation for more information about the reporting currency.
Inquiries overview
You can use the Checkbook Register Inquiry window to view reconciled and unreconciled transactions that have
been posted for a checkbook. You also can sort transactions by number or by date, and further limit the
transactions that appear by selecting a range of document numbers or document dates.
You also can view transactions as they were originally entered, using the different links in the Checkbook Register
Inquiry window. You can view more detailed information about the transactions displayed in the scrolling window
by selecting a transaction and choosing the Number link. You can’t view the original transaction entry window if
you’re not keeping history for that module, or if history has been removed.
Viewing checkbook information
Use the Checkbook Register Inquiry window to find out more information about transactions posted to your
checkbooks.
To view checkbook information:
1. Open the Checkbook Register Inquiry window. (Inquiry >> Financial >> Checkbook Register)

3. Select a transaction and choose the Number link to view detailed information about that transaction.
The window that opens depends on what type of transaction you selected from the scrolling window, as is
described in the following table:
TRANSACTION TYPE WINDOW
Deposit Bank Deposit Entry Zoom
Bank Transaction Bank Transaction Entry Zoom
Transfer Bank Transfer Entry Zoom
Payables payments Payables Payments Zoom
Receivables return with check amount Receivables Transaction Inquiry Zoom
NSF checks received Cash Receipts Inquiry Zoom
Check payment on return in Invoicing Invoice Inquiry
Check payment on return in Sales Order Processing Sales Transaction Inquiry
Check payment in Payroll Payroll Check Inquiry

4. To print the Checkbook Register Report for the selected checkbook, choose File >> Print.
Viewing historical checkbook balances
Use the Checkbook Balance Inquiry window to view a checkbook balance for a specific date.
If you are using reporting ledgers, the amount shown in the Current Cash Account Balance field is based on the
ledgers selected in the General Ledger Setup window in the Account Balance for Subsidiary Windows list. For
more information on using reporting ledgers, see the General Ledger documentation.
To view historical checkbook balances:
1. Open the Checkbook Balance Inquiry window. (Inquiry >> Financial >> Checkbook Balance)
2. Enter or select a checkbook ID to view balances for. The current checkbook balance will be displayed in the
Current Checkbook Balance field. Transactions for the checkbook will appear in the scrolling window.
3. You can enter or select a range of dates to view transactions for and choose Redisplay. Transactions for the
selected dates will appear in the scrolling window. The running balance for the checkbook will be displayed
in the Balance column. The balance for the checkbook as of the ending date in the range will be displayed in
the Balance As of field.
4. You can select a transaction and click the Number link to view detailed information about that transaction.
The window that opens depends on the type of transaction you selected from the scrolling window, as is
described in the following table.
Deposit Bank Deposit Entry Zoom
Bank Transaction Bank Transaction Entry Zoom
Transfer Bank Transfer Entry Zoom
Payables payments Payables Payments Zoom

Receivables return with check amount Receivables Transaction Inquiry Zoom
NSF checks received Cash Receipts Inquiry Zoom
Check payment on return in Invoicing Invoice Inquiry
Check payment on return in Sales Order Processing Sales Transaction Inquiry
Check payment in Payroll Payroll Check Inquiry
5. To print the Checkbook Balance Inquiry Report for the selected checkbook, choose File >> Print.
Chapter 12: Reports
You can use Bank Reconciliation reports to analyze checkbook activity and identify errors in transaction entry. Use
this information to guide you through printing reports and working with report options. For more information
about creating and printing reports, and the various reporting tools that you can use with Microsoft Dynamics GP,
refer to your System User's Guide (Help >> Contents >> select Using The System).
Reports information is divided into the following sections:
Bank Reconciliation report summary
Specifying a Bank Reconciliation report option
Bank Reconciliation report summary
You can print several types of reports using Bank Reconciliation. Some reports automatically are printed when you
complete certain procedures; for example, posting journals can automatically be printed when you post
transactions, depending on how your posting options are set up. You can choose to print some reports during
procedures; for example, you can print an edit list when entering transactions by choosing the Print button in the
batch entry window. In order to print some reports, such as analysis or history reports, you must set up report
options to specify sorting options and ranges of information to include on the report. For more information, refer
to Specifying a Bank Reconciliation report option.
The following table lists the report types available in Bank Reconciliation and the reports that fall into those
categories. Reports printed using General Ledger are printed using many of the same windows. See the General
Ledger documentation for information about reports printed in that module.
Specifying a Bank Reconciliation report option
Report options include specifications for sorting options and range restrictions for a particular report. In order to
print Bank Reconciliation reports, you must first create a report option. Each report can have several different
options so you can easily print the information you need. For example, you can create report options for the
Checkbook Register to include any combination of reconciled, unreconciled, and voided transactions.
NOTE
A single report option can’t be included in multiple reports. If you want identical options for several reports, you must create
them separately.
Use the Financial report options windows to create sorting, restriction, and printing options for the reports that are
included in Bank Reconciliation.
To specify a Bank Reconciliation report option:
1. Open a Financial reports window. There are separate windows for each report type.
Reports >> Financial >> Setup
Reports >> Financial >> Checkbook
Reports >> Financial >> Bank Posting Journals
Reports >> Financial >> Bank History
2. Select a report from the Reports list.
3. Choose New or Modify to open the report options window. Your selection in step 2 determines which report
options window appears.
4. Name the option and enter information to define the option. The name you choose for the option won’t
appear on the report. The selections available for defining report options vary, depending on the report type
you’ve selected.
5. Enter range restrictions. The Ranges list shows the available options for each report. The available ranges
vary, depending on the type of report.
NOTE
You can enter only one restriction for each restriction type. For instance, you can insert one Checkbook ID restriction
(CASH to PAYROLL) and one Description restriction (Z-AUSTRALIA to Z-CANADA).
6. Choose Insert to insert the range in the Restrictions List. To remove an existing range from the list, select the
range and choose Remove.
7. Choose Destination to select a printing destination. Reports can be printed to the screen, to the printer, to a
file, or to any combination of these options. If you select Ask Each Time, you can select printing options each
time you print this report option.
8. To print the report option from the report options window, choose Print before saving it. If you don’t want to
print the option now, choose Save and close the window. The report window will be redisplayed.
Chapter 13: History
Historical records provide useful information for auditing. You can keep records of transaction and reconciliation
history for an unlimited number of years. Once you decide how much historical information is necessary, you can
remove information when it’s no longer useful, or when you need to make hard disk space available.
Bank history removal overview
Removing bank history
Bank history removal overview
When you’re using Bank Reconciliation, you can store transaction and reconciliation history, which contains
records of transactions that have been entered, posted, and reconciled. If you keep Transaction/Reconciliation
history, account distribution information is saved and reprint posting journals are available, as long as you chose to
reprint the posting journals in the Audit Trail Codes Setup window.
If you didn’t choose to keep history in the Bank Reconciliation Setup window, documents are removed after they’ve
been reconciled or voided, and reprint posting journals are not available.
IMPORTANT
Before removing history, back up your company’s accounting data. Removing history permanently deletes the historical
information from your company data. See the System Administrator’s Guide (Help >> Contents >> select System
Administration) for more information about making backups.
Because historical records increase the amount of hard disk space needed to run your system, you should remove
history periodically. You can remove the following types of Bank Reconciliation history:
Transaction/reconciliation history Removes detailed records of each reconciled transaction in the range
you specify, including distributions and multicurrency information. Removing transaction history also
removes transfer history.
Voided transactions Removes records of voided transactions, including distributions and multicurrency
information. Voided transactions aren’t removed during the reconciliation process and aren’t removed when
you remove transaction/reconciliation history.
Voided receipts Removes records of voided receipts, including distributions. Voided receipts aren’t
assigned to a deposit and aren’t removed when you remove transaction/reconciliation history.
Removing bank history
Use the Remove Bank History window to remove history, and increase the amount of available space on your hard
disk. After you remove history, you won’t be able to print reports that list the information that was removed, nor
view the information in inquiry windows.
To remove bank history:
1. Open the Remove Bank History window. (Microsoft Dynamics GP menu >> Tools >> Utilities >> Financial
>> Remove Bank History)
2. Mark the type of history to remove.
3. Mark whether to remove history, print a report, or both. The report shows the information to be removed
when you choose Process.
NOTE
Once you remove history for a range of transactions, you can’t reprint the Remove History Report for the selected
range.
4. Select the range of information to remove. Choose Insert to insert the range into the Restrictions list.
You can enter only one restriction for each range type. For example, if you enter a restriction specifying that
only document numbers RCT000000001 through RCT000000100 should be removed, you can’t enter
another restriction for document numbers RCT000000200 through RCT000000500.
Repeat this step for each range to remove.
5. Choose Process to remove history, print the report, or both.
The report that’s printed after you remove history depends on the type of history you removed, as is
described in the following table:
HISTORY REMOVED REPORT PRINTED
Transaction/Reconciliation Transaction/Reconciliation Removal Report
Voided transactions Voided Transactions Removal Report
Voided receipts Voided Receipts Removal Report
Additional Feature Functionality added to Bank Reconciliation

To review detailed information about each feature, click the relevant link below.
Automatically Deposit Cash Receipts
Previously in Dynamics GP, to use the Auto Deposit functionality, the user was required to have Analytical
Accounting installed. In Dynamics GP 2015 R2 and later versions, the Auto Deposit functionality can be used with
or without Analytical Accounting installed. This company setup option allows for cash receipts entered in
Receivables Management to directly update the checkbook balance when posted. You will not be required to post
the cash receipt again from the Bank Deposit Entry window (Transactions >>Financial >> Bank Deposits) in Bank
Reconciliation if you mark this option.
Bank Reconciliation history tracking and transaction remove capability which = better performance
With the release of Dynamics GP 2016 R2 came a great new feature that will help the customers that use Bank
Reconciliation heavily, or have been using Dynamics GP with Bank Reconciliation for a long time. The new feature
is the addition of the Reconciled Transaction Maintenance process! The goal for this additional routine for Bank
Reconciliation will be increased performance for various Bank Reconciliation processes after moving the bulk of
Reconciled Transactions to History.
Don't display inactive checkbooks in Lookups
With the release of Dynamics GP 2018 R2, users can choose to exclude 'Inactive Checkbooks' in the Checkbooks
Lookup window. In earlier versions of Dynamics GP, all Checkbook IDs are displayed in the Checkbooks Lookup
window. The 'Exclude Inactive Checkbooks' option has been added to the Checkbooks Lookup window to
accommodate this new functionality.
Prevent duplicate check numbers
With the release of Dynamics GP 2018 R2, it is possible to prevent using a duplicate check number in the Bank
Transaction Entry, Miscellaneous Checks, and the Payroll Manual Check-Adjustment Entry windows.
In earlier versions of Dynamics GP, it was not possible to prevent users from using duplicate check numbers in the
Bank Transaction Entry, Miscellaneous Checks, and the Payroll Manual Check-Adjustment Entry windows.
When the 'Duplicate Check Numbers' option is unmarked: Dynamics GP will prevent users from using a duplicate
check number in the Bank Transaction Entry, Miscellaneous Checks, and the Payroll Manual Check-Adjustment
Entry windows.
Multicurrency Management in Microsoft Dynamics
GP
You can use Multicurrency Management to set up an unlimited number of currency IDs, rate types, and exchange
rate tables. After setting up Multicurrency Management, you can enter multicurrency transactions using the
originating amounts for the transaction or the equivalent of the amounts in your company’s functional currency.
You can revalue General Ledger accounts, based on current or estimated exchange rates, and revalue Sales and
Purchasing transactions. Multicurrency information can be printed on reports, as well as printing reports specific to
multicurrency. You also can view and compare open-year or historical multicurrency information in detail or
summary form.
This manual is designed to give you an understanding of how to use the featuresof Multicurrency Management,
and how it integrates with the Microsoft Dynamics GP system.
To make best use of Multicurrency Management, you should be familiar with systemwide features described in the
Part 1, Setup, introduces Multicurrency Management and gives detailed instructions on setting up
Multicurrency Management.
Part 2, Inquiries and reports, explains how to use inquiries and reports to analyze your multicurrency
activity.
Part 3, Utilities and routines, provides information about maintaining your multicurrency data and
recognizing gains and losses.
Part 1: Setup
This part of the documentation describes what you need to do to set up Multicurrency Management. These tasks
generally need to be completed once, but you can refer to these instructions at other times to modify or view
existing entries. The following topics are discussed:
Chapter 1, “Multicurrency Management setup,” provides information about how you can set up
Multicurrency Management.
Chapter 2, “Currency setup,” describes how to set up currencies and assign access to these currencies for
each company.
Chapter 3, “Exchange rate setup,” describes how to set up and assign access to exchange rate tables for each
company.
Chapter 4, “Multicurrency company setup,” explains how to set up information for each company that uses
more than one currency.
Chapter 5, “Multicurrency posting account setup,” describes how to select posting accounts for
Multicurrency, currencies, or rate types.
Chapter 1: Multicurrency Management setup
One way of getting started with Multicurrency Management is to follow the setup routine provided with the
system. As you select each step in the setup routine list, the appropriate window used to complete that procedure
opens. You can enter the necessary information in the window, referring to the documentation whenever necessary.
The setup routine information is divided into the following sections:
Before you set up Multicurrency Management
Multicurrency Management setup
Before you set up Multicurrency Management
Before you begin setting up Multicurrency Management, be sure you’ve completed the System Manager and
General Ledger setup procedures. You also should set up
Payables Management and Receivables Management before Multicurrency Management, if you use these
modules. For more information on completing procedures, refer to the General Ledger, Payables Management, or
Receivables Management documentation. For information about setting up your system, refer to your System
Setup instructions (Help >> Contents >> select Setting Up the System).
If you plan to print multicurrency versions of your posting journals, be sure to mark the Include Multicurrency Info
option in the Posting Setup window.
Multicurrency Management setup
When you set up Multicurrency Management, you can open each setup window and enter information, or you can
use the Setup Checklist window (Microsoft Dynamics GP menu >> Tools >> Setup >> Setup Checklist) to guide
you through the setup process. See your System Setup Guide (Help >> Contents >> select Setting up the System)
for more information about the Setup Checklist window.
Chapter 2: Currency setup
During the Multicurrency Management setup process, you will set up currencies and assign access to these
currencies for each company.
The currency setup information is divided into the following sections:
Setting up a currency
Deleting a currency
Assigning access to currencies
Inactivating a currency
Setting up a currency
Use the Currency Setup window to set up the currencies you’ll use in Microsoft Dynamics GP. Currencies are set
up once in Multicurrency Management and can be used in any company.
To set up a currency:
1. Open the Currency Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> System >>
Currency)
2. Enter a currency ID and a description.
3. Enter the ISO code. An ISO code for a currency is a three-letter code used to define the name of a currency.
ISO codes are created by the International Organization for Standardization. Refer to the International
Organization for Standardization Web site (www.iso.org) for a list of ISO currency codes.
4. Enter the currency symbol you want to appear with this currency ID (or choose one from the expansion
button) and select how you want the symbol displayed. As you enter symbol information for the selected
currency ID, the Example field will reflect the selection you’ve made.
5. Select the sign you want to appear with the currency amount when the amount is negative.
6. Select display options for the negative sign.
7. Select the symbol you want to use as the decimal and thousands separator and select the number of decimal
places you want to display.
8. Enter the terminology that you want to appear on Payables checks.
9. Choose File >> Print to verify your entries with a Currency Setup List and Save your entries.
Deleting a currency
Use the Currency Setup window if you’re not planning to use a currency for transactions in the future and want to
delete the currency. A currency can’t be deleted if:
The currency is used on posted or unposted transactions.
Any company has access to the currency.
To delete a currency:
1. Open the Currency Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> System >>
Currency)
2. Enter or select the currency ID for the currency you want to delete.
3. Choose Delete to delete the currency.
4. Choose File >> Print to verify your changes with a Currency Setup List.
Assigning access to currencies
Use the Multicurrency Access Setup window to grant access to currencies for individual companies. After you’ve
set access, each currency that a company has access to will appear for use throughout Microsoft Dynamics GP
when you’re working in that company. Each time you create a new currency ID, be sure to set access using the
following steps.
You can remove currency access by unmarking the Access selection for the company. You can remove access to a
currency if the currency hasn’t been used on a posted or unposted transaction.
To assign access to currencies:
1. Open the Multicurrency Access Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
System >> Multicurrency Access)
2. Select a currency ID.

3. Mark Access for each company that will use the selected currency.
4. Choose File >> Print to verify your entries with a Multicurrency Access Report and click OK to Save.
Inactivating a currency
Use the Multicurrency Access Setup window if you want to temporarily stop using a currency without deleting it or
removing a company’s access to it. For example, if a currency’s exchange rate is fluctuating dramatically, you might
choose to stop conducting business in that currency until the currency stabilizes. All currencies can be inactivated
except your company’s functional currency.
To inactivate a currency:
1. Open the Multicurrency Access Setup window.(Microsoft Dynamics GP menu >> Tools >> Setup >>
System >>> Multicurrency Access)
2. Select the currency ID that you want to inactivate.
3. Mark the Inactive selection for each company that you no longer want to use the selected currency for.
4. Choose File >> Print to verify your changes with a Multicurrency Access Report and choose OK to Save.
Chapter 3: Exchange rate setup
During the Multicurrency Management setup process, you will set up exchange rate tables and assign access to
these for each company.
The exchange rate setup information is divided into the following sections:
Understanding exchange rate tables
How rate variances affect exchange rate tables
Calculation methods for exchange rates
Setting up an exchange rate table
Deleting an exchange rate table
Assigning exchange rates to exchange rate tables
Assigning access to exchange rate tables
Inactivating an exchange rate table
Understanding exchange rate tables
Exchange rate tables are used to store many exchange rates for a single currency. The tables are set up once in
Microsoft Dynamics GP and the exchange rates assigned to the tables are entered periodically. You can use an
exchange rate table in multiple companies if the companies use the same functional currency.
How rate variances affect exchange rate tables
Rate variances limit the amount a rate can change each time you enter a new exchange rate. An exchange rate can‘t
change by more than the variance amount. For example, if the most recent exchange rate is .65321 and the rate
variance you’ve entered is .01000, the next rate you enter must be between .64321 and .66321.
If you don’t want to limit the amount an exchange rate can change (that is, if you want an unlimited variance),
enter 0.000 as the rate variance.
Rate variances are calculated based on the closest previous exchange rate to the date for the rate you’re entering.
For example, if you enter .01000 as the rate variance, the exchange rate table may contain the following exchange
rates:
DATE RATE
December 17, 2017 .65359
December 16, 2017 .64767
December 14, 2017 .65321
When you enter a new exchange rate for December 15, 2017, the rate variance will be based on rate .65321, the
rate for December 14, 2017. The rate won’t be based on the latest rate in the exchange rate table, .65359, the rate
for December 17, 2017.
As another example, assume that you’ve inserted a new rate in the Multicurrency Exchange Rate Maintenance
window. If the new rate is dated July 20, 2017, and the closest prior rate is dated July 19, 2017, those rates will be
compared. If there are two rates entered for July 19, the rate with the latest time will be used. If there are other
rates entered for July 20, the most recent rate will be used based on the time. If the time of the new rate is 14:00:00,
and there is an existing rate entered with a time of 17:32:24, Multicurrency Management will compare the new rate
to the rate with a time of 17:32:24.
Calculation methods for exchange rates
You can select whether the originating currency amount you’ve entered should be multiplied or divided by the
exchange rate to calculate the transaction’s functional equivalent. Many sources for exchange rates will provide
rates based on both calculation methods. Once you’ve selected a calculation method for the exchange rate table, it
can’t be changed.
Exchange rates in Microsoft Dynamics GP can contain up to seven decimal places. If the rate you’re using
fluctuates using more than seven decimal places, your calculations may be more accurate if you use the opposite
calculation method and its rate equivalent when going from a multiply rate to a divide rate. For example, if the
multiply rate is .01029233 one day and is .01029232 the next day, both rates will be entered as .0102923, because
the rates can contain only seven decimal places. But if you change the calculation method to divide and use the
equivalent exchange rate, you can use 97.1597296 as the rate for the first day and 97.1598240 as the rate for the
next day, ensuring that the exchange rates for your transactions are as accurate as possible.
Setting up an exchange rate table
Use the Multicurrency Exchange Rate Table Setup window to set up exchange rate tables, specify the source for the
exchange rates in the tables and select how often you want to update the exchange rate tables.
To set up an exchange rate table:
1. Open the Multicurrency Exchange Rate Table Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup
>> System >> Exchange Table)
1. Enter an exchange rate table ID and description.

2. Enter or select a currency ID you want to use with the selected exchange rate table. Also, enter the source of
the exchange rates, such as a newspaper or bank.
3. Select a rate frequency to indicate how often you plan to enter rates for the selected exchange rate table. If
you select Miscellaneous as the rate frequency, enter the number of days that you want to use an exchange
rate to set the default expiration date.
4. Enter a rate variance (optional).
5. Select a rate calculation method. For more information on the calculation methods, see Calculation methods
for exchange rates .
6. Select a Transaction Rate Default option to determine the exchange rate that will be used when
multicurrency transactions are entered. Each time you enter a transaction, a currency must be selected. If
there isn’t an exchange rate for the transaction date, the option selected here will be used to select the
exchange rate.
Exact Date Select if you want the default exchange rate only to be an exchange rate with the same date as the
transaction date. If there is no exchange rate for the transaction date, there will be no default exchange rate.
Previous Date Select if you want the default exchange rate to be the rate for the closest previous date, if no rate
exists for the transaction date. If an exchange rate exists for the transaction date, that rate will be used as the default
exchange rate. You also will need to enter the number of previous days that you want to search for an unexpired
exchange rate.
If you’ve selected to use a previous date as the transaction rate default and there are no unexpired rates for a
previous date within the number of days you’ve specified as a search limit, the closest future date will appear as the
default exchange rate.
Next Date Select if you want the default exchange rate to be the rate for the closest date after the transaction date,
if no rate exists for the transaction date. If an exchange rate exists for the transaction date, that rate will be used as
the default exchange rate. You also will need to enter the number of previous days that you want to search for an
unexpired exchange rate.
If you’ve selected to use the next date as the transaction rate default and there is none, the closest unexpired rate
prior to the transaction date will appear as the default exchange rate. Only the number of days you’ve specified to
search will be used to determine an unexpired previous rate.
1. Select a limit to search for unexpired rates.
2. Choose File >> Print to verify your entries with an Exchange Rate Table Setup List.
Deleting an exchange rate table
Use the Multicurrency Exchange Rate Table Setup window to delete exchange rate tables you’re not planning to
use for transactions in the future. All exchange rates you’ve entered for an exchange rate table also will be deleted
when the exchange rate table is deleted.
You’ll need to remove the access rights for all companies that have access to the exchange rate table before
deleting the exchange rate table. For more information on removing access, see Assigning access to exchange rate
tables .
To delete an exchange rate table:
1. Open the Multicurrency Exchange Rate Table Setup window. (Microsoft Dynamics GP menu >> Tools >>
Setup >> System >> Exchange Table)
2. Enter or select the exchange rate table ID for the exchange rate table you want to delete.
3. Choose Delete to delete the exchange rate table. All exchange rates you’ve entered for an exchange rate
table also will be deleted when the exchange rate table is deleted.
Assigning exchange rates to exchange rate tables
Use the Multicurrency Exchange Rate Maintenance window to assign individual exchange rates to the exchange
rate tables. The exchange rates can be used by any company that you’ve set up to use Microsoft Dynamics GP. If
you’re planning to use a single exchange rate table with two or more companies, those companies must be using
the same functional currency, that is, the primary currency used for maintaining your account records.
For security on exchange rates, you can select whether or not you want to allow users to remove and modify
exchange rates and override exchange rate variances in the Multicurrency Setup window. You also can assign
passwords to these options. For more information on exchange rate security, see Setting up Multicurrency
Management options .
To assign exchange rates to exchange rate tables:
1. Open the Multicurrency Exchange Rate Maintenance window. (Cards >> System >> Exchange Table)
2. Enter or select an exchange table ID.
3. Enter the date and time for the rate you’re entering. Exchange rates are stored in the exchange rate table
based on the date and time associated with the rate, so you can enter several rates for each day.
4. Enter an exchange rate. You can change the expiration date, but the expiration date must fall on or after the
exchange rate date. You won’t be able to use this rate on transactions dated after the expiration date you
specify.
5. Choose Insert to add the exchange rate to the exchange rate table. You can then continue entering additional
exchange rates and inserting them into the table.
6. Choose File >> Print to verify your entries with an Exchange Rate List and choose Save.
Assigning access to exchange rate tables
Use the Multicurrency Access Setup window to grant exchange rate table rights to individual companies. After
you’ve set access, each exchange rate table that a company has access to will appear for use throughout Microsoft
Dynamics GP when you’re working in that company. Each time you create a new company or exchange rate table,
be sure to set access using the steps in this procedure.
You can remove the exchange rate table access by unmarking the Access selection for the company.
To assign access to exchange rate tables:
2. Select a currency ID. The exchange rates assigned to the currency ID will be displayed.
3. Select an exchange table ID.
4. Mark access for each company that will use the selected exchange rate table. When you’ve selected all the
companies that will have access to this exchange rate table, repeat the process until you’re finished assigning
access.
5. Choose File >> Print to verify your entries with a Multicurrency Access Report.
6. Choose OK to save the entries.
Inactivating an exchange rate table
Use the Multicurrency Access Setup window if you want to temporarily stop using an exchange rate table without
deleting it or removing a company’s access to it. All exchange rate tables can be inactivated.
To inactivate an exchange rate table:
2. Select the exchange rate table ID that you want to inactivate.
3. Mark the Inactive selection for each company that you no longer want to use the selected exchange rate
table.
4. Choose File >> Print to verify your changes with a Multicurrency Access Report. Choose OK to Save
Chapter 4: Multicurrency company setup
Once you have set up systemwide multicurrency information, you will set up information specific to each company
that uses more than one currency. For example, for each company, you need to set up default information, assign
posting accounts, and assign currencies to accounts.
The multicurrency company setup information is divided into the following sections:
Understanding rate types
Default transaction rate types
Currency translation
Setting up Multicurrency Management options
Assigning rate types to exchange rate tables
Understanding rate types
Rate types help you identify exchange tables when entering transactions. You might want to set up different rate
types to use for different transaction types. For example, you might set up Buy and Sell rates types, using the Sell
rate type for purchasing transactions and the Buy rate type for sales transactions. The exchange rates for both rate
types can be taken from the same exchange rate table, or a different exchange rate table could be used for each rate
type.
Three rate types—Buy, Sell, and Average—have been included with Multicurrency Management. You can set up an
unlimited number of additional rate types in the Rate Type ID list. For example, you may want to use different rate
types for a particular customer or vendor but still use the same exchange rate table. By using a different rate type
for the customer or vendor, you also can assign different multicurrency posting accounts to the rate type in order to
track multicurrency gains and losses for that customer or vendor in specific accounts.
Default transaction rate types
You also can set up the rate types that you’ll use as the default rate type for transactions in each series. For
example, you might use the Sell rate type as the default rate type for purchasing transactions and the Buy rate type
as the default rate type for sales transactions. You’ll be able to change the rate type for each transaction, if you want
to do so.
Currency translation
A currency translation allows you to report general ledger amounts in a currency that isn't a transaction’s
functional currency or originating currency. The exchange table and exchange rate information is used to translate
the amounts. The general ledger functional amounts are translated using a currency translation type that is
assigned to each account. There are three currency translation types.
TRANSLATION TYPE DESCRIPTION
Average This translation type uses a single exchange rate for each
general ledger period. The values for the account (including
transaction detail) are converted to the reporting currency
using an average exchange rate for the individual period as
entered in the exchange table. If an exchange rate couldn’t be
found, functional currency amounts are used.
Current This translation type uses a single exchange rate based on the
report date. All values for the account are converted to the
reporting currency using the exchange rate on the as of date
for the report. If an exchange rate couldn’t be found,
functional currency amounts are used.
Historical This translation type uses a single exchange rate based on the
transaction date. When the account is converted to the
reporting currency, the individual transactions that exist for
the account are translated using the exchange rate that was
valid on the transaction date. Then, all summary information
will be re-created for that account, based on the translated
amounts. If an exchange rate couldn’t be found, functional
currency amounts are used.
You can translate general ledger amounts in a specified currency. Management Reporter for Microsoft Dynamics
ERP can use the translated amounts from Microsoft Dynamics GP for reports.
Setting up Multicurrency Management options
Use the Multicurrency Setup window to set multicurrency default entries for a company, such as functional and
reporting currencies, exchange rate options and default transaction rate types.
You also can select the currencies that the company’s functional amounts can be translated to and to assign
exchange rate tables for each currency translation type. You also can select an exchange rate for budget translation
to help you forecast future translated budget amounts.
To set up Multicurrency Management options:
1. Open the Multicurrency Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Financial >>
Multicurrency)
2. Enter or select the functional currency ID. The functional currency is the primary currency that the company
uses for maintaining accounting records. Typically, the functional currency is the currency for the country/region
where the company is located.
If you’ve already entered transactions, when you enter the functional currency you’ll be prompted to use the check
links procedure to update the currency ID for existing transactions. For more information on checking links, refer to
your System Administrator's Guide (Help >> Contents >> select System Administration).
3. Enter or select the reporting currency ID. The reporting currency is used to convert functional currency
amounts to another currency on inquiries and reports. For a subsidiary, the reporting currency typically is
the functional currency of the parent company. You can change the reporting currency at any time.
4. Mark the currencies for translation. Every currency set up in the Currency Setup window is available as a
translation currency.
5. Select the exchange rate table for each currency translation type and for the budget translation for each
translation currency.
6. Enter the exchange rate and rate calculation method to be used when calculating the reporting currency.
7. Select the exchange rate options you want to use and enter passwords. If you leave the password field blank,
no password will be required for that activity.
Use Rates Without Adding to Table Mark to use exchange rates one time without adding them to an exchange
rate table. If you assign a password, it must be entered before using a rate without adding an exchange rate table
during transaction entry or during the revaluation procedure.
Remove/Modify Rates Mark to remove or modify exchange rates in the Multicurrency Exchange Rate Table
Maintenance window. If you assign a password, it must be entered before removing or modifying a rate.
Override Rates Mark to enter a different exchange rate for a transaction, overriding the default exchange rate
from the selected exchange rate table. If you assign a password, it must be entered before overriding an exchange
rate during transaction entry or the revaluation procedure.
Override Rate Variance Mark to override the rate variance that you’ve set up for the exchange rate table. For
example, if the default exchange rate for a transaction is .65321 and the rate variance you’ve entered for the
selected exchange rate table is .01000, the rate you enter to override the default exchange rate must be between
.64321 and .66321. If you mark this option, you can override the rate variance when you’re assigning exchange
rates to exchange rate tables or during transaction entry. For more information on rate variances, see How rate
variances affect exchange rate tables .
If you assign a password, it must be entered before overriding the rate variance during transaction entry or when
you’re assigning exchange rates to exchange rate tables.
Override Reporting Rate Mark to override the reporting currency exchange rate or rate calculation method on
inquiries and reports. If you assign a password, it must be entered before overriding a reporting rate or rate
calculation method.
1. Select the calculation method for the Average Exchange Rate Display. This method can be changed in each
inquiry window if you want.
If the rate you're using fluctuates using more than seven decimal places, your calculations may be more accurate if
you use the opposite calculation method and its rate equivalent when going from a multiply rate to a divide rate.
2. Mark Maintain History if you want to maintain a record of account summary balances for closed fiscal periods.
If you want to maintain multicurrency account history, you also must have selected to maintain General Ledger
account history by marking the Account option in the General Ledger Setup window.
3. Enter additional rate types and select default transaction rate types.
4. Choose File >> Print to verify your entries with a Multicurrency Setup List. Choose OK to Save
Assigning rate types to exchange rate tables
Use the Select Multicurrency Rate Types window to assign rate types for the company you’re working in to the
exchange rate tables you set up for all companies.
Rate types distinguish between different exchange rates, such as a buy rate from a sell rate, by limiting the rate
types to the appropriate exchange rate table. When you enter transactions, the appropriate exchange rate table for
buying or selling can be selected automatically when you enter a currency ID and rate type. For more information
about rate types, see Understanding rate types .
You can use the Multicurrency Setup window to set up an unlimited number of rate types for each company.
You also can select posting accounts based on the rate type. For example, if you sell products and purchase supplies
using the same currency and exchange rate table, you may want to use different posting accounts to track the gains
and losses.
To assign rate types to exchange rate tables:
1. Open the Select Multicurrency Rate Types window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Financial >> Rate Types)
2. Enter or select an exchange table ID.
3. Select the rate type you want to assign to the selected exchange table ID.
4. Choose Insert to insert the selected rate type.
You can assign more than one rate type to an exchange rate table. You can assign the same rate type to two
different exchange tables that use the same currency. However, the two exchange tables must have different
selections in the Base Exchange Rates On field in the Multicurrency Exchange Rate Table Setup window.
5. Choose Accounts to open the Multicurrency Posting Account Setup by Rate Type window to set up
multicurrency posting accounts for each rate type that you've assigned to a currency. For more information,
see Selecting posting accounts for each rate type .
6. Choose Rates to open the Multicurrency Exchange Rate Maintenance window to assign individual exchange
rates to the exchange rate tables. For more information, see Assigning exchange rates to exchange rate
tables Choose Save to save your entries.
Chapter 5: Multicurrency posting account setup
Multicurrency posting accounts are the financial accounts used to track realized and unrealized gains and losses,
offset accounts, rounding differences, and writeoffs. In Multicurrency Management, you can select posting accounts
for the entire module, for specific currencies, or for each rate type assigned to a currency.
This multicurrency posting account setup information is divided into the following sections:
Multicurrency Management posting accounts
Selecting posting accounts for each currency
Selecting posting accounts for each rate type
Assigning currencies to an account
Modifying a range of accounts with multicurrency information
Entering historical multicurrency information for accounts
Multicurrency Management posting accounts
You can choose from the following account types in Multicurrency Management:
ACCOUNT TYPE DESCRIPTION
Realized Gain Used to recognize gain realized due to the difference in

exchange rates between the transaction date and the
settlement date for a multicurrency transaction.
Realized Loss Used to recognize a loss realized due to the difference in

exchange rates between the transaction date and the
settlement date for a multicurrency transaction.
Unrealized Gain Used to recognize a gain due to the difference in the rate
assigned to the transaction and the rate of revaluation.
Unrealized Loss Used to recognize a loss due to the difference in the rate
assigned to the transaction and the rate of revaluation.
Financial Offset Used to recognize the offset amount for an unrealized gain or
loss when financial accounts are revalued.
Sales Offset Used to recognize the offset amount for an unrealized gain or
loss when Sales transactions are revalued.
Purchasing Offset Used to recognize the offset amount for an unrealized gain or
loss when Purchasing transactions are revalued.
ACCOUNT TYPE DESCRIPTION
Rounding Writeoff Used to recognize rounding amounts caused by rounding

rules of some currencies.
Rounding Difference Used to recognize rounding differences caused by calculating

functional currency amounts, based on the originating
amounts and the selected exchange rate.
There are three different windows that you can use to select posting accounts for Multicurrency Management,
depending on the level of detail you want to track.
Use the Posting Account Setup window to set up posting accounts for all currencies and rate types assigned
to a company.
Use the Multicurrency Posting Account Setup window if you want to use different posting accounts for each
currency assigned to a company.
Use the Multicurrency Posting Account Setup by Rate Type window if you want to use different posting
accounts for each rate type assigned to a currency.
See Selecting posting accounts for each currency and Selecting posting accounts for each rate type for instructions
on using the Multicurrency Posting Account Setup and Multicurrency Posting Account Setup by Rate Type
windows. For information about the Posting Account Setup window, refer to the help.
Selecting posting accounts for each currency
Use the Multicurrency Posting Account Setup window to select posting accounts for each currency a company has
access to. For example, you may want to track gains and losses in separate accounts for different currencies. If you
don’t enter posting accounts for a currency, the accounts entered in the Posting Setup window will be used.
To select posting accounts for each currency:
1. Open the Multicurrency Posting Account Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Financial >> Currency Accounts)
1. Enter or select a currency ID.

2. Assign an account to each posting account type.
3. Choose File >> Print to verify your entries with a Posting Accounts List by Currency.
4. Choose Save to save the posting accounts you’ve entered for the selected currency ID. Repeat this
procedure to enter posting accounts for additional currency IDs.
Selecting posting accounts for each rate type
Use the Multicurrency Posting Account Setup by Rate Type window to select posting accounts for each rate type
that you’ve assigned to a currency. For example, you may want to track gains and losses in separate accounts for
the Buy rate type and the Sell rate type for the same currency.
If you entered accounts in the Multicurrency Posting Account Setup window, those account will be the default
entries for the Multicurrency Posting Account Setup by Rate Type window. If you didn’t enter posting accounts in
the Multicurrency Posting Account Setup window, the accounts entered in the Posting Setup window will be used.
To select posting accounts for each rate type:
1. Open the Multicurrency Posting Account Setup by Rate Type window. (Microsoft Dynamics GP menu >>
Tools >> Setup >> Financial >> Rate Types >> Select an exchange table ID in the Select Multicurrency
Rate Types window and choose Accounts)
2. Enter or select a rate type ID.
3. Assign an account to each posting account type.
4. Choose File >> Print to verify your entries with a Posting Accounts List by Rate Type.
5. Choose Save to save the posting accounts you’ve entered for the selected currency ID and rate type. Repeat
this procedure to enter posting accounts for additional currency IDs and rate types.
Assigning currencies to an account
Use the Select Account Currencies window to select the currencies you want to be able to use when posting to an
account. This ensures that amounts will be posted to only those accounts set up for use with multicurrency
transactions. Your functional currency was automatically assigned to all accounts and will not be displayed in the
Select Account Currencies window. To assign currencies to several accounts in an account range, see Modifying a
range of accounts with multicurrency information .
We recommend that you assign all currency IDs to the retained earnings accounts for each company to be sure
that all profit and loss amounts can be closed to the retained earnings accounts.
You also can use the Select Account Currencies window to select a currency translation type to assign to an
account. The translation type you select determines how amounts and transactions are translated into a different
currency.
To assign currencies to an account:
1. Open the Select Account Currencies window. (Cards >> Financial >> Account Currencies)
2. Enter or select an account.
3. Mark Revalue Account if you want to revalue the selected account when the revaluation procedure is
performed. Then, select whether you want to revalue the account based on net change amounts or period
balances. Also, select whether to post the result to the account or the financial offset. Posting to the account
is more accurate. For more information about revaluation, see Chapter 9, “Routines.”
4. Select the currency translation type for the selected account.
5. Select the currencies you want to use when you post transactions to the selected account. You can choose
Mark All or Unmark All if you want to mark or unmark all the currencies shown in the scrolling window.
6. Choose File >> Print to verify your entries with a Multicurrency Accounts List.
Modifying a range of accounts with multicurrency information
Use the Multicurrency Mass Account Update window to update multicurrency account information whenever you
want to modify information for a range of accounts. You can select a range of accounts that you want to mark for
revaluation, or assign additional currencies to the accounts. You also can update currency transaction types for a
range of accounts. The translation type you select determines how amounts and transactions are translated into a
different currency. If you want to update a single account, use the Select Account Currencies window. For more
information, see Assigning currencies to an account .
You can use the copy feature in the Mass Modify Chart of Accounts window to create new accounts, copying the
associated currencies from existing accounts. For more information, see Help >> Index >> Mass Modify Chart of
Accounts window.
To modify a range of accounts with multicurrency information:
1. Open the Multicurrency Mass Account Update window. (Cards >> Financial >> Currency Account Update)
2. Enter or select a segment ID and enter or select the beginning and ending account segments.
3. Choose Insert to insert the range into the Restrictions list. All accounts that meet all restrictions you’ve
entered will be updated. If you don’t enter an account range, all accounts in the chart of accounts will be
updated.
4. Mark Update Currencies to update the currencies associated with the accounts in the selected range. When
you mark this option, the Display, Currency ID, and Currencies fields become available.
5. Mark Select Currencies to enter or select the currencies that will be associated with the account in the range,
or mark All Currencies to include all currencies.
6. Select Mark to assign the selected currencies to the accounts in the range, or select Unmark to unassign the
selected currencies.
7. Mark Update Revalue Option to update the Revalue Account selection in the Select Account Currencies
window for the accounts in the selected range. When you mark this option, the Revalue, By, and Post Results
To fields become available.
8. Choose Mark to revalue the accounts in the range or Unmark to not revalue.
9. Choose whether to revalue the account range based on net change amounts or period balances, if you chose
to revalue.
10. Choose whether to post the revaluation result to the account or the financial offset. Posting to the account is
more accurate.
11. Mark Update Currency Translation to update the accounts in the selected range. When you mark this option,
the Currency Translation Type field becomes available.
12. Select the currency translation type.
13. Choose Update to update the accounts in the selected range.
Entering historical multicurrency information for accounts
Use the Multicurrency Account History window to enter historical multicurrency information for accounts. Account
history is a record of account summary balances for previous periods.
You can enter historical multicurrency information only if you’ve selected to maintain account history using the
Multicurrency Setup and the General Ledger Setup windows.
To enter historical multicurrency information for accounts:
1. Open the Multicurrency Account History window. (Cards >> Financial >> Currency Account History)
3. Select the year and fiscal period for which you want to enter historical multicurrency information.
4. Select whether the originating currency amount should be multiplied or divided by the average exchange
rate to calculate the currency’s functional equivalent. For information about using exchange rates with more
than seven decimal places, see Calculation methods for exchange rates .
5. Select whether to enter and display amounts in the scrolling window using net change amounts or the
account’s period balances.
6. Enter or select the currency ID for the currency in which the amounts originated.
7. Enter the originating amount using net change amounts or period balances, depending on the display
selection you’re using. If you entered multicurrency transactions in the selected period, the average
exchange rate for the period will be displayed; if you haven’t entered multicurrency transactions in the
selected period, you can enter an average exchange rate. The functional equivalent for the originating
amount will be calculated based on the calculation method you’ve selected and the average exchange rate.
You also can enter the functional equivalent and an average exchange rate for the currency; the originating
amount will be calculated automatically. Or you can enter amounts in the Originating Amount and Functional
Equivalent fields and the average exchange rate will be calculated automatically.
The total functional equivalent for the originating amounts you’ve entered and the total for the account (displayed
in the Account History window ) will be displayed. The total functional currency—the total of all the transactions
that were posted using only the functional currency—is calculated as the difference between the total functional
equivalent and the account total.
8. Choose File >> Print to verify your entries with a Multicurrency Account History Report and choose Save.

This part of the documentation includes information about inquiries and reports. Together, these components
allow you to analyze the information you’ve entered into the system. You can analyze transaction and item
information, and then display the information either on the computer screen or on a report. The following topics
are discussed:
Chapter 7, “Inquiries,” describes how to view information in different currencies, account summary
information, and account summary transaction information.
Chapter 6, “Reports,” includes information about multicurrency setup reports, report destinations, and report
options.
Chapter 6: Reports
You can use Multicurrency Management reports as records of multicurrency setup entries, currencies, exchange
rates, and transactions. Many of these reports provide information valuable if you’re planning to modify your setup
options or change the multicurrency information associated with your chart of accounts. Use this information to
guide you through printing reports and working with report options.
For more information about creating and printing reports, and the various reporting tools that you can use with
Microsoft Dynamics GP, refer to your System User's Guide (Help >> Contents >> select Using The System).
Multicurrency Management report summary
Reporting multicurrency information
Specifying a Multicurrency Management report option
Multicurrency Management report summary
You can print several types of reports using Multicurrency Management. Some reports automatically are printed
when you complete certain procedures; for example, revaluation journals can be printed automatically when you
revalue transactions, depending on how your posting options are set up. In order to print some reports, such as
history reports, you must set up report options to specify sorting options and ranges of information to include on
the report. For more information, refer to Specifying a Multicurrency Management report option .
The following table lists the report types available in Multicurrency Management and the reports that fall into
those types.
REPORT TYPE REPORT PRINTING METHOD
Accounts Lists Accounts List Posting Accounts List by Choose File >> Print in the window you
Currency Posting Accounts List by Rate use to complete the procedure.
Type
Setup reports Currency Setup List Exchange Rate Table Choose File >> Print in the window you
Setup List Exchange Rate List Setup List use to complete the procedure or create
Access Report a report option in the General System
Reports window.
Revaluation Reports Revaluation Report Revaluation Journal Automatically printed when you
Distribution Breakdown Register complete the procedure or choose the
Print Report Only option in the
Multicurrency Revaluation window
before posting.
History Reports Account History Exchange Rate Removal Automatically printed after you
Report complete the procedure or choose the
Print option in the selected window
before removing.
Period-end and Year-end Reports Period Consolidation Report Year-End Automatically printed when you
Closing Report Retained Earnings complete the procedure.
Exception Report
Reporting multicurrency information

To print multicurrency versions of your reports and posting journals, you must mark the Include Multicurrency Info
option in the Posting Setup window. If that option is marked, the option to print multicurrency information is
available in some report option windows.
You also can include multicurrency information on some reports by marking the option to print multicurrency
information in the appropriate report option window.
For information about reports that can be printed to include multicurrency information, refer to the reports
summary information in the “Reports” chapter for the Microsoft Dynamics GP module you’re using.
Specifying a Multicurrency Management report option
print several Multicurrency Management reports, you must first create a report option. Each report can have
several different options so that you can easily print the information you need. For example, you can create report
options for the Accounts List that include inactive accounts.
A single report option can’t be used by multiple reports. If you want identical options for several reports, you must
create them separately.
Use the Financial or the System report options windows to create sorting, restriction, and printing options for the
reports that have been included with Multicurrency Management.
To specify a Multicurrency Management report option:
1. Open a Financial or System reports window. There are separate windows for each report type. (Reports >>
Financial >> Account) (Reports >> Financial >> Setup) (Reports >> System >> General)
3. Choose New to open the report options window. Your selection in step 2 determines which report options
window appears.
you’ve selected.
You can enter only one restriction for each restriction type. For instance, you can insert One segment restriction
(1000 to 1200 ) and one category restriction (Cash to Inventory ).
file or to any combination of these options. If you select Ask Each Time, you can select printing options each
For more information about printing reports, refer to your System User's Guide (Help >> Contents >> select
Using The System).
You can use the Multicurrency Management inquiry feature to review multicurrency information for all open
periods or for a historical year in detailed or summary form. Because the inquiry windows provide access to
information in a quick, efficient manner, you’ll always have access to a current view of your company’s financial
status.
Viewing information in different currencies
Changing the reporting currency’s exchange rate
Viewing multicurrency account summary information
Viewing account summary transaction information
Viewing information in different currencies
You can choose whether you want to view multicurrency amounts in the originating, functional, or reporting
currency. Choose View >> Currency >> Functional, Originating, or Reporting while viewing an inquiry window.
The option will be saved on a per user, per window basis.
The first time you open the windows that support changing the currency view after registering Multicurrency
Management, all the transactions will be displayed in the originating currency. If you change the currency view, the
option you last used will be the default view the next time you open that window. Most secondary windows inherit
the view from the window they were opened from.
When you view by reporting currency, the reporting currency amounts will be calculated by taking the functional
currency amounts on the window and multiplying or dividing them by the exchange rate for the reporting currency.
When viewing by reporting currency, label names with “functional” in their name will use “reporting” instead.
You also can use the currency list button in the windows that support changing the currency view. You can choose
Functional, Originating, or Reporting from the currency list button. The option you choose will be saved on a per
user, per window basis.
Changing the reporting currency’s exchange rate
If you mark the Override Reporting Rate option in the Multicurrency Setup window, you can change the reporting
currency exchange rate and calculation method using the Modify Reporting Rate window. You can change the
reporting currency exchange rate and calculation method only for inquiry windows that use the currency list
button. To open the Modify Reporting Rate window, choose currency list button >> Modify Reporting Rate. You
also can open the Modify Reporting Rate window by choosing View >> Currency >> Modify Reporting Rate.
After you change the exchange rate or rate calculation method and choose the OK button, the currency fields in the
inquiry window will be recalculated according to the new exchange rate information. The View >> Currency >>
Reporting option and the currency list button >> Reporting option will display the new exchange rate and
calculation method. In addition, if an open window uses the reporting currency, that window also is updated with
the new exchange rate information. If you want to restore the original exchange rate information entered in the
Multicurrency Setup window, choose the Default button.
Viewing multicurrency account summary information
Use the Multicurrency Account Summary window to view open-year balances in a net change or period-by-period
format for each posting account. All multicurrency activity entered for the selected period and year will be
displayed; the functional amount also can be viewed.
To view multicurrency account summary information:
1. Open the Multicurrency Account Summary window. (Cards >> Financial >> Account >> Enter or select an
account >> Summary >> Currency)
2. Select the open year and period for which you want to view information.
Viewing account summary transaction information
Use the Multicurrency Summary Inquiry window to view summary account balances and multicurrency
information in a net change or period balance format. The window also displays the account’s total balance using
the functional currency.
To view account summary transaction information:
1. Open the Multicurrency Summary Inquiry window. (Inquiry >> Financial >> Currency Summary)
2. Enter or select an account for which you want to view information.
3. Enter or select a year for which you want to view information.
4. Enter or select the period for which you want to view information. If you enter a year and period that has
been set up but doesn’t have any transactions entered in it, the scrolling window will appear empty.

This part of the documentation provides the procedures you need to maintain your multicurrency data or those
you need to complete at the end of a month or period and at the end of either your calendar or fiscal year. The
following topics are discussed:
Chapter 8, “Utilities,” provides information about removing exchange rates and history.
Chapter 9, “Routines,” provides information about revaluing transactions, consolidating and closing a period,
and closing a year.
Chapter 8: Utilities
This part of the documentation contains the procedures you need for removing exchange rates and multicurrency
history.
The utilities information is divided into the following sections:
Removing exchange rates
Multicurrency history removal
Removing exchange rates
Use the Remove Multicurrency Exchange Rates window to remove exchange rates that you’ve entered for
exchange rate tables. You can remove exchange rates as often as you want. For example, you might want to remove
rates from a previous year that you no longer needed.
All exchange rates can be removed, even if they’ve been used on unposted transactions, because the exchange rate
is saved with each transaction.
To remove exchange rates:
1. Open the Remove Multicurrency Exchange Rates window. (Microsoft Dynamics GP menu >> Tools >>
Utilities >> System >> Remove Rates)
2. Choose which range type you want to remove exchange rates for.
3. Enter or select a range of exchange rates to remove.
Only exchange rates common to all restrictions you’ve entered will be removed. For example, if you enter a
currency ID restriction for Japanese yen and a date restriction for February 1, 2016, to February 12, 2016, you’ll
remove only the rates assigned to exchange rate tables using Japanese yen in the specified date range.
5. Choose whether you want to remove the rates, print the report or both.
6. Choose Process to remove the rates. If Print Report was marked, the Exchange Rate Removal Report will
print.
Multicurrency history removal
When removing history in General Ledger, Receivables Management, Payables Management, Purchase Order
Processing, or Sales Order Processing, multicurrency information also is removed, including revaluation activity. (If
you’re maintaining transaction history for Receivables Management and Payables Management, the revaluation
history also is maintained.)
To print accurate historical aged trial balance reports and aged trial balances with options reports, you should
maintain transaction history.
Image
~ A screenshot of a cell phone Description automatically generated
Chapter 9: Routines
Routine procedures include those you complete at the end of a month or period and at the end of either your
calendar or fiscal year.
Revaluation
Accounts used when posting revaluation transactions
Posting to or through General Ledger when revaluing transactions
Apply situations that prevent revaluation
Recognizing gains and losses
Recognizing gains and losses in the Financial series
Specifying accounts to revalue
Recognizing gains and losses in the Sales or Purchasing series
Specifying document types to revalue
Entering translated beginning balance information
Consolidating and closing a period
Closing a year
Revaluation
Revaluation is the process of recalculating the functional currency value of transactions that were recorded in a
currency other than your functional currency, or of recalculating the functional currency balances for accounts that
are held in a currency other than the functional currency, based on a specific exchange rate.
You can indicate whether you want to calculate unrealized gains and losses or realized gains and losses during
revaluation. If you select to calculate unrealized gains and losses, you will have the option to reverse the posting. If
you select to calculate realized gains and losses, you will not have the option to reverse the posting.
Unrealized gains and losses
An unrealized gain or loss can be calculated for a transaction that hasn’t been settled. The unrealized gain or loss is
the amount that would be posted as a realized gain or loss if the transaction was settled at the exchange rate on the
date of the revaluation. When accounts held in a currency other than your functional currency are revalued, the
account’s balance is calculated as if you were to convert the account’s balance to your functional currency on the
revaluation date, and an unrealized gain or loss is posted. You should revalue accounts and post transactions for
unrealized gains and losses so your financial statements reflect your company’s current financial position.
Realized gains and losses
A realized gain or loss can be calculated for a transaction when applying documents in Receivables Management
and Payables Management. A realized gain or loss from revaluation can occur when you revalue accounts or
transactions in the Multicurrency Revaluation window. The exchange rate for the transaction date is compared to
the exchange rate for the date the transaction was settled and a realized gain or loss for the change in the exchange
rate is posted to a realized gain or loss account.
A realized gain or loss from applying documents is the difference in the functional currency values of an originating
currency payment when compared to the original transaction or invoice in the same originating currency that it’s
being applied to.
Accounts used when posting revaluation transactions
The revaluation transactions are posted to the posting account being revalued or to the financial offset account and
the realized or unrealized gain or loss account. You can use the Select Account Currencies window to select which
accounts to revalue and whether to post the revaluation results to the account or to the financial offset. By posting
to the account being revalued, the account reflects the appropriate value due to the gain or loss posted. By posting
to the financial offset account, the offset account is posted with the gain or loss and the posting account’s value
won’t be adjusted for the gain or loss.
The realized and unrealized gain and loss accounts assigned to the rate type and currency are used when posting
revaluation transactions. If an account isn’t assigned to the rate type, the account assigned to the currency is used.
If an account isn’t assigned to the currency, the realized and unrealized gain and loss accounts in the Posting
Accounts Setup window for the Financial series are used.
Posting to or through General Ledger when revaluing transactions
If the Post to General Ledger and Post Through General Ledger options are marked in the Posting Setup window,
the revaluation transactions are posted automatically to the General Ledger tables and appear on reports and in
inquiry windows.
If the Post to General Ledger option is marked, but Post Through General Ledger
Files option isn’t marked, a batch of revaluation transactions is created in General Ledger. You’ll have to post this
batch before the revaluation transactions appear on General Ledger reports or inquiry windows.
If you attempt to post the revaluation transactions without marking Post to General Ledger in the Posting Setup
window, you’ll receive an alert message saying that posting to General Ledger hasn’t been set up when you choose
the Revalue button. If you choose to continue, the revaluation report for the Sales, Purchasing or Financial series is
printed, but no transactions are posted.
Apply situations that prevent revaluation
The following examples show apply situations that prevent the revaluation from occuring. The dates that prevent
the revaluation from occuring are in boldface type.
Example 1:
A credit document has a document date or posting date that is after the cutoff date. The credit document is applied
to a document before or on the cutoff date.
The revaluation posting date is January 31, 2017. The cutoff date is February 1, 2017.
CREDIT DOCUMENT (APPLIED FROM DOCUMENT ON THE

EXCEPTION REPORT)
Document Type: Payment
Document Date: February 5, 2017
Document Posting Date: February 5, 2017

EXCEPTION REPORT)
Applied Date: February 15, 2017
Applied Posting Date: February 30, 2017
Debit document (Applied To Document on the exception

report)
Document Type: Invoice
Document Date: January 31, 2017
Document Posting Date: January 31, 2017
Example 2: The credit document has a document date or posting date before the cutoff date. The credit document
is applied to a document after the cutoff date.
The revaluation posting date is January 31, 2017. The cutoff date is February 1, 2017.

EXCEPTION REPORT)
Document Date: January 31, 2017
Document Posting Date: January 31, 2017
Applied Date: February 1, 2017
Applied Posting Date: February 1, 2017

report)
Document Date: February 1, 2017
Document Posting Date: February 1, 2017
Example 3:
The credit document and the debit document have document dates and posting dates before or on the revaluation
posting date. Both the apply date and the apply posting date for the document are after the revaluation posting
date.
The revaluation posting date is December 10, 2017. The cutoff date is December 10, 2017.

EXCEPTION REPORT)

EXCEPTION REPORT)
Document Date: November 15, 2017
Document Posting Date: November 30, 2017
Applied Date: December 15, 2017
Applied Posting Date: December 15, 2017

report)
Document Date: November 25, 2017
Document Posting Date: December 6, 2017
Recognizing gains and losses

Use the Multicurrency Revaluation window to create and post transactions for gains and losses associated with
fluctuating exchange rates and to print the Revaluation Report, showing gains and losses for multicurrency
transactions if you were to post revaluation transactions. See Recognizing gains and losses in the Financial series
and Recognizing gains and losses in the Sales or Purchasing series .
A revaluation option is a group of selections for revaluing multicurrency amounts. Revaluation options can be
saved and used again in the future. For example, you might set up different revaluation options for period-end and
year-end, using different ranges of accounts and options for posting.
Recognizing gains and losses in the Financial series
Only one rate type per currency can be identified when revaluing General Ledger transactions. Accounts that have
a summary amount for a specified currency ID will be revalued using the same exchange rate, regardless of the
rate type used on the transaction.
To recognize gains and losses in the Financial series:
1. Open the Multicurrency Revaluation window. Microsoft Dynamics GP menu >> Tools >> Routines >>
Financial >> Revaluation)
2. Enter a name for the revaluation option.
3. Mark the Post option if you want to post transactions for gains and losses, or mark the Print Report Only if
you want to print the Revaluation Report without posting.
4. Select the Financial series.
5. Select whether you want to calculate an unrealized or realized gain or loss.
6. Enter the posting date if you are posting the revaluation transactions.
7. Mark the Reversing Transaction option and enter a reversing date, if you want to post reversing transactions
for unrealized gains and losses transactions created in the revaluation procedure.
If you are calculating realized gains and losses, you won’t be able to post a reversing transaction.
8. Select the year and period that you want to revalue transactions in the Financial series.
If you select Current Year or Current Period, the date will be based on the fiscal year for the current user date. If
you select Other Year, you’ll need to enter a year; if you select Other Period, you’ll need to enter a fiscal period.
Only the current year or the most recent historical year can be selected.
If you selected Net Change as the revaluation method for an account using the Select Account Currencies
window, the difference of the account balance between the first and last days in the selected period will be
revalued.
If you selected Period Balances for an account’s revaluation method, the account balance on the last day of
the selected period will be revalued. If you select End of Period as the User Date From option in the scrolling
window, a valid exchange rate will be used for the revaluation based on the period selected.
9. Mark the currency IDs and enter the rate type IDs that you want to revalue.
You can choose Mark All and Unmark All to mark and unmark all currency IDs displayed in the scrolling window.
10. Indicate the date you want to use to determine the exchange rate used for revaluation.
The exchange rate options you’ve selected in the Multicurrency Setup window will be used to determine whether
an exchange rate is valid for revaluation. For example, if you haven’t marked the Override Rates option, you won’t
be able to override the default exchange rate for the date you’ve entered. For more information on these exchange
rate options, see Setting up Multicurrency Management options .
The Enter Rate option can be selected in the Use Date From field only if you’ve marked the Override Rates option
in the Multicurrency Setup window.
11. Choose the Restrictions button to set up a restriction to specify the accounts you want to revalue. See
Specifying accounts to revalue for more information.
12. Choose the Revalue button to revalue the currencies you’ve marked. A separate journal entry in General
Ledger is created for each currency being revalued.
Unrealized and realized gains and losses for the originating currency are recorded as zero amounts with
zeros for the exchange rates.
Unrealized and realized gains and losses for the company’s functional currency are recorded.
The Revaluation Report might be printed, depending on how your system has been set up. This report displays
information about the transactions that were revalued. The Revaluation Summary and Detail Breakdown Registers
also might be printed. These reports display information about the revaluation transactions posted.
Specifying accounts to revalue
Use the Multicurrency Revaluation Restrictions window to set up a restriction to specify the accounts you want to
revalue.
To specify accounts to revalue:
1. Open the Multicurrency Revaluation Restrictions window. (Microsoft Dynamics GP menu >> Tools >>
Routines >> Financial >> Revaluation >> Restrictions button)
2. Select what you would like to sort by. This sorting option determines the order the accounts appear on the
Revaluation Report.
3. Choose whether to include transactions that were entered using the same exchange rate as the rate you’re
using to revalue. If you unmark this option, transactions with no change in the exchange rate and no
unrealized gain or loss won’t be revalued and won’t be printed on reports.
4. Select a range option and segment ID.
5. Select a range and choose Insert. You can enter only one range for each range type. If you enter two ranges,
only accounts that fall into both ranges will be revalued.
6. Choose OK to return to the Multicurrency Revaluation window.
Recognizing gains and losses in the Sales or Purchasing series
When revaluing Sales or Purchasing transactions, you can enter a document cutoff date and choose to revalue
transactions by currency ID or by transaction. If you choose to revalue by currency ID, all transactions using a
specified currency ID will be revalued using the same exchange rate, regardless of the rate type used on the
transaction. If you choose to revalue by transaction, transactions are revalued by the currency and rate type to the
currency and rate type used on the transaction.
If you post reversing transactions for unrealized gains and losses amounts created during the revaluation, the
unrealized gain/loss revaluation amounts won’t update the original transactions. However, distributions will be
created in the subledger and in General Ledger. If you post revaluation transactions and didn’t select to reverse
revaluation transactions, the revaluation amounts will update the original transactions. Distributions also will be
recorded in the subledger and in General Ledger.
Reversing entries will be stored in the same batch as the original revaluation transactions. They will have the same
journal entry number, but will use a different audit trail code.
To recognize gains and losses in the Sales or Purchasing series:
1. Open the Multicurrency Revaluation window. (Microsoft Dynamics GP menu >> Tools >> Routines >>
Financial >> Revaluation)
1. Enter a name for the revaluation option.

2. Mark the Post option if you want to post transactions for gains and losses, or mark the Print Report Only if
you want to print the Revaluation Report without posting.
3. Select the Sales or Purchasing series. Only transactions for open item customers will be revalued in the
Sales series.
4. Select whether you want to calculate an unrealized or realized gain or loss.
5. Enter the posting date if you are posting the revaluation transactions.
6. Mark the Reversing Transaction option and enter a reversing date, if you want to post reversing transactions
for unrealized gains and losses transactions created in the revaluation procedure.
If you are calculating realized gains and losses, you won’t be able to post a reversing transaction.
7. Enter the document cutoff date. This date is used to determine if a document should be included for
revaluation. You won’t be able to enter a document cutoff date that is after the posting date.
8. Select whether to revalue transactions By Currency ID or By Transaction from the Rate Types list.
The By Currency ID option indicates that all transactions using a specified currency ID will be
revalued using the same exchange rate, regardless of the rate type used on the transaction.
The By Transaction option allows transactions to be revalued by the currency and rate type to the
currency and rate type used on the transaction. When this option is selected, you won’t be able to
modify the rate types in the scrolling window.
9. Mark the currency IDs and enter the rate type IDs that you want to revalue. If you selected By Transaction in
the Rate Types list, you won’t be able to modify the rate types in the scrolling window.
You can choose Mark All and Unmark All to mark and unmark all currency IDs displayed in the scrolling window.
10. Indicate the date you want to use to determine the exchange rate used for revaluation.
The exchange rate options you’ve selected in the Multicurrency Setup window will be used to determine whether
an exchange rate is valid for revaluation. For example, if you haven’t marked the Override Rates option, you won’t
be able to override the default exchange rate for the date you’ve entered. For more information on these exchange
rate options, see Setting up Multicurrency Management options .
The Enter Rate option can be selected in the Use Date From field only if you’ve marked the Override Rates option
in the Multicurrency Setup window.
11. Choose the Restrictions button to set up a restriction to specify the document types you want to revalue. See
Specifying document types to revalue for more information.
12. Choose the Revalue button to revalue the currencies you’ve marked.
Unrealized and realized gains and losses for the originating currency are recorded as zero amounts with a zero
exchange rate and a functional currency value.
POSTING RESULTS IN GENERAL LEDGER
Detail One journal entry per document
Summary One journal entry per currency rate type
Summary with account level posting One journal entry per document
The Revaluation Report may print, depending on how your system has been set up. This report displays
information about the transactions that were revalued. The Revaluation Summary and Detail Breakdown Registers
also may print. An exception report will print if apply situations prevent the revaluation from occuring. For more
information, see Apply situations that prevent revaluation .
Specifying document types to revalue
Use the Multicurrency Revaluation Restrictions window to set up a restriction to specify the document types,
customers or vendors you want to revalue.
To specify document types to revalue:
1. Open the Multicurrency Revaluation Restrictions window. (Microsoft Dynamics GP menu >> Tools >>
Routines >> Financial >> Revaluation >> Restrictions button)
2. Select what you would like to sort by. This sorting option determines the order the accounts appear on the
Revaluation Report.
3. Choose whether to include transactions that were entered using the same exchange rate as the rate you’re
using to revalue. If you unmark this option, transactions with no change in the exchange rate and no
unrealized gain or loss won’t be revalued and won’t be printed on reports.
4. Select which document types you want to revalue. Documents with outstanding balances will be included in
the revaluation.
5. Select a range option.
6. Select a range and choose Insert. You can enter only one range for each range type. If you enter two ranges,
only documents, customers or vendors that fall into both ranges will be revalued.
7. Choose OK to return to the Multicurrency Revaluation window.
Entering translated beginning balance information
You can use the Currency Translation window to translate beginning balance information for average and historical
currency translation types. You also can enter translated beginning balance amounts for a new translation currency
or correct translated beginning balance amounts. You don’t translate beginning balances for the current translation
type because the current translation type uses the report date for the exchange rate.
After you set up a translation, beginning balances along with translated beginning balances for the translation
currencies are created by closing a year.
To enter translated beginning balance information:
1. Open the Currency Translation window. (Microsoft Dynamics GP menu >> Tools >> Routines >> Financial
>> Currency Translation)
2. Select the year. Only the available open and historical years are available.
3. Select the currency ID. Only the currencies that you selected as translation currencies in the Multicurrency
Setup window are available for the company you are using.
4. Select the translation type.
Accounts with beginning balances that match the currency translation type display in the scrolling window along
with any previously entered translated amounts. If you are using International Financial Reporting Standards
(IFRS ) ledgers, each account/reporting ledger combination displays as a separate row in the scrolling window.
1. To update multiple accounts with a single exchange rate, enter the exchange rate that will be used when
calculating the translated debit or credit amount.
2. Mark the check box by the account numbers in the scrolling window that you want to translate beginning
balances for.
3. Choose Calculate to calculate the translated amounts for the selected accounts using the exchange rate.
4. You can enter a different exchange rate for an account in the scrolling window to translate amounts. The
exchange rates entered in the scrolling window will not be used if you choose Calculate. You also can enter
translated amounts.
5. Choose Save to the translated balances.
Consolidating and closing a period
When using Multicurrency Management, you can consolidate periods in General Ledger using the Period
Consolidation window and close periods using the Fiscal
Periods Setup window. However, if you’re using Multicurrency Management, the Multicurrency Period
Consolidation Report will print in place of the General Ledger Period Consolidation Report.
This Multicurrency Period Consolidation Report includes all multicurrency transaction detail that was consolidated
into summary information during the period consolidation process.
For more information on consolidating and closing a period, refer to the General Ledger documentation. You also
can refer to the sample reports for more information.
Closing a year
When using Multicurrency Management, you’ll close the year in General Ledger using the Year-End Closing
window. However, the Multicurrency Year-End Closing Report will be printed in place of the General Ledger Year-
End Closing Report.
The Multicurrency Year-End Closing Report displays the profit and loss accounts that were closed to the retained
earnings account when the year-end closing process was complete along with the functional and originating
amounts that were closed.
If you haven’t assigned all currency IDs to your retained earnings account using the Select Account Currencies
window, the Multicurrency Retained Earnings Exception Report also will be printed. This report displays all retained
earnings accounts for which multicurrency transactions were closed, even though the currency for the
multicurrency amounts wasn’t assigned to the retained earnings account. If you didn’t intend to close these
accounts to the retained earnings account, you can use this report to determine the amounts you’ll need for
correcting these transactions.
For more information on closing the year, refer to the General Ledger documentation.
Glossary
Account
The basic record of data—asset, liability, revenue, expense or owner’s equity—in an accounting system. Also, the
identifying alphanumeric characters assigned to the record. See also Posting account.
Account history
A record of account balances for previous years.
Account segment
A portion of the account format that can be used to represent a specific aspect of a business. For example, accounts
can be divided into segments that represent business locations, divisions or profit centers.
Chart of accounts
A list of all accounts that a business maintains in its general ledger.
Comma-delimited field
The standard comma-separated ASCII character format used when exporting a report so that it can be read by
database programs.
Currency symbol
The symbol that has been selected to designate currency amounts on reports nd in windows.
Decimal separator
The symbol used to separate decimal amounts from the whole number in a numerical value.
Exchange rate
The rate of exchange between two currencies on a particular date and time.
Exchange rate source
The service, publication or institution from which exchange rates are obtained. For example, you can use rates from
a local bank, a financial journal or an electronic service such as MSN.
Exchange rate table
A table used to store exchange rates for a unique combination of currencies and rate types. These tables also are
used to define selections for determining the exchange rate that will be used when the currency for a table is
entered on a multicurrency transaction.
Expiration date
The last date on which an exchange rate can be used in transaction entry. Default expiration dates are determined
from using the date the rate was entered and the rate frequency for the exchange table it was assigned to.
Fiscal period
Divisions of the fiscal year, usually monthly, quarterly or semiannually, for which transaction information is
summarized and financial statements are prepared.
Fiscal year
An accounting cycle composed of up to 367 periods, spanning the number of days in a year. In Australia and New
Zealand, the fiscal year is referred to as a financial year.
Functional amount
The equivalent transaction amount in the functional currency for a multicurrency transaction amount that was
entered using an originating currency. This amount sometimes is referred to as the functional equivalent of the
originating amount.
Functional currency
The primary currency in which a company maintains its financial records. Typically, the functional currency is the
currency for the country/region where the company is located.
Functional equivalent
See Functional amount.
Inactivate
The process of making a currency or exchange rate table inactive.
Inquiry
A feature that allows you to review openyear and historical information.
Mass modify
A process in which ranges of accounts are copied, moved, deleted, or inactivated.
Multiple companies
Companies for which separate data folders have been established. The multiplecompany feature allows you to
keep a separate set of financial information for each company you operate.
Offset account
In double-entry accounting, the second account used to balance a transaction, making debits equal credits.
Originating amount
The transaction amount in the originating currency for a multicurrency transaction. Originating amounts are
posted using their corresponding functional amounts, sometimes referred to as functional equivalents.
Originating currency
The alternate currency that a multicurrency transaction was conducted in.
Period consolidation
A procedure that will total transaction detail into a single summary amount to be carried forward to the next
period. This procedure is optional, and can be used if detailed information is no longer needed for a specific period.
Posting account
A financial account that tracks assets, liabilities, revenue or expenses. Amounts posted to these accounts appear on
the Profit and Loss Statement, the Balance Sheet and other financial reports if you are using General Ledger. See
also Account.
Rate calculation method
A mathematical operation specified for calculating rates on an exchange rate table, or for displaying amounts in
summary and inquiry windows. The operation is used to calculate a functional currency amount from the
originating currency amount and a specified exchange rate.
Rate frequency
The frequency you want to enter new exchange rates for an exchange rate table. The rate frequency is used to
determine the length of time an exchange rate will be valid. For example, you can mark a rate as valid for a single
day, week, month, quarter or year. The rate frequency will determine the expiration date for each rate, based upon
the day the rate is entered.
Rate type
A selection used to identify different exchange rate tables for one currency that are used for different purposes. For
example, you might set up exchange rate tables with a Buy rate type for sales transactions and a Sell rate type for
purchasing transactions.
Rate variance
A range you can specify to limit the amount the exchange rate can fluctuate when you enter a new exchange rate in
an exchange rate table or during transaction entry. For example, if the default exchange rate is .68450 and the rate
variance is .01000, you could enter any exchange rate between .67450 and .69450.
Realized gain
Gain realized due to the difference in exchange rates between the transaction date and the settlement date for a
multicurrency transaction.
Realized loss
Loss realized due to the difference in exchange rates between the transaction date and the settlement date for a
Report option
A collection of entries that specify the amount of information or the type of information that appears on a report.
Multiple report options can be created.
Reporting currency
A currency that allows you to convert functional values to another currency in inquiries and on reports by using a
spot rate.
Retained earnings
The balance of the owners’ equity that is being retained in the business or corporation.
Retained earnings account
The account to which the balances of current-year profit and loss accounts will be transferred during the year-end
closing.
Revaluation
The process of recalculating account balances to reflect the change in exchange rates between the transaction date
and the revaluation date. The transaction gain or loss is considered unrealized when calculated for reporting
purposes, and realized if the debt is paid or the revenue is received.
Rounding difference account
A multicurrency posting account that is used to recognize a difference between debit and credit amounts for
originating transaction amounts. The difference may be due to how amounts are split to update posting accounts
using the exchange rate for the transaction.
Spot rate
The exchange rate used for the day.
Tab-delimited field
The tab-separated ASCII character format used when exporting a report so that it can be read by worksheet
programs, such as Microsoft Excel®.
Text file (Text only )
A file format that saves reports as text without formatting. This option should be used when the application to
which you’re converting the document is unable to read any of the other file formats.
Thousands separator
The symbol used to separate thousands in a numerical value.
Transaction rate default
A selection that determines the exchange rate that will appear as the default rate during transaction entry if a valid
exchange rate for the day and time of the transaction does not exist.
Translation method
A selection that determines how financial statement amounts will be translated from one currency to another.
When a translation method is selected, the current exchange rate, an average exchange rate or a specified historical
exchange rate will be used to determine the report amounts.
Unrealized gain
Gain due to the difference in exchange rates between the transaction date and the revaluation date for a
Unrealized loss
Loss due to the difference in exchange rates between the transaction date and the revaluation date for a
Year-end closing
The process used to transfer current-year amounts to last-year amounts.
Cash Flow Management
You can use Cash Flow Management to predefine an opening balance for a forecast, based on a single cash
management transaction or a specific General Ledger account balance. You also can base a forecast on one or
more checkbook balances with or without work/adjust transactions, such as deposits, payments, and reconciliation
adjustments that are not part of the checkbook balance.
Cash Flow Management is installed automatically when you install Microsoft Dynamics® GP. You must have the
appropriate registration keys to use it, however. For additional information about entering registration keys, refer to
the Installation Instructions manual.
You also can use Cash Flow Management to complete the following tasks:
Create an unlimited number of cash flow forecast definitions
Forecast cash flows in different ways
Create scenarios without actually recording transactions
Summarize daily inflows and outflows of cash in the calendar window
View the summary of any given day’s cash inflow and outflow • Obtain weekly—detailed or summary—and
monthly calendar reports
What’s in this manual
This manual is designed to give you an understanding of how to use the features of Cash Flow Management, and
To make best use of Cash Flow Management, you should be familiar with systemwide features described in the
The manual is divided into the following chapters:
Chapter 1, “Cash flow forecasts and transactions,” explains how to set up cash flow forecast definitions and
enter cash flow transactions, and how to troubleshoot common problems.
Chapter 2, “Inquiries and reports,” describes how to forecast day-to-day cash flow balances.
Chapter 1: Cash flow forecasts and transactions

You can create and keep an unlimited number of cash flow forecast definitions. The cash flow forecasts that you
define will be displayed in the Cash Flow Calendar and the Cash Flow Explorer.
“What if” transactions (external inflow and outflow transactions that are not actually entered in Great Plains) let
you see what effect actual transactions will have on your cash flow.
Setting up cash flow forecasts
Entering “what if?” cash flow transactions • Troubleshooting
Setting up cash flow forecasts
The Cash Flow Forecast window is divided into four main sections: Financial, Sales, Purchasing, and General. You
will use these sections to customize your cash flow forecast as follows:
Financial This section specifies the opening balance of your forecast. Choose checkbook ID balance(s), a flat
amount, and/or a General Ledger account balance.
Sales This section specifies whether your forecast will include transactions from Receivables (Open and/or Work)
and/or Sales Order Processing documents.
Purchasing This section specifies whether your forecast will include transactions from Payables (Open and/or
Work) and/or Purchase Order Processing documents.
General This section specifies whether your forecast will include Cash Flow Transactions and the number of weeks
the Explorer Reports will display.
To set up cash flow forecasts:
1. Open the Cash Flow Forecast window. (Great Plains menu>> Tools >> Setup >> Financial >> Cash Flow
Forecast)
2. Enter or select a Forecast ID.

3. To save this Forecast ID as the default forecast, mark the Default option. The default forecast appears in both
the Cash Flow Calendar and the Cash Flow Explorer. You can change the default forecast at any time, by
selecting another Forecast ID and making it the default.
If you create multiple forecasts, it is recommended that you select one as the default forecast. If you do not
select a default, Cash Flow Management automatically selects the first forecast as the default.
4. Enter a description for the Forecast ID selected.
5. To include an opening balance in your forecast, mark the appropriate options. You may include a specific
amount, an account balance, and/or the balance of one or more checkbooks.
Select the checkbook IDs that you wish to include. To mark all checkbooks, mark the All check box. To unmark all
checkbooks, unmark the All check box.
If Multicurrency Management is registered, you must enter an exchange rate and select either the Multiply or
Divide method for any non-functional currency checkbooks selected. Cash Flow Management will use this
information to convert the non-functional currency checkbook balance into your functional currency. Functional
currency checkbook IDs do not require an exchange rate.
To include deposits, payments, and reconciliation adjustments that are not part of the Checkbook ID balance, mark
Include Work/Adjustment Transactions (only available for marked checkbooks).
If Bank Reconciliation is registered, payments or deposits received with Sales documents will be displayed as
negative values in the Calendar and Explorer. Cash Flow Management works this way to prevent doubling up these
amounts which may already be included in the forecast ID if the checkbook including these deposits is marked.
IMPORTANT
If you enter individual transactions to your general ledger, as in Quick Journal entries for example, these transactions will not
follow through to your checkbook and will not be included in Cash Flow Management forecasts. Always post transactions
directly to your checkbook to avoid creating this situation.
1. To include Receivables Management transactions in your forecast, mark the appropriate options. You may
include Open (posted) transactions and/or Work (unposted) transactions. Open transactions will include
scheduled payments.
2. To include Sales Order Processing Documents—orders, back orders and unposted Sales Order Processing
invoices and returns, mark the Sales Order Processing Documents option.
To include all non-expired quotes, mark the Include Quotes option (available only if you include Sales Order
Processing Documents).
3. If you included Receivables Management transactions and/or Sales Order Processing Documents, select
one of the following date options for the system to calculate the expected cash inflow:
Due Date Based on the transaction due date (default).
Average Days Based on the number of days a customer has taken to pay invoices in full since you began doing
business together (Avg. Days Life-toDate). For more information about Average Days, see the Receivables
Management documentation.
Sales transactions (Receivables Management and Sales Order Processing) will display in Cash Flow forecasts on
the requested ship date of the line item plus the date option you select--either Due Date or Average Days. For
example, if you select Average Days and the Average Days to pay for this customer is 35 days, for a requested ship
date of June 1/06 the inflow transaction will be included in Cash Flow forecasts on July 5/06 (35 days from the
requested ship date). If the requested ship date is not available, the system will use the document date instead.
Trade discount, freight, miscellaneous, taxes and any payments received will display in forecasts on the document’s
requested ship date plus the customer’s terms. If the document does not have a requested ship date, the system
will use the document date instead.
For purchase orders that are entered as Blanket, or Drop -Ship Blanket, the control line amount is excluded from
the amounts shown for the Cash Flow Calendar and Cash Flow Explorer.
1. To include Payables Management transactions in your forecast, mark the appropriate options under
Purchasing. You may include Open (posted) transactions and/or Work (unposted) transactions.
2. To include Purchase Order Processing Documents, mark the Purchase Order Processing Documents option.
Purchase Order Processing transactions will display in the Cash Flow Calendar and the Cash Flow Explorer on the
required date of the line item plus the vendor’s terms. For example, if the required date for a particular line item is
Jan 15/06 and the vendor’s terms are Net 30, this outflow transaction will display in your Cash Flow forecasts on
Feb 14/06. If the required date is unavailable, the system will use the document date instead.
If you include Purchase Order Processing documents, trade discount, freight, miscellaneous, and tax will
automatically be included in your forecasts as well. The entire trade discount, freight, miscellaneous, and tax
amount will be included in forecasts until the document is either closed or canceled. Trade discount, freight,
miscellaneous, and tax will display in the Cash Flow Calendar and the Cash Flow Explorer on the required date of
the document plus the vendor’s terms.
1. To include “what if?” transactions that need to be considered when forecasting but which are not entered into
the Great Plains system*,* mark the Cash Flow Transactions option.
You will enter the “what if?” transactions manually in the Cash Flow Transactions window. To drill down to the Cash
Flow Transactions window, click on the expansion button. Refer to Entering “what if?” cash flow transactions for
more information.
1. The Explorer Report Option box defines the number of weeks of information that the Cash Flow Explorer
reports will contain. Enter the number of weeks you want the Cash Flow Explorer to report.
2. Choose Save to save the changes you’ve made in the Cash Flow Forecast window.
Clicking the About button will display the Cash Flow Management, Great Plains, and Dexterity® versions.
Entering “what if?” cash flow transactions
Cash Flow Management allows you to enter “what if” transactions (external inflow and outflow transactions that
are not actually entered in Great Plains) to see what effect these transactions will have on your cash flow. These
transactions will be displayed in both the Cash Flow Explorer and the Cash Flow Calendar for any forecast with the
Cash Flow Transactions option marked in the Cash Flow Forecast window. (If the Calendar is launched from
Explorer, only the Forecast ID selected in Explorer will launch in Calendar.)
To enter “what if?” cash flow transactions:
1. Open the Cash Flow Transactions window. (Great Plains menu >> Tools >> Setup >> Financial >> Cash Flow
Transaction)
1. From the bottom-left drop-down list, select one of the following sorting methods for the transactions:
Sequence # Transactions will be displayed as they were entered originally (default).
Due Date Transactions will be displayed in ascending date order.
1. In the Due Date column, enter the transaction’s due date.
2. In the Description column, enter a description for the transaction (optional).
3. In the Amount column, enter the transaction amount. To enter a negative or outflow amount, enter a minus
(-) in front of the amount.
4. Repeat steps 3 through 5 until you have entered all the transactions you wish to enter.
TIP
To delete a row, put your cursor in the row you wish to delete. From the menu bar, choose Edit >> Delete Row. To insert a
row, put your cursor in the row below the desired row. From the menu bar, choose Edit >> Insert Row.
Troubleshooting
This section explains common problems you might have with Cash Flow Management. Before calling Product
Support, check this section to see if there is an easy solution to the problem you are having.
Missing checkbook transactions
Situation: Individual transactions entered to my general ledger in Quick Journal entries are not included in Cash
Flow Management forecasts. Why?
Solution: Individual transactions entered to your general ledger, as in Quick Journal entries, do not follow through
to your checkbook and will not be included in Cash Flow Management forecasts. Always post transactions directly
to your checkbook to avoid creating this type of problem OR use the Cash Flow Transaction window to record
these general ledger entries.
Different currency checkbook
Situation: One of my checkbook IDs is a different currency. How can I get a consolidated look at my overall cash
position in my home currency?
Solution: Cash Flow Management includes all checkbook IDs marked in the Cash Flow Forecast window.
Checkbook IDs with a different currency from the functional currency will be included in cash flow forecast but will
appear in the functional currency only.
Chapter 2: Inquiries and reports

Use the Cash Flow Calendar and the Cash Flow Explorer to perform inquiries. You can use the same windows to
generate the following reports:
Weekly Summary Report
Weekly Summary by Source Report
Weekly Detail by Source Report
Monthly Calendar Report
Using the Cash Flow Calendar window
Transaction inquiry using Cash Flow Explorer
Printing weekly reports
Printing the Monthly Calendar report
Using the Cash Flow Calendar window
The Cash Flow Calendar displays inflows and outflows based on the default forecast you set up in the Cash Flow
Forecast window. You can use the Cash Flow Calendar to scroll to different months, or to open to a specific day and
view your transactions.
In the Cash Flow Calendar, outflows appear in red, inflows appear in blue, and the balance to date is shown in
black.
To use the Cash Flow Calendar window:
1. Open the Cash Flow Calendar window. (Inquiry >> Financial >> Cash Flow Calendar)
1. To view the cash flow forecast for a different month, use the Go To button on the window toolbar.
To view the cash flow forecast from the previous or next month, click the forward or back arrow.
To view a specific month’s forecast, click the Go To button between the arrows. The CFM Calendar Month
window opens. From the month dropdown list, select a month. Change the year if necessary and then
choose OK.
1. To print the entire month as displayed, click the Print button.
2. To view the detail for a specific day, move the cursor over the date and click; the Cash Flow Explorer will
appear listing the transactions for the day you selected.
3. If you make changes to your forecast while the Calendar window is open, click the Refresh button to see the
resulting data changes in the open Calendar window.
Transaction inquiry using Cash Flow Explorer
The Cash Flow Explorer displays a detailed listing of all source documents that make up the net change in cash
flow for any given day. It displays the hierarchy of transactions and provides information in an expandable outline.
When you select a given date on the Cash Flow Calendar, the Cash Flow Explorer opens the source documents for
that date and provides detailed information at your fingertips. The settings in Explorer are based on the default
forecast definition settings as predefined in the Cash Flow Forecast window.
With Cash Flow Explorer, you can easily change the forecast period to a different day, month, or year. The Cash
Flow Explorer provides various reports and inquiries for supporting or original documents.
To use the Cash Flow Explorer:
1. Open the Cash Flow Explorer. (Inquiry >> Financial >> Cash Flow Explorer)
2. Use the controls in the window.
The following table describes tasks you can perform:
TO... DO THIS...
Change the date of your forecast in the Explorer Use the browse buttons to go to the previous or next month
or day.
Create a new forecast definition Click the New File button on the Explorer toolbar. The Cash
Flow Forecast window will appear.
Open the Cash Flow Calendar Click the Calendar button. The Cash Flow Calendar will appear.
Open the Goto Calendar from the Cash Flow Explorer Display Click on the date in the upper right-hand corner of the
the cash flow information for the selected date Explorer. Click on the date in the Goto Calendar. The Goto
Calendar closes and the Explorer displays the cash flow
information for the selected date.
Open the Inquiry Zoom window Select the line in the Explorer window that you would like to
open and double-click, OR Select the line in the Explorer
window that you would like to open and click the Go To
button.
Print report(s) Click the Print button. From the drop-down menu, select the
report you want to print. The starting date for the report will
be the current Explorer date. The number of weeks in the
report will depend on the number of weeks predefined in the
Explorer Report Options field in the Cash Flow Forecast
window.
Refresh the window Click the Refresh button. If you make changes to your forecast
while the Explorer window is open, you must click the Refresh
button to see the resulting data changes in the open Explorer
window.
Select and open another Forecast ID Click the Open button. Select a forecast ID in the window that
appears.
TO... DO THIS...
Sort the source transactions Click the specific column heading. For example, if you want to
sort by Vendor ID, click the Vendor ID column heading. Click
or right-click the column heading to change the sorting
method.
Printing weekly reports

Week 0 on all of the weekly reports indicates the running balance of all the transactions prior to the start date. The
start date for all weekly reports is based on the current Cash Flow Explorer date. The number of weeks in the
report is based on the number of weeks as predefined in the Explorer Report Options field in the Cash Flow
Forecast window.
To print any of the weekly reports:
1. Open the Cash Flow Explorer. (Inquiry >> Financial >> Cash Flow Explorer)
2. Choose the Print icon, and then from the drop-down menu, select the report of your choice: Weekly
Summary, Weekly Summary by Source, or Weekly Detail by Source. The Report Destination dialog box
appears.
3. Select the destination(s) for the report and click OK.
Weekly Summary report
The Weekly Summary report displays a summary of the weekly cash flow net change for a predefined number of
weeks beginning with the current Cash Flow Explorer date. The number of weeks for this report was defined in the
Cash Flow Forecast window (Explorer Report Options field).
Weekly Summary by Source report
The Weekly Summary by Source report is a weekly cash flow net change report for a predefined number of weeks
—the number of weeks defined in the Cash Flow Forecast window. This report displays the subtotals of the
Forecast definition options. For example, RM Open indicates the summary of all Receivables Management
transactions that are posted. This report includes the week number, the source description, start and end dates, net
change, and balance for each week.
Weekly Detail by Source report
The Weekly Detail by Source report is a weekly cash flow net change report for a predefined number of weeks
which displays the detail of the Forecast definition options. For example, RM Open indicates the detail of all
supporting documents for that given week. It includes the week number, the source description, start and end
dates, Transaction ID (Customer ID or Vendor ID depending on the source), document number, document date, due
date, remaining amount, and balance for each week.
Printing the Monthly Calendar report
The Monthly Calendar report prints a snapshot of the current Cash Flow Calendar month. It also displays the net
inflows, net outflows, and balance to date as you would see on the Cash Flow Calendar.
To print the Monthly Calendar report:
1. Open the Cash Flow Calendar. (Inquiry >> Financial >> Cash Flow Calendar)
2. Click either the Previous or the Next button to proceed to the month for which you want to print a report.
3. Choose File >> Print; the Report Destination dialog box appears.
4. Select the destination(s) for the report and click OK.
Microsoft Dynamics GP Intercompany Processing
You can use Intercompany Processing to set up, enter, and maintain relationships between companies so revenues
or expenses incurred in one company (the originating company) can be tracked as “due to” or “due from” amounts
in other companies (destination companies).
This manual is designed to give you an understanding of how to use the features of Intercompany Processing, and
To make best use of Intercompany Processing, you should be familiar with systemwide features described in the
Part 1, Setup walks you through setting up company relationships for Intercompany Processing.
Part 2, Transactions provides a step-by-step guide for recording transactions in one company that will create
transactions in the General Ledger of another company. It also describes the process of posting
intercompany transactions so they become permanent records.
Part 3, Inquiries and Reports describes procedures that help you analyze intercompany financial information.
Part 1: Setup
Use this part of the documentation to familiarize yourself with Intercompany Processing terms and set up
intercompany relationships.
Chapter 1, “Intercompany Processing setup” describes what to do before you set up Intercompany Processing
and provides steps to set up an intercompany relationship.
Chapter 1: Intercompany Processing setup
Before you can begin entering intercompany transactions, you must set up the relationships between companies.
You can also use the setup procedures whenever you add Intercompany Processing relationships.
Intercompany Processing terms
Before you set up Intercompany Processing
Setting up intercompany relationships
Intercompany Processing terms
Intercompany Processing uses terms not used elsewhere in Microsoft Dynamics GP. They are defined here and
used throughout Intercompany Processing documentation.
Destination company A company that will be the recipient of an intercompany transaction.
Due to/due from accounts General Ledger accounts used by Microsoft Dynamics GP to track amounts to be
paid or to be collected among companies.
The due to/due from accounts are often called Intercompany Payable and Intercompany Receivable in the chart of
accounts.
Breakout of due to/due from accounts Detail created by Dynamics GP showing the distribution account you
enter and the offsetting due to account or due from account for each intercompany distribution.
This breakout prints only on edit lists (in Payables Management) and posting journals (in General Ledger and
Payables Management).
Intercompany transaction Any transaction that contains distributions to another company.
Originating company The company in which you initiate an intercompany transaction.
Before you set up Intercompany Processing
Before you begin setting up Intercompany Processing, be sure you’ve completed the setup procedures for System
Manager, General Ledger, and Payables Management.
When you’ve completed setting up those modules and the Intercompany Processing setup tasks, you’ll be ready to
begin performing the tasks described in Chapter 3, “Intercompany transactions.”.
Setting up intercompany relationships
Use the Intercompany Setup window to define relationships between companies that can have intercompany
transaction interaction. Setting up an intercompany relationship enables you to record transactions in General
Ledger or Payables Management for the originating company that will create transactions in the General Ledger
for the destination company.
NOTE
If you’re not using Multicurrency Management, originating and destination companies must have the same functional
currency.
To set up an intercompany relationship:

1. Open the Intercompany Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> System >>
Intercompany)
2. Enter or select an Originating Company ID. When you select an originating company ID, other companies
you have access to appear in the Destination Company Name list.
Once you've chosen an originating company ID, that field is locked; that is, you must save or clear the
intercompany relationship before you can enter another originating company ID.
3. Select a Destination Company Name. This is the company you establish an intercompany relationship with.
The Company ID for the company you select appears below the list box.
4. Enter or select Originating Company Due To/Due From accounts. If you enter the account number, enter it
as an unformatted string. Intercompany Processing automatically formats the account according to the
account format of the specified company.
For example, if the Originating Company Due To account number is 1000-00000000-2101, you would enter
it as 1000000000002101; Intercompany Processing adds the correct account separators for your account
format when you leave the field.
NOTE
For each intercompany relationship, you can specify only one due to/due from account for each company.
The Originating and Destination Due To/Due From accounts cannot be inactive accounts, unit accounts, or
unit allocation accounts.
5. Enter or select Destination Company Due To/Due From accounts.
6. Mark the Enter Corresponding Company ID option if you enter Corresponding Company IDs when you
enter intercompany transactions.
7. Choose Save.
8. To print the Intercompany Setup List for all the intercompany relationships for this originating company,
enter or select the same Originating Company ID and choose File >> Print.
You can also print the Intercompany Setup List in the General System Reports window by choosing Reports
>> System >> General >> select Intercompany Setup from the Reports drop down list. All intercompany
relationships established for the selected range of companies will print on the Intercompany Setup List
when you print the report from this window.
Use this part of the documentation to record transactions in the General Ledger or Payables Management module
of one company that will create transactions in the General Ledger of another company.
Chapter 2, “Multicurrency transactions” explains how multicurrency functionality affects Intercompany
Processing.
Chapter 3, “Intercompany transactions” describes how to enter and void intercompany transactions.
Chapter 4, “Posting” contains information about posting intercompany transactions.
If you’re using Multicurrency Management with Intercompany Processing, you can choose the currency to enter on
transactions.
Viewing multiple currencies
You can choose whether to view multicurrency transactions in the originating or the functional currency. Choose
View >> Currency >> Functional or Originating while entering an intercompany transaction. The option will be
saved on a per user, per window basis.
You also can use the Currency list button in the windows that support changing the currency view. The View menu
and Currency list button are available in the following types of windows:
Transaction Entry windows
Journal Entry Inquiry windows
The first time you open these windows after registering Multicurrency Management, all the transactions will be
displayed in the originating currency. If you change the currency view, the option you last used will be the default
view the next time you open that window.
NOTE
You also can enter a multicurrency transaction in the Payables Transaction Entry window, but the View menu and Currency
list button are not available.

If the currency ID for a transaction is not in the functional currency, a rate type and associated exchange rate table
are assigned to the transaction. The rate type is based on the rate type you’ve assigned to the selected vendor. If
one isn’t assigned to the vendor, the default rate type specified in the Multicurrency Setup window is used. You also
can choose the currency expansion button to open the Exchange Rate Entry window to view or modify the default
exchange rate.
The document date assigned to a transaction determines which exchange rate is used, based on the currency ID
and associated rate type that’s entered for the transaction. Each time you change the document date on a
multicurrency transaction, the system searches for a valid exchange rate. If a valid rate doesn’t exist, you can enter
an exchange rate using the Exchange Rate Entry window. If you’ve entered a General Ledger posting date that’s
different from the document date, the exchange rate expiration date must be after the posting date.
functional equivalents don’t balance, the difference is posted automatically to a Rounding Difference account and a
distribution type of Round identifies the distribution amount in the Purchasing Distribution Entry window.
For example, assume you’ve entered a transaction in the euro currency, with a sale amount of 28,755.42 EUR, a
trade discount of 586.84 EUR, a discount available of 1544.33 EUR and the exchange rate is 1.0922. The
distributions would be calculated as follows:
ACCOUNT EURO DEBIT EURO CREDIT US DOLLARS DEBIT US DOLLARS CREDIT
Accounts Payable 28,755.42 EUR $31,406.67
Trade Discount 586.84 EUR $640.95

Discount available 1544.33 EUR $1686.72
Accrued Purchases 30,886.59 EUR $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.33
Rounding Difference $0.01
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.34
Chapter 3: Intercompany transactions

Intercompany Processing enables you to record transactions in the General Ledger or Payables Management
module for one company that will create transactions in the General Ledger of another company.
Understanding intercompany transactions
Entering General Ledger intercompany transactions
Entering Payables Management intercompany transactions
Voiding Payables Management intercompany transactions
Understanding intercompany transactions
Intercompany transactions are like any other transactions in the system, with the following exceptions:
They contain distributions to more than one company.
If you are not using Multicurrency Management, all companies must use the same functional currency.
You cannot enter multidimensional analysis codes for destination company distributions, but you can
distribute amounts to destination company accounts that have multidimensional analysis codes set up. To
enter analysis information for the codes, you must view and edit the intercompany transaction in the
General Ledger of the destination company. For more information about multidimensional analysis codes,
refer to the Multidimensional Analysis documentation.
Multicurrency intercompany transactions must be saved to a batch. Standard intercompany transactions are
entered in single-use batches or recurring batches. Intercompany multicurrency transactions must be
entered in single-use batches.
Intercompany distributions entered in transaction entry windows will not show the due to/due from account
breakout; however, this breakout is printed on edit lists and posting journals.
Entering General Ledger intercompany transactions
Use the Transaction Entry window in General Ledger to enter intercompany transactions.
In General Ledger, Batch Total Actual amounts for intercompany debits and intercompany credits are not included
in the batch total shown on the Batch Entry window and on edit lists and posting journals. The number of journal
entries, however, is updated for intercompany transactions.
Reversing intercompany transactions can be used in situations where cash will be paid or received, or an expense
will be realized in the following period. Examples of such accruals include salaries that haven’t been paid or
revenues that haven’t been billed.
To enter a General Ledger intercompany transaction:
1. Open the Transaction Entry window. (Transactions >> Financial >> General)
2. Enter or select a journal entry number.

3. Mark the Intercompany option.
TIP
You can unmark this option only if you haven’t entered distributions to companies other than the originating
company; that is, the one in which you are entering the transactions.
4. Enter or select a batch. All intercompany transactions must be saved in a batch.

5. Select a transaction type.
6. Enter audit trail code information, such as the Transaction Date or Reversing Date, the Source Document
and Reference information, and the Currency ID.
7. Enter company IDs, accounts, transaction amounts, distribution reference, and corresponding company ID.
You’ll be able to enter a corresponding company ID only if the Enter Corresponding Company ID option is
marked in the Intercompany Setup window.
NOTE
Intercompany transactions will not be included in the batch total. Total debit and credit amounts will appear only
when viewing the originating currency.
8. Verify the transaction by printing a General Transaction Edit List.

9. Choose Save to save the batch.
10. Use any batch-level posting method to post intercompany batches. See Chapter 4, “Posting,” for more
information.
Entering Payables Management intercompany transactions
Use the Payables Transaction Entry window and the Payables Transaction Entry Distribution window to enter and
distribute intercompany transactions.
The destination company distributions on an intercompany transaction must be of types PURCH, FNCHG,
FREIGHT, MISC, or UNIT. Other distribution types are not supported.
For more information about entering various types of Payables Management transactions, see the Payables
To enter Payables Management intercompany transactions:
1. Open the Payables Transaction Entry window. (Transactions >> Purchasing >> Transaction Entry)
2. Enter a voucher number and mark the Intercompany option. You can unmark the Intercompany option only
if you haven’t entered distributions to companies other than the originating company; that is, the one in
which you are entering the transaction.
3. Select the document type and enter a description.
4. Enter or select a batch. All intercompany transactions must be saved in a batch.
5. Enter transaction information including document date, vendor ID, document number, and purchase
amounts.
6. Enter or select a currency ID.
7. Choose the Distributions button to open the Payables Transaction Entry Distribution window.
By default, the scrolling window displays the distributions that were created automatically based on the
posting accounts assigned to the vendor you chose in the Payables Transaction Entry window or on posting
accounts assigned in the Posting Accounts Setup window.
8. Modify company IDs, accounts, transaction amounts, distribution reference, and corresponding company
IDs of the existing distributions, if necessary.
Intercompany transactions must be distributed to Type PURCH, FNCHG, FREIGHT, MISC, or UNIT.
You’ll be able to modify a corresponding company ID only if the Enter Corresponding Company ID option is
marked in the Intercompany Setup window.
NOTE
All intercompany distributions must be entered in the originating currency; that is, the currency specified in the
Payables Transaction Entry window. In addition, if Multicurrency Management is not registered, all originating and
destination companies must have the same functional currency.
9. Continue entering distribution accounts until your transaction is fully distributed, and choose OK.
NOTE
If you’ve entered several distributions to one particular distribution type, you can choose Redisplay to sort the
accounts in the scrolling window by distribution type.
10. Print the Payables Transaction Edit List to verify the transactions.
11. Save the batch.
12. Use any batch-level posting method to post intercompany batches. See Chapter 4, “Posting,” for more
information.
Voiding Payables Management intercompany transactions
You can void intercompany transactions in Payables Management, but the only entries that are backed out
automatically are those in the originating company. You must make adjustments manually in destination
companies.
Use the Void Open Payables Transactions window or the Void Historical Payables Transactions window to void the
portion of Payables Management intercompany transactions that come from the originating company. You must
make manual adjustments in destination companies to account for voided intercompany transactions.
See the Payables Management documentation for more detailed information about voiding vouchers and
payments.
Chapter 4: Posting
Posting transfers intercompany transactions to permanent records. Until they’re posted, transactions can be
changed or deleted. In General Ledger, posting also updates account balances in the chart of accounts for the
originating company.
Posting reports will be printed when you post transactions, either individually or in batches. For more information
about posting reports for Intercompany Processing, refer to Chapter 6, “Reports.”
For more information about setting up posting, see the System Setup Guide (Help >> Contents >> select Setting
up the System).
Posting intercompany transactions
Intercompany transaction amounts
Intercompany audit trail codes
Distributions to unit accounts
Transactions with errors
Posting intercompany transactions
You can post intercompany batches from the Batch Entry, Series Posting, or Master Posting windows, depending
on your access to the system.
When an intercompany transaction is posted, if it is distributed to multiple companies, the information will be
posted to the specified destination companies and a General Ledger batch will be created in each company. The
destination company batch must then be posted in General Ledger to become a permanent part of the records for
that company.
For example, if you enter a standard General Ledger intercompany transaction to record a debit to telephone
expense, that information will remain temporary and won’t be reflected in the balances of the accounts in either the
originating or destination company until it is posted. After you’ve posted the transaction in both the originating and
destination companies, the information will appear as a credit change to the balance of the Cash account and a
debit change to the balance of the Telephone Expense account. The transaction also will become part of the
permanent records for an open year.
Posting can be performed as a background task while you continue with other tasks; however, posting can’t be
performed if year-end closing is in process. In addition, all background tasks must be complete before you exit
Dynamics GP. For more information about background processing, see your System Administrator’s Guide (Help
>> Contents >> select System Administration).
Intercompany transaction amounts
In General Ledger, Batch Total Actual amounts for intercompany debits and intercompany credits are not included
in the batch total shown on the Batch Entry window and on edit lists and posting journals. The number of journal
entries, however, is updated for intercompany transactions. In destination companies, the transactions created will
not be marked as intercompany and will be included in the batch totals. However, these transactions are assigned
an intercompany audit trail code. (The unique intercompany audit trail code gives you the ability to print reports for
all intercompany-generated transactions.)
Intercompany audit trail codes
If you are viewing an intercompany transaction in the General Ledger Transaction Entry window of the destination
company, the Batch ID assigned is ICTRX, ICTHS, or ICREV, with the next audit trail code number from the
originating company appended to it. For example, if the next audit trail code number is 00000002 in Company A
and you post an intercompany transaction from company A to company B, the batch ID in company B would be
ICTRX00000002.
The ICTRX audit trail code is assigned to transactions posted to open years. The ICTHS audit trail code is assigned
to transactions posted to historical years. The ICREV audit trail code is assigned to reversing transactions posted to
open years.
Distributions to unit accounts
You might make distributions to unit accounts on intercompany transactions, but they will not generate a breakout
of due to/due from accounts during the posting process. They are simply passed into the destination companies.
For example, if you enter a distribution of 10 units to account 1000-1000 for company B as an intercompany
transaction in company A, this distribution would go to company B as 10 units to account 1000-1000 for company
B. (No due to or due from accounts would be specified.)
Transactions with errors
Transactions with errors will remain in the originating company batch if any of the following conditions exist:
A destination company doesn’t exist
An intercompany relationship does not exist with any of the destination companies specified
A due to/due from account is not specified in the Intercompany Setup window for any destination company
Multicurrency Management is not registered and the functional currencies of any destination company is
different from that of the originating company
The exchange table does not exist, cannot be accessed, or is not active for the specified Rate ID/Currency ID
in any originating or destination company
A valid exchange rate could not be found for any company
During posting, all errors will be found and printed on the posting journal; Dynamics GP will continue posting any
remaining transactions after encountering an error.
If the due to or due from accounts for any destination company have been inactivated or deleted, the batch will still
be created in the destination company, but if you try to post the transaction in the General Ledger of the
destination company, you’ll get a message stating that the account is inactive or does not exist.
Part 3: Inquiries and Reports

This part of the documentation explains how to use inquiries and reports to analyze intercompany activity. The
inquiry windows and reports in Intercompany Processing allow you to access information quickly and to display
the information either on the screen or on a printed report.
Chapter 5, “Inquiries,” explains how to use the Intercompany Processing inquiry windows to view transaction
information.
Chapter 6, “Reports,” describes how to use reports to analyze intercompany activity.
Inquiry features help you analyze intercompany financial information. Analyzing data contained in your accounting
system will let you make reasoned choices about managing your company resources.
About reporting currency
Viewing transactions for a posted General Ledger journal entry
Viewing intercompany information for a transaction in a destination company
Viewing exchange rate information for an intercompany multicurrency voucher
Viewing exchange rate information for all destination companies on a voucher
A reporting currency is used to convert functional or originating currency amounts to another currency on
inquiries and reports. For example, if the German mark is the functional currency for a company, you can set up the
euro as your reporting currency to view an inquiry window with currency amounts displayed in the euro currency.
During the reporting currency setup in Multicurrency Management, you’ll set up a reporting currency and enter a
default exchange rate and rate calculation method. Depending on how your system is set up, you might be able to
override the default reporting currency exchange rate or rate calculation method on inquiries and reports. To
change the default reporting currency exchange rate, choose View >> Currency >> Modify Reporting Rate to open
the Modify Reporting Rate window.
For more information about the reporting currency, see the Multicurrency Management documentation.
Viewing transactions for a posted General Ledger journal entry
Use the Journal Entry Inquiry window to view transaction detail for General Ledger posted journal entries in an
open fiscal year.
Multiple journal entries with the same number might exist if a recurring batch is posted or a reversing transaction
is posted. If you enter a journal entry for which multiple entries exist, the journal entry with the oldest posting date
in the open year will be displayed. If you use the Journal Entry lookup button, all unique journal entries will be
displayed, and you can select the journal entry you’d like to view.
The Intercompany button is enabled only if the currently displayed journal entry originated from an intercompany-
generated transaction.
NOTE
The Journal Entry Inquiry window displays posted journal entries in any open year in General Ledger, so you don’t need to
keep transaction history to be able to view journal entries in this window.
To view transactions for a posted General Ledger journal entry:

1. Open the Journal Entry Inquiry window. (Inquiry >> Financial >> Journal Entry Inquiry)
2. Enter or select the journal entry number to view.
You can view any posted journal entry number that has not been moved to history with distributions for the
company you’re logged into. Audit trail code, transaction date, source document, batch ID, reference,
currency ID, account, debit, credit, distribution reference, and difference information are displayed.
Viewing intercompany information for a transaction in a destination company
Use the Intercompany Audit Trail Code Inquiry window in destination companies to view the originating company,
originating audit trail code, and journal entry for posted intercompany transactions.
NOTE
You can view this information only for journal entries that originated in another company.
To view intercompany information for a transaction in a destination company:

1. Open the Journal Entry Inquiry window. (Inquiry >> Financial >> Journal Entry Inquiry)
2. Enter or select the journal entry number to view.
If the journal entry is an intercompany-generated transaction, the Intercompany button will be enabled.
3. Choose the Intercompany button to open the Intercompany Audit Trail Code Inquiry window, where you can
view information from the originating company. You can view the originating company ID, originating
company name, originating audit trail code, and originating journal entry number.
Viewing exchange rate information for an intercompany multicurrency voucher
Use the Exchange Rate Entry Zoom window to view the exchange rate information for the selected intercompany
voucher in Payables Management.
To view exchange rate information for an intercompany multicurrency voucher:
1. Open the Payables Inquiry - Document window. (Inquiry >> Purchasing >> Transaction by Document)
2. Select the intercompany multicurrency document to view exchange rate information for, then click the
Document Number or Voucher/Payment Number link to open the Payables Transaction Entry Zoom
window.
3. In the Payables Transaction Entry Zoom window, choose the Distribution button to open the Payables
Distribution Zoom window.
4. In the Payables Distribution Zoom window, choose the Co. ID expansion button to open the Exchange Rate
Entry Zoom window to view exchange rate information.
Viewing exchange rate information for all destination companies on a voucher
Use the Intercompany Destination Exchange Rate Inquiry window to view the exchange rate information for all
destination companies on an intercompany voucher in Payables Management.
To view exchange rate information for all destination companies on a voucher:
1. Open the Payables Inquiry - Document window. (Inquiry >> Purchasing >> Transaction by Document)
2. Select the intercompany multicurrency document to view exchange rate information for, then click the
Document Number or Voucher/Payment Number link to open the Payables Transaction Entry Zoom
window.
3. In the Payables Transaction Entry Zoom window, choose the Distribution button to open the Payables
Distribution Zoom window.
4. In the Payables Distribution Zoom window, choose the Rates button to open the Intercompany Destination
Exchange Rate Inquiry window.
Chapter 6: Reports
You can use Intercompany Processing reports to analyze records of your intercompany transactions in the General
Ledger and Payables Management modules.
Intercompany Processing report summary
Creating a report option
Intercompany Processing report summary
You can print several types of reports using Intercompany Processing. Some reports automatically are printed
when you complete certain procedures; for example, posting journals can automatically be printed when you post
options to specify sorting options and ranges of information to include on the report. For more information, refer
to Creating a report option.
The following table lists the report types available in Intercompany Processing and the reports that fall into those
categories. (Reports printed using General Ledger or Payables Management are printed using many of the same
windows. See the General Ledger or Payables Management documentation for information about reports printed
in those modules.)
Setup reports Intercompany Setup List Choose File >> Print in the setup
window or create report options in the
General System Reports window.
Edit lists Transaction Edit List (intercompany Choose File >> Print in the window you
information added)* or Payables use to complete the procedure.
Transaction Edit List (intercompany
information added)*
Posting reports Transaction Posting Journal*† Choose File >> Print in the window you
(intercompany information added) use to complete the procedure or some
Intercompany Distribution Detail will be printed automatically when you
(replaces Distribution Breakdown complete the procedure.
Register)
Intercompany Distribution Breakdown
Register – Detail* (replaces Payables
Distribution Breakdown Register –
Detail)
Intercompany Distribution Summary
(replaces GL Distribution Summary)
Intercompany Distribution Breakdown
Register – Summary* (replaces Payables
Distribution Breakdown Register -
Summary)
Reprint Journals Intercompany Distribution Detail – Create a report option in the

Reprint (replaces Payables Distribution Purchasing Posting Journals window.
Detail – Reprint)
Transaction Reprint Journal
(intercompany information added)
* Indicates reports that can be printed with multicurrency information displayed. † Indicates reports that can be
assigned to named printers. See “Printers” in the System Administrator’s Guide (Help >> Contents >> select
System Administration) for more information.
Creating a report option
print several Intercompany Processing reports, you must first create a report option. Each report can have several
different options so that you can easily print the information you need. For example, you can create report options
for the Intercompany Distribution Breakdown Register that show either detailed or summary information.
NOTE
A single report option can’t be used by multiple reports. If you need identical options for several reports, you must create
them separately.
Use the Financial, Purchasing, or System report options windows to create sorting, restriction, and printing options
for the reports that have been included with Intercompany Processing.
To create a report option:
1. Open a Financial, Purchasing, or System reports window. There are separate windows for each report type.
(Reports >> System >> General) (for the Intercompany Setup List) (Reports >> Financial >> Bank Posting
Journals) (Reports >> Purchasing >> Posting Journals)
window appears.
you’ve selected.
NOTE
You can enter only one restriction for each restriction type. For instance, you can insert one batch ID restriction
(LCM621A to LCM628A) and one audit trail code restriction.
Payment Document Management allows you to enter sales and purchasing transactions using payment methods
other than cash, check or credit card. You can submit these documents for risk assessment, discounting and
collection to your bank or similar entity.
Payment Document Management uses the information in the Payables Management and Receivables
Management modules, and updates the General Ledger and Bank Reconciliation modules.
This manual is designed to give you an understanding of how to use the features of Payment Document
Management, and how it integrates with the Microsoft Dynamics GP system.
To make best use of Payment Document Management, you should be familiar with systemwide features described
in the System User’s Guide, the System Setup Guide, and the System Administrator’s Guide.
you are registered to use, choose Help>> About Microsoft Dynamics GP.
The manual is divided into the following chapters:
Chapter 1, “Overview” explains how Payment Document Management works, and how you can enable it.
Chapter 2, “Purchasing Setup” describes the procedure to set up payment documents for purchasing
transactions.
Chapter 3, “Sales Setup” describes the procedure to set up payment documents for sales transactions.
Chapter 4, “Purchasing Transactions” gives information on entering purchasing transactions using payment
documents.
Chapter 5, “Sales Transactions” gives information on entering sales transactions using payment documents.
Chapter 6, “Transaction Maintenance” provides information on voiding and returning payment documents.
Chapter 7, “Enquiries and Reports” provides information on viewing inquiries and printing reports.
Chapter 8, “Utilities” provides information on removing historical information for payment documents.
Chapter 1: Overview
Payment Document Management allows you to make and receive payments using special payment documents.
Use this information to enable Payment Document Management and to understand how it works.
When you set up Payment Document Management, you can open each setup window and enter information, or
you can use the Setup Checklist window (Administration >> Setup >> Setup Checklist) to guide you through the
setup process. See your System Setup Guide (Help >> Contents >> select Setting up the System) for more
information about the Setup Checklist window.
Understanding Payment Document Management
Enabling Payment Document Management
Understanding Payment Document Management
Certain European and Latin American countries deal in payment documents such as bills of exchange or
promissory notes, apart from making payments by cash, check and credit cards. Payment Document Management
allows users to enter receipts and payments using such payment methods. Payment documents that do not have a
due date specified can be settled at any time. However, the documents that have specific due dates can only be
settled after the due date. To receive the payment for such documents before the due date, the creditor must submit
these documents to a bank or similar entity for collection. The bank then performs a risk assessment to assign a
risk level to the debtors. Based on this assessment, the bank decides which documents it will accept. The creditor is
then paid the document amount after deducting the commission or discount amount. The bank submits these
documents to the debtor on the due date and collects the settlement.
Enabling Payment Document Management
You must enable payment documents before you can start using them in purchasing and sales transactions.
To enable Payment Document Management:
1. Open the Company Payment Document Management Setup window. (Administration >> Setup >> Company
>> Payment Document Setup)
1. Mark the respective options to enable Payment Document Management for purchasing and sales. The setup
windows will be available only for the module/s for which you have marked the required option.
2. Choose OK to save the changes and close the window.
Chapter 2: Purchasing Setup

Use this information to set up default accounts required to use payment documents in the purchasing module.
Setting up default accounts for purchasing
Setting up user preferences
Creating and defining payment documents
Setting up a chequebook for payment documents
Assigning a default payment document to a creditor
Setting up default accounts for purchasing
The Purchasing Payment Document Management Setup window allows you to set up default accounts for
payment documents from the purchasing module for General Ledger posting.
To set up default accounts for purchasing:
1. Open the Purchasing Payment Document Management Setup window. (Administration >> Setup >>
Purchasing >> Payment Document Setup)
2. Select whether to set the General Ledger Entry Level to per Settlement or per Payment Document. If you
select per Settlement, all the documents will be posted as a single summary entry. If you select per Payment
Document, the payment documents will be posted as a single entry per document.
3. Select the accrual accounts for Give and Pay.
The Purchasing Payment Document User Preferences window allows the user to set the preferences for the
payment document information entry windows. You can set the way in which you want to open the purchasing
Payment Document Entry windows in order to enter additional information relating to the payment document.
To set up user preferences:
1. Open the Purchasing Payment Document User Preferences window. (Administration >> Setup >>
Purchasing >> Payment Document User Preference)
2. Select from the following options to open this window:
Lock Fields This is the default view for all users.
Hide Fields Only the fields in which the user can enter a value are displayed in the window.
Shrink Window This option modifies the window size and field position to adjust it exclusively to the information
that must be completed by the user for each payment document.
The Purchasing Payment Document Maintenance window allows you to create and define payment documents
that will be used in Purchasing.
To create and define payment documents:
1. Open the Purchasing Payment Document Maintenance window. (Cards >> Purchasing >> Payment Document
Maintenance)
2. Enter or select the payment document ID.

3. Select the chequebook ID for the payment document. When using the payment document for a creditor
payment, the chequebook associated with the document will appear as the default value in the Payment
Document ID field in the Payment Document Entry window.
4. Enter a value in the user-defined fields. The Required option will be available for the user defined fields for
which you have entered a value. When making a payment, additional information can be stored for this
specific document. For this purpose, the system incorporates various fields of different types and formats
(text, date, amount and bank account number 0000-0000-00-for entering text that will later appear for this
payment document. The purpose of these fields is to store information in the system in order to establish
search conditions or to have data in the system that can be used with other tools (e.g. printing devices).
5. Mark the Payable Before Due Date option for payment documents with no due date (e.g. cheques). Leave
the option unmarked for documents with due dates (Promissory Notes, Bills of Exchange, etc.).
6. Choose Save to save changes and close the window.
You can establish a more specific set up level by selecting the options that will be taken into account when using a
chequebook with a specific payment document.
You can assign the same chequebook to various payment documents.
To set up a chequebook for payment documents:
1. Open the Purchasing Chequebook Payment Document Setup window. (Cards >> Financial >> Chequebook >>
Additional >> Purchasing Pmnt. Doc. Setup)
2. Enter or select the payment document ID.

3. Mark the Duplicate Payment Document Numbers option to allow duplicate payment document numbers.
4. Enter the Next Payment Doc. Num. option if you want the document number to be generated automatically.
5. Mark the Override Payment Document Number option to indicate whether the number generated
automatically for the payment document can be overridden. This option is available only if you’ve entered
the next payment document number.
For example, if a value is entered in the Mark the Next Payment Doc. Num field (e.g. 020000001), marking this
field will allow you to modify the automatically generated number.
6. In the Dest. Chequebook ID column, select the chequebooks to which the bill will be transferred once the
operation from the current chequebook has been performed.
7. In the Account column, select the accrual accounts for Give and Pay. If the accounts are not entered, the
default accounts indicated in the module setup will be used if a properly-configured transaction is
performed.
8. In the Max Payment Doc. Amount field, enter the maximum amount for payment for the document with the
selected chequebook (e.g. to prevent banks from charging a commission for surpassing a certain amount).
9. Enter a password to override the maximum amount specified in the Max. Payment Doc. Amount field.
Assigning a default payment document to a creditor
You can assign a default payment document to each creditor in the Creditor Payment Document Maintenance
window.
To assign a default payment document to a creditor:
1. Open the Creditor Payment Document Maintenance window. (Cards >> Purchasing >> Creditor Payment
Document)
2. Select the Creditor ID for the payment document.
3. Select the default payment document ID.
4. Choose Setup to open the Creditor Payment Document Setup window. This window allows you to set the
default payment document for the selected creditor. If there is more than one payment document defined for
the creditor, you can view their information using this window. The set up in this window is optional. If it is
not defined, the default set up in Purchasing will be used.
Select the payment document in the Payment Doc. ID field.
Enter a description for the payment document in the Payment Doc Name field.
In the Chequebook ID from field, select whether you want to use the chequebook ID from the payment
document or the creditor by default. This is taken from the chequebook selected for the payment document.
If it is taken from the actual creditor, select the Creditor option and enter the chequebook ID. This
chequebook ID will be used in collections from creditors with this type of payment document.
In the Payment Doc. Accounts from field, select whether the accounts used to enter transactions for the
payment document will be taken from the chequebook associated with the payment document or from the
creditor. If you select Creditor, enter the Give and Pay accounts. If accounts are not set in the chequebook or
for the creditor, the default accounts indicated in the purchasing module set up will be used.
In the Max Payment Doc Amount from field, select whether to take the maximum amount limit from the
Chequebook or the Creditor.
If you select Creditor, enter the maximum amount that will be allowed in a creditor payment in the payment
document.
Enter a password to override the maximum amount limit specified in a transaction with the selected payment
document.
Choose Save to save the details and return to the Creditor Payment Document Maintenance window.
Chapter 3: Sales Setup

Use this information to set up default accounts in the ledger posting of payment documents.
Setting up default accounts for sales
Assigning a default payment document
Setting up default accounts for sales
The Sales Payment Document Management Setup window allows you to set up default accounts in the Ledger
posting of payment documents, as well as the General Ledger Entry Level used in the payment document
remittance process.
To set up default accounts for sales:
1. Open the Sales Payment Document Management Setup window. (Administration >> Setup >> Sales >>
Payment Document Setup)
2. Transactions with payment documents require specific accounting entries. There may be one entry per
payment document, or, alternatively, one entry for a whole remittance consisting of several payment
documents. You can choose to set up each of the payment document operations (risk assessment, discount,
collection, or settlement) in either way.
3. Risk assessment, discount, and collection are normally posted in one entry per document (to improve
transaction monitoring) and per settlement process, in a single summary entry of all the documents, where
a single amount appears on bank statements for total cheques transacted.
4. Enter or select the accounts for the following fields:
Receive For cheques received. Risk Assessment For risk assessing cheques. Discount For discounted cheques.
Collect For collecting cheques. NSF For bounced cheques. Settle For settled cheques.
This payment document setup level is required, as these accounts make sure that all transactions entered are
properly configured. If accounts are established at this higher level, there are no restrictions on the accounts to be
used when preparing a remittance.
Choose Save to save the changes and close the window.
You can select the way in which you want the sales payment document entry windows to open in order to enter
additional information relating to the payment document.
1. Open the Sales Payment Document User Preferences window. (Administration >> Setup >> Sales >>
Payment Document User Preference)
2. You can set the way in which you want to open this window in order to enter additional information relating
to the payment document. The different options are as follows:
Lock Fields This is the default view for all users. Hide Fields Only the fields in which the user can enter a value
are displayed in the window.
Shrink Window This option modifies the window size and field position to adjust it exclusively to the information
that must be completed by the user for each payment document.
You can create and define payment documents that will be used in sales in the Sales Payment Document
Maintenance window.
To create and define payment documents:
1. Open the Sales Payment Document Maintenance window. (Cards >> Sales >> Payment Document
Maintenance)
1. Enter or select the payment document ID and enter a description for the document.
2. Select the chequebook ID for the payment document.
3. When using the payment document in question in a collection process, the chequebook associated with the
document will be set as the default value in the Chequebook ID field in the Collections window.
4. When collecting an amount using a payment document, additional information can be stored in this
document. For this purpose, the system incorporates various fields of different types and formats (text, date,
amount and bank account number 0000-0000-00-0000000000) for entering text that will later appear
linked to this payment document to allow users to complete this information. Each of these fields can be
selected as Required, in order to specify whether it is compulsory for the user to complete this information.
The purpose of these fields is to store information on the system in order to establish search conditions or in
the future to have data on the system that can be used with other tools (e.g. printing devices).
5. Mark the Discountable option if you want the payment document to be discounted.
6. Mark whether the document can be presented as discountable or not.
The Deferred Discount option will be available if you select the Discountable option.
7. Mark the Collected option if you want the document to be collected.
8. Mark whether the document is Cashable Before Due Date. This must be selected for payment documents
with no due date (e.g. cheques). This must be left unmarked for documents with due date (Promissory
Notes, Bills of Exchange, etc.).
9. Choose Save to save the values entered in this window.
The Sales Chequebook Payment Document Setup window allows you to establish a more specific set up level by
selecting the options that will be taken into account when using the chequebook with a specific payment document.
To set up a chequebook for payment documents:
1. Open the Sales Chequebook Payment Document Setup window. (Cards >> Financial >> Chequebook >>
Additional >> Sales Pmnt. Doc. Setup)
2. Enter or select a Payment Document ID.

3. Mark the Duplicate Payment Document Numbers option to indicate whether duplicate payment document
numbers are accepted or rejected in the system.
4. In the Next Payment Doc Num. field, enter a document number, if required.
5. Mark the Override Payment Document Number option to indicate whether the number generated by the
system for the payment document can be overridden. If a value is entered in the previous field (e.g.
020000001), unmarking this field will prevent users from modifying the number generated by the system.
6. If you want to identify chequebooks with document statuses, e.g. received bills of exchange and discounted
bills of exchange, for each operation that is performed in this chequebook, the Destination chequebook can
be set to pass the bill once the indicated operation has been performed.
7. Enter or select the account to be used in each transaction to customize this account for the specific payment
document and chequebook. If this information is not entered, the default accounts indicated in the module
set up will be used when a properly configured transaction is performed.
In order to prevent the account entry generated on the remittance from using the default accounts, the accounts
must be customized for every chequebook.
8. Enter the Max Payment Doc. Amount. This allows you to establish a maximum collectable amount for the
specific payment document by setting a limit for the acceptance of risk.
9. Enter a password if a maximum amount has been assigned in the previous field, as no collections exceeding
this amount will be accepted. You need to enter this password to continue with an operation even though
the maximum value has been exceeded.
10. Choose Save to save the entries made in this window.
Assigning a default payment document
Use the Debtor Payment Document Maintenance window to assign a default payment document to each debtor.
To assign a default payment document:
1. Open the Debtor Payment Document Maintenance window. (Cards >> Sales >> Debtor Payment
Document)
2. Enter or select the debtor ID.
3. Enter a payment document name which will be used when printing payment documents (receipts, bills, etc.),
if you want to display the debtor name in a different way.
4. Choose Setup to open the Debtor Payment Document Setup window. You can view the setup of the
payment document for the selected debtor. This set up level is not compulsory (if it is not defined, the
system default set up in Sales will be used).
You can set the debtor default payment document and the other payment documents that the debtor may use in
this window. For this reason, and by default, when this window is opened the Payment Doc. ID field is blank since
you may want to set up another payment document for the debtor.
Enter a Payment Doc. Name which will be used when printing payment documents (receipts, bills, etc.) to
display the debtor name in a different way.
Select whether to take the chequebook ID from Payment Document or Debtor. This allows you to set the
chequebook that is used by default in debtor collections performed with this payment document. This is
taken according to the chequebook set up in the payment document. If it is taken from the actual debtor,
select the Debtor option and enter the Chequebook ID, which corresponds to the chequebook that you want
to use in collections from debtors with this type of payment document.
Select whether to take the Payment Doc. Account from the Chequebook or Debtor. This allows you to
determine whether the accounts that will be used to perform transactions with this payment document are
those that have been set in the chequebook associated with the payment document, or whether you want to
modify them for this specific debtor in this payment document. If special accounts were not set in the
chequebook the default accounts indicated in the sales module set up will be used.
Select whether to take the Max. Payment Doc. Amount from the Chequebook or the Debtor. This allows you
to determine the origin of the maximum amount that will be accepted in a debtor payment collection. For
example, in the case of a high-risk debtor, only a given account for collection on paper is admitted; if this
maximum is exceeded, only cash payments would be accepted from the debtor.
Enter a password if a maximum amount has been assigned in the previous field, as no collections exceeding
this amount will be accepted. You need to enter this password to continue with an operation even though
the maximum value has been exceeded.
Choose Save to save the changes.
Chapter 4: Purchasing Transactions

Use this information to enter payment documents for purchasing. This information is divided into the following
sections:
Entering a purchasing payment document
Settling payment documents
Entering a purchasing payment document
Use the Purchasing Payment Document Entry window to enter a collection transaction in Payables with payment
documents.
To enter a purchasing payment document:
1. Open the Payables Manual Payments Entry window. (Transactions >> Purchasing >> Manual Payments)
2. Enter the document number and date.
3. Select the Creditor ID. This allows you to introduce additional information in connection with the payment
and the selected payment document.
4. Choose Additional >> Payment Document Entry to open the Purchasing Payment Document Entry window.
5. The Payment Doc. No. field displays the value entered in the Document No. field in the main Payables
window.
6. The Document Date field displays the value entered in the Date field in the Payables window.
7. The Due Date field displays the value entered in the Date field in the Payables window. If the payment
document has been associated with a due date for making the payment, this date must be modified
accordingly.
The fields that were selected as Required in the Payment Document Maintenance window will appear as
compulsory fields in this window. Fields that were left blank will not be available in this window.
If no user field was selected as Required in the Payment Document Maintenance window, you do not need to open
this window through the Additional option, since all the compulsory fields of the window are displayed by default
with the values that are entered in the Payables window.
Settling payment documents
You can settle payment documents and identify the origin and destination chequebooks for the payment
documents in the Purchasing Payment Document Settlement window.
To settle payment documents:
1. Open the Purchasing Payment Document Settlement window. (Transactions >> Purchasing >> Payment
Document Settlement)
1. Enter a transaction ID for the settlement that you are going to create. For example, you can enter the
transaction ID using the settlement date. If the settlement is stored rather than processed, it can be
recovered later.
2. In the Payment Doc. ID field, select the type of payment document for which the settlement will be made.
3. In the Orig. Chequebook ID field, select the chequebook from which you want to recover the payment
documents that are going to be remitted.
4. The Dest. Chequebook ID field will display the chequebook that is set up for the settlement type. If not, you
can select the chequebook to which the bills will be transferred after the settlement.
5. Enter the transaction date. This is the date on which the settlement will be paid. It acts as the cut-off date of
payment documents that will be included in the settlement. Only those documents whose due date is earlier
than or the same as the date indicated in this field will be settled, i.e., it only allows settlement of payments
that have fallen due on the settlement date.
6. Enter the posting date. This is the date on which the settlement entry is posted.
7. In the Bank Account field, enter the current account from which the settlement will be paid.
8. Enter the commission amount that the bank charges for paying the settlement.
9. You can restrict the list of documents that will be included in the settlement by establishing different ranges
by different criteria. The User-Defined fields that were indicated in the Payment Document Maintenance will
be included in the Ranges field in order to allow it to filter this information.
10. Choose Insert to add the condition entered in the Ranges, From, and To fields to the Restrictions list.
11. Choose Remove to delete the selected condition in the Restrictions list.
12. Choose Remove All to delete all the filter conditions from the Restrictions list.
13. Choose Payment Docs. to open the Purchasing Payment Document Settlement Selection window, where
you can view all the selected collections for the criteria specified in the Purchasing Payment Document
Settlement window. You can select the documents that you want to include in the settlement.
The Number of Payment Docs. field indicates the total number of payments selected.
The Functional Amount field indicates the total amount of collections selected on the settlement in the
currency of the company.
The Originating Amount field indicates the total amount of collections that have been made in another
currency.
14. Select a payment document in the scrolling window and click on the Payment Document Number link to
view the purchasing payment document details in the Purchasing Payment Document Zoom window.
15. Choose the Settlement button in the Purchasing Payment Document Zoom window to view the purchasing
payment document settlement details in the Purchasing Payment Document Settlement Zoom window.
16. Choose Mark All to select all the collections displayed in the scrolling window.
17. Choose Unmark All to unmark all the collections selected in the scrolling window.
18. Choose Distribution to open the Purchasing Payment Document Settlement Distribution Entry window,
where you can view the distributions of the selected settlements.
19. Choose OK to close the window and return to Purchasing Payment Document Settlement Selection window.
20. Choose Process to post the settlement. The settlement entry is posted in Finances in a PMPDC -type batch
(Purchasing Management Payment Doc. Settlement). Once you have processed the settlement, you cannot
edit it.
21. Close the window to return to Purchasing Payment Document Settlement window.
22. Choose Save to save the changes made in the window.
Chapter 5: Sales Transactions

Use this information to enter payment documents for sales. This information is divided into the following sections:
Entering a sales payment document
Entering payment document remittances
Entering a sales payment document
Use the Sales Payment Document Entry window to enter a collection transaction in Receivables Management with
payment documents.
To enter a sales payment document:
1. Open the Cash Receipts Entry window. (Transactions >> Sales >> Cash Receipts)
2. Enter the receipt number, document and the date of the receipt.
3. Enter the debtor ID.
4. Select the Cheque form of payment.
5. Enter the cheque number in the Cheque/Card Number field.
6. Choose Additional and select Payment Document Entry to open the Sales Payment Document Entry
window.
7. The Payment Doc No. field will display the value entered in the Card/Cheque Number field in the Cash
Receipts window.
8. he Document Date field displays the value entered in the Date field in the Cash Receipts window.
9. The Due Date field will display the value entered in the Date field in the Cash Receipts window. If the
payment document has been associated with a due date for collection of the receivable, this date must be
modified accordingly.
10. If the default payment document setting for the debtor indicates that the printout of the document should
display a different name than the one that appears on the Debtor Maintenance window, the default value
will appear in the Payment Doc Name field. This may be modified or overwritten.
11. The Guarantor field will appear if it was selected as Required in the Payment Document Maintenance
window. Fields for which no values were entered in the Payment Document Maintenance window, will not
be available in this window.
If no user field was selected as Required in the Payment Document Maintenance window, you do not need to open
this window through the Additional option, since all the compulsory fields of the window are displayed by default
with the values that are entered in the Receivables window.
Additional information that is entered in this window for each payment document could be used by third parties to
develop search and print utilities.
Entering payment document remittances
You can make payment document remittances in the Sales Payment Document Remittances window, and identify
the type of remittance, and the origin and destination chequebooks for the payment document.
To enter payment document remittances:
1. Open the Sales Payment Document Remittance window. (Transactions >> Sales >> Payment Document
Remittance)
2. Select the remittance type to identify the remittance.
3. Select the Transaction ID for the remittance. This will identify the remittance that you are going to create. For
example, you can compose the name assigned to you using the remittance date. If the remittance is stored
rather than processed, it can be recovered later for modification and processing.
4. Select the Payment Doc ID. This indicates the type of payment document from which the remittance will be
made. If, for example, no indication was made in the Payment Document Maintenance window that this
document could be used to make a Deferred Discount, and if the Risk Assessment value was selected as the
remittance type, then you cannot select a payment document for which this option has not been selected.
5. Select the chequebook from where you want to recover the payment documents that are to be remitted in
the Orig. Chequebook ID field.
6. Select the destination chequebook in the Dest. Chequebook ID field. The default value appears based on the
chequebook set as default earlier.
7. In the Remittance Date field, enter the date on which the remittance will be paid. This date will be the cut-off
date of payment documents that will be included in the remittance. Only those documents whose due date
(the date that appears in the Receivable Information Entry window ) is earlier than, or the same as, the date
indicated in this field will be remitted, i.e., it only allows remittance of receivables that have fallen due on the
remittance date.
8. Enter the date on which the remittance entry is posted in the Posting Date field.
9. In the Bank Accounts field, enter the current account number into which the remittance will be paid. This
helps you to later establish the search conditions for that field.
10. In the Commission field, enter the amount that the bank charges for payment of the remittance. It is only for
your information and will not be used anywhere in the application.
11. In the Orig. Payment Doc Status field, select the collections that must be included in the current remittance.
The options are:
Received Collection authorized in the system.
Risk Assessing If a deferred discount has been indicated, in order to make a remittance discountable, you must
select only collections for which risk has been evaluated.
Discount by recovering collections that have already been presented for discount, a Settlement or Unpaid
remittance can be made.
Collecting by recovering collections that have already been presented for collection, a Settlement or Unpaid
remittance can be made.
1. Select the document type in the Range field. The fields you entered in the Payment Document Maintenance
window will appear in the Range list.
2. Enter the range of documents to be included in the remittance in the From and To fields.
3. Choose Insert to add the range and documents selected in the Restrictions list.
4. Choose Remove to delete the selected condition from the Restrictions list.
5. Choose Remove All to delete all the filter conditions from the Restrictions list.
6. Choose Payment Docs. to open the Sales Payment Document Remittance Selection window that shows all
the selected collections according to the established filter criteria. You can select all the collections that you
want to include in the remittance.
The Number of Payment Docs. field displays the total number of payments selected.
The Functional Amount field displays the total amount of collections selected on the remittance in the
currency of the company.
The Originating Amount field displays the total amount of collections that have been made in another
currency.
Mark the payment document ID for the collections that you want to include in the remittance.
7. Select a payment document in the scrolling window and click on the Payment Document Number link to
view the sales payment document details in the Sales Payment Document Zoom window.
8. Choose Remittances button in the Sales Payment Document Zoom window to view the sales payment
document remittance details in the Sales Payment Document Remittance Zoom window.
9. Choose Mark All to select all the collections.
10. Choose Unmark All to unmark all the collections.
11. Choose Distribution to open the Sales Payment Document Remittance Distribution Entry window, where
you can view the distributions for the selected remittance. According to the level of entry set in accounts for
the sales module for the remittance type, a post entry will be made for each collection included and marked
on the remittance or a single summary posting entry for the total of all the amounts. If the distributions
window is opened and a change is then made in the collections marked in the window, you will have to open
the distributions window again and choose Redisplay.
12. Choose OK to return to the Sales Payment Document Remittance Selection window.
13. Choose Process to post the selected remittance. The remittance entry is posted in a RMPDC -type batch
(Receivables Management Payment Docs.Remittance). The total amount of the remittance transferred
between the origin and destination chequebooks is indicated on the remittance. The status of the remitted
payment documents is changed and displayed as Remitted.
Chapter 6: Transaction Maintenance
Use this information to void and return payment documents. This information is divided into the following
sections:
Voiding payment documents
Returning payment document
Voiding a sales payment document remittance
Voiding payment documents
You can void a payment document in the Receivables Posted Transaction Maintenance window (Transactions >>
Sales >> Posted Transactions). You can void a collection with an associated payment document only if:
The collection is Open, i.e. it must not be in History.
The payment document has the status as Received.
If the payment document has been remitted, the remittance must be cancelled first in order to void the
collection and its corresponding payment document.
When you void a collection with an associated payment document the results are:
The voiding is posted (reversal of the original account entry)
A negative entry is made in the chequebook associated with the collection and the voided payment
document.
Returning payment document
You can return a payment document only if:
The collection is Open, i.e. it must not be in History.
The payment document is in a stage preceding Settled.
When you return a collection with an associated payment document, the results are:
The return is posted.
The chequebooks associated with collection and the returned payment document is updated. As the origin
account, the chequebook associated with the document is used as the default chequebook; the destination
account used is the account that has been indicated in the posting definition window, which appears as a
default value, if it was entered earlier.
Optionally, the indicated amount is charged. The Auto Post NSF Debit Charges window shows a payment
document when you choose NSF in the Receivables Posted Transaction Maintenance window.
Choose OK to close the window.
Voiding a sales payment document remittance
You can void a payment document remittance in the Sales Payment Document Remittance window.
To void a sales payment document remittance:
1. Open the Sales Payment Document Remittance window. (Transactions >> Sales >> Payment Document
Remittance)
The Void button is available only if the Remittance Status at the bottom of the screen displays Processed.
2. Choose Void to void the remittance. The remittance void entry is posted in a RMPDC -type batch (Receivables
Management Payment Docs.Remittance).
The status of the remitted payments document is reverted to the status prior to the remittance.
The remittance status at the bottom of the screen changes to Voided and the document may only be viewed for
enquiry.
Chapter 7: Enquiries and Reports

You can use enquiries and reports to view and analyze the information you have entered for payment documents.
Viewing collections made with payment documents
Viewing restricted sales payment documents
Viewing payments made with payment documents
Viewing restricted purchasing payment documents
Viewing collections made with payment documents
You can view all the collections made with payments documents and the status of the collection in the Sales
Payment Document Enquiry window.
To view the collections made with payment documents:
1. Open the Sales Payment Document Enquiry window. (Enquiry >> Sales >> Payment Documents)
1. Select whether you want to view the payment document by Debtor ID, Chequebook ID or Payment Doc.
Status.
2. Select whether to include unposted, posted or history payment documents.
Work The collection is in a batch pending posting.
Open The collection is posted pending transfer to History once it has been totally applied.
History The collection is posted and totally applied and has been transferred to history.
The scrolling window displays the payment documents for the specified criteria.
3. The Payment Doc. Status displayed in the scrolling window can be any of the following:
Received
In Risk Assessment
Discounted
Collecting (in Collections Management)
Unpaid
Settled
Voided
4. Choose Find to specify a search criterion to find a payment document.
Viewing restricted sales payment documents
You can view collections on the payment documents in the Sales Payment Document Enquiry Restrictions window.
To view restricted sales payment documents:
1. Open the Sales Payment Document Enquiry Restrictions window. (Enquiry >> Sales >> Restrict Payment
Documents)
2. Enter an Enquiry ID.
3. Select the Payment Doc. ID From to specify the starting range of payment documents to view.
4. In the Payment Doc. ID to field, select the end of a search range to view from the different types of Payment
Documents set up.
5. In the Include field, select whether you want to view posted, unposted or history payment documents. This
allows you to filter the documents that you want to view by filtering according to the status of receivable
associated with the payment document.
6. Choose Enquiry to open the Sales Payment Document Range Enquiry window where you can view the
result of the enquiry as per the search criteria specified.
Choose Find to specify a search criterion to find a payment document.
Choose OK to close the window.
7. Choose Save to save the values entered and close the window.
Viewing payments made with payment documents
You can view a list of all the payments made with payment documents and their status in the Purchasing Payment
Document Enquiry window.
To view payments made with payment documents: Open the Purchasing Payment Document Enquiry
window. (Enquiry >> Purchasing >> Payment Documents)
1. Select whether you want to view the documents by Creditor ID, Chequebook ID or Payment Document
Status.
2. Select All or enter a range of documents in the From and To fields.
3. Select whether you want to include posted, unposted or history documents.
4. The scrolling window displays the payment documents for the specified criteria.
5. Choose Find to specify a search criterion to find a payment document.
Viewing restricted purchasing payment documents
This enquiry allows you to define various conditions (in a similar way to the method of report generation) to obtain
a specific enquiry on payments with payment documents.
To view restricted purchasing payment documents:
1. Open the Purchasing Payment Document Enquiry Restrictions window. (Enquiry >> Purchasing >> Restrict
Payment Documents)
2. Select the Payment Doc. ID From to specify the starting search range for the payment documents.
3. Select the Payment Doc. ID To to specify the end of a search range for the payment documents.
4. In the Include field, mark whether to include unposted or posted documents.
5. In the Ranges field, specify the condition to view the payment documents.
The options available are:
Chequebook ID
Payment Document Status
Currency
Payment Document Number
Payment Document Date
Due Date
Payment Number
Creditor ID
Comments
Audit Code
6. Choose Enquiry to open the Purchasing Payment Document Range Enquiry window that shows the result of
the enquiry.
Choose Find to specify a search criterion to find a payment document.
Choose OK to close the window and return to Purchasing Payment Document Enquiry Restrictions window.
7. Choose Save to save the changes and close the window.
This information will help you remove the history of payment documents. Once you have decided how much
historical information is necessary, you can remove the information that is no longer needed. When you remove
historical records, the system removes records only for the range you specify.
Be sure to back up your accounting data before performing any of these procedures as they might remove data
from your system.
Removing sales payment document history
Removing purchasing payment document history
Removing sales payment document history
Use the Remove Sales Payment Document History window to remove the history of sales payment documents.
To remove sales payment document history:
1. Open the Remove Sales Payment Document History window. (Administration >> Utilities >> Sales >>
Remove Payment Document)
2. Select a payment document ID in the Payment Document ID From and Payment Document ID To fields to
specify the range for payment documents.
3. Select an option for range and enter the range restrictions.
4. Choose Insert to insert the restrictions in the Restrictions list.
5. Mark the Print Report option if you want to print the Sales Payment Document History Removal Report.
This report displays all the historical sales payment document transactions that have been removed.
6. Choose Process to remove the sales payment document history. If you have marked the Print Report option,
the Sales Payment Document History Removal Report will be printed.
Removing purchasing payment document history
Use the Remove Purchasing Payment Document History window to remove the history of purchasing payment
documents.
To remove purchasing payment document history:
1. Open the Remove Purchasing Payment Document History window. (Administration >> Utilities >>
Purchasing >> Remove Payment Document)
2. Select a payment document ID in the Payment Document ID From and Payment Document ID To fields to
specify the range for payment documents.
3. Select an option for range and enter the range restrictions.
4. Choose Insert to insert the restrictions in the Restrictions list.
5. Mark the Print Report option if you want to print the Purchasing Payment Document History Removal
Report. This report displays all the historical purchasing payment document transactions that have been
removed.
6. Choose Process to remove the purchasing payment document history. If you have marked the Print Report
option, the Purchasing Payment Document History Removal Report will be printed.
Microsoft Dynamics GP Receivables Management
You can use Receivables Management to set up, enter, and maintain customer records, salesperson and sales
territory information, national accounts, and transactions. When necessary, you can enter beginning balances for
open item and balance forward customers and set up customer classes.
You also can use Receivables Management to complete the following tasks:
Create, modify, and post payment schedules
Post transactions individually or in batches
Allocate transaction amounts to posting accounts
Enter, modify, and split commissions for your salespeople
Enter transactions for payments received from customers
Import bank lockbox transactions automatically
If you use Bank Reconciliation, cash transactions and payments posted in Receivables Management automatically
update Bank Reconciliation.
If you use Multicurrency Management, you can view functional and originating information.
Introduction
This manual is designed to give you an understanding of how to use the features of Receivables Management, and
To make best use of Receivables Management, you should be familiar with systemwide features described in the
Part 1, Setup and cards, introduces Receivables Management and gives detailed setup instructions.
Part 2, Transaction entry, provides information about working with transactions and batches, and describes
the types of transactions available in Receivable Management.
Part 3, Transaction activity, includes information about working with transactions that are entered in your
system, such as posting and applying them, or creating refund checks.
Part 4, Inquiries and reports, explains how to use inquiries and reports to analyze your receivables activity.
Part 5, Utilities and routines, describes procedures that you can use to verify your account balances or
remove history, and also explains procedures you complete on a periodic basis, such as month- or year-end
closing.

This part of the documentation describes what you need to do to set up Receivables Management. These tasks
generally need to be completed only once, but you can refer to these instructions at other times to modify or view
existing entries. This information includes the following topics:
Chapter 1, “Receivables Management setup,” provides a setup checklist for you to follow and describes how
to set up your Receivables Management preferences and default entries.
Chapter 2, “Sales territories and salespeople,” provides information about setting up sales territory and
salesperson cards.
Chapter 3, “Customer classes,” describes how to set up customer classes.
Chapter 4, “Customer cards,” describes how to set up customer cards.
Chapter 5, “Customer maintenance,” describes how to modify and delete customer cards, and inactivate
them or place them on hold.
Chapter 6, “Open item balances,” describes how to enter beginning balances for open item customers.
Chapter 7, “Balance forward balances,” describes how to enter beginning balances for balance forward
customers.
Chapter 8, “Customer history,” provides information about entering customer history records.
Chapter 9, “National accounts,” describes how to set up national accounts.
Chapter 1: Receivables Management setup

When you set up Receivables Management, you can open each setup window and enter information, or you can
use the Setup Checklist window (Administration >> Setup >> Setup Checklist) to guide you through the setup
Before you set up Receivables Management
Setup routine overview
Aging periods
Passwords
Apply preferences
Additional receivables options
Default entries
E -mail statements
Setting up receivables preferences and default entries
Receivables Management options
Setting up Receivables Management options
Before you begin setting up Receivables Management, be sure to complete the System Manager and General
Ledger setup procedures. See the System Setup or General Ledger documentation for more information about
completing these procedures.
If you’re using Multicurrency Management, you also must set up the following information before you begin:
Currencies
Exchange rates
Exchange tables
Multicurrency access
NOTE
If you plan to print multicurrency versions of your posting journals, mark Include Multicurrency Info in the Posting Setup
window.

One way to get started with Receivables Management is to follow the setup routine provided with the system. As
you select each step in the setup routine list, the appropriate window used to complete that procedure opens. Enter
the necessary information using the window, referring to the help whenever necessary.
The following table lists the setup routine with the procedure to use to set up each component of your Receivables
Management module:
ROUTINE SEE FOR MORE INFORMATION
Receivables Management Setting up receivables preferences and default entries
Sales territories Adding a sales territory card
Salespeople Adding a salesperson card
Customer classes Adding a customer class
Customers Adding a customer card
Beginning balances Entering open item beginning balances and Balance forward
beginning balances
Customer summaries Entering customer summary information
NOTE
National accounts are not included in the setup routine. See Chapter 9: “National accounts,” for more information.
Aging periods
Use the Receivables Management Setup window to select the aging periods to use, and how to age documents.
Aging is the process of determining the age of your accounts.
You can age customer cards by document date or due date. For example, assume you have an invoice dated
January 15, with a due date of February 15, and you age documents on the end of the month (February 28). If you
age by document date, this invoice would be 44 days old; if you age by due date, this invoice would be 13 days past
due.
You can use up to seven aging periods for open item customers. If you age by document date, you’re required to
have at least one aging period. If you age by due date, you’re required to have at least two aging periods. The
starting date always will be one day later than the end of the previous period. The entry in the To field for the last
period must be 999. The system defines aging periods for balance forward customers, who can use two periods:
current and non-current.
Information for the current period and the following three aging periods you define will appear on Aged Trial
Balance reports. If you use more than four aging periods including the current period, add them to the Aged Trial
Balance reports using the Report Writer.
Passwords
You can set up passwords in the Receivables Management Setup window to limit the users who can perform
certain activities in Receivables Management. For example, you might want to enable only selected users to waive a
customer’s finance charge.
Passwords limit a user’s ability to complete the following tasks:
Enter transactions that exceed a customer’s credit limit
Override a customer hold, which restricts you from entering transactions for customers
Write off amounts that exceed the maximum amount you set for a customer
Waive finance charges you set for a customer
Apply preferences
You can apply customer payments, returns, and credit memos manually or automatically. Using the Receivables
Management Setup window, mark whether to apply automatically by due date or by document number.
If you apply automatically by due date, you apply payments first to documents with the oldest due date. If you
apply automatically by document number, you apply payments first to documents with the lowest number in this
order: sales/ invoices, debit memos, finance charges, and services/repairs.
For example, assume you have two documents: 1001, with a due date of January 30; and 1002, with a due date of
January 15. If you apply by due date, payment is automatically applied first to document number 1002. If you apply
by document number, payment is automatically applied first to document number 1001.
If you’re using national accounts, you can apply to specific customers or to the entire national account, depending
on the options you select in the Apply Sales Documents window or Cash Receipts Entry window. See Chapter 9,
“National accounts,” for more information.
Using the Receivables Management Setup window, you can select additional receivables options that affect how
Receivables Management tracks discounts, prints reports and documents, assesses finance charges, and pays
commissions.
Track Discounts Available in GL
Mark this option to track discounts, which are posted to the account you assign to Terms Discounts Available using
the Customer Maintenance window. If you’re not tracking discounts, the discounts available are posted to the
Accounts Receivable account, not to a separate account. The difference between these tracking methods is
illustrated in the following table, using an invoice for $100 with a $2 discount available:
TRACKING DISCOUNTS NOT TRACKING DISCOUNTS
$98 Accounts Receivable debit $100 Accounts Receivable debit
$2 Sales Discounts Available debit
$100 Sales credit $100 Sales credit
The following table illustrates the difference between tracking methods when a payment is recorded for the $100
invoice with a $2 discount available:
$98 Cash debit $98 Cash debit
$2 Sales Discounts Taken debit $2 Sales Discounts Taken debit
$98 Accounts Receivable credit $100 Accounts Receivable credit
$2 Sales Discounts Available credit
Print Historical Aged Trial Balance

Mark this option to be able to print the Historical Aged Trial Balance. When this option is marked, transaction
history is kept regardless of your entry for this history option for individual customers in the Customer
Maintenance window.
Delete Unposted Printed Documents
Mark this option to be able to delete an unposted printed document from the Receivables Transaction Entry
window or the Receivables Batch Entry window.
Compound Finance Charge
Mark this option to assess finance charges on finance charge documents. This option isn’t allowed in some
jurisdictions, so we recommend that you contact your accountant for further information before marking this
option.
If you mark this option, unapplied finance charges will be included in the balances to be assessed a finance charge.
If you don’t mark this option, unapplied finance charges will not be included in the balances to be assessed a
finance charge.
Pay Commissions After Invoice
Mark this option to pay commissions to salespeople only after invoices are paid. If you don’t mark this option, you
can pay commissions once the invoice has been posted.
Reprint Statements
Mark this option to be able to reprint customer statements at any time. For example, suppose a customer misplaced
a statement and, to get payment approved, needs to have a record of the statement. You could select the statement
to be reprinted with the same information as the original but marked as a reprinted statement.
Statement data will be saved each time you print statements, so each statement will be available for reprinting. See
Reprinting or removing statements for more information.
Print Tax Details on Documents
Mark this option to include summary tax information on all documents printed from the Sales Transaction Entry
and Sales Transaction Entry Zoom windows.
Print Dual Currencies
If you’re using Multicurrency Management, and you mark Print Tax Details on Documents in the Receivables
Management Setup window, you can mark this option to print summary tax information in both the originating
and functional currencies on sales documents that include tax details. The documents will display the following
information:
The exchange rate used for the transaction
The net value of goods and services at each taxation rate in both currencies
The amount of tax at each taxation rate in both currencies
Auto-apply to Finance Charges First
Mark this option to automatically apply credit documents to finance charge documents first. When you auto-apply
a credit document in the Apply Sales Documents or Cash Receipts Entry windows, Receivables Management will
apply credit documents first to any unapplied finance charge documents using the Apply by option you mark in the
Receivables Management Setup window.
Example
You recorded the following transactions for a customer:
DOCUMENT DATE AMOUNT
Invoice 1 01/25/18 $100.00
Finance Charge 1 02/20/18 $5.00
Invoice 2 03/10/18 $50.00
On March 25, 2018, you receive a payment from your customer for $125.00, and you auto-apply the payment in
the Apply Sales Documents window. If you marked Auto Apply to Finance Charges First, the payment would be
auto-applied as described in the following table:
DOCUMENT AMOUNT
Finance Charge 1 $5.00
Invoice 1 $100.00
Invoice 2 $12.50
If you didn’t mark Auto Apply to Finance Charges First, the payment would be auto-applied as described in the
following table:
DOCUMENT AMOUNT
Invoice 1 $100.00
Invoice 2 $25.00
If you’re using national accounts and you mark Auto Apply to Finance Charges First, Receivables Management will
search the national account for any unapplied finance charge documents. The unapplied credit document will be
auto-applied to the finance charge documents in the national account using the Apply by setting you marked in the
Receivables Management Setup window. Unapplied credit documents are applied first to the finance charge
documents of the entire national account or specific customers, depending on whether you mark National Account
or Specific Customer in the Apply Sales Documents window.
Age Unapplied Credit Amounts####
If you mark this option, the Receivables Management aging process will age unapplied credit amounts based on
the document date in relation to the aging date, and how you set up your aging periods in Receivables
Management. If you age documents by due date and you mark this option, the due date for credit documents will
be the same as the document date.
Aging unapplied credit amounts does not affect how portions of credit documents are aged with the debit
documents they’re fully or partially settled against.
Default entries
You can enter a default entry for an NSF charge, checkbook ID, price level, and document format. These entries
appear during transaction entry; you can change them, if necessary.
NSF Charge Enter a default service charge amount for checks marked as having non-sufficient funds (NSF ).
You can change the NSF charge on a per-customer basis using the Receivables Posted Transaction
Maintenance window.
Checkbook ID Enter the ID for the checkbook to be displayed as the default entry throughout this module.
If you’re using Bank Reconciliation and you select a checkbook that is marked as inactive using the
Checkbook Maintenance window, the checkbook isn’t verified at this time.
Price Level Enter a price level to be used as the price level for all items on a sales document, if one hasn’t
already been assigned to a customer or prospect. We recommend you enter the price level you use most
often; you can override the price level during transaction entry. If you use a particular price level for most
customers, enter that price level here. Then, for customers you sell items to at other price levels, enter each
customer’s price level using the Customer Class Setup or Customer Maintenance windows.
This information doesn’t apply if you’re using extended pricing. For more information about extending
pricing, refer to the Inventory Control and Sales Order Processing documentation.
Document Format Select Blank Paper, User-Defined 1, or User-Defined 2. The document format you select
is the default format for documents you print using the Receivables Transaction Entry and Receivables
Transaction Inquiry Zoom windows.
Default Summary View Select a summary view to appear as the default summary view in the Customer
Summary and Customer Yearly Summary Inquiry windows. If you select Amounts Since Last Close, the
selected customer’s current summary information will be displayed. If you select Fiscal Year, the selected
customer’s summary information for the fiscal year will be displayed. If you select Calendar Year, the
selected customer’s summary information for the calendar year will be displayed.
Email statements
In addition to printing customer statements, you also can set up email statements to be sent on a per-customer
basis. If you are using a MAPI (Microsoft’s Messaging Application Programming Interface) compliant email
service, you can send the email statement in Portable Document Format (PDF ) to any number of specified
customer email addresses. You must install Adobe Distiller or PDFWriter to send customer statements by e-mail.
In the Receivables Management Setup window, you can enter an email address where the e-mail statements status
report should be sent. This report includes a list of the email statements that were sent successfully, and
information about any errors that might have occurred during the sending process. You won’t be able to enter the
address if you have marked Customer Statement in the Sales E -mail Setup window.
NOTE
You can enter only one e-mail address in the Status Recipient field.
If you didn’t specify an e-mail address in the Receivables Management Setup window or if sending the status
report by e-mail failed, Receivables Management will print the status report to the default printer and leave the
status report file in the folder that you specified or in the default folder which will be \CompanyID\Microsoft
Dyanmics\GP\UserID\StmtStatus.
Use the Receivables Management Setup window to set up the aging periods to use, and how to age and apply
documents. You also can set up passwords to restrict certain activities, default entries to save time when entering
data, and additional receivables options.
To set up receivables preferences and default entries
1. Open the Receivables Management Setup window. (Sales >> Setup >> Receivables)
2. Specify the aging periods to use and how to age documents. See Aging periods for more information.
3. Enter passwords to restrict user access to certain sales activities. If you leave any of the password fields
blank, no password will be required for those activities. See Passwords for more information.
NOTE
To use the credit limit override approval workflow in Sales Order Processing, don’t enter a password for the Exceed
Credit Limit field.
4. Specify whether to apply credit memos, returns, and payments by due date or document number when you
automatically apply. See Apply preferences for more information.
5. Mark any additional receivables options. See Additional receivables options for more information.
6. Enter default information for an NSF charge, checkbook ID, price level, document format, and default
summary view. See Default entries for more information.
7. Enter an e-mail statements status report recipient address. This field is not available if you have marked
Customer Statement in the Sales E -Mail Setup window or have selected Exchange as the email server type
in the System Preferences window.
8. Choose Options to set up additional Receivables Management options and default entries, such as
document descriptions, codes, numbers, and userdefined fields. See Setting up Receivables Management
options for more information.
9. Choose File >> Print to verify your entries with a Receivables Setup List.
10. Choose OK to save your entries and close the Receivables Management Setup window.
Use the Receivables Setup Options window to set up options and default entries, including document descriptions,
codes, numbers, and user-defined fields. This information appears throughout Receivables Management windows;
the transaction description is displayed on reports, and the transaction code appears when there isn’t space for the
entire transaction description on reports or in windows. Document numbers track individual transactions.
Transaction numbers
When defining default document numbers using this window, you must use separate numbers for all document
types rather than using only one document number to increment for all transactions, because each type of
document increments separately using a separate number.
While document numbers don’t have to be alphanumeric, an alphanumeric system gives you more flexibility in
locating and identifying documents. The lookup window for document numbers doesn’t display a document code,
so you can’t identify whether the transaction is a sale or a warranty by the number if you don’t use alphanumeric
document numbers.
When setting up an alphanumeric system, be sure each document number ends with a series of digits rather than
letters. If you enter Invoice numbers that end in alphabetic characters, such as 8050AC, the system is unable to
increment to the next number and you’ll receive an alert message when entering transactions, stating that the
default document number is invalid.
The number of documents you can generate depends on the number of ending digits you assign when setting up
your document numbers. It is important to have as many zeros as possible to the left of the number you enter to
ensure it increments correctly, and that enough possible numbers exist for all your entries. For example, if you enter
Sales001, once you reach Sales999, there will be no further number to increment.
Default tax schedule IDs
The sales, freight, and miscellaneous tax schedule IDs you enter appear as default entries in the Receivables Tax
Schedule Entry window. You can change these tax schedule IDs for individual transactions using the Receivables Tax
Schedule Entry window.
When you enter transactions, each schedule is compared to the tax schedule that appears in the Receivables
Transaction Entry window. Tax details that appear in both tax schedules are used to calculate the tax on the sales
amount.
User-defined fields
Receivables Management includes user-defined field names for tracking additional information about each
customer and for sorting methods on reports.
For example, if you keep track of your customer type, such as retail, you can enter Customer Type in the Customer
Master User-Defined 1 field. In the Customer Maintenance window, you will see Customer Type as the label for the
field that was Customer Master User-Defined 1. You also will see Customer Type as a sorting method on most
customer reports. There are also two user defined fields specifically for customer address information.
Sales history includes
Mark whether to post sales amounts, trade discount amounts, amounts charged for freight, miscellaneous charges,
and tax amounts to sales history. For example, if you use the Miscellaneous field in the Receivables Transaction
Entry window to enter processing fees, you can have those amounts added to the sales amounts to keep a record of
these accounts. The total of the sale plus the processing fee is displayed when you view historical amounts using
the Customer Summary window.
Use the Receivables Setup Options window to set up options to appear throughout Receivables Management. You
can enter a description for each document type, assign a code, and set up the next document number for the
transaction type.
To set up Receivables Management options
1. Open the Receivables Setup Options window. (Sales >> Setup >> Receivables >> Options button)
2. Specify default transaction descriptions, codes, and next numbers.

3. Enter the most recent dates specific sales activities were completed on. This information is updated
automatically as these activities occur.
Enter default tax schedules to be used for sales transactions when a customer doesn’t have a tax schedule
assigned, and for taxes charged on freight and other miscellaneous charges. See the System Setup
documentation for more information about setting up tax schedules.
4. Enter user-defined field names for tracking additional information about each customer and customer
address and to sort information on reports. The Customer Master fields appear in the Customer
Maintenance window, and the User-Defined 1 field is a sorting method on several customer reports. The
Customer Address fields appear in the Customer Address Maintenance window.
5. Mark whether to track sales amounts, trade discounts amounts, amounts charged for freight, miscellaneous
charges, and tax amounts in history.
6. Choose OK to save your entries and close the Receivables Setup Options window.
Chapter 2: Sales territories and salespeople
Sales territories are divisions a company’s products are sold in. You can track history, sales, and commissions in
each territory. You can set up sales territory cards according to geographical areas or customer types. For example,
you could set up government, commercial, and residential “territories.”
Use salespeople cards to track commissions for calendar and fiscal years, and to keep historical information for
each salesperson your company employs or does business with.
Adding a sales territory card
Modifying or deleting a sales territory card
Adding a salesperson card
Modifying a salesperson card
Deleting a salesperson card
Use the Sales Territory Maintenance window to enter sales territory information. When you set up your
salespeople, you’ll assign them to sales territories. You can assign customer classes and customer cards to
territories, as well.
You must set up at least one sales territory for your salespeople before you can post commissions, even if you don’t
use sales territories.
You also can enter beginning territory sales amounts. These amounts are updated automatically as you post
transactions. Transactions for the customer update commission amounts for the sales territory assigned to the
customer card. The territory you assigned to the salesperson can be different from the territory you assigned to the
customer card.
To add a sales territory card
1. In the navigation pane, choose the Sales button, and then choose the Salespeople list.
2. In the New group, choose Sales Territory to open the Sales Territory Maintenance window.
3. Enter an ID and a description for the territory.

NOTE
To ensure that reports are printed in the correct order, be sure each territory ID has the same number of characters.
The characters are sorted from left to right and numbers take priority over letters.
4. Enter the territory’s country/region.

5. Enter or select the territory manager.
6. Enter year-to-date and last year’s commissions and sales amounts, based on the customers in the territory,
to create history information. These fields are updated automatically as you post transactions.
7. Mark whether to keep calendar-year history, fiscal-year history, or both.
If you mark Calendar Year, the sales and commission amounts for individual calendar months are
recorded for reporting purposes.
If you mark Fiscal Year, the sales and commission amounts for individual fiscal periods are recorded
for reporting purposes.
To view or edit detailed historical commission and sales information for a single territory, choose History to
open the Sales Territory History window. This information is updated as you post transactions.
To add periods to include, choose Add Period in the Sales Territory History window to open the Sales Period
and Month Maintenance window. Close the window when you finish.
8. Choose OK to close the Sales Territory History window; choose Save to save the sales territory card.
9. When you finish entering your sales territory cards, choose File >> Print to verify your entries with a Sales
Territory List.
Use the Sales Territory Maintenance window to modify or delete sales territory information. You can’t delete cards
for sales territories with posted amounts or amounts in history.
To modify or delete a sales territory card
2. Mark the salesperson whose sales territory you want to modify or delete.
3. In the Modify group, choose Edit Sales Territory to open the Sales Territory Maintenance window.
4. Select one of the following options.
To make changes to the sales territory card, enter the new information.
To delete to the sales territory card, choose Delete.
5. Choose Save. Choose File >> Print to print a Sales Territory List to review your changes.
Use the Salesperson Maintenance window to enter salesperson information.
You can assign a salesperson to each customer card. Transactions for the customer update the commission
amounts for the salesperson.
To add a salesperson card
2. In the New group, choose Salesperson to open the Salesperson Maintenance window.
3. Enter a salesperson ID and name. If this salesperson is an employee, enter the employee ID; the employee
record information appears. The salesperson ID doesn’t have to be the same as the employee ID.
NOTE
To ensure that reports are printed in the correct order, be sure that each salesperson ID has the same number of
characters. The characters are sorted from left to right and numbers take priority over letters.
4. Enter or select a territory ID. You must enter a territory ID before you can post commissions. Even if you
don’t use territories, set up one sales territory to assign to all salespeople.
5. Enter or select a vendor ID if this salesperson is an independent contractor and not an employee.
6. Enter address information for the salesperson.
7. Enter the commission percentage this salesperson earns. Then, mark whether to calculate the salesperson’s
commissions as a percentage of the sale amount or the invoice total. If you mark to calculate the invoice
total, the commissions are calculated as a percentage of the invoice total, including the sale amount, freight,
taxes, and miscellaneous charges.
8. Enter year-to-date and last-year commission and sales amounts to create history information. These fields
are updated automatically as you post transactions.
9. Mark whether to keep calendar-year and fiscal-year history.
If you mark Calendar Year, sales and commission amounts for individual calendar months are
If you mark Fiscal Year, sales and commission amounts for individual fiscal periods are recorded for
reporting purposes.
To view or edit historical commission and sales information for a single salesperson, choose History to open the
Salesperson History window. This information is updated as you post transactions.
To add periods to include, choose Add Period in the Salesperson History window to open the Sales Month and
Period Maintenance window. Close the window when you finish.
Choose OK to close the Salesperson History window, and choose Save to save the salesperson card.
When you finish entering your salespeople cards, choose File >> Print to verify your entries with a Salesperson
List.
Use the Salesperson Maintenance window to modify salesperson information.
To modify a salesperson card
2. Mark the salesperson card to change.
3. In the Modify group, choose Edit to open the Salesperson Maintenance window.
4. To make changes to the salesperson card, enter the new information.
5. Choose Save to save the salesperson card. Choose File >> Print to print a Salesperson List and view the
changes you entered.
Cards can’t be deleted for salespeople for whom posted commission amounts or amounts in history exist. See
Marking commission amounts as paid for more information about removing posted commissions.
To delete a salesperson card
2. Mark a salesperson to delete.
3. Delete the salesperson.
Chapter 3: Customer classes

Use customer classes to organize customers who have similar characteristics. For example, you could group your
customers by credit limit, location, or business size.
Customer classes provide default entries and options that organize customer cards and save time when entering
data and grouping and sorting methods on reports. You also can make changes to groups of customers quickly by
changing the class and “rolling down” the change to all the customers in the class.
Open item and balance forward balances
History options
Credit and transaction options
Adding a customer class
Entering customer class Intrastat statistics
Setting up customer class default posting accounts
You can select between open item and balance forward balance types for customer accounts in Receivables
Management. The following table outlines the differences between the two types:
OPEN ITEM BALANCE FORWARD
Definition Individual transaction information is Transaction information is retained only

saved and detailed on customer for the current period and is then
statements until the transaction is consolidated into an account total that
removed through paid transaction is brought forward at the beginning of
removal. each subsequent period.
Number of aging periods You can use up to seven aging periods. There are only two aging periods:
current and noncurrent.
Finance charges Accounts are aged before assessing Accounts are consolidated after finance
finance charges because open item charges are assessed and customer
accounts are aged by individual statements have been printed because
transaction dates. balance forward accounts don’t retain
individual transaction information.
Aging You can age open item accounts at any Balance forward consolidation occurs
time of the month by initiating the during the paid transaction removal
aging process. procedure.
Cash receipts/posted transactions You can apply payments to specific Payments are applied automatically to
invoices. You can waive finance charges, the noncurrent balance. You can waive
assess charges for non-sufficient funds finance charges, assess charges for
(NSF) checks, and void transactions until nonsufficient funds (NSF) checks, and
you complete the paid transaction void transactions until you consolidate
removal procedure. the accounts during the paid
transaction removal procedure.
Multicurrency transactions You can enter multicurrency Multicurrency transactions cannot be

transactions for open item customers. entered for balance forward customers.
See Chapter 6, “Open item balances,” and Chapter 7, “Balance forward balances,” for more information about
balance types.
History options
There are several history options available in Receivables Management. The following table outlines each one:
HISTORY TYPE WHAT’S KEPT BENEFITS OF KEEPING
Calendar Year Sales and commission amounts for You can print reports for monthly and
individual calendar months yearly customer activity.
Fiscal Year Sales and commission amounts for You can print reports for customer
individual fiscal periods activity in each fiscal period.
Transaction Detailed information about sales You can print history reports and the
transactions Historical Aged Trial Balance report.
(If you marked Print Historical Aged Trial

Balance in the Receivables Management
Setup window, transaction history will
be kept regardless of whether you mark
this option.)
Distribution Detailed information about the posting You can print the Distribution History
account distributions for each Report. (If you marked reprint posting
transaction journals in the Audit Trail Codes Setup
window, distribution history will be kept
regardless of whether you mark this
option.)

You can use the Customer Class Setup window (Sales >> Setup >> Customer Class) to specify credit and
transaction entry options for customer classes, including the following options:
Finance charges Mark whether finance charges are used by customers in this class, and if the charges are a
percentage of the balance due or a flat amount. To send customer statements monthly and assess charges on a
monthly basis based on annual percentage, divide your yearly charge by 12 and enter that amount. The finance
charge amounts you enter here are assessed each time you use the Assess Finance Charges window, typically on a
monthly basis. For this reason, you should enter the amount or percentage to be charged monthly. For example, if
customers in this class are required to pay an annual percentage rate (APR ) of 18%, enter 1.5% (18 / 12 = 1.5).
Payment terms Payment terms include discounts that you offer your customers if they pay by a certain date. For
example, the terms 2%-10/Net 30 offer a 2% discount to customers who pay within 10 days after the date of the
purchase; otherwise the bill must be paid in full within 30 days. The terms Net 15 require that payment be made
within 15 days of purchase, with no discount being offered. Other common terms are COD and prepayment.
Discount grace period The discount grace period is a grace period for payment terms that use discounts. When
using discount date grace periods, if the document date plus the discount grace period is the same as or after the
payment terms discount date, the discount date and the due date move to the next month. For example, assume
that January 6 is an invoice date, the terms are $2.50 7/Net 12, and the discount grace period is 2 days. A discount
of $2.50 is available to customers if they pay on January 7; otherwise, the entire bill is due January 12. Because the
invoice date plus the discount due date grace period is greater than or equal to the discount date, the discount date
moves to February 7 and the due date moves to February 12.
Due date grace period The due date grace period is a grace period for payment terms that use due dates. For
example, assume that May 25 is an invoice date. The terms are EOM for the invoice and the bill is due on the last
day of the month. If you enter a grace period of 5 and the invoice date falls within five days of the end of the month,
the invoice isn’t due until the end of the following month.
Use the Customer Class Setup window to enter new customer classes. In addition, you can make changes to
groups of customers quickly by changing the class and rolling down the change to all the customers in the class.
See Modifying or deleting a customer class for more information about rolling down changes to a customer class.
To add a customer class
1. Open the Customer Class Setup window. (Sales >> Setup >> Customer Class)
2. Enter an ID and description for the class.
We recommend that you enter the class with the most common entries first and mark this class as your
default class. If you mark Default, the information you set up for this class appears as the default information
for every subsequent class you create. You can mark only one class as the default customer class.
3. Set up the credit options to apply to customers in this class, such as balance type, finance charge, minimum
payment, credit limit, and writeoff.
If customers in this class will use multicurrency transactions, you must select Open Item as the balance type.
Multicurrency transactions cannot be entered for balance forward customers, and balance forward
customers can’t be part of a national account.
If customers in this class will be part of a national account, you must select Open Item as the balance type.
4. Mark Revalue Customer to include the transactions for the customers in this class when you’re revaluing the
Sales series using the Multicurrency Revaluation window.
Mark whether to post the revaluation results to each transaction’s Accounts Receivable account and Terms
Discounts Available account, or to a Sales offset account.
5. Select a default order fulfillment shortage option for this customer. You can choose None, Back Order
Remaining, or Cancel Remaining. If you select None, you will have to allocate any shortages manually. See
the Sales Order Processing documentation for more information.
6. Enter default transaction entries options for customers in this class, such as trade discount, payment terms,
and salesperson and territory IDs.
7. If customers in this class will use multicurrency transactions, enter or select an existing currency as the
default currency for the class. We recommend you enter a currency ID other than your functional currency
only for those classes of customers who typically use a foreign currency.
If you already set up a customer class and you change the currency ID, you can roll down the currency ID to
the customers in this class; the new currency ID will be assigned to all customers you assign to the class in
the future.
8. Enter or select an existing rate type for the class. When you enter transactions, you automatically can select
the appropriate exchange rate table based on the currency ID and rate type you’ve entered. See the
Multicurrency Management documentation for more information about currencies and rate types.
NOTE
If you don’t assign a rate type to a customer, the default rate type you’ve entered for the Sales Series using the
Multicurrency Setup window appears on the transaction instead. Therefore, be sure you’ve entered a Sales series
default rate type.
9. Mark the types of history to keep. See History options for more information.
10. Select a priority for the customer—1 is the highest priority and None is the lowest priority. When you
allocate items in the Sales Automatic Order Allocation window, you can choose to allocate items by
customer priority.
11. Select a statement cycle for printing customer statements for this class. If you don’t send statements to most
members in this class, select No Statement.
To assign default posting accounts to the class, choose Accounts to open the Customer Class Accounts Setup
window.
If you don’t set up accounts for the customer, the accounts from the class are used. If there aren’t any for the
class, the accounts in the Posting Accounts Setup window are used. See Setting up customer class default
posting accounts for more information.
12. Choose OK to close the window and return to the Customer Class Setup window, and choose Save to save
your entries.
When you finish entering your customer class cards, choose File >> Print to verify your entries with a Classes
Setup List
Use the Customer Class Intrastat Setup window to enter default Intrastat information for a customer class. You can
roll down the changes you make using this window to all customer cards in the class.
If you set up Intrastat information for customer classes, you won’t need to enter Intrastat information for individual
customer cards in that class. However, you can change the information for a particular customer card using the
Customer Intrastat Setup window.
NOTE
You can enter Intrastat statistics only if you have marked to enable Intrastat tracking using the Company Setup Options
window.
See the System Setup documentation for information about setting up Intrastat codes.
To enter customer class Intrastat statistics
1. Open the Customer Class Intrastat Setup window. (Sales >> Setup >> Customer Class >> Select a
customer class >>Intrastat button)
2. Enter or select country, transport mode, transaction nature, incoterms, procedure/regime, port, region, and
tax commodity codes for the customer class.
3. Choose OK to close the Customer Class Intrastat Setup window.
4. In the Customer Class Setup window, choose Save to save the information.
NOTE
Deleting the customer class also deletes Intrastat information.

You can set up a unique set of default posting accounts for each class. When you set up your customer cards, you
can use these accounts or change them as needed on a per-customer basis.
If you’re using Receivables Management with both Invoicing and Inventory, some Invoicing transactions are posted
to Receivables Management posting accounts, and some to Inventory posting accounts. For example, Invoicing
distributions for inventory amounts or markdowns always are posted to equivalent Inventory posting accounts. You
can post other distribution amounts only to Receivables Management accounts. Credit card sales recorded in
Invoicing always are posted to the Accounts Receivables posting account you set up for the customer in
Receivables Management. In addition, you can post trade discounts, terms discounts taken, and freight and
miscellaneous charges only to equivalent Receivables Management posting accounts.
You can post other types of distributions either to Inventory or Receivables Management posting accounts,
depending on the selections you made using the Invoicing Setup window. If you selected Item in the Posting
Accounts From field, Inventory posting accounts are used. If you selected Customer in the Posting Accounts From
field, Receivables Management posting accounts are used. See the Invoicing documentation for more information.
To set up customer class default posting accounts
1. Open the Customer Class Accounts Setup window. (Sales >> Setup >> Customer Class >> Accounts
button)
2. If you didn’t specify a class ID using the previous window, enter or select a class ID and enter a description.
4. Mark whether to use the Cash account from the checkbook you selected using the Receivables Management
Setup window or from the customer card.
NOTE
If you’re using Bank Reconciliation, we recommend that you use the Cash account from the checkbook so you can
easily reconcile the checkbook balance to the Cash account in General Ledger.
5. Enter or select the posting accounts. These accounts appear as default entries for setting up customer cards.
Chapter 4: Customer cards

The foundation of the Receivables Management module is your collection of customer cards. This information is
used to track the status of customers and to print reports. It is important to keep this information up to date to
reflect your company’s current activity.
NOTE
You might be able to import your customer records from your current system directly into Receivables Management.
Importing your customer data saves you a considerable amount of time. Contact your reseller for more information.

Before you add customer cards
Adding a customer card
Setting up customer default posting accounts
Entering customer address information
Entering customer Intrastat statistics
Finance charge and credit limit options
Setting up customer credit, payment, and history options
Setting up e-mail options for a customer
Setting up e-mail options for a group of customers
Before you begin entering your first customer cards, consider how to arrange your current and future customer
cards. You might want to assign specified groups of IDs to different types of customers. You also might want to
assign them to different customer classes. Once you decide on the most appropriate identification system, be sure
all the IDs have the same number of characters, and are set up consistently, for the best results when printing
reports and using other windows.
Use the Customer Maintenance window to add customer cards to your Receivables Management system.
To add a customer card
2. In the New group, choose Customer to open the Customer Maintenance window.
3. Enter a customer ID and name information. The short name, such as the company’s initials, can be used in
circumstances when the customer name is too long. Short names may appear on reports and can be used as
a sorting option for reports. The statement name is the name that is printed on statements.
4. Assign the customer to a class. Once you enter a class ID, several default entries appear in this window, in
the Customer Maintenance Options window and in the Customer Account Maintenance window. These can
be changed on a per customer basis.
customer priority.
6. Enter address information. An address ID is required if you enter any address information in this window.
Internet address information can be entered by choosing the Internet button. To send documents such as
invoices, sales quotes, and customer statements in e-mail, use the Internet Information window to enter To,
Cc, and Bcc e-mail addresses.
Additional addresses can be added by choosing Address to open the Customer Address Maintenance
window. See Entering customer address information for more information.
7. Enter telephone and fax numbers.
8. Mark Ship Complete Documents if the customer doesn’t accept partial shipments of Sales Order Processing
documents. Partial line item quantities won’t be transferred in Sales Order Processing if the customer
doesn’t accept partial shipments. Refer to the Sales Order Processing documentation for more information
about quantity transfers.
9. Enter the UPS zone, shipping method and tax schedule ID used most often for this customer.
Because taxes are calculated at the point of exchange of goods or services, the shipping method is used for
tax calculations on transactions.
If you select a shipping method of Delivery, the tax schedule assigned to the customer card is used to
calculate the tax amount on transactions.
If you select a shipping method of Pickup, the tax schedule assigned to your company in the
Company Setup window is used to calculate the tax amount.
10. Enter or select address IDs for shipments, bills, and statements for this customer, if the customer has
different addresses for multiple purposes. See Entering customer address information for more information.
11. Enter or select a salesperson ID and territory ID.
12. Enter user-defined information and any comments you want to appear on the Customer Setup List and in
the Customer Inquiry window.
13. Enter the trade discount, payment terms and price level information.
You won’t be able to enter a price level if you’re using extended pricing.
14. Choose Accounts to view or edit the posting accounts assigned to this customer. For more information, see
Setting up customer default posting accounts.
15. Choose Options to view or enter additional credit, payment and history options for this customer. For more
information, see Setting up customer credit, payment, and history options.
16. Choose the Attachment Management icon to attach documents to the customer record, if applicable.
17. In the Customer Maintenance window, choose Save to save the information you’ve entered.
When you have entered all your customer cards, verify your entries with a Customer Setup List and a Customer
Addresses List.
Use the Customer Account Maintenance window to change the accounts for an individual customer.
Each customer can use different posting accounts if necessary. When you enter transactions, amounts are
distributed to the accounts you assign to the customer using this window. If you entered a Class ID for this
customer, the posting accounts you entered using the Customer Class Accounts Setup window appear here as
default entries. If there aren’t any set up for the class, the accounts in the Posting Accounts Setup window are used.
Regardless of how you set up posting accounts, you can change distributions during transaction entry.
If you’re using Receivables Management with both Invoicing and Inventory, some invoicing transactions are posted
to Receivables Management posting accounts and some to Inventory posting accounts. For example, Invoicing
distributions for inventory amounts or markdowns always are posted to equivalent Inventory posting accounts. You
can post other distribution amounts only to Receivables Management accounts. For example, credit card sales
recorded in Invoicing always are posted to the accounts receivable posting account you set up for the customer in
Receivables Management. In addition, trade discounts, terms discounts taken, and freight and miscellaneous
charges can be posted only to the equivalent Receivables Management posting accounts.
Accounts From field, Inventory posting accounts are used. If you select Customer in the Posting Accounts From
To set up customer default posting accounts
1. Open the Customer Account Maintenance window. (Sales >> Cards >> Customer >> Select a customer ID
>> Accounts)
Setup window, or from the customer card.
NOTE
If you’re using Bank Reconciliation, we recommend that you use the Cash account from the checkbook so that you
can easily reconcile the checkbook balance to the Cash account in General Ledger.
3. Enter or select the default posting accounts for this customer.

4. Choose OK to close the Customer Account Maintenance window.
5. In the Customer Maintenance window, choose Save to save the information.
If your customer has more than one address, such as shipping, billing, and statement addresses, you can enter
additional addresses using the Customer Address Maintenance window.
You also can enter site, salesperson, territory, and additional user-defined information for each address. If
salespeople are assigned to specific locations, such as states, it’s possible that one customer might have different
salespeople for different locations.
To enter customer address information
1. Open the Customer Address Maintenance window. (Sales >> Cards >> Addresses)
2. Enter or select a customer ID.

3. Enter an address ID and the new address information. To enter Internet address information, choose the
Internet button to open the Internet Information window. To send documents such as invoices and sales
quotes in e-mail, use the Internet Information window to enter To, Cc, and Bcc e-mail addresses.
4. Enter a shipping method and tax schedule ID for the address ID that’s currently displayed. If you select a
shipping method that requires delivery, the default tax schedule assigned to the customer address will be
displayed during transaction entry. If the method requires the customer to pick up goods, the schedule ID
assigned to the site that the customer will pick up the goods from will be displayed.
When you’re entering a sales transaction, the shipping method you entered for the customer in the
Customer Address Maintenance window appears as the default entry.
To enter Intrastat information, choose the Intrastat button. See Entering customer Intrastat statistics for more
information.
5. Enter or select a site ID to assign to the customer address or accept the default entry.
If you’re entering a sales transaction, the site ID you select will appear as the default entry in the Sales Order
Processing window.
If you’re entering an invoicing transaction, the site ID you select will appear as the default entry in the
Invoice Entry window.
6. Enter or select a salesperson ID and territory ID to assign to the customer address. Default commission
amounts and default commission distribution amounts will be calculated based on the salesperson ID
selected. You must select a sales territory to calculate commission amounts.
7. Enter user-defined information for this customer.
8. Enter an address name. The address name can be used for a more descriptive name for the address ID and
will appear on printed documents. Select which phone or fax number to print on sales documents, or Do Not
Print, if you are not required to print that information. This information will appear as a default in the Sales
Ship-To Address Entry window.
9. In the Customer Address Maintenance window, choose Save to save the information.
Use the Customer Intrastat Setup window to enter a customer’s tax registration number. If Intrastat information
was entered for the customer class, that information appears in this window. You can use the Customer Intrastat
Setup window to change Intrastat information for an individual customer, or to enter Intrastat information if none
was entered for a customer class.
NOTE
You can enter Intrastat statistics only if you marked to enable Intrastat tracking using the Company Setup Options window.
To enter customer Intrastat statistics

1. Open the Customer Intrastat Setup window. (Sales >> Cards >> Addresses >> Select a customer ID >>
Intrastat button)
2. Enter a tax registration number.

tax commodity codes for the customer class. See the System Setup documentation (Help >> Printable
Manuals) for information about setting up these codes.
4. Choose OK to close the Customer Intrastat Setup window.
NOTE
Deleting the customer address also deletes Intrastat information.

You can use the Customer Maintenance Options window (Sales >> Cards >> Customer >> Select a customer ID
>> Options) to specify credit and transaction options for customers, such as the following options:
Finance charges Mark whether to assess finance charges for this customer. The finance charge amounts
you enter here are assessed each time you use the Assess Finance Charges window, typically on a monthly
basis. For this reason, you should enter the amount or percentage charged monthly. For example, if the
customer is required to pay an annual percentage rate (APR ) of 18%, enter 1.5% (18 / 12 = 1.5).
Credit limits Customers can have no credit, unlimited credit, or a specified amount of credit. You can’t
define separate credit limits for different aging periods using this window. However, you can use the Display
Credit Limit Warning window to specify that an alert message be displayed when the customer’s balance
exceeds a particular sum, either in total or during a specific aging period. For example, you might use the
Display Credit Limit Warning window to specify that a message be displayed if the customer’s balance
exceeds $5000 for the periods of 6190 days and beyond, even if the customer’s credit limit is $6000. To open
the Display Credit Limit Warning window, choose the expansion button on this field.
Use the Customer E -Mail Options window to select which documents you want to send to the customer, message
ID, and document format. You can either send documents as attachments or embed documents in the message
body. If you send documents as attachments, you can select to send multiple attachments to the customer and set
the maximum file size of the document.
If you entered a class ID for this customer, the options you entered using the Customer Class Setup window appear
as default options in the Customer Maintenance Options window.
To set up customer credit, payment, and history options
1. Open the Customer Maintenance Options window. (Sales >> Cards >> Customer >> Select a customer ID
>> Options)
2. Set up the credit options to apply to the customer, such as balance type, finance charge, minimum payment,
credit limit, and writeoff.
If the customer uses multicurrency transactions, you must select Open Item as the balance type.
Multicurrency transactions can’t be entered for balance forward customers, and balance forward customers
can’t be part of a national account.
If the customer is part of a national account, you must select Open Item as the balance type.
3. Mark Revalue Customer to include the customer’s posted transactions when you’re revaluing the Sales
series using the Multicurrency Revaluation window.
Mark whether to post the revaluation results to each transaction’s Accounts Receivable and Terms Discounts
Available accounts, or to a Sales offset account.
5. Enter payment information for this customer, including credit card and bank information.
6. Enter tax exemption numbers and the customer’s tax registration number. If your company is required to
collect Value-Added Tax (VAT) from the customer, enter the customer’s VAT registration number in the Tax
Registration field.
7. If the customer uses multicurrency transactions, enter or select the default currency and an existing rate type
for the customer. When you enter transactions, you automatically can select the appropriate exchange rate
table based on the currency ID and rate type you’ve entered.
We recommend that you enter a currency ID other than your functional currency only for those customers
who typically use a foreign currency. See the Multicurrency Management documentation for more
information about currencies and rate types.
NOTE
If a rate type isn’t assigned to a customer on a multicurrency transaction, the default rate type you’ve entered for the
Sales Series using the Multicurrency Setup window appears instead. Therefore, be sure you’ve entered a Sales series
default rate type.
8. Select a statement cycle for printing statements for this customer. If you don’t send statements to the
customer, select No Statement.
9. Mark the types of history to keep.
10. Mark whether to be able to send e-mail customer statements to this customer, and enter at least one valid e-
mail address where the customer statements should be sent. Choose To, Cc, or Bcc to open your e-mail
address book. You won’t be able to enter the address if you have marked Customer Statement in the Sales
E -mail Setup window or are using Exchange as your email server type in the System Preferences window.
You must have Adobe Distiller or PDFWriter installed on your computer to e-mail statements. Any MAPI-
compliant e-mail service is supported.
11. Choose OK to close the Customer Maintenance Options window. In the Customer Maintenance window,
choose Save to save the information.
Setting up e -mail options for a customer
Use the Customer E -Mail Options window to select which documents you want to send to the customer. You also
can specify message IDs and the document format to use for the customer. A message ID is a predefined message
that you can assign to a document that you want to send in e-mail. For example, you can send a holiday greeting
message to a customer.
as attachments, you can select to send multiple attachments to the customer and set the maximum file size of the
document.
The options available in this window depend on the selections you made in the Company Setup window and the
Sales E -mail Setup window. See your System Setup Guide (Help >> Contents >> select Setting up the System) for
more information.
To set up e-mail options for a customer
1. Open the Customer E -mail Options window. (Sales >> Cards >> Customer >> Select a customer ID >> E -
mail)
depend on the selections in the Company E -mail Setup window.
4. If you are sending documents as attachments, you can mark to set a maximum file size limit for attached
documents sent to the customers, and then enter the file size. If this field is unmarked, there isn’t a size limit.
5. Mark the documents you want to send in e-mail. You can select a default message ID for each document and
select the format that you want to send the document in.
If a document is unmarked, it can’t be sent in e-mail. The documents available to send depend on the
documents selected in the Sales E -Mail Setup window.
If you didn’t select a message ID for the document type in the Sales E -mail Setup window, this field is
blank.
The file formats available to send attachments depend on the formats you selected in the Company E -
mail Setup window.
must be enabled in the Template Configuration Manager window. Standard reports (reports generated by
the Report Writer engine) are sent when you send documents as HTML attachments.
6. Choose OK to update the selected customer with the options you entered.
Setting up e -mail options for a group of customers
Use the Mass Customer E -Mail Settings window to assign e-mail settings to multiple customer records. You can
select which documents you want to send to the customers. You also can specify message IDs and the document
format to use for the vendor. A message ID is a predefined message that you can assign to a document that you
want to send in e-mail. For example, you can send a promotional message to your customers when sending sales
quotes in e-mail.
as attachments, you can select to send multiple attachments to the customers and set the maximum file size of the
document.
Sales E -mail Setup window.
To set up e-mail options for a group of customers
2. Mark the customers that you want to set up e-mail options for.
3. In the Modify group, click the overflow menu and then select E -mail Settings to open the Mass Customer E -
4. Select to send documents as attachments or embed documents in the body of email messages.
5. If you are attaching documents, you can select to attach multiple documents per e-mail and set a maximum
file size for the documents.
then select the format that you want to send the document in.
blank.
The file formats available to send attachments depend on the formats you selected in the Company E -
mail Setup window.
7. Choose OK to save your entries and to close the Mass Customer E -mail Settings window.
Chapter 5: Customer maintenance

After you enter information in Receivables Management, proper maintenance of these cards is essential to
preserving the accuracy of your accounting information. This part of the documentation describes the maintenance
tasks you might encounter when working with customer cards and classes.
Customer card statuses
Placing or removing a customer hold
Inactivating a customer card
Modifying or deleting a customer address
Modifying or deleting a customer card
Modifying or deleting a customer class
Deleting a group of customer cards
You can designate a customer card as inactive or on hold. Use these statuses to limit the data that users can enter or
post. You also can use these statuses to place restrictions on deleting or modifying a customer card.
STATUS DEFINITION WHAT YOU CAN DO
Hold Used to temporarily prevent any further You can still record payments from the
sales to a customer if, for example, the customer.
customer has an unpaid balance.
Inactive Used as a permanent change to a No transactions of any kind can be

customer’s status reflecting the fact that entered.
you no longer do business with the
customer.

During the course of business, you want to place a customer hold, or remove that hold. For example, if a customer
has an unpaid balance that exceeds his or her credit limit, you might not want to allow any other sales activity for
the customer. If you receive the balance, you might then remove the hold. You can enter sales for a customer once
you remove the hold.
The Hold option is ignored if the customer ID is the child customer of a national account and the Apply
Hold/Inactive Status of Parent Across National Account option in the National Accounts Maintenance window is
marked. See Chapter 9, “National accounts,” for more information.
To place or remove a customer hold
1. Open the Customer Maintenance window. (Sales >> Cards >> Customer)
2. Enter or select the customer to place on hold or remove from on hold.
3. Mark or unmark Hold.
4. Choose Save.
To place or remove a customer hold using the action pane
2. Mark the customer or customers to place on hold or remove from on hold.
3. In the Modify group, choose Apply Hold or Remove Hold.
Use the Customer Maintenance window to inactivate a customer card. Inactive customers are customers you no
longer want to have a business relationship with, but the cards can’t be deleted because historical information is
being kept.
You can inactivate a customer card only if there are no outstanding invoices. If you can’t inactivate a customer card,
you should remove paid sales transactions for the customer. For more information, refer to Removing paid
transactions.
You can’t mark a customer ID inactive if it’s the parent customer ID of a national account that contains children who
have unposted or open transactions, and the Apply Hold/Inactive Status of Parent Across National Account option
in the National Accounts Maintenance window is marked.
In addition, the Inactive option is ignored if the customer ID is the child customer of a national account and the
Apply Hold/Inactive Status of Parent Across National Account option in the National Accounts Maintenance
window is marked. See Chapter 9, “National accounts,” for more information.
To inactivate a customer card
2. Enter or select the customer card.
Mark Inactive. To reactivate a customer card, unmark the Inactive option.
3. Choose Save.
If you need to change or delete an address, you can use the Customer Address Maintenance window to do so.
Deleting the customer address also deletes Intrastat information and Internet information associated with the
address.
To modify or delete a customer address
2. Enter or select the customer ID and address ID.
3. Select one of the following options:
To make changes to the address, enter the new information.
To delete the address, choose Delete.
4. Choose Save.
Use the Customer Maintenance window to make changes to a customer card, or to delete the card. You can’t delete
a customer card if it has a current balance, posted or unposted transactions, transactions in history, or if it part of a
national account.
If a customer is part of a national account, you can’t delete the customer card until you remove the customer
from the national account. Additional restrictions also apply to national account customers. See Chapter 9,
If the customer card you’re deleting has a current balance, you can’t delete it until the year-end closing
process is completed. See Calendar year-end closing overview for more information.*
If transaction history is being kept for the customer card you’re deleting, you must remove history for that
customer before deleting it. See Chapter 28, “History removal,” for more information. If you don’t want to
remove the history, you might inactivate the customer card.
TIP
To find out whether customer cards have any balances or transactions in history, choose File >> Print in the Customer Mass
Delete window to print a Customer Card Removal Edit List; or, print a Transaction Removal Report without removing historical
information. The cards appear as deleted on the report, but they aren’t actually deleted until you complete the process.
To modify or delete a customer card

2. Enter or select the ID for the customer card to change or delete.
To make changes to the customer card, enter the new information.
To delete the card, choose Delete.
3. Choose Save.
4. Choose File >> Print to print a Customer Setup List, so you can review your changes.
Use the Customer Class Setup window to modify an existing customer class to reflect changes or delete a class you
no longer use because it has become obsolete.
If you make changes to an existing customer class, you’ll be asked whether to roll down the changes to all customer
cards in the class. If you roll down changes, all customer cards in the class are updated to reflect the changes you’ve
made. If you don’t roll down the changes, only new customer cards you add will reflect the changes.
NOTE
If you change the balance type for a class, the change isn’t rolled down to the customers assigned to the class. Once a
balance type is selected for a customer, it can’t be changed.
When you delete a class, the customer cards assigned to the class aren’t affected.
To modify or delete a customer class
2. Enter or select the ID for the class to change.
3. Choose one of the following options:
To change the class, enter the new information. A message will appear asking if you want to roll down
the changes you made to all customers in this class.
To delete the class, choose Delete.
4. Choose Save.
5. Choose File >> Print to print a Classes Setup List, so you can review the changes you entered.
Use the Customer Mass Delete window to delete a range of customer cards.
To delete a group of customer cards
1. Open the Customer Mass Delete window. (Sales >> Utilities >> Mass Delete)
2. Enter or select a range of customer cards to delete.

3. Mark Inactive Only to delete only inactive customer cards.
4. Mark Print Report to print a Customer Cards Removal Report.
5. Choose File >> Print or the printer icon to print a Customer Removal Edit List before removing any
customer cards.
6. Choose Process to delete the selected customer cards. If you selected to print the report, the Customer
Cards Removal Report is printed after processing is complete.
Any customer cards in the range that don’t meet the criteria for deletion won’t be deleted.
Chapter 6: Open item balances

When setting up Receivables Management, you must enter the beginning or outstanding balances for your
customers. This information describes how to enter balances for open item customers.
For open item customers, individual transaction information is saved and detailed on customer statements until the
transaction is removed through paid transaction removal. See Open item and balance forward balances for more
information about balance types. See Chapter 7, “Balance forward balances,” for more information about entering
balances for balance forward customers.
Before you enter beginning open item balances
Changing the posting settings
Entering open item beginning balances
Resetting the posting settings
You should keep several points in mind before you begin entering your beginning balance transactions, such as the
following options:
Posting date When entering transactions for noncurrent balances, change the transaction date to a date
that falls before the beginning of the current period. When you repeat the procedure for your current
balances, use the actual transaction date.
Salesperson ID If you entered beginning salesperson commission information when you set up your
salesperson cards, do not enter a salesperson ID when entering a beginning balance transaction. Otherwise,
the commission and sales amounts will be posted twice, causing them to be overstated on the salesperson
card.
Trade discount If you enter the balance in summary and the customer is eligible for a trade discount, a
discount amount is displayed as a default entry. Change the amount to zero.
Freight, miscellaneous, and tax If you enter the balance in summary, no amounts should be entered for
freight, miscellaneous charges, and taxes. If you enter the beginning balance in detail, include the trade
discount, freight, miscellaneous charges, and taxes.
To correctly post your beginning balance transactions, you must complete the following procedures in order:
Use the Posting Setup window to change your posting settings so your transactions don’t post to General Ledger, if
General Ledger is part of your system. This ensures that the beginning balances transactions you’re entering won’t
affect General Ledger account balances.
To change the posting settings
2. Select Sales as the series and Receivables Sales Entry as the origin.
3. Unmark Post to General Ledger. Repeat this for the origins of Receivables Apply Doc. and Receivables Cash
Receipts.
NOTE
The accounts in General Ledger might be overstated if you don’t unmark this posting option.

For open item customers you might find it easiest to enter your invoices by starting with the oldest and moving to
the newest. However, because you’ll enter the balances with the correct transaction date, the order you enter them
in isn’t critical. Before entering any transactions, you need to change the posting settings so the transactions won’t
post to General Ledger.
You can enter transactions in detail or summary form, depending on your company’s record keeping methods.
Detailed transactions include all information about the transaction, including discounts and tax amounts; summary
transactions include only the transaction amount as a lump sum. Review Before you enter beginning open item
balances before entering your beginning balances.
To enter open item beginning balances
1. Open the Receivables Batch Entry window. (Sales >> Transactions >> Receivables Batches)
2. Enter a batch ID, such as BBAL, and select Transaction Entry as the batch origin for transactions. See Chapter
11, “Batches,” for more information about batches.
3. Enter information to identify the batch, including comments, frequency, (which in this case would be single-
use because you’ll post beginning balances only once), and checkbook ID.
4. Enter a posting date if the batch should be posted using a date other than the default date that’s displayed.
5. To enter transaction information after the batch is created, choose Transactions to open the Receivables
6. Enter beginning balance transactions. The actual balances are created by entering transactions.
The following table outlines what you should enter depending on the information you keep for your customers:
IF YOU PLAN TO KEEP WHAT YOU’LL ENTER
Transaction history in detail Enter each transaction as it was when the transaction
occurred.
Transaction history in summary Enter summary information per month or aging period for
each customer.
Beginning balances Enter the beginning balance for each customer in the Sales
field.
See Chapter 12, “Transaction entry,” for more information.

7. Choose Post to post your beginning balance transactions.
8. Print an Aged Trial Balance as a record of your beginning balances and as verification of your customer
totals. See Chapter 26, “Reports,” for more information about printing reports.
Use the Posting Setup window to reset the posting settings so that your Receivables Management transactions
again post to General Ledger, if General Ledger is part of your system.
To reset the posting settings
Mark Post to General Ledger. Repeat this for the origins of Receivables Apply Doc. and Receivables Cash Receipts.
Chapter 7: Balance forward balances

customers. This information describes how to enter balances for balance forward customers.
For balance forward customers, transaction information is retained only for the current period, and is then
consolidated into an account total that’s brought forward at the beginning of each subsequent period. See Open
item and balance forward balances for more information about balance types. See Chapter 6, “Open item
balances,” for information about entering balances for open item customers.
Before you enter beginning balance forward balances
Balance forward beginning balances
Entering balance forward transactions for noncurrent periods
Consolidating period balances
Entering transactions for current periods
following options:
Posting date When entering transactions for noncurrent balances, change the transaction date to a date that falls
before the beginning of the current period. When you repeat the procedure for your current balances, use the
actual transaction date.
Salesperson ID If you entered beginning salesperson commission information when you set up your salesperson
cards, do not enter a salesperson ID when entering a beginning balance transaction. Otherise, the commission and
sales amounts will be posted twice, causing them to be overstated on the salesperson card.
Trade discount
If you enter the balance in summary and the customer is eligible for a trade discount, a discount amount is
displayed as a default entry. Change the amount to zero.
Freight, miscellaneous, and tax If you enter the balance in summary, no amounts should be entered for freight,
miscellaneous charges, and taxes. If you enter the beginning balance in detail, include the trade discount, freight,
miscellaneous charges, and taxes.
Since you must enter your beginning balances by aging period for balance forward customers, you might decide to
compile your invoices by current and noncurrent aging periods. To do this, you must complete the following
processes in order:
When entering beginning balances for balance forward accounts, you might want to enter your noncurrent balance
in summary, and your current balances in either summary or detail, depending on your company’s record keeping
methods. Detailed transactions include all information about the transaction, including discount and tax amounts;
summary transactions include only the transaction amount as a lump sum. Because noncurrent accounts include
only the sum of the customer’s balance, detailed information is not necessary.
When you post using the Receivables Transaction Entry or Receivables Batch Entry windows, all amounts,
regardless of the posting date, appear in the current aging period you set up using the Receivables Management
Setup window. When you consolidate period balances, all noncurrent amounts are moved to the second aging
period you set up using the Receivables Management Setup window, regardless of the document date of the
transaction being entered.
Use the Posting Setup window to change the posting settings so transactions don’t post to General Ledger. This
ensures the beginning balance transactions you’re entering in Receivables Management won’t affect General
Ledger account balances.
3. Unmark Post to General Ledger, if General Ledger is part of your system. Repeat this for the origins of
Receivables Apply Doc. and Receivables Cash Receipts.
NOTE

Use the Receivables Batch Entry and Receivables Transaction Entry windows to enter and post transactions for
noncurrent periods.
To enter balance forward transactions for noncurrent periods
2. Enter a batch ID, such as BBAL, and select Transaction Entry as the batch origin for transactions. See Chapter
11, “Batches,” for more information about batches.
5. To enter transaction information, choose Transactions to open the Receivables Transaction Entry window.
6. Enter beginning balance transactions.
The following table outlines what you should enter depending on the information you keep for your
customers:
Transaction history in detail (used only for the current Enter each transaction from the current period as a
periods) separate entry.
each customer.
field.
NOTE
Because you keep detailed transaction history only for current periods for balance forward customers, don’t enter
transactions for the current period until after you consolidate period balances.
7. Choose Post to post the beginning balance transactions.

Use the Paid Sales Transaction Removal window to consolidate period balances and move all fully applied
documents to history.
To consolidate period balances
1. Open the Paid Sales Transaction Removal window. (Sales >> Routines >> Paid Transaction Removal)
2. Mark All for the range of customers or classes.
3. Mark Balance Forward Consolidation and unmark all other options in the window, because you won’t be
removing any transactions.
4. Choose Process to start the consolidation process.
current periods.
To enter transactions for current periods
2. Create another batch for your beginning balances. Enter a batch ID, such as BBAL, and select Transaction
Entry as the batch origin for transactions. See Chapter 11, “Batches,” for more information about batches.
customers and records:
each customer.
field.

8. Print an Aged Trial Balance as a record of your beginning balances and to verify your customer totals. See
Chapter 26, “Reports,” for more information about printing reports.
Use the Posting Setup window to reset the posting settings so transactions post to General Ledger.
3. Mark Post to General Ledger, if General Ledger is part of your system. Repeat this for the origins of
NOTE
Make a backup of your setup options and default entries, class and customer cards, and beginning balances. If there is a
power fluctuation or some other problem, you can restore your beginning data.
Chapter 8: Customer history

Entering customer history gives you the historical background you need to use reports and windows to compare
amounts for previous years with the current year.
Whether history has been entered here or by entering transactions, the fields in these windows are updated as
transactions are posted. Information is updated in the inquiry windows, as well. See Chapter 24, “Customer
inquiries,” for more information about using inquiry windows.
IMPORTANT
Make sure you enter beginning balances before entering customer history so those amounts aren’t posted twice.

Entering customer summary information
Entering period summary history
Entering finance charge summary history
Entering credit summary history
Use the Customer Summary window to view total receivables transaction amounts for a customer. You can select to
view information for a specific fiscal year or calendar year, or a range of periods within a year. You also can view
total amounts since you last closed the fiscal year for receivables transactions, and you can modify those amounts.
The information that is displayed in the Customer Summary window when you select Amounts Since Last Close in
the Summary View list might not represent actual fiscal year totals if you close the fiscal year before or after the last
day of the fiscal year. For example, the amounts in the Year to Date column might continue to increase as
transactions are posted after the last day of the fiscal year; then when you close the fiscal year, the amounts in the
Last Year column will include those transactions posted after the last day of the fiscal year that you closed.
Closing the fiscal year will not affect the information that is displayed in the Customer Summary window when you
select Fiscal Year or Calendar Year in the Summary View list. The amounts displayed for those selections are
dependent on the year and periods you enter to display.
To enter customer summary information
1. Open the Customer Summary window. (Sales >> Cards >> Summary)

3. Select Amounts Since Last Close as the summary view so you can edit or change summary information. You
also can view fiscal-year and calendar-year information.
If you select either Fiscal Year or Calendar Year, enter a valid year, and enter or select period ranges within the year
you entered. Then choose Calculate.
5. Enter year-to-date, last-year, and life-to-date amounts for sales, costs, and other balances, if necessary. These
amounts are updated when transactions are posted.
6. To edit a customer’s sales amounts and finance charges for a specific period, choose History to open the
Customer Paid Summary window. See Entering period summary history for more information.
7. To view or edit finance charge information for the current and previous years, choose Finance Charges to
open the Customer Finance Charge Summary window. See Entering finance charge summary history for
more information.
8. To view or edit a customer’s credit history, choose Credit Summary to open the Customer Credit Summary
window. See Entering credit summary history for more information.
9. Choose Save.
To print a Sales Analysis Report, which prints the information you’re currently viewing in the Customer Summary
window, choose File >> Print.
Use the Customer Period Summary window to enter historical amounts per period—calendar or fiscal. You can
keep both calendar and fiscal period history if your fiscal year is different from the calendar year.
To enter period summary history
1. Open the Customer Period Summary window. (Sales >> Cards >> Summary >> Select a customer ID >>
History button)
2. Mark Calendar or Fiscal, depending on the type of history you’re entering.

3. Enter a year.
4. Enter the number of the month or period.
5. Enter the appropriate sales, payment, and finance charge information for the month or period you selected.
If you posted beginning balances for this customer, balances might be displayed for some periods.
6. Choose Save.
Use the Customer Finance Charge Summary window to track current and previous finance charges for a customer.
If you’re required to print total calendar-year finance charge amounts on January statements, be sure to enter any
year-to-date and last-year calendar finance charge amounts. Enter any other finance charge information to keep.
These amounts are updated when transactions are posted.
To enter finance charge summary history
1. Open the Customer Finance Charge Summary window. (Sales >> Cards >> Summary >> Select a
customer ID >> Finance Charges button)
2. Enter the Last Charge Amount.
3. Enter the Calendar Finance Charges for the current calendar year, last year, and next year.
4. Enter the Fiscal Finance Charges for the current fiscal year, last fiscal year, and life to date.
5. Choose OK to save the information in the Customer Finance Charge Summary window, and redisplay the
Customer Summary window.
6. Choose Save in the Customer Summary window to save changes to the card.
Use the Customer Credit Summary window to enter information about the average number of days your
customers take to pay invoices, and to enter any NSF (nonsufficient funds) payments they have made and their last
transactions. This information is updated when transactions are posted, and is useful for evaluating whether to
change a customer’s credit limit, payment terms, or available discount.
To enter credit summary history
1. Open the Customer Credit Summary window. (Sales >> Cards >> Summary >> Select a customer ID >>
Credit Summary button)
2. Enter the Average Days to Pay for the current year to date and life to date.
After a customer has paid his or her first invoice, the average days to pay (ADTP ) is calculated based on the
number of invoices a customer has, the time taken to pay the first invoice, and the time taken to pay the
most recent invoice. The formula for calculating the average days to pay is:
ADTP=(Current ADTP ) x (Number of Invoices) + (Number of Days Taken to Pay Most Recent
Invoice)/(Number of Invoices + 1)
The time it took to pay the first invoice would provide the initial value for the Current ADTP. Any later
invoices paid by this customer will provide the values for the number of invoices and the number of days
taken to pay the most recent invoice. The ADTP calculated on the customer’s initial invoices then becomes
the “Current ADTP.” You can use this value when you recalculate the ADTP for later invoices.
3. Enter the information for any NSF (non-sufficient funds) payments from the customer for the current year to
date and life to date.
4. Enter the last transaction information.
5. Choose OK to save the information in the Customer Credit Summary window and redisplay the Customer
Summary window.
6. Choose Save in the Customer Summary window to save the card.
Chapter 9: National accounts

You can create national accounts after you’ve added customer cards and completed other module setup activities.
National accounts overview
National accounts options
Adding a national account
Deleting a national account
A national account is a combination of related customers that make up a single organization. The parent customer
is the controlling organization of the national account. This parent customer has child customers and is usually the
customer that distributes payments on behalf of the child accounts.
A national account provides the ability to restrict payments for child customers, apply credit checking, place holds,
and assess finance charges at a consolidated national account level. You also can pay the parent customer of a
national account when creating a refund check for the child customer, depending on the options you select when
you set up the national account using the National Accounts Maintenance window. Reports and inquiries
throughout Receivables Management can provide consolidated information about the activity of a national account
or provide details for an individual customer.
To become a member of a national account, a customer must meet the following criteria:
The customer must be an open item customer.
The customer can be part of only one national account, as a parent or as a child.
Using the National Accounts Maintenance window, you can select options for a national account. These options
provide the ability to enter cash receipts for child customers, apply credit checking, apply holds, and assess finance
charges.
Allow Receipts Entry for Children of the National Account If marked, you can enter cash receipts for child
customers of a national account. If unmarked, you can’t enter cash receipts for child customers of a national
account. You can always enter cash receipts for parent customers, however.
Base Credit Check on Consolidated National Account If marked, credit checks will be based on the Parent
Customer ID’s credit limits, and the current balance will be the sum of the parent and all the child accounts. If
unmarked, credit checks will be completed on either the parent or child, depending on the customer a transaction is
being entered for. Regardless of whether the option is marked, credit checking is completed as described for other
customers, but the credit limit and current balance might be different from what you’re expecting, if they were
based on the consolidated national account. When you set up credit limits for national account customers, you
should decide whether to use this option and set credit limits accordingly.
A p p l y H o l d / I n a c t i v e St a t u s o f P a r e n t A c r o ss N a t i o n a l A c c o u n t
If marked, the hold and inactive rules for the parent will be enforced for all child accounts. You won’t be able to
mark the parent customer ID in the national account inactive, if any child customers have unposted or open
transactions. In addition, if this option is marked, changing the active status of a child customer has no effect on the
parent. If unmarked, the hold and inactive rules for each customer will be enforced individually.
B a se F i n a n c e C h a r g e o n C o n so l i d a t e d N a t i o n a l A c c o u n t
If marked, the finance charges will be assessed against the parent using consolidated balances from all customers
associated with the national account. If unmarked, finance changes will be assessed against each customer
individually.
D e fa u l t P a r e n t ’s Ve n d o r fo r C h i l d r e n ’s R e fu n d C h e c k s
If marked the vendor assigned to the parent customer of a national account will be the recipient when you create a
refund check for a child customer. This option will be available only if Refund Checks is registered.
Use the National Accounts Maintenance window to add new national accounts to your Receivables Management
system and to add additional child customers to an existing national account.
To add a national account
1. Open the National Accounts Maintenance window. (Sales >> Cards >> National Accounts)
2. Enter or select a parent customer ID.

3. Mark options for the national account.
4. Add child customers. To add a range of customers, choose Select Children to open the Select Children
window.
5. Print a National Accounts List (optional) for your records using File >> Print. Save the national account. If
any child customers can’t be added to the national account--that is, if the customer isn’t an open item
customer or belongs to another national account--the National Accounts Exception Report will be printed.
6. Choose Save to save the information and close the window.
Use the National Accounts Maintenance window to delete a national account.
You can delete national accounts only if no apply information exists between the parent customer and any of its
children. Before you delete a national account, you must pay off the documents, move the transactions to history
using the Paid Sales Transaction Removal window and remove history using the Remove Receivables Distribution
History window. See Removing transaction history and Removing distribution history for more information.
NOTE
Deleting a national account doesn’t remove the customers from your system; it only removes the national account
designation.
To delete a national account

To delete the entire national account, choose Delete. If any child customers can’t be deleted--that is, if
apply information exists between the parent customer and any of its children--the National Accounts
Exception Report will be printed.
To delete a specific child customer from the scrolling window, select the child customer and choose
Edit >> Delete Row. If you have deleted specific child customers and wish to have a new record of the
account, print a National Accounts List (optional). Save the national account; if any child customers
can’t be deleted, the National Accounts Exception Report will be printed.
See Also
You can use Receivables Management to set up, enter, and maintain customer records, salesperson and sales
territory information, national accounts, and transactions. When necessary, you can enter beginning balances for
open item and balance forward customers and set up customer classes.
You also can use Receivables Management to complete the following tasks:
Create, modify, and post payment schedules
Post transactions individually or in batches
Allocate transaction amounts to posting accounts
Enter, modify, and split commissions for your salespeople
Enter transactions for payments received from customers
Import bank lockbox transactions automatically
If you use Bank Reconciliation, cash transactions and payments posted in Receivables Management automatically
update Bank Reconciliation.
If you use Multicurrency Management, you can view functional and originating information.
Introduction
This manual is designed to give you an understanding of how to use the features of Receivables Management, and
To make best use of Receivables Management, you should be familiar with systemwide features described in the
Part 1, Setup and cards, introduces Receivables Management and gives detailed setup instructions.
Part 2, Transaction entry, provides information about working with transactions and batches, and describes
the types of transactions available in Receivable Management.
Part 3, Transaction activity, includes information about working with transactions that are entered in your
system, such as posting and applying them, or creating refund checks.
Part 4, Inquiries and reports, explains how to use inquiries and reports to analyze your receivables activity.
Part 5, Utilities and routines, describes procedures that you can use to verify your account balances or
remove history, and also explains procedures you complete on a periodic basis, such as month- or year-end
closing.

This part of the documentation describes what you need to do to set up Receivables Management. These tasks
generally need to be completed only once, but you can refer to these instructions at other times to modify or view
existing entries. This information includes the following topics:
Chapter 1, “Receivables Management setup,” provides a setup checklist for you to follow and describes how
to set up your Receivables Management preferences and default entries.
Chapter 2, “Sales territories and salespeople,” provides information about setting up sales territory and
salesperson cards.
Chapter 3, “Customer classes,” describes how to set up customer classes.
Chapter 4, “Customer cards,” describes how to set up customer cards.
Chapter 5, “Customer maintenance,” describes how to modify and delete customer cards, and inactivate
them or place them on hold.
Chapter 6, “Open item balances,” describes how to enter beginning balances for open item customers.
Chapter 7, “Balance forward balances,” describes how to enter beginning balances for balance forward
customers.
Chapter 8, “Customer history,” provides information about entering customer history records.
Chapter 9, “National accounts,” describes how to set up national accounts.
Chapter 1: Receivables Management setup

When you set up Receivables Management, you can open each setup window and enter information, or you can
Aging periods
Passwords
Apply preferences
Default entries
E -mail statements
Before you begin setting up Receivables Management, be sure to complete the System Manager and General
Ledger setup procedures. See the System Setup or General Ledger documentation for more information about
completing these procedures.
Currencies
Exchange rates
Exchange tables
NOTE
If you plan to print multicurrency versions of your posting journals, mark Include Multicurrency Info in the Posting Setup
window.

One way to get started with Receivables Management is to follow the setup routine provided with the system. As
you select each step in the setup routine list, the appropriate window used to complete that procedure opens. Enter
the necessary information using the window, referring to the help whenever necessary.
The following table lists the setup routine with the procedure to use to set up each component of your Receivables
Management module:
ROUTINE SEE FOR MORE INFORMATION
Receivables Management Setting up receivables preferences and default entries
Sales territories Adding a sales territory card
Salespeople Adding a salesperson card
Customer classes Adding a customer class
Customers Adding a customer card
Beginning balances Entering open item beginning balances and Balance forward
beginning balances
Customer summaries Entering customer summary information
NOTE
National accounts are not included in the setup routine. See Chapter 9: “National accounts,” for more information.
Aging periods
Use the Receivables Management Setup window to select the aging periods to use, and how to age documents.
Aging is the process of determining the age of your accounts.
You can age customer cards by document date or due date. For example, assume you have an invoice dated
January 15, with a due date of February 15, and you age documents on the end of the month (February 28). If you
age by document date, this invoice would be 44 days old; if you age by due date, this invoice would be 13 days past
due.
You can use up to seven aging periods for open item customers. If you age by document date, you’re required to
have at least one aging period. If you age by due date, you’re required to have at least two aging periods. The
starting date always will be one day later than the end of the previous period. The entry in the To field for the last
period must be 999. The system defines aging periods for balance forward customers, who can use two periods:
current and non-current.
Information for the current period and the following three aging periods you define will appear on Aged Trial
Balance reports. If you use more than four aging periods including the current period, add them to the Aged Trial
Balance reports using the Report Writer.
Passwords
You can set up passwords in the Receivables Management Setup window to limit the users who can perform
certain activities in Receivables Management. For example, you might want to enable only selected users to waive a
customer’s finance charge.
Passwords limit a user’s ability to complete the following tasks:
Enter transactions that exceed a customer’s credit limit
Override a customer hold, which restricts you from entering transactions for customers
Write off amounts that exceed the maximum amount you set for a customer
Waive finance charges you set for a customer
Apply preferences
You can apply customer payments, returns, and credit memos manually or automatically. Using the Receivables
Management Setup window, mark whether to apply automatically by due date or by document number.
If you apply automatically by due date, you apply payments first to documents with the oldest due date. If you
apply automatically by document number, you apply payments first to documents with the lowest number in this
order: sales/ invoices, debit memos, finance charges, and services/repairs.
For example, assume you have two documents: 1001, with a due date of January 30; and 1002, with a due date of
January 15. If you apply by due date, payment is automatically applied first to document number 1002. If you apply
by document number, payment is automatically applied first to document number 1001.
If you’re using national accounts, you can apply to specific customers or to the entire national account, depending
on the options you select in the Apply Sales Documents window or Cash Receipts Entry window. See Chapter 9,
Using the Receivables Management Setup window, you can select additional receivables options that affect how
Receivables Management tracks discounts, prints reports and documents, assesses finance charges, and pays
commissions.
Track Discounts Available in GL
Mark this option to track discounts, which are posted to the account you assign to Terms Discounts Available using
the Customer Maintenance window. If you’re not tracking discounts, the discounts available are posted to the
Accounts Receivable account, not to a separate account. The difference between these tracking methods is
illustrated in the following table, using an invoice for $100 with a $2 discount available:
$98 Accounts Receivable debit $100 Accounts Receivable debit
$2 Sales Discounts Available debit
$100 Sales credit $100 Sales credit
The following table illustrates the difference between tracking methods when a payment is recorded for the $100
invoice with a $2 discount available:
$98 Cash debit $98 Cash debit
$2 Sales Discounts Taken debit $2 Sales Discounts Taken debit
$98 Accounts Receivable credit $100 Accounts Receivable credit
$2 Sales Discounts Available credit
Print Historical Aged Trial Balance

Mark this option to be able to print the Historical Aged Trial Balance. When this option is marked, transaction
history is kept regardless of your entry for this history option for individual customers in the Customer
Maintenance window.
Delete Unposted Printed Documents
Mark this option to be able to delete an unposted printed document from the Receivables Transaction Entry
window or the Receivables Batch Entry window.
Compound Finance Charge
Mark this option to assess finance charges on finance charge documents. This option isn’t allowed in some
jurisdictions, so we recommend that you contact your accountant for further information before marking this
option.
If you mark this option, unapplied finance charges will be included in the balances to be assessed a finance charge.
If you don’t mark this option, unapplied finance charges will not be included in the balances to be assessed a
finance charge.
Pay Commissions After Invoice
Mark this option to pay commissions to salespeople only after invoices are paid. If you don’t mark this option, you
can pay commissions once the invoice has been posted.
Reprint Statements
Mark this option to be able to reprint customer statements at any time. For example, suppose a customer
misplaced a statement and, to get payment approved, needs to have a record of the statement. You could select the
statement to be reprinted with the same information as the original but marked as a reprinted statement.
Statement data will be saved each time you print statements, so each statement will be available for reprinting. See
Reprinting or removing statements for more information.
Print Tax Details on Documents
Mark this option to include summary tax information on all documents printed from the Sales Transaction Entry
and Sales Transaction Entry Zoom windows.
Print Dual Currencies
If you’re using Multicurrency Management, and you mark Print Tax Details on Documents in the Receivables
Management Setup window, you can mark this option to print summary tax information in both the originating
and functional currencies on sales documents that include tax details. The documents will display the following
information:
The exchange rate used for the transaction
The net value of goods and services at each taxation rate in both currencies
The amount of tax at each taxation rate in both currencies
Auto-apply to Finance Charges First
Mark this option to automatically apply credit documents to finance charge documents first. When you auto-apply
a credit document in the Apply Sales Documents or Cash Receipts Entry windows, Receivables Management will
apply credit documents first to any unapplied finance charge documents using the Apply by option you mark in the
Receivables Management Setup window.
Example
You recorded the following transactions for a customer:
DOCUMENT DATE AMOUNT
Invoice 1 01/25/18 $100.00
Invoice 2 03/10/18 $50.00
On March 25, 2018, you receive a payment from your customer for $125.00, and you auto-apply the payment in
the Apply Sales Documents window. If you marked Auto Apply to Finance Charges First, the payment would be
auto-applied as described in the following table:
DOCUMENT AMOUNT
Invoice 1 $100.00
Invoice 2 $12.50
If you didn’t mark Auto Apply to Finance Charges First, the payment would be auto-applied as described in the
following table:
DOCUMENT AMOUNT
Invoice 1 $100.00
Invoice 2 $25.00
If you’re using national accounts and you mark Auto Apply to Finance Charges First, Receivables Management will
search the national account for any unapplied finance charge documents. The unapplied credit document will be
auto-applied to the finance charge documents in the national account using the Apply by setting you marked in the
Receivables Management Setup window. Unapplied credit documents are applied first to the finance charge
documents of the entire national account or specific customers, depending on whether you mark National Account
or Specific Customer in the Apply Sales Documents window.
Age Unapplied Credit Amounts####
If you mark this option, the Receivables Management aging process will age unapplied credit amounts based on
the document date in relation to the aging date, and how you set up your aging periods in Receivables
Management. If you age documents by due date and you mark this option, the due date for credit documents will
be the same as the document date.
Aging unapplied credit amounts does not affect how portions of credit documents are aged with the debit
documents they’re fully or partially settled against.
Default entries
You can enter a default entry for an NSF charge, checkbook ID, price level, and document format. These entries
appear during transaction entry; you can change them, if necessary.
NSF Charge Enter a default service charge amount for checks marked as having non-sufficient funds
(NSF ). You can change the NSF charge on a per-customer basis using the Receivables Posted Transaction
Maintenance window.
Checkbook ID Enter the ID for the checkbook to be displayed as the default entry throughout this module.
If you’re using Bank Reconciliation and you select a checkbook that is marked as inactive using the
Checkbook Maintenance window, the checkbook isn’t verified at this time.
Price Level Enter a price level to be used as the price level for all items on a sales document, if one hasn’t
already been assigned to a customer or prospect. We recommend you enter the price level you use most
often; you can override the price level during transaction entry. If you use a particular price level for most
customers, enter that price level here. Then, for customers you sell items to at other price levels, enter each
customer’s price level using the Customer Class Setup or Customer Maintenance windows.
This information doesn’t apply if you’re using extended pricing. For more information about extending
pricing, refer to the Inventory Control and Sales Order Processing documentation.
Document Format Select Blank Paper, User-Defined 1, or User-Defined 2. The document format you
select is the default format for documents you print using the Receivables Transaction Entry and Receivables
Transaction Inquiry Zoom windows.
Default Summary View Select a summary view to appear as the default summary view in the Customer
Summary and Customer Yearly Summary Inquiry windows. If you select Amounts Since Last Close, the
selected customer’s current summary information will be displayed. If you select Fiscal Year, the selected
customer’s summary information for the fiscal year will be displayed. If you select Calendar Year, the
selected customer’s summary information for the calendar year will be displayed.
Email statements
In addition to printing customer statements, you also can set up email statements to be sent on a per-customer
basis. If you are using a MAPI (Microsoft’s Messaging Application Programming Interface) compliant email
service, you can send the email statement in Portable Document Format (PDF ) to any number of specified
customer email addresses. You must install Adobe Distiller or PDFWriter to send customer statements by e-mail.
In the Receivables Management Setup window, you can enter an email address where the e-mail statements status
report should be sent. This report includes a list of the email statements that were sent successfully, and
information about any errors that might have occurred during the sending process. You won’t be able to enter the
address if you have marked Customer Statement in the Sales E -mail Setup window.
NOTE
You can enter only one e-mail address in the Status Recipient field.
Dyanmics\GP\UserID\StmtStatus.
Use the Receivables Management Setup window to set up the aging periods to use, and how to age and apply
documents. You also can set up passwords to restrict certain activities, default entries to save time when entering
data, and additional receivables options.
To set up receivables preferences and default entries
2. Specify the aging periods to use and how to age documents. See Aging periods for more information.
3. Enter passwords to restrict user access to certain sales activities. If you leave any of the password fields
blank, no password will be required for those activities. See Passwords for more information.
NOTE
To use the credit limit override approval workflow in Sales Order Processing, don’t enter a password for the Exceed
Credit Limit field.
4. Specify whether to apply credit memos, returns, and payments by due date or document number when you
automatically apply. See Apply preferences for more information.
5. Mark any additional receivables options. See Additional receivables options for more information.
6. Enter default information for an NSF charge, checkbook ID, price level, document format, and default
summary view. See Default entries for more information.
7. Enter an e-mail statements status report recipient address. This field is not available if you have marked
Customer Statement in the Sales E -Mail Setup window or have selected Exchange as the email server type
in the System Preferences window.
8. Choose Options to set up additional Receivables Management options and default entries, such as
document descriptions, codes, numbers, and userdefined fields. See Setting up Receivables Management
9. Choose File >> Print to verify your entries with a Receivables Setup List.
10. Choose OK to save your entries and close the Receivables Management Setup window.
Use the Receivables Setup Options window to set up options and default entries, including document descriptions,
codes, numbers, and user-defined fields. This information appears throughout Receivables Management windows;
the transaction description is displayed on reports, and the transaction code appears when there isn’t space for the
entire transaction description on reports or in windows. Document numbers track individual transactions.
Transaction numbers
When defining default document numbers using this window, you must use separate numbers for all document
types rather than using only one document number to increment for all transactions, because each type of
document increments separately using a separate number.
While document numbers don’t have to be alphanumeric, an alphanumeric system gives you more flexibility in
locating and identifying documents. The lookup window for document numbers doesn’t display a document code,
so you can’t identify whether the transaction is a sale or a warranty by the number if you don’t use alphanumeric
document numbers.
When setting up an alphanumeric system, be sure each document number ends with a series of digits rather than
letters. If you enter Invoice numbers that end in alphabetic characters, such as 8050AC, the system is unable to
increment to the next number and you’ll receive an alert message when entering transactions, stating that the
default document number is invalid.
The number of documents you can generate depends on the number of ending digits you assign when setting up
your document numbers. It is important to have as many zeros as possible to the left of the number you enter to
ensure it increments correctly, and that enough possible numbers exist for all your entries. For example, if you enter
Sales001, once you reach Sales999, there will be no further number to increment.
Default tax schedule IDs
The sales, freight, and miscellaneous tax schedule IDs you enter appear as default entries in the Receivables Tax
Schedule Entry window. You can change these tax schedule IDs for individual transactions using the Receivables
Tax Schedule Entry window.
When you enter transactions, each schedule is compared to the tax schedule that appears in the Receivables
Transaction Entry window. Tax details that appear in both tax schedules are used to calculate the tax on the sales
amount.
User-defined fields
Receivables Management includes user-defined field names for tracking additional information about each
customer and for sorting methods on reports.
For example, if you keep track of your customer type, such as retail, you can enter Customer Type in the Customer
Master User-Defined 1 field. In the Customer Maintenance window, you will see Customer Type as the label for the
field that was Customer Master User-Defined 1. You also will see Customer Type as a sorting method on most
customer reports. There are also two user defined fields specifically for customer address information.
Sales history includes
Mark whether to post sales amounts, trade discount amounts, amounts charged for freight, miscellaneous charges,
and tax amounts to sales history. For example, if you use the Miscellaneous field in the Receivables Transaction
Entry window to enter processing fees, you can have those amounts added to the sales amounts to keep a record
of these accounts. The total of the sale plus the processing fee is displayed when you view historical amounts using
the Customer Summary window.
Use the Receivables Setup Options window to set up options to appear throughout Receivables Management. You
can enter a description for each document type, assign a code, and set up the next document number for the
transaction type.
To set up Receivables Management options
1. Open the Receivables Setup Options window. (Sales >> Setup >> Receivables >> Options button)
2. Specify default transaction descriptions, codes, and next numbers.

3. Enter the most recent dates specific sales activities were completed on. This information is updated
automatically as these activities occur.
Enter default tax schedules to be used for sales transactions when a customer doesn’t have a tax schedule
assigned, and for taxes charged on freight and other miscellaneous charges. See the System Setup
documentation for more information about setting up tax schedules.
4. Enter user-defined field names for tracking additional information about each customer and customer
address and to sort information on reports. The Customer Master fields appear in the Customer
Maintenance window, and the User-Defined 1 field is a sorting method on several customer reports. The
Customer Address fields appear in the Customer Address Maintenance window.
5. Mark whether to track sales amounts, trade discounts amounts, amounts charged for freight, miscellaneous
charges, and tax amounts in history.
6. Choose OK to save your entries and close the Receivables Setup Options window.
Chapter 2: Sales territories and salespeople
Sales territories are divisions a company’s products are sold in. You can track history, sales, and commissions in
each territory. You can set up sales territory cards according to geographical areas or customer types. For example,
you could set up government, commercial, and residential “territories.”
Use salespeople cards to track commissions for calendar and fiscal years, and to keep historical information for
each salesperson your company employs or does business with.
Use the Sales Territory Maintenance window to enter sales territory information. When you set up your
salespeople, you’ll assign them to sales territories. You can assign customer classes and customer cards to
territories, as well.
You must set up at least one sales territory for your salespeople before you can post commissions, even if you
don’t use sales territories.
You also can enter beginning territory sales amounts. These amounts are updated automatically as you post
transactions. Transactions for the customer update commission amounts for the sales territory assigned to the
customer card. The territory you assigned to the salesperson can be different from the territory you assigned to the
customer card.
To add a sales territory card
2. In the New group, choose Sales Territory to open the Sales Territory Maintenance window.
3. Enter an ID and a description for the territory.

NOTE
To ensure that reports are printed in the correct order, be sure each territory ID has the same number of characters.
The characters are sorted from left to right and numbers take priority over letters.
4. Enter the territory’s country/region.

5. Enter or select the territory manager.
6. Enter year-to-date and last year’s commissions and sales amounts, based on the customers in the territory,
to create history information. These fields are updated automatically as you post transactions.
7. Mark whether to keep calendar-year history, fiscal-year history, or both.
If you mark Calendar Year, the sales and commission amounts for individual calendar months are
If you mark Fiscal Year, the sales and commission amounts for individual fiscal periods are recorded
for reporting purposes.
To view or edit detailed historical commission and sales information for a single territory, choose History to
open the Sales Territory History window. This information is updated as you post transactions.
To add periods to include, choose Add Period in the Sales Territory History window to open the Sales Period
and Month Maintenance window. Close the window when you finish.
8. Choose OK to close the Sales Territory History window; choose Save to save the sales territory card.
9. When you finish entering your sales territory cards, choose File >> Print to verify your entries with a Sales
Territory List.
Use the Sales Territory Maintenance window to modify or delete sales territory information. You can’t delete cards
for sales territories with posted amounts or amounts in history.
To modify or delete a sales territory card
2. Mark the salesperson whose sales territory you want to modify or delete.
3. In the Modify group, choose Edit Sales Territory to open the Sales Territory Maintenance window.
4. Select one of the following options.
To make changes to the sales territory card, enter the new information.
To delete to the sales territory card, choose Delete.
5. Choose Save. Choose File >> Print to print a Sales Territory List to review your changes.
Use the Salesperson Maintenance window to enter salesperson information.
You can assign a salesperson to each customer card. Transactions for the customer update the commission
amounts for the salesperson.
To add a salesperson card
2. In the New group, choose Salesperson to open the Salesperson Maintenance window.
3. Enter a salesperson ID and name. If this salesperson is an employee, enter the employee ID; the employee
record information appears. The salesperson ID doesn’t have to be the same as the employee ID.
NOTE
To ensure that reports are printed in the correct order, be sure that each salesperson ID has the same number of
characters. The characters are sorted from left to right and numbers take priority over letters.
4. Enter or select a territory ID. You must enter a territory ID before you can post commissions. Even if you
don’t use territories, set up one sales territory to assign to all salespeople.
5. Enter or select a vendor ID if this salesperson is an independent contractor and not an employee.
6. Enter address information for the salesperson.
7. Enter the commission percentage this salesperson earns. Then, mark whether to calculate the salesperson’s
commissions as a percentage of the sale amount or the invoice total. If you mark to calculate the invoice
total, the commissions are calculated as a percentage of the invoice total, including the sale amount, freight,
taxes, and miscellaneous charges.
8. Enter year-to-date and last-year commission and sales amounts to create history information. These fields
are updated automatically as you post transactions.
9. Mark whether to keep calendar-year and fiscal-year history.
If you mark Calendar Year, sales and commission amounts for individual calendar months are
If you mark Fiscal Year, sales and commission amounts for individual fiscal periods are recorded for
reporting purposes.
To view or edit historical commission and sales information for a single salesperson, choose History to open the
Salesperson History window. This information is updated as you post transactions.
To add periods to include, choose Add Period in the Salesperson History window to open the Sales Month and
Period Maintenance window. Close the window when you finish.
Choose OK to close the Salesperson History window, and choose Save to save the salesperson card.
When you finish entering your salespeople cards, choose File >> Print to verify your entries with a Salesperson
List.
Use the Salesperson Maintenance window to modify salesperson information.
To modify a salesperson card
2. Mark the salesperson card to change.
3. In the Modify group, choose Edit to open the Salesperson Maintenance window.
4. To make changes to the salesperson card, enter the new information.
5. Choose Save to save the salesperson card. Choose File >> Print to print a Salesperson List and view the
changes you entered.
Cards can’t be deleted for salespeople for whom posted commission amounts or amounts in history exist. See
Marking commission amounts as paid for more information about removing posted commissions.
To delete a salesperson card
2. Mark a salesperson to delete.
3. Delete the salesperson.
Chapter 3: Customer classes

Use customer classes to organize customers who have similar characteristics. For example, you could group your
customers by credit limit, location, or business size.
Customer classes provide default entries and options that organize customer cards and save time when entering
data and grouping and sorting methods on reports. You also can make changes to groups of customers quickly by
changing the class and “rolling down” the change to all the customers in the class.
History options
You can select between open item and balance forward balance types for customer accounts in Receivables
Management. The following table outlines the differences between the two types:
OPEN ITEM BALANCE FORWARD
Definition Individual transaction information is Transaction information is retained only

saved and detailed on customer for the current period and is then
statements until the transaction is consolidated into an account total that
removed through paid transaction is brought forward at the beginning of
removal. each subsequent period.
Number of aging periods You can use up to seven aging periods. There are only two aging periods:
current and noncurrent.
Finance charges Accounts are aged before assessing Accounts are consolidated after finance
finance charges because open item charges are assessed and customer
accounts are aged by individual statements have been printed because
transaction dates. balance forward accounts don’t retain
individual transaction information.
Aging You can age open item accounts at any Balance forward consolidation occurs
time of the month by initiating the during the paid transaction removal
aging process. procedure.
Cash receipts/posted transactions You can apply payments to specific Payments are applied automatically to
invoices. You can waive finance charges, the noncurrent balance. You can waive
assess charges for non-sufficient funds finance charges, assess charges for
(NSF) checks, and void transactions until nonsufficient funds (NSF) checks, and
you complete the paid transaction void transactions until you consolidate
removal procedure. the accounts during the paid
transaction removal procedure.
Multicurrency transactions You can enter multicurrency Multicurrency transactions cannot be

transactions for open item customers. entered for balance forward customers.
See Chapter 6, “Open item balances,” and Chapter 7, “Balance forward balances,” for more information about
balance types.
History options
There are several history options available in Receivables Management. The following table outlines each one:
Calendar Year Sales and commission amounts for You can print reports for monthly and
individual calendar months yearly customer activity.
Fiscal Year Sales and commission amounts for You can print reports for customer
individual fiscal periods activity in each fiscal period.
Transaction Detailed information about sales You can print history reports and the
transactions Historical Aged Trial Balance report.
(If you marked Print Historical Aged Trial

Balance in the Receivables Management
Setup window, transaction history will
be kept regardless of whether you mark
this option.)
Distribution Detailed information about the posting You can print the Distribution History
account distributions for each Report. (If you marked reprint posting
transaction journals in the Audit Trail Codes Setup
window, distribution history will be kept
regardless of whether you mark this
option.)

You can use the Customer Class Setup window (Sales >> Setup >> Customer Class) to specify credit and
transaction entry options for customer classes, including the following options:
Finance charges Mark whether finance charges are used by customers in this class, and if the charges are a
percentage of the balance due or a flat amount. To send customer statements monthly and assess charges on a
monthly basis based on annual percentage, divide your yearly charge by 12 and enter that amount. The finance
charge amounts you enter here are assessed each time you use the Assess Finance Charges window, typically on a
monthly basis. For this reason, you should enter the amount or percentage to be charged monthly. For example, if
customers in this class are required to pay an annual percentage rate (APR ) of 18%, enter 1.5% (18 / 12 = 1.5).
Payment terms Payment terms include discounts that you offer your customers if they pay by a certain date. For
example, the terms 2%-10/Net 30 offer a 2% discount to customers who pay within 10 days after the date of the
purchase; otherwise the bill must be paid in full within 30 days. The terms Net 15 require that payment be made
within 15 days of purchase, with no discount being offered. Other common terms are COD and prepayment.
Discount grace period The discount grace period is a grace period for payment terms that use discounts. When
using discount date grace periods, if the document date plus the discount grace period is the same as or after the
payment terms discount date, the discount date and the due date move to the next month. For example, assume
that January 6 is an invoice date, the terms are $2.50 7/Net 12, and the discount grace period is 2 days. A discount
of $2.50 is available to customers if they pay on January 7; otherwise, the entire bill is due January 12. Because the
invoice date plus the discount due date grace period is greater than or equal to the discount date, the discount date
moves to February 7 and the due date moves to February 12.
Due date grace period The due date grace period is a grace period for payment terms that use due dates. For
example, assume that May 25 is an invoice date. The terms are EOM for the invoice and the bill is due on the last
day of the month. If you enter a grace period of 5 and the invoice date falls within five days of the end of the
month, the invoice isn’t due until the end of the following month.
Use the Customer Class Setup window to enter new customer classes. In addition, you can make changes to
groups of customers quickly by changing the class and rolling down the change to all the customers in the class.
See Modifying or deleting a customer class for more information about rolling down changes to a customer class.
To add a customer class
2. Enter an ID and description for the class.
We recommend that you enter the class with the most common entries first and mark this class as your
default class. If you mark Default, the information you set up for this class appears as the default information
for every subsequent class you create. You can mark only one class as the default customer class.
3. Set up the credit options to apply to customers in this class, such as balance type, finance charge, minimum
payment, credit limit, and writeoff.
If customers in this class will use multicurrency transactions, you must select Open Item as the balance type.
Multicurrency transactions cannot be entered for balance forward customers, and balance forward
customers can’t be part of a national account.
If customers in this class will be part of a national account, you must select Open Item as the balance type.
4. Mark Revalue Customer to include the transactions for the customers in this class when you’re revaluing the
Sales series using the Multicurrency Revaluation window.
Mark whether to post the revaluation results to each transaction’s Accounts Receivable account and Terms
Discounts Available account, or to a Sales offset account.
6. Enter default transaction entries options for customers in this class, such as trade discount, payment terms,
and salesperson and territory IDs.
7. If customers in this class will use multicurrency transactions, enter or select an existing currency as the
default currency for the class. We recommend you enter a currency ID other than your functional currency
only for those classes of customers who typically use a foreign currency.
If you already set up a customer class and you change the currency ID, you can roll down the currency ID to
the customers in this class; the new currency ID will be assigned to all customers you assign to the class in
the future.
8. Enter or select an existing rate type for the class. When you enter transactions, you automatically can select
the appropriate exchange rate table based on the currency ID and rate type you’ve entered. See the
Multicurrency Management documentation for more information about currencies and rate types.
NOTE
If you don’t assign a rate type to a customer, the default rate type you’ve entered for the Sales Series using the
Multicurrency Setup window appears on the transaction instead. Therefore, be sure you’ve entered a Sales series
default rate type.
9. Mark the types of history to keep. See History options for more information.
customer priority.
11. Select a statement cycle for printing customer statements for this class. If you don’t send statements to most
members in this class, select No Statement.
To assign default posting accounts to the class, choose Accounts to open the Customer Class Accounts
Setup window.
If you don’t set up accounts for the customer, the accounts from the class are used. If there aren’t any for the
class, the accounts in the Posting Accounts Setup window are used. See Setting up customer class default
posting accounts for more information.
12. Choose OK to close the window and return to the Customer Class Setup window, and choose Save to save
your entries.
When you finish entering your customer class cards, choose File >> Print to verify your entries with a Classes
Setup List
Use the Customer Class Intrastat Setup window to enter default Intrastat information for a customer class. You can
roll down the changes you make using this window to all customer cards in the class.
If you set up Intrastat information for customer classes, you won’t need to enter Intrastat information for individual
customer cards in that class. However, you can change the information for a particular customer card using the
Customer Intrastat Setup window.
NOTE
You can enter Intrastat statistics only if you have marked to enable Intrastat tracking using the Company Setup Options
window.
See the System Setup documentation for information about setting up Intrastat codes.
To enter customer class Intrastat statistics
1. Open the Customer Class Intrastat Setup window. (Sales >> Setup >> Customer Class >> Select a
customer class >>Intrastat button)
tax commodity codes for the customer class.
3. Choose OK to close the Customer Class Intrastat Setup window.
NOTE
Deleting the customer class also deletes Intrastat information.

You can set up a unique set of default posting accounts for each class. When you set up your customer cards, you
can use these accounts or change them as needed on a per-customer basis.
If you’re using Receivables Management with both Invoicing and Inventory, some Invoicing transactions are
posted to Receivables Management posting accounts, and some to Inventory posting accounts. For example,
Invoicing distributions for inventory amounts or markdowns always are posted to equivalent Inventory posting
accounts. You can post other distribution amounts only to Receivables Management accounts. Credit card sales
recorded in Invoicing always are posted to the Accounts Receivables posting account you set up for the customer
in Receivables Management. In addition, you can post trade discounts, terms discounts taken, and freight and
miscellaneous charges only to equivalent Receivables Management posting accounts.
Accounts From field, Inventory posting accounts are used. If you selected Customer in the Posting Accounts From
To set up customer class default posting accounts
1. Open the Customer Class Accounts Setup window. (Sales >> Setup >> Customer Class >> Accounts
button)
2. If you didn’t specify a class ID using the previous window, enter or select a class ID and enter a description.
Setup window or from the customer card.
NOTE
5. Enter or select the posting accounts. These accounts appear as default entries for setting up customer cards.
Chapter 4: Customer cards

The foundation of the Receivables Management module is your collection of customer cards. This information is
used to track the status of customers and to print reports. It is important to keep this information up to date to
reflect your company’s current activity.
NOTE
You might be able to import your customer records from your current system directly into Receivables Management.
Importing your customer data saves you a considerable amount of time. Contact your reseller for more information.

Setting up e-mail options for a customer
Setting up e-mail options for a group of customers
Before you begin entering your first customer cards, consider how to arrange your current and future customer
cards. You might want to assign specified groups of IDs to different types of customers. You also might want to
assign them to different customer classes. Once you decide on the most appropriate identification system, be sure
all the IDs have the same number of characters, and are set up consistently, for the best results when printing
reports and using other windows.
Use the Customer Maintenance window to add customer cards to your Receivables Management system.
To add a customer card
2. In the New group, choose Customer to open the Customer Maintenance window.
3. Enter a customer ID and name information. The short name, such as the company’s initials, can be used in
circumstances when the customer name is too long. Short names may appear on reports and can be used as
a sorting option for reports. The statement name is the name that is printed on statements.
4. Assign the customer to a class. Once you enter a class ID, several default entries appear in this window, in
the Customer Maintenance Options window and in the Customer Account Maintenance window. These can
be changed on a per customer basis.
customer priority.
6. Enter address information. An address ID is required if you enter any address information in this window.
Internet address information can be entered by choosing the Internet button. To send documents such as
invoices, sales quotes, and customer statements in e-mail, use the Internet Information window to enter To,
Cc, and Bcc e-mail addresses.
Additional addresses can be added by choosing Address to open the Customer Address Maintenance
window. See Entering customer address information for more information.
7. Enter telephone and fax numbers.
8. Mark Ship Complete Documents if the customer doesn’t accept partial shipments of Sales Order Processing
documents. Partial line item quantities won’t be transferred in Sales Order Processing if the customer
doesn’t accept partial shipments. Refer to the Sales Order Processing documentation for more information
about quantity transfers.
9. Enter the UPS zone, shipping method and tax schedule ID used most often for this customer.
Because taxes are calculated at the point of exchange of goods or services, the shipping method is used for
tax calculations on transactions.
If you select a shipping method of Delivery, the tax schedule assigned to the customer card is used to
calculate the tax amount on transactions.
If you select a shipping method of Pickup, the tax schedule assigned to your company in the
Company Setup window is used to calculate the tax amount.
10. Enter or select address IDs for shipments, bills, and statements for this customer, if the customer has
different addresses for multiple purposes. See Entering customer address information for more information.
11. Enter or select a salesperson ID and territory ID.
12. Enter user-defined information and any comments you want to appear on the Customer Setup List and in
the Customer Inquiry window.
13. Enter the trade discount, payment terms and price level information.
You won’t be able to enter a price level if you’re using extended pricing.
14. Choose Accounts to view or edit the posting accounts assigned to this customer. For more information, see
Setting up customer default posting accounts.
15. Choose Options to view or enter additional credit, payment and history options for this customer. For more
information, see Setting up customer credit, payment, and history options.
16. Choose the Attachment Management icon to attach documents to the customer record, if applicable.
17. In the Customer Maintenance window, choose Save to save the information you’ve entered.
When you have entered all your customer cards, verify your entries with a Customer Setup List and a Customer
Addresses List.
Use the Customer Account Maintenance window to change the accounts for an individual customer.
Each customer can use different posting accounts if necessary. When you enter transactions, amounts are
distributed to the accounts you assign to the customer using this window. If you entered a Class ID for this
customer, the posting accounts you entered using the Customer Class Accounts Setup window appear here as
default entries. If there aren’t any set up for the class, the accounts in the Posting Accounts Setup window are used.
Regardless of how you set up posting accounts, you can change distributions during transaction entry.
If you’re using Receivables Management with both Invoicing and Inventory, some invoicing transactions are
posted to Receivables Management posting accounts and some to Inventory posting accounts. For example,
Invoicing distributions for inventory amounts or markdowns always are posted to equivalent Inventory posting
accounts. You can post other distribution amounts only to Receivables Management accounts. For example, credit
card sales recorded in Invoicing always are posted to the accounts receivable posting account you set up for the
customer in Receivables Management. In addition, trade discounts, terms discounts taken, and freight and
miscellaneous charges can be posted only to the equivalent Receivables Management posting accounts.
Accounts From field, Inventory posting accounts are used. If you select Customer in the Posting Accounts From
To set up customer default posting accounts
1. Open the Customer Account Maintenance window. (Sales >> Cards >> Customer >> Select a customer ID
>> Accounts)
Setup window, or from the customer card.
NOTE
If you’re using Bank Reconciliation, we recommend that you use the Cash account from the checkbook so that you
can easily reconcile the checkbook balance to the Cash account in General Ledger.
3. Enter or select the default posting accounts for this customer.

4. Choose OK to close the Customer Account Maintenance window.
5. In the Customer Maintenance window, choose Save to save the information.
If your customer has more than one address, such as shipping, billing, and statement addresses, you can enter
additional addresses using the Customer Address Maintenance window.
You also can enter site, salesperson, territory, and additional user-defined information for each address. If
salespeople are assigned to specific locations, such as states, it’s possible that one customer might have different
salespeople for different locations.
To enter customer address information

3. Enter an address ID and the new address information. To enter Internet address information, choose the
Internet button to open the Internet Information window. To send documents such as invoices and sales
quotes in e-mail, use the Internet Information window to enter To, Cc, and Bcc e-mail addresses.
4. Enter a shipping method and tax schedule ID for the address ID that’s currently displayed. If you select a
shipping method that requires delivery, the default tax schedule assigned to the customer address will be
displayed during transaction entry. If the method requires the customer to pick up goods, the schedule ID
assigned to the site that the customer will pick up the goods from will be displayed.
When you’re entering a sales transaction, the shipping method you entered for the customer in the
Customer Address Maintenance window appears as the default entry.
To enter Intrastat information, choose the Intrastat button. See Entering customer Intrastat statistics for
more information.
5. Enter or select a site ID to assign to the customer address or accept the default entry.
If you’re entering a sales transaction, the site ID you select will appear as the default entry in the Sales Order
Processing window.
If you’re entering an invoicing transaction, the site ID you select will appear as the default entry in the
6. Enter or select a salesperson ID and territory ID to assign to the customer address. Default commission
amounts and default commission distribution amounts will be calculated based on the salesperson ID
selected. You must select a sales territory to calculate commission amounts.
7. Enter user-defined information for this customer.
8. Enter an address name. The address name can be used for a more descriptive name for the address ID and
will appear on printed documents. Select which phone or fax number to print on sales documents, or Do
Not Print, if you are not required to print that information. This information will appear as a default in the
Sales Ship-To Address Entry window.
Use the Customer Intrastat Setup window to enter a customer’s tax registration number. If Intrastat information
was entered for the customer class, that information appears in this window. You can use the Customer Intrastat
Setup window to change Intrastat information for an individual customer, or to enter Intrastat information if none
was entered for a customer class.
NOTE
You can enter Intrastat statistics only if you marked to enable Intrastat tracking using the Company Setup Options window.
To enter customer Intrastat statistics

1. Open the Customer Intrastat Setup window. (Sales >> Cards >> Addresses >> Select a customer ID >>
Intrastat button)
2. Enter a tax registration number.

tax commodity codes for the customer class. See the System Setup documentation (Help >> Printable
Manuals) for information about setting up these codes.
4. Choose OK to close the Customer Intrastat Setup window.
NOTE
Deleting the customer address also deletes Intrastat information.

You can use the Customer Maintenance Options window (Sales >> Cards >> Customer >> Select a customer ID
>> Options) to specify credit and transaction options for customers, such as the following options:
Finance charges Mark whether to assess finance charges for this customer. The finance charge amounts
you enter here are assessed each time you use the Assess Finance Charges window, typically on a monthly
basis. For this reason, you should enter the amount or percentage charged monthly. For example, if the
customer is required to pay an annual percentage rate (APR ) of 18%, enter 1.5% (18 / 12 = 1.5).
Credit limits Customers can have no credit, unlimited credit, or a specified amount of credit. You can’t
define separate credit limits for different aging periods using this window. However, you can use the Display
Credit Limit Warning window to specify that an alert message be displayed when the customer’s balance
exceeds a particular sum, either in total or during a specific aging period. For example, you might use the
Display Credit Limit Warning window to specify that a message be displayed if the customer’s balance
exceeds $5000 for the periods of 6190 days and beyond, even if the customer’s credit limit is $6000. To
open the Display Credit Limit Warning window, choose the expansion button on this field.
Use the Customer E -Mail Options window to select which documents you want to send to the customer, message
ID, and document format. You can either send documents as attachments or embed documents in the message
body. If you send documents as attachments, you can select to send multiple attachments to the customer and set
the maximum file size of the document.
If you entered a class ID for this customer, the options you entered using the Customer Class Setup window appear
as default options in the Customer Maintenance Options window.
To set up customer credit, payment, and history options
1. Open the Customer Maintenance Options window. (Sales >> Cards >> Customer >> Select a customer ID
>> Options)
2. Set up the credit options to apply to the customer, such as balance type, finance charge, minimum payment,
credit limit, and writeoff.
If the customer uses multicurrency transactions, you must select Open Item as the balance type.
Multicurrency transactions can’t be entered for balance forward customers, and balance forward customers
can’t be part of a national account.
If the customer is part of a national account, you must select Open Item as the balance type.
3. Mark Revalue Customer to include the customer’s posted transactions when you’re revaluing the Sales
series using the Multicurrency Revaluation window.
Mark whether to post the revaluation results to each transaction’s Accounts Receivable and Terms Discounts
Available accounts, or to a Sales offset account.
5. Enter payment information for this customer, including credit card and bank information.
6. Enter tax exemption numbers and the customer’s tax registration number. If your company is required to
collect Value-Added Tax (VAT) from the customer, enter the customer’s VAT registration number in the Tax
Registration field.
7. If the customer uses multicurrency transactions, enter or select the default currency and an existing rate type
for the customer. When you enter transactions, you automatically can select the appropriate exchange rate
table based on the currency ID and rate type you’ve entered.
We recommend that you enter a currency ID other than your functional currency only for those customers
who typically use a foreign currency. See the Multicurrency Management documentation for more
information about currencies and rate types.
NOTE
If a rate type isn’t assigned to a customer on a multicurrency transaction, the default rate type you’ve entered for the
Sales Series using the Multicurrency Setup window appears instead. Therefore, be sure you’ve entered a Sales series
default rate type.
8. Select a statement cycle for printing statements for this customer. If you don’t send statements to the
customer, select No Statement.
9. Mark the types of history to keep.
10. Mark whether to be able to send e-mail customer statements to this customer, and enter at least one valid e-
mail address where the customer statements should be sent. Choose To, Cc, or Bcc to open your e-mail
address book. You won’t be able to enter the address if you have marked Customer Statement in the Sales
E -mail Setup window or are using Exchange as your email server type in the System Preferences window.
You must have Adobe Distiller or PDFWriter installed on your computer to e-mail statements. Any MAPI-
compliant e-mail service is supported.
11. Choose OK to close the Customer Maintenance Options window. In the Customer Maintenance window,
choose Save to save the information.
Setting up e -mail options for a customer
Use the Customer E -Mail Options window to select which documents you want to send to the customer. You also
can specify message IDs and the document format to use for the customer. A message ID is a predefined message
that you can assign to a document that you want to send in e-mail. For example, you can send a holiday greeting
message to a customer.
as attachments, you can select to send multiple attachments to the customer and set the maximum file size of the
document.
Sales E -mail Setup window. See your System Setup Guide (Help >> Contents >> select Setting up the System) for
more information.
To set up e-mail options for a customer
1. Open the Customer E -mail Options window. (Sales >> Cards >> Customer >> Select a customer ID >> E -
mail)
documents sent to the customers, and then enter the file size. If this field is unmarked, there isn’t a size limit.
select the format that you want to send the document in.
blank.
The file formats available to send attachments depend on the formats you selected in the Company
E -mail Setup window.
6. Choose OK to update the selected customer with the options you entered.
Setting up e -mail options for a group of customers
Use the Mass Customer E -Mail Settings window to assign e-mail settings to multiple customer records. You can
select which documents you want to send to the customers. You also can specify message IDs and the document
format to use for the vendor. A message ID is a predefined message that you can assign to a document that you
want to send in e-mail. For example, you can send a promotional message to your customers when sending sales
quotes in e-mail.
document.
Sales E -mail Setup window.
To set up e-mail options for a group of customers
2. Mark the customers that you want to set up e-mail options for.
3. In the Modify group, click the overflow menu and then select E -mail Settings to open the Mass Customer E -
4. Select to send documents as attachments or embed documents in the body of email messages.
blank.
7. Choose OK to save your entries and to close the Mass Customer E -mail Settings window.
Chapter 5: Customer maintenance

After you enter information in Receivables Management, proper maintenance of these cards is essential to
preserving the accuracy of your accounting information. This part of the documentation describes the maintenance
tasks you might encounter when working with customer cards and classes.
You can designate a customer card as inactive or on hold. Use these statuses to limit the data that users can enter
or post. You also can use these statuses to place restrictions on deleting or modifying a customer card.
STATUS DEFINITION WHAT YOU CAN DO
Hold Used to temporarily prevent any further You can still record payments from the
sales to a customer if, for example, the customer.
customer has an unpaid balance.
Inactive Used as a permanent change to a No transactions of any kind can be

customer’s status reflecting the fact that entered.
you no longer do business with the
customer.

During the course of business, you want to place a customer hold, or remove that hold. For example, if a customer
has an unpaid balance that exceeds his or her credit limit, you might not want to allow any other sales activity for
the customer. If you receive the balance, you might then remove the hold. You can enter sales for a customer once
The Hold option is ignored if the customer ID is the child customer of a national account and the Apply
Hold/Inactive Status of Parent Across National Account option in the National Accounts Maintenance window is
marked. See Chapter 9, “National accounts,” for more information.
To place or remove a customer hold
2. Enter or select the customer to place on hold or remove from on hold.
3. Mark or unmark Hold.
4. Choose Save.
To place or remove a customer hold using the action pane
2. Mark the customer or customers to place on hold or remove from on hold.
Use the Customer Maintenance window to inactivate a customer card. Inactive customers are customers you no
longer want to have a business relationship with, but the cards can’t be deleted because historical information is
being kept.
You can inactivate a customer card only if there are no outstanding invoices. If you can’t inactivate a customer card,
you should remove paid sales transactions for the customer. For more information, refer to Removing paid
transactions.
You can’t mark a customer ID inactive if it’s the parent customer ID of a national account that contains children
who have unposted or open transactions, and the Apply Hold/Inactive Status of Parent Across National Account
option in the National Accounts Maintenance window is marked.
In addition, the Inactive option is ignored if the customer ID is the child customer of a national account and the
Apply Hold/Inactive Status of Parent Across National Account option in the National Accounts Maintenance
window is marked. See Chapter 9, “National accounts,” for more information.
To inactivate a customer card
2. Enter or select the customer card.
Mark Inactive. To reactivate a customer card, unmark the Inactive option.
3. Choose Save.
If you need to change or delete an address, you can use the Customer Address Maintenance window to do so.
Deleting the customer address also deletes Intrastat information and Internet information associated with the
address.
To modify or delete a customer address
2. Enter or select the customer ID and address ID.
To make changes to the address, enter the new information.
To delete the address, choose Delete.
4. Choose Save.
Use the Customer Maintenance window to make changes to a customer card, or to delete the card. You can’t delete
a customer card if it has a current balance, posted or unposted transactions, transactions in history, or if it part of a
national account.
If a customer is part of a national account, you can’t delete the customer card until you remove the customer
from the national account. Additional restrictions also apply to national account customers. See Chapter 9,
If the customer card you’re deleting has a current balance, you can’t delete it until the year-end closing
process is completed. See Calendar year-end closing overview for more information.*
If transaction history is being kept for the customer card you’re deleting, you must remove history for that
customer before deleting it. See Chapter 28, “History removal,” for more information. If you don’t want to
remove the history, you might inactivate the customer card.
TIP
To find out whether customer cards have any balances or transactions in history, choose File >> Print in the Customer Mass
Delete window to print a Customer Card Removal Edit List; or, print a Transaction Removal Report without removing historical
information. The cards appear as deleted on the report, but they aren’t actually deleted until you complete the process.
To modify or delete a customer card

2. Enter or select the ID for the customer card to change or delete.
To make changes to the customer card, enter the new information.
To delete the card, choose Delete.
3. Choose Save.
4. Choose File >> Print to print a Customer Setup List, so you can review your changes.
Use the Customer Class Setup window to modify an existing customer class to reflect changes or delete a class you
no longer use because it has become obsolete.
If you make changes to an existing customer class, you’ll be asked whether to roll down the changes to all
customer cards in the class. If you roll down changes, all customer cards in the class are updated to reflect the
changes you’ve made. If you don’t roll down the changes, only new customer cards you add will reflect the
changes.
NOTE
If you change the balance type for a class, the change isn’t rolled down to the customers assigned to the class. Once a
balance type is selected for a customer, it can’t be changed.
When you delete a class, the customer cards assigned to the class aren’t affected.
To modify or delete a customer class
2. Enter or select the ID for the class to change.
3. Choose one of the following options:
To change the class, enter the new information. A message will appear asking if you want to roll down
the changes you made to all customers in this class.
To delete the class, choose Delete.
4. Choose Save.
5. Choose File >> Print to print a Classes Setup List, so you can review the changes you entered.
Use the Customer Mass Delete window to delete a range of customer cards.
To delete a group of customer cards
1. Open the Customer Mass Delete window. (Sales >> Utilities >> Mass Delete)
2. Enter or select a range of customer cards to delete.

3. Mark Inactive Only to delete only inactive customer cards.
4. Mark Print Report to print a Customer Cards Removal Report.
5. Choose File >> Print or the printer icon to print a Customer Removal Edit List before removing any
customer cards.
6. Choose Process to delete the selected customer cards. If you selected to print the report, the Customer
Cards Removal Report is printed after processing is complete.
Any customer cards in the range that don’t meet the criteria for deletion won’t be deleted.
Chapter 6: Open item balances

customers. This information describes how to enter balances for open item customers.
For open item customers, individual transaction information is saved and detailed on customer statements until the
transaction is removed through paid transaction removal. See Open item and balance forward balances for more
information about balance types. See Chapter 7, “Balance forward balances,” for more information about entering
balances for balance forward customers.
following options:
Posting date When entering transactions for noncurrent balances, change the transaction date to a date
that falls before the beginning of the current period. When you repeat the procedure for your current
balances, use the actual transaction date.
Salesperson ID If you entered beginning salesperson commission information when you set up your
salesperson cards, do not enter a salesperson ID when entering a beginning balance transaction. Otherwise,
the commission and sales amounts will be posted twice, causing them to be overstated on the salesperson
card.
Trade discount If you enter the balance in summary and the customer is eligible for a trade discount, a
discount amount is displayed as a default entry. Change the amount to zero.
Freight, miscellaneous, and tax If you enter the balance in summary, no amounts should be entered for
freight, miscellaneous charges, and taxes. If you enter the beginning balance in detail, include the trade
discount, freight, miscellaneous charges, and taxes.
To correctly post your beginning balance transactions, you must complete the following procedures in order:
Use the Posting Setup window to change your posting settings so your transactions don’t post to General Ledger,
if General Ledger is part of your system. This ensures that the beginning balances transactions you’re entering
won’t affect General Ledger account balances.
3. Unmark Post to General Ledger. Repeat this for the origins of Receivables Apply Doc. and Receivables Cash
Receipts.
NOTE

For open item customers you might find it easiest to enter your invoices by starting with the oldest and moving to
the newest. However, because you’ll enter the balances with the correct transaction date, the order you enter them
in isn’t critical. Before entering any transactions, you need to change the posting settings so the transactions won’t
post to General Ledger.
You can enter transactions in detail or summary form, depending on your company’s record keeping methods.
Detailed transactions include all information about the transaction, including discounts and tax amounts; summary
transactions include only the transaction amount as a lump sum. Review Before you enter beginning open item
balances before entering your beginning balances.
To enter open item beginning balances
2. Enter a batch ID, such as BBAL, and select Transaction Entry as the batch origin for transactions. See
Chapter 11, “Batches,” for more information about batches.
6. Enter beginning balance transactions. The actual balances are created by entering transactions.
The following table outlines what you should enter depending on the information you keep for your customers:
Transaction history in detail Enter each transaction as it was when the transaction
occurred.
each customer.
field.

7. Choose Post to post your beginning balance transactions.
Use the Posting Setup window to reset the posting settings so that your Receivables Management transactions
again post to General Ledger, if General Ledger is part of your system.
Mark Post to General Ledger. Repeat this for the origins of Receivables Apply Doc. and Receivables Cash Receipts.
Chapter 7: Balance forward balances

customers. This information describes how to enter balances for balance forward customers.
For balance forward customers, transaction information is retained only for the current period, and is then
consolidated into an account total that’s brought forward at the beginning of each subsequent period. See Open
item and balance forward balances for more information about balance types. See Chapter 6, “Open item
balances,” for information about entering balances for open item customers.
following options:
Posting date When entering transactions for noncurrent balances, change the transaction date to a date that falls
before the beginning of the current period. When you repeat the procedure for your current balances, use the
actual transaction date.
Salesperson ID If you entered beginning salesperson commission information when you set up your salesperson
cards, do not enter a salesperson ID when entering a beginning balance transaction. Otherise, the commission and
sales amounts will be posted twice, causing them to be overstated on the salesperson card.
Trade discount
If you enter the balance in summary and the customer is eligible for a trade discount, a discount amount is
displayed as a default entry. Change the amount to zero.
Freight, miscellaneous, and tax If you enter the balance in summary, no amounts should be entered for freight,
miscellaneous charges, and taxes. If you enter the beginning balance in detail, include the trade discount, freight,
miscellaneous charges, and taxes.
Since you must enter your beginning balances by aging period for balance forward customers, you might decide to
compile your invoices by current and noncurrent aging periods. To do this, you must complete the following
processes in order:
When entering beginning balances for balance forward accounts, you might want to enter your noncurrent balance
in summary, and your current balances in either summary or detail, depending on your company’s record keeping
methods. Detailed transactions include all information about the transaction, including discount and tax amounts;
summary transactions include only the transaction amount as a lump sum. Because noncurrent accounts include
only the sum of the customer’s balance, detailed information is not necessary.
When you post using the Receivables Transaction Entry or Receivables Batch Entry windows, all amounts,
regardless of the posting date, appear in the current aging period you set up using the Receivables Management
Setup window. When you consolidate period balances, all noncurrent amounts are moved to the second aging
period you set up using the Receivables Management Setup window, regardless of the document date of the
transaction being entered.
Use the Posting Setup window to change the posting settings so transactions don’t post to General Ledger. This
ensures the beginning balance transactions you’re entering in Receivables Management won’t affect General
Ledger account balances.
3. Unmark Post to General Ledger, if General Ledger is part of your system. Repeat this for the origins of
NOTE

noncurrent periods.
To enter balance forward transactions for noncurrent periods
2. Enter a batch ID, such as BBAL, and select Transaction Entry as the batch origin for transactions. See
Chapter 11, “Batches,” for more information about batches.
5. To enter transaction information, choose Transactions to open the Receivables Transaction Entry window.
customers:
each customer.
field.
NOTE
Because you keep detailed transaction history only for current periods for balance forward customers, don’t enter
transactions for the current period until after you consolidate period balances.

Use the Paid Sales Transaction Removal window to consolidate period balances and move all fully applied
documents to history.
To consolidate period balances
2. Mark All for the range of customers or classes.
3. Mark Balance Forward Consolidation and unmark all other options in the window, because you won’t be
removing any transactions.
4. Choose Process to start the consolidation process.
current periods.
To enter transactions for current periods
2. Create another batch for your beginning balances. Enter a batch ID, such as BBAL, and select Transaction
Entry as the batch origin for transactions. See Chapter 11, “Batches,” for more information about batches.
customers and records:
each customer.
field.

8. Print an Aged Trial Balance as a record of your beginning balances and to verify your customer totals. See
Chapter 26, “Reports,” for more information about printing reports.
Use the Posting Setup window to reset the posting settings so transactions post to General Ledger.
3. Mark Post to General Ledger, if General Ledger is part of your system. Repeat this for the origins of
NOTE
Make a backup of your setup options and default entries, class and customer cards, and beginning balances. If there is a
power fluctuation or some other problem, you can restore your beginning data.
Chapter 8: Customer history

Entering customer history gives you the historical background you need to use reports and windows to compare
amounts for previous years with the current year.
Whether history has been entered here or by entering transactions, the fields in these windows are updated as
transactions are posted. Information is updated in the inquiry windows, as well. See Chapter 24, “Customer
inquiries,” for more information about using inquiry windows.
IMPORTANT
Make sure you enter beginning balances before entering customer history so those amounts aren’t posted twice.

Use the Customer Summary window to view total receivables transaction amounts for a customer. You can select
to view information for a specific fiscal year or calendar year, or a range of periods within a year. You also can view
total amounts since you last closed the fiscal year for receivables transactions, and you can modify those amounts.
The information that is displayed in the Customer Summary window when you select Amounts Since Last Close in
the Summary View list might not represent actual fiscal year totals if you close the fiscal year before or after the
last day of the fiscal year. For example, the amounts in the Year to Date column might continue to increase as
Closing the fiscal year will not affect the information that is displayed in the Customer Summary window when you
select Fiscal Year or Calendar Year in the Summary View list. The amounts displayed for those selections are
dependent on the year and periods you enter to display.
To enter customer summary information
1. Open the Customer Summary window. (Sales >> Cards >> Summary)

3. Select Amounts Since Last Close as the summary view so you can edit or change summary information.
You also can view fiscal-year and calendar-year information.
If you select either Fiscal Year or Calendar Year, enter a valid year, and enter or select period ranges within the year
you entered. Then choose Calculate.
5. Enter year-to-date, last-year, and life-to-date amounts for sales, costs, and other balances, if necessary. These
amounts are updated when transactions are posted.
6. To edit a customer’s sales amounts and finance charges for a specific period, choose History to open the
Customer Paid Summary window. See Entering period summary history for more information.
7. To view or edit finance charge information for the current and previous years, choose Finance Charges to
open the Customer Finance Charge Summary window. See Entering finance charge summary history for
more information.
8. To view or edit a customer’s credit history, choose Credit Summary to open the Customer Credit Summary
window. See Entering credit summary history for more information.
9. Choose Save.
To print a Sales Analysis Report, which prints the information you’re currently viewing in the Customer Summary
window, choose File >> Print.
Use the Customer Period Summary window to enter historical amounts per period—calendar or fiscal. You can
keep both calendar and fiscal period history if your fiscal year is different from the calendar year.
To enter period summary history
1. Open the Customer Period Summary window. (Sales >> Cards >> Summary >> Select a customer ID >>
History button)

3. Enter a year.
4. Enter the number of the month or period.
5. Enter the appropriate sales, payment, and finance charge information for the month or period you selected.
If you posted beginning balances for this customer, balances might be displayed for some periods.
6. Choose Save.
Use the Customer Finance Charge Summary window to track current and previous finance charges for a customer.
If you’re required to print total calendar-year finance charge amounts on January statements, be sure to enter any
year-to-date and last-year calendar finance charge amounts. Enter any other finance charge information to keep.
These amounts are updated when transactions are posted.
To enter finance charge summary history
1. Open the Customer Finance Charge Summary window. (Sales >> Cards >> Summary >> Select a
customer ID >> Finance Charges button)
2. Enter the Last Charge Amount.
3. Enter the Calendar Finance Charges for the current calendar year, last year, and next year.
4. Enter the Fiscal Finance Charges for the current fiscal year, last fiscal year, and life to date.
5. Choose OK to save the information in the Customer Finance Charge Summary window, and redisplay the
Customer Summary window.
6. Choose Save in the Customer Summary window to save changes to the card.
Use the Customer Credit Summary window to enter information about the average number of days your
customers take to pay invoices, and to enter any NSF (nonsufficient funds) payments they have made and their last
transactions. This information is updated when transactions are posted, and is useful for evaluating whether to
change a customer’s credit limit, payment terms, or available discount.
To enter credit summary history
1. Open the Customer Credit Summary window. (Sales >> Cards >> Summary >> Select a customer ID >>
Credit Summary button)
2. Enter the Average Days to Pay for the current year to date and life to date.
After a customer has paid his or her first invoice, the average days to pay (ADTP ) is calculated based on the
number of invoices a customer has, the time taken to pay the first invoice, and the time taken to pay the
most recent invoice. The formula for calculating the average days to pay is:
ADTP=(Current ADTP ) x (Number of Invoices) + (Number of Days Taken to Pay Most Recent
Invoice)/(Number of Invoices + 1)
The time it took to pay the first invoice would provide the initial value for the Current ADTP. Any later
invoices paid by this customer will provide the values for the number of invoices and the number of days
taken to pay the most recent invoice. The ADTP calculated on the customer’s initial invoices then becomes
the “Current ADTP.” You can use this value when you recalculate the ADTP for later invoices.
3. Enter the information for any NSF (non-sufficient funds) payments from the customer for the current year
to date and life to date.
4. Enter the last transaction information.
5. Choose OK to save the information in the Customer Credit Summary window and redisplay the Customer
Summary window.
6. Choose Save in the Customer Summary window to save the card.
Chapter 9: National accounts

You can create national accounts after you’ve added customer cards and completed other module setup activities.
A national account is a combination of related customers that make up a single organization. The parent customer
is the controlling organization of the national account. This parent customer has child customers and is usually the
customer that distributes payments on behalf of the child accounts.
and assess finance charges at a consolidated national account level. You also can pay the parent customer of a
national account when creating a refund check for the child customer, depending on the options you select when
you set up the national account using the National Accounts Maintenance window. Reports and inquiries
throughout Receivables Management can provide consolidated information about the activity of a national account
or provide details for an individual customer.
To become a member of a national account, a customer must meet the following criteria:
The customer must be an open item customer.
The customer can be part of only one national account, as a parent or as a child.
Using the National Accounts Maintenance window, you can select options for a national account. These options
provide the ability to enter cash receipts for child customers, apply credit checking, apply holds, and assess finance
charges.
Allow Receipts Entry for Children of the National Account If marked, you can enter cash receipts for child
customers of a national account. If unmarked, you can’t enter cash receipts for child customers of a national
account. You can always enter cash receipts for parent customers, however.
Base Credit Check on Consolidated National Account If marked, credit checks will be based on the Parent
Customer ID’s credit limits, and the current balance will be the sum of the parent and all the child accounts. If
unmarked, credit checks will be completed on either the parent or child, depending on the customer a transaction is
being entered for. Regardless of whether the option is marked, credit checking is completed as described for other
customers, but the credit limit and current balance might be different from what you’re expecting, if they were
based on the consolidated national account. When you set up credit limits for national account customers, you
should decide whether to use this option and set credit limits accordingly.
A p p l y H o l d / I n a c t i v e St a t u s o f P a r e n t A c r o ss N a t i o n a l A c c o u n t
If marked, the hold and inactive rules for the parent will be enforced for all child accounts. You won’t be able to
mark the parent customer ID in the national account inactive, if any child customers have unposted or open
transactions. In addition, if this option is marked, changing the active status of a child customer has no effect on the
parent. If unmarked, the hold and inactive rules for each customer will be enforced individually.
B a se F i n a n c e C h a r g e o n C o n so l i d a t e d N a t i o n a l A c c o u n t
If marked, the finance charges will be assessed against the parent using consolidated balances from all customers
associated with the national account. If unmarked, finance changes will be assessed against each customer
individually.
D e fa u l t P a r e n t ’s Ve n d o r fo r C h i l d r e n ’s R e fu n d C h e c k s
If marked the vendor assigned to the parent customer of a national account will be the recipient when you create a
refund check for a child customer. This option will be available only if Refund Checks is registered.
Use the National Accounts Maintenance window to add new national accounts to your Receivables Management
system and to add additional child customers to an existing national account.
To add a national account

3. Mark options for the national account.
4. Add child customers. To add a range of customers, choose Select Children to open the Select Children
window.
5. Print a National Accounts List (optional) for your records using File >> Print. Save the national account. If
any child customers can’t be added to the national account--that is, if the customer isn’t an open item
customer or belongs to another national account--the National Accounts Exception Report will be printed.
6. Choose Save to save the information and close the window.
Use the National Accounts Maintenance window to delete a national account.
You can delete national accounts only if no apply information exists between the parent customer and any of its
children. Before you delete a national account, you must pay off the documents, move the transactions to history
using the Paid Sales Transaction Removal window and remove history using the Remove Receivables Distribution
History window. See Removing transaction history and Removing distribution history for more information.
NOTE
Deleting a national account doesn’t remove the customers from your system; it only removes the national account
designation.
To delete a national account

To delete the entire national account, choose Delete. If any child customers can’t be deleted--that is, if
apply information exists between the parent customer and any of its children--the National Accounts
Exception Report will be printed.
To delete a specific child customer from the scrolling window, select the child customer and choose
Edit >> Delete Row. If you have deleted specific child customers and wish to have a new record of the
account, print a National Accounts List (optional). Save the national account; if any child customers
can’t be deleted, the National Accounts Exception Report will be printed.
See Also
This part of the documentation includes information about creating batches and entering various types of
transactions, distributions, commissions, and cash receipts. This information includes the following topics:
Chapter 10, “Multicurrency transactions,” explains the effects of using Multicurrency Management with
Receivables Management.
Chapter 11, “Batches,” explains how to use batches to group receivables documents.
Chapter 12, “Transaction entry,” describes how to enter and print various types of transactions.
Chapter 13, “Scheduled payments,” describes how to create, edit, and post payment schedules.
Chapter 14, “Taxes,” explains taxes in Receivables Management.
Chapter 15, “Transaction distributions,” describes how to allocate transaction amounts to posting accounts.
Chapter 16, “Commissions,” explains how you can enter, edit, and split commissions for your salespeople.
Chapter 17, “Cash receipts,” describes how to record payments received from customers.
Chapter 18, “Lockbox processing,” explains how to import bank and payment processing center lockbox
transactions automatically.

If you’re using Multicurrency Management with Receivables Management, you can select the currency to enter on
transactions.
assigned to the transaction. The rate type you assigned to the selected customer is used; if one isn’t assigned, the
default rate type for the Sales series specified using the Multicurrency Setup window is used. You also can choose
the currency expansion button to open the Exchange Rate Entry window to view or modify the default exchange
rate.
The document date assigned to a transaction determines the exchange rate that is used, based on the currency ID
and associated rate type entered for the transaction. Each time you change the document date on a multicurrency
functional equivalents don’t balance, the difference is posted to a Rounding Difference account, and a distribution
type of Round identifies the distribution amount in the Receivables Transaction Distribution Entry window.
Example
You entered an invoice in the euro currency, with a sale amount of 28,755.42 EUR, a trade discount of 586.84
EUR, and a discount available of 1544.33 EUR. The exchange rate is 1.0922. The distributions would be calculated
as is described in the following table:
Accounts Receivable 28,755.42 EUR $31,406.67
Trade Discounts 586.84 EUR $640.95
Discounts Available 1544.33 EUR $1686.72
Sales 30,886.59 EUR $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.34
Chapter 11: Batches

Use batches to group similar transactions during data entry and review them before posting at a later time. You
can create both recurring and single-use batches. For example, you might create a recurring batch for all
transactions you enter monthly. You can post the transactions at the appropriate time without having to reenter
them.
Receivables batches have either Transaction Entry or Cash Receipts as their origin. Since batches can use only one
origin, you can have batches with the same name, but different origins.
See Chapter 12, “Transaction entry,” for more information about entering transactions with the Transaction Entry
origin. See Chapter 17, “Cash receipts,” for more information about entering transactions with the Cash Receipt
origin.
You can enter only sales/invoices, debit memos, finance charges, service/repairs, and cash receipts in recurring
batches. You must enter credit memos, returns, and warranties in single-use batches or post them individually.
Receivables batch approval workflow
Creating a batch
Modifying a batch
Deleting a batch
Receivables batch approval workflow
If your company uses the Workflow feature among its business controls, batches might have to be approved
before posting. The rules for approving batches can be defined to fit your organization’s needs. Multiple approvers
might be required, or approval might not be required for batches with few transactions or small currency
amounts. When a batch is ready to be approved, approvers can be notified and the batches can be approved,
using Microsoft Outlook®, Microsoft Dynamics GP, or SharePoint®. After a batch is approved, it can be posted.
Before you can use the batch approval workflow for Receivables Management, you must turn off the Require
Batch Approval feature in Microsoft Dynamics GP. To do so, open the Posting Setup window (Administration >>
Setup >> Posting >> Posting) and select the Sales series. Unmark the Require Batch Approval option for the
Receivables Sales Entry and Receivables Cash Receipts origins.
Creating a batch
Use the Receivables Batch Entry window to create a batch. Each transaction in a batch must have the same origin.
Entering and posting transactions in batches lets you group similar transactions during data entry, and review
them before posting at a later time.
To create a batch
1. In the navigation pane, choose the Sales button, and then choose the Receivables Batches list.
2. In the New group, choose Batch to open the Receivables Batch Entry window.
3. Enter a batch ID, such as a combination of your initials and the date, to identify the batch.
4. Select a batch origin.
5. Enter a batch comment, such as a brief description of the transactions that will be entered in the batch.
6. If you chose Transaction Entry as your origin, select a frequency.
7. Enter a posting date. The default posting date is the user date, but you can change it if the batch should be
posted on a different date. (This field is available only if Batch is selected in the Posting Date From field
using the Posting Setup window.)
The posting date you enter here is the date the General Ledger files are updated. Your Receivables Management
records are updated according to the date entered using the Receivables Transaction Entry or Cash Receipts Entry
windows.
8. Select the checkbook ID to be affected by the transactions in this batch.
9. Enter any requirements for posting the batch, such as batch totals.
10. Save the batch or submit it for approval, if you are using Workflow.
When you’ve entered all the transactions for this batch, choose File >> Print to verify your entries with an edit list.
Modifying a batch
Use the Receivables Batch Entry window to correct an unposted batch. If the Require Batch Approval option in the
Posting Setup window has been marked, transactions in batches must be verified by an administrator or someone
who has been granted access to verify the transactions. If you approved a batch for posting, you can’t edit it unless
you unmark Approved in the Receivables Batch Entry window.
If you are using Workflow and the batch is pending approval, only the users that can approve batches can edit the
batch. If you edit an approved batch or a batch that doesn’t need approval, you must resubmit the batch to
Workflow.
See Correcting or deleting an unposted transaction for more information about correcting a transaction in a
batch.
To modify a batch
2. Enter or select a batch ID.
3. To correct the batch, replace the incorrect information with correct information.
4. Save your changes or resubmit the batch for approval, if you are using Workflow.
To modify a batch using the action pane
2. Mark a batch to modify.
3. in the Modify group, choose Edit to open the Receivables Batch Entry window.
4. To correct the batch, replace the incorrect information with correct information.
5. Save your changes or resubmit the batch for approval, if you are using Workflow.
Deleting a batch
Deleting a batch removes all transactions in the batch, as well. Recurring batches are deleted after the batch has
been posted the number of times you specify in the Recurring Posting field of the Receivables Batch Entry
window.
If the Require Batch Approval option in the Posting Setup window has been marked, transactions in batches must
be verified by an administrator or someone who has been granted access to verify the transactions. If you
approved a batch for posting, you can’t delete it unless you unmark Approved in the Receivables Batch Entry
window.
If you are using Workflow, you can’t delete a batch that is pending approval.
To delete a batch
3. To delete the batch, choose Delete.
To delete a batch using the action pane
2. Mark a batch or batches to delete.
3. Delete the batch.
NOTE
When you try to modify the check number on a cash receipt for an existing line item in a batch it will not save. You may
notice when you save a Cash Receipt with a Check type to a batch, and then open the transaction again and edit the
Check/Card Number field, and then save it again, the change is not committed to the transaction. The Check/Card Number
field stays the same as it was originally entered as the first time the transaction was entered. Also, the new entry that you
tried to enter will be unavailable if you attempt to use it again as you will receive a message stating 'This check has been
entered for this customer already'.
Insted of trying to change the field from the existing batch, you should delete the transaction and re-enter.
Chapter 12: Transaction entry

You can use the Receivables Transaction Entry window to enter sales/invoice, debit memo, finance charge,
service/repair, warranty, credit memo, and return transactions. Posting journals are printed when transactions are
posted only if you chose to print the appropriate posting journals using the Posting Setup window.
Cash receipts are recorded using the Cash Receipts Entry window. See Chapter 17, “Cash receipts,” for more
information.
To include multicurrency information on the edit list or posting journal, open the Posting Setup window, select
Sales in the Series field, select Transaction Entry in the Origin field, and mark Include Multicurrency Info.
Document date versus posting date
Transaction entry document printing options
Sending documents in e-mail from transaction entry
National accounts customer transactions in Receivables Management
Tax information printing options
Entering a sales/invoice transaction
Entering a debit memo
Entering a finance charge
Entering a service/repair transaction
Entering a warranty transaction
Entering a credit memo
Entering a return receipt
Updating a customer’s e-mail information for a receivables transaction
Entering Intrastat trade statistics
The document date is the date shown in the Receivables Transaction Entry window. This is the date your
Receivables Management records are updated.
The posting date is the date your General Ledger files are updated. The posting date either is assigned for the
batch or you can enter it by choosing the expansion button in the Document Date field of the Receivables
Transaction entry document printing options
You can print the document displayed in the Receivables Transaction Entry window by choosing Print. The
document is printed in the document format you selected using the Receivables Management Setup window.
Change the document format by choosing another format from the Options menu. You can select Blank Paper,
UserDefined 1, or User-Defined 2 as the document format. You also can print an alignment form from the
Options menu.
The document is printed in the originating currency. You can’t change the view between functional and originating
currency in the Receivables Transaction Entry window.
Sending documents in e -mail from transaction entry
You can send the document displayed in the Receivables Transaction Entry window by choosing the Send
document in e-mail button. The document is sent in the document format you selected using the Customer E -mail
Options window. You can’t send a document in e-mail if you chose User-Defined 1 or User-Defined 2 as the
document format from the Options menu.
You can send documents in e-mail if the following conditions are met.
The document type must be available for the customer to send in e-mail.
The customer also must have a To, Cc, or Bcc address to receive documents in e-mail.
Whenever you see the Send document in e-mail button near the printer icon in the upper right area in the
window, you can choose the button (shown below ) to send the document in e-mail.
National accounts customer transactions in Receivables Management

and assess finance charges at a consolidated national account level. You also can pay the vendor assigned to the
parent customer of a national account when creating a refund check for the child customer, depending on the
options you select when you set up the national account using the National Accounts Maintenance window.
If you have problems entering transactions for national account customers, check the status of the options in the
National Accounts Maintenance window. See Chapter 9, “National accounts,” for more information.
Tax information printing options
To print tax details on documents, mark Print Tax Details on Documents in the Receivables Management Setup
window, and Print on Documents in the Tax Detail Maintenance window.
Depending on the document type you’re entering, you can print a tax invoice or an adjustment note when you
enter transactions. If tax is included with the document amounts, tax details are printed on the tax invoice or the
adjustment note. To print a tax invoice or an adjustment note instead of the standard document, choose Options
>> Print Tax Invoice or Print Adjustment Note. You can print these documents more than once.
To print documents that include taxes in the document amounts, choose Options >> Print Amounts Inclusive of
Tax. When you choose this option, depending on the document you’re entering, the sales, debit, warranty, finance
charges, freight, and miscellaneous amounts include the tax associated with those amounts. The tax amount
entered in the Tax field will be zero. If you don’t select this option, tax amounts won’t be included in the document
amounts.
The Print Amounts Inclusive of Tax, Print Tax Invoice, and Print Adjustment Note menu options are available only
if you marked Enable GST for Australia/New Zealand in the Company Setup Options window.
Entering a sales/invoice transaction
Use the Receivables Transaction Entry window to record sales made to your customers. You can track cost and
sale amounts, commissions, and freight, miscellaneous, and tax charges.
To enter a sales/invoice transaction
1. In the navigation pane, choose the Sales button, and then choose the Receivables Transactions list.
2. In the New group or its overflow menu, choose Sales/Invoices to open the Receivables Transaction Entry
window.
3. Sales/Invoices displays as the document type. The default document number is taken from the Receivables
Setup Options window.
Enter a description that helps identify the sale/invoice. The description appears as the reference in the General
Ledger Transaction Entry window, if you’re posting to General Ledger with detail.
4. Enter or select a batch ID, and enter a document date. See Document date versus posting date for more
information.
If you are using Workflow and assign the transaction to an approved batch or a batch that doesn’t need approval,
you must resubmit the batch for approval. If you select a batch that is pending approval and you can’t approve
batches, you won’t be able to enter transaction information.
In multicurrency transactions, the document date determines the exchange rate that is used, based on the currency
ID and associated rate type that’s entered for the transaction. See Exchange rate and document date for more
information.
5. Enter or select a customer ID and the customer’s address ID. Default information entered on the customer
cards appears.
6. Choose the Customer E -mail Detail Entry expansion button to open the Receivables E -mail Detail Entry
window to update a customer’s e-mail information for a transaction. See Updating a customer’s e-mail
information for a receivables transaction for more information.
The document type to send in e-mail must be available for the customer before you can open the Receivables E -
mail Detail Entry window.
7. Enter or select a salesperson ID and sales territory ID. This information is used when calculating
commission amounts.
8. Enter or select a currency ID. See Chapter 10, “Multicurrency transactions,” for more information about how
the currency ID affects the transaction.
9. Enter or select payment terms, a shipping method, and a tax schedule ID for the transaction. See How taxes
are calculated for more information.
10. Enter the transaction amounts: cost, sales, trade discount, freight, miscellaneous, and tax.
The trade discount is calculated if you entered a trade discount for the customer; you can change this amount. The
tax for the sale is calculated automatically. If you change the tax amount, a window opens, and you can edit the
details for the new tax amount.
11. If the customer makes a payment at the time of the sale, enter the cash, check, or credit card payment amount.
Another window opens and you can enter detailed information about the payment.
If the customer has payment terms that include a discount and a payment was made at the time of the sale, the
discount amount appears in the Terms Disc Taken field.
12. To make changes to commission calculations, choose Commissions to open the Commissions Entry
window. See Editing a commission amount for more information.
13. To view or make changes to account distributions, choose Distribution to open the Sales Transaction
Distribution Entry window.
Amounts are distributed to the accounts set up for the customer card. See Modifying transaction distributions for
more information.
Choose OK to return to the Receivables Transaction Entry window.
14. Print the document, send the document in e-mail, or both.
15. Save or post the transaction.
Entering a debit memo
Use the Receivables Transaction Entry window to record an increase to a customer’s account for charges other
than sales, such as consultation fees, special handling charges, or service contracts.
To enter a debit memo
2. In the New group or its overflow menu, choose Debit Memo to open the Receivables Transaction Entry
window.
3. Debit Memo displays as the document type. The default number is taken from the Receivables Setup
Options window.
Enter a description that helps identify the debit memo. The description appears as the reference in the General
4. Enter or select a batch ID and enter a document date.
information.
cards appears.
window to update a customer’s e-mail information for the transaction. See Updating a customer’s e-mail
8. Enter the cost amount and the debit memo amount.
9. Enter or select payment terms for the transaction.
11. To make changes to account distributions, choose Distribution to open the Sales Transaction Distribution
Entry window.
Amounts are distributed to the accounts set up for the customer. See Modifying transaction distributions for more
information.
Entering a finance charge
Use the Receivables Transaction Entry window to enter finance charges to charge in addition to, or instead of, the
usual monthly finance charge that’s assessed to the customer’s account.
To enter a finance charge
2. In the New group or its overflow menu, choose Finance Charge to open the Receivables Transaction Entry
window.
3. Finance Charge displays as the document type. The default number is taken from the Receivables Setup
Options window.
Enter a description that helps identify the finance charge. The description appears as the reference in the General
4. Enter or select a batch ID, and enter a document date.
information.
card appears.
8. Enter the finance charge amount.
9. If the customer makes a payment at the time of transaction entry, enter the payment amount in the Cash,
Check, or Credit Card fields. Another window opens and you can enter detailed information about the
payment.
Entry window.
Amounts are distributed to the accounts set up for the customer. See Modifying transaction distributions for more
information.
Entering a service/repair transaction
Use the Receivables Transaction Entry window to enter charges for a service or repair that’s not covered by
warranty.
To enter a service/repair transaction
2. In the New group or its overflow menu, choose Service/Repairs to open the Receivables Transaction Entry
window.
3. Service/Repairs displays as the document type. The default number is taken from the Receivables Setup
Options window.
Enter a description that helps identify the service/repair transaction. The description appears as the reference in
the General Ledger Transaction Entry window, if you’re posting to General Ledger with detail.
information.
card appears.
7. Enter or select a salesperson ID and sales territory ID. This information is used when calculating
commission amounts.
9. Enter or select payment terms, a shipping method, and a tax schedule ID for the transaction.
10. Enter the transaction amounts: cost, sales, trade discount, freight, miscellaneous, and tax.
The trade discount is calculated if you entered a trade discount for the customer; you can change this amount. The
tax for the service/repair is calculated automatically. If you change the tax amount, a window opens, and you can
edit the details for the new tax amount.
11. If the customer makes a payment at the time of the sale of the service/repair, enter the cash, check, or credit
card payment amount. Another window opens and you can enter detailed information about the payment.
If the customer has payment terms that include a discount and a payment was made at the time of the sale of the
service/repair, the discount amount appears in the Terms Disc Taken field.
Entry window. Amounts are distributed to the accounts set up for the customer. Choose OK to return to the
Entering a warranty transaction
Use the Receivables Transaction Entry window to record a service or repair that’s covered by a warranty, and that
won’t affect the customer’s balance. This record can then be used either as a basis to bill the manufacturer offering
the warranty, or to record the expense incurred by your company in offering the warranty.
You can enter warranty transactions individually or in single-use batches, but you can’t enter them in recurring
batches.
To enter a warranty transaction
2. In the New group or its overflow menu, choose Warranty to open the Receivables Transaction Entry
window.
3. Warranty displays as the document type. The default number is taken from the Receivables Setup Options
window.
Enter a description that helps identify the warranty transaction. The description appears as the reference in the
General Ledger Transaction Entry window, if you’re posting to General Ledger with detail.
4. Enter or select a batch ID and enter a document date.
information.
card appears.
8. Enter your cost amount and the warranty amount. The On Account field remains at zero, because this
transaction doesn’t affect the customer’s balance.
Entry window. Amounts are distributed to the accounts set up for the customer. Choose OK to return to the
Entering a credit memo
Use the Receivables Transaction Entry window to record a decrease in a customer’s account balance, such as a
one-time incentive, or a deduction on a freight charge for goods that didn’t arrive when scheduled. You can apply
a credit memo to sales/ invoice, debit memo, finance charge, and service/repair transactions.
You can enter credit memo transactions individually or in single-use batches, but you can’t enter them in recurring
batches.
To enter a credit memo
2. In the New group or its overflow menu, choose Credit Memo to open the Receivables Transaction Entry
window.
3. Credit Memo displays as the document type. The default number is taken from the Receivables Setup
Options window.
Enter a description that helps identify the credit memo. The description appears as the reference in the General
information.
cars appears.
8. Enter your cost amount and the credit memo amount. Enter any freight or miscellaneous charges, as
necessary.
9. Apply the credit memo. Choose Apply to open the Apply Sales Documents window, then choose one of the
following apply options:
To automatically apply the credit memo, choose Auto Apply. The credit memo is applied to as many
documents as the amount of the credit memo allows. The order documents are applied in is
specified using the Receivables Management Setup window.
To apply the credit memo to specific documents, mark each transaction to apply the credit memo to
and choose OK. You can divide the credit memo among several documents by marking it and
changing the amount in the Apply Amount field.
If you’re entering a multicurrency transaction, you can’t apply a credit memo. You must post these documents
before you can apply them.
See Chapter 20, “Applying,” for more information about applying transactions.
10. To make changes to account distributions, choose Distribution to open the Sales Transaction Distribution Entry
window.
Amounts for credit memos are reversed. Amounts are distributed to the accounts set up for the customer. See
Modifying transaction distributions for more information.
Entering a return receipt
Use the Receivables Transaction Entry window to record the return of a product that decreases the balance of a
customer’s account. You also can record a refund of the sale on a return.
You can enter return transactions individually or in single-use batches, but you can’t enter them in recurring
batches.
To enter a return receipt
2. In the New group or its overflow menu, choose Return to open the Receivables Transaction Entry window.
3. Return displays as the document type. The default number is taken from the Receivables Setup Options
window.
Enter a description that helps identify the return. The description appears as the reference in the General Ledger
Transaction Entry window, if you’re posting to General Ledger with detail.
information.
card appears.
7. Enter or select a salesperson ID and sales territory ID. This information is used when reversing commission
amounts. If you don’t want to reverse the commissions on the return, don’t enter a salesperson ID.
9. Enter or select a shipping method and tax schedule ID. See How taxes are calculated for more information.
10. Enter your cost amount and the return amount, and enter any freight or miscellaneous charges, if
necessary. The tax for the return is calculated.
If you’re returning cash to the customer, enter the amount in the Cash field. The Receivables Cash Entry window
opens and you can enter detailed information.
If you’re not returning cash, leave these fields blank. The amount is recorded on account.
To make changes to commission calculations, choose Commissions to open the Commissions Entry window. See
Entering commission information for more information.
11. Apply the return. Choose Apply to open the Apply Sales Documents window, then choose one of the following
apply options:
To automatically apply the return, choose Auto Apply. The return is applied to as many documents as the
amount of the return allows. The order documents are applied in is specified using the Receivables
To apply the return to specific documents, mark each transaction to apply the return to and choose OK. You
can divide the return among several documents by marking them and changing the amount in the Apply
Amount field.
If you’re entering a multicurrency transaction, you can’t apply a return. You must post these documents before
you can apply them.
Entry window. Choose OK to return to the Receivables Transaction Entry window.
13. Print the document, send the document in e-mail, or both. Choose Print. See Transaction entry document
printing options for more information.
Updating a customer’s e -mail information for a receivables transaction
Use the Receivables E -mail Detail Entry window to update a customer’s e-mail information for a transaction. The
changes you enter in this window will affect only the current transaction. To make permanent changes to the
customer record for email settings, use the Customer E -mail Options window.
You can change the subject, message ID, and message if the Allow Update of E -mail at Entry option in the Sales E -
mail Setup window is marked. You can update the reply to address if the Changing ‘Reply to’ Address option in
the Sales E -mail Setup window is marked.
To update customer’s e-mail information for a receivables transaction
2. In the New group or its overflow menu, choose a document type to open the Receivables Transaction Entry
window.
4. Choose the E -mail Detail Entry expansion button to open the Receivables E -mail Detail Entry window.
5. Enter a To, Cc, or Bcc address to send the transaction in e-mail. You must enter at least one e-mail address
to send transactions in e-mail.
The e-mail addresses displayed in the window are assigned to the address you entered on the transaction. You can
update the To, Cc, and Bcc e-mail addresses, if applicable.
6. Enter or select a message ID if you want to use a predefined message.
8. Edit the message that will appear in the e-mail when sending the transaction.
9. Update the address that a customer can use to send a reply e-mail.
Choose Default to restore the default e-mail settings entered for the customer in the Customer E -mail Options
window.
Intrastat is the system for collecting statistics on the trade of goods between European Union (EU )
countries/regions. Intrastat statistics are required for all items either bought from EU vendors or sold to EU
customers and must be provided on a monthly basis. Requirements for Intrastat are similar in all EU
countries/regions. The government uses these statistics as an economic indicator.
Use the Receivables Intrastat Entry window to enter the information required to create the Intrastat Trade Report,
which you submit to your government, and the EU Sales List, which displays cumulative goods value totals by
each vendor or customer tax registration number. You can enter Intrastat statistics for each line item. To print the
Intrastat Trade Report, use the Company Taxes Reports window or the Company Tax Report Options window.
If Intrastat information was entered for the customer’s primary address ID, that information appears in this
window. You can change Intrastat information for an individual transaction.
You can enter Intrastat statistics only if you marked to enable Intrastat tracking using the Company Setup Options
window.
To enter Intrastat trade statistics
1. Open the Receivables Transaction Entry window. (Sales >> Transactions >> Transaction Entry)
2. Enter the transaction, including the customer ID and the goods value. Be sure the EU Transaction option is
marked. If the country code that was assigned to the customer’s shipping address is designated an EU
country/region, this option is marked automatically.
3. Choose Intrastat to open the Receivables Intrastat Entry window.
4. Enter an item number in the Item field.

5. Enter Intrastat information or change the default entries, if necessary.
The Country of Origin field will contain a default entry if this information was specified in the item
information. If it was not specified, this field will be blank.
6. In the Net Unit Mass field, enter the weight of the goods in kilograms.
If the transaction originated in Invoicing or Sales Order Processing, the item’s shipping weight—from the
Item Maintenance window —is displayed. You can change this information.
7. Enter the quantity of the goods being sold.
The Line Mass field displays the total mass per item and is calculated when you press TAB on the Quantity
field. The line mass total is equal to the amount in the Unit Mass field multiplied by the amount in the
Quantity field.
Enter a supplementary units amount, if applicable. The supplementary units amount is simply a second
quantity. Supplementary unit amounts are required by the EU Combined Nomenclature for certain goods.
8. In the Traders Reference field, enter a reference code, such as an invoice or dispatch number, or any other
information that identifies the transaction.
9. Choose Save to save the record. Close the window to return to the Receivables Transaction Entry window.
Chapter 13: Scheduled payments

Customers who make large purchases, or who make purchases that are delivered over time, might want to spread
payments out over time. This chapter describes options for setting up payment schedules.
Scheduled payments are available only for businesses in North America.
Scheduled payments overview
Scheduled payments distributions
Creating payment schedules
Viewing amortization schedules
Posting Receivables scheduled payments
Deleting unposted payment schedules
Editing posted payment schedules
Voiding posted payment schedules
You can choose the interest rate, payment frequency, and other information when you create a payment schedule,
and you can create a payment schedule using any posted document. Payment schedules are created from
documents. Payment schedules may vary based on the customer or the kind of goods or services that are being
purchased. You can edit any information on unposted payment schedules, as well as the interest and number of
payments for posted payment schedules.
You can create scheduled payments for customers who want to spread payments out over time. You’ll use the
Receivables Scheduled Payments Entry window to create a scheduled payment from a posted sales/invoice, debit
memo, or service/ repair document. You can choose the interest rate, payment frequency, and other information
when you create a scheduled payment. When you post a scheduled payment, a credit memo is created for the
remaining amount on the original document. The credit memo is applied automatically to the original document
and a series of scheduled invoices, installments of the scheduled payment, are created to replace the original
document.
Next, you’ll use the Post Receivables Scheduled Payments window to post each individual scheduled payment
transaction. For example, if you created a scheduled payment for monthly payments for a customer, each month
you would post an individual scheduled invoice to reflect the amount that is owed by the customer.
When the customer sends a payment, you’ll enter a cash receipt using the Cash Receipts Entry window. You can
apply the cash receipt to the scheduled payment as you enter the cash receipt or after posting the cash receipt. The
customer may add a principal payment, which is an extra amount to apply toward the principal balance.
If a principal payment amount is included in the cash receipt, you can apply that amount to the remaining
principal balance on the scheduled payment. The scheduled payment will be re-amortized after posting the
payment. For more information about applying a principal payment, see Applying a principal payment to a
scheduled payment
You can use the Receivables Amortization Schedule window to view a payment schedule’s amortization schedule.
Amortization is the process of repayment with periodic payments of both principal and interest calculated to pay
off the loan at the end of a fixed period of time.
Scheduled payments distributions
When you create payment schedules, you select specific accounts to distribute the interest and principal portions
between. The following chart shows what accounts to use and how they are debited and credited.
ACCOUNT DEBIT CREDIT
Accounts Receivable posting account Debited with the scheduled payment Credited with the total schedule
amount, including principal and amount, not including interest, when
interest, when an individual payment is the payment schedule is posted using
posted using the Post Receivables the Receivables Scheduled Payments
Scheduled Payments window. Debited Entry window.
with a principal payment amount when
the principal payment is posted using
the Cash Receipts Entry window or the
Apply Sales Documents window.
Receivables Offset posting account Debited with the total schedule Credited with the scheduled payment
amount, not including interest, when amount, not including interest, when an
the payment schedule is posted using individual payment is posted using the
the Receivables Scheduled Payments Post Receivables Scheduled Payments
Entry window. window. Credited with a principal
payment amount when the principal
payment is posted using the Cash
Receipts Entry window or the Apply
Sales Documents window.
Interest Income posting account This account is not debited when you Credited with the interest portion of
post a payment schedule. the scheduled payment amount when
an individual payment is posted using
the Post Receivables Scheduled
Payments window.
For example, if you use the Receivables Scheduled Payments Entry window (Sales >> Transactions >> Scheduled
Payments) to enter a scheduled payment with a schedule amount of $2,400.00 using 10% simple interest and 12
monthly payments, the amount due each month is $220.00.
When you post the payment schedule, your accounts will be updated using the following debits and credits.
Accounts Receivable $2,400.00
Receivables Offset $2,400.00
When you use the Post Receivables Scheduled Payments window (Sales >> Routines >> Post Scheduled
Payments) to post one of the 12 individual payments for $220.00, your accounts will be updated using the
following debits and credits.
Accounts Receivable $220.00
Receivables Offset $200.00
Interest Income $20.00
When you receive payment from the customer for $220.00 and use the Cash Receipts Entry window (Sales >>
Transactions >> Cash Receipts) to enter the cash receipt, your accounts will be updated using the following debits
and credits.
Accounts Receivable $220
Cash $220
If the customer added an extra $50.00 to the $220.00 payment to apply towards the remaining principal balance
on the scheduled payment, your accounts will be updated using the following debits and credits.
Cash $270
Receivables Offset $50

Use the Receivables Scheduled Payments Entry window to enter payment schedules. When you are creating a
payment schedule, the information from the original invoice will appear in several fields in the window.
To create a payment schedule
1. In the navigation pane, choose the Sales button, and then choose the Receivables Transaction list.
2. In the New group or its overflow menu, choose Scheduled Payments to open the Receivables Scheduled
Payments Entry window.
3. Enter a schedule number and description.

4. Select the original document number. Default entries will appear in multiple fields in this window after you
have selected an invoice or a debit memo.
5. Verify the date in the Schedule Document Date field. The default entry comes from the original invoice and
is the General Ledger posting date.
6. Enter the schedule amount. The default entry in this field is the total schedule amount, and it is equal to the
amount remaining on the original invoice.
7. Mark either compound or simple interest. Enter the rate in the Schedule Interest Rate field. For zero-
interest loans, enter 0%.
Simple interest is calculated from the first payment rather than the schedule date. If a payment schedule is
created from an existing invoice, the interest is calculated from the date of the original invoice.
8. Enter the number of payments for the payment schedule.
9. Enter or select the payment frequency. This field is used to define how often payments will be made.
10. Select the dates and verify and enter the accounts for the payment schedule. The default entries are from
the original document.
11. Choose the Calculate button to create an amortization schedule.
12. Choose Save to save the payment schedule or Post to post it.
If you post the transaction, the Receivables Scheduled Payments Posting Journal, Receivables Posting Journal,
Distribution Breakdown Register - Detail, and Distribution Breakdown Register - Summary will print when you
close the window.
Amortization schedules are created when you choose the Calculate button in the Receivables Scheduled Payments
Entry window. You can view any unposted invoice within a payment schedule in the Receivables Amortization
Schedule window. Posted invoices within a payment schedule can be viewed only by printing the Receivables
Amortization Schedule Report.
To view an amortization schedule
1. Open the Receivables Scheduled Payments Entry window. (Sales >> Transactions >> Scheduled Payments)
2. Enter or select a schedule number.
3. Choose Amortization to open the Receivables Amortization Schedule window.
If there is no interest, you can edit the Due Date and Payment Amount fields by entering the appropriate
information in those fields.
4. Choose OK to save the changes.
Posting Receivables scheduled payments
Use the Post Receivables Scheduled Payments window to post payments. You can post payments individually or
many at one time.
To post a Receivables scheduled payment
1. Open the Post Receivables Scheduled Payments window. (Sales >> Routines >> Post Scheduled
Payments)
2. Select Customer ID or Schedule Number.

3. Mark All to view all scheduled payments or enter range restrictions to post a subset of the available
schedule.
4. You can enter a date in the Due Date Cutoff field to restrict the scheduled payments displayed in the
scrolling window to those entered prior to the cut off date.
5. Choose Display All or Marked. Choosing Marked will limit those payments to ones that were marked, and
choosing All will show both marked and unmarked payments within the selected range.
6. Select Schedule Number or Customer ID from the Sort by dropdown list.
7. Mark the documents individually if you want to post only specific payments. If you want to post all the
payments, you can choose the Mark All option.
8. Choose Post to post the marked payments.
9. Close the window. If you chose to post the marked payments, the Receivables Posting Journal, Distribution
Breakdown Register - Detailed, and Distribution Breakdown Register - Summary will print.
Use the Receivables Scheduled Payments Entry window to delete unposted payment schedules. Posted schedules
can’t be deleted.
To delete an unposted payment schedule
2. Select a payment schedule.
3. Choose Delete.
4. A message will ask you to confirm the removal of the payment schedule you’re deleting; choose Yes.
You only edit the individual due dates and payment amounts if there is no interest applied to a payment schedule.
To edit a posted payment schedule
2. Select or enter a schedule number.
3. Enter the interest rate and payment amounts for a posted payment schedule with interest. If there is no
interest, you can also edit the due date and payment amount.
Posted payment schedules are permanent. If you want to void a payment schedule, you must post all of the
invoices and void each invoice individually. If there are many payments, you can choose to change the number of
payments to one, and then you can void a single invoice.
To void a posted payment schedule
3. Enter 1 as the number of payments.
4. Choose Post to create an open invoice that can be voided.
5. Void each invoice.
Refer to Chapter 23, “Transaction maintenance,” for further information on voiding posted transactions.
6. After you have posted and voided all the individual invoices, you can void the payment schedule.
Chapter 14: Taxes

Use the Receivables Tax Entry window to add, change, delete, or view tax amounts calculated on a transaction.
Taxes for sales/invoices, service/repairs, and returns documents are calculated based on tax schedules and
shipping information. See the System Setup documentation (Help >> Printable Manuals) for more information
about setting up tax schedules and how taxes are calculated.
How to prevent taxes from being calculated
Distributing tax amounts to details
The shipping method assigned to a transaction affects how taxes for a transaction are calculated, if your system is
set up to use the shipping method in tax calculations. Taxes are calculated using the tax rates at the point of
exchange. If the shipping method chosen requires you to deliver the merchandise to the customer, the tax
schedule assigned to the customer is used. The tax schedule specified using the Receivables Setup Options
window is then compared with the tax schedule in the Receivables Transaction Entry window. Taxes are calculated
for any sales tax details found in both schedules.
If the shipping method requires the customer to pick up the merchandise from you, the tax schedule assigned to
your company is used. The tax schedule specified using Receivables Setup Options window is then compared with
the tax schedule in the Receivables Transaction Entry window. Taxes are calculated for any sales tax details that are
found in both schedules.
How to prevent taxes from being calculated
To avoid calculating taxes on a particular transaction, clear the Tax Schedule ID field in the Receivables Transaction
Entry window. If you already calculated tax amounts for a transaction, these amounts are cleared if you clear the
Tax Schedule ID field. The tax schedule is cleared only for that transaction.
To avoid calculating taxes on all transactions for a particular customer or customer class, delete the tax schedule
from the customer card using the Customer Maintenance window, or from the customer class card using the
Customer Class Maintenance window.
Distributing tax amounts to details
Use the Receivables Tax Entry window to enter tax information for the document you selected in the Receivables
Transaction Entry window. A tax amount is calculated and distributed when you enter a transaction using the
Receivables Transaction Entry window. This tax amount is then distributed to the posting account assigned to the
tax detail. However, you can edit the tax amount and the distributions. You don’t have to distribute the tax amount
to tax details.
Tax details in common between the customer tax schedule and the default tax schedule for the transaction are
used to calculate tax. Only the first common tax detail is calculated. The default entry for all other details is zero.
Because the details sort in alphanumeric order, you should name them so they sort in the order you want.
Sometimes a sale includes items that are exempt from input or output tax. You still must assign a tax detail to
exempt items. If necessary, you can use the Tax Detail Maintenance window to set up appropriate details for tax-
exempt transactions. See the System Setup documentation (Help >> Printable Manuals) for more information
about setting up tax details.
To distribute tax amounts to details
2. Enter or select a transaction.
3. Enter a tax amount in the Tax field and choose the Tax expansion button to open the Receivables Tax Entry
window.
4. Enter or select a tax detail ID.
5. View or change the total sales, the total taxable sales, and the tax calculated on the sales.
6. Enter or select a posting account for the tax. The tax amount for the detail is posted to the account.
To delete a tax detail, select the row containing the detail to delete and choose Edit >> Delete Row. To delete all
the tax distributions, choose Delete.
7. Continue entering tax details until your tax is fully distributed.
To distribute taxes to multiple accounts, change the default amount in the scrolling window and enter another tax
detail and tax amount in the next available line.
8. Choose OK to save your entries. Continue entering the transaction.
Chapter 15: Transaction distributions

Use the Sales Transaction Distribution Entry window to allocate transaction amounts to posting accounts.
Transaction amounts are distributed to the posting accounts you assigned using the Customer Account
Maintenance window when setting up customer cards. If you didn’t assign the accounts when setting up customer
cards, the accounts you assigned using the Posting Accounts Setup window are used instead.
Separate payment distributions
Trade discount and sales distribution mergers
Modifying transaction distributions
Unit account distributions
Separate payment distributions
If you marked the Separate Payment Distributions option in the Company Setup Options window, document and
payment distributions entered on the same transaction will be separated as if the document and payment were
entered as separate transactions. You can enter multiple distributions with the same distribution type and account
using the distribution entry window. This option applies to sales/invoices, debit memos, finance charges,
services/repairs, and returns. You also can use the Cash Receipts Distribution Entry window to distribute to more
than one Cash account. Use the Sales Transaction Distribution Entry window to distribute amounts among several
Sales accounts.
Example
You entered a sales transaction of $100.00 with a cash payment of $20.00. If you marked the Separate Payment
Distributions option, the transaction would be distributed as in the following table:
Account A SALES $100
Account B CASH $20
Account C RECV $100
Account C RECV $20
If you didn’t mark the Separate Payment Distributions option, distributions of the same type and with the same
account number are combined.
Account B CASH $20
Account C RECV $80
Trade discount and sales distribution mergers

If you marked Merge Trade Discount and Markdown Distributions in Sales in the Company Setup Options
window, the trade discount distributions are merged with the sales distribution for all document types in
Example
You entered a sales transaction of $100.00 with a trade discount of $15.00. If you marked Merge Trade Discount
and Markdown Distributions in Sales, the trade discount distributions are merged as in the following table:
Account A SALES $85
Account C RECV $85
If you didn’t mark Merge Trade Discount and Markdown Distributions in Sales, the trade discount distributions
are separated from the sales distribution, as in the following table:
Account B TRADE $15
Account C RECV $85

Modifying transaction distributions
Transaction amounts are distributed to the posting accounts you assigned using the Customer Account
Maintenance window. If you need to modify how a transaction is distributed, use the Sales Transaction
If you marked the Calculate Tax Rebates option in the Company Setup Options window and a terms discount or
writeoff is taken, additional distributions are generated for tax rebates for each tax associated with the sale.
To modify transaction distributions
2. Select a document type.
3. Enter or select the document to modify distributions for.
4. Choose Distribution to open the Sales Transaction Distribution Entry window.
5. The scrolling window displays the distributions that were entered based on the posting accounts assigned
to the customer card. You can change the debit or credit amounts for any of the accounts.
6. To add a distribution account, delete a distribution account, or restore the default distributions, choose the
following options:
To add a distribution account, choose Edit >> Insert Row, or place the pointer in the next available
row in the scrolling window. Enter or select the account to add. Select the distribution type and enter
the distribution amount.
To delete a distribution account, select the account and choose Edit >> Delete Row.
To use the original distributions, choose Default.
7. Choose OK to save your changes. The Receivables Transaction Entry window is redisplayed.
Unit account distributions
Distribute amounts to unit accounts to record non-financial sales information. For example, to track square
footage, you can distribute amounts to unit accounts by selecting Unit as the distribution type, and entering a
debit or credit amount. If you enter a credit amount, the balance of the unit account is decreased; if you enter a
debit amount, the balance of the unit account is increased. The amounts distributed to unit accounts aren’t
reflected in the distribution totals.
Chapter 16: Commissions

A commission is an amount, usually a percentage of the sale amount or invoice total, paid to the salesperson
making a sale. You can enter, edit, and split commissions for salespeople using the Commissions Entry window.
How commissions are calculated
Entering commission information
Editing a commission amount
Splitting a commission amount
How commissions are calculated
Using the Commissions Entry window, you can calculate commissions either on the sales amount or on the total
invoice.
If you mark Sales, commissions are calculated as a percentage of the sale amount.
If you mark Total Invoice, commissions are calculated as a percentage of the invoice total, including the sale
amount, freight, taxes, and miscellaneous charges.
Example
You have a sales amount of $85.00, with a freight charge of $10.00 and a tax of $5.00, for an invoice total of
$100.00. The commission percentage is 10%.
Marking Sales would result in a commission amount of $8.50 ($85.00 x 10%).
Marking Total Invoice would result in a commission amount of $10.00 ($100.00 x 10%).
Entering commission information
Use the Commissions Entry window to enter commission information for sales/invoice transactions. You don’t
have to fully distribute a sale to individual salespeople; you can distribute any amount up to 100% of the sale. See
Marking commission amounts as paid for more information about transferring commissions.
If only one salesperson is assigned to the transaction, you might not need to make any entries using this window.
The commission is calculated using the information you entered for the salesperson card.
To enter commission information
1. Open the Commissions Entry window. (Sales >> Transactions >> Transaction Entry >> Commissions
button)
2. Mark whether the commission should apply to the sales amount or the invoice total.
3. Enter or select the salesperson ID, and enter the commission amounts and percentages for each
salesperson.
4. Choose OK to save the information.
Editing a commission amount
Use the Commissions Entry window to change commissions by percentage and amount. Commissions for
salespeople are calculated based on the commission setup information entered using the Salesperson
Maintenance window.
To edit a commission amount
button)
2. Make any changes to the information.
To remove a commission distribution, select the line and choose Edit >>Delete Row.
Splitting a commission amount
Use the Commissions Entry window to split commissions among multiple salespeople.
To split a commission amount
button)
2. Expand the scrolling window by choosing the Show button.
3. Change the percent of sale amount for the first salesperson listed to the appropriate percentage split.
4. In the next available line, enter or select an additional salesperson. If you’re splitting the commission
between two salespeople, the appropriate percent of sale appears. If you’re splitting the commission
among three or more salespeople, enter the appropriate percentage in the Percent of Sale field. The
commission amount is calculated.
To remove a commission distribution, select the line and choose Edit >> Delete Row.
Chapter 17: Cash receipts

You can use the Cash Receipts Entry window to record payments received from customers. After you enter a cash
receipt, you can apply it to documents in Receivables Management.
Cash receipts overview
Entering a cash receipt
Cash receipts overview
A cash receipt records the receipt of money from your customers for transactions on account. To accurately
update the customer’s account, you must apply the payment to the appropriate document. Do this either by auto-
applying or by applying to specific documents. See Chapter 20, “Applying,” for more information.
You can enter cash receipts individually or in batches. Information about creating and correcting batches, and
printing edit lists for cash receipts entered in a batch, is described in Chapter 11, “Batches.”
If you’re using Bank Reconciliation and you enter and post cash, check, and credit card amounts using the Cash
Receipts Entry window, the transactions appear as receipts in the Bank Deposit Entry window. You can assign
them to a deposit using that window.
If you have national accounts, you must mark Allow Receipts Entry for Children of the National Account in the
National Accounts Maintenance window, or you can’t enter cash receipts for child customers of a national account.
See Chapter 9, “National accounts,” for more information.
The document date—the date that’s shown in the Transaction Entry window —is the date your Receivables
Management records are updated.
The posting date is the date your General Ledger files are updated. The posting date is assigned to the batch; you
also can choose the Document Date expansion button in the Cash Receipts Entry window to enter one.
Entering a cash receipt
Use the Cash Receipts Entry window to record payments received from your customers. You can apply payments
to specific documents.
If the customer added an extra amount in the payment to apply towards the principal on the scheduled payment,
you can apply the principal payment when entering the cash receipt. The scheduled payment will be re-amortized
after posting the cash receipt. For more information about scheduled payments, see Chapter 13, “Scheduled
payments.”
To enter a cash receipt
1. Open the Cash Receipts Entry window. (Transactions >> Sales >> Cash Receipts)
2. Enter or select a batch ID and a document date.
If you are using Workflow and assign a cash receipt to an approved batch or a batch that doesn’t need approval,
you must resubmit the batch for approval. If you assign a batch that is pending approval to a cash receipt and you
can’t approve batches, you won’t be able to enter cash receipt information.
information.
3. Enter or select a customer ID. The currency ID assigned to the customer card appears.
If you’re using national accounts, you can restrict payments for child customers and apply holds at a consolidated
national level, depending on the options you select using the National Accounts Maintenance window.
If you encounter problems entering a customer ID for national accounts customers, check the status of the options
in the National Accounts Maintenance window. See Chapter 9, “National accounts,” for more information.
You also can locate the customer ID by entering or selecting the document number the payment will be applied to
in the Locate Customer By Document field.
4. Select the payment type and enter the amount of the payment. If you entered an originating currency ID,
you also should enter amounts for the transaction in the originating currency.
You can enter a negative cash receipt for the purpose of decreasing a deposit. The negative amount
flows through the system in the same way as a positive cash receipt, but is shown as a deposit with a
negative amount.
If the payment type is Check, enter or select the Checkbook you’ll deposit the check into. Then, enter
the check number from the check received.
If the payment type is Cash, enter or select the Checkbook ID you’ll deposit the cash into.
If the payment type is Credit Card, enter or select the Credit Card ID and the customer’s credit card
number.
5. If the customer is the parent customer of a national account, mark whether to apply to the specific
customer displayed in the window or to the entire national account.
If you marked Auto Apply to Finance Charges First in the Receivables Management Setup window, the option you
mark in this field determines whether unapplied credit documents will be applied first to the finance charges
documents for the entire national account or to those of the specific customer.
6. Apply the cash receipt using one of two methods.
To automatically apply the cash receipt, choose Auto Apply. The cash receipt is applied to as many
documents as the amount of the cash receipt allows. The order documents are applied in is specified
using the Receivables Management Setup window. This feature functions identically with positive or
negative receipts.
If you marked Auto Apply to Finance Charges First in the Receivables Management Setup window, the unapplied
credit document amount will be applied first to finance charge documents. See Additional receivables options for
more information.
If you automatically apply the cash receipt that has an additional amount to apply towards the principal of a
scheduled payment, the principal payment won’t be applied. You must use the Apply Sales Documents window to
apply the principal payment.
To apply the cash receipt to specific documents, choose Apply to open the Apply Sales Documents window,
and mark each transaction to apply the cash receipt to. Choose OK. You also can divide the cash receipt among
several documents by marking them and changing the amount in the Apply Amount field.
If a cash receipt is applied to a scheduled invoice that has an unapplied amount, a message will appear, asking
whether you want to apply the unapplied amount to the principal of the scheduled payment. Choose Yes and the
Principal Payments window opens, where you can view the principal payment that will be applied to the
remaining principal balance on a scheduled payment. Choose OK in the Principal Payments window to close the
window and to return to the Cash Receipts Entry window.
7. To make changes to account distributions, choose Distribution to open the Cash Receipts Distribution Entry
window. See Modifying transaction distributions for more information about distributions.
Chapter 18: Lockbox processing

If you’re using Lockbox Processing and you have lockboxes set up at any bank or payment processing center, you
can automatically import cash receipts transaction files from your banks or payment processing centers, so you
don’t have to enter each of the transactions individually. You must set up import specifications for each bank or
payment center that you import lockbox files from. You can specify information such as apply methods for each of
these lockbox files.
When importing a cash receipt transaction from a payment processing center and the transaction is applied to
multiple customers, separate transactions using the same document number are created in Lockbox Processing
for those customers. Each individual transaction indicates the amount that the customer paid, and the invoices that
the cash receipt transaction is applied against.
Lockbox apply methods
Lockbox file mapping
Setting up lockboxes
Importing lockbox transactions
Viewing customer bank information
Viewing lockbox import activities
Lockbox apply methods
When you set up lockbox files for importing using the Lockbox Maintenance window, you can select one of the
following cash receipts apply methods for each lockbox file you set up:
None
Document Number
Invoice Number
Due Date/Oldest Document
Due Date/Oldest Invoice
Document Date
Specific Invoices
The apply method you select determines how the imported cash receipts transactions will be applied to the
documents that make up a customer’s balance. The following examples of the apply methods show how the
following set of transactions would be applied using each method:
DOCUMENT TYPE DOCUMENT NUMBER DOCUMENT DATE DUE DATE AMOUNT
Finance charge FIN90221 June 30, 2018 July 31, 2018 $12.43
Sales invoice SLS10186 May 28, 2018 June 30, 2018 $25.00
Debit memo DR10021-1 April 3, 2018 April 30, 2018 $35.00
Sales invoice SLS10021 April 2, 2018 April 30, 2018 $100.00
Service charge SVC20602 May 15, 2018 May 31, 2018 $215.00
Sales invoice SLS10236 June 15, 2018 June 30, 2018 $225.00
Service charge SVC20407 April 15, 2018 April 30, 2018 $230.00
None
When you select None as the apply method, the payment transactions you import are not applied until you apply
them manually.
Document Number
When you apply the cash receipts by document number, payments first are applied to the document with the
lowest document number, regardless of the document type, as displayed in the following table:
Invoice Number
When you apply the transaction by invoice number, payments first are applied to all invoices, starting with the
lowest document number. Payments then are applied to documents in the following document type order, lowest
document number first: debit memos, finance charges, and services/repairs. Using this apply method, payments
would be applied to the documents in the following order:
Due Date/Oldest Document

When you apply using the Due Date/Oldest Document method, payments first are applied to the document with
the oldest due date. If more than one document has the same due date, payments first are applied to the
document with the lowest document number, as shown in the following table:
Due Date/Oldest Invoice

When you apply using the Due Date/Oldest Invoice method, payments first are applied to invoices, starting with
the oldest due date. Payments then are applied to documents in the following document type order, oldest due
date first: debit memos, finance charges, and services/repairs. If more than one document of a certain document
type has the same due date, payments first are applied to the document with the lowest document number.
Document Date
When you apply payments by document date, payments first are applied to the document with the oldest
document date. If more than one document has the same document date, payments first are applied to the
document with the lowest document number.
Specific Invoices
When you apply payments using the Specific Invoices apply method, payments are applied only to the invoices
you specify.
When you use this method as your primary apply method, the alternate apply method you select will be used if
any payment amounts are left to be applied when the invoices you specified have been paid in full.
Lockbox file mapping
You can set up mapping specifications for bank and payment processing center lockbox files using the Lockbox
Maintenance window.
Depending on the type of file you receive from your bank or payment processing center, you should select
whether the file uses single lines or multiple lines. If the file contains information for one check displayed on more
than one line, you should select Multiple Line as the file format type. If you’re working with multiple-line files, you
must specify which lines in the file are the header rows, and which are the detail rows.
If your bank or payment processing center follows standard Automated Clearinghouse (ACH ) format rules, the
header rows are marked with a 6 and the detail rows are marked with a 4.
Using the Omit Start Import Records and Omit End Import Records fields, you can omit any lines of information
that don’t include transactions, so those lines won’t be imported. For example, if your bank includes a three-line
header of bank information in each lockbox file, you might omit the first three lines of the file.
When you map fields from the lockbox file, you’re actually specifying which Microsoft Dynamics GP fields they
correspond to. You can map to the following fields:
Bank Account Number
Bank Routing Number
Check Amount
Check Number
Checkbook Bank Acct No
Customer ID
Customer Name
Deposit Date (MM/DD/YY )
Deposit Date - Day
Deposit Date - Month
Deposit Date - Year
Invoice Apply Amt
Invoice Number
None
Row Type Indicator
Transaction Description
When you first receive your lockbox file, your bank or payment processing center usually includes an export
definition list, which explains what each of the fields in the lockbox file represents. If you’re using single-line
import files, the only field you’re required to map from the lockbox file is the Check Number field.
If you’re using multiple-line files, the header row must include the Check Number and Check Amount fields. If
you map the Invoice Number field, you also must map the Invoice Apply Amount and Customer ID fields in both
the header and detail rows.
If the same lockbox import file includes payments for two checkbooks, be sure to set up the checkbooks’ bank
accounts. Each of the checkbooks’ bank accounts will be compared to the bank account number in the lockbox file,
and only the matching records will be imported.
The mapping process varies with the file format you select. If the lockbox file you’re importing is a text file, you
must map the fields by specifying the field length. If the lockbox file is either tab-delimited or comma-delimited,
you still must map the different fields, but you don’t have to set up the field lengths, because Microsoft Dynamics
GP reads either the tabs or the commas as the field separators.
When you begin mapping your fields, you can use the View row field to select which row of the lockbox file to
view. The information from that row in the file appears next to the View row field. If you’re importing a text file,
the row information is displayed below a numerical spacing indicator. If you’re importing a tab-delimited or
comma-delimited file, you also can select which field to display.
Use the Maps To window to select the Microsoft Dynamics GP fields that the fields in the lockbox file should be
mapped to. If you’re importing a text file, you can use the bank’s or the payment processing center’s export
definition list to find the start and end points of each field.
Example
Your bank sent a lockbox file that included the following transaction:
The bank also sent an export definition list, which included the following information:
In this example, you would map the fields as follows:
LOCKBOX FILE FIELD MICROSOFT DYNAMICS GP FIELD
ROW INDICATOR Row Indicator
INVOICE APPLY AMOUNT Invoice Apply Amt
INVOICE NUMBER Invoice Number
TRANS-DTL-CHECK-SEQUENCE Check Number
TRANS-DTL-ENCODED-AMOUNT Check Amount
CUSTOMER NUMBER Customer ID
TRANS-DTL-CHECK-ACCT-NUMBER Bank Account Number
TRANS-DTL-ROUTING-TRANS-NUM Bank Routing Number

LOCKBOX FILE FIELD MICROSOFT DYNAMICS GP FIELD
TRANS-DTL-DEP-ID None
TRANS-DTL-DEPOSIT-TIME None
Setting up lockboxes
Use the Lockbox Maintenance window to set up properties for any number of bank or payment processing center
lockbox files. You also can use this window to map the fields from your lockbox file to the fields in Microsoft
Dynamics GP.
To set up lockboxes
1. Open the Lockbox Maintenance window. (Sales >> Cards >> Lockbox)
2. Enter or select a lockbox ID for the lockbox profile you’re creating, and enter a description.
3. Enter or select the checkbook ID for the checkbook that the cash receipts should be deposited into. The
currency ID and the bank account number associated with that checkbook also appear.
4. Enter or browse to the default location of the bank or the payment processing center lockbox files, and
enter or select the name of the lockbox file you’re setting up import properties for.
5. Select whether the lockbox file is a text, tab-delimited, or comma-delimited file.
6. Select the number of decimal places that the bank or the payment processing center uses with the amounts
in the file.
For example, if the bank displays $2,500.00 as 250000, you would select zero decimal places. If the bank displays
that amount as 2500.00, you would select 2 decimal places.
7. Select a lockbox apply method. See Lockbox apply methods for more information.
8. Select whether the lockbox is in multiple-line or single-line format. If you select Multiple-line, enter the
header and detail row indicators. You also can enter which lines in the file to omit, if any.
9. Map the lockbox file fields to Microsoft Dynamics GP fields. See Lockbox file mapping for more
information.
Importing lockbox transactions
Use the Lockbox Entry window to import cash receipts transactions from bank lockbox files or from payment
processing center lockbox files.
To import lockbox transactions
1. Open the Lockbox Entry window. (Sales >> Transactions >> Lockbox Entry)
2. Enter or select a lockbox ID for a lockbox profile you created using the Lockbox Maintenance window.
3. Enter or select a batch ID for the batch to enter the cash receipts transactions in. When the batch is created,
it has a status of Receiving. You can’t edit or post any of the transactions in the batch at this time.
4. Choose Transactions to import the transactions from the lockbox file into Microsoft Dynamics GP.
If you’re using national accounts and you import a payment for a child customer account, the payment will be
applied to the child account if receipts for child customers is enabled for the national account. If receipts for child
customers isn’t enabled for the national account, the payment will be applied to the parent customer’s account.
The Lockbox Transactions window opens.
The imported transactions are displayed, and are marked with one of the following indicators:
Transactions marked with a check mark have been fully applied.
Transactions marked with an exclamation point haven’t been fully applied.
Transactions marked with an X haven’t been matched with a customer card or a valid exchange rate
couldn’t be found.
Transactions marked with buttons to expand or collapse them are national accounts transactions.
To view additional details about any transactions in the Lockbox Transactions window, choose the Check Number
link to open the Lockbox Transaction Details window, where you can view information about specific invoices
imported from the lockbox file.
To assign or reassign a customer ID to a transaction, choose Reset Customer ID to open the Edit Lockbox
Customer window. You can use this window to select the correct customer ID for a transaction using either
customer or document information.
Multiple customer IDs can have the same document number. When importing a cash receipt transaction from a
payment processing center and the transaction is applied to multiple customers, separate transactions using the
same document number are created in Lockbox Processing for those customers. Each individual transaction
indicates the amount that the customer paid, and the invoices that the cash receipt transaction is applied against.
5. In the Lockbox Transactions window, choose Options to open the Lockbox Transaction Options window, where
you can mark the following options:
Auto open Apply Sales Documents window Mark this option if you want the Apply Sales Documents window
to open when you select a transaction.
Auto Apply Invoices Mark this option to auto-apply a cash receipt to an invoice when you select a transaction.
Choose OK to close the window when you finish, and return to the Lockbox Transactions window.
6. To print the Lockbox Apply Batch Report, choose Print.
7. Choose Create Batch to approve the batch of cash receipts and close the window. You then can edit and
post these transactions.
Viewing customer bank information
Use the Lockbox Bank Details window to view or change bank account and routing numbers for your customers.
This information automatically is set up using the applied transaction information after you import and approve a
batch of lockbox cash receipts transactions.
To view customer bank information
1. Open the Lockbox Bank Details window. (Sales >> Cards >> Lockbox Bank Details)
2. Enter or select a customer ID. You can edit the information that’s displayed in the scrolling window.
3. Choose Close to save your changes and close the window.
Viewing lockbox import activities
Use the Lockbox Inquiry window to view details about your importing activities, and information about the
transactions you’ve imported.
To view lockbox import activities
1. Open the Lockbox Inquiry window. (Sales >> Inquiry >> Lockbox)
2. Select a range of information to display, and choose Redisplay.
3. To print the Lockbox Inquiry Report, choose File >> Print.
See Also
This part of the documentation includes information to work with your transactions once you’ve entered them,
such as posting and applying transactions, or creating refund checks for your customers.
Chapter 19, “Posting,” describes the posting methods available in Receivables Management.
Chapter 20, “Applying,” explains how to apply transactions after they have been saved or posted.
Chapter 21, “Customer/vendor consolidations,” includes information on creating customer/vendor
relationships and consolidations documents.
Chapter 22, “Refund checks,” explains how to calculate customer credit balances, and print refund checks
using Payables Management.
Chapter 23, “Transaction maintenance,” includes procedures for correcting, deleting,
Chapter 19: Posting

Posting is the process of transferring transactions to permanent records. You can change or delete transactions
until they’re posted.
about posting reports for Receivables Management, refer to Receivables Management standard report summary.
up the System).
Receivables Management posting
Transaction-level posting
Posting a batch
Receivables Management posting
In Receivables Management, posting updates the balances displayed in the Customer summary windows, so you
can view up-to-date information for your customers; distribution accounts, if General Ledger is part of your
system; commission information; and tax detail records. Your checkbook also is updated when you post, if you’re
using Bank Reconciliation. Transactions are considered open until they’re fully applied and paid by the customer.
Then they’re transferred to history.
If you’re saving or posting transactions for customers who are part of a national account, you can complete credit
checking at an individual customer level or across the national account. If you can’t save or post a transaction,
check the status of the Base Credit Check on Consolidated National Account option in the National Accounts
Maintenance window. See Chapter 9, “National accounts,” for more information.
When you use transaction-level posting, you can enter and post transactions individually without ever having to
create a batch. Receivables information always is up to date immediately when you post using this method,
because transactions must be posted or deleted immediately. They can’t be saved or posted later.
Transaction-level posting is optional, and you can select it using the Posting Setup window when you set up your
Microsoft Dynamics GP system. If your system hasn’t been set up to use individual transaction entry, you’ll be
asked to create a batch when you attempt to post transactions. Also, you can post individually a transaction that
was previously entered in a batch. To do so, select the transaction from the batch, clear the Batch ID field, and post
the transaction.
If you’re posting sales transactions, you can post them using the Receivables Transaction Entry or Cash Receipts
Entry windows. All transactions posted individually in a single data entry session have the same audit trail code.
If you’re posting by transaction date, the posting and document dates are be the same. If you change the posting
date using the Receivables Date Entry window, the document date isn’t be affected.
You can’t post to a year that hasn’t been set up using the Fiscal Periods Setup window. Also, if the year has been
set up but the Sales period is closed, you can’t post transactions. The posting journal indicates both the
transactions that were and were not posted. Transactions are posted to General Ledger, even if a financial series
period has been closed. However, transactions aren’t posted through General Ledger.
Depending on the way your system is set up, the Transaction Posting or Cash Receipts Posting journals might be
printed when the transaction-level posting process is complete. In addition, the Distribution Breakdown Register
might be printed for posted transactions or cash receipts. You can print the Distribution Breakdown Register in
detail or summary form. These journals are printed only if you selected to print them using the Posting Setup
window.
Posting a batch
Batch posting is a posting that allows transactions to be saved in batches and that can be posted whenever
convenient. If you are using Workflow, the batch must be approved before you can post the batch. You can post
batches that don’t need approval.
To post a batch
1. Print an edit list and review the transactions in the batch. To print an edit list from the Receivables Batch Entry
window, choose File >> Print with the appropriate batch ID displayed.
If you need to make corrections, do so at this time. If the Require Batch Approval option in the Posting Setup
window has been marked, a batch can’t be edited unless you unmark Approved.
2. Make a backup of your company’s data. See the System Administrator’s Guide (Help >> Contents >>
4. Enter or select the batch ID and origin for the batch to post.
5. Approve the batch for posting if required.
6. Choose Post. Your Receivables Management records will be updated to reflect the information from the
transactions. Your General Ledger accounts will be updated, depending on your posting setup selections.
• If you’re set up to post to General Ledger in the Posting Setup window, the batch appears in the Financial Series
Posting and Master Posting windows; you can edit the transactions using the General Ledger Transactions Entry
window before posting them in General Ledger. Your accounts are updated when you post the transactions in
General Ledger.
• If you post through General Ledger, your accounts are updated at once and you don’t need to post the batch
again in General Ledger.
If you entered batch total requirements or batch approval requirements in Receivables Management and posted
a batch through General Ledger, the batch is posted through regardless of the batch requirement or approval
requirements selected in General Ledger.
One or more posting journals might be printed, depending on the options selected using the Posting Setup
window. A Report Destination window might appear for each posting journal that was selected to print,
depending on how they were set up.
**To post a batch using the action pane
2. Mark a batch or batches.
3. In the Reports group, choose Reports and then select Print Edit List to print an edit list and review the
transactions in the batch.
If you need to make corrections, do so at this time. For more information about correcting unposted transactions,
see Chapter 23, “Transaction maintenance.”
4. Make a backup of your company’s data. See the System Administrator’s Guide (Help >> Contents >>
5. From the Recivables Batches list, mark the batch or batches you want to post.
6. Choose to post the batch. Your Receivables Management records will be updated to reflect the information
from the transactions. Your General Ledger accounts will be updated, depending on your posting setup
selections.
If you’re set up to post to General Ledger in the Posting Setup window, the batch appears in the
Financial Series Posting and Master Posting windows; you can edit the transactions using the
General Ledger Transactions Entry window before posting them in General Ledger. Your accounts
are updated when you post the transactions in General Ledger.
If you post through General Ledger, your accounts are updated at once and you don’t need to post
the batch again in General Ledger.
If you entered batch total requirements or batch approval requirements in Receivables Management and posted
a batch through General Ledger, the batch is posted through regardless of the batch requirement or approval
requirements selected in General Ledger.
One or more posting journals might be printed, depending on the options selected using the Posting Setup
window.
Chapter 20: Applying

Applying is the process of assigning a specific credit transaction, such as a credit memo, return, or payment, to a
sales document or other debit document. There are three methods of applying in Receivables Management: auto-
applying, applying a transaction to specific documents, and applying a specific amount.
In Receivables Management, you can apply credit memos, returns, and payments as they’re being entered, or after
they are posted. Once these transactions are fully applied, they remain in the open tables and have a status of
Open. You can move all fully applied documents to history using paid transaction removal. See Removing paid
transactions for more information about moving transactions to history.
If you’re using Multicurrency Management, you can apply posted multicurrency credit memos and returns, as well
as posted or unposted payments to documents in Receivables Management.
Auto -applying overview
Auto -applying documents
Applying a transaction to specific documents
Applying a specific amount
Applying a principal payment to a scheduled payment
Multicurrency applying
How currency amounts are displayed in the scrolling window
Unapplying documents
Tracking GST discounts
Tracking withholding writeoffs
Auto -applying overview
Auto-applying applies a transaction to as many documents as the amount being applied allows.
Posted multicurrency transactions and cash receipts can be applied to documents in the same currency or to
documents in the functional currency; unposted originating currency cash receipts must be applied to transactions
in the same currency. Also, a realized gain or loss might be calculated during the apply process. See Realized gains
and losses for more information.
If you marked the Calculate Tax Rebates option in the Company Setup Options window, a tax rebate is calculated
when a payment, credit memo, or return is applied to a sales document and a discount or writeoff is taken.
If you’re using national accounts, applying cash receipts to child records follows currency business rules—that is,
cash received is updated for the customer the receipt is entered for. You can apply negative cash receipts to a
parent document in a national account. You can apply payments, credits, and returns from a parent to a child
document within the same national account. These document types are applied according to the Apply by Due
Date or Apply by Document Date setup option. The following information applies to national accounts users:
The Writeoff, Discount Available, Accounts Receivables, and Discount Taken fields are taken from the
apply-to document.
If the accounts do not exist with the document, they are taken from the child customer record when
applying a parent customer cash receipt to a child document.
If the account doesn’t exist on the child customer record, the account from the Posting Accounts Setup
window for the Sales series is used.
Auto -applying documents
Use the Apply Sales Documents window to automatically apply a transaction, which applies the transaction to as
many documents as the amount being applied allows.
To auto-apply document
1. Open the Apply Sales Documents window. (Sales >> Transactions >> Apply Sales Documents)
3. Select the document type, and enter or select the document number to apply.
4. Enter an apply date and an apply posting date. These dates must be later than the sales revaluation date or
you can’t apply documents.
5. If you’re using national accounts, indicate whether to view and apply transactions for the national account,
or for a specific customer within the national account.
If you marked Auto Apply to Finance Charges First in the Receivables Management Setup window, the option you
mark in this field determines whether unapplied credit documents are auto-applied first to the finance charge
documents of the entire national account, or to those of a specific customer.
6. Choose Auto Apply to apply the credit memo, return, or payment to as many documents as the amount being
applied allows.
The transaction is applied to documents having the oldest due date or document number, depending on the
option that is marked in the Receivables Management Setup window.
If you marked Auto Apply to Finance Charges First in the Receivables Management window, unapplied credit
documents are auto-applied first to finance charge documents. See Additional receivables options for more
information.
7. To print an Apply Document List to verify that the transaction was applied to documents correctly, choose
File >> Print.
If you entered any Terms Taken or Writeoff amounts, a Receivables Apply Document Journal might be printed
when you close the window, depending on the options you selected using the Posting Setup window. Those
amounts are posted to General Ledger on the apply posting date.
Applying a transaction to specific documents
Use the Apply Sales Documents window to apply a transaction to specific sales documents. You can mark any
number of documents until the credit memo, return, or payment is fully applied.
If you’re using national accounts and the customer ID you’re applying from is the parent customer of a national
account, you can apply amounts to only a specific member of the national account, or to the entire national
account, depending on options you select. See Chapter 9, “National accounts,” for more information.
To apply a transaction to specific documents
2. Mark a credit transaction to apply.
3. In the Manage group, choose Apply Sales Documents to open the Apply Sales Documents window.
5. If you’re using national accounts, indicate whether to view and apply to transactions for the national
account or for a specific customer within the national account.
6. Mark the check box next to each document to apply this transaction to.
If the transaction is fully applied, all available discounts are taken.
To apply only a part of a transaction, enter the amount to apply in the Apply Amount field. You also
can enter amounts in the Discount Taken and Writeoff Amount fields.
File >> Print.
Use the Apply Sales Documents window to apply a specific amount to a sales document. You can apply part of a
transaction to one document and part to another document. You also can apply only part of a transaction.
If you’re using national accounts and the customer ID you’re applying from is the parent customer of a national
account, you can apply amounts to only a specific member of the national account, or to the entire national
account, depending on options you select. See Chapter 9, “National accounts,” for more information.
To apply a specific amount
3. Select the document type and enter or select the document number to apply.
5. If you’re using national accounts, indicate whether to view and apply to transactions for the national
account, or for a specific customer within the national account.
6. Enter the amount to apply in the Apply Amount field.
You can enter a negative amount for a document only when applying a negative cash receipt. You can apply
negative cash receipts to the same documents as a positive cash receipt. When applying negative amounts, the
Amount Remaining and Unapplied Amount fields increase.
If you enter an apply posting date and apply amounts, then you change the apply posting date and apply amounts
again, the amounts will have different posting dates. For example, if you enter January 15 as the General Ledger
apply posting date and you partially apply a transaction, the applied amounts are posted using the January 15
date. If you apply the rest of the transaction on January 20, those amounts are posted as of the January 20 apply
posting date.
File >> Print.
Applying a principal payment to a scheduled payment
You can apply a cash receipt to a scheduled payment as you enter the cash receipt or after posting the cash
receipt. If a principal payment, an extra amount to apply toward the principal balance, is included in the cash
receipt, you can apply that amount to the remaining principal balance on the scheduled payment. For more
information about scheduled payments, see Chapter 13, “Scheduled payments.”
You can use the Apply Sales Documents window to apply a cash receipt with a principal payment to a scheduled
invoice of a scheduled payment. After applying the cash receipt to a posted invoice of scheduled payment and
choosing OK in the Apply Sales Documents window, a message will appear, asking whether you want to apply the
unapplied amount to the principal. Choose Yes and the Principal Payments window opens.
In the Principal Payments window, you can view the principal payment that will be applied to the next scheduled
payment. If multiple scheduled invoices from different scheduled payments are marked in the Apply Sales
Documents window, the Schedule Number field will be blank and you can select which schedule to apply the
principal payment to.
If the principal payment amount is greater than the remaining principal balance on a scheduled payment, only the
amount remaining on the scheduled payment will be applied as a principal payment. The payment will have an
unapplied amount and you can apply that amount to another document.
When the principal payment is posted, the principal payment is applied to the scheduled payment and the
amortization schedule of the payment schedule is updated.
Principal payment information will be printed on the Cash Receipts Posting Journal, Receivables Distribution
Breakdown Register and the Receivables Transaction Posting Journal reports. The principal payment document
number printed on a report is the original scheduled payment document number with some additional
information added as a suffix to identify each installment. For example, if the scheduled payment document
number is SCHPY1002, the document number of the first posted principal payment will be SCHPY1002A01, the
next document number will be SCHPY1002A02, and so on. If a customer sends more than 99 principal payments
for SCHPY102, the 100th principal payment will have the document number of SCHPY1002B01 and so on.
Multicurrency applying
Multicurrency credit memos and returns must be posted before you can apply them. You can apply posted cash
receipts, credit memos and returns to transactions in either the functional currency or the same currency as the
credit document. Unposted cash receipts can be applied, but only to a transaction of the same currency.
During the apply process, if the originating amounts for the debit and credit transactions are the same but the
exchange rates are different, a realized gain or loss is calculated and posted when you close the Apply Sales
Documents window. See Realized gains and losses for more information. If the originating debit and credit apply
amounts balance but the functional equivalents don’t balance because of rounding differences, the difference is
posted to the Rounding Difference account.
Using auto-apply, you can apply a transaction to as many documents as the amount being applied allows.
Multicurrency credit memos, returns, or payments are applied to documents with the same currency ID, using the
originating amounts of the transaction as the basis for the apply process. See Auto -applying documents for more
information.
If you’re using Multicurrency Management, you can enter a writeoff amount when the apply-from and apply-to
documents are in the same currency or in the functional currency.
In multicurrency transactions, if the originating currency amounts are equal but the functional currency amounts
don’t match because the sale and payment were entered using different exchange rates, a realized gain or loss is
calculated and displayed in the Realized Gain/Loss column in the functional currency. That amount is posted to
General Ledger when you close the window, and the Accounts Receivable account is used as the offset account.
Example
Your company’s functional currency is US dollars. You posted the following sale in October and the cash receipt in
November, both in the euro currency, using a multiply rate calculation method, as is displayed in the following
table:
SALE AMOUNT IN ORIGINATING

CURRENCY EXCHANGE RATE IN OCTOBER SALE AMOUNT IN FUNCTIONAL CURRENCY
1000EURO 0.892962 $892.96
Cash receipt amount in originating Exchange rate in November Cash receipt amount in functional
currency currency
1000EURO 0.897344 $897.34
When the cash receipt is applied to the sale, a realized gain of $4.38 is calculated because the functional
equivalent of the cash receipt ($897.34) is $4.38 greater than the functional equivalent of the sale ($892.96).
You can apply multicurrency credit and debit transactions that have unrealized revaluation gains or losses. The
unrealized gain or loss amount is settled with realized gain or loss amounts when applying posted transactions.
If apply transactions that have realized or unrealized revaluation gains or losses are partially applied and revalued
again before fully settling the transactions, a revaluation occurs on the previous apply amount if the apply amount
was changed. Updating the previous apply amount to the current revalued exchange rate occurs when applying
posted transactions.
The Apply From Currency ID field in the Apply Sales Documents window displays the currency ID of the credit
transaction you’re applying to another document. The currency ID displayed in this field determines how amounts
are displayed in the scrolling window.
APPLY-TO CURRENCY ID SCROLLING WINDOW DISPLAYS CURRENCY AMOUNTS IN
Functional Functional currency
Originating Originating currency
The documents displayed in the scrolling window are documents in the functional currency, or that have the same
currency ID as the apply-from currency ID.
Unapplying documents
Unapplying a document reverses the entries that applied amounts to the document. You can use the Apply Sales
Document window to unapply a document without deleting or voiding it. If you unapply a credit memo, return, or
cash receipt, the current transaction amount for the debit document is increased by the applied amount.
When you void a credit document or when you assess a nonsufficient funds charge (NSF ), you unapply amounts.
When you assess an NSF charge, payment is unapplied, any distributions are reversed and customer balances are
updated.
To unapply a document
3. Select a document type and enter or select the document number to unapply.
4. To unapply all the documents in the scrolling window, or just specific transactions or amounts, choose the
following options:
Choose Unapply to unapply all the documents in the scrolling window.
Unmark a transaction to unapply specific transactions.
Delete the amount in the Apply Amount field to unapply specific amounts.
5. To print an Apply Document List to verify that the credit amount was applied correctly, choose File >>
Print.
If you entered any terms taken or writeoff amounts, a Receivables Apply Document Journal might be printed
when you close the window, depending on the options you selected using the Posting Setup window.
Tracking GST discounts
Use the Additional Sales Tax and Writeoff Distributions window to enter unposted discounts distributed to Goods
and Services Tax (GST, used in New Zealand).
To track GST discounts
2. Enter your information, such as customer ID, document type, and document number.
3. Enter an amount in the Terms Taken field.
4. Choose the Terms Taken link to open the Additional Sales Tax and Writeoff Distributions window.
5. Enter the tax detail used to calculate GST on this transaction.
6. Enter the GST taken amount or GST percentage. Depending on the one you enter, the other is calculated.
The amount entered reduces the amount of tax collected and the sales amount in the Tax Detail
Maintenance window.
Tracking withholding writeoffs
Use the Additional Sales Tax and Writeoff Distributions window to enter unposted writeoffs to withholding.
To track withholding writeoffs
3. Select a document type and enter or select a document number.
4. Enter an amount in the Terms Taken field.
5. Choose the Terms Taken link to open the Additional Sales Tax and Writeoff Distributions window.
6. Enter the withholding amount that the customer remitted to the taxation office. That amount is written off
of the customer’s account.
Chapter 21: Customer/vendor consolidations

Over the course of a business relationship, some customers become vendors and some vendors become
customers. You can use the customer/vendor consolidations feature to transfer information between Receivables
Management and Payables Management, so you can create a customer card using information that’s already in
your system in a vendor card, and vice versa.
Using customer/vendor consolidations, you can consolidate balances in payables and receivables for a single
company when you work with that company as both a customer and a vendor. You can assign relationships
between existing customers and vendors and then apply open debit and credit documents against each other to
consolidate the current balances.
Setting up customer/vendor consolidations
Creating customer/vendor relationships
Auto -creating customers or vendors
Consolidating customer and vendor documents
Using the cross-module link
Use the Customer/Vendor Consolidation Setup window to create default entries for customer/vendor
consolidations. You can set up default entries for a suspense account, payables description prefix, next payables
document number, and receivables description prefix.
To set up customer/vendor consolidations
1. Open the Customer/Vendor Consolidation Setup window. (Administration >> Setup >> Company >>
Customer/Vendor Setup)
2. Enter or select a posting or allocation account as the default suspense account.

The Description field will contain the default entry from the Account Maintenance window.
3. Enter a payables description prefix. Both this prefix and the receivables document number will be combined
during the consolidation process. This information will become the transaction description for all the
payables consolidations transactions.
4. Enter a payables next document number or accept the default entry. If you enter the number, it must be a
number that can be incremented. For example, you could not use 10008PM because it ends in a letter. You
could use PM10008 because it ends in a number.
5. Enter a receivables description prefix. Both this prefix and the payables document number will be combined
receivables consolidations transactions.
6. Verify that the Auto-create Customers/Vendors option is marked. If you mark this option, you can
automatically create a new customer card from an existing vendor card or a new vendor card from an
existing customer card. If this option isn’t marked, you’ll have to create new customer and vendor cards
manually.
7. If you marked Auto-create Customers/Vendors, you can enter or select the default vendor class ID. This
information is used to automatically add the default accounts when you use the auto-create capability to
create new customer cards in the Customer/Vendor Relationships window.
The information that you enter in this field will replace any information that might have been entered in the same
field in the Refund Checks Setup window.
8. Select one of these ID options from the drop-down list:
If you want the vendor IDs to match the customer IDs, select Vendor ID=Customer ID.
If you want the vendor IDs to be the next available vendor ID, select Vendor ID=Next Default Vendor ID.
You also must enter a default vendor ID to use, which increments by one.
The information that you enter here will replace any information that might have been entered in the same field in
the Refund Checks Setup window.
9. If you marked Auto-create Customers/Vendors, you can enter or select the default customer class ID. This
create new vendor cards in the Customer/Vendor Relationships window.
If you want the customer IDs to match the vendor IDs, select Customer ID=Vendor ID.
If you want the customer IDs to be the next available customer ID, select Customer ID=Next Default
Customer ID. You also must enter a default customer ID to use, which increments by one.
Use the Customer/Vendor Relationships window to link a customer to a vendor or a vendor to a customer. These
relationships will be used when you consolidate the balances of the customer and vendor.
To create a customer/vendor relationship
1. Open the Customer/Vendor Relationships window. (Sales >> Cards >> Customer/Vendor)
2. Enter or select a vendor and a customer. You can create more than one customer/vendor relationship at a
time in this window by entering multiple customers and vendors.
3. Verify that the default currency IDs for both the customer and vendor are the same. If the default currency
is not the functional currency, you must select a rate type.
If you have Multicurrency Management registered and have entered a default currency for the customer, the
Currency field will display that currency. You can change the currency.
4. Choose OK to create and save the customer/vendor relationship and close the window.
Use the Customer/Vendor Relationships window to automatically create customer cards from existing vendor
cards and vendor cards from existing customer cards. This process will create a new customer or vendor card
without changing the existing card. You must have the Auto-create Customer/Vendors option marked in the
Customer/Vendor Consolidation Setup window. For more information, refer to Setting up customer/vendor
consolidations .
To auto-create a customer or vendor
2. Enter or select a customer or vendor. This procedure requires you to use an existing customer or an existing
vendor, but you don’t need to have both an existing customer and vendor.
3. Verify that the default currency ID is correct. If the currency isn’t the functional currency, you must select a
rate type.
4. Choose the Create Customer or the Create Vendor button to open the Customer Maintenance window or
the Vendor Maintenance window. The default accounts come from the class ID that you entered in the
Customer/Vendor Consolidation Setup window.
5. Make any changes that are needed to the vendor or customer information and choose save.
6. Choose OK to save the relationship and close the window.
Use the Customer/Vendor Consolidations window to create consolidation documents to transfer the balance for a
customer account to the related vendor account or from the vendor account to the related customer account.
To consolidate customer and vendor documents
1. Open the Customer/Vendor Consolidations window. (Sales >> Transactions >> Customer/Vendor Trx.)
2. Mark Customer to display the customer ID first or Vendor to display the vendor ID first.
3. Enter or select the customer or vendor ID. The related customer or vendor will appear in the window.
4. Verify the default currency ID that was set up in the Customer/Vendor Relationships window. You can enter
or select the functional currency even if it isn’t the default currency.
If you select the functional currency, you can view all the transactions including transactions entered in the
alternate currency. For more information on setting up the default currency for the customer/vendor relationship,
refer to Creating customer/vendor relationships .
5. Accept the default transfer date or enter a different date. If you enter the date, it must be in an open period in
Receivables Transaction Entry and Payables Transaction Entry.
If you have Multicurrency Management registered, the sub-module revaluation must be greater than the last
revaluation date for both the customer and vendor. For more information, refer to the Multicurrency Management
documentation.
6. Mark the Transfer to Payables, Transfer to Receivables, or Consolidate Documents option. If you mark the
transfer to Payables option, the Receivables documents will be displayed, and if you mark the Transfer to
Receivables option, the Payables documents will be displayed. If you mark the Consolidate Documents
option, both Payables and Receivables documents will be displayed.
7. If applicable, mark to display either the National Account or the Specific Customer view option. These
options will be enabled if the customer ID is the parent of a national account.
8. Then, mark the documents you want to transfer or consolidate. You can view the customer and vendor
transfer totals in the Customer Transfer Total and the Vendor Transfer Total fields to verify your document
transfer.
9. If you choose Preview, the consolidation document information for both payables and receivables will be
displayed in the Consolidation Transaction Preview window. The transactions that will be created will be
displayed along with the net charges to the customer’s or vendor’s balance.
10. Choose Post. Posting will create the consolidation documents and consolidate the balances in payables and
receivables.
You can link the selected receivables consolidation document to the corresponding payables consolidation
document, and you can link the selected payables consolidation document to the corresponding receivables
consolidation document. Using this capability you can quickly verify information about a specific transaction in
both Payables Management and Receivables Management.
To use the cross-module link
1. Open the Receivables Transaction Inquiry - Customer window. (Sales >> Inquiry >> Transaction by
Customer)
2. Select a consolidation document. Consolidation documents will have the prefix that you assigned in the
3. Click the Document Number link to open a linked window.
4. Choose the Description expansion button to open the related window.
If the linked window you were viewing was in payables, then the related linked window would be for receivables.
If the linked window you were viewing was in receivables, then the related linked window would be for payables.
Chapter 22: Refund checks

If you’re using Receivables Management, Payables Management, and Refund Checks, you can use the refund
checks feature to create receivables debit memos for customers who have credit balances, and print refund checks
for those customers using Payables Management.
Refund checks auto -apply process
Setting up refund checks
Mapping customer cards to vendor cards
Refund checks and multiple currencies
Refund checks and national accounts
Creating refund checks
Refund checks and EFT
Refund checks auto -apply process
When you’re preparing to create refund checks, you can use the Create Refund Checks window to view which
customers have credit balances. All posted documents are examined during this calculation process, and if a
customer has a credit balance, all outstanding credit documents are auto-applied to outstanding debit documents.
Any remaining credit amounts become refund check amounts. Creating refund checks for these customers applies
the outstanding credits to the newly created debit documents. The customer accounts will have zero balances with
no unapplied amounts remaining.
To create refund checks for a customer with a debit balance, you must use the sorting methods to display only
that customer card in the Create Refund Checks scrolling window. In the Edit Refund Checks window, you can
mark which credit documents to create the check for. Only the credit documents are applied in this case.
You can use the Edit Refund Checks window to change the refund check amount by unmarking the documents
that you don’t want to include in the customer’s credit balance. Unmarked documents will not be applied during
the refund checks posting process. To change the refund check apply amount, change the amount in the Apply
Amount column.
When you create refund checks, the debit memo that’s created in Receivables Management is auto-applied to the
documents that constituted the customer’s balance when the documents were selected. A miscellaneous charge
document then is generated in Payables Management, and a payment is issued. The payment is auto-applied to
the invoice, and the check will be ready to print and process in Payables Management.
Multicurrency transactions will be revalued during this process, and any realized gains or losses will be calculated.
Setting up refund checks
Use the Refund Checks Setup window to specify your preferences and default entries for creating refund checks.
To set up refund checks
1. Open the Refund Checks Setup window. (Sales >> Setup >> Refund Checks)
2. Enter or select a default suspense account number, which is an offset account for your Accounts Receivable
and Accounts Payable amounts. The account you enter or select must be a posting account, and must be
set up to use all the currencies in which you’re writing checks.
3. Enter a voucher description prefix, which will be displayed as the transaction description for the payables
invoices that are generated when you create refund checks.
4. Enter the next document number to be used for the payables invoices that are generated. This number
increments by one.
5. Enter the debit memo description prefix, which will be displayed as the transaction description for the debit
memos that are generated when you create refund checks.
6. If you’re using Electronic Funds Transfer (EFT), mark whether to send payments using EFT. See Refund
checks and EFT for more information.
7. Mark whether you want the Print Payables Checks window to open when the create checks process is
complete.
8. Mark whether to be able to automatically create a vendor card using customer information. If you mark
this option, information from the customer card, such as address information, will be entered automatically
on the vendor card when you create it.
9. Mark whether or not you want to create the vendor as a temporary vendor. If you choose this option, the
Temporary option will be marked automatically when you create a vendor card from a customer card using
the Customer/ Vendor Relationships window.
10. Enter or select a vendor class to be used as the default vendor class for vendor cards that are created using
customer card information when you create refund checks. The vendor class information, such as posting
accounts and history options, will be entered on the vendor cards when you create them. The information
that you enter in this field will replace any information that might have been entered in the same field in
the Customer/Vendor Consolidation Setup window.
11. Select one of the following vendor ID options:
If you want vendor IDs to match the customer IDs, select Vendor ID=Customer ID.
If you want vendor IDs to be the next available vendor ID, select Vendor ID=Next Default Vendor
ID. You also must enter a default vendor ID to use, which increments by one.
the Customer/Vendor Consolidation Setup window.
Mapping customer cards to vendor cards
When you enter refund check information, a vendor card must be created for the customer before a refund check
can be processed and printed for that customer.
If vendor cards already exist for customers in Payables Management, you can use the Customer/Vendor
Relationships window to map existing customer IDs to existing vendor IDs. You also can use this window to add
customer and vendor cards, and map the IDs at the same time.
If you’re using national accounts, you have two options for mapping customer IDs to vendor IDs.
You can map the customer ID for the parent customer to a vendor ID and you can mark the Default
Parent’s Vendor for Children’s Refund Checks option for the national account in the National Account
Maintenance window. When you create refund checks, all child customers for the national account will be
mapped to the vendor ID for the parent customer.
You can map the customer ID for the parent customer and each child customer to individual vendor IDs.
You must unmark the Default Parent’s Vendor for Children’s Refund Checks option for the national
account in the National Account Maintenance window to be sure each child customer remains mapped to a
specific vendor ID.
To map customer cards to vendor cards
2. Enter or select the customer ID for the customer card you’re mapping to a vendor card. If you enter a new
customer ID, the Customer Maintenance window will open, where you can enter information for that
customer.
3. Select one of the following vendor card options:
Choose Create Vendor to automatically create a vendor card for the customer. The Vendor
Maintenance window will open and display the information that was copied from the customer card.
The vendor ID is generated according to the option you selected in the Refund Checks Setup
window.
Enter or select the customer’s corresponding vendor ID. If you enter a new vendor ID, the Vendor
Maintenance window will open, where you can enter information for the vendor card.
4. To print a Customer/Vendor List, choose the printer icon.
Refund checks and multiple currencies
Any miscellaneous charge documents will be created using the originating currency when you create refund
checks. Any payments will be created using the checkbook currency.
DEFAULT PARENT’S VENDOR

FOR CHILDREN’S REFUND
PARENT CUSTOMER CHILD CUSTOMER CHECKS OPTION VENDOR ID DISPLAYED
Mapped to vendor ID Mapped to vendor ID Marked Vendor ID for parent

customer
The Document Date field in the Create Refund Checks window is set to the check date and can’t be changed when
you create refund checks if the currency for the batch is not the same as the functional currency. The document
date will be set to the user date if the currency for the batch is the same as the functional currency.
Balance forward customers are included in the calculation process when creating refund checks only if the batch
uses the functional currency.
See Creating refund checks for more information.
Refund checks and national accounts
If you’re using national accounts, the documents that will appear in the Edit Refund Checks window when you
choose Insert in the Create Refund Checks window will depend on whether you select a parent or child customer
to view documents for.
Parent customer Credit documents for the parent and all child customers of a national account will be listed.
However, if a refund check already has been created for a child customer of the national account, then only the
credit documents for the parent customer will be listed.
Child customer Only credit documents for the child customer will be listed.
If the child customer of a national account is listed in the Create Refund Checks window, the vendor ID that will be
displayed for the customer depends on whether the parent and child customers of the national account have been
assigned to vendor IDs, and whether the Default Parent’s Vendor for Children’s Refund Checks option is marked
for the national account in the National Account Maintenance window. The following table lists the vendor ID that
will be displayed.
DEFAULT PARENT’S VENDOR

FOR CHILDREN’S REFUND
PARENT CUSTOMER CHILD CUSTOMER CHECKS OPTION VENDOR ID DISPLAYED
Mapped to vendor ID Not mapped to vendor ID Marked Vendor ID for parent

customer
Mapped to vendor ID Mapped to vendor ID Not marked Vendor ID for child

customer
Mapped to vendor ID Not mapped to vendor ID Not marked No vendor ID displayed
Not mapped to vendor ID Mapped to vendor ID Marked No vendor ID displayed
Not mapped to vendor ID Not mapped to vendor ID Marked No vendor ID displayed
Not mapped to vendor ID Mapped to vendor ID Not marked Vendor ID for child
customer
Not mapped to vendor ID Not mapped to vendor ID Not marked No vendor ID displayed
If a vendor ID is associated with a parent customer, a P will appear after the vendor ID.
You can assign a child customer to a vendor ID by entering a vendor ID in the Vendor ID column in the Create
Refund Checks window. If the vendor ID you entered hasn’t been set up yet, the Vendor Maintenance window will
open, where you can enter information for the vendor you’re creating. You also can use the Customer/Vendor
Relationships window to map child customers to vendor IDs.
See Mapping customer cards to vendor cards for more information.
Creating refund checks
Use the Create Refund Checks window to calculate which customers should receive refund checks, and to send
refund checks information to Payables Management.
When the minimum credit balance is calculated using the refund checks process, customers with credit balances
less than the amount you enter in the Minimum Credit Balance Required field will be identified.
See Refund checks auto -apply process for information about how the minimum credit balances are calculated and
about creating a refund check for a customer with a credit balance.
You can create refund checks by selecting specific documents for a customer, or by selecting a range of credit
balance customers.
If you choose to select specific documents, when you select the customer to create a refund for, the Edit Refund
Checks window will open automatically displaying the documents and amounts you can mark or unmark to
include in the refund check.
If you choose to select a range of credit balance customers, when you select the customers to create refunds for,
those customers with a credit balance equal to or greater than the Minimum Credit Balance to Refund field will be
listed in the Create Refund Checks scrolling window. You then can select a customer and choose the Check
Amount link to open the Edit Refund Checks window, where you can mark or unmark the documents and
amounts to include in the refund check to the customer.
To create refund checks
1. Open the Create Refund Checks window. (Sales >> Transactions >> Refund Checks)
2. Enter or select a payables computer check batch ID to include the refund check payments in.
3. Accept the default entry or select a new entry for the document selection.
4. Mark either Create Refund for Specific Documents or Create Refund for Credit Balance Customers.
5. Select the customers to calculate balances for.
Customer Select the customer to calculate balances for if you marked the Create Refund for Specific Documents
option.
Customers Select a range of customers to calculate balances for if you marked the Create Refund for Credit
Balance Customers option.
6. Enter an amount in the Minimum Credit Balance Required field.
7. Choose Insert.
If you marked the Create Refund Checks for Specific Documents option in step 4, the Edit Refund
Checks window will open, where you can mark and unmark the credit documents to create refund
checks for. Click OK to save your changes and close the Edit Refund Checks window. The customer
and associated refund check amount will be displayed in the scrolling window in the Create Refund
Checks window.
If you marked the Create Refund Checks for Credit Balance Customers option in step 4, the
customers that match the search and calculation criteria will be displayed in the scrolling window,
along with the refund check amount. You can select a customer in the scrolling window and choose
the Customer ID link to open the Edit Refund Checks window, where you can mark and unmark the
credit documents to create refund checks for. Click OK to save your changes and close the Edit
Refund Checks window. The customer and associated refund check amount will be displayed in the
scrolling window in the Create Refund Checks window.
If a customer is on hold, a message will be displayed and you’ll have the option to create a refund check for that
customer. You must enter a password to override the hold if a password was entered in the Remove Customer
Hold field in the Receivables Management Setup window.
8. If a customer ID that’s displayed in the Create Refund Checks window isn’t mapped to a vendor ID, you can
create a new vendor to assign the customer to. Select the customer ID and choose Create Vendor. The Vendor
Maintenance window will open, where you can enter information for the vendor you’re creating.
If a customer ID that’s displayed in the window is the child customer of a national account, you can enter a new
vendor ID in the Vendor ID column and the Vendor Maintenance window will open.
You also can use the Customer/Vendor Relationships window to map child customers to vendor IDs. See
Mapping customer cards to vendor cards for more information.
9. If you don’t want a refund check to be processed for a customer card that’s displayed in the scrolling
window, select the card and choose Remove. Any documents that were applied during the calculation
process will be unapplied.
10. Select a card and choose the Check Amount link to open the Edit Refund Checks window, which displays
the documents that are included in the customer’s refund amount.
11. If the customer is the parent of a national account, mark National Account to display credit documents for
the parent and all children of the selected national account. Mark Specific Customer and select the
customer ID to display credit documents only for the selected parent or child customer of a national
account. These options only will appear if National Accounts is registered. See Refund checks and national
accounts for more information.
12. To change the refund amount for a document, enter the new amount in the Refund Amount column.
To exclude a document from being included in the customer’s refund amount, unmark the check box. Unmarked
documents will not be applied during the refund checks apply and posting processes.
Choose OK to save your changes and close the window. The Create Refund Checks window will be redisplayed.
13. Choose Print to open the Refund Checks Print Options window and select from the following options.
Customer/Vendor List Mark All to print the list for all customers, including customers mapped to vendor IDs
that are on hold or inactive. Mark Vendors with Errors Only to print the list for customers who haven’t been
mapped to vendor IDs, or that have vendor IDs that meet one of the following criteria.
Vendor ID is on hold
Vendor ID is inactive
Invalid bank information has been entered for the vendor ID
Vendor ID does not exist
Refund Checks Edit List Print the Refund Checks Edit List.
1. Choose Process to transfer the receivables balances to Payables Management. Depending on your setup
options, posting journals might be printed.
A receivables debit document will be generated in Receivables Management for each customer and a payables
miscellaneous charge document will be generated in Payables Management for each vendor.
The Print Payables Checks window will open, where you can print checks for each vendor if the Auto-open Print
Payables Checks option is marked in the Refund Checks Setup window.
Refund checks and EFT
This section only applies to the United States and Europe. If you’re using EFT, you can create batches that include
only EFT payments. If you mark Integrate with EFT in the Refund Checks Setup window, the system verifies hat
the checkbook assigned to the batch is set up properly to make electronic funds transfers.
The system also verifies that the vendor card is set up to use EFT. Any vendor cards that don’t include valid EFT
information will be designated as invalid in the scrolling window.
A vendor can be considered invalid for any of the following reasons:
No card has been created for the vendor using the EFT Vendor Maintenance window.
The vendor card created using the EFT Vendor Maintenance window is marked as invalid.
The EFT vendor termination date has passed.
An EFT vendor prenote has not been sent for the vendor.
An EFT vendor prenote has been sent, but the Prenote Date + Prenote Grace Period Days hasn’t been set
up using the EFT Checkbook Maintenance window. The Prenote Grace Period Days is the number of
calendar days to wait after a prenote has been generated for a new vendor before it’s valid for actual
transactions.
Only valid vendor cards are processed in the refund checks batch.
When you integrate refund checks with EFT, the PMEFT.dic file must be installed on the workstation that is being
used to process refund checks. Refer to the eBanking documentation for further information.
Chapter 23: Transaction maintenance

Once you begin entering information in Receivables Management, proper maintenance of these records is
essential to preserving the accuracy of your accounting information.
Handling NSF checks
Voiding and unrealized gains and losses
Voiding a posted transaction
Waiving a finance charge
Editing discount date and reference information
Correcting or deleting an unposted transaction
Deleting an unposted printed transaction
Correcting or deleting an unposted cash receipt
Writing off outstanding credit or debit amounts
Handling NSF checks
You can process a payment as having non-sufficient funds (NSF ), and to assess a charge for the check. The NSF
charge is a service charge amount for checks having non-sufficient funds. You can assess NSF charges only for
payments. The default NSF charge amount is entered in the Receivables Management Setup window.
If you process a payment as NSF, the system will unapply the payment, back out the distributions and increase
the amount in the Receivables account and decrease the amount in the Cash account. Documents are not
transferred to history, but you can mark to transfer them during the paid transaction removal process. You can’t
mark checks that have been removed from history as NSF.
If you’re using Bank Reconciliation and process a check as NSF, payments are unapplied, any distributions are
reversed, and customer balances are updated. Paid commissions are backed out with negative amounts and are
marked as unpaid. Bank Reconciliation amounts also are updated. See the Bank Reconciliation documentation for
more information about how amounts are updated in Bank Reconciliation.
If you void a multicurrency document, any realized gains or losses that originally were posted also are reversed.
To handle an NSF check
1. Open the Receivables Posted Transaction Maintenance window. (Sales >> Transactions >> Posted
Transactions)

3. Select Payments as the document type, and enter or select the cash receipt number for the check that didn’t
clear.
4. Choose NSF to open the Auto Post NSF Debit Charge window.
The payment is unapplied and distributions are reversed. Using the NSF Debit Charge window, you can change
the default charge for the NSF check, and view the document number assigned to the debit memo that’s created.
If you’re using Multicurrency Management and you assess an NSF charge on a multicurrency cash receipt, any
realized gains or losses that were posted when the cash receipt was applied also are reversed.
5. Choose OK. The Receivables Posted Transaction Maintenance window is redisplayed and cleared. You can
handle additional NSF payments or close the window.
When you close the window, a Voided/Waived/NSF Transaction Posting Journal might be printed, depending on
the options you selected using the Posting Setup window.
You can view NSF charges for the customer using the Customer Payment History Inquiry and Transaction Inquiry
windows. The NSF charges also appear on the customer’s statements until the charges are fully paid.
To handle an NSF check using the action pane
2. Mark a payment that has non-sufficient funds.
3. In the Manage group, choose NSF.
4. Accept to use the document date as the void date or select to enter a date, and then enter the void date.
5. Enter a posting date or accept the default posting date.
6. Choose NSF.
The payment is unapplied and distributions are reversed. A debit memo is created for the service charge amount
assessed.
If you’re using Multicurrency Management and you assess an NSF charge on a multicurrency cash receipt, any
realized gains or losses that were posted when the cash receipt was applied also are reversed.
A Voided/Waived/NSF Transaction Posting Journal might be printed, depending on the options you selected
using the Posting Setup window.
You can view NSF charges for the customer using the Customer Payment History Inquiry and Transaction Inquiry
windows. The NSF charges also appear on the customer’s statements until the charges are fully paid.
Voiding and unrealized gains and losses
When you void a transaction that had an unrealized revaluation gain or loss recognized as a realized gain or loss
during settlement, the unrealized gain or loss amount is reinstated. The settled realized gain or loss is reversed. If
the applied-to document’s amount remaining had been revalued before voiding the credit document, the previous
apply amount is revalued with the document’s current exchange rate.
Voiding a posted transaction
Use the Receivables Posted Transaction Maintenance window to void sales, debit memos, finance charges, service
repairs, and warranty transactions. You can void these transactions as long as they have no amounts applied to
them. You also can void payments such as cash receipts, credit memos, and returns if they have amounts applied.
If you void a credit document, you unapply amounts. Documents are not transferred to history, but you can mark
to transfer them during the paid transaction removal process.
If you need to correct a posted transaction, you might need to void the original transaction and reenter it. If you
use this window to void a transaction that did not originate in Receivables Management, reversing entries will be
made in Receivables Management and General Ledger only and inventory will not be adjusted.
When a document is voided, any commission or distribution amounts are reversed and customer balances are
updated. If you’re using Bank Reconciliation and you void a transaction with cash, check, or credit card amounts,
Bank Reconciliation amounts are updated. The original receipt is voided if it exists; otherwise a negative cash
receipt amount is posted to Bank Reconciliation. See the Bank Reconciliation documentation for more information
about how amounts are updated in Bank Reconciliation.
If Calculate Tax Rebates is marked in the Company Setup Options window and you’re voiding a payment with a
discount or writeoff, any distributions for tax rebates also are voided. If you marked Allow Negative Debits and
Credits in General Ledger in the Company Setup Options window, negative debit and credit distributions are
posted to General Ledger when you void transactions. Use the Receivables Distribution Inquiry Zoom window to
view them.
If a realized gain or loss is recognized as a result of euro conversion and you void the transaction, the conversion
amounts are reversed.
To void a posted transaction
Transactions)
3. Select a document type and enter or select the document number to void.
4. Enter or accept the entry in the Void Date field.
5. Choose Void.
Distributions and tax amounts are reversed for the transaction, and any commissions are reversed. When you
close the window, a Voided/Waived/NSF Transaction Posting Journal might be printed, depending on the options
you selected using the Posting Setup window.
You can view the voided transaction using the Receivables Transaction Inquiry - Document window. Voided
transactions are marked with an asterisk (*).
Waiving a finance charge
You can waive a posted finance charge transaction. Documents are not transferred to history when you waive
finance charge transactions, but you can mark to transfer them during the paid transaction removal process.
To waive a finance charge
Transactions)
3. Select Finance Charge as the document type, and enter or select the finance charge transaction to waive.
4. Choose Waive. You might be prompted to enter a password, depending on the options you selected using
the Receivables Management Setup window.
Distributions are reversed for the transaction, as are the finance charge amounts shown in the Year-to-Date and
Life-to-Date fields in the Customer Finance Charge Summary window. The Finance Charges Waived field in the
Customer Period Summary window is updated.
You can view the waived charges for the customer using the Period Sales Inquiry and Transaction Inquiry
windows. Any waived finance charges appear on the customer’s statements until the charges are transferred to
history.
To waive a finance charge using the action pane
2. Mark a finance charge to waive.
3. In the Manage group, choose Waive Finance Charge.
4. Accept to use the document date as the void date or select to enter a date, and then enter the void date.
5. Enter a posting date or accept the default posting date.
6. Enter a password if a password is required for waiving finance charges.
7. Choose Waive.
Distributions are reversed for the transaction, as are the finance charge amounts shown in the Year-to-Date and
Life-to-Date fields in the Customer Finance Charge Summary window. The Finance Charges Waived field in the
Customer Period Summary window is updated.
You can view the waived charges for the customer using the Period Sales Inquiry and Transaction Inquiry
windows. Any waived finance charges appear on the customer’s statements until the charges are transferred to
history.
Editing discount date and reference information
Use the Edit Receivables Transaction window to change the discount date, due date, purchase order number, and
transaction description for a posted transaction. You might want to change the discount date and due date if you
give extended terms based on partial payments. You can’t change the discount and due date for balance forward
customers, or for returns, credits, and warranties. You also can’t change the purchase order number for payments,
which don’t have discount dates or due dates.
To edit discount date and reference information
1. Open the Edit Receivables Transaction window. (Sales >> Transactions >> Edit Transaction Information)
3. Select the document type and enter or select the document number to edit.
4. Edit the date and reference information.
5. Choose Save.
Use the Receivables Transaction Entry window to correct or delete a transaction. Correcting and deleting
transactions is easiest before the transaction is posted.
Errors often are identified on transaction edit lists. If the error involves an unbalanced distribution, you’ll receive
an alert message that the transaction can’t be posted because the debits and credits are unequal.
You can’t delete an unposted transaction if the Delete Unposted Printed Documents option is unmarked in the
Receivables Management Setup window, and if the document has already been printed. See Deleting an unposted
printed transaction for more information.
To correct or delete an unposted transaction
2. Enter or select the information, including the document number associated with the erroneous transaction.
To correct the transactions, make any corrections by replacing the incorrect information with correct
information. Depending on your change, you might need to modify the distributions or commissions
that were originally calculated. See Modifying transaction distributions or Editing a commission amount
To post the transaction, you must post the batch using the Receivables Batch Entry window. See Receivables
Management posting for more information.
To delete the transaction, choose Delete. Any applied amounts also are unapplied.
4. Choose Save. To view a corrected transaction, print an edit list by redisplaying the transaction and choosing
File >> Print.
If you are using Workflow, you must resubmit the batch if you modify or delete any transactions in an approved
batch. You also must resubmit the batch If you modify or delete any transactions from a batch with the status of
No Approval Needed.
You can’t delete a transaction after it has been printed if the Delete Unposted Printed Document option in the
Receivables Management Setup window is unmarked. You can use the following procedure if you have printed an
unposted transaction and want to delete it. The procedure assumes that you have the Receivables Transaction
Entry window open.
To delete an unposted printed transaction
1. In the Receivables Transaction Entry window, assign the transaction to a batch and close the window.
3. Mark the Delete Unposted Printed Document option and click OK.
4. Open the Receivables Transaction Entry window.
5. Enter or select the document number of the transaction that you want to delete.
6. Clear the Batch ID field.
7. Choose Delete.
Correcting or deleting an unposted cash receipt
Use the Cash Receipts Entry window to correct or delete an unposted cash receipt. Correcting and deleting cash
receipts is easiest before the cash receipt is posted.
To correct or delete an unposted cash receipt
1. Open the Cash Receipts Entry window. (Sales >> Transactions >> Cash Receipts)
2. Enter or select the receipt to correct.
To correct the cash receipt, replace the incorrect information with correct information. Depending on
your changes, you might need to modify the distributions or apply additional amounts. To change
the amount of the cash receipt to an amount that’s less than the amount already applied, you must
unapply the original cash receipt, change the amount, and reapply.
To delete the cash receipt, choose Delete. Any applied amounts also are unapplied.
4. Choose Save. To view a corrected cash receipt, print an edit list by redisplaying the cash receipt and
choosing File >> Print.
If you are using Workflow, you must resubmit the batch if you modify or delete any cash receipts in an approved
batch. You also must resubmit the batch If you modify or delete any cash receipts from a batch with the status of
No Approval Needed.
Writing off outstanding credit or debit amounts
Use the Write Off Documents window to write off outstanding document credit or debit balance amounts for one
or more customers. You can specify a writeoff limit and cut-off date, and whether to create a credit or debit memo
for each customer or document.
To write off outstanding credit or debit amounts
1. Open the Write Off Documents window. (Sales >> Routines >> Write Off Documents)
2. In the Writeoff Type field, select Overpayments to write off customer document credit balances, or select
Underpayments to write off customer document debit balances.
3. Select whether to create one credit or debit memo per customer or document. If multiple currencies are
used, memos will be created for each currency.
4. Enter the writeoff limit for documents to be included. Documents with an outstanding balance less than or
equal to the writeoff limit you enter will be included.
5. Enter a cutoff date for documents to be included. Documents with a document date on or before the cutoff
date you enter will be included.
6. Enter or select a range of customers by customer ID, name, class ID, or userdefined information. Only
documents with a document date on or before the date specified in the Cut-off Date field and with an
outstanding balance that is less than or equal to the limit amount specified in the Writeoff Limit field will be
included in the range. If the parent customer of a national account is included in the range, the child
customers for the national account also will be included.
7. Select whether to include the parent or child company of a national account as the customer on the debit or
credit memos you’re creating. These options only will appear if you’re using national accounts.
8. You can choose Preview to open the Write Off Preview window, where you can view the customers to write
off balances for, and where you can complete the following actions.
Mark or unmark customers to include in the writeoff process.
Choose the Writeoff Amount link to open the Write Off Details window, where you can view the
documents to write off balances for.
9. You can choose File >> Print to print the Writeoff Documents Preview Report to view the documents and
amounts that will be written off.
10. Choose Process to complete the writeoff process and close the window.
Debit or credit memos will be created and posted, based on the options selected. A batch of general ledger
transactions will be created with the distributions from the debit or credit memos that were posted. The credit or
debit memos automatically will be applied to the documents they are created for.
Debit or credit memos will be created using the originating currency of the documents they are created for. If you
selected to have debit or credit memos write off multiple documents, an average exchange rate will be calculated
for the documents they are created for.
Debit memos will not be posted if the Accounts Receivable or Overpayment Writeoffs posting accounts have
been assigned to a multidimensional analysis group with total distribution percentages of less than 100 percent.
The Discounts/Writeoffs Journal might be printed, depending on your selections in the Posting Setup window.
TIP
You can use the Sales Posting Journals window to reprint the Discounts/Writeoffs Journal to view information about
underpayments that you’ve posted using the Write Off Documents window. However, you must reprint the Receivables
Posting Journal to view information about overpayments that you’ve posted using the Write Off Documents window.
See Also
You can use inquiries and reports to analyze the information you’ve entered into the system. You can analyze
customer activity and transaction information and display the information either on the computer screen or on a
report. This information includes the following topics:
Chapter 24, “Customer inquiries,” explains how to view detailed or summarized information about your
customers.
Chapter 25, “Transaction inquiries,” explains how to view detailed, summarized, or multicurrency
information about transactions you’ve entered.
Chapter 26, “Reports,” describes how to use reports to analyze receivables activity and identify errors in
transaction entry.
Chapter 24: Customer inquiries

You can use the Receivables Management inquiry windows to view detailed or summarized information about
your customers.
Reporting currency
Viewing customer information
Viewing customer transaction information
Viewing customer period activity
Viewing customer yearly activity
Viewing customer payment information
Viewing national account details
You can view multicurrency amounts in the originating, functional, or reporting currency. Choose View >>
Currency >> Functional, Originating, or Reporting while viewing a Receivables inquiry window. This option is
saved on a per user, per window basis.
You also can use the currency list button in the windows that support changing the currency view. The View menu
and currency list button are available in the following windows:
Receivables Transaction Inquiry – Customer
Receivables Transaction Inquiry – Document
Receivables Transaction Inquiry Zoom
Cash Receipts Inquiry Zoom
The first time you open these windows after registering Multicurrency Management, all the transactions are
displayed in their originating currencies. If you change the currency view, the option you last used is the default
Reporting currency
inquiries and reports. For example, if the US dollar is the functional currency for your company, you can set up the
During the reporting currency setup in Multicurrency Management, you must set up a reporting currency, and
To change the default reporting currency exchange rate, choose View >> Currency >> Modify Reporting Rate
while using Receivables inquiry windows to open the Modify Reporting Rate window.
See the Multicurrency Management documentation for more information about the reporting currency.
Viewing customer information
Use the Customer Inquiry window to view address, shipping, tax, and other sales information you entered for a
customer card using the Customer Maintenance window.
To view a customer’s information:
1. Open the Customer Inquiry window. (Sales >> Inquiry >> Customer)
If the customer record has document attachments, choose the Attachment Management icon to open the
Document Attachment Inquiry window.
Viewing customer transaction information
Use the Receivables Transaction Inquiry - Customer window to view unposted, posted, and historical transactions
for a specified customer card.
This window also displays any voided or waived transactions. You can view posted, unposted, and historical
information separately.
To view a customer’s transaction information:
1. Open the Receivables Transaction Inquiry - Customer window. (Sales >> Inquiry >> Transaction by
Customer)
2. Enter or select a customer.
3. Select a range of documents to limit the information displayed.
4. Mark one or more files to include information from.
Mark Work to view unposted information.
Mark Open to view posted information.
Mark History to view historical information.
To print a report of the information displayed in the Receivables Transaction Inquiry – Customer window, choose
File >> Print.
You also can open windows showing detailed information about a selected document from the Receivables
Transaction Inquiry - Customer window.
ACTION WINDOW THAT OPENS
Select a document and choose the Document Number link Receivables Transaction Inquiry Zoom or Cash Receipts
Inquiry Zoom, depending on the type of document you
selected
Select a document and choose the Amount Remaining link Applied From Credits or Applied To Debits, depending on the
type of document you selected
Select a document and choose the Amount Remaining Receivables Transaction Revaluation Zoom
expansion button
Viewing customer period activity

Use the Customer Period Summary Inquiry window to review an individual customer’s buying patterns over time.
You can view period information by calendar month or fiscal period.
To view a customer’s period activity:
1. Open the Customer Period Summary Inquiry window. (Sales >> Inquiry >> Period Summary)
3. Mark the type of period to display—calendar or fiscal. You also can enter a year, and a specific period or
month.
Viewing customer yearly activity
Use the Customer Yearly Summary Inquiry window to compare a customer’s purchasing pattern for the current
year, last year, and life to date. You can select one of the following summary views for the customer’s information:
Amounts Since Last Close Displays the selected customer’s current summary amounts.
The information that is displayed in the Customer Yearly Summary Inquiry window when you select Amounts
Since Last Close in the Summary View list might not represent actual fiscal year totals if you close the fiscal year
before or after the last day of the fiscal year. For example, the amounts in the Year to Date column might continue
to increase as transactions are posted after the last day of the fiscal year; then when you close the fiscal year, the
amounts in the Last Year column will include those transactions posted after the last day of the fiscal year that you
closed.
Fiscal Year Displays the selected customer’s summary amounts for the fiscal year you enter.
Calendar Year Displays the selected customer’s summary amounts for the calendar year you enter.
Closing the fiscal year will not affect the information that is displayed in the Customer Yearly Summary Inquiry
window when you select Fiscal Year or Calendar Year in the Summary View list. The amounts displayed for those
selections are dependent on the year and periods you enter to display.
To view a customer’s yearly activity:
1. Open the Customer Yearly Summary Inquiry window. (Sales >> Inquiry >> Yearly Summary)
3. Select a summary view. If you select either Fiscal Year or Calendar Year, enter a year, and enter or select a
period range. Then choose Calculate.
To print the Sales Analysis Report, which prints the information currently displayed in the Customer Yearly
Summary Inquiry window, choose File >> Print.
Viewing customer payment information
Use the Customer Payment Summary Inquiry window to view details of the payments a customer has made. You
also can view credit limit, discount, payment terms, and NSF information.
To view a customer’s payment information:
1. Open the Customer Payment Summary Inquiry window. (Sales >> Inquiry >> Payment Summary)

3. To view the transactions that were entered for a customer during the selected aging period, select a period
and choose the Amount link to open the Receivables Transaction Inquiry - Customer window.
Viewing national account details
Use the National Accounts Inquiry window to view details of a national account. You can view the entire national
account or any customer card within the national account. See Chapter 9, “National accounts,” for more
information.
To view a national account’s details:
1. Open the National Accounts Inquiry window. (Sales >> Inquiry >> National Accounts)
You also can open windows showing detailed information about a selected document from this window.
Select a document and choose the Customer ID link Customer Inquiry
Select a document and choose the Doc/Check Number link Receivables Transaction Inquiry Zoom, Sales Transaction
Inquiry Zoom, Invoice Inquiry, or Cash Receipts Inquiry,
depending on the type of document you selected
Select a document and choose the Amt Rem link Applied From Credits or Applied To Debits, depending on the
Select a document and choose the Amt Rem expansion Receivables Transaction Revaluation Zoom
button
Chapter 25: Transaction inquiries

You can use the Receivables Management inquiry windows to view detailed, summarized, or multicurrency
information about transactions you entered. Also, many of the inquiry windows in Receivables Management have
links you can use to view transactions as they were originally entered.
Viewing receivables summary information
Viewing transaction detail information
Viewing receivables documents
Additional document inquiries
Document printing options
Sending documents in e-mail from transaction inquiry
Viewing receivables summary information
Use the Receivables Summary Inquiry window to view the total number of documents entered for each of the
document types in Receivables Management, along with the total amount for each type. This inquiry might be
useful for comparing the original amounts for document types with the unapplied amounts. You also can view a
customer’s balance in this window.
To view receivables summary information:
1. Open the Receivables Summary Inquiry window. (Sales >> Inquiry >> Receivables Summary)
2. Select a range of customers and choose Calculate to display the correct information in the window.
Viewing transaction detail information
Use the Receivables Transaction Inquiry - Document window to view unposted, posted, and historical transactions
by document number or document date.
To view transaction detail information:
1. Open the Receivables Transaction Inquiry - Document window. (Sales >> Inquiry >> Transaction by
Document)
2. Select a range of documents to limit the information displayed. You can view documents by number, date,
or customer ID.
3. Choose Redisplay. Voided documents, NSF payments, and waived finance charges are indicated with an
asterisk next to the document’s origin in the scrolling window.
To print a report of the information displayed in this window, choose File >> Print.
You also can open windows showing detailed information about a selected document from this window. See
Viewing receivables documents for more information.
Select a document and choose the Document Number link Receivables/ Sales/ Cash Receipts Transaction Inquiry Zoom,
Invoice Inquiry, depending on the type of document you
selected
Select a document and choose the Customer ID link Customer Inquiry
Select a document and choose the Amount Remaining link Applied To Debits or Applied From Credits, depending on the
Select a document and choose the Amount Remaining Receivables Transaction Revaluation Zoom
expansion button
Viewing receivables documents

You can use the various receivables inquiry windows to view information about documents you entered in
Use links to view information as it was entered on the original document. For example, you can select a credit
memo in the scrolling window and choose the Document Number link to open the Receivables Transaction
Inquiry Zoom window.
To view receivables documents:
1. Open either the Receivables Transaction Inquiry – Customer or the Receivables Transaction Inquiry –
Document window. (Sales >> Inquiry >> Transaction by Customer -or- Sales >> Inquiry >> Transaction
by Document)
2. Select a transaction in the scrolling window and choose the Document Number link.
The corresponding window opens, and the transaction is displayed as it was originally entered.
If you select a payment transaction, the Cash Receipts Inquiry Zoom window opens.
If you select an invoice, the Sales Transaction Inquiry Zoom window, Receivables Transaction Inquiry Zoom
window, or Invoice Inquiry window opens.
If you select a sales, service/repair, warranty, or other type of transaction, the Receivables Transaction
Inquiry Zoom window opens.
Additional document inquiries
You can open several other windows from the Receivables Transaction Inquiry - Customers and Receivables
Transaction Inquiry - Documents windows after you select a document and choose various links. The following
tables list this information.
Cash Receipts Inquiry window
You can open the following windows from the Cash Receipts Inquiry window:
BUTTON WINDOW THAT OPENS
Date expansion button Receivables Date Inquiry
Currency ID expansion button (if a multicurrency transaction) Exchange Rate Entry Zoom
Revaluation button Receivables Transaction Revaluation Zoom
Apply button Applied to Debits/Applied From Credits (depending on

document type)
Distribution button Receivables Distribution Inquiry Zoom
Invoice Inquiry window

You can open the following windows from the Invoice Inquiry window:
Customer ID expansion button Invoice Customer Detail Inquiry
Date expansion button Invoice Date Inquiry
Item Number expansion button Invoice Item Detail Inquiry
Amount Received expansion button Invoice Amount Received Inquiry or Invoice Payment Inquiry
Terms Discount Taken expansion button Invoice Payment Terms Inquiry

Comment ID expansion button Invoice Comment Inquiry
Freight expansion button Invoice Tax Schedule Inquiry
Button Window that opens
Miscellaneous expansion button Invoice Tax Schedule Inquiry
Tax expansion button Invoice Tax Detail Summary Entry or Invoice VAT Detail
Summary Inquiry
Distributions button Invoice Distribution Inquiry
Commissions button Invoice Commissions Inquiry
Sales Transaction Inquiry Zoom window

You can open the following windows from the Sales Transaction Inquiry Zoom window:
Document Number expansion button Sales Document Detail Inquiry Zoom
Customer ID expansion button Sales Customer Detail Inquiry Zoom
Currency ID expansion button (if you selected a multicurrency Exchange Rate Entry
transaction)
Date expansion button Sales Date Inquiry Zoom
Item Number expansion button Sales Item Detail Inquiry Zoom
Amount Received expansion button Sales Payment Inquiry Zoom
Terms Discount Taken expansion button Sales Payment Terms Inquiry Zoom
Comment ID expansion button Sales Comment Inquiry Zoom
Trade Discount expansion button Sales Trade Discount Inquiry Zoom
Freight expansion button Sales Tax Schedule Inquiry Zoom
Miscellaneous expansion button Sales Tax Schedule Inquiry Zoom
Tax expansion button Sales Tax Detail Inquiry Zoom or Sales VAT Detail
Holds button Sales Process Hold Trx Inquiry Zoom
User-Defined button Sales User-Defined Fields Inquiry Zoom
Distributions button Sales Distributions Inquiry Zoom

Commissions button Sales Commissions Inquiry Zoom
Receivables Transaction Inquiry Zoom window

You can open the following windows from the Receivables Transaction Inquiry Zoom window:
Document Date expansion button Receivables Date Inquiry
E-mail Detail Inquiry button Receivables E-mail Detail Inquiry Zoom
Currency ID expansion button (if you selected a multicurrency Exchange Rate Entry Zoom
transaction)
Terms expansion button Terms Zoom
Tax Schedule expansion button Tax Schedules Zoom
Tax expansion button Sales Tax Distributions Zoom or Receivables Tax
Intrastat button Receivables Intrastat Inquiry
Revaluation button Receivables Transaction Revaluation Zoom
Apply button Applied From Credits/Applied To Debits (depending on the

document type)
Distribution button Receivables Distributions Inquiry Zoom
Commission button Receivables Commissions Inquiry Zoom
Document printing options

To print the document displayed in the Receivables Transaction Inquiry Zoom window, choose Print. The
document is printed in the document format you selected using the Receivables Management Setup window.
To change the document format, choose another format from the Options menu. You can select Blank Paper,
User-Defined 1, or User-Defined 2 as the document format. You also can print an alignment form from the
Options menu.
The document is printed in the currency displayed in the window. You can view and print the document in the
originating, functional, or reporting currency.
Sending documents in e-mail from transaction inquiry
You can send the document displayed in the Receivables Transaction Inquiry Zoom window by choosing the Send
document in e-mail button. The document is sent in the file format you selected using the Customer E -mail
Options window. You can’t send a document in e-mail if you chose User-Defined 1 or User-Defined 2 as the
document format from the Options menu.
You can send documents in e-mail if the following conditions are met.
The document type must be available for the customer to send in e-mail.
The customer also must a To, Cc, or Bcc address to send documents in e-mail.
Whenever you see the Send document in e-mail button near the printer icon in the upper right in a window, you
can choose the button to send the document in e-mail.
See Also
You can help ensure the integrity of your Receivables Management data by reconciling your records. Once you’ve
decided how much historical information is necessary, you can remove the information that’s no longer needed.
Be sure to back up your accounting data before performing any of these procedures, because they might remove
data from your system.
This part of the documentation also includes procedures you complete at the end of a month or period and at the
end of your calendar or fiscal year. This information includes the following topics:
Chapter 27, “Reconciling,” describes reconciliation, the process of verifying that your accounting records are
accurate.
Chapter 28, “History removal,” explains the different types of historical information you can keep in
Receivables Management, and describes how to remove historical information that is no longer needed.
Chapter 29, “Month-end closing,” includes tasks usually completed at the end of the month or period, such
as aging accounts and printing statements.
Chapter 30, “Year-end closing,” includes tasks completed when you close fiscal or calendar years.
Chapter 26: Reports

You can use Receivables Management reports to analyze receivables activity and identify errors in transaction
entry. Use the information in this chapter to guide you through printing reports and working with report options.
Receivables Management standard report summary
Specifying a Receivables Management report option
Microsoft SQL Server® Reporting Services reports for Receivables Management
| Report type | Report | Printing method | |-----------------------|------------------|------------------------------| |
Setup reports | Customer Setup List
Salesperson List
Sales Territory List
Customer Address List
Receivables Setup list
Quick Customer Setup List | Choose File >> Print in the setup windows or create report options using the Sales
Setup Reports window. | | Trial Balances | Aged Trial Balance†
Aged Trial Balance with Options Aging Report*
Historical Aged Trial Balance*
Quick Aged Trial Balance | Create report options using the Receivables Trial Balance Report Options window. | |
Analysis reports | Accounts Due Report† | Create report options using the Sales Analysis Report Options window.
| * Indicates reports that can be printed with multicurrency information displayed.
Receivables Transactions List†
Receivables Sales Analysis Report†
Period Sales Analysis Report†
Unapplied Documents List†
† Indicates reports that can be assigned to named printers. See “Printers” in the System Administrator’s Guide for
more information.
Receivables Management standard report summary
You can print several types of reports using Receivables Management. Some reports automatically are printed
when you complete certain procedures; for example, posting journals can automatically be printed when you post
transactions, depending on how your posting options are set up. You can print some reports during procedures;
for example, you can print an edit list when entering transactions by choosing the Print button in the batch entry
window. In order to print some reports, such as analysis or history reports, you must set up report options to
specify sorting options and ranges of information to include on the report.
The following table lists the report types available in Receivables Management and the reports that fall into those
categories. Reports printed using Sales Order Processing or Invoicing are printed using many of the same
windows. See the Sales Order Processing and Invoicing manuals for more information:
| Report type | Report | Printing method | |----------------------|------------------|-----------------------------| |
Posting journals | Receivables Posting Journal*† | Printed when you post Receivables transactions or create report
options using the Sales Posting Journal Options window. | | History reports | Account History Report by
Transaction | Create report options using the Sales History Report Options window. | | Commissions reports |
Commission Distribution List by | Create report options using the Sales Commissions Report Options window. | |
Utility reports | Account Distribution Removal Report | Printed when you complete the procedure. | | Routine
reports | Tax Year End Closing Report | Printed when you complete the procedure. | | Inquiry reports | Transaction
by Customer Inquiry | Choose File >> Print in the corresponding Inquiry window. | | Edit lists | Cash Receipts Edit
List | Choose File >> Print in the window you use to complete the procedure. | | Documents | Sales/Invoices† |
Choose Print in the Receivables | | Statements | Statement forms*† | Choose Print in the Print | * Indicates reports
that can be printed with multicurrency information displayed.
Cash Receipts Posting Journal*†
Receivables Voided/Waived/NSF
Transaction
Distribution Breakdown Register*†
Finance Charge Detail Report
Posting Journal*
Receivables Apply Document
Journal*
Removed Transaction Register
Transferred Commissions Posting
Journal
Transaction History Report*
Distribution History Report
Salesperson
Salesperson Period Commissions
Commission Distribution List by
Sales Territory
Sales Territory Period
Commissions
Salesperson Commission
Summary
Sales Territory Commission
Summary
Journal History Removal Report
Removal Report
Reconcile Purchasing Documents
Report
Year-End Closing Report
Removed Statements Report
Transaction by Document Inquiry Report
Cust. Card Removal Edit List
Transaction Edit List
Debit Memos†
Finance Charges†
Service/Repairs†
Warranties†
Credit Memo†
Returns†
Reprinted statements*†
† Indicates reports that can be assigned to named printers. See “Printers” in the System Administrator’s Guide for
more information.
Specifying a Receivables Management report option
Report options include specifications for sorting options and range restrictions for a particular report. To print
several Receivables Management reports, you must first create a report option. Each report can have several
different options, so you can easily print the information you need. For example, you can create report options for
the Aged Trial Balance that show either detailed or summary information.
A single report option can’t be used by multiple reports. If you want identical options for several reports, you must
create them separately.
Use the Sales report options windows to create sorting, restriction, printing and email options for the reports that
are included in Receivables Management.
To specify a Receivables Management report option
1. Open a Sales reports window. There are separate windows for each report type. (Sales >> Reports >>
Setup) (Sales >> Reports >> Trial Balance) (Sales >> Reports >> Analysis) (Sales >> Reports >> Posting
Journals) (Sales >> Reports >> History) (Sales >> Reports >> Commissions)
3. Choose New to open the report options window. Your selection in step 2 determines the report options
window that appears.
appear on the report. The selections available for defining report options vary, depending on the report
type you’ve selected.
vary depending on the type of report.
NOTE
You can enter only one restriction for each restriction type. For instance, you can insert one customer ID restriction
(AARONFIT0001 to ADVANCED0001) and one sales territory ID restriction (TERRITORY 3 to TERRITORY 6).
6. Choose Insert to insert the range in the Restrictions List. To remove an existing range from the list, select
the range and choose Remove.
7. Choose Email Options to enter email options for the report option. Once the email options are set up,
you’ll be able to send the reports in an email message by choosing Email. You’ll also be able to send this
report option in an email from any list view where the report option is displayed.
file, or to any combination of these options. If you select Ask Each Time, you can select printing options
each time you print this report option.
9. To print the report option from the report options window, choose Print before saving it. If you don’t want
to print the option now, choose Save and close the window. The report window will be redisplayed.
Microsoft SQL Server® Reporting Services reports for Receivables Management
You can view Receivables Management Reporting Services reports from the Reporting Services Reports list. If
you are using Reporting Services 2008, sales metrics for your home page also appear in the Reporting Services
Reports list. You can access the Reporting Services Reports list from the navigation pane or from an area page in
the Microsoft Dynamics GP application window. This report list appears if you specified the location of your
Reporting Services reports using the Reporting Tools Setup window.
The following Reporting Services reports are available for Receivables Management.
ACCOUNTS DUE HISTORICAL AGED TRIAL BALANCE
Aged Trial Balance - Detail Receivables Sales Analysis
To print a Receivables Management Reporting Services report:**

1. In the navigation pane, choose the Sales button, and then choose the Reporting Services Reports list.
2. Mark the Receivables Management report that you want to print.
3. In the Actions group, choose View to open the Report Viewer.
4. In the Report Viewer, select the specifications for the report and choose View Report.
5. After viewing the report, select a format and print the report.
Chapter 27: Reconciling
The reconciling process should be used if a system problem occurs and you need to be sure that your Receivables
Management data is accurate. You might also find the reconciliation process useful if you discover inconsistencies
in reports.
Types of information you can reconcile
Reconciling receivables amounts
Types of information you can reconcile
Select the type of information to reconcile using the Reconcile Receivables Amounts window.
Current Customer Information If marked, the aging periods for each customer card are verified with the
amounts recorded for the customer’s transactions. Summary information about outstanding amounts,
unpaid finance charges, and current balances is verified. If the amounts don’t match, the system sets the
balances as calculated. The Reconcile Customer Balances report displays only the customers whose
balances were changed during the process.
Outstanding Document Amounts If marked, the transaction balances are verified with the amounts
applied to them for each customer card in the range. If the calculated transaction balance does not equal
the amount on the transaction, the system sets the balances as calculated. Each document that’s changed is
printed on the Outstanding Documents Reconciliation report.
Batch Information If marked, the system verifies the batch each transaction is assigned to, the number of
transactions in the batch, and the batch total. If any of the system calculations don’t match the original
amounts, the batches are reconciled. Also, any batches that were missing are added. Any batches that are
changed or added are printed on the Batch Reconciliation Report.
Fiscal Year If marked, the summary information for the selected fiscal year is verified with the detail
transaction information. If the amounts don’t match, the period summary amounts are adjusted based on
the posted detail transactions.
Calendar Year If marked, the summary information for the selected calendar year is verified with the
detail transaction information. If the amounts don’t match, the period summary amounts are adjusted
based on the posted detail transactions.
Reconciling receivables amounts
Use the Reconcile Receivables Amounts window to compare the aging period amounts for each customer card
with the amounts recorded for the customer’s transactions, the outstanding document amounts, batch totals and
amounts, fiscal year summary information, and calendar-year summary information.
NOTE
Before reconciling, back up all your company’s accounting data.
To reconcile receivables amounts:**

1. Open the Reconcile Receivables Amounts window. (Sales >> Utilities >> Reconcile)
2. Mark which information to reconcile. See Types of information you can reconcile for more information.
3. Mark whether to reconcile the selected information, print a reconcile report, or both. You can print a
reconcile report to verify your entries without reconciling.
Age Finance Charges is only available when Current Customer Information is marked and Compound Finance
Charge is not marked in the Receivables Management Setup window.
4. Select a range of customer cards if you’re reconciling current customer information, outstanding document
amounts, fiscal year, or calendar year.
5. Enter a reconcile date if it is a current customer balance. If you marked to reconcile fiscal-year or calendar-
year information, enter a valid year to reconcile.
6. Mark the account type to reconcile—all, open item, or balance forward if it is a current customer balance.
If you mark All, both open item and balance forward accounts are reconciled.
If you mark Open Item, the system checks that the balances for each aging period are correct. If
they’re incorrect, the aging period amounts are recalculated.
If you mark Balance Forward accounts, the system calculates the age of each document in the
current aging period and verifies the balance of the current and non-current periods.
7. Select the statement cycles of the customer cards to include if it is a current customer balance. When you
first open this window, all statement cycles are selected.
8. Choose Process to start the reconcile process.
Chapter 28: History removal

History records provide useful information for audit and analysis purposes. If you’re keeping one of the types of
history available in Receivables Management, you can keep these records for an unlimited number of years.
When you remove historical records, the system removes records only for the range you specify. Normally,
history is removed before the year-end closing process; however, at other times during the accounting cycle, you
might find it necessary to remove ranges of history that are no longer useful.
History removal overview
Removing transaction history
Removing distribution history
Removing period history
Removing journal history
Removing Intrastat history
Removing tax history
When you removal history, you can set up restrictions to limit the historical records to be removed. Depending on
the type of history you’re removing, you can set up the following ranges:
Audit trail codes
Batch sources
Batch IDs
Customer classes
Customer IDs
Customer names
Customer types
Document numbers
Document types
Periods
Posting dates.
IMPORTANT
When you remove history, any corresponding multicurrency information is removed, as well.

Use the Remove Receivables Transaction History window to remove transaction history. If you’re keeping
transaction history, detailed information has been kept for all transactions that were posted and paid during the
year. If you remove transaction history, complete information might not be available to print Historical Aged Trial
Balances or reprint posting journals.
To remove transaction history:**
1. Back up your company’s accounting data. See the System Administrator’s Guide (Help >> Contents >>
2. Open the Remove Receivables Transaction History window. (Sales >> Utilities >> Remove Transaction
History)
3. To limit the historical records to be removed, select a type of range and enter a range restriction.
4. Choose Insert; the range restriction is displayed in the Restrictions list. You can select another range type
and insert another restriction.
NOTE
You can enter only one restriction for each restriction type. For example, if you enter a restriction specifying that
history for customer records 100 through 300 should be removed, you can’t enter another restriction for customer
records 500 through 800. To remove multiple ranges of history, you must remove each range separately.*
5. Mark the type of records to remove—transactions, distributions, or both. If you mark Distributions, any
distributions for the transaction history records you’re removing also are removed.
6. Mark Print Report to print the Transaction History Report for the range of records you specified after
history has been removed.
To print the Transaction History Report to verify the ranges you entered before you remove history, mark only
Print Report and choose Process.
7. Choose Process to begin removing history.
Once history has been removed, you can’t print the Transaction History Report for the ranges of information you
removed.
Use the Remove Receivables Distribution History window to remove distribution history. If you’re keeping
distribution history, a detailed record has been kept of how Receivables Management transactions have affected
the balances of posting accounts. If you remove distribution history, you might not have all the information
needed to reprint posting journals in the future.
If you’re using General Ledger, those history records aren’t affected when you remove distribution history in
Receivables Management. This information is kept separately from transaction history for General Ledger, so you
can keep distribution history for Receivables Management regardless of whether you use General Ledger.
To remove distribution history
2. Open the Remove Receivables Distribution History window. (Sales >> Utilities >> Remove Distributions)
records 500 through 800. To remove multiple ranges of history, you must remove each range separately.
5. Mark Distributions to remove distributions.
6. Mark Print Report to print the Transaction Distribution History Report for the range of records you
specified after history has been removed.
To print the Transaction Distribution History Report to verify the ranges you entered before you remove history,
mark only Print Report and choose Process.
Once history has been removed, you can’t print the Transaction Distribution History Report for the ranges of
information you removed.
Use the Remove Receivables Calendar/Fiscal History window to remove period history. If you’re keeping
calendar year history, customer sales, salesperson, and sales territory information has been recorded in a month-
by-month format. If you’re keeping fiscal year history, the same information has been recorded according to the
fiscal period format you specified using the Fiscal Period Setup window.
Comparative totals (year to date, last year, and life to date) aren’t removed when you remove calendar/fiscal
history. These totals are kept independently; they are updated when you close the year. This window clears the
balances displayed in the Customer Period Summary window.
To remove period history:**
2. Open the Remove Receivables Calendar/Fiscal History window. (Sales >> Utilities >> Remove Period
History)
3. Mark whether to remove period history for customers, salespeople, or sales territories.
4. Mark whether to remove calendar or fiscal year history, and enter the year.
records 500 through 800. To remove multiple ranges of history, you must remove each range separately.
7. Mark History to remove history.
8. Mark Print Report to print the History Removal Report for the range of records you specified after history
has been removed.
To print the History Removal Report to verify the ranges you entered before you remove history, mark only Print
Report and choose Process.
Once history has been removed, you can’t print the History Removal Report for the ranges of information you
removed.
Use the Remove Receivables Journal History window to remove journal history. If you’re keeping journal history
for customer records, you can reprint posting journals for Receivables Management transactions. Posting journals
are valuable audit trail tools that include the audit trail codes assigned to transactions during the posting process.
Using posting journals, you can trace any transaction to the point it was entered. If that information is no longer
useful for transactions that have been moved to the history tables, you can remove that information.
To remove journal history
2. Open the Remove Receivables Journal History window. (Sales >> Utilities >> Remove Journal History)
A message appears that reads, “Removing this information might affect your historical aged trial balance. Do you
want to continue?” Choose Yes.
history for batch IDs 100 through 300 should be removed, you can’t enter another restriction for batch IDs 500
through 800. To remove multiple ranges of history, remove each range separately.
1. Mark History to remove history.
2. Mark Print Report to print the Journal Removal Report for the range of records you specified after history
has been removed.
To print the Journal Removal Report to verify the ranges you entered before you remove history, mark only Print
Report and choose Process.
Once history has been removed, you can’t reprint posting journals for the ranges of information you’ve removed.
Use the Remove Intrastat History window to remove Intrastat history records that are no longer necessary. Only
the Intrastat records for the range you specify are removed.
Once history has been removed, you can’t print the Intrastat removal reports for the ranges of information you
removed.
To remove Intrastat history:**
2. Open the Remove Intrastat History window. (Administration >> Utilities >> Company >> Remove
Intrastat History)
3. Select a range type for the historical information to remove. Define the beginning and end of the range,
then choose Insert to display the range.
You can enter and insert additional ranges. However, you can enter only one range for each range type. For
example, if you enter a restriction specifying that history should be deleted for customer records
COMPUTER0003 through GRAHAMAR0001, you can’t
enter another restriction for customer IDs CONTINEN0001 through EXECUTIV0001.
1. Mark Transactions to remove the transactions.
2. Mark Print Report to print the Intrastat removal reports for the range of customer records or vendor
records you specified. Print these reports to retain a permanent record of your past Intrastat records after
you clear history.
To print the Intrastat removal reports without removing history, mark only Print Report and choose Process.
Use the Tax History Removal window to remove tax detail transactions. Only the tax history for the range you
specify will be removed. Once tax history has been removed, the tax details in the range you’ve removed won’t be
printed on tax reports.
Before removing history, back up your company’s accounting data.
To remove tax history:**
1. Open the Tax History Removal window. (Administration >> Utilities >> Company >> Remove Tax History)
2. Select whether you want to remove tax detail transactions and print the Tax History Removal Report,
remove the tax detail transactions, or print the Tax History Removal Report.
3. Enter or select a range of tax history to remove or print a report of.
5. Choose Process to remove tax history. If Print Tax History Removal Report was marked, the Tax History
Removal Report will print.
Chapter 29: Month-end closing

This information includes tasks that are usually completed at the end of the month or period. You can, however,
complete these tasks whenever they’re needed.
Aging customer accounts
Finance charges overview
Assessing finance charges
Customer statements overview
Setting up and printing statements
Reprinting or removing statements
E -mail statements overview
Sending e-mail statements
Marking commission amounts as paid
Removing paid transactions
Printing a VAT return
Aging customer accounts
You can calculate the number of days old or days past due each customer account is, and to move the customer
balances to the correct aging periods. You should enter and post transactions and payments before aging to
ensure up-to-date calculations. Unapplied credit amounts are aged if you marked Age Unapplied Credit Amounts
in the Receivables Management Setup window.
To age customer accounts
1. Open the Receivables Aging Process window. (Sales >> Routines >> Aging)
2. Enter the date to be used for determining the age of a document. This date is compared to either the due
date or document date, depending on the selection in the Receivables Management Setup window.
3. Mark the accounts to age—open item, balance forward, or all accounts.
When you mark All, open item and balance forward accounts both are aged.
When you age open item accounts, the system calculates the age of each document, and the documents
are transferred to the correct aging period.
When you age balance forward accounts, the system calculates the age of each document in the current
aging period, but doesn’t actually move them to the noncurrent aging periods. Noncurrent balances for
these accounts are consolidated after you remove paid transactions. See Removing paid transactions for
more information.
1. Select the statement cycle for the customer cards to be aged.
To select more than one statement cycle, press CTRL as you make your selections.
1. Select a range of customer accounts to age. Only customers assigned to the statement cycle you selected
in step 4, and who are within the customer range, will be aged.
2. Mark Age Finance Charges if you want finance charges to be included in the aging process.
Age Finance Charges is only available when Compound Finance Charge is not marked in the Receivables
1. Mark the type of report to print once the aging process is complete: detailed, summarized, or no report at
all.
2. Select the order for information to appear on the report.
3. Choose Process to begin aging the accounts in the range. When the process is complete, the Aging report
is printed.
To age customer accounts using the action pane:**
2. Mark the customers that you want to age. The user date is used to age the customer account. Finance
Charges are included in the aging process.
If the customer has an open item account, the system calculates the age of each document, and the
documents are transferred to the correct aging period.
If a customer has a balance forward accounts, the system calculates the age of each document in the
current aging period, but doesn’t actually move them to the noncurrent aging periods. Noncurrent
balances for these accounts are consolidated after you remove paid transactions. See Removing
paid transactions for more information.
3. In the Actions group, choose Aging to begin aging the customer selected. When the process is complete,
the Aging report is printed.
Finance charges overview
You can define your finance charges options in the Assess Finance Charges window. You can enter a range of
customers or select which types of accounts to assess finance charges for.
You also can mark whether to include unapplied credits in aged balances, so you can assess finance charges only
for customers who have positive balances. Because payments are sometimes received but not applied before you
assess finance charges, customers who actually have no outstanding balance might be assessed a finance charge.
Marking this option assesses a finance charge on just the outstanding balance, not the total balance.
When you mark Include Unapplied Credits in Aged Balances, Receivables Management will calculate the
remaining balance as if the credit documents were applied to the oldest aging periods first—although no
documents are actually applied at this time. The remaining balance will be assessed a finance charge.
When Receivables Management calculates the applied amounts and remaining balances for multicurrency
transactions, the functional currency amount is used.
The option to include unapplied credits in aged balances is not available if you’re assessing finance charges for
balance forward accounts, or for the current aging period.
If you marked Compound Finance Charges in the Receivables Management Setup window, unapplied finance
charges are included in the balance that’s assessed a finance charge. If you don’t mark this option, unapplied
finance charges are not included in the balance.
Example
On January 2, a customer purchased goods on account for a total of $100.00. On February 5, after you age
balances, you assess a 5% finance charge on the 31-60 days and older aging period. The customer’s outstanding
balances is now $105.00, with the following aging period balances:
AGING PERIOD BALANCE
Current $5.00
31-60 days $100.00
On February 20, you receive a $105.00 payment from the customer, but the payment remains unapplied when
you again age periods on March 5. The aging period balances are as follows:
AGING PERIOD BALANCE
Current ($105.00)
31-60 days $5.00
61-90 days $100.00
Depending on whether you marked Compound Finance Charges in the Receivables Management Setup window
and Include Unapplied Credits in Aged Balances in the Assess Finance Charges window, the following situations
would occur:
If you didn’t mark either option, a $5.00 finance charge would be assessed ($100.00 x 5%).
If you marked only Compound Finance Charges, a $5.25 finance charge would be assessed ($100.00 x 5%)
+ ($5.00 x 5%).
If you marked only Include Unapplied Credits in Aged Balances, no finance charges would be assessed.
Receivables Management will calculate the balances as if the $105.00 payment were applied to the oldest
aging period (61-90 days) until that balance was zero, and then to the 31-60-days aging period. After
calculating the applied amounts, the balances of both aging periods would be zero. (Receivables
Management goes through the apply process for the purpose of assessing finance charges but doesn’t
actually apply any amounts).
If you marked both options, no finance charges would be assessed. Receivables Management would
calculate the balances as if the $105.00 would be pseudoapplied to the oldest aging period (61-90 days)
and then to the 31-60-days aging period. Since the balance is zero for both periods, no finance charges are
assessed. (Receivables Management goes through the apply process for the purpose of assessing finance
charges but doesn’t actually apply any amounts.)
Assessing finance charges
Use the Assess Finance Charges window to assess finance charges for a group of customers. If you need to enter
a finance charge for just one customer, you might want to use the Receivables Transaction Entry window and use
the Finance Charge document type instead. See Entering a finance charge on page 82 for more information on
individual finance charges.
To assess finance charges
1. Open the Assess Finance Charges window. (Sales >> Routines >> Finance Charge)
2. Select a range of customer cards to assess finance charges for.
If you’re using national accounts and you marked Base Finance Charge on Consolidated National Account in the
National Accounts Maintenance window, the parent customer must be in the customer ID range for finance
charges to be assessed against the national account. The finance charge calculation method from the parent
customer card will be used to calculate the finance charge and only the parent customer’s summary records will
be updated with the finance charge amounts.
1. Select a range of customer class IDs to further restrict the customer records that finance charges are
assessed for. A customer record must fall within both the customer range and the class range to be
assessed a charge.
2. Mark the account types to assess charges for—open item, balance forward, or all account types.
3. Mark whether to include unapplied credits in aged balances when you assess finance charges.
If you’re using national accounts and you marked Base Finance Charge on Consolidated National Account in the
National Accounts Maintenance window, finance charges will be assessed based on the consolidated national
account. If you also mark Include Unapplied Credits in Aged Balances, receivables balances will be calculated as if
unapplied credit amounts were applied to the national account aging period balances—oldest aging period first—
and the remaining balance will be assessed a finance charge.
1. Enter the minimum balance that a customer must owe to be charged a finance charge. Any customer
having a balance that is less than this amount won’t be charged.
2. Enter the minimum amount that you can charge a customer. Any customer who would be assessed a
finance charge that is less than this amount won’t be charged.
3. Mark Print Register to print the Finance Charge Detail Report once the charges have been assessed.
4. In the Includes Balances and Older field, select the aging period of the balances to include; finance charges
will be assessed on balances in that period and older. For example, if your company assesses finance
charges only for unpaid balances older than 61 days, select 61 – 90 days as the period to include. Only
those unpaid balances that are 61 days old and older are assessed a finance charge.
5. Choose Process to begin calculating finance charges, and to print the Finance Charge Detail Report.
Transactions are created for the finance charges in a batch named RM FIN CHG. You can edit these transactions
using the Receivables Transaction Entry window.
1. Post the finance charge batch using the Receivables Batch Entry window. Once the batch is posted, the
customer accounts reflect the finance charge.
To assess finance charges using the action pane:**
2. Mark the customers that you want to assess finance charges to.
3. In the Actions group, choose Access Finance Charges.
4. Enter the minimum amount that you can charge a customer.
5. Enter the minimum balance that a customer must owe to be charged a finance charge. Any customer
having a balance that is less than this amount won’t be charged.
6. In the Includes Balances field, select the aging period of the balances to include; finance charges will be
assessed on balances in that period and older. For example, if your company assesses finance charges only
for unpaid balances older than 61 days, select 61 – 90 days as the period to include. Only those unpaid
balances that are 61 days old and older are assessed a finance charge.
7. Choose Assess to begin calculating finance charges, and to print the Finance Charge Detail Report.
When you assess finance charges for open item customers, any unapplied credits in the aged balances are
included so you assess finance charges only for customers with positive balances. Any unapplied credit
documents are pseudoapplied to the oldest aging period balances first, and the remaining balance will be
assessed a finance charge.
Transactions are created for the finance charges in a batch named RM FIN CHG. You can edit these transactions
using the Receivables Transaction Entry window.
1. Post the finance charge batch using the Receivables Batch Entry window. Once the batch is posted, the
customer accounts reflect the finance charge.
Customer statements overview
Statements are used to show current customer activity, including aging period balance information, the total
amounts due, and payments received. They often are sent to customers as bills. Use the Print Receivables
Statements window to set up the information to display on customer statements. Refer to Setting up and printing
statements for information about printing statements.
When you set up and print customer statements, you can mark whether to reduce aging period balances by the
amount of any unapplied credits. If you mark this option, the following conditions apply:
The oldest aging period will be reduced first.
The aging periods will not be reduced to less than zero.
You can mark this option only if you didn’t mark Age Unapplied Credit Amounts in the Receivables Management
Setup window.
Use the multicurrency versions of the Receivables Management customer statements to print statements in your
customer’s currency. If you conduct business with customers in multiple currencies, you can print statements that
include a subtotal for each currency with activity by marking Include Multicurrency Info in the Posting Setup
window.
If you’re using national accounts, you can print consolidated statements or individual customer statements. If you
mark Consolidated National Account and leave Individual Child Statements unmarked, only one statement will be
printed for each national account. Parent and all child documents will be displayed on this single statement.
If you mark both Consolidated National Account and Individual Child Statements, one statement will be printed
for each national account, and an additional statement will be printed for each child included on a consolidated
statement.
Setting up and printing statements
Use the Print Receivables Statements window to set up and print statements. You can set up different statements
for different groups of customers. For example, you can set up statements that include information specific to
each customer class, or for customers with different statement cycles.
Once you set up your statement selections, you don’t need to reenter the same information each time. Instead,
you can just select the appropriate statement ID, change the dates if necessary, and begin printing.
To set up and print statements
1. Open the Print Receivables Statements window. (Sales >> Routines >> Statements)
2. Enter or select a statement ID and enter a description. For example, if you want to print statements for your
open item customers, you can enter Open Item as the statement ID.
3. Select a form to print your statements on—long, short, side, user-definable, blank paper, short continuous,
side continuous, multicurrency long, or multicurrency blank.
The Multicurrency Long Form has a page break separating each currency’s activity, if the customer has conducted
business with you in multiple currencies. The Multicurrency Blank form contains a summary of current activity
and each currency’s outstanding balances.
1. In the Customers and Documents fields, select the order to print the customer statements in, and a method for
listing documents for each customer on the statement.
Select printing specifications to indicate the customer groups that should receive statements. You also can
indicate how applied payments should appear on statements.
1. Mark Alignment Form to print an alignment form to verify that the forms are positioned correctly in the
printer. Mark Statements to print the actual statements.
2. Select a date to print on the statement. Select a date in the Summarized to field to summarize transactions
before a particular date. Transactions on or before this date are summarized, and a total balance for those
transactions is displayed. Transactions after this date are displayed in detail. Select a cutoff date to print
statements for transactions through the specified date.
3. Enter or select the address ID for your company’s address to appear on the statement.
4. Mark whether to reduce the oldest aging period amounts by unapplied credit amounts. This option is
available only if you didn’t mark Age Unapplied Credit Amounts in the Receivables Management Setup
window. See Customer statements overview for more information.
5. Mark the account types to include—all accounts, open item accounts, or balance forward accounts.
Mark the information to print on the statements—credit limits, payment terms, finance charges, and messages. If
you’re using national accounts, you also can include individual child statements.
1. Choose E -mail Options to open the E -mail Statements Options window, where you can mark whether to e-
mail customer statements, and define e-mail statements options. See Sending e-mail statements for more
information.
2. To create a message, choose Messages to open the Sales Statement Message Entry window.
Using this window, you can enter your own message. Each of the situations in the description column can have its
own message and is printed on any statement where that situation occurs. Choose OK to close the window when
you finish.
1. Select a range of customers to print statements for and choose Insert; the range restriction is displayed in the
Restrictions list.
only customer IDs 100 through 300 should be printed, you can’t enter another restriction for customer IDs 500
through 800. To print multiple ranges of customer records, you must print each range separately.
If you’re printing statements for national account customers, the parent customer ID must be in the range
selected for either consolidated or individual national account statements to print.
1. Choose Save to save the statement ID selections for future printing, or choose Print to immediately print the
statements.
Reprinting or removing statements
Use the Reprint Statements window to reprint or remove customer statements at any time, if you marked Reprint
Statements in the Receivables Management Setup window.
For example, if a customer misplaces a statement, but they need the statement to receive approval for payment,
you could send the customer a reprinted statement that includes the same information as the original. Reprinted
statements are marked with “Reprint” in the header.
When you mark to reprint statements, statement data is saved each time you print statements, so that the
information is available for reprinting. You also can remove the statements using the Reprint Statements window
if you no longer want the statement to be available for reprinting.
If you’re using national accounts and you select to reprint or remove a parent customer’s statement, you cannot
separate that statement into individual child customer statements.
If you’re using Multicurrency Management, and if you originally printed a multicurrency statement and you’re
now reprinting it in a non-multicurrency format, the amounts will be the same as they were on the original
multicurrency statement. The amounts won’t be converted to the functional currency.
To reprint or remove statements
1. Open the Reprint Statements window. (Sales >> Routines >> Reprint Statements)
2. Select a sorting option and enter a range.
3. Enter a range of statements dates, or mark All. Choose Redisplay.
4. Select which form to print statements on, if you’re printing statements.
5. Mark which statements in the scrolling window to reprint or remove.
6. Choose E -mail Options to open the E -mail Reprint Statements Options window, where you can select
options for sending reprinted customer statements by email. See Sending e-mail statements on page 207
for more information. Close the window when you finish.
7. Choose Print to reprint the selected statements, or Remove to remove the selected statements.
E-mail statements overview
If you have set up your company to use the e-mail functionality for documents in Microsoft Dynamics GP, you
can select the customer statement as a document to send in e-mail in the Sales E -mail Setup window. When you
select to send a customer statement for a customer, you can specify a message ID and the document format to
use for the customer. A message ID is a predefined message that you can assign to a document that you want to
send in e-mail. For more information about setting up documents for e-mail, refer to your System User’s Guide
(Help >> Contents >> select Using The System).
If you are using MAPI as your mail service, you can decide to send customer statements in email by marking the
Send E -mail Statements option in the Customer Maintenance Options window for each customer. You can send
the e-mail statement in Portable Document Format (PDF ) to any number of specified customer e-mail addresses.
You also must install Adobe Distiller or PDFWriter to send customer statements by e-mail. By marking this
option, you can use the E -mail Statements Options and E -mail Reprint Statements Options windows to define
your options for sending statements by e-mail. If you are using Exchange as your mail service, the Send E -mail
Statements option is not available.
Customer Statement option in the Sales E -Mail Setup window
By using the email functionality in Microsoft Dynamics GP, you can send customer statements if the
following conditions are met.
The Customer Statement option is marked in the Sales E -Mail Setup window. By marking the
Customer Statement option in the Sales E -Mail Setup window, you cannot use the E -mail
Statements Options and E -mail Reprint Statements Options windows when sending statements in
email.
The Customer Statement option is marked for the cusomers that you want to send statements to.
You can use the Customer E -Mail Options window or the Mass Customer E -Mail Settings window
to set up email settings for customer records.
At least one e-mail address, To, Cc, or Bcc, is assigned to the customer’s statement address ID using
the Internet Information window.
The Print option is marked in the Print Receivables Statements window.
The On Blank Paper option is selected as the form in the Print Receivables Statements window.
Send E -mail Statements option in the Customer Maintenance Options window
If you marked to send e-mail statements to customers in the Customer Maintenance
Options window, you can use the E -mail Statements Options and E -mail Reprint Statements Options windows to
define your options for sending statements by email. You also must set up at least one customer e-mail address in
the Customer Maintenance Options window before you can send customer statements by e-mail. You also must
have Adobe PDFWriter installed to be able to send statements by email.
When you send customer statements by e-mail, they’re created as PDF files using Adobe Distiller or PDFWriter,
and they’re attached to the message sent to the customer. These files are stored in a folder within the Windows
temp folder.
If the process of sending statements to customers by e-mail is interrupted, only the status report records in the
database are cleaned up. You might need to manually delete the PDF files stored in the temp folder. The full path
name of this folder typically will be
\temp\CompanyID\Microsoft Dynamics\GP\UserID.
The statements will be sent to the customer e-mail addresses you set up in the Customer Maintenance Options
window, and the From address will be the e-mail address of the user who’s logged in to the MAPI-compliant mail
service. When the e-mail statement is sent, the PDF file will be removed from your hard disk. If, for some reason,
the PDF file is not removed, it will be overwritten if you regenerate the statement.
After e-mail statements are sent, a status report will be sent to the e-mail address you specified in the Receivables
Management Setup window. This report includes a list of the e-mail statements that were sent successfully and
information about any errors that might have occurred during the process of sending the e-mail statements.
Dynamics\GP\UserID\StmtStatus.
Sending e -mail statements
Use the Print Receivables Statements window or the Reprint Statements window to e-mail customer statements.
If you have marked the Send E -mail Statements option in the Customer Maintenance Options window, you can
set up your options in the E -mail Statements Options or E -mail Reprint Statements Options windows to send e-
mail statements.
To send e-mail statements using the Customer Statement option in the Sales E-Mail Setup window
1. Open the Print Receivables Statements window or the Reprint Statements window.
(Sales>> Routines >> Statements -or- Sales >> Routines >> Reprint Statements)
1. Enter statement information. See Setting up and printing statements and Reprinting or removing statements
Be sure that you select the On Blank Paper option as the form.
If you are reprinting statements, mark which statements in the scrolling window to resend in email.
1. Choose E -mail to send the statements.
To send e-mail statements using the Send E-mail Statements option in the
Customer Maintenance Options window:**
1. Open the Print Receivables Statements window or the Reprint Statements window.
(Sales>> Routines >> Statements -or- Sales >> Routines >> Reprint Statements)
1. Enter statement information. See Setting up and printing statements on page 203 and Reprinting or
removing statements on page 205 for more information.
2. Choose E -mail Options to open the E -mail Statements Options or E -mail Reprint Statements Options
window.
3. Mark one of the following options:

If you mark Send E -mail Customer Statements, statements will be sent to the customers by e-mail
within the selected range for whom you marked Send E -mail Statements in the Customer
Maintenance Options window.
If you mark Print Statements for E -mail Customers, statements will be printed for the customers
within the selected range for whom you marked Send E -mail Statements in the Customer
Maintenance Options window. Statements will not be sent.
If you mark Print and Send E -mail Customer Statements, statements will be printed for and sent by
e-mail to the customers within the selected range for whom you marked Send E -mail Statements in
the Customer Maintenance Options window.
4. Select the form to use for the e-mail statements.
5. Enter an e-mail subject line, which will be used for all the e-mail statements sent during this printing
statements process.
7. Choose Save in the Print Receivables Statements or Reprint Statements window to save your changes.
Choose Print to print or send e-mail customer statements according to the options you specified.
Marking commission amounts as paid
Use the Transfer Sales Commissions window to group all payable commissions and mark them as paid. You can
then assign an audit trail control code to be used for reprinting posting journals.
Depending on whether you marked Pay Commissions After Invoice Paid in the Receivables Management Setup
window, commissions are payable either when the invoice is posted or when it has been paid in full.
If you remove paid transactions before marking the commissions as paid, the commissions are saved until you
mark them as paid. However, we recommend that you mark commissions as paid before removing paid
transactions.
To mark commission amounts as paid
1. Open the Transfer Sales Commissions window. (Sales >> Routines >> Transfer Commission)
2. Mark whether to transfer commissions in detail or in summary.
If you mark Detail, each commission distribution is recorded individually.
If you mark Summary, payable commissions for each salesperson are grouped together and only
the summary amount is recorded.
3. Choose Process.
A Transferred Commissions Posting Journal might be printed once commissions are processed, depending on the
options you selected using the Posting Setup window.
The posting journal and the commission distributions records show that commissions have been paid. However,
you must use the Transferred Commissions Posting Journal to create transactions in Payroll to pay the
salespeople.
Removing paid transactions
Use the Paid Sales Transaction Removal window to transfer paid transactions to history and to consolidate
balance forward accounts.
If you aren’t keeping history, this procedure removes paid transactions from the system, and you can’t print
reports containing information about the transactions that are removed.
To remove paid transactions
2. Select a range of customer records to remove paid transactions for.
3. Select a range of customer class IDs to further restrict the customer records to be affected. A customer
record must fall within both the customer range and the class range to have transactions removed.
4. Mark the types of transactions to remove and enter a cutoff date. You can remove NSF checks, voided
transactions, waived finance charges, paid transactions, and checks. The selected transactions that fall on or
before the cutoff date will be removed.
Checks have a separate cutoff date because those that are transferred to history or removed from the system
can’t be marked as NSF. Therefore, we recommend that you enter a cutoff date that is one month prior to the
transaction cutoff date. That way you won’t remove any potential NSF checks.
1. Mark whether to consolidate balance forward customer accounts. If you mark this option, all documents
for the customer are summarized and moved from the current aging period to the noncurrent aging
period.
2. Mark Print Register to print a Removed Transaction Register. After the transactions are removed, the
report is printed and all the removed transactions are displayed.
3. Choose Process to remove the selected transactions. The report is printed if you chose to print it.
Use the VAT Return window to print VAT reports to submit to the government. You can print summary and
detailed VAT information for a specified period.
You can save VAT report IDs and reprint reports at a later time.
To print a VAT return
1. Open the VAT Return window. (Administration >> Routines >> Company >> VAT Return)
2. Enter or select a report ID.
3. Enter a description.
4. Enter starting and ending dates for the report.
Each VAT Report ID you create must have a unique starting date. You can’t use the same starting date on more
than one report ID.
1. Choose Calculate. VAT return information is displayed in the VAT Return window.
2. To save the report, choose Save. You must calculate VAT information before you can save the report ID.
You also must save the report before you can print it.
3. To print the report, choose Print. The VAT Return Print Options window opens.
4. Mark the reports to print—summary, detail, tax detail, or exception.
5. Choose Print.
Chapter 30: Year-end closing

This information includes tasks completed at the end of the year. These procedures transfer current-year balances
to last year’s balance, and clear out the current-year balances. There are two closing procedures for Receivables
Management—fiscal year and calendar year. You must close both the calendar and fiscal year, even if you use only
fiscal periods.
Calendar year-end closing overview
Fiscal year-end closing overview
Closing a calendar year
Closing a fiscal year
Closing a tax year
Calendar year-end closing overview
Closing the calendar year updates information that is displayed in the Customer Finance Charge Summary
window. The Calendar Finance Charges field is updated to display the date you closed the calendar year. The
Current Year field is updated to display total finance charges for the new calendar year. The Last Year column is
updated to display totals for the year you closed.
You must enter and post transactions before those amounts are included in the year you’re closing. You should
close the calendar year after you print the final statements for the year you’re closing.
Be sure to complete the following procedures in this order to close your company’s calendar year.
Post all transactions for the current year Before closing the year, post all transactions for the calendar
year. To enter future period transactions before closing the year, create a batch with new transactions, but
don’t post it until after the previous year has been closed.
Make a backup Make a backup of all data for your company’s permanent records. This gives you a record
of the company’s financial position at the end of the year so you can restore it later, if necessary.
Close the calendar year Use the Receivables Year-End Closing window to close the calendar year or, if
your calendar and fiscal years coincide, both years. See Closing a calendar year on page 215 for more
information.
Close the sales tax periods for the year (optional) Use the Tax Year-End Closing window to close the
sales tax periods and print the Tax Year-End Closing Report. Be sure to complete the year-end closing
procedures for alL sales and purchasing modules before closing the sales tax periods for the year. See
Closing a tax year for more information.
Make a final backup Make a final backup of all data for your company’s records.
NOTE
Before you close the year, make a backup of all company data. If you have a current backup, you can restore information, if
necessary.*
Fiscal year-end closing overview

Closing the fiscal year updates information that is displayed in the Customer
Summary window only when you select Amounts Since Last Close in the Summary View list. The amounts in the
Year to Date column are updated to display totals for the new fiscal year. The amounts in the Last Year column are
updated to display totals for the year you closed.
The information that is displayed in the Customer Summary window when you select Amounts Since Last Close
in the Summary View list might not represent actual fiscal year totals if you close the fiscal year before or after
the last day of the fiscal year. For example, the amounts in the Year to Date column might continue to increase as
Closing the fiscal year will not affect the information that is displayed in the
Customer Summary window when you select Fiscal Year or Calendar Year in the Summary View list. The
amounts displayed for those selections are dependent on the year and periods you enter to display.
Closing the fiscal year also updates information that is displayed in the Customer
Finance Charge Summary window so that you can print finance charge totals on December and January
statements for tax reporting purposes. The Fiscal Finance Charges field will be updated to display the date you
closed the fiscal year. The amounts in the Year to Date column will be updated to display totals for the new fiscal
year. The amounts in the Last Year column will display totals for the year you closed.
If it’s the end of the fiscal year and you must enter transactions for the next year, we recommend that you create a
batch for the transactions and wait to post them until after you close the year, to avoid posting the new year’s
transactions to the previous year.
Be sure to complete the following procedures in this order to close your company’s calendar year.
Post all transactions for the current year Before closing the year, post all transactions for the fiscal year. To
enter future period transactions before closing the year, create a batch with new transactions, but don’t post it
until after the previous year has been closed.
Make a backup Make a backup of all data for your company’s permanent records. This gives you a record of the
company’s financial position at the end of the year so you can restore it later, if necessary.
Close the fiscal year Use the Receivables Year-End Closing window to close the fiscal year or, if your calendar
and fiscal years coincide, both years. See Closing a fiscal year for more information.
Close the fiscal periods for the Sales series (optional) Use the Fiscal Periods Setup window to close any
fiscal periods that are still open for the year.
This keeps transactions from accidentally being posted to the wrong period or year. If you later need to post
transactions to a fiscal period you already closed, you must return to this window and reopen the period before
you can post the transactions.
Close the sales tax periods for the year (optional) Use the Tax Year-End Closing window to close the sales tax
periods and print the Tax Year-End Closing Report. Be sure to complete the year-end closing procedures for all
sales and purchasing modules before closing the sales tax periods for the year. See Closing a tax year on page
216 for more information.
Make a final backup Make a final backup of all data for your company’s records.
Before you close the year, make a backup of all company data. If you have a current backup, you can restore
information, if necessary.
Use the Receivables Year-End Closing window to close the calendar year to update information that is displayed
in the Customer Finance Charge Summary window. Before you close the year, make a backup of all company
data. If you have a current backup, you can restore information, if necessary.
To close a calendar year
1. Open the Receivables Year-End Closing window. (Sales >> Routines >> Year-End Close)
2. Mark Calendar or, if the calendar year coincides with your fiscal year, mark All. If they don’t coincide, close
the fiscal year separately. See Closing a fiscal year for more information about closing a fiscal year.
3. Mark Print Report to print the Year-End Closing Report when the closing process is complete. This report
lists the records that have been closed. The Year-End Closing Report is part of the audit trail and should be
saved with your company’s permanent records.
4. Choose Process to begin the closing process.
Use the Receivables Year-End Closing window to close the fiscal year to update information that is displayed in
the Customer Summary window when you select Amounts Since Last Close in the Summary View list. Closing
the fiscal year also will update information that is displayed in the Customer Finance Charge Summary window.
The information that is displayed in the Customer Summary window when you select Amounts Since Last Close
in the Summary View list might not represent actual fiscal year totals if you close the fiscal year before or after
the last day of the fiscal year. For example, the amounts in the Year to Date column might continue to increase as
Closing the fiscal year will not affect the information that is displayed in the
Customer Summary window when you select Fiscal Year or Calendar Year in the Summary View list. The
amounts displayed for those selections are dependent on the year and periods you enter to display.
Before you close the year, make a backup of all company data. If you have a current backup, you can restore
information, if necessary.
To close a fiscal year
1. Open the Receivables Year-End Closing window. (Sales >> Routines >> Year-End Close)
2. Mark Fiscal to close the fiscal year. If your calendar and fiscal years coincide, you can close them at the
same time by marking All.
3. Mark Print Report to print the Year-End Closing Report when the closing process is complete. This report
lists the records that have been closed. The Year-End Closing Report is part of the audit trail and should be
saved with your company’s permanent records.
You can close the fiscal periods for the Sales series using the Fiscal Periods Setup window. This prevents
transactions from being posted to the periods you have closed. See the System Setup documentation (Help >>
Printable Manuals) for more information.
Closing a tax year
Use the Tax Year-End Closing window to prepare your tax records for a new year.
When you close the tax year, the accumulated year-to-date tax totals in the Tax Detail Maintenance window are
cleared and transferred to last year’s tax totals. Separate year-to-date tax totals can then be recorded for the new
year. Any tax amounts you enter after closing the tax year are added to the new year-to-date total.
If you’re keeping historical data, you can view tax totals for historical years using the Tax Detail History window.
Closing a tax year affects all the tax details you entered. To help ensure the consistency and integrity of your
records, we recommend that you complete this procedure only once every year, after you close any sales and
purchasing series years, and before posting any documents to the next year.
To close a tax year
1. Open the Tax Year-End Closing window. (Administration >> Routines >> Company >> Tax Year-End
Close)
2. Mark Close Year. You can’t close the tax year unless you mark this option.
3. Mark Print Report to print the Tax Year-End Closing Report when the closing process is complete. This
report shows year-to-date and last year’s tax amounts as they appeared in the Tax Detail Maintenance
window before the tax year was closed. The report is part of the audit trail and should be saved with your
company’s permanent records.
Additional Feature Functionality added to Receivables Management

Enhanced Payment Terms
For some time, we have heard from you in regards to the limitations with payment term offerings. For example, if
the payment term is a discount date term, in previous versions, it would go to the next month and then the due
date goes to the following month. This is another feature that you asked for and we hope you like the new
capabilities.
With Microsoft Dynamics GP 2015, you will have the ability to set the Due Date based on Months, Month/Day or
Annual. With this increased functionality, you will now have 8 different options for calculating the due date. That
is pretty awesome! We have also added a new feature to help assist you in setting this option called the Calculate
Action. This new action will allow you to set up a Payment Term, then calculate to see the potential Due Date and
Discount Date based on your setup of the Payment Terms.
Customer Credit Limit Visual
Wouldn’t it be great if when a Customer calls in you have an easy way to know if they are over their credit limit?
With GP 2015 R2, now there is!
Introducing the Visual Customer Over Credit Limit!!
Receivables - Automatically post Cash Deposits
You'll be overjoyed to know that new functionality you've been asking for to automatically deposit cash receipts to
a lump sum deposit in Bank Reconciliation is finally here!! There were options in previous versions to have cash
receipts automatically deposit to Bank Reconciliation, but they only deposited the cash receipts to individual
deposits in Bank Rec. With this new functionality, you can have all the cash receipts in the same batch
automatically deposit as a lump-sum or single deposit in to Bank Rec. How cool is that?
To use this new functionality in Microsoft Dynamics GP 2016, simply go to the Company Setup options and mark
the option to 'Automatically post cash receipt deposits' and the system will take it from there. Now all cash
receipts in the same batch will post to Bank Rec as a single deposit.
Sales - All-In-One Document View
In Microsoft Dynamics GP 2016, it is now possible to view related sales documents in one easy to view window.
For example, a customer calls asking about a specific invoice. Users will be able to select the customer and then
view all documents related to the invoice, such as the quote, order, payment etc.
Receivables Management Credit Limit warning fails and may not work all the time
Microsoft Dynamics GP2016 R2 brings several great new features as well as several product enhancements, such
as this update to the Credit Limit Warning.
Dynamics GP is designed to use the following calculation to determine whether the credit limit warning fires.
('Customer Balance' + CurrentInvoiceDollarAmount {this is for your current document}
+ 'Unposted Sales Amount' + 'Unposted Other Sales Amount' + 'On Order Amount'
- 'Unposted Cash Amount' - 'Unposted Other Cash Amount' - 'Deposits Received' ) >
'Credit Limit Amount' of file RM_Customer_MSTR
Ability to Print and Email a single statement from the customer card.
In Microsoft Dynamics GP 2018, we now have the option for Statement when clicking the Print Icon in the
Customer Card Window. You can see this by clicking Cards, Sales and then Customer.
Display hold Status on the Sales Transaction Entry.
I am excited to tell you about another great new feature we have in GP 2018! You will now see the Hold Status
icon when pulling up a customer in Sales Transaction Entry window. For any customer that has a Hold in place,
you will now see the Stop Sign icon in the Sales Transaction Entry window after entering the customer ID.
Sales Workflow including credit limit
In Microsoft Dynamics GP 2018 R2, we have added a new Sales Transaction Approval workflow where you can
create approvals based on several conditions such as whether or not a Customer Credit Limit is exceeded on the
transaction.
New SmartList for Deposits on Unposted Sales Transactions
With the release of Microsoft Dynamics GP 2018 R2, users can easily view deposit amounts associated with
unposted Sales Order Invoices and Orders via the new 'Deposits on Unposted Sales Transactions' smart list.
The 'Deposits on Unposted Sales Transactions' default smart list has been added under the 'Sales Transactions'
list in the SmartList window.
Email Customer Statements from Customer Maintenance
In the Customer Maintenance Window, you can now E -mail Statements with the click of a button. A new E -mail
button can be found on the Menu bar of the Customer Maintenance Window. This is a great way to quickly email
out a statement to a customer if they would request it outside of your normal statement cycle.
Customer / Combiner retain ship to address
With the release of Microsoft Dynamics GP 2018 R2, the 'Ship-To-Address Name' is retained when a customer is
modified with the Customer Combiner and Modifier Utility. To open the Customer Combiner and Modifier Utility:
On the Microsoft Dynamics GP menu, highlight Tools, point to Utilities, select Sales, and click on Customer
Combiner and Modifier.
See Also
Microsoft Dynamics GP Payables Management
You can use Payables Management to maintain information about vendors, enter and post purchase transactions,
and track payments to vendors. Individual posting accounts can be assigned to each vendor and you can store up
to four types of transaction history for each vendor. Payments and credit documents can be applied to invoices and
debit documents automatically, or individually. Payments can be generated using computer check runs or tracked
after-the-fact as manual payments.
You also can use Payables Management to complete the following tasks:
Create payment schedules that help automate the process of making installment payments. In addition, you
can calculate interest, amortize amounts and forecast the impact of variable interest rates, payment
amounts, and installment charges.
Specify vendors that 1099 information must be tracked for. You can print 1099 statements at any time.
Manage disputes with vendors by placing a Hold status on selected vendor records. The Hold status
prevents vendors from being paid until the hold is removed. Individual transactions also can be placed on
hold. Transactions that are on hold can’t be applied or paid.
Manage payables accounts by reporting segments, such as cost center, division, department, program or
fund. You can display a breakdown of your control payables account by account segment.
Create one or more sets of reports that can be sorted by calendar or fiscal year. You can search within
reports that are printed to the screen. You can create new reports, or customize predefined reports Report
Writer.
This manual is designed to give you an understanding of how to use the features of Payables Management, and
To make best use of Payables Management, you should be familiar with systemwide features described in the
Part 1, Setup and cards, introduces Payables Management and gives detailed setup instructions.
Part 2, Transactions, provides information about working with transactions and payments, and describes the
types of transactions available in Payables Management.
Part 3, Inquiries and reports, explains how to use inquiries and reports to analyze payables activity.
Part 4, Utilities and routines, describes procedures you can use to verify account balances or remove history
for a group of vendors. It also lists procedures you complete on a periodic basis, such as month- or year-end
closing.

You can set up Payables Management, so it meets the needs of your business and the other Microsoft Dynamics
GP modules you use. Payables Management setup and cards information is divided into the following chapters:
Chapter 1, “Payables Management setup,” describes the setup routine for Payables Management, so you can
prepare Payables Management for use.
Chapter 2, “Vendor classes,” explains how to group vendors into classes according to common entries, and
the benefits of creating classes.
Chapter 3, “Vendor cards,” describes how to enter vendor records. It’s important to keep this information up
to date to reflect your company’s current activity.
Chapter 4, “Beginning balances and vendor history,” describes how to enter beginning, or outstanding,
balances owed to each vendor, and how to view historical balances.
Chapter 5, “Vendor maintenance,” describes how to complete maintenance procedures for vendor cards.
Chapter 1: Payables Management setup
One way to set up Payables Management is to follow the setup routine we’ve provided. It guides you through the
various procedures you must complete, in the order you should complete them, so you can begin using Payables
Management.
Setup information is divided into the following sections:
Before you set up Payables Management
Overview of 1099 tracking options
Aging periods
Apply options
Default entries
Passwords
Additional payables options
Setting up payables preferences and default entries
Setting up Payables Management options
Before you set up Payables Management
Before you begin setting up Payables Management, be sure to complete the System Manager and General Ledger
setup procedures. See the System Setup or General Ledger documentation for more information about completing
these procedures.
Currencies
Exchange rates
Exchange tables
NOTE
To print multicurrency versions of the posting journals, mark Include Multicurrency Info in the Posting Setup window.
Overview of 1099 tracking options
Your business might be required to track the purchases you make from some vendors and to send a 1099
statement that summarizes your expenditures at the end of the calendar year.
You can automatically withhold a portion of the payments you make to vendors to submit to taxing authorities. To
do so, you must designate the taxing authority as a “withholding vendor” using the Company Setup Options
window (Administration >> Setup >> Company >> Company >> Options button). After you specify a
withholding vendor, you can specify whether or not to automatically withhold a percentage of the payments you
make to each of the vendors that you send 1099 statements to. See Setting up vendor withholding options for
more information.
The following points summarize additional options for working with 1099 statements.
You can print multiple types of 1099 statements for the same vendor. For example, you might need to print a
1099 MISC statement and a 1099 DIV statement for the same vendor, if you purchase goods or services
from a vendor that is also a stockholder in your company and that receives dividends.
You can change box descriptions that are displayed in transaction entry windows, to make them easier to
understand. Changing the box description won’t change the description printed on the 1099 statements.
You can change 1099 amounts.
Aging periods
Use the Payables Management Setup window to select the aging periods to use and how documents should be
aged. Aging is the process of determining how long you’ve owed money to specific vendors. You can use up to
seven aging periods, including the current period. Information for the current period and for the following three
aging periods appears on the Aged Trial Balance reports. If you use more than four aging periods (including the
current period), you can add them to the Aged Trial Balance reports using Report Writer.
DOCUMENT DATE PAYMENT TERMS DUE DATE
January 1, 2019 2% 10 - Net 30 January 31, 2019
January 3, 2019* Net 15 January 18, 2019
January 28, 2019 Net 30 February 27, 2019
* Payment is applied to this document first.

You can age vendor records by document date or due date. Assume you have an invoice dated January 15, with a
due date of February 15, and you age documents on the end of the month (February 28). If you age by document
date, this invoice is 44 days old; if you age by due date, this invoice is 13 days past due.
Apply options
You can apply credit documents by document date or due date when you automatically apply.
Applying by document date
If you apply by document date, the payments and credits are applied first to documents with the oldest
document date.
January 1, 2019* 2% 10 - Net 30 January 31, 2019
January 3, 2019 Net 15 January 18, 2019

January 28, 2019 Net 30 February 27, 2019
* Payment is applied to this document first.

Applying by due date
If you apply by due date, payments and credits are applied first to documents with the oldest due date.
Default entries
Use the Payables Management Setup window to enter a default entry for the Checkbook ID you use for computer
check payments; the check format to use for computer checks; the documents listed on the remittance; and whether
previously applied documents should be listed on the remittance.
Default Summary View Select a summary view to be the default view in the Vendor Yearly Summary and
Vendor Yearly Summary Inquiry windows. Amounts Since Last Close displays the current summary
information for the selected vendor since the last year-end close. Fiscal Year displays the selected vendor’s
summary information for the fiscal year you enter. Calendar Year displays the selected vendor’s summary
information for the calendar year you enter.
Checkbook ID Enter or select the ID for the checkbook to be displayed as the default throughout this
module. Specify the checkbook that you use most often to pay vendors. The entry here appears as a default
entry for batches created using the Payables Batch Entry window. You can change this default ID for an
individual batch to use another checkbook.
Check Format Select one of the following check formats.
No Stub, Stub on Top
Stub on Bottom
Stub Top/Bottom - Text
Stub Top/Bottom - Graphical
Stub/Stub/Check
3 per Page/No Stub
User-Defined Check 1
User Defined Check 2
The selection appears as the default entry in the Print Payables Checks and Print Payables
Transaction Check windows.
List Documents on Remittance Choose the default information to appear on the remittance and on the
check stub when you print checks. A remittance shows the same detail as the check stub and is printed on
blank paper after the checks are printed. The default you select here appears in the List Documents on
Remittance field in the Select Payables Checks and Edit Payables Checks windows.
Print Previously Applied Documents on Remittance Mark this option to list documents on the
remittance regardless of whether you applied them when the transaction was entered. Use the Payables
Check Stub Documents window to unmark previously applied information.
Passwords
Use the Payables Management Setup window to enter passwords to limit the users who can complete certain
activities in Payables Management. For example, you might permit only selected users to remove a hold on a
vendor record. Use passwords to limit a user’s ability to complete the following tasks:
Remove a vendor record hold
Exceed the maximum invoice amount
Exceed the maximum writeoff amount
Additional payables options
Use the Payables Management Setup window to select additional payables options that affect how Payables
Management tracks information.
Override Voucher Number At Transaction Entry If you mark this option, you can change the default voucher
number when entering transactions. If you don’t mark this option, you can’t change the voucher number during
transaction entry. Set up the default voucher number using the Payables Setup Options window.
Track Discounts Available In GL If you mark this option, you can track payment terms discounts available
amounts in a separate General Ledger account. The terms discounts available to your company are posted to the
account you assigned to discounts available in the Vendor Account Maintenance window (or the account specified
in the Posting Accounts Setup window if you haven’t specified a Discounts Available account in the Vendor
Account Maintenance window ). If you don’t mark this option, the terms discounts available amounts aren’t posted
to a separate General Ledger account.
Print Historical Aged Trial Balance If you mark this option, Microsoft Dynamics GP keeps the transaction
history necessary to print the Historical Aged Trial Balance report. If you don’t mark this option, you might not be
able to print the Historical Aged Trial Balance report for specific vendors, depending on the history options selected
for each individual vendor record.
Delete Unposted Printed Documents Mark this option to be able to delete an unposted printed document from
the Payables Transaction Entry or Payables Batch Entry windows.
Print Tax Details on Documents Mark this option to include summary tax information on all documents printed
from the Payables Transaction Entry and Payables Transaction Entry Zoom windows. This information is displayed
above the subtotal field.
Allow Duplicate Invoices Per Vendor Specify whether you can duplicate document numbers for the same
vendor record. If you mark No, you never can use duplicate numbers. If you mark Yes, you can use duplicate
numbers for all document types. If you mark Recurring Transactions Only, you can use duplicate numbers only for
transactions entered in recurring batches.
Print Dual Currencies If you’re using Multicurrency Management, and you mark Print Tax Details on Documents
in the Payables Management Setup window, you can mark this option to print summary tax information in both
the originating and functional currencies on purchasing documents that include tax details. The documents will
display the exchange rate used for the transaction, the net value of goods and services at each taxation rate in both
currencies, and the amount of tax at each taxation rate in both currencies.
Age Unapplied Credit Amounts If you mark this option, the Payables Management aging process will age
unapplied credit amounts based on the document date in relation to the aging date, and how you set up your aging
periods in Payables Management. If you age documents by due date and you mark this option, the due date for
credit documents will be the same as the document date.
Exclude Expired Discounts from Payments If you mark this option, and you select checks for a computer check
run by using a range for due date\discount date cutoffs, the discount date for invoices is compared with the apply
date entered in the Select Payables Checks window. If the apply date is after the discount date for an invoice, the
invoice isn’t included in the computer check batch. Refer to Expired discounts and selecting checks for a computer
check run for more information.
Setting up payables preferences and default entries
Use the Payables Management Setup window to set the default entries that appear throughout Payables
Management. These defaults speed vendor record, transaction, and payment entry.
To set up payables preferences and default entries:
1. Open the Payables Management Setup window. (Purchasing >> Setup >> Payables)
2. Specify the aging periods to use. See Aging periods for more information.
3. Specify whether documents should be applied by the document date or due date. See Apply options for
more information.
4. Select a default summary view.
5. Enter or select default information for a checkbook ID and check format, and choose which documents to list
on remittances and whether previously applied documents should be listed on remittances. See Default
entries for more information.
6. Enter passwords to restrict user access to certain purchasing activities. If you leave a password field blank,
no password is required for that activity. See Passwords for more information.
7. Mark additional payables options. See Additional payables options for more information about these
options.
8. To open the Payables Setup Options window, where you can set up additional options and default entries
such as document descriptions, codes, and numbers, choose Options. See Setting up Payables Management
9. To open the Vendor Class Setup window, where you can set up vendor classes, choose Classes. See Setting
up vendor classes for more information.
10. To open the 1099 Setup window where you can specify the descriptions of boxes and the tax type for each
type of 1099 statement, choose 1099 Setup. See Setting up 1099 information for more information.
11. To print a Payables Setup List, choose File >> Print.
12. Choose OK to save the entries and close the Payables Management Setup window.
Setting up Payables Management options
Use the Payables Setup Options window to set up the options that appear throughout Payables Management. You
can enter a description for each document type, assign a code, and set up the next document number for vouchers
and payments.
To set up Payables Management options:
1. Open the Payables Setup Options window. (Purchasing >> Setup >> Payables >> Options button)
2. Specify default transaction descriptions and codes. The transaction description is displayed on reports. Use
the transaction code when there isn’t room for the entire transaction description on reports or in windows.
3. Enter a next temporary vendor ID. A temporary vendor is a vendor with whom you have a short-term
relationship, and for whom you’re keeping minimal information. Use this number to identify a temporary
vendor record when you enter transactions. For more information about temporary vendors, see Vendor
status.
4. Enter a next voucher number and next payment number to use in transaction entry windows.
5. Enter default tax schedules for purchases, freight, and miscellaneous charges. These tax schedules appear in
the Payables Transaction Entry window, and you can change them per transaction. See the System Setup
instructions (Help >> Contents >> select Setting Up the System) for more information about setting up tax
schedules.
6. Enter user-defined field labels for tracking additional information for vendors.
For example, suppose you keep track of the types of vendors you purchase from. You might enter Vendor
Type in the User-Defined 1 field. In the Vendor Class Setup window and the Vendor Maintenance Options
window, you then would see Vendor Type as a label for the field that was User-Defined 1. You also would
see Vendor Type as a sorting method on most vendor reports.
Use the User-Defined 2 field to track an additional piece of information for each vendor; however, this field
isn’t a sorting method for reports.
7. Choose OK to return to the Payables Management Setup window, where you can save the entries.
Chapter 2: Vendor classes
Use vendor classes to group vendors according to common entries. For example, you might group vendors by
business type, location, or other similar characteristics.
When you make changes to vendor class information, you can roll down those changes to all the vendors in the
class.
Vendor class information is divided into the following sections:
History options
Setting up vendor classes
Setting up vendor class default posting accounts
Entering vendor class Intrastat statistics
History options
You can mark whether to keep fiscal-year, calendar-year, transaction, and distribution history when you set up
vendor classes. You can mark any number of these options.
The following table describes each of the history options:
HISTORY TYPES WHAT’S KEPT BENEFITS OF KEEPING MORE INFORMATION
Calendar-year Summarized history of You can print reports that If you’re required to print
posted transactions for each accurately reflect purchasing 1099 statements for
month in the calendar year. activity each month. Use the vendors, you should keep
resulting reports to calendar year history so
determine whether you’re 1099 amounts are tracked
meeting budget goals. accurately.
Fiscal-year Summarized history of You can print reports that If your fiscal year is the same
posted transactions for each accurately reflect purchasing as the calendar year, you
fiscal period. activity in each fiscal period. don’t need to keep both
Use the resulting reports to fiscal-year and calendar-year
determine whether you’re history.
meeting budget goals.
Transaction Detailed information about You can print history reports If you marked to print the
paid vouchers. and view information about Historical Aged Trial Balance
paid vouchers using inquiry in the Payables Management
windows. You also can print Setup window, transaction
the Historical Aged Trial history is kept regardless of
Balance and re-create whether you mark this
remittance forms and check option.
stubs.
Distribution Detailed information about You can print Distribution

the posting account History and Check
distributions for each Distribution reports.
transaction.
Setting up vendor classes

Vendor classes provide defaults for the data that groups of vendors use. You also can make changes to groups of
vendors quickly by changing the class record and rolling down the change to all the vendors in a class. Use the
Vendor Class Setup window to set up vendor classes to group vendors. By setting up vendor classes, you can easily
assign new vendors to specific classes, making it faster and easier to set up a new vendor record.
To set up a vendor class:
1. Open the Vendor Class Setup window. (Purchasing >> Setup >> Vendor Class)
2. Enter an ID for the class, and enter a description that further identifies the class.
We recommend that you enter the class with the most common entries first and mark this class as the
default class. If you mark the Default option, the information you set for this class appears as the default for
every subsequent class you create. You can have only one default vendor class.
3. Enter multicurrency information. Enter or select an existing currency as the default currency for the class.
See the Multicurrency Management documentation for more information about currencies and rate types.
Enter or select an existing rate type for the class. When you enter transactions, the appropriate exchange rate
table is selected based on the currency ID and rate type you entered.
If a rate type isn’t assigned to a vendor on a multicurrency transaction, the default rate type you entered for
the Purchasing series using the Multicurrency Setup window appears instead. Therefore, be sure you
entered a Purchasing series default rate type.
4. Enter document and payment specifications. See the help for more information about fields.
5. Mark any or all the available history options.
See Setting up vendor class default posting accounts for more information about setting up default posting
accounts, so you can assign default posting accounts to the class.
6. Choose Save. To print a Classes Setup List, choose File >> Print.
Setting up vendor class default posting accounts
Use the Vendor Class Accounts Setup window to specify posting accounts for vendor classes. You can set up
posting accounts for each class, so each vendor you enter can use different posting accounts according to your
needs. When you set up vendor records, use these accounts as default entries and change the accounts as needed
on a per-vendor basis.
You can use the Additional Vendor Accounts window to set up additional purchase accounts to use during
transaction entry when you distribute amounts to posting accounts.
For example, assume you have two employees working in separate departments who both purchase office supplies
from the same vendor, and the vendor sends you one invoice for both purchases. By assigning different accounts
for each employee’s department, you can track the expenses by department.
To set up vendor class default posting accounts:
1. Open the Vendor Class Accounts Setup window. (Purchasing >> Setup >> Vendor Class >> Accounts
button)
2. Mark whether to use the Cash account from the checkbook or vendor.
NOTE
3. Enter or select the default posting accounts, which will appear as defaults in the Vendor Account
Maintenance window when you’re setting up vendor records.
4. To open the Additional Vendor Accounts window, choose the Purchases field ellipses button.
5. Enter the additional purchase accounts to use for this class.
To remove an account, select the row to delete and choose Edit >> Delete Row.
6. Select default purchase accounts. During transaction entry, each account you marked to appear as a default
for transactions is displayed in the Payables Transaction Entry Distribution window. You also can view a list
of purchasing accounts using the Accounts lookup window during transaction entry.
7. Choose OK to save the accounts and close the Additional Vendor Accounts window.
8. Choose OK to save the vendor accounts and close the Vendor Class Account Setup window.
Entering vendor class Intrastat statistics
Use the Vendor Class Intrastat Setup window to enter Intrastat information for a vendor class. You can roll down
changes you make using this window to all vendors in the class.
If you set up Intrastat information for vendors, you don’t need to enter Intrastat information for individual
transactions. However, you can change the information for a particular transaction using the Payables Intrastat
Entry window.
You can enter Intrastat statistics only if you marked to enable Intrastat tracking in the Company Setup Options
window.
To enter vendor class Intrastat statistics:
1. Open the Vendor Class Intrastat Setup window. (Purchasing >> Setup >> Vendor Class >> Intrastat
button)
2. Enter or select country, transport mode, transaction nature, incoterms, procedure/regime, port, region,
country of origin and tax commodity codes for the vendor class.
3. Enter a description for the vendor class. Choose OK to close the Vendor Class Intrastat Setup window.
4. In the Vendor Class Setup window, choose Save to save the changes.
NOTE
Deleting the vendor class deletes Intrastat information, as well.
Chapter 3: Vendor cards

The foundation of the Payables Management module is the collection of vendor cards. Use this information to track
the status of vendors and to print reports. It’s important to keep this information up to date to reflect your
company’s current activity.
You might be able to import the vendor records from your current system directly into Microsoft Dynamics GP.
Automatically importing the vendor data saves you a considerable amount of time. Contact your reseller for more
information.
Vendor card information includes the following sections:
Vendor status
Vendor approval workflow
Adding vendor cards
Setting up vendor default posting accounts
Setting up e-mail options for a vendor
Setting up e-mail options for a group of vendors
Setting up vendor withholding options
Address IDs and taxes
Entering vendor addresses
Setting up 1099 information
Entering vendor Intrastat statistics
Vendor status
Vendor statuses can be used for categorizing your vendors according to their business practices. Vendors can be
active, inactive and temporary. Each of these statuses can be used to limit the data that can be entered or posted
and places restrictions on deleting or modifying a vendor card. You can select the vendor status in the Vendor
Maintenance window.
STATUS ACTIVE INACTIVE TEMPORARY
Definition An active vendor is a person An inactive vendor is a A temporary vendor is a

or company you have a person or company you person or company you
long-term relationship with don’t do business with have a short-term
and for whom you need to anymore; typically these are relationship with and are
keep detailed information. vendors whose records you keeping minimal information
can’t delete because for. You can change a
historical information is kept temporary vendor to an
for them. active vendor or an inactive
vendor.
Transaction Entry You can enter, save and post You can’t save or post You can enter, save and post
transactions and payments transactions and payments, transactions and payments
and print checks. or print checks. and print checks. You can
void vouchers or checks as
long as the temporary
vendors have not been
deleted.
Deletion You can delete an active You can delete an inactive You can delete a temporary
vendor record if the vendor vendor record if the vendor vendor record if the vendor
has no current balance, no has no transaction or has no current balance, no
1099 balance, no transaction payment history, and no 1099 balance, and no open
or payment history and/or 1099 balance. purchase orders in Purchase
no open purchase orders. Order Processing. This
vendor type can have
records in history, and still
be deleted.
Making a vendor inactive isn’t the same thing as placing a vendor on hold. You might find it helpful to think of
inactivating a vendor record as a permanent change that reflects you no longer do business together, while placing
a vendor on hold usually is a temporary change to the vendor’s status. If you inactivate a vendor record, you can’t
enter transactions of any kind for the vendor. If you place the vendor on hold, you can’t make payments to the
vendor, but you still can apply vouchers and post transactions for the vendor. For more information about vendor
holds, see Placing or removing a vendor hold.
Vendor approval workflow
Your company can use the vendor approval workflow feature as part of its business controls. If you use this feature,
you can define an approval process for new vendor records or modifications to an existing vendor record.
When a vendor record is ready to be approved, approvers can be notified and the vendor records can be approved,
using Microsoft Outlook, Microsoft Dynamics GP, or SharePoint®. After a vendor has been approved, you can
perform the following tasks for the vendor.
Post payables transactions
Select vendors and vouchers for payment
Print checks
Post manual payments
Post scheduled payments
Print 1099 statements
Apply documents
Print purchase orders
Post Purchase Order Processing invoices
For more information about Workflow, see the System Setup Guide (Help >> Printable Manuals >> select System
>> select System Setup Guide) or the Workflow Administrator’s Guide (Help >> Printable Manuals >> select
System >> select Workflow Administrator’s Guide).
Adding vendor cards
Use the Vendor Maintenance window to create new vendor cards. Before you begin entering the first vendors,
consider how to arrange the current and future vendor records. You might want to assign specified groups of IDs
to different types of vendors. You also might want to assign them to different vendor classes.
Once you decide the most appropriate numbering system, be sure that all the IDs have the same number of
characters. Use the system consistently for the best results when printing reports and using other windows.
To add a vendor card:
1. Open the Vendor Maintenance window. (Purchasing >> Cards >> Vendor)
Some fields in the window will have default values. Some default values are the same for all vendor
information, but others come from the vendor class information entered in the Vendor Class Setup window
and the Vendor Class Accounts Setup window. Refer to the table for more information.
SELECTION DEFAULT
Status Active
Tax Type Not a 1099 Vendor
Minimum Payment No Minimum
Maximum Invoice Amt No Maximum

SELECTION DEFAULT
Credit Limit Unlimited
Writeoffs Not Allowed
Maintain History All types are marked
2. Enter a vendor ID and name information. The short name can be used in circumstances when the vendor
name is too long. The check name is the name that is printed on checks.
Vendor statuses can be used for categorizing your vendors according to their business practices. Vendors
can be active, inactive and temporary. Each of these statuses can be used to limit the data that can be
entered or posted and places restrictions on deleting or modifying a vendor card. See Placing or removing a
vendor hold for information about vendor holds.
3. Assign the vendor to a class. Once a class ID is entered, much of the information in this window, the Vendor
Maintenance Options window and Vendor Account Maintenance windows will appear as default values,
which can be changed on a per-vendor basis.
4. Enter address information. A primary address ID is required if you enter any address information in this
window. (Address information can also be entered and maintained in the Vendor Address Maintenance
window. See Entering vendor addresses for more information.) Internet address information can also be
entered by choosing the Internet Information button. To send purchase orders and vendor remittances in e-
mail, use the Internet Information window to enter To, Cc, and Bcc e-mail addresses
5. Enter phone and fax numbers.
6. Enter a tax schedule, shipping method and UPS Zone, if you didn’t enter a class ID for this vendor card, or to
change the class defaults.
7. Enter address IDs for purchases, remitting to, shipping from, and sending 1099 statements for this vendor, if
the vendor has different addresses for multiple purposes.
8. Enter the vendor account number the vendor has assigned to you.
9. Enter comments. Comments are for your reference and will appear on the Vendor Setup List.
10. Choose Options to open the Vendor Maintenance Options window.
11. Enter vendor options or change vendor options from those that are provided as default values from the
class. When you’re satisfied with the entries, choose OK.
NOTE
If you marked to print either the Historical Aged Trial Balance in the Payables Management Setup window or to
reprint posting journals in the Audit Trail Codes Setup window, the system keeps history to print those reports even if
you didn’t mark to keep transaction history or distribution history for vendors. If you didn’t select these options, the
history selections you make for individual vendors are used.
12. If your business requires it, you can use the Vendor Withholding Options window to set up automatic
withhold a portion of payments to forward to the appropriate taxing authority. See Setting up vendor
withholding options for more information.
13. Choose the Attachment Management icon to attach documents to the vendor record, if applicable.
14. In the Vendor Maintenance window, save the vendor record or submit the vendor record for approval, if you
are using vendor approval workflow.
To print a Vendor Setup List, choose File >> Print.
Setting up vendor default posting accounts
Use the Vendor Account Maintenance window to change the accounts for a single vendor. You can set up posting
accounts on a per-vendor basis so each transaction you enter can use different posting accounts according to your
needs. When you enter transactions, amounts are distributed to the accounts you assign to the vendor using this
window.
If you don’t enter default posting accounts for a vendor, the accounts you set up using the Posting Accounts Setup
window are used for all transactions entered for the vendor. However, you can change distributions during
transaction entry.
You can use the Additional Vendor Accounts window to set up additional purchase accounts to use during
transaction entry when you distribute amounts to posting accounts.
For example, assume that you have two employees working in separate departments. These employees both
purchase office supplies from the same vendor, and the vendor sends you one invoice for both purchases. By
assigning different accounts for each employee’s department, you can track the expenses by department.
If you entered a class ID for this vendor, the posting accounts you entered using the Vendor Class Accounts Setup
window appear as default values in the Vendor Account Maintenance window.
To set up vendor default posting accounts:
1. Open the Vendor Account Maintenance window. (Purchasing >> Cards >> Vendor >> Accounts)
2. Mark whether to use the Cash account from the checkbook or vendor.
NOTE
3. Enter or change the default posting accounts.

4. Choose the Purchases ellipses button to open the Additional Vendor Accounts window.
5. Enter the additional purchase accounts to use for this vendor.
6. Select default purchase accounts. During transaction entry, each account you marked to appear as the
default value for transactions appears in the Payables Transaction Entry Distribution window.
You also can view a list of purchasing accounts using the Accounts lookup window during transaction entry.
7. Choose OK to close the Additional Vendor Accounts window.
8. Choose OK to save and close the Vendor Account Maintenance window.
Setting up e-mail options for a vendor
Use the Vendor E -Mail Options window to select which documents you want to send to the vendor. You also can
specify message IDs and the document format to use for the vendor. A message ID is a predefined message that
you can assign to a document that you want to send in e-mail. For example, you can send a holiday greeting
message to a vendor.
as attachments, you can select to send multiple attachments to the vendor and set the maximum file size of the
document.
Purchasing E -mail Setup window. See your System Setup Guide (Help >> Contents >> select Setting up the
System) for more information.
To set up e-mail options for a vendor:
1. Open the Vendor E -mail Options window. (Purchasing >> Cards >> Vendor >> Select a vendor ID >> E -
mail)
documents sent to the vendors, and then enter the file size limit. If this field is unmarked, there isn’t a size
limit.
select the format to send the document.
documents selected in the Purchasing E -Mail Setup window.
If you didn’t select a message ID for the document type in the Purchasing E -mail Setup window, the
Message ID field is blank. You can enter or select a message ID.
enabled in the Template Configuration Manager window. Standard reports (reports generated by the Report Writer
engine) are sent when you send documents as HTML attachments.
6. Choose OK to update the selected vendor with the options you entered.
Setting up e-mail options for a group of vendors
Use the Mass Vendor E -Mail Settings window to assign e-mail settings to multiple vendor records. You can select
which documents you want to send to the vendors. You also can specify message IDs and the document format to
use for the vendors. A message ID is a predefined message that you can assign to a document that you want to
send in e-mail. For example, you can send a promotional message to your vendors when sending purchase orders
in e-mail.
document.
as attachments, you can select to send multiple attachments to the vendors and set the maximum file size of the
document.
To set up e-mail options for a group of vendors:
1. In the navigation pane, choose the Purchasing button, and then choose the Vendors list.
2. Mark the vendors that you want to set up e-mail options for.
3. In the Modify group, click the overflow menu and then select E -mail Settings to open the Mass Vendor E -
4. Select to send documents as attachments or embed documents in the body of e-mail messages.
documents selected in the Purchasing E -Mail Setup window.
If you didn’t select a message ID for the document type in the Purchasing E -mail Setup window, this
field is blank.
7. Choose OK to save your entries and to close the Mass Vendor E -mail Settings window.
Setting up vendor withholding options
Use the Vendor Withholding Options window to specify tax withholding for a vendor.
In Australia, withholding is a way of paying taxes for people who earn money under contract by providing
architectural, building and construction, cleaning, engineering, motor vehicle repair, and other services. If a vendor
is subject to withholding taxes, you must set up withholding options for this vendor.
In North America, vendor withholding can be used to automatically withhold a portion of the amount you pay to a
vendor to help both your business and your vendor’s business comply with applicable tax laws. Vendor
withholding in North America is optional.
Before you enter withholding options, you must enter your company’s withholding rate, withholding vendor ID,
and withholding file/reconciliation number information using the Company Setup Options window. Refer to the
documentation for the Company Setup Options window for more information.
See the GST and Australian Taxes documentation for more information about setting up Australian taxes.
To set up vendor withholding options:
1. Open the Vendor Withholding Options window. (Purchasing >> Cards >> Vendor >> Withholding button)
2. Mark Subject To Withholding Deduction.

3. Select a withholding type.
4. Enter the vendor’s tax rate.
NOTE
If the variance certificate or the deduction certificate expires and the new expiration date isn’t entered, the standard
rate entered in the Company Setup Options window calculates the tax until a new variance or deduction certificate
number is entered.
5. Enter the starting and ending dates for the period the payee worked during.
6. Select the type of business the vendor is part of.
7. Enter the payee’s date of birth. This field is available only if you selected Individual as the entity type.
8. Select the type of withholding form the payee must complete for the Australian Taxation Office (ATO ).
9. Select the status of the Tax File Number (TFN ) for the payee.
10. Select the type of income being reported on the payment summary. Some options will be available based
on other selections you made in this window.
Address IDs and taxes
Calculation of sales taxes depends on the address ID and shipping method specified for a transaction, along with
the tax schedule assigned to the transaction. If the shipping method requires you to pick up the merchandise, the
tax schedule assigned to the vendor’s address ID is used. If the shipping method requires the vendor to deliver the
merchandise, the tax schedule from your company is used.
Entering vendor addresses
Use the Vendor Address Maintenance window to enter multiple address IDs for an individual vendor.
To enter a vendor address:
1. Open the Vendor Address Maintenance window. (Purchasing >> Cards >> Addresses)
2. Enter or select a vendor ID.
If you are using vendor approval workflow, the vendor must have the workflow status of Approved or No Approval
Needed before you can enter or select a vendor ID. You can enter or select a vendor that is pending approval if you
can approve vendor records.
3. Enter an address ID that appropriately names the address, such as Main, Shipping, or Billing.
Enter Internet address information, such as an e-mail address, web page URLs, or FTP sites, by choosing the
Internet Information button in the Address ID field. To send purchase orders and vendor remittances in e-mail, use
the Internet Information window to enter To, Cc, and Bcc e-mail addresses. See the System Setup instructions
(Help >> Contents >> select Setting Up the System) for more information.
4. Enter address, phone, and fax information.
Setting up 1099 information
Use the 1099 Setup window to specify the 1099 statement box descriptions and the minimum amounts to track for
each box and for each type of 1099 statement your business prints.
To set up 1099 information:
1. Open the 1099 Setup window. (Purchasing >> Setup >> Payables >> 1099 Setup button)
2. Select a tax type to enter information for a specific 1099 statement: Dividend, Miscellaneous, and Interest.
3. Enter box descriptions and minimum amounts, as needed, for each box for the tax type you’re setting up.
4. Choose OK to save changes and return to the Payables Management Setup window.
5. Enter or select a tax schedule, shipping method, and UPS zone for the address.
6. Choose Save to add the address ID. To print a Vendor Addresses List, choose File >> Print.
Entering vendor Intrastat statistics
Use the Vendor Intrastat Setup window to enter a vendor’s tax registration number. If Intrastat information was
entered for the vendor class and rolled down, that information appears in this window. Use the Vendor Intrastat
Setup window to change Intrastat information for an individual vendor or to enter Intrastat information if none
was entered for the vendor class.
window.
To enter vendor Intrastat statistics:
1. Open the Vendor Intrastat Setup window. (Purchasing >> Cards >> Addresses >> Intrastat button)
2. Enter the tax registration number.
3. Enter or select country, transport mode, transaction nature, incoterms, procedure/regime, port, region,
country of origin and tax commodity codes for the vendor class.
4. Choose OK to close the Vendor Intrastat Setup window.
5. In the Vendor Address Maintenance window, choose Save to save the information.
NOTE
Deleting the vendor address ID also deletes Intrastat information.
Chapter 4: Beginning balances and vendor history

If you’re setting up Payables Management for the first time, you must enter the beginning, or outstanding, balances
owed to each vendor.
Entering vendor history gives you the historical background you need to use reports and windows to compare
amounts for previous years with the current year. See Chapter 17, “Utilities,” for information about removing
historical information.
Enter beginning balances before entering vendor history so amounts aren’t posted twice.
Beginning balance and history information is described in the following sections:
Entering vendor credit summary history
Entering vendor period summary history
Entering vendor yearly summary history
Enter beginning balances for each outstanding transaction for each vendor or enter beginning balances as one
summarized transaction total for each vendor. To enter beginning balances as a summarized total, be sure to
include the payments you made, along with the outstanding vouchers you owe when you calculate the beginning
balance total for each vendor. This ensures the beginning balance total is correct for each vendor.
We recommend that you enter each outstanding transaction for each vendor and that you create batches instead
of using transaction-level posting. You can then print edit lists to verify the entries before posting.
To enter beginning balances:
2. Choose Purchasing as the series and Payables Trx Entry as the origin. Unmark Post to General Ledger if
General Ledger is part of your system. Change the origin to Payment Entry and unmark the option again.
This ensures that the beginning balance transactions you’re entering in Payables Management won’t affect General
Ledger account balances. The accounts in General Ledger might be overstated if you don’t unmark this posting
option before completing this procedure.
3. Open the Payables Batch Entry window. (Purchasing >> Transactions >> Batches)
Create a single-use batch (typically called BBAL ) for the beginning balances. Select Payables Trx Entry as the batch
origin for transactions or select Manual Payment as the batch entry for payments.
4. Choose Transactions to open the Payables Transaction Entry window or the Payables Manual Payment Entry
window —depending on the batch origin— where you can enter transaction information.
5. Enter beginning balance transactions. The actual balances are entered by entering transactions.
Depending on the information you keep for vendors and records, you enter different information.
Transaction history in detail Enter each transaction and payment as a separate entry.
Transaction history in summary Enter one transaction for the entire amount due for each
period or month. Enter one lump sum payment for each
period or month.
Beginning balances only Enter the outstanding transactions and payments as separate
entries.
See Chapter 8, “Transactions,” for more information.

6. Print an Aged Trial Balance as a record of the beginning balances. It shows the number of days transactions
are outstanding, and any valid discount amounts already paid on invoices. See Chapter 16, “Reports,” for
more information about printing reports.
7. After entering and posting the beginning balances for the vendors, return to the Posting Setup window.
Mark Post to General Ledger Files for the Purchasing series, so regular payables transactions are posted to
General Ledger.
8. Create a backup of the setup options and default values, class and vendor records, and beginning balances.
If a power fluctuation or some other problem occurs, you can restore the beginning data. See the System
Administrator’s Guide (Help >> Contents >> select System Administration) for more information about
making backups. If you’re required by the US Internal Revenue Service to send 1099 statements to specific
vendors, check the 1099 amounts in the Vendor Yearly Summary window to be sure the 1099 amount for
each vendor is correct. Payables Management uses the 1099 amounts displayed in the Vendor Yearly
Summary window when printing the 1099 statements.
Entering vendor credit summary history
Use the Vendor Credit Summary window to enter credit summary history for each vendor. The Current Balance
field and the aging period information are updated as you enter and post transactions for each vendor. If you
marked Age Unapplied Credit Amounts in the Payables Management Setup window, unapplied credit amounts
also are included in the aging process.
If you are allowing prepayments for purchase orders, prepayments are not included in the current balance amount
because a prepayment is a deferred charge and not a payment on accounts payables.
When history has been originated by entering it here or by entering transactions, the fields in these windows are
updated as transactions are posted. Information is updated in the inquiry windows, as well.
If you’re using Multicurrency Management, amounts in this window are displayed in the functional currency. If
transactions were entered in foreign currencies, the functional equivalents are displayed.
To enter vendor credit summary history:
1. Open the Vendor Credit Summary window. (Purchasing >> Cards >> Summary)

3. Enter last check and last invoice information.
4. Enter the unapplied payment and highest balance amounts.
5. Enter the unpaid finance charges amount, the first purchase date, and the number of days it typically takes
your company’s checks to clear from this vendor.
6. Enter the average days to pay.
7. Enter the number of paid invoices.
8. Enter other history types. See Entering vendor period summary history and Entering vendor yearly
summary history for more information.
9. Choose Save. Continue entering other types of history as needed. When you enter all the history you need,
you can choose File >> Print to print a Vendor Financial Summary Report.
Entering vendor period summary history
Use the Vendor Period Summary window to enter historical amounts per period— fiscal or calendar. To keep both
fiscal and calendar period history if those periods are different, you must enter each type separately.
To enter vendor period summary history:
1. Open the Vendor Period Summary window. (Purchasing >> Cards >> Summary >> Select a vendor ID >>
Period button)
3. Enter a year.
4. Enter or select the number of the month or period.
5. Enter the amounts for the month or period you selected.
If you posted beginning balances for this vendor, balances might be displayed for some periods.
NOTE
Changing the 1099 amount in this window does not affect the 1099 statement amount. To change the amounts that are
printed on 1099 statements, choose the expansion button for the 1099 Amount field in the Vendor Period Summary
windows to open the 1099 Details window.
6. Choose Save.
Entering vendor yearly summary history
Use the Vendor Yearly Summary window to enter summarized history information. Amounts might appear if you
posted beginning balances for the vendor. You must select Amounts Since Last Close as the summary view to enter
information in this window.
If you’re using this window to view vendor yearly summary information by fiscal or calendar year, the amounts in
the Year-to-Date and Last Year columns are calculated using period detail information, based on the year you enter.
The year-todate and last-year amounts for Amounts Since Last Close were determined during the most recent
year-end closing process.
If you’re required by the US Internal Revenue Service to send this vendor a 1099 statement, be sure the vendor’s
1099 year-to-date amount is correct.
Changing the 1099 amount in this window won’t affect the 1099 statement amounts. Use the 1099 Details to
change amounts that appear on 1099 statements.
To enter vendor yearly summary history:
1. Open the Vendor Yearly Summary window. (Purchasing >> Cards >> Summary >> Select a vendor ID >>
Yearly button)
2. Select Amounts Since Last Close as the summary view, if you’re entering vendor yearly summary history.
3. Enter year-to-date, last-year, and life-to-date totals for each category.
4. Select Calendar or Fiscal for the summary view if you want to view the historical amounts per period. You
can change the fiscal/calendar year and periods to view the amounts for specific time periods. Press
Calculate to redisplay the amounts.
5. To print the Vendor Financial Summary Report, so you can verify the information you entered for the
vendor, choose File >> Print. The report is printed with the information you’re currently viewing in the
Vendor Yearly Summary window.
6. Choose OK.
Chapter 5: Vendor maintenance
This part of the documentation describes the maintenance tasks you encounter when working in Microsoft
Dynamics GP.
Vendor maintenance information is divided into the following sections:
Placing or removing a vendor hold
Inactivating a vendor card
Modifying a vendor card
Deleting a vendor card
Deleting a vendor class
Deleting a vendor address
Placing or removing a vendor hold
During the course of business, you might want to place a vendor record on hold. For example, if you receive the
wrong merchandise from a vendor, you might not want to pay the vendor until the correct merchandise is shipped.
Use the Vendor Maintenance window to put the vendor card on hold and restrict what information you can enter
for the vendor, or to release the vendor hold.
When a vendor card is on hold, you can’t issue or apply payments. However, you can enter, post, and apply
transactions from the vendor you placed on hold.
A password might be required to remove a hold on a vendor record.
To place or remove a vendor hold:
3. Mark Hold to place the vendor card on hold or unmark Hold to remove it. Choose Save
NOTE
Depending on how Payables Management was set up, a password might be required to remove a hold on a vendor record.
Inactivating a vendor card

Use the Vendor Maintenance window to inactivate a vendor card. Inactive vendors are vendors you no longer want
to have a business relationship with, but for whom you can’t delete records because historical information is being
kept.
You can’t inactivate a vendor record if it has a current balance, or unposted and posted transactions. If a purchase
order is assigned to a vendor record, the purchase order must be moved to history before you can inactivate the
vendor record.
If the vendor card you’re inactivating has a current balance or a 1099 amount, you must wait to inactivate the card
until after you close the Payables Management year. See Chapter 18, “Routines,” for more information about closing
a year.
To inactivate a vendor card:
3. Select the Inactive status to inactivate the vendor. Choose Save.
Modifying a vendor card
Use the Vendor Maintenance window to modify a vendor card. You may have to change a vendor’s credit limit or
telephone number.
If you are using vendor approval workflow, you must resubmit the vendor card for approval if you change one of
the following fields.
WINDOW FIELDS
Vendor Maintenance City, State, UPS Zone, Remit to address
Vendor Maintenance Options Discount Grace Period, Due Date Grace Period, Payment
Priority, Minimum Order, Trade Discount, Minimum Payment,
Maximum Invoice Amount, Credit Limit, Writeoffs
To modify a vendor card:

You can modify a vendor card that is pending approval if you are the current approver of the vendor card.
3. To make changes to the vendor card, enter the new information.
4. Save the vendor card or submit it for approval if you are using vendor approval workflow.
Deleting a vendor card
Use the Vendor Maintenance window to delete a vendor card, if the card is obsolete and you’re not planning to use
it again in the future. You can’t delete a vendor card if it contains any of the following information:
A current balance
A 1099 amount for the current year (United States only)
Unposted and posted transactions
Transactions in history; you can delete temporary vendors even if they have transactions in history
To see whether a vendor has records in the history table, print a Payables Transaction History Report without
removing historical information. If you’re keeping transaction history for the vendor, it appears on the report. You
also can use the Vendor Credit Summary Inquiry window to see whether the vendor has current-year activity, and
the Payables Transaction Inquiry windows to see whether you’re keeping history.
See Chapter 17, “Utilities,” for more information about removing history.
If history is being kept for a vendor you’re planning to delete, you must remove history before deleting the card.
Or, you can change the vendor status to Temporary and delete the card, because you can delete temporary vendor
cards when you’re keeping history. Deleting a vendor card for a temporary vendor does not remove historical
information for that vendor.
To delete a vendor card:
3. Choose Delete.
To delete a vendor record with a workflow status of Pending Approval, you must be the current approver of the
vendor card or you must have permission to act on the tasks of other users during the vendor approval process.
Deleting a vendor class
Use the Vendor Class Setup window to delete a vendor class, if the class is obsolete and you’re not planning to use
it in the future.
When you delete a vendor class, the vendor cards assigned to the class aren’t affected, except that the class ID will
be invalid.
You might want to print a Vendor Setup List, sorted by class, to view the vendors that will be affected by the
deletion.
To delete a vendor class:
1. Open the Vendor Class Setup window. (Purchasing >> Setup >> Vendor Class)
2. Enter or select a class ID.
3. Choose Delete.
Deleting a vendor address
Use the Vendor Address Maintenance window to delete a vendor address, if the address is obsolete and you’re not
planning to use it in the future.
You can’t delete an address ID assigned to a vendor record. To delete an assigned address ID, first clear the address
ID using the Vendor Maintenance window.
To delete a vendor class:
1. Open the Vendor Address Maintenance window. (Purchasing >> Cards >> Addresses)
2. Enter or select a class ID.
3. Choose Delete.
This part of the documentation includes the procedures you use to complete payables tasks in your Microsoft
Dynamics GP system. Payables Management transaction information is divided into the following topics:
Chapter 6, “Multicurrency transactions,” describes the effects of using Multicurrency Management with
Payables Management.
Chapter 7, “Batches and posting,” explains how to use batches to group purchasing documents for posting.
Chapter 8, “Transactions,” explains how to enter invoices, credit memos, returns, finance charges, and
miscellaneous charges in Payables Management.
Chapter 9, “Transaction maintenance,” explains how to correct, delete, or void transactions, or place them on
hold.
Chapter 10, “Payments,” describes the different ways to pay vendors.
Chapter 11, “Scheduled payments,” describes how to create, edit, and post payment schedules.
Chapter 12, “Applying,” contains information about assigning specific amounts to pay all or part of a
transaction.
Chapter 13, “Customer/vendor consolidations,” includes information on creating customer/vendor
relationships and consolidations documents.
Chapter 14, “Multicurrency applying,” contains information specific to applying and unapplying
multicurrency transactions.
If you’re using Multicurrency Management with Payables Management, you can choose the currency to enter on
transactions.
assigned to the transaction. The rate type is based on the rate type you assigned to the selected vendor. If a rate
type isn’t assigned to the vendor record, the default rate type for the Purchasing series, which you specified using
the Multicurrency Setup window, is used. You also can choose the Currency field expansion button to open the
Exchange Rate Entry window, where you can view or modify the default exchange rate.
The document date assigned to a transaction determines the exchange rate to use, based on the currency ID and
associated rate type entered for the transaction. Each time you change the document date on a multicurrency
When you enter a multicurrency transaction, the originating debit and credit amounts must balance. If the
functional equivalents don’t balance, the difference is posted to a Rounding Difference account. A distribution type
of Round identifies the distribution amount in the Purchasing Distribution Entry window.
For example, assume that you’ve entered a transaction in the euro currency with a payment amount of 28,755.42
EUR, a trade discount of 586.84 EUR, and a discount available of 1544.33 EUR, when the exchange rate is 1.0922.
The distributions are calculated as shown in the following table:
Accounts 28,755.42 EUR $31,406.67
Receivable
Discounts 1544.33 EUR $1686.72
Available
Accrued 30,886.59 EUR $33,734.33
Purchases
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.33
Rounding Diff $0.01
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.34
Chapter 7: Batches and posting

Batches are groups of transactions, identified by a name or a number, that you can use for identification purposes,
and to make the posting process easier. You can use batches to group similar transactions during data entry and
review them before posting at a later time. You can identify batches as a group of transactions entered by a specific
employee or on a particular date.
about posting reports for Payables Management, refer to Payables Management standard report summary.
If you are using vendor approval workflow, you can post transactions in a batch only if the vendors assigned to the
transactions have the workflow status of Approved or No Approval Needed. If you post a batch and a vendor isn’t
approved, transactions for that vendor aren’t posted and remain in the batch. For more information about vendor
approval workflow, see Vendor approval workflow .
Batch information is broken into the following sections:
Creating a batch
Payables batch approval workflow
Modifying or deleting a batch
Posting a batch
Posting batches by series
Creating a batch
Use the Payables Batch Entry window to create a batch, or group, of transactions. You can create batches that you
use just one time, or recurring batches for transactions you enter on a regular basis.
To create a batch:
3. Select the batch origin. The origin identifies the window that transactions for this batch will be entered in.
Since batches can use only one origin, you can have several batches with the same name, but different
origins.
4. Enter a batch comment.
5. If you are creating a computer check batch for purchase order prepayments, mark Purchasing Prepayment
Batch.
This option is available if you have marked the Allow Purchase Order Prepayments option in the Purchase
6. Select a frequency if the origin is Payables Transaction Entry. Select Single Use for batches you enter and
post only once.
If this batch is a recurring batch, select the frequency to repost the transactions.
7. Enter the number of times to repeat posting in the Recurring Posting field.
Leave the Recurring Posting field as zero for an unlimited number of postings. The batch must be posted at
the interval you select, but you don’t need to reenter the transactions in the batch.
If you select Miscellaneous as the frequency, enter the number of days for the posting date to increment.
If you’re using Multicurrency Management and you’re planning to enter transactions involving multiple
currencies, select single-use. Multicurrency batches must be single-use because exchange rates for
document dates can’t be predicted.
8. Enter a posting date. The user date is the default posting date, but you can change it to post the batch as of a
different date.
The posting date entered here is the date General Ledger files are updated. Payables Management records
are updated according to the date entered in the Payables Transaction Entry window.
10. Enter currency information, if the origin is Computer Check (otherwise, these fields are unavailable). Enter a
check date to appear on checks in this batch. The check date also determines the exchange rate to use for
checks in this batch.
Enter a currency ID; all computer checks in this batch must use the same currency ID and have the same
check date.
11. Enter any requirements for posting the batch, such as batch totals.
12. To print a batch edit list, choose File >> Print. Choose Save.
[!NOTE ] You may receive an error message "The fiscal period that contains this posting date has not been set up"
when you create a credit card payment in a computer check batch. What can cause this error is the following:
1. You have a computer check set to have posting date from the transaction or
2. You do not have EFT for payables registered under Tools | Setup | System | Registration
If you enable EFT for payables, then a new field will appear in the print payment window that allows you to set the
value and you can post without issue. The other workaround is to set the posting date from the batch so you can
see the posting date in the batch window.
Payables batch approval workflow
If your company uses the Workflow feature among its business controls, batches might have to be approved before
posting. The rules for approving batches can be defined to fit your organization’s needs. Multiple approvers might
be required, or approval might not be required for batches with few transactions or small currency amounts. When
a batch is ready to be approved, approvers can be notified and the batches can be approved, using Microsoft
Outlook or Microsoft Dynamics GP. After a batch is approved, it can be posted.
Before you can use the batch approval workflow for Payables Management, you must turn off the Require Batch
Approval feature in Microsoft Dynamics GP. To do so, open the Posting Setup window (Administration >> Setup
>> Posting >> Posting) and select the Purchasing series. Unmark the Require Batch Approval option for batches
whose origin is General Entry and Clearing Entry.
Use the Payables Batch Entry window to correct or delete a batch. You can change or delete unposted batches at
any time. Recurring batches are deleted after the batch has been posted the number of times you specify in the
Recurring Posting field.
See Correcting or deleting an unposted transaction for information about changing the transactions in a batch.
To modify or delete a batch:
2. To correct the batch, replace the incorrect information with correct information. Choose Save to save the
changes or submit the batch to workflow. If you use workflow and you change a transaction, you must
resubmit the batch to workflow.
3. To delete the batch, choose Delete and close the window.
To modify a batch using the action pane:
1. In the navigation pane, choose the Purchasing button, then choose the Payables Batches list.
2. Select a batch to modify.
3. Choose Edit to open the Payables Batch Entry window.
4. To delete a batch, choose Delete and close the window.
5. To correct the batch, replace the incorrect information with the correct information. Choose save to save the
changes or resubmit the batch for approval, if you are using workflow.
Posting a batch
Use the Payables Batch Entry window to post batches you’ve entered in Payables Management. You also can view,
print an edit list, mark, and post one or more batches using the Payables Batches list view and the buttons in the
action pane.
To post a batch:
1. Print an edit list and review the transactions in the batch. You can print an edit list from the Payables Batch
Entry window, with the appropriate batch ID displayed. If you need to make corrections, do so at this time.
2. Make a backup of your company’s data. See the System Administrator’s Guide (Help >> Contents >> select
System Administration) for more information about making backups.
4. Enter or select the batch ID and origin.
5. Choose Post. The transaction entries in the batch update vendor summary information, tax records, and
distribution accounts, and become part of your company’s permanent records.
If you’re set up to post to rather than through General Ledger, the batch appears in the Financial Series Posting
and Master Posting windows. You can edit the transactions in the General Ledger Transaction Entry window before
posting them again. Accounts are updated when you post the transactions in General Ledger.
If you post through General Ledger, accounts are updated at once and you don’t need to post the batch again in
General Ledger.
6. Print the posting journals and distribution breakdown registers. Using the Posting Setup window, you can select
posting journals to print according to your preferences. A Report Destination window might appear for each
posting journal that is printed.
To post a batch using the action pane
1. Open the Payables Batches list view. From the Purchasing list view, select Payables Batches in the navigation
pane.
2. Print an edit list for each batch to post and review the transactions in that batch. In the Reports group on the
action pane, choose Print Edit List.
3. Review the transactions, make any changes necessary and print the edit list again to verify them. For more
information, see Chapter 9, “Transaction maintenance.”
4. Save your changes and close the Transaction Entry and Batch Entry windows.
6. From the Payables Batches list, mark the batches to post.
7. Choose to post the selected batches.
If you’re set up to post to rather than through General Ledger, the batch appears in the Financial Series
Posting and Master Posting windows. You can edit the transactions in the General Ledger Transaction Entry
window before posting them again. Accounts are updated when you post the transactions in General
Ledger. If you’re using Workflow, and change a batch, you must resubmit that batch for approval.
If you post through General Ledger, accounts are updated at once and you don’t need to post the batch
8. Print the posting journals and distribution breakdown registers. Using the Posting Setup window, you can
select posting journals to print according to your preferences.
Posting batches by series
Use the Purchasing Series Posting window to post Payables batches by series. Series posting lets you post any
batch that’s been entered in the Purchasing series.
To post a batch by series:
1. Print an edit list to review the transactions. You can print an edit list from the Payables Batch Entry or
Purchasing Batch Entry windows, with the appropriate batch ID displayed. You must print a separate edit list
for each batch. If you need to make corrections, do so at this time.
3. Open the Purchasing Series Posting window. (Purchasing >> Transactions >> Series Post)
4. Mark the Status check box for each batch to post. The status changes to Marked, which indicates to other
users that the batch is ready to be posted.
5. Choose Post. The transactions in the batches update vendor summary information, tax records, and
distribution accounts, and become part of the company’s permanent records. Your checkbook also is
updated if you’re using Bank Reconciliation. Posting journals and distribution breakdown registers might
appear for printing, depending on the options you selected in the Posting Setup window.
NOTE
If you entered batch total requirements or batch approval requirements in Payables Management, and you posted a batch
through General Ledger, the batch is posted through regardless of the batch requirement or approval requirements you
selected in General Ledger.
Chapter 8: Transactions
Invoices, credit memos, returns, finance charges, and miscellaneous charges are the document types you can enter
in Payables Management. (Payments are explained in Chapter 10, “Payments.”) These types of transactions are
entered using the Payables Transaction Entry window and are grouped together in this section according to
similarities in the entries.
Transaction information includes the following sections:
Transaction entry overview
Apply options
Entering an individual invoice
Entering invoices in a batch
Entering credit memos or returns
Entering finance or miscellaneous charges
Transaction distributions
Distributing transaction amounts
Distributing additional taxes and writeoff amounts
Deleting distributions
Distributing tax amounts
Withholding reports
Transaction entry overview
When you enter transactions using the Payables Transaction Entry or Payables Batch Entry windows, you must
specify several options, including document date and account distributions. The following information more fully
explains some of these options.
Document date This is the date when Payables Management records are updated. This date also determines the
exchange rate to use, based on the currency ID and associated rate type entered for the transaction. You also can
choose the Document Date field expansion button and enter a posting date, which is the date General Ledger
records are updated.
Temporary vendors To enter a temporary vendor for this invoice, place the insertion point in the Vendor ID field
and choose Options >> Temporary Vendor. The Vendor Maintenance window opens, and you can enter as much
information as you need for this temporary vendor. The number to identify the vendor appears as a default entry
from the Payables Setup Options window.
Currency ID If the currency ID is an alternate currency, a rate type and associated exchange rate table are assigned
to the transaction. The rate type is based on the rate type you assigned to the selected vendor; if you haven’t
assigned a rate type to the vendor, the default rate type for the Purchasing series, specified in the Multicurrency
Setup window, is used. To view or modify the default exchange rate for this transaction, choose the currency ID
expansion button to open the Exchange Rate Entry window. See the Multicurrency Management documentation
for more information about exchange rates.
Payment types When you enter an amount in the Cash, Check, or Credit Card fields, an additional window opens
and you can enter detailed information about the payment. See Entering and paying an invoice for more
information.
Account distributions Amounts are distributed to the accounts set up for the vendor record. If accounts aren’t set
up on a vendor record basis, the accounts assigned in the Posting Accounts Setup window are used. Choose
Distributions to open the Payables Transaction Entry Distribution window and adjust account distributions as
needed. See Distributing transaction amounts for more information about distributing amounts.
Shipping method and tax schedule ID The shipping method assigned to a transaction affects how taxes for a
transaction are calculated, if your system is set up to use the shipping method in tax calculations. If the shipping
method you choose requires you to pick up the merchandise, the vendor’s tax schedule is used. If the shipping
method you choose requires the vendor to deliver the merchandise, your company’s tax schedule is used. For more
information about using the shipping method in tax calculations, see the System Setup documentation.
Apply options
When you post transactions or enter them in a batch, you can choose Apply to apply the transactions using the
Apply Payables Documents window. Use this window to assign the amount credited or returned to the original
transaction, or to another transaction, to reduce the liability. See Chapter 12, “Applying,” for more information about
the apply process.
The Apply button is available only for functional currency transactions. You must post alternate currency
transactions before you can apply them.
Only posted transactions appear in the scrolling window. You can apply using one of the following methods:
To automatically apply the credit memo or return, choose Auto Apply. The credit memo or return is applied
to as many documents as the amount of the transaction permits.
To pay specific transactions, mark the check box in front of each transaction to apply this credit memo or
return to. Mark any number of documents until the entire amount is applied. You also can divide the credit
memo or return between several documents by marking the check box and changing the amount in the
Amount Applied column for that transaction.
Entering an individual invoice
Use the Payables Transaction Entry window to enter an invoice. An invoice is a bill for goods or services you
received from the vendor. When you receive an invoice from the vendor, you must enter it into the system to track
the invoice and make payments on it.
Individual invoices are invoices entered without a batch ID. You can enter and post individual invoices immediately,
so records are always up to date. You can’t print edit lists for transactions that aren’t entered in a batch.
To enter an individual invoice:
1. Open the Payables Transaction Entry window. (Purchasing >> Transactions >> Transaction Entry)
2. Enter or select a voucher number. The default number is taken from the Payables Setup Options window.
3. Select Invoice as the document type, and enter a description.
4. Enter a document date, and enter or select a vendor ID.
5. Enter or select an address ID, payment terms, and a currency ID.
If you use multiple remit-to address IDs for a vendor, a separate check will be created for each remit-to
address. See Address IDs and taxes for information how address IDs and shipping methods affect sales
taxes.
6. Enter the document number assigned to this transaction by the vendor.
7. Enter or select a shipping method and tax schedule ID.
8. Enter invoice amounts in the Purchases field. The trade discount is calculated if you entered a trade discount
for the vendor.
Enter additional amounts in the Freight and Miscellaneous fields, as appropriate. You can change the default
tax schedules for those amounts by choosing the Tax Schedule ID expansion button and entering that
information.
9. Enter payment information, if you’re making a payment on all or part of the transaction amount.
Make changes to account distributions, if necessary.
10. Choose Post. Because this transaction wasn’t assigned a Batch ID, it can’t be saved and must be posted
immediately.
Needed before you can post the transaction. If the vendor isn’t approved, you can save the transaction to a batch.
For more information about vendor approval workflow, see Vendor approval workflow.
Depending on how you set up your Microsoft Dynamics GP system, the Transaction Entry Posting Journal and
Distribution Breakdown Register might be printed when the posting process is complete.
Entering invoices in a batch
Use the Payables Batch Entry window or the Payables Transaction Entry window to enter transactions in a batch.
You can enter Invoices in batches to post them as a group. Another advantage to entering invoices in batches is
that you can save the invoices, so you can review the transactions and make corrections before they’re posted. You
also can print edit lists to verify the entries when you enter invoices in a batch.
To enter invoices in a batch from the Payables Batch Entry window:
3. Select Payables Trx Entry as the Origin.
4. Enter batch information in the Comment, Frequency, Posting Date, and Checkbook ID fields. See Creating a
batch for more information.
5. Choose Transactions to open the Payables Transaction Entry window.
6. Enter invoice information, including voucher number, document date, vendor ID, document number, and
purchase amounts. See Transaction entry overview for more information.
8. To print an edit list and verify the entries, choose File >> Print.
To post the invoice, you must post the batch using the Payables Batch Entry window. See Posting a batch for more
information.
To enter invoices in a batch from the Payables Transaction Entry window:
2. Enter or select a voucher number.
3. Select Invoice as the document type and enter a description.
4. Enter or select a batch ID. If you create a new batch, enter batch information using the Payables Batch Entry
window, then close the window. See Creating a batch for more information.
5. Enter invoice information, including document date, vendor ID, document number, and purchase amounts.
See Transaction entry overview for more information.
6. Choose Save to save the entries.
7. To print an edit list and verify the entries, choose File >> Print.
To post the invoice, you must post the batch using the Payables Batch Entry window. See Posting a batch for more
information.
Entering credit memos or returns
Use the Payables Transaction Entry window to enter credit memos and returns. During the course of doing
business, you might return merchandise or receive credit. For example, assume that an office chair you purchased
is defective and needs to be returned. If the voucher recording the purchase already has been posted, you can’t
change the transaction record. You must record the return as a credit memo or as a return.
A credit memo reduces the amount you owe a vendor on account. A credit on your credit card statement or on
your account with the vendor also offsets the amount of the transaction.
When you enter a return, you offset the amount of the original transaction by receiving a credit in the form of cash
or a check.
To enter a credit memo or return:
3. Select Credit Memo or Return as the document type and enter a description.
4. Enter or select a single-use batch, if you’re entering the transaction within a batch of documents. You must
use single-use batches for credit memos and returns.
5. Enter a document date.
6. Enter or select a vendor ID, address ID, and currency ID.
7. Enter the document number assigned to this transaction by the vendor.
8. Enter or select a shipping method and tax schedule ID, if you’re entering a return and these fields apply to
the return.
9. Enter the credit memo or return amount.
NOTE
If you entered a credit memo to reduce your liability to the vendor, you can’t enter payments or a terms discount. All
credit memos are “on account.”
To open the Apply Payables Documents window, choose Apply. See Apply options for more information.
When you finish applying, choose OK to close the Apply Payables Documents window.
To make changes to account distributions, open the Payables Transaction Entry Distribution window. See
Distributing transaction amounts for more information about distributing amounts.
10. Choose Save. If the transaction was entered in a batch, you can save the transaction to post later. You also
can print an edit list by redisplaying the transaction and choosing File >> Print.
If this transaction wasn’t assigned a Batch ID, it can’t be saved, and must be posted immediately. To post the
transaction, you must post the batch using the Payables Batch Entry window. For more information, see Posting a
batch .
Needed before you can post the transaction. If the vendor isn’t approved, you can save the transaction in a batch.
For more information about vendor approval workflow, see Vendor approval workflow .
Entering finance or miscellaneous charges
Use the Payables Transaction Entry window to enter finance charges and miscellaneous charges. A miscellaneous
charge is a charge that isn’t part of the normal purchasing process. Examples of miscellaneous charges are service
charges, such as installations or repairs of merchandise.
A finance charge is the cost of borrowing money, or a fee for not making payments on time. Enter finance charges
separately to track these charges. You also can enter the finance charge as part of the miscellaneous or purchase
amount of the invoice.
To enter a finance or miscellaneous charge:
3. Select Finance Charge or Misc Charge as the document type and enter a description.
The description you enter appears as the reference in the General Ledger Transaction Entry window.
4. Enter or select a batch, if you’re entering the transaction within a batch of documents.
6. Enter or select a vendor ID and an address ID.
7. Enter payment terms, and enter or select a currency ID.
8. Enter the document number assigned to the transaction by the vendor.
9. Enter or select a shipping method and tax schedule ID.
10. Enter the finance charge you owe in the Finance Charge field or the miscellaneous charge you owe in the
Purchases field. The trade discount is calculated if you entered a trade discount for the vendor card.
11. Enter additional amounts in the Freight and Miscellaneous fields, as necessary. You can change the default
tax schedules for those amounts by choosing the Tax Schedule ID field expansion button and entering that
information.
12. Enter payment information, if you’re making a payment on all or part of the transaction amount and choose
save.
To make changes to account distributions, choose Distributions to open the Payables Transaction Entry Distribution
window.
If the transaction was entered in a batch, you can save the transaction to post later. You also can print an edit list by
redisplaying the transaction and choosing File >> Print.
If this transaction wasn’t assigned a Batch ID, it can’t be saved, and must be posted immediately. To post the
transaction, you must post the batch using the Payables Batch Entry window. See Posting a batch for more
information.
Needed before you can post the transaction. If the vendor isn’t approved, you can save the transaction to a batch.
For more information about vendor approval workflow, see Vendor approval workflow .
Transaction distributions
When you use the Payables Transaction Entry Distribution window to distribute transaction amounts, those
amounts are distributed to the posting accounts you assigned in the Vendor Account Maintenance window when
setting up vendor records. If you didn’t assign the accounts when setting up vendor records, the accounts you
assigned using the Posting Accounts Setup window are used. You can edit the distributions.
If additional purchase accounts were set up to appear as default entries during transaction entry, those accounts
appear in this window.
You can distribute amounts to unit accounts to record sales to non-financial accounts. The amounts you distribute
to unit accounts aren’t totaled with other distributions. For example, suppose a department set up a unit account to
track fixed assets, and that department bought 10 computer cabinets. You enter 10 as the debit amount to be
distributed. That amount won’t affect the currency total.
Your distribution settings depend on the options you marked in the Company Setup Options window.
Separate Payment Distributions If you mark this option, Payables Management can create multiple default
distributions with the same distribution type and account in the Payables Transaction Entry Distribution window for
invoices, finance charges, miscellaneous charges, or returns, with payments entered using the Payables Transaction
Entry window.
Merge Trade Discount Distributions in Purchasing If you mark this option, distributions show merged
purchase and trade discount distributions in this window for invoices, miscellaneous charges, finance charges,
returns, and credit memos. For example, instead of a $100 purchase distribution and a trade discount distribution
of $15, there would be a single purchase distribution of $85.
Calculate Tax Rebates If you mark this option and a terms discount is taken, additional distributions are
generated for tax rebates for each tax associated with the purchase.
Distributing transaction amounts
Use the Payables Transaction Entry Distribution window to distribute transaction amounts.
To distribute transaction amounts:
1. Open the Payables Transaction Entry Distribution window. (Purchasing >>Transactions >> Transaction
Entry >> Distributions button)
The scrolling window displays the default distributions created based on the posting accounts assigned to
the vendor. You can distribute a transaction to multiple posting accounts.
2. In the next available line, enter or select another distribution account, choose the distribution type and enter
the next amount.
To use the original distributions if you changed distribution accounts and amounts, choose Default.
NOTE
If you entered several distributions to one particular distribution type, you can choose Redisplay to sort the accounts
in the scrolling window by distribution type. To track non-financial quantities, such as square footage, you can
distribute amounts to unit accounts by selecting Unit as the distribution type and entering a debit or credit amount.
The amounts distributed to unit accounts aren’t reflected in the distribution totals.
3. Continue entering distribution accounts until the transaction is fully distributed.
Distributing additional taxes and writeoff amounts
Use the Additional Purchasing Tax and Writeoff Distributions window to view total discounts and unposted
discounts, and total writeoffs and unposted writeoff amounts for a vendor and document. You also can use this
window to enter unposted discounts distributed to GST (Goods and Services Tax, used in Canada and New
Zealand), and unposted withholding writeoffs, used in Australia.
To distribute additional taxes and writeoff amounts:
1. Open the Additional Purchasing Tax and Writeoff Distributions window. (Purchasing >> Transactions >>
Apply Payables Documents >> Select a record >> Terms Taken or Writeoff link)
2. To calculate GST, enter or select the GST Tax Detail ID to use to calculate GST on this transaction, and then
enter a tax percentage or the tax discount amount taken. Depending on the amount you enter, the other
amount is calculated. The amount entered reduces the amount of tax collected, and the purchase amount in
the Tax Detail Maintenance window.
3. To write off the withholding deduction your company remits to the taxation office, enter the withholding
amount to write off. The amount entered is distributed to the Writeoff account specified for the vendor.
4. Choose OK to close the window. After you close the window, the Apply Payables Documents window
appears.
If you were in the process of applying a document, complete that procedure.
Deleting distributions
Use the Payables Transaction Entry Distribution window to delete distributions. You can delete individual
distributions if, for example, a mistake is made in the distributions, or if a discount that’s normally available from
the vendor isn’t available on a particular invoice.
To delete a distribution:
1. Open the Payables Transaction Entry Distribution window. (Purchasing >> Transactions >> Transaction
Entry >> Distributions button)
2. Select the account to delete. 3. Choose Edit >> Delete Row.
To use the original distributions if you changed distribution accounts and amounts, choose Default.
Distributing tax amounts
Use the Payables Tax Entry window to enter tax information for the document you selected in the Payables
Transaction Entry window. A tax amount is calculated and distributed when you enter a transaction using the
Payables Transaction Entry window. This tax amount is then distributed to the posting account assigned to the tax
detail. However, you can edit the tax amount and the distributions. You don’t have to distribute the tax amount to
tax details.
Tax details in common between the vendor tax schedule and the default tax schedule for the transaction are used to
calculate tax. Only the first common tax detail is calculated. The default entry for all other details is zero. Because
the details sort in alphanumeric order, you should name them so they sort in the order you want. See the System
Setup instructions (Help >> Contents >> select Setting Up the System) for more information about setting up tax
details.
Sometimes a purchase includes items that are exempt from input or output tax. You still must assign a tax detail to
exempt items. If necessary, you can use the Tax Detail Maintenance window to set up appropriate details for tax-
exempt transactions.
To distribute tax amounts:
2. Enter or select a transaction.
3. Enter a tax amount in the Tax field and choose the Tax expansion button to open the Payables Tax Entry
window.
4. Enter or select a tax detail ID.

5. View or change the total purchases, the total taxable purchases, and the tax calculated on the sales.
6. Enter or select a posting account for the tax. The tax amount for the detail is posted to the account.
To delete a tax detail, select the row containing the detail to delete and choose Edit >> Delete Row. To delete
all the tax distributions, choose Delete.
7. Continue entering tax details until your tax is fully distributed.
NOTE
To distribute taxes to multiple accounts, change the default amount in the scrolling window and enter another tax
detail and tax amount in the next available line.
8. Choose OK to save your entries. Continue entering the transaction.

Withholding reports
If you marked Enable GST for Australia/New Zealand in the Company Setup Options window, you can use the
Payables Transaction Entry window to print a Recipient Created Tax Invoice or Recipient Created Adjustment Note.
When you choose Print in this window, a Recipient Created Tax Invoice is printed instead of standard invoices,
finance charges, and miscellaneous charges, and a Recipient Created Adjustment Note is printed instead of
standard returns and credit memos. You can print these documents more than once.
To print documents that include taxes in the document amounts, choose Options >> Print Amounts Inclusive of
Tax. When this option is selected, depending on the document you’re entering, the purchases, finance charges,
returns, credit memos, freight, miscellaneous charges, and the subtotal all include tax. The tax amount appearing in
the Tax field is zero. If you don’t select this option, the tax amounts aren’t included in the document amounts.
The Print Amounts Inclusive of Tax option is saved on a per user, per window basis.
Intrastat is the system for collecting statistics on the trade of goods between European Union (EU )
countries/regions. Intrastat data is required for all items either bought from EU vendors or sold to EU customers,
and must be provided on a monthly basis. Requirements for Intrastat are similar in all EU countries/regions. The
government uses these statistics as an economic indicator.
Use the Payables Intrastat Entry window to enter the information required to create the Intrastat Trade Report,
which you submit to the government, and the EU Sales List, which displays cumulative goods value totals by each
vendor or customer tax registration number. You can enter line items along with Intrastat statistics.
If Intrastat information was entered for the vendor’s primary address ID, that information appears as the default
entries in this window. Use the Payables Intrastat Entry window to change Intrastat information for an individual
transaction, or to enter Intrastat information if none was entered for the vendor.
window.
To enter Intrastat trade statistics:
2. Enter the transaction. Be sure to mark EU Transaction. If the country code assigned to the vendor’s address
is designated an EU country/region, this option is marked.
3. Choose Intrastat to open the Payables Intrastat Entry window.
4. Enter or select an item number.
5. Enter or change Intrastat information.
6. In the Net Unit Mass field, enter the weight of the goods in kilograms. The default entry is from the shipping
weight of the item. The default weight for non-inventoried items is zero.
7. Enter the quantity of the goods being sold.
The line mass displays the total mass per item and is calculated when you press TAB on the Quantity field. The line
mass total is equal to the amount entered in the Net Unit Mass field, multiplied by the amount entered in the
Quantity field.
8. Enter a supplementary units amount, if applicable. The supplementary units amount is a second quantity.
Supplementary units amounts are required by the EU Combined Nomenclature for certain goods.
9. In the Traders Reference field, enter a reference code such as an invoice or dispatch number, or any other
information that identifies the transaction.
10. Choose Save.
Chapter 9: Transaction maintenance
After you enter transaction information in Payables Management, proper maintenance of these records is essential
to preserving the accuracy of your accounting information.
Placing or removing a transaction hold
Transaction voids overview
Voiding historical transactions
Voiding open transactions
Editing 1099 transactions
Use the Payables Transaction Entry window to correct or delete unposted transactions. There might be times when
a transaction is entered incorrectly, or when last-minute changes are made to an invoice. Correcting and deleting
transactions is easiest before the transaction is posted. See Voiding open transactions for information about
correcting posted transactions.
Errors are easily identified on the Transaction Edit List. If the error involves an unbalanced distribution, you’ll
receive an alert message that the transaction can’t be posted because the debits and credits aren’t equal.
You can’t delete an unposted transaction if the Delete Unposted Printed Documents option is unmarked in the
Payables Management Setup window, and if the document has already been printed. See Deleting an unposted
printed transaction for more information.
You must void posted transactions before you can delete them. See Voiding historical transactions and Voiding
open transactions for information about voiding vouchers and checks. If a check has been printed for a transaction,
you can’t delete the transaction. You must post the transaction and void the voucher, or void the payment and then
the voucher.
Use the Edit Payables Checks window to correct or delete unposted computer payments. Use the Payables Manual
Payment Entry window to correct or delete unposted manual payments. Choose File >> Print in these windows to
print a Computer Check Edit List or a Manual Payments Edit List when you finish.
To correct or delete an unposted transaction
2. Enter or select the voucher number.
If you’re correcting the transaction, replace the incorrect information with correct information.
Depending on the change, you might need to modify the distributions using the Payables Transaction
Entry Distribution window. Choose Save.
If you’re deleting the transaction, choose Delete.
3. Choose Save. To view a corrected transaction, print the Transaction Edit List by redisplaying the transaction
and choosing File >> Print.
If you use the Workflow feature and you change a transaction, you must resubmit the batch to workflow.
4. To post the transaction, you must post the batch using the Payables Batch Entry window. See Posting a
batch for more information.
5. Print posting reports, if necessary.
You can’t delete a transaction after it has been printed if the Delete Unposted Printed Document option in the
Payables Management Setup window is unmarked. You can use the following procedure if you have printed an
unposted transaction and want to delete it. The procedure assumes that you have the Payables Transaction Entry
window open.
To delete an unposted printed transaction
1. In the Payables Transaction Entry window, assign the transaction to a batch if you haven’t done so already.
2. Close the Payables Transaction Entry window.
3. Open the Payables Management Setup window. (Purchasing >> Setup >> Payables)
4. Mark the Delete Unposted Printed Document option and click OK.
5. Open the Payables Transaction Entry window.
6. Enter or select the voucher number of the transaction that you want to delete.
7. Clear the Batch ID field.
8. Choose Delete.
Placing or removing a transaction hold
Use the Hold Payables Transactions window to place a transaction on hold. You can place on hold a posted
transaction that hasn’t been fully applied or paid. For example, assume you’re not sure whether the monetary value
for a particular transaction amount is correct. You might not want to apply a payment, credit, or return to the
transaction until you’re sure of the correct amount.
If you place a transaction on hold, you can’t make any payments for it. When you’re ready to pay the transaction,
you can release the transaction hold, and you can apply documents and issue payments.
To place or remove a transaction hold:
1. Open the Hold Payables Transactions window. (Purchasing >> Transactions >> Holds)
To place transaction holds, mark Hold next to each transaction to place on hold. To place all the
vendor’s transactions on hold, choose Mark All. If you place a transaction on hold, you can’t apply any
payments.
To release a transaction from a hold, unmark Hold next to the specific transaction to release from a
hold. To release all the transactions on hold, choose Unmark All.
3. To print a Payables Hold Journal showing all the vouchers on hold, choose File >> Print. After you finish
marking or unmarking transactions, choose OK to close the window.
Transaction voids overview
You can void both historical and open transactions in Payables Management. Use the Void Historical Payables
Transactions window to void historical transactions, and the Void Open Payables Transactions window to void open
transactions.
To void payments using the Void Historical Payables Transactions window, you must be keeping transaction history
for the vendor associated with the payment, and the payment you’re voiding must be fully applied to one or more
transactions.
When voiding open transactions, and you marked Allow Negative Debits and Credits in General Ledger in the
Company Setup Options window, the negative debits and credits are generated in General Ledger. If you marked
Calculate Tax Rebates in the Company Setup Options window, and you’re voiding a payment with a terms discount,
any distributions for tax rebates also are voided.
You can void an intercompany transaction in the originating company, but you must make any necessary manual
adjustments in the destination companies to reverse the transaction.
When you void a credit document, you also unapply amounts. If you void a multicurrency document, any realized
gains or losses that originally were posted also are reversed.
If a credit memo or return subject to withholding is voided, an invoice is created for the withholding vendor to
offset the credit memo originally created. If any document is voided that was applied to another document with a
withholding amount taken, a credit memo is created for the withholding vendor to offset the invoice originally
created.
Voiding historical transactions
Use the Void Historical Payables Transactions window to void historical credit transactions, which include cash,
check, or credit card payments, and historical credit memos and returns. To void a credit transaction, it must have
been fully applied, paid, and posted, after which it’s transferred to history.
Depending on which credit document you void, the following will happen:
VOID RESULT
Credit Memo, Return or Cash payment The vouchers it was applied to are unapplied and a new
payment can be issued to it.
Check payment The amount applied to the invoice is unapplied.
Credit card payment The vendor invoice that was created with the payment is also
voided. However, if any other payments or credit memos are
applied to the invoice, it will not be voided automatically.
If any credit memos or returns were applied to the same invoice, the amount applied will be unapplied as well. The
credit memo or return is available for reuse. If the credit memo or return was applied to multiple invoices, only the
amount associated with the voiced check payment is unapplied.
To void a historical transaction:
1. Open the Void Historical Payables Transactions window. (Purchasing >> Transactions >> Void Historical
Transactions)
2. Select a range of documents to display in the scrolling window, and the document type. You can display all
historical documents, or select a range of particular documents.
3. Enter a void date or accept the default entry. The date sent to bank reconciliation is the default entry for the
Void Date field.
4. If General Ledger is part of your system, enter the date to appear as the posting date in General Ledger. Use
this for the reversing entries that offset the original transaction distributions for each document you’re
voiding.
5. Mark each document to void. To void all the documents, choose Mark All. You can print a Void Historical
Transactions Edit List to show all the documents that are marked to be voided by choosing File >> Print.
NOTE
Payments that have been reconciled with a checkbook in the Bank Reconciliation module display Yes in the Reconciled
column. We recommend that you do not void payments that are reconciled.
6. When you’re satisfied with the entries, choose Void. When you void a document, reversing amounts are
posted for the distributions posted earlier. Reports that display historical information indicate voided
documents.
You can print the Void Historical Payables Transactions Posting Journal when you void payments, if you selected to
do so in the Posting Setup window.
If you marked Include Multicurrency Info in the Posting Setup window, the multicurrency versions of these reports
are printed. The multicurrency versions include currency and exchange rate information, and functional and
originating debit and credit amounts.
When viewing transactions using the Payables Transaction Inquiry window, a voided payment has an asterisk (*) by
the document’s origin in the scrolling window.
Voiding open transactions
Use the Void Open Payables Transactions window to void any transaction or payment that has been posted and is
unapplied. You can void invoices for active and temporary vendors. If you’re keeping history and you void a
voucher, the voucher is moved to history along with any distributions and tax information. If you’re not keeping
history and you void a voucher, that voucher is removed from the system.
To void an open transaction:
1. Open the Void Open Payables Transactions window. (Purchasing >> Transactions >> Void Open
Transactions)
2. Enter or select the vendor ID. Vouchers in the open table for the vendor are displayed in the scrolling
window.
3. Enter a void date or accept the default entry in the Void Date field. The default entry is the date the
document was sent to bank reconciliation.
4. If General Ledger is part of your system, enter the date to appear as the posting date in General Ledger for
the reversing entries. Use this to offset the original transaction distributions for each document you’re
voiding.
5. Mark each voucher to void. To void all the vouchers, choose Mark All. You can print a Void Open Payables
Transactions Edit List to show all the vouchers that are marked to be voided by choosing File >> Print.
Payments that have been reconciled with a checkbook in the Bank Reconciliation module display Yes in the
Reconciled column. We recommend that you do not void payments that are reconciled.
6. When you’re satisfied with the entries, choose Void. When you void a voucher, reversing amounts are posted for
the distributions posted earlier. Reports indicate voided vouchers.
The Void Open Payables Transactions Posting Journal might be printed when you void vouchers, if you selected to
do so in the Posting Setup window. This journal lists the vouchers that were removed.
If you marked Include Multicurrency Info in the Posting Setup window, the multicurrency versions of these reports
are printed. The multicurrency versions include currency and exchange rate information, and functional and
originating debit and credit amounts.
When viewing transactions using this window, a voided voucher has an asterisk (*) by the document’s origin in the
scrolling window.
Editing 1099 transactions
Use the Edit 1099 Transaction Information window to modify the 1099 form type (tax type), box number, or the
1099 amounts for multiple transactions for one vendor.
To edit 1099 transactions:
1. Open the Edit 1099 Transaction Information window. (Purchasing >> Transactions >> Edit 1099 Transaction
Information)
2. Select the vendor ID.
3. Enter a range of transactions to edit. For example, if you know that the transactions to modify occurred
within the last month, select by Date and enter the first and last days of the month in the From and To fields.
The vouchers displayed in the scrolling window will only be those entered within that date range.
4. Select the type of transactions to include in the scrolling window.
Changing the amount The amount can be modified if the tax type for the voucher is Miscellaneous, Interest, or
Dividend. (If you’re changing the transaction from Not a 1099 transaction to a 1099 tax type, change the Tax Type
first. The amount will be calculated automatically using the purchase amount minus the trade discount.) If you’re
modifying the amount that has credit documents applied, the 1099 amounts on the credit and in the 1099 Details
window will be updated when you process the changes.
Changing the tax type This will automatically update the 1099 Box Number and may change the 1099 amount
on existing transactions.
Changing the 1099 Box Number If you change the tax type, the 1099 box number that is normally used for that
type will appear as a default box number.
6. Choose Process. The transaction changes will be updated in the Open and History tables. When processing is
complete, the Update 1099 Information Audit Report is printed.
Chapter 10: Payments
You can make payments to vendors using different methods. You can enter a payment at the same time you enter
the transaction it’s associated with; you can enter a manual payment to account for credit card or cash payments;
and you can process a computer check run.
Payment information is contained in the following sections:
Payments overview
Entering and paying an invoice
Paying individual invoices by check
Entering manual prepayments
Entering computer check prepayments
Entering manual payments
Modifying individual checks
Modifying multiple checks in a batch
Check selections overview
Expired discounts and selecting checks for a computer check run
Selecting checks for a computer check run
Selecting checks for purchase order prepayments
Modifying distributions for individual checks in a purchasing prepayment batch
Modifying multiple checks in a purchasing prepayment batch
Computer checks posting options
Printing computer checks as part of a check run
Printing individual computer checks
Correcting or deleting unposted payments
Payments overview
All payments that you enter in Microsoft Dynamics GP have certain common elements, such as posting journals
and payment options.
Currency ID
If the currency ID that you select for a payment amount is an alternate currency, a rate type and associated
exchange rate table are assigned to the transaction. The rate type is based on the rate type you assigned to the
selected vendor; if you haven’t assigned a rate type to the vendor, the default rate type for the Purchasing series,
specified in the Multicurrency Setup window, is used. To view or modify the default exchange rate for this
transaction, choose the currency ID expansion button to open the Exchange Rate Entry window. Close the window
when you finish.
Document date
The document date you enter is the date Payables Management records are updated. This date also determines the
exchange rate to use, based on the currency ID and associated rate type entered on the transaction.
Journals and registers
When you post a payment, posting journals and distribution breakdown registers are printed depending on the
selections in the Posting Setup window. When posting is complete, a Report Destination window appears for each
posting journal you selected to print.
If you entered a payment in a batch, you can save the batch and post it later. You also can print an edit list after
saving the transaction to view the entries. To post the invoice, you must post the batch using the Payables Batch
Entry window. See Posting a batch for more information.
Amounts and payment methods
When you enter an amount, another window opens, where you can specify a checkbook or credit card. Cash
amounts are posted to Cash accounts. Credit card amounts are posted to the Credit Card Vendor Payables account.
See Paying individual invoices by check if you’re paying by check.
You can mark one of the following payment methods:
Check If you mark Check, you can enter or select the checkbook ID for the checkbook to be updated for this
prepayment. The document number appears as a default value from the checkbook.
Cash If you mark Cash, you can enter or select the checkbook ID for the checkbook to be updated for this
prepayment. The document number appears as a default value from the Payables Setup Options window.
Credit card If you mark Credit Card, you can enter or select the credit card ID in the field next to the payment
method. A checkbook will be debited or an invoice will be created, depending on whether the credit card selected
has been set up as a credit card or check card using the Credit Card Setup window (Administration >> Setup >>
Company >> Credit Cards). The document number appears as a default value from the Payables Setup Options
window.
Payment date
The payment date is the date when payables records are updated. If you’re using Multicurrency Management, the
date also determines the exchange rate to use for this payment, based on the currency ID and associated rate type
on the payment.
Account distributions
After you enter payment information, you can make changes to account distributions using the Payables
Transaction Entry Distribution window. Amounts are distributed to the accounts set up for the vendor record. To
view the original distributions, choose Default in the Payables Transaction Entry Distribution window. See
Distributing transaction amounts for more information. Close the window when you finish.
Apply options
If you entered a withholding vendor using the Company Setup Options window and this payment is auto applied
to a debit document subject to withholding, a withholding amount is taken if this payment fully pays off the debit
document.
Multicurrency transactions have restrictions on documents that you can apply, depending on whether the currency
is the functional or an alternate currency. You can’t apply alternate currency documents. You must post alternate
currency documents before you can apply them.
A multicurrency payment is applied to documents with the same currency ID using the originating amounts for the
transaction as the basis for the apply process. If the functional equivalent amounts don’t match, a realized gain or
loss is calculated, and the gain or loss is posted when you close the window.
Remit-to addresses
You can enter and use more than one address for sending payments to a single vendor. If you specify different
remit-to addresses on purchasing transactions from a single vendor, a separate check will be created for each
remit-to address.
Remit-to address IDs are stored on transaction documents—not on checks. If a vendor’s remit-to address changes
between the time you post a purchase transaction and the time that you pay it, you must change the address
information using the Vendor Maintenance window to include the new address on the check. If the vendor address
changes the transaction is posted, the address can be changed in the Payables Transaction Entry window.
If you transfer funds electronically using European Electronic Funds Transfer, the remit-to address specified in the
Vendor Maintenance window will always be used for the transfer transaction.
Entering and paying an invoice
Use the Payables Transaction Entry window to enter and pay an invoice at the same time, if you paid the vendor at
the time you made the purchase.
Needed before you can post the transaction. For more information about vendor approval workflow, see Vendor
approval workflow .
To enter and pay an invoice:
2. Enter or select a voucher number, select the document type, and enter a description.
3. Enter or select a batch ID. See Creating a batch for more information.
5. Enter or select a vendor ID. To enter a temporary vendor for this invoice, place the insertion point in the
Vendor ID field and choose Options >> Temporary Vendor.
6. Enter or select an address ID, payment terms, and a currency ID. See Address IDs and taxes for information
how address IDs and shipping methods affect sales taxes.
7. Enter a document number. This number is the transaction number assigned by the vendor.
8. Enter or select a shipping method, a tax schedule ID, and purchase amounts. The trade discount is calculated
if you entered a trade discount for the vendor card.
9. Enter amounts in the Freight and Miscellaneous fields, if necessary. You can assign tax schedules to those
amounts by choosing the Tax Schedule ID expansion button and entering that information.
10. Enter the amount you’re paying by cash, check, or credit card.
To make changes to account distributions, choose Distributions to open the Payables Transaction Entry Distribution
window. Close the window when you finish.
11. Choose Post if you entered an individual transaction.
Paying individual invoices by check
Use the Payables Check Entry window and the Print Payables Transaction Check window to pay an invoice by
check. If you pay an invoice by check, print a check to give the vendor. You also can print a remittance and send the
remittance in e-mail.
Needed before you can post the transaction or print a check. If the vendor isn’t approved, you can save the
transaction in a batch. For more information about vendor approval workflow, see Vendor approval workflow .
To pay an individual invoice by check:
1. Complete steps 1 through 9 of Entering and paying an invoice.
2. Enter the amount you’re paying. When you enter an amount, the Payables Check Entry window opens,
where you can specify a checkbook.
Verify that the information is correct; then choose OK to close the window. This amount is posted to a Cash
account.
3. Choose Print Check to open the Print Payables Transaction Check window.
If you choose not to print the check, Payables Management considers the check a manual check when it’s
posted.
4. Enter a check number, and mark to print a check.
5. Mark Separate Remittance to print a remittance separately from the check. A remittance shows the same
detail as the check stub and is printed on blank paper from the Print Payables Remittance window after the
check is printed.
To print a remittance, you must mark this option and print the remittance from the Print Payables
Remittance window.
6. Choose Print to print the check and close the window.
After the check has been printed, the Print Payables Remittance window opens if you have selected to print a
separate remittance.
7. In the Print Payables Remittance window, select the Remittance Form option.
8. Select to print, send the remittance in e-mail, or both.
9. Choose Process to print, send the remittance in e-mail, or both.
10. After processing the remittance, return to the Payables Transaction Entry window. Choose Post if you
entered an individual transaction.
Entering manual prepayments
Use the Payables Manual Payment Entry window to make prepayments. Prepayments, sometimes referred to as
deposits, are payments made before merchandise is received and an invoice is recorded. Prepayments are applied
after the invoice has been entered, so you won’t apply the payment at this time.
Needed before you can post the payment. If the vendor isn’t approved, you can save the payment in a batch. For
more information about vendor approval workflow, see Vendor approval workflow.
To enter a manual prepayment:
1. Open the Payables Manual Payment Entry window. (Purchasing >> Transactions >> Manual Payments)
2. Enter or select a payment number and date.
3. Enter or select a batch. Batches are optional for prepayments. See Creating a batch for more information.
4. Enter or select a vendor ID and currency ID.
5. Mark a payment method.
6. Enter the amount of the prepayment.
7. To make changes to account distributions, choose Distributions to open the Payables Transaction Entry
Distributions window. Close the window when you finish.
8. Save the payment, if you entered a batch ID.
9. To print an edit list and verify the entries if you entered a batch ID, choose File >> Print. Choose Post if you
Entering computer check prepayments
Use the Edit Payables Checks window to make a prepayment—a payment on account you make before you receive
merchandise—to a vendor. When you make a prepayment, you first enter the payment, then apply it after the
invoice has been recorded.
To enter a computer check prepayment:
1. Open the Edit Payables Checks window. (Purchasing >> Transactions >> Edit Check)
2. Enter or select a payment number and a batch ID.
3. Enter the check information and remittance options.
To view or change any distributions, choose Distribution to open the Payables Transaction Entry Distribution
4. Choose Save to save the payment.
5. To print a Computer Check Edit List, choose File >> Print. To print a check to the vendor, choose Print
Checks to open the Print Payables Checks window. See Printing computer checks as part of a check run for
more information.
Entering manual payments
Use the Payables Manual Payment Entry window to record manual payments— payments charged to credit cards,
cash payments, or manually written checks. If you regularly write checks or pay by cash or credit card, we
recommend you record those payments to ensure a duplicate payment isn’t made during a computer check run.
Needed before you can post the payment. If the vendor isn’t approved, you can save the payment in a batch. For
more information about vendor approval workflow, see Vendor approval workflow
To enter a manual payment:
1. Open the Payables Manual Payment Entry window. (Purchasing >> Transactions >> Manual Payments)
2. Enter or select a payment number and date.
3. Create or select a batch. Batches are optional for manual payments. See Creating a batch for more
information.
4. Enter or select a vendor ID and currency ID.
5. Mark a payment method.
Payments made with credit cards are treated as accounts payable amounts. The credit card company acts as a
vendor to you in this instance, since you’ll pay them for the goods and services you purchase with the card.
6. Enter the amount of the payment and apply the payment. See Chapter 12, “Applying,” for more information
about applying.
7. To make changes to account distributions, choose Distributions to open the Payables Transaction Entry
Distribution window. Close the window when you finish.
8. Save the payment if you entered a batch ID.
9. To print an edit list to verify the entries if you entered a batch ID, choose File >> Print. Choose Post if you
Modifying individual checks
Use the Edit Payables Checks window to modify individual checks in an existing batch. You can add additional
checks to the batch or change the amount of a payment for a specific vendor. If a vendor ID or voucher number
isn’t within the ranges that you entered in the Select Payables Checks window, you can enter the vendor ID or
voucher number in the batch using the Edit Payables Checks window.
To modify individual checks:
1. Open the Edit Payables Checks window. (Purchasing >> Transactions >> Select Checks >> Edit Check
button)
2. Enter or select a payment number.
If you are using vendor approval workflow, you can enter or select a payment number if the vendor assigned to the
payment has a workflow status of Approved or No Approval Needed.
3. Enter or select a vendor ID. If you select an existing payment number, the correct vendor ID appears and you
can’t change it.
To add a temporary vendor, place the insertion point in the Vendor ID field and then choose Options >>
Temporary Vendor.
Needed before you can enter or select a vendor ID.
4. Enter a comment for the payment.
5. Enter an unapplied payment or prepayment amount in the Unapplied field to pay more than the transaction
amount.
6. Select remittance options.
7. To apply the payment, choose Auto Apply or Apply.
If you choose Apply to pay specific transactions, the Apply Payables Documents window opens.
8. Mark the check box in front of each transaction to pay with this payment. Mark any number of documents until
the entire amount is applied.
To divide payments between several documents, mark the check box, and change the amount in the Apply Amount
column for that transaction.
9. Choose OK to close the Apply Payables Documents window.
10. Choose Check Stub to open the Payables Check Stub Documents window.
11. Unmark any vouchers that you don’t want to print on the check stub. Choose OK to close the window.
12. Choose Save and redisplay the payment number. To print an edit list to verify the accuracy of the entries,
choose File >> Print.
13. Close the Edit Payables Checks window to redisplay the Select Payables Checks window.
When the Select Payables Checks window reopens, the entries you made are cleared. The information you
previously entered is saved; you don’t need to enter another range of checks.
Modifying multiple checks in a batch
Use the Edit Payables Check Batch window to modify more than one payment at a time. This window displays all
the vendors and their vouchers and indicates the vouchers that will be paid in the specified check batch. You can
add additional vendors and documents to this check batch, unmark documents that are marked to be paid, or mark
additional documents to be paid.
If you are using vendor approval workflow, vendors must have the workflow status of Approved or No Approval
Needed before you can add vendors or documents to the batch.
To modify multiple checks in a batch:
1. Open the Edit Payables Checks Batch window: (Purchasing >> Transactions >> Select Checks >> Edit
Check Batch button)
2. Mark a vendor in the Vendors list to include a payment to that vendor in the check batch. To remove all the
payments for a vendor, unmark the check box for that vendor in the Vendors list.
3. To include additional documents in the check batch, select a vendor from the Vendors list. The documents
for the vendor will be displayed and documents that are included in the batch will be marked with a check
mark. To include additional documents, mark them in the Documents list. To remove documents from the
check, unmark them.
Check selections overview
Selecting checks is the first step in making computer check payments, also called completing a check run. You can
apply unapplied payments, credit memos, and returns. Depending on how you set up Payables Management, the
amounts are applied first to documents having the oldest document date or due date. You also can include
vouchers that become due on a specified date.
Before you select checks, print an Aged Trial Balance or Cash Requirements report. Use these reports to decide the
payments to make, so you can take advantage of discounts, avoid late payments, and determine the cash required
for these transactions.
Withholding
If you entered a withholding vendor using the Company Setup Options window and the document being paid off
is subject to withholding, Microsoft Dynamics GP computes a withholding deduction during the select checks
process. You can verify the withholding amount by selecting the document being paid off using the Apply Payables
Documents window, and choosing the Terms Taken or Writeoffs links. You also can print a Withholding Deduction
Report showing withholding deduction information for the selected batch by choosing Options >> Print
Withholding Report.
Apply options
You can automatically apply any available payments, credit memos, and returns to vouchers in the batch you’re
creating. (You can individually apply specific documents later in the check run process.)
You also can restrict the automatic apply process to match currency options. The options change depending on
whether the currency assigned to the batch is the functional or an alternate currency.
If you mark the Take Non-Qualifying Discounts option in the Select Payables Checks window, all discounts are
calculated for the vouchers, regardless of the discount date and whether you’re qualified for the discount. If you
don’t mark this option, only discounts available on or before the check date are taken.
If you mark Pay Only Minimum option in the Select Payables Checks window, the minimum payment you entered
in the Vendor Maintenance window is used to calculate the check amount for each vendor in the batch. If Pay Only
Minimum is unmarked, the check is printed for the total amount of the vouchers included in the batch.
If the batch uses an alternate currency and there is a minimum payment specified in the Vendor Maintenance
window (minimum payments always are specified in the functional currency), the alternate equivalent of the
minimum payment is calculated based on the exchange rate of the batch paid. For example, if you have a minimum
payment of $10 US and a Canadian check with an exchange rate of 0.7415, you would pay the vendor $13.49
Canadian, rather than $10 US ($10/0.7415 = $13.49).
Multicurrency document selections
If you’re using Multicurrency Management, you can specify a document currency range in the Select Payables
Checks window to narrow the group of documents to pay. The Automatically Apply Existing Unapplied options
change depending on whether the currency ID assigned to the batch is the functional currency or an alternate
currency.
See Currency selections and auto -applying for information about how currency selections affect auto-applying.
Expired discounts and selecting checks for a computer check run
You can exclude vouchers with expired discounts when selecting checks for a computer check run by using a range
for due date\discount date cutoffs. A voucher isn’t included in the computer check run if the apply date entered in
the Select Payables Checks window is after the discount date for a voucher.
You can use the Payables Management Setup window to select the Exclude Expired Discounts from Payments
option to exclude expired discounts from payments. Review the following examples to see how expired discounts
are excluded or included during the select check process.
Example 1
If a due date cutoff of 1/22, a discount date cutoff of None, and an apply date of 1/20 was entered in the Select
Payables Checks window, the following vouchers are included or excluded in the check batch.
SETUP OPTION SETUP OPTION

VOUCHER DISCOUNT DATE DUE DATE MARKED UNMARKED
1 1/15 1/22 Included, no discount Included, no discount
2 1/18 1/22 Included, no discount Included, no discount
3 1/21 1/22 Included, discount Included, discount

amount taken amount taken

5* No discount 1/22 Included Included
Example 2
If a due date cutoff of 1/22, a discount date cutoff of All, and an apply date of 1/20 was entered in the Select
1 1/15 1/22 Excluded Included, no discount


5* No discount 1/22 Included Included
Example 3
If a due date cutoff of 1/22, the discount date cutoff of 1/21, the apply date of 1/20 was entered in the Select

3 1/21 1/22 Excluded Included, discount

amount taken
4 1/24 1/22 Excluded Included, discount

amount taken
5* * The voucher is No discount 1/22 Included Included

included or excluded
in the check batch
depending on the due
date of the voucher.
Selecting checks for a computer check run

Use the Select Payables Checks window to select the checks to print for a specific group of vendors and vouchers.
You can use the Edit Payables Check Batch window to select additional vendors or documents to pay.
Needed to be included in the ranges you specify when selecting vouchers for payment.
To select checks for a computer check run:
2. Enter or select a batch. See Creating a batch for more information.
3. Select Computer Check as the origin. Select Single Use as the frequency.
4. Enter or select a checkbook ID to use for all checks in the batch.
5. Choose Transactions. Choose Select Payables Checks from the Go To window to open the Select Payables
Checks window.
6. Specify the group of vendors and vouchers you want to include in the batch by selecting the type of range
you want to include, and then enter restrictions for the range. You can insert a range of each type into the
Restrictions list.
If you select Due Date\Discount Date Cutoff as a range, you can select a due date cutoff so vouchers
due on or before the date you specify are included in the batch. You also can select a discount date
cutoff so vouchers with a discount date on or before the date you specify are included in the batch.
If you select Document Currency as a range, the Automatically Apply Existing Unapplied options
change depending on whether the currency ID assigned to this batch is the functional currency or an
alternate currency.
7. Select automatic apply and payment options.
8. Select remittance and check stub information.
9. Choose Build Batch to create the batch of checks to process. Depending on the size of the batch, this process
might take some time. You’ll know when the batch is created when an amount appears in the field below the
Batch ID field, and the Build Batch button changes to Add to Batch. You also can check the progress using
The information you enter in this window is saved. The checks in the batch are ready to be edited or printed. You
also can add additional ranges to the batch. You can print an edit list by redisplaying the batch ID and choosing File
>> Print.
The next step in the computer check process is modifying the checks you created. See Modifying individual checks
or Modifying multiple checks in a batch for more information.
Selecting checks for purchase order prepayments
Use the Select Payables Checks window to select checks to print for purchase orders with a prepayment. You can
choose ranges to specify the group of vendors and purchase orders for a computer check payment. When printing
checks for the purchase order prepayments, one check per purchase order is printed.
Needed to be included in the ranges you specify when selecting purchase order prepayments.
To select checks for purchase order prepayments:
2. Enter or select a batch. See Creating a batch for more information.
3. Select Computer Check as the origin.
4. Mark Purchasing Prepayment Batch. This option is available if you have selected Computer Check as the
origin and you have marked the Allow Purchase Order Prepayments option in the Purchase Order
Processing Setup window.
5. Enter a posting date. The user date is the default posting date, but you can change it to post the batch as of a
different date.
The posting date entered here is the date General Ledger files are updated. Payables Management records are
updated according to the date entered in the Payables Transaction Entry window.
6. Enter a check date to appear on checks in this batch. The check date also determines the exchange rate to
use for checks in this batch. You can’t change this date after you create the batch of checks.
7. Enter or select a checkbook ID to use for all checks in the batch.
8. Enter a currency ID; all computer checks in this batch must use the same currency ID and have the same
check date.
9. Choose Transactions. Choose Select Payables Checks from the Go To window to open the Select Payables
Checks window.
10. In the Select Payables Checks window, specify the group of vendors and purchase orders you want to
include in the batch by selecting the type of range you want to include, and then enter restrictions for the
range. You can insert a range of each type into the Restrictions list.
11. Choose Build Batch to create the batch of checks to process. Depending on the size of the batch, this process
might take some time. You’ll know when the batch is created when an amount appears in the field below the
Batch ID field, and the Build Batch button changes to Add to Batch. You also can check the progress using
The prepayments added to the batch are within the range restrictions selected and use the same currency ID as the
batch. Prepayments that are assigned to another prepayment batch are not added to the batch.
The information you enter in this window is saved. The checks in the batch are ready to be edited or printed. You
also can add additional ranges to the batch. You can print an edit list by redisplaying the batch ID and choosing File
>> Print.
The next step in the computer check process is modifying the checks you created. You can use the Edit Payables
Checks window to modify distributions. See Modifying distributions for individual checks in a purchasing
prepayment batch for more information. You can use the Edit Payables Check Batch window to include or exclude
purchase orders with prepayment. See Modifying multiple checks in a purchasing prepayment batch for more
information.
Modifying distributions for individual checks in a purchasing prepayment batch
You can use the Edit Payables Checks window to modify distributions for an individual check for a purchase order
prepayment. You cannot add checks to the purchase order prepayment batch or change the amount of a payment
for a specific vendor.
To modify distributions for individual checks in a purchasing prepayment batch:
1. Open the Edit Payables Checks window. (Purchasing >> Transactions >> Select Checks >> Edit Check
button)
2. Enter or select a payment number for a purchase order prepayment.
If you are using vendor approval workflow, you can enter or select a payment number if the vendor assigned
to the payment has a workflow status of Approved or No Approval Needed.
3. To view or change any distributions, choose Distribution to open the Payables Transaction Entry Distribution
4. To print an edit list to verify the accuracy of the entries, choose File >> Print.
5. Close the Edit Payables Checks window to redisplay the Select Payables Checks window.
When the Select Payables Checks window reopens, the entries you made are cleared. The information you
previously entered is saved; you don’t need to enter another range of checks.
Modifying multiple checks in a purchasing prepayment batch
You can use the Edit Payables Check Batch window to view all the vendors and purchase orders with a prepayment
in a selected check batch and to add or remove vendors or purchase orders from the batch.
Needed before you can add vendors or documents to the batch.
To modify multiple checks in a purchasing prepayment batch:
1. Open the Edit Payables Checks Batch window: (Purchasing >> Transactions>> Select Checks >> Edit Check
Batch button)
2. Mark a vendor in the Vendors list to include a payment to that vendor in the check batch. To remove all the
payments for a vendor, unmark the check box for that vendor in the Vendors list.
3. To include additional purchase orders in the check batch, select a vendor from the Vendors list. The purchase
orders for the vendor will be displayed and purchase orders that are included in the batch will be marked
with a check mark. To include additional purchase orders, mark them in the Documents list. To remove
purchase orders from the check, unmark them.
4. To edit distributions, select a purchase order and choose Edit Check. Choose Distribution to open the
Payables Transaction Entry Distribution window.
Print checks or save your changes to the purchasing prepayment batch.
If you are ready to print checks, choose Print Checks to open the Print Payables Checks window. Before you
print checks, be sure to print a Computer Checks Edit List first. For more information about printing checks,
see Printing computer checks as part of a check run .
If you want to save your changes and not print checks, choose OK.
Computer checks posting options
When you print computer checks as part of a check run, you can choose one of several posting options in the Post
Payables Checks window.
Void checks To void a check because it was incorrect, select Void Checks and enter a range of checks to void. To
void just one check, enter that check number in both the From and To fields. Choose Process. Voided checks aren’t
posted to General Ledger.
Print stub alignment To print a stub alignment form to check the printer alignment before you start printing
checks, select Print Stub Alignment. Enter a starting check number and choose Process.
Reprint checks To reprint checks because of a printer malfunction or other problem, select Reprint Checks and
select a range of checks to reprint. To reprint just one check, enter that check number in the From and To fields.
Enter a starting check number and choose Process. The original checks are voided.
Post checks To post checks when you’re satisfied with the check amounts, select Post Checks. Enter the posting
date to use for the checks you just printed and choose Process.
If you’re posting a batch of multicurrency checks, the posting date must be before the exchange rate expiration
date.
If you entered a withholding vendor using the Company Setup Options window and the document being posted is
subject to withholding, the withholding amount is computed during the select checks process. You can verify the
withholding amount by selecting the document being paid off using the Apply Payables Documents window and
choosing the Terms Taken or Writeoffs links. You also can print a Withholding Deduction Report showing
withholding deduction information for the selected batch by choosing Options >> Print Withholding Report.
After you post the information, you can’t reprint checks or print alignment forms. If you marked Separate
Remittance in the Print Payables Checks window, have zero amount checks in the batch or if the stub information
will be printed on more than one check stub, the Process Payables Checks window opens. You can print the
remittance forms from that window.
You can void posted checks individually using the Void Historical Payables Transactions window. When you void
the check, the vouchers it was applied to are unapplied and you can issue a new payment. See Voiding historical
transactions for more information.
Printing computer checks as part of a check run
Use the Print Payables Checks window to print a batch of computer checks. Once you create the batch of checks,
edit any payments, or add any payments, you’re ready to print the checks. You also can print separate remittances
and send the remittances in e-mail. When the checks have been printed, you have the option to reprint or void
checks that have already been printed. If the printed checks are correct, you can print the Computer Check Register.
To print checks when you are using vendor approval workflow, the vendors must have the workflow status of
Approved or No Approval Needed. If a vendor isn’t approved, checks for the vendor aren’t printed.
Before you can print checks, you should print a Computer Checks Edit List. To print a Computer Checks Edit List,
open the Select Payables Checks window, the Edit Payables Checks window, or the Edit Payables Check Batch
window, enter the appropriate batch ID, and choose File >> Print. See Correcting or deleting unposted payments if
you identify errors on the edit list. After you verify the accuracy of the entries, you’re ready to print the checks.
The Computer Checks Edit List will not include check numbers. Check numbers won’t be assigned to checks until
you choose Print.
To print computer checks as part of a check run:
1. Print a Computer Checks Edit List, if you didn’t do so as part of the editing checks procedure. Do so before
printing and posting checks to verify that the correct vendors and vouchers were selected.
NOTE
Be sure to back up your company’s data before printing and posting checks.
2. Open the Print Payables Checks window. (Purchasing >> Transactions >> Print Checks)
3. Enter or select the check batch to print, and a check number. The check date is the date that appears on the
checks.
4. Choose how to sort the checks, and select the format to use to print the checks.
5. Mark Separate Remittance to print a remittance separately from the check. A remittance shows the same
detail as the check stub, and is printed on blank paper from the Process Payables Remittance window after
the checks are printed.
to print a remittance, you must mark this option and print the remittance from the Process Payables
Remittance window.
NOTE
A remittance form is printed automatically if you have a zero amount check in the batch or if you’re paying more than
12 vouchers with one check.
6. Mark to print an alignment form, so you can ensure that the check forms are properly aligned in the printer.
Xs and 9s are printed in place of the actual check information. You can print this form using either the Print
Payables Checks window or the Post Payables Checks window. Be sure to insert check forms into the
selected printer.
Checks that you use as alignment forms automatically are voided.
7. When you’re ready to print the checks, mark Checks in the Print options and choose Print. After the checks
have been printed, the Post Payables Checks window opens.
8. Select a posting option.

If you didn’t select to print a separate remittance and you post checks, posting journals and distribution
breakdown registers are printed. A Report Destination window appears for each posting journal you chose
to print.
If you have selected to print a separate remittance, the Process Payables Remittance window opens.
9. In the Process Payables Remittance window, select the Remittance Form option.
12. After processing the remittance, select Post and then the Process button in the Process Payables Remittance
window. Posting journals and distribution breakdown registers are printed. If you are sending a remittance
in e-mail, you can print the Send Remittance Exception Report.
Printing individual computer checks
Use the Edit Payables Checks window to print individual computer checks. You also can print a separate remittance
and send the remittance in e-mail. You can print individual computer checks for instances when you wouldn’t enter
a manual payment or include a check in a computer check run.
To print checks when you are using vendor approval workflow, the vendors must have the workflow status of
Approved or No Approval Needed. If a vendor isn’t approved, checks for the vendor aren’t printed.
To print an individual computer check:
2. Enter or select a payment number.
3. Create a batch for the payment. Checks must be entered in single-use batches.
Select Computer Check as the origin and enter date and currency information. See Creating a batch for more
information about entering batch information.
To add a temporary vendor, place the insertion point in the Vendor ID field and choose Options >> Temporary
Vendor.
5. To pay more than the transaction amount, you can enter an unapplied payment or prepayment amount in
the Unapplied field.
6. Select remittance options and apply the payment.
Multicurrency transactions have restrictions on documents that you can apply, depending on whether the currency
is the functional or alternate currency.
7. Choose Check Stub to open the Payables Check Stub Documents window.
Unmark any vouchers you don’t want to print on the check stub. Choose OK to save the changes and close the
window.
8. Choose Save. Redisplay the payment number and choose File >> Print to print an edit list and verify the
accuracy of the entries. Close the Edit Payables Checks window.
9. Open the Print Payables Checks window. (Purchasing >> Transactions >> Print Checks)
10. Enter or select the batch you created for this payment.
11. Accept or change the default check number and date. Enter a comment to print on the check. Select a check
format and mark whether to print a separate remittance.
12. Mark to print checks and choose Print.
13. After the check has been printed, the Post Payables Checks window opens. Select Post Checks in the Process
list and choose Process.
If you didn’t select to print a separate remittance, you can print any posting journals that appear for printing.
If you have selected to print a separate remittance, the Process Payables Remittance window opens.
13. In the Process Payables Remittance window, select the Remittance Form option.
16. After processing the remittance, select Post and then the Process button in the Process Payables Remittance
window. Posting journals and distribution breakdown registers are printed. If you are sending a remittance
in e-mail, you can print the Send Remittance Exception Report.
Reprinting remittance forms or check stubs
Remittance forms and check stubs can be re-created for computer checks or for posted check payments entered in
the Payables Transaction Entry window.
You must be keeping transaction history for the vendor for the report to be recreated.
The re-created report will include the information printed on the original document. However, if the check stub or
remittance was not printed originally, if the payment was voided, or if transaction history has been removed for the
vendor, it will not contain all of the original detail.
If you’re using Multicurrency Management, the reprinted form is printed in the same currency as the original
payment.
To reprint a remittance form or check stub:
1. Open the Payables Payments Zoom window. (Purchasing >> Inquiry >> Transaction by Document or
Transaction by Vendor >> Select the payment in the scrolling window and choose the Voucher/Payment
Number link)
2. Choose Re-create Check Stub. This button is available only if:
you’re maintaining transaction history for the vendor.
the original payment is a computer check.
the original payment was entered in the Payables Transaction Entry window.
To reprint a remittance form or check stub using the lists:
1. Open the Payables Transactions list view. From the navigation pane, choose the Payables Management
button >> Payables Transactions.
2. Select the payment transaction to reprint.
3. In the Actions group, choose Re-create Check Stub. This button is available only if:
you’re maintaining transaction history for the vendor.
the original payment is a computer check.
the original payment was entered in the Payables Transaction Entry window.
Correcting or deleting unposted payments
Use the Edit Payables Checks window to correct or delete unposted computer checks. As with transactions entered
using the Payables Transaction Entry window, you can easily correct or delete unposted payments. You must void
posted payments. You might find instances when unposted payments need to be changed, as well.
Use the Payables Batch Entry window to delete all the payments in a batch by deleting the entire batch. You also
can delete payments for vendor, or add or remove documents that are included in a check batch using the Edit
Payables Check Batch window. See Modifying multiple checks in a batch for more information.
To correct or delete an unposted payment:
2. Enter or select the payment number to correct or delete.
To delete the payment, choose Delete and close the window.
To change the payment, make the necessary changes.
To unapply the amount, choose Apply to open the Apply Payables Documents window and unmark
the check box next to the transaction to unapply.
If a change involves altering the unapplied amount, you must adjust the payment distributions. Choose
Distributions to open the Payables Transaction Entry Distribution window. Distributions appear according to how
the posting accounts were set up for the vendor record. To view the original distributions, choose Default in the
Payables Transaction Entry Distribution window. Change the distribution amounts to match the current totals.
Return to the Edit Payables Checks window when you finish.
3. Choose Save.
4. Redisplay the payment and choose File >> Print for an edit list to verify the changes.
Chapter 11: Scheduled payments
When you make large purchases from vendors or make purchases that are delivered over time, you might want to
spread payments out. This documentation describes options for setting up payment schedules. Scheduled
payments are available only to businesses in North America.
Posting Payables scheduled payments
You can choose the interest rate, payment frequency, and other information when you create a payment schedule,
and you can create a payment schedule using any posted document. Payment schedules are created from
documents. Payment schedules may vary based on the vendor or the kind of goods or services that are being
purchased. You can edit any information on unposted payment schedules, as well as the interest and number of
payments for posted payment schedules.
When you create payment schedules, you select specific accounts to distribute the interest and principal portions
between. The following chart shows what accounts to use and how they are debited and credited.

Accounts Payable posting account Debited with the scheduled payment Credited with the total schedule
amount, including principal and interest, amount, not including interest, when
when an individual payment is posted the payment schedule is posted using
using the Post Payables Scheduled the Payables Scheduled Payments Entry
Payments window. window.
Payables Offset posting account Debited with the total schedule amount, Credited with the scheduled payment
not including interest, when the amount, not including interest, when an
payment schedule is posted using the individual payment is posted using the
Payables Scheduled Payments Entry Post Payables Scheduled Payments
window. window.
Interest Expense posting account Debited when you post a payment Credited with the interest portion of the
schedule. scheduled payment amount when an
individual payment is posted using the
Post Payables Scheduled Payments
window.
For example, if you use the Payables Scheduled Payments Entry window (Purchasing >> Transactions >>
Scheduled Payments) to enter a scheduled payment with a schedule amount of $2,400.00 using 10% simple
interest and 12 monthly payments, the amount due each month is $220.00.
When you post the payment schedule, your accounts will be updated using the following debits and credits.
ACCOUNT DEBIT AMOUNT CREDIT AMOUNT
Accounts Payable $2,400.00
Payables Offset $2,400.00
When you use the Post Payables Scheduled Payments window (Purchasing >> Routines >> Post Scheduled
Payments) to post one of the 12 individual payments for $220.00, your accounts will be updated using the
following debits and credits.
Accounts Payable $220.00
Payables Offset $200.00
Interest Expense $20.00
When you pay the vendor $220.00 and use the Payables Manual Payment Entry window (Purchasing >>
Transactions >> Manual Payments) to enter the payment, your accounts will be updated using the following debits
and credits.
Accounts Payable $220
Cash $220

Use the Payables Scheduled Payments Entry window to enter payment schedules. When you are creating a
payment schedule, the information from the original invoice will appear in several fields in the window.
To create a payment schedule:
1. Open the Payables Scheduled Payments Entry window. (Purchasing >> Transactions >> Scheduled
Payments)
2. Enter a schedule number and description.

3. Select the original document number. Default entries will appear in multiple fields in this window after you
have selected a document.
4. Verify the date in the Schedule Document Date field. The default entry comes from the original invoice and
is the general ledger posting date.
5. Enter the schedule amount. The default entry in this field is the total schedule amount, and it is equal to the
amount remaining on the original invoice.
6. Mark either compound or simple interest. Enter the rate in the Schedule Interest Rate field. If you enter 1,
the interest rate will be 1%.Simple interest is calculated from the first payment rather than the schedule date.
If a payment schedule is created from an existing invoice, the interest is calculated from the date of the
original invoice.
7. Enter the number of payments for the payment schedule.
8. Enter or select the payment frequency. This field is used to define how often payments will be made.
9. Select the dates, and verify and enter the accounts for the payment schedule. The default entries are from
the original document.
10. Choose Calculate to update the amount displayed in the Calculated Payment Amount field.
11. Choose Amortization to open the Payables Amortization Schedule window, where you can view the
payment schedule’s amortization schedule and edit the due date and the payment amount for each line.
12. Choose Save to save the payment schedule or Post to post it.
Needed before you can post.
If you post the transaction, the Payables Scheduled Payments Posting Journal, Payables Posting Journal,
Distribution Breakdown Register - Detail, and Distribution Breakdown Register - Summary will print when you
close the window.
Amortization schedules are created when you choose the Calculate button in the Payables Scheduled Payments
Entry window. You can view any unposted invoice within a payment schedule in the Payables Amortization
Schedule window. Posted invoices within a payment schedule can be viewed only by printing the Payables
Amortization Schedule Report.
To view an amortization schedule:
Payments)
2. Enter or select a schedule number.
3. Choose Amortization to open the Payables Amortization Schedule window.
If there is no interest, you can edit the Due Date and Payment Amount fields by entering the appropriate
information in those fields.
Posting Payables scheduled payments
Use the Post Payables Scheduled Payments window to post payments. You can post payments individually or many
at one time.
To post a Payables scheduled payment:
1. Open the Post Payables Scheduled Payments window. (Purchasing >> Routines >> Post Scheduled
Payments)
2. Select Vendor ID or Schedule Number.
3. Mark All to view all scheduled payments or enter range restrictions to post a subset of the available
schedule.
4. You can enter a date in the Due Date Cutoff field to restrict the scheduled payments displayed in the
scrolling window to those entered prior to the cutoff date.
5. Choose Display All or Marked. Choosing Marked will limit those payments to ones that were marked, and
choosing All will show both marked and unmarked payments within the selected range.
6. Select Schedule Number or Vendor ID from the Sort by dropdown list.
7. Mark the documents individually if you want to post only specific scheduled payments. If you want to post
all the payments, you can choose the Mark All option.
8. Choose Post to post the marked payments.
9. Close the window. If you chose to post the marked payments, the Payables Posting Journal, Distribution
Breakdown Register - Detailed, and Distribution Breakdown Register - Summary will print.
Use the Payables Scheduled Payments Entry window to delete unposted payment schedules. Posted schedules
can’t be deleted.
To delete an unposted payment schedule:
Payments)
2. Select a payment schedule.
3. Choose Delete.
4. A message will ask you to confirm the removal of the payment schedule you’re deleting; choose Yes.
You can edit the individual due dates and payment amounts only if there is no interest applied to a payment
schedule.
To edit a posted payment schedule:
Payments)
3. Enter the interest rate and payment amounts for a posted payment schedule with interest. If there is no
interest, you can also edit the due date and payment amount.
Posted payment schedules are permanent. If you want to void a payment schedule, you must post all of the
invoices and void each invoice individually. If there are many payments, you can choose to change the number of
payments to one, and then you can void a single invoice.
To void a posted payment schedule:
Payments)
3. Enter 1 as the number of payments.
4. Choose Post to create an open voucher that can be voided.
5. Void each individual invoice.
Refer to Chapter 9, “Transaction maintenance,” for further information on voiding posted transactions.
6. After you have posted and voided all the individual invoices, you can void the payment schedule.
Chapter 12: Applying
Applying is the process of assigning specific amounts to pay all or part of a transaction. To apply documents if you
are using vendor approval workflow, the vendor must have the workflow status of Approved or No Approval
Needed.
Applying is explained in the following sections:
Applying overview
How the apply posting date updates General Ledger
Auto -applying transactions
Applying a specific transaction
Unapplying transactions
Applying overview
You can apply the following types of documents using the Apply Payables Documents window:
Apply credit memos or returns as they’re entered by choosing Apply in the Payables Transaction Entry
window to open the Apply Payables Documents window.
Apply manual payments as they’re entered by choosing Apply in the Payables Manual Payment Entry
window to open the Apply Payables Documents window.
Apply computer payments as they’re entered by choosing Apply in the Edit Payables Checks window to
open the Apply Payables Documents window.
Apply posted credit memos, returns, and payments by opening the Apply Payables Documents window. If
you applied a credit memo, return, or payment to a posted transaction, you also can unapply it using this
window.
If the credit memo, return, or payment completely pays off the invoice it’s applied to, these transactions are moved
to history when you close this window.
When you apply documents, a tax rebate is calculated when the following conditions are met:
You marked Calculate Tax Rebates in the Company Setup Options window
A payment, credit memo, or return is applied to a purchases document
The date of the payment matches the discount date
The terms discount is available
If you entered a withholding vendor using the Company Setup Options window and the document being applied is
subject to withholding, you might encounter the following restrictions:
The withholding amount is taken when applying two documents. The withholding amount is taken only if
the debit document is fully paid. You can override this by manually entering a withholding amount.
You can’t apply a credit document subject to withholding to a debit document not subject to withholding.
You can apply a debit document subject to withholding to any credit document.
When you mark the apply check box or you enter an apply, terms taken, or writeoff amount that fully pays
off the debit document, withholding is calculated and entered in the Writeoff field. When you choose the
Writeoff link, the Additional Purchasing Tax and Writeoff Distributions window displays the amount being
withheld.
How the apply posting date updates General Ledger
If you enter an apply posting date and apply amounts, the amounts are posted to General Ledger using the date
you entered. (The Apply Date field displays the date you apply a document.) Discounts, writeoffs, realized gains,
and realized losses are posted to General Ledger using the apply posting date.
If you apply amounts, and then change the apply posting date and apply amounts again, the first amounts are
posted to General Ledger using the previous apply posting date while the latter amounts are posted using the new
apply posting date.
For example, if you enter January 15 as the General Ledger apply posting date and you partially apply a document,
the applied amounts are posted using the January 15 date. If you apply the rest of the document on January 20,
those amounts are posted as of the January 20 apply posting date.
Auto-applying transactions
Use the Apply Payables Document window to auto-apply a transaction. Autoapplying applies the transaction to as
many documents as the amount being applied permits, unless you’re using multiple remit-to addresses. If you’re
using multiple remit-to addresses for a vendor, payment, credit, and return documents will be applied to debit
documents with the same remit-to address.
The way that you open the Apply Payables Documents window can have an effect on how documents are applied,
as indicated in the following table.
OPEN APPLY PAYABLES DOCUMENTS BY... EFFECT ON REMIT-TO ADDRESSES
Choosing Purchasing >> Transactions >> Apply Payables Credits and returns will be applied across remit-to addresses
Documents
Clicking the Apply button in the Edit Payables Checks window Credits and returns will be applied only to debit documents
the same remit-to address
If you auto-apply transactions, any discount is taken if the discount is still available as of the apply date, and if the
unapplied amount is large enough to pay off the transaction. Alternate currencies are applied using the originating
amount. If the transaction balance is zero after applying, the transaction is transferred to history.
When you close the Apply Payables Documents window, the changes to discounts available, discounts taken,
realized gains or losses, rounding, and writeoffs are posted.
To auto-apply transactions:
1. Open the Apply Payables Documents window. (Purchasing >> Transactions >> Apply Payables Documents)
3. Enter or select the document to apply or unapply.
4. If General Ledger is part of your system, enter the date for the posting date in General Ledger. Only
discounts taken and writeoff amounts are posted.
5. Choose Auto Apply to apply the credit memo, return, or payment to all or as many documents as the
document being applied permits.
The document is applied to documents having the oldest document date or due date, depending on what’s chosen
in the Payables Management Setup window. Any discount is taken if the discount is still available as of the user
date, and if the unapplied amount is large enough to pay off the transaction.
If you entered any Terms Taken or Writeoff amounts, a Payables Apply Document Journal might be printed when
you close the window, depending on the options you selected in the Posting Setup window.
Applying a specific transaction
Use the Apply Payables Documents window to apply a specific transaction. You can mark any number of
documents until the payment, return, or credit memo is fully applied.
You also can use this window to unapply any transactions. You might want to unapply a payment, credit memo, or
return if it was applied to the incorrect document. For example, assume you applied a prepayment to an invoice
and then you decide to return the merchandise; you would unapply the prepayment.
If the transaction balance is zero after applying, the transaction is transferred to history. To print a check stub with a
transaction that has a zero balance after applying, apply the document using the Edit Payables Checks window.
To apply a specific transaction:
5. Mark the check box next to each transaction you want this document applied to; to unapply a document,
unmark the check box.
If the transaction is fully applied, all available discounts are taken.
To apply only a part of a document, enter the amount to apply in the Apply Amount field. You also
can enter amounts in the Terms Taken and Writeoff fields.
To enter amounts to write off a GST discounts taken (used in Canada and New Zealand) or a withholding (used in
Australia) amount, choose the Terms Taken, Terms Available, or Writeoff links to open the Additional Purchasing
Tax and Writeoff Distributions window, where you can enter these amounts. Close the window when you finish.
You can print an Apply Documents Posting Journal if you entered discount or writeoff amounts. This audit trail
report is optional; you can select to print audit trail reports when you set up your system.
Use the Apply Payables Documents window to apply a specific amount. By applying a specific amount you can
apply only a part of a document, or apply a part of the document to one transaction and a part to another
transaction.
If the transaction balance is zero after applying, the transaction is transferred to history. When you close the Apply
Payables Documents window, the changes to discounts available, discounts taken, realized gains or losses,
rounding, and writeoffs are posted.
To apply a specific amount:
5. Enter the amount to apply in the Apply Amount field.
An Apply Documents Posting Journal might be printed if you entered discount or writeoff amounts. This audit trail
report is optional; you can select to print audit trail reports when you set up your system.
Unapplying transactions
Use the Apply Payables Documents window to unapply a document. Unapplying a document reverses the entries
that applied amounts to the document. You can use the Apply Payables Document window to unapply a document
without voiding it. If you unapply a credit memo, return, or payment, the current transaction amount for the debit
document is increased. You also unapply amounts when you void a credit document.
To unapply transactions:
3. Enter or select the document to unapply.
4. To unapply all the documents in the scrolling window, choose Unapply. To unapply specific transactions,
unmark the check box next to the transactions to unapply. To unapply specific amounts, delete the amount in
the Apply Amount field. Discount amounts that were applied are unapplied, as well.
Chapter 13: Customer/vendor consolidations
Over the course of a business relationship, some customers become vendors and some vendors become
customers. You can use Customer/Vendor Consolidations to transfer information between Receivables
Management and Payables Management, so you can create a customer record using information that’s already in
your system in a vendor record, and vice versa.
Using Customer/Vendor Consolidations, you can consolidate balances in payables and receivables for a single
company when you work with that company as both a customer and a vendor. You can assign relationships
between existing customers and vendors and then apply open debit and credit documents against each other to
consolidate the current balances.
Use the Customer/Vendor Consolidation Setup window to create default entries for Customer/Vendor
Consolidations. You can set up default entries for a suspense account, payables description prefix, next payables
document number, and receivables description prefix.
To set up customer/vendor consolidations:
1. Open the Customer/Vendor Consolidation Setup window. (Administration >> Setup >> Company >>
Customer/Vendor Setup)
2. Enter or select a posting or allocation account as the default suspense account.
The Description field will contain the default entry from the Account Maintenance window.
Enter a payables description prefix. Both this prefix and the receivables document number will be combined during
the consolidation process. This information will become the transaction description for all the payables
consolidations transactions.
3. Enter a payables next document number or accept the default entry. If you enter the number, it must be a
number that can be incremented. For example, you could not use 10008PM because it ends in a letter. You
could use PM10008 because it ends in a number.
4. Enter a receivables description prefix. Both this prefix and the payables document number will be combined
receivables consolidations transactions.
5. Verify that the Auto-create Customers/Vendors option is marked. If you mark this option, you can
automatically create a new customer record from an existing vendor record or a new vendor record from an
existing customer record. If this option isn’t marked, you’ll have to create new customer and vendor records
manually.
The information that you enter in this field will replace any information that might have been entered in the same
field in the Refund Checks Setup window.
If you want the vendor IDs to match the customer IDs, select Vendor ID=Customer ID.
If you want the vendor IDs to be the next available vendor ID, select Vendor ID=Next Default Vendor
ID. You also must enter a default vendor ID to use, which increments by 1.
the Refund Checks Setup window.
7. If you marked Auto-create Customers/Vendors, you can enter or select the default customer class ID. This
create new vendor records in the Customer/Vendor Relationships window.
If you want the customer IDs to match the vendor IDs, select Customer ID=Vendor ID.
If you want the customer IDs to be the next available customer ID, select Customer ID=Next Default
Customer ID. You also must enter a default customer ID to use, which increments by 1.
Use the Customer/Vendor Relationships window to link a customer to a vendor or a vendor to a customer. These
relationships will be used when you consolidate the balances of the customer and vendor.
To create a customer/vendor relationship:
1. Open the Customer/Vendor Relationships window. (Purchasing >> Cards >> Customer/Vendor)
2. Enter or select a vendor and a customer. You can create more than one customer/vendor relationship at a
time in this window by entering multiple customers and vendors.
3. Verify that the default currency IDs for both the customer and vendor are the same. If the default currency is
not the functional currency, you must select a rate type.
NOTE
If you have Multicurrency Management registered and have entered a default currency for the customer, the
Currency field will display that currency. You can change the currency.
4. Choose OK to create and save the customer/vendor relationship and close the window.
Auto-creating customers or vendors
Use the Customer/Vendor Relationships window to automatically create customer records from existing vendor
records and vendor records from existing customer records. This process will create a new customer or vendor
record without changing the existing record. You must have the Auto-create Customer/Vendors option marked in
the Customer/Vendor Consolidations Setup window. For more information, refer to Setting up customer/vendor
consolidations.
To auto-create a customer or vendor:
1. Open the Customer/Vendor Relationships window. (Purchasing >> Cards >> Customer/Vendor)
2. Enter or select a customer or vendor. This procedure requires you to use an existing customer or an existing
vendor, but you don’t need to have both an existing customer and vendor.
Verify that the default currency ID is correct. If the currency isn’t the functional currency, you must select a rate
type.
3. Choose the Create Customer or the Create Vendor button to open the Customer Maintenance window or
the Vendor Maintenance window. The default accounts come from the class ID that you entered in the
4. Make any changes that are needed to the vendor information and choose save.
5. Choose OK to save the relationship and close the window.
Use the Customer/Vendor Consolidations window to create consolidation documents to transfer the balance for a
customer account to the related vendor account or from the vendor account to the related customer account.
To consolidate customer and vendor documents:
1. Open the Customer/Vendor Consolidations window. (Sales >> Transactions >> Customer/Vendor
Transactions)
2. Mark Customer to display the customer ID first or Vendor to display the vendor ID first.
3. Enter or select the customer or vendor ID. The related customer or vendor will appear in the window.
4. Verify the default currency ID that was set up in the Customer/Vendor Relationships window. You can enter
or select the functional currency even if it isn’t the default currency.
If you select the functional currency, you can view all the transactions including transactions entered in the alternate
currency. For more information on setting up the default currency for the customer/vendor relationship, refer to
Creating customer/vendor relationships .
5. Accept the default transfer date or enter a different date. If you enter the date, it must be in an open period in
Receivables Transaction Entry and Payables Transaction Entry.
If you have Multicurrency Management registered for Payables Management and Receivables Management, the
sub-module revaluation must be greater than the last revaluation date for both the customer and vendor. For more
information, refer to the Multicurrency Management documentation.
6. Mark to display either the National Account or the Specific Customer view option. These options will be
enabled if the customer ID is the parent of a national account.
7. Mark the Receivables option, Payables option, or both options. Then mark the documents you want to
transfer or consolidate. You can view the customer and vendor transfer totals in the Customer Transfer Total
and the Vendor Transfer Total fields to verify your document transfer.
8. If you choose Preview, the consolidation document information for both payables and receivables will be
displayed in the Consolidation Transaction Preview window. The transactions that will be created will be
displayed along with the net charges to the customer’s or vendor’s balance.
9. Choose Post. Posting will create the consolidation documents and consolidate the balances in payables and
receivables.
You can link the selected receivables consolidation document to the corresponding payables consolidation
document, and you can link the selected payables consolidation document to the corresponding receivables
consolidation document. Using this capability you can quickly verify information about a specific transaction in
both Payables Management and Receivables Management.
To use the cross-module link
1. Open the Payables Transaction Inquiry - Vendor window. (Purchasing >> Inquiry >> Transaction by Vendor)
2. Select a consolidation document. Consolidation documents will have the prefix that you assigned in the
Customer/Vendor Consolidation Setup window. Click the Document Number link to open a linked window.
3. Choose the Description expansion button to open the related window.
If the linked window you were viewing was in payables, then the related linked window would be for receivables. If
the linked window you were viewing was in receivables, then the related linked window would be for payables.
Chapter 14: Multicurrency applying
You can apply and unapply multicurrency transactions using the same windows and procedures as transactions
that involve only one currency, but you should be familiar with how applying differs when using multicurrency
transactions.
Existing unapplied credits and auto -applying
Currency selections and auto -applying
Posted multicurrency transactions
Multicurrency transactions applied to manual checks
Multicurrency rounding during posting
Multicurrency auto -applying
Multicurrency unapplying
Posted multicurrency payment amounts applying overview
Applying posted multicurrency payment amounts
Existing unapplied credits and auto-applying
You can apply unapplied payments, credit memos, and returns for the selected vendors to vouchers in the batch.
You also can specify the currency in the documents that are automatically applied. Depending on whether the batch
currency is the functional currency or another currency, the currency field labels change.
When the batch currency ID is the functional currency, the following information applies.
FIELD LABEL VALUE
Functional currency only Automatically applies only credit documents in the functional
currency
All currencies Automatically applies credit documents in any currency
When the currency ID is another currency, the following information applies:
FIELD LABEL VALUE

FIELD LABEL VALUE
Batch currency only Automatically applies only credit documents in the same
currency as the batch
Batch and functional currency Automatically applies credit documents in the same currency
as the batch or in the functional currency
Currency selections and auto-applying

If you’re using Multicurrency Management and you automatically apply a functional currency batch, only
documents that also use the functional currency are applied using the originating amounts for the transaction as
the basis for the apply process. If the functional amounts don’t match, a realized gain or loss is calculated, and the
gain or loss is posted when you close the Edit Payables Checks window.
You can apply the batch currency or functional currency credit documents automatically only to batch currency or
functional currency debit documents.
You can print individual computer checks for instances when you wouldn’t enter a manual payment, or include a
check in a computer check run, by using the Edit Payables Checks window to enter payments for a single voucher
or vendor.
When you’re creating checks manually and you auto-apply multicurrency transactions, functional currency checks
and credit documents are automatically applied to functional currency documents. Multicurrency checks are
automatically applied to documents that use the same currency.
When you apply specific multicurrency transactions or amounts, you can apply functional currency checks to all
documents. You can apply other posted credit documents in the batch or functional currency only to documents
using the batch or functional currency. You can’t apply other posted credit documents in the batch currency or the
functional currency to debit documents that aren’t in the batch or functional currency.
Information on check stubs and remittance forms is displayed in the originating currency of the check.
Posted multicurrency transactions
You must post transactions that aren’t in the functional currency before you can apply them. During the apply
process, if the originating amounts for the debit and credit documents are the same but the functional amounts
aren’t the same, a realized gain or loss is calculated and posted when you close the Apply Payables Documents
window. A realized gain is recognized when the amount applied in the functional currency is greater than the
document’s original amount in the functional currency. A realized loss is recognized when the amount applied in
the functional currency is less than the document’s original amount in the functional currency.
With revaluation, a realized gain or a realized loss might be reversed when you apply. If a credit document (credit,
return, or payment) that’s been revalued is applied to a debit document that’s been revalued, and both documents
have an unrealized gain or loss attached to them, the unrealized gain or loss for each document is reversed and
recorded as a realized gain or loss. If a realized gain or loss is attached to the transaction as a result of revaluating
and if, at the time of settlement, the exchange rate changed from the last revaluation, an additional gain or loss is
realized.
Auto-applying applies the document to as many documents as the amount being applied permits. If you entered
multicurrency transactions, payments, credit memos, or returns are applied to documents with the same currency
ID, using the originating amounts for the transaction as the basis for the apply process.
When applying a specific transaction or amount for a multicurrency document, the apply-from and apply-to
currencies must be the same, or the apply-to currency must be the functional currency, to be applied. For functional
currency amounts, you can apply any apply-to document.
Multicurrency transactions applied to manual checks
When you auto-apply multicurrency transactions for checks created manually, functional currency checks and
credit documents are automatically applied to functional currency documents. Multicurrency checks are applied
automatically to documents that use the same currency.
When you apply specific multicurrency transactions or amounts, you can apply functional currency checks to all
documents. You can apply other posted credit documents in the batch or functional currency only to documents
using the batch or functional currency. You can’t apply other posted documents in the batch or functional
currencies to debit documents that aren’t in the batch or functional currencies.
In the scrolling window of the Apply Payables Documents window, the Apply From Currency ID field displays the
currency ID of the credit document you’re applying to another document. The currency ID displayed in this field
determines how amounts are shown in the scrolling window, according to the following currency rules:
If the apply-from currency ID displayed is an originating currency, all amounts are shown in the originating
currencies.
If the apply-from currency ID displayed is your company’s functional currency, all amounts for that
document are in the functional currency as of the most recent revaluation.
If a document you’re applying to is in the functional currency, all amounts for that document are in the
functional currency as of the most recent revaluation.
The documents being applied to are displayed in the currency amounts they will be applied in. The apply currency
depends on the apply-from currency. The apply currency always is the apply-from currency, except when the
document you’re applying from uses a non-functional currency and the document you’re applying to uses the
functional currency. In this case, the apply currency is the functional currency.
In multicurrency transactions, if the originating currency amounts match but the functional currency amounts don’t
match because the payment and debit document were entered using different exchange rates, a realized gain or
loss is calculated and displayed in the Realized Gain/Loss column in the functional currency. That amount is posted
when you close the window. The Accounts Payable account is the offset account.
For example, assume that your company’s functional currency is US dollars. You posted the following invoice in
October and the payment in November, both in euros, using a multiply rate calculation method, as is shown in the
following table.
INVOICE AMOUNT IN ORIGINATING CURRENCY 1000EUR
Payment amount in originating currency 1000EUR
Exchange rate in October 0.6696
Exchange rate in November 0.6734
Invoice amount in functional currency $669.60
Payment amount in functional currency $673.40
When the payment is applied to the invoice, a realized loss of $3.80 is calculated because the functional equivalent
of the invoice ($669.60) is $3.80 less than the functional equivalent of the payment ($673.40).
When the realized loss is posted, the Accounts Payable account assigned to the vendor is credited to offset the
Realized Loss account you entered in the Multicurrency Posting Account Setup window.
Multicurrency rounding during posting
When applying documents, if the originating debit and credit amounts balance but the functional equivalents don’t
balance, the difference is posted to the Rounding Difference account. This also is true when the functional amounts
are zero but amounts remain in the originating currency.
Multicurrency auto-applying
If you entered multicurrency transactions, payments, credit memos, or returns are applied to documents with the
same currency ID, using the originating amounts for the transaction as the basis for the apply process. If the
originating amounts don’t match, a realized gain or loss is calculated and the gain or loss is posted when you close
the Apply Payables Documents window.
Multicurrency unapplying
If you void a multicurrency document, any realized gains or losses originally posted also are reversed. Use the Void
Historical Payables Transactions window to void historical credit transactions and to unapply the vouchers. Use the
Void Open Payables Transactions window to void any transaction or payment that’s been posted and is unapplied.
Posted multicurrency payment amounts applying overview
When you apply posted multicurrency payment amounts using the Apply Payables Documents window, you must
specify several options, such as apply posting date and apply method. The following information more fully
explains some of these options.
Currency ID
When you select a document to apply, the currency ID assigned to that document appears in the Apply
From Currency ID field. This field is the reference for the documents in the scrolling window you can apply.
The exchange rate used to calculate the functional equivalent is displayed in the scrolling window.
Apply and apply posting dates
If General Ledger is part of your system, you can enter the date for the posting date in General Ledger. Only
discounts taken, writeoff amounts, and realized gain and loss amounts are posted.
If you enter a posting date and apply amounts, amounts are posted to General Ledger using the date you
entered. If you apply amounts, and then change the posting date and apply amounts again, the first amounts
are posted to General Ledger using the previous posting date while the latter amounts are posted using the
new posting date. For example, if you enter January 15 as the General Ledger posting date and you partially
apply a document, the applied amounts are posted using January 15 as the General Ledger posting date. If
you apply the rest of document using January 20 as the new posting date, those amounts are posted using
January 20 as the posting date.
Apply options
You can choose one of three methods: auto-applying, applying specific transactions, or applying specific
amounts.
Auto-applying
Choose Auto Apply to apply the payment, credit memo, or return to documents that have the same currency
ID as the apply-from document. As many documents that meet the requirement are applied based on the
oldest document date or due date, depending on the selection in the Payables Management Setup window.
If you use Auto Apply, any discounts are taken if the discount is still available as of the user date, and if the
unapplied amount is large enough to pay off the transaction. Alternate currencies are applied using the
originating amounts.
Applying specific transactions
To apply the document to specific transactions, mark the check box next to each transaction. For functional
currency documents, you can apply any apply-to document. For alternate currency documents, the apply-
from and apply-to currencies must be the same, or the applyto currency must be the functional currency to
be applied. Continue marking documents until the credit memo or return amount is fully applied. If you use
this method, all available discounts as of the user date are taken.You also can enter amounts in the Terms
Taken and Writeoff fields.
Applying specific amounts
To apply part of the document to one transaction and part to another transaction, or to apply only part of
the document, enter the amount to apply in the Applied mount field. For functional currency documents, you
can apply any apply-to document. For alternate currency documents, the apply-from and apply-to currencies
must be the same; or the apply-to currency must be the functional currency to be applied.
Unapplying
To unapply all the documents in the scrolling window, choose Unapply. To unapply specific transactions,
unmark the check box next to the transactions to unapply. To unapply specific amounts, delete the amount in
the Apply Amount field. Discount amounts that were applied also are unapplied. If the originating amounts
match but the functional amounts don’t match because the payment and debit document were entered
using different exchange rates, a realized gain or loss is calculated and displayed in the Realized Gain/Loss
column in the functional currency. That amount is posted when you close the window, and the Accounts
Payable account the offset account.
Ex a m p l e
Your company’s functional currency is US dollars. You posted the following invoice on October 4 and the payment
on November 11, both in euros, using a multiply rate calculation method, as is shown in the following table.
INVOICE AMOUNT ENTERED IN ORIGINATING CURRENCY 1000 EUR
Exchange rate on October 4, 2004 0.6696
Invoice amount in functional currency $669.60
Exchange rate on November 11, 2004 0.6734
Payment amount in functional currency $673.40
When the payment is applied to the invoice, a realized loss of $3.80 is calculated because the functional equivalent
of the invoice ($669.60) is $3.80 less than the functional equivalent of the payment ($673.40) When the realized
loss is posted, the Accounts Payable account assigned to the vendor is credited to offset the Realized Loss account
you entered in the Multicurrency Posting Account Setup window.
NOTE
If the transaction balance is zero after applying, the transaction is transferred to history. When you close the Apply Payables
Documents window, the changes to discounts available, discounts taken, realized gains or losses, rounding, and writeoffs are
posted.
Applying posted multicurrency payment amounts

Use the Apply Payables Documents window to apply payments, prepayments, credit memos, and returns that use
alternate currencies. Multicurrency transactions not in the functional currency must be posted before you can apply
them.
If you applied a credit memo, return, or payment to a posted transaction, you also can use this window to unapply
it. You might want to unapply a payment, credit memo, or return if it was applied to the incorrect document. For
example, assume you applied a prepayment to an invoice and you then decide to return the merchandise. You
would unapply the prepayment.
To apply a posted multicurrency payment amount:
2. Enter or select a vendor ID, and enter or select the document to apply or unapply.
3. Enter an apply posting date (optional).
To enter amounts to write off a GST discounts taken (used in Canada and New Zealand) or write off a
withholding (used in Australia) amount, choose the Terms Taken, Terms Available, or Writeoff links to open
the Additional Purchasing Tax and Writeoff Distributions window, where you can enter these amounts. Close
the window when you finish.
4. Apply the document.
The multicurrency version of the Apply Documents Posting Journal might be printed if you entered discount or
writeoff amounts. This option is set up in the Posting Setup window. This audit trail report is optional; you can
select to print audit trail reports when you set up your Microsoft Dynamics GP system.

With Payables Management, you can view important information about vendor activity on-screen using the
inquiry windows. These windows provide detailed and summarized Payables Management information.
You also can use Payables Management reports as records of vendors when you edit setup or transaction entries,
and to find aging, posting, and history information. This information is divided into the following chapters:
Chapter 15, “Inquiries,” explains how to view important information about vendor activity and payables
transactions.
Chapter 16, “Reports,” shows you how to use Payables Management reports to analyze vendor activity and
identify errors in transaction entry.
Analyzing vendor records and transactions is an important part of your Microsoft Dynamics GP system. You can
view important information about vendor activity on-screen using the Inquiry windows, which provide detailed and
summarized Payables Management information.
Payables inquiry information is divided into the following sections:
Reporting currency
Viewing vendor information
Viewing vendor purchasing information
Viewing vendor period activity
Viewing vendor yearly activity
Viewing payables summary information
Viewing payables transaction detail information
Viewing vendor transaction information
Viewing payables documents as they originally were entered
Viewing payables payment entries
Viewing payables applied amounts
While viewing information using certain Payables Management windows, you can view multicurrency amounts in
the originating, functional, or reporting currency. Choose View >> Currency >> Functional, Originating, or
Reporting while viewing an inquiry window. The option is saved on a per user, per window basis.
You also can use the currency list button in the windows that support changing the currency view. The View menu
and currency list button are available in the following Payables Management windows:
Payables Payment Terms Zoom
Payables Payments Zoom
Payables Transaction Inquiry - Document
Payables Transaction Inquiry - Vendor
The first time you open these windows after registering Multicurrency Management, transactions are displayed in
the originating currency. If you change the currency view, the option you used last is the default view the next time
you open that window.
Reporting currency
A reporting currency converts functional or originating currency amounts to another currency on inquiries and
reports.
During the reporting currency setup in Multicurrency Management, you must set up a reporting currency and
To change the default reporting currency exchange rate, choose View >> Currency >> Modify Reporting Rate to
See the Multicurrency Management documentation for more information about reporting currency.
Viewing vendor information
Use the Vendor Inquiry window to view demographic and other account information you entered for a particular
vendor record using the Vendor Maintenance window.
To view vendor information:
1. Open the Vendor Inquiry window. (Purchasing >> Inquiry >> Vendor)
3. If the vendor record has document attachments, choose the Attachment Management icon to open the
Document Attachment Inquiry window.
4. To open the Vendor Inquiry Options window, where you can view the additional options entered for the
vendor in the Vendor Maintenance Options window, choose Options.
There are no inquiry windows you can view from this window. However, you can choose the Vendor ID link to
open the Vendor Maintenance window, where you can make changes to the vendor record.
Viewing vendor purchasing information
Use the Vendor Credit Summary Inquiry window to decide when to pay a vendor, or when you’re checking on the
current balance total. This window displays financial information about the purchases you made from the selected
vendor.
The Current Balances field and the aging period information were updated as you entered and posted transactions
for each vendor. If you marked Age Unapplied Credit Amounts in the Payables Management Setup window,
unapplied credit amounts also were included in the aging process.
If you are allowing prepayments for purchase orders, prepayments are not included in the current balance amount
because a prepayment is a deferred charge and not a payment on accounts payables.
To view vendor purchasing information:
1. Open the Vendor Credit Summary Inquiry window. (Purchasing >> Inquiry >> Vendor Credit)
To open the Payables Transaction Inquiry - Vendor window, which displays a list of transactions entered, choose the
following links:
Open Prepayments if prepayments for purchase orders are allowed
Unpaid Finance Charges
Unapplied Payment
Aging Period
Amount
Viewing vendor period activity
Use the Vendor Period Summary Inquiry window to analyze trends in purchasing activity over a number of fiscal
periods.You can view purchasing activity with a vendor by fiscal or calendar period.
To view vendor period activity:
1. Open the Vendor Period Summary Inquiry window. (Purchasing >> Inquiry >> Vendor Period)
To open the Vendor Maintenance window, where you can make changes to the vendor record, choose the Vendor
ID link.
Viewing vendor yearly activity
Use the Vendor Yearly Summary Inquiry window to compare your purchasing pattern for the current year, last year,
and life to date for a particular vendor. You can select one of the following summary views:
Amounts Since Last Close Displays current summary amounts for the selected vendor.
The information that is displayed in the Vendor Yearly Summary Inquiry window when you select Amounts Since
Last Close in the Summary View list might not represent actual fiscal year totals if you close the fiscal year before
or after the last day of the fiscal year. For example, the amounts in the Year to Date column might continue to
increase as transactions are posted after the last day of the fiscal year; then when you close the fiscal year, the
amounts in the Last Year column will include those transactions posted after the last day of the fiscal year that you
closed.
Fiscal Year Displays summary amounts for the selected vendor for the fiscal year you enter.
Calendar Year Displays summary amounts for the selected vendor for the calendar year you enter.
Closing the fiscal year will not affect the information that is displayed in the Vendor Yearly Summary Inquiry
window when you select Fiscal Year or Calendar Year in the Summary View list. The amounts displayed for those
selections are dependent on the year and periods you enter to display.
To view vendor yearly activity:
1. Open the Vendor Yearly Summary Inquiry window. (Purchasing >> Inquiry >> Vendor Yearly)
3. Select a summary view. The default summary view was selected in the Payables Management Setup
window.
4. If you selected either Fiscal Year or Calendar Year as the summary view, enter a valid fiscal year or calendar
year to view information for. Then, mark to view information for all periods, or enter a range of periods.
5. Choose Calculate to redisplay the information according to your settings.
6. To print the Vendor Financial Summary Report, which includes the information you’re currently viewing
using the Vendor Yearly Summary Inquiry window, choose File >> Print.
Viewing payables summary information
Use the Payables Summary Inquiry window to view the total number of documents for each of the document types
in Payables Management, along with the total amount for each type. This inquiry might be useful when comparing
the original amounts for each document type with the unapplied amounts.
The current balance fields and the aging period information were updated as you entered and posted transactions
for each vendor. If you marked Age Unapplied Credit Amounts in the Payables Management Setup window,
unapplied credit amounts also were included in the aging process.
To view payables summary information:
1. Open the Payables Summary Inquiry window. (Purchasing >> Inquiry >> Payables Summary)
2. Select an option and enter range of vendor IDs to display information in the window.
Viewing payables transaction detail information
Use the Payables Transaction Inquiry - Document window to view unposted (work), posted (open), and paid
transactions (history) by document type.
To view payables transaction detail information:
1. Open the Payables Transaction Inquiry - Document window. (Purchasing >> Inquiry >> Transaction by
Document)
2. Select an option and enter a range of documents to limit the view.
3. To print a report of the information displayed in this window, choose File >> Print.
Viewing vendor transaction information
Use the Payables Transaction Inquiry - Vendor window to view unposted, posted, and paid transactions by vendor.
To view a vendor’s transaction information:
1. Open the Payables Transaction Inquiry - Vendor window. (Purchasing >> Inquiry >> Transaction by Vendor)
2. Enter or select a vendor ID. The transactions for the vendor appear in a scrolling window. (When viewing
transactions using this window, a voided document has an asterisk next to the document’s origin in the
scrolling window.)
3. Select an option and enter a range of documents to limit the view.
4. Specify whether to view documents in the work, open, or history tables.
5. To print a report of the information displayed in the Payables Transaction Inquiry - Vendor window, choose
File >> Print.
Viewing payables documents as they originally were entered
All the inquiry windows except for the Payables Summary Inquiry window use links so you can view the
information entered when a vendor record, transaction, or payment was added, or when a transaction or payment
was applied.
For example, you can select a vendor ID in the Vendor Inquiry window, then open the Vendor Maintenance window
to view the posting accounts, vendor addresses, and other information entered when the record was created.
To view a payables document as it originally was entered:
1. Open the Payables Transaction Inquiry - Document or the Payables Transaction Inquiry - Vendor window.
(Purchasing >> Inquiry >> Transaction by Document or Transaction by Vendor)
2. If you’re using the Payables Transaction Inquiry - Vendor window, enter or select a vendor ID to display
information in the window.
3. Select a transaction in the scrolling window and choose either the Document Number or Voucher/Payment
Number link. The Payables Transaction Entry Zoom window opens.
The transaction as it was originally entered is displayed. You can open several other windows from the Payables
Transaction Entry Zoom window, as is listed in the following table:
FIELD OR BUTTON WINDOW THAT OPENS
Document Date expansion button Payables Date Entry Zoom
Payment Terms expansion button Payables Payment Terms Zoom
Currency ID expansion button (if you’re using Multicurrency Exchange Rate Entry Zoom
Management and the transaction was entered in a foreign
currency)
Tax Schedule ID expansion button Payables Tax Schedule Zoom
Tax expansion button Payables Tax Inquiry
Revaluation button Payables Transaction Revaluation Zoom

Apply button Payables Apply Zoom
Distributions button Payables Distribution Zoom
Viewing payables payment entries

Use the Payables Payments Zoom window to view all the entries originally made for a payment entered using the
Payables Manual Payments window or the Edit Payables Checks window.
To view payables payment entries:
3. Select a transaction in the scrolling window whose origin is history and choose the Document Number or
Voucher/Payment Number link.
The Payables Payments Zoom window or Payables Transaction Entry Zoom window opens, depending on the
transaction you selected.
The payment as it was originally entered is displayed. You can open several other windows from the Payables
Payments Zoom window as listed in the following table:
Date expansion button Payables Date Entry Zoom
Revaluation button Payables Transaction Revaluation Zoom
Apply button Payables Apply Zoom
Distribution button Payables Distribution Zoom
See Viewing payables documents as they originally were entered for information about the windows available
from the Payables Transaction Entry Zoom window.
Viewing payables applied amounts
Use the Payables Apply Zoom window to view all the documents applied to a particular document.
All the inquiry windows except for the Payables Summary Inquiry window use links so you can view the
information entered when a vendor record, transaction, or payment was added, or when a transaction or payment
was applied.
To view payables applied amounts:
3. Select a transaction in the scrolling window and choose the Unapplied Amount link. The Payables Apply
Zoom window opens. Choose OK to close the window when you finish.
If you receive an error message when going into a Payables Inquiry window such as: 'Cannot insert the value
NULL into column 'DOCTYABR', table 'tempdb.dbo.' This may happen if you have invalid records in the PM00400
table.
Typically, we see this error message caused when there are null records in the PM00400 table. Please run the select
statements below in SQL against the erring company database: select * from PM00400 where DOCTYPE = ' ' or
DOCTYPE = '0' select * from PM00400 where DCSTATUS = ' ' OR DCSTATUS = '0'
If you get any results, delete them in SQL Server.
IMPORTANT
Make sure that you try this in a TEST company first, and that you take a good restorable backup before proceeding in LIVE
before performing the next steps
delete PM00400 where DOCTYPE = ' ' or DOCTYPE = '0'

delete PM00400 where DCSTATUS = ' ' OR DCSTATUS = '0'
After running the delete statements you will need to run Checklinks on the Payables History and Payables
transactions Logical Files. (Under: Microsoft Dynamics GP menu >> Maintenance >> Check Links) Choose Series
of Purchasing and insert the above tables to the right and choose OK. Verify the error no longer exists.
Chapter 16: Reports
You can use Payables Management reports to analyze vendor activity and identify errors in transaction entry. Use
this information to guide you through printing reports, and working with report options.
Payables Management standard report summary
Specifying a Payables Management report option
Microsoft SQL Server® Reporting Services reports for Payables Management
Payables Management standard report summary
You can print several types of reports using Payables Management. Some reports automatically are printed when
you complete certain procedures; for example, posting journals can automatically be printed when you post
options to specify sorting options and ranges of information to include on the report. For more information, see
Specifying a Payables Management report option . Reports printed using Purchase Order Processing are printed
using many of the same windows. See the Purchase Order Processing documentation for information about
reports printed in that module.
The following table lists the report types available in Payables Management and the reports that fall into those
categories:
Setup reports (Purchasing >> Reports Vendor Summary List*† Vendor Setup Choose File >> Print in the setup
>> Setup/Lists) List Vendor Addresses List Vendor windows or create report options in the
Financial Summary Report*† Payables Purchasing Setup Reports window.
Management Setup List Classes Setup
List Quick Vendor Setup List
Trial Balance Reports (Purchasing >> Aged Trial Balance*† Aged Trial Balance Create report options in the Payables
Reports >> Trial Balance) with Options† Historical Aged Trial Trial Balance Reports window.
Balance*† Quick Aged Trial Balance†
Analysis reports (Purchasing >> Vendor Summary (Summary)† Vendor Create report options in the Purchasing
Reports >> Analysis) Period Analysis (Period)† Cash Analysis Reports window.
Requirements† Vendor Year-To-Date
Summary (Calendar Year)†
Check Information (Purchasing >> Vendor Check Register Check Create report options in the Check
Reports >> Check Information) Distribution Information Reports window
Posting reports (Purchasing >> Reports Payables Transaction Posting Journal*† Choose File >> Print in the window you
>> Posting Journals) Manual Payments Posting Journal*† use to complete the procedure. Some
Computer Checks Posting Journal*† are printed when you complete the
Distribution Breakdown Register*† procedure.
Apply Documents Posting Journal*†
Void Historical Payables Transactions
Posting Journal*† Void Open Payables
Transactions Posting Journal*†
Computer Check Register*† (Checks
Journal) Transaction Check Register*†
(Checks Journal)
History reports (Purchasing >> Reports Distribution History - Detail Report Create report options in the Purchasing
>> History) Distribution History - Summary Report History Reports window.
Transaction History - Detail Report*
Transaction History - Summary Report*
Transaction Distribution History Report
Vendor Check Register*
Edit lists 1099 Edit List Computer Checks Edit Choose File >> Print in the window you
List* Manual Payments Edit List* used to complete the procedure.
Payables Transaction Edit List* Void
Historical Transactions Edit List* Void
Open Payables Transactions Edit List*
1099 reports Vendor 1099 Details Monthly Report Choose File >> Print in the 1099
Vendor 1099 Details Yearly Report Details window or the Update 1099
Update 1099 Information Preview Information window. Choose Process in
Report Update 1099 Information Audit the Update 1099 Information window
Report to print the Update 1099 Information
Audit Report.
Utility reports GL Distribution Removal Payables Hold These reports are printed when you
Journal* Reconcile Balances Report complete the corresponding procedure.
Transaction History Removal Report*
Vendor Mass delete Report Payables
Calendar/Fiscal Summary Removal
Report
Processing reports 1099 Statements 1096 forms Payables These reports are printed when you
Currency Summary Aging Report* Year- complete procedures.
End Closing Report
Inquiry reports Transaction Inquiry* Payables Summary Choose File >> Print in the
Inquiry Journal Transaction by corresponding inquiry window.
Document Inquiry*
* Indicates reports that you can print with multicurrency information displayed. † Indicates reports that you can
assign to named printers. See “Printers” in the System Administrator’s Guide (Help >> Contents >> select System
Administration) for more information.
Specifying a Payables Management report option
print several Payables Management reports, you must first create a report option. Each report can have several
different options so that you can easily print the information you need. For example, you can create report options
for the Trial Balance that show either detailed or summary information.
A single report option can’t be included in multiple reports. If you want identical options for several reports, you
must create them separately.
Use the Purchasing report options windows to create sorting, restriction, printing and email options for the reports
that have been included with Payables Management.
To specify a Payables Management report option:
1. Open a Purchasing reports window. There are separate windows for each report type. (Purchasing >>
Reports >> Setup/Lists) (Purchasing >> Reports >> Trial Balance) (Purchasing >> Reports >> Analysis)
(Purchasing >> Reports >> Check Information) (Purchasing >> Reports >> Posting Journals) (Purchasing
>> Reports >> History) (Purchasing >> Reports >> Groups)
window appears.
you’ve selected.
You can enter only one restriction for each restriction type. For instance, you can insert one Vendor ID restriction
(Associat0001 to Teleconn0001 ) and one Vendor Class restriction (CAN -ALL -C to USA -US -C ).
6. Choose Insert to insert the range in the Restrictions list. To remove an existing range from the list, select the
7. Choose Email Options to enter email options for the report option. Once the email options are set up, you’ll
be able to send the reports in an email message from this window by choosing Email. You’ can also send
this report in an email from any list view where the report option is displayed.
Microsoft SQL Server® Reporting Services reports for Payables Management
You can view Payables Management Reporting Services reports from the Reporting Services Reports list. If you are
using Reporting Services 2008, Purchasing metrics for your home page also appear in the Reporting Services
Reports list. You can access the Reporting Services Reports list from the navigation pane or from an area page in
the Microsoft Dynamics GP application window. This report list appears if you specified the location of your
Reporting Services reports using the Reporting Tools Setup window. See your System Setup Guide (Help >>
Contents >> select Setting up the System) for more information.
The following Reporting Services reports are available for Payables Management.
Aged Trial Balance – by Document Date
Historical Aged Trial Balance Aged Trial Balance Details Sub report
Transaction Detail Document Date Cash Requirements Vendor Summary
To print a Payables Management Reporting Services report:
1. In the navigation pane, choose the Purchasing button, and then choose the Reporting Services Reports list.
2. Mark the Payables Management report that you want to print.

This part of the documentation explains how to maintain Payables Management data. Be sure to back up your
accounting data before performing procedures that remove historical data from your system.
Chapter 17, “Utilities,” explains how to reset balance totals or delete a group of vendors or history. Once you
decide how much historical information is necessary, you can remove the information you no longer need.
Chapter 18, “Routines,” describes routine procedures you should complete at the end of either your calendar
or fiscal year.
There might be times when you need to reset balance totals, or delete a group of vendors or history.
Payables utilities information is explained in the following sections:
Reconciling payables accounts
Deleting a group of vendor cards
Modifying 1099 information for a range of vendors and transactions
Reconciling payables accounts
Use the Reconcile Payables Accounts window to reset the unapplied payments, unpaid finance charges, and current
balance totals in the Vendor Credit Summary window to reflect the posted payments and transactions.
You might reconcile a current year to ensure the amounts on an aged trial balance report match the amounts on
vendor lists. You can reconcile the summary amounts, fiscal-year amounts, or calendar-year amounts:
If you reconcile summary amounts, unapplied payments, unpaid finance charges, current balance totals, and
on-order amounts are reconciled for the selected range.
If you reconcile fiscal-year amounts, fiscal-year period summary information is reconciled for the year you
enter.
If you reconcile calendar-year amounts, calendar-year period summary information is reconciled for the
year you enter. You can reconcile all amounts, only 1099 amounts, or all amounts except 1099 amounts.
Running reconcile in certain circumstances can result in your data being inaccurate. These situations include:
When transaction history has been removed for the selected year
When history wasn’t kept for the selected range
When a payment that crossed calendar years and that was applied to an invoice with a 1099 amount has
been voided
If you are using vendor approval workflow, you can reconcile the workflow status and priority for active and
inactive vendor records. This option is available if Workflow is activated and you have marked the Reconcile option.
To reconcile payables accounts:
1. Open the Reconcile Payables Accounts window. (Purchasing >> Utilities >> Reconcile)
2. Select an option and enter a range, or mark All.
3. Mark whether to reconcile summary, fiscal-year, calendar-year amounts or workflow status, if you are using
vendor approval workflow. If the vendor has no transaction history or open records, the vendor’s period
summary information will be zeroed.
If you mark Fiscal Year or Calendar Year, enter a year for which to reconcile the summary information against the
detail information.
If you mark Calendar Year, mark whether to reconcile all amounts, only 1099 amounts, or all amounts except 1099
amounts.
4. Mark Print Report to print a Reconcile Balances Report, which lists the vendor records and the unapplied
payments, unpaid finance charges, and current balances that were reconciled during the process.
Mark Reconcile to reconcile the amounts for the vendors you selected.
To print the Reconcile Balances Report to verify the information before reconciling, mark only Print Report. If you
are reconciling workflow status, the Vendor Status Reconcile Error Report is printed.
5. Choose Process to print the Reconcile Balances Report, reconcile amounts, or both.
Deleting a group of vendor cards
Use the Mass Vendor Delete window to remove multiple vendor cards in one step. To delete any vendor card, it
must first meet several conditions. A vendor card can’t be deleted if it contains any of the following information:
A current balance
A 1099 amount for the current year (United States only)
Unposted and posted transactions
An Active or Inactive vendor status and transactions in the history table
You can delete temporary vendor cards even if they have historical transactions.
If you aren’t sure whether you can delete vendor cards, you can find out whether they have any balances or
transactions in history by printing a Vendor Mass Delete Report or by printing a Payables Transaction History
Removal Report without removing historical information. The cards appear as deleted on the report but they aren’t
actually deleted until you complete the process.
To delete a vendor record with a workflow status of Pending Approval, you must be the current approver of the
vendor card or you have permission to act on the tasks of other users during the vendor approval process.
If you find that transaction history is being kept for the vendor cards you’re planning to delete, you must remove
history before deleting them. See History removal overview for more information. If you don’t want to remove the
history, you can choose to inactivate the vendors. See Inactivating a vendor card for more information.
If the vendor cards you’re planning to delete have current balances or 1099 amounts, you must wait to delete them
until after you close the year. See Closing a calendar year for more information about closing a calendar year.
To delete a group of vendor cards:
1. Open the Mass Vendor Delete window. (Purchasing >> Utilities >> Mass Vendor Delete)
2. Select an option and enter a range, or mark All.
3. Mark Print Report.
You can print a Vendor Mass Delete Report for the vendor cards you chose to delete by choosing File >> Print
before deleting. If the range includes cards you don’t want to delete, redefine the range you created.
4. Choose Process to delete the selected cards. If you selected to print the report, the Vendor Mass Delete Report
is printed after the process is complete.
Vendor cards in the range that don’t meet the criteria for deletion are not removed.
Modifying 1099 information for a range of vendors and transactions
Use the Update 1099 Information window to change the 1099 statement box number and tax type for a range of
vendors, for a range of 1099 transactions, or both. You can also change the type from a non-1099 vendor to a 1099
vendor and vice versa. If you change 1099 transaction information, that information is updated for transactions in
the Work, Open, and History tables.
Other than moving the 1099 amount, the transaction amounts are not changed using this window. To modify the
amount on a 1099 transaction, use the Edit 1099 Transaction Information window instead.
To modify 1099 information for a range of vendors and transactions:
1. Open the Update 1099 Information window: (Purchasing >> Utilities >> Update 1099 Information)
2. Select the type of information to update.
Depending on the tax type that you’re changing, the existing information for the vendor and transaction
records changes:
FROM TO CHANGES
Vendor 1099 type Another 1099 type The 1099 Box Number information is
changed on the vendor record.
Transaction information is
unchanged.
Transactions 1099 type Another 1099 type Transaction information is changed,

Vendor information is unchanged.
Vendor 1099 type and 1099 Another 1099 type Vendor records in the range are
Transactions updated with the new tax type and
1099 box number. All work, open,
and historical 1099 transactions are
updated with the new type.
FROM TO CHANGES
Not a 1099 Vendor 1099 type Vendor records are updated with the
new tax type. On existing invoices,
credit memos and returns, the
purchase amount minus any trade
discount amount appears in the 1099
Amount field. On unapplied credit
memos or returns, the 1099 type is
updated using the 1099 type
assigned to the vendor. On applied
credit memos or returns, the 1099
type is updated using the 1099 type
on the invoice.
1099 type Not a 1099 Vendor Vendor records are updated with the
new tax type. Existing transactions
are changed to non1099 transactions
and the 1099 amount is cleared on
payables debit documents, credit
memos and returns for unposted,
posted and historical transactions.
3. Enter a range of vendors, tax types, or transactions to modify information for. You can enter multiple ranges.
4. Choose File >> Print to view a report that lists the changes without changing your data.
5. Choose Process to make the changes. When processing is complete, the Update 1099 Information Audit
Report is printed.
History records provide useful information for audit purposes. If you’re keeping one of the types of history
available in Payables Management, you can keep these records for an unlimited number of years.
When you choose to remove history records, the system removes records for only the year you specify. Normally,
history is removed before the year-end closing process; however, at other times during the accounting cycle, you
might find it necessary to remove ranges of history that are no longer useful.
When you remove history, any corresponding multicurrency information is removed, as well.
Use the Remove Payables Transaction History window to remove transaction history. If you’re keeping transaction
history, detailed information has been kept for all transactions that were posted and paid during the year.
If you remove transaction history, complete information also might not be available to print Historical Aged Trial
Balances, or reprint posting journals, or reprinted check remittances and stubs in the future.
To remove transaction history:
1. Open the Remove Payables Transaction History window. (Purchasing >> Utilities >> Remove Transaction
History)
2. Select an option and enter a range restriction.
3. Choose Insert; the range restriction is displayed in the Restrictions list.
You can enter only one restriction for each restriction type. For instance, if you enter a restriction specifying that
only voucher numbers 100 through 300 should be removed, you can’t enter another restriction for voucher
numbers 500 through 800. To clear multiple ranges of history, you must clear each range separately.
4. Mark the Transactions option. If you also mark Distributions, any distributions for the transaction history
records you’re removing also are removed.
5. Mark the Report option to print the Transaction History Removal Report after history has been removed.
Choose Process to begin removing history.
To print the Transaction History Removal Report without removing history, unmark both Transactions and
Distributions and choose Process.
Use the Remove Payables Distribution History window to remove distribution history. If you’re keeping
distribution history, a detailed record has been kept of how Payables Management transactions have affected the
balances of posting accounts.
If you remove distribution history, you might not have all the information needed to reprint posting journals in the
future.
To remove distribution history:
1. Open the Remove Payables Distribution History window. (Purchasing >> Utilities >> Remove Distributions)
2. Select an option and enter a range.
only voucher numbers 100 through 300 should be removed, you can’t enter another restriction for voucher
numbers 500 through 800. To clear multiple ranges of history, you must clear each range separately.
4. Mark Remove when you’re ready to remove history.
5. Mark Report to print the Distribution Removal Report after history is removed.
To print the Distribution Removal Report without removing history, unmark Remove and choose Process.
Once history has been removed, can’t print the Distribution History Reports for the ranges of information you
removed.
Use the Remove Payables Calendar/Fiscal History window to remove history for a calendar year or fiscal year. If
you’re keeping calendar-year history, vendor information has been recorded in a month-by-month format. If
you’re keeping fiscal year history, the same information has been recorded according to the fiscal period format
you specified in the Fiscal Periods Setup window.
To remove period history:
1. Open the Remove Payables Calendar/Fiscal History window. (Purchasing >> Utilities >> Remove Period
History)
2. Mark the type of history to remove.
only vendor IDs 100 through 300 should be removed, you can’t enter another restriction for vendor IDs 500
through 800. To clear multiple ranges of history, you must clear each range separately.
5. Mark Remove History when you’re ready to remove history.
6. Mark Print Report to print the history removal report after history is removed. To print history removal
reports without removing history, unmark Remove History and choose Process. Choose Process to begin
removing history.
7. Once history has been removed, you can’t print the history removal reports for the ranges of information
you removed.
Use the Remove Payables Journal History window to remove journal history. If you’re keeping journal history, you
can reprint posting journals for Payables Management transactions.
Posting journals are valuable audit trail tools that include the audit trail codes assigned to transactions during the
posting process. Using posting journals, you can trace any transaction to the point it was entered in Microsoft
Dynamics GP. If that information is no longer useful for transactions that have been moved to the history tables,
you can remove that information.
To remove journal history:
1. Open the Remove Payables Journal History window. (Purchasing >> Utilities >> Remove Journal History)
only batch IDs 100 through 300 should be removed, you can’t enter another restriction for batch IDs 500 through
800. To clear multiple ranges of history, you must clear each range separately.
4. Mark Remove History when you’re ready to remove history.
5. Mark Print Report to print the journal history reports after history is removed. To print journal history
reports without removing history, unmark Remove History and choose Process. Choose Process to begin
removing history.
6. Once history has been removed, you can’t reprint posting journals for the ranges of information you
removed.
the Intrastat records for the range you specify are removed. Once history has been removed, you can’t print the
Intrastat removal reports for the ranges of information you removed.
To remove Intrastat history:
1. Open the Remove Intrastat History window. (Administration >> Utilities >> Company >> Remove Intrastat
History)
2. Select an option and enter a range.
3. Choose Insert to display the range in the Restrictions list.
example, if you enter a restriction specifying that history should be deleted for customer IDs COMPUTER0003
through GRAHAMAR0001, you can’t enter another restriction for customer IDs CONTINEN0001 through
EXECUTIV0001.
4. Mark Transactions to remove the range of information you specified.
5. Mark Print Report to print the Intrastat removal reports for the range of information you specified. Print
these reports to retain a permanent record of past Intrastat records after you clear history.
To print the Intrastat removal reports without removing history, mark only Print Report and choose Process.
6. Choose Process to remove history.
specify will be removed. Once tax history has been removed, the tax details in the range you’ve removed won’t be
printed on tax reports.
To remove tax history:
2. Select whether you want to remove tax detail transactions and print the Tax History Removal Report, remove
the tax detail transactions, or print the Tax History Removal Report.
Chapter 18: Routines
The routine procedures include those you should complete at the end of either your calendar or fiscal year.
Routine procedure information includes the following sections:
Printing 1096 or 1099 statements
Year-end closing overview
Using year-end procedures checklists
Printing 1096 or 1099 statements
Use the Print 1099 window to print 1096 or 1099 statements for vendors at any time and for a year other than the
current year, as long as you have historical information for that year.
Needed before you can print 1099 statements for them.
Collecting and tracking 1099 information
To print a 1099 statement for a vendor, you must use the Vendor Maintenance Options window to designate the
appropriate 1099 form type (tax type). If you find during a year that you need to print a 1099 statement for a
vendor that’s not designated as a 1099 vendor, you still can do so. Use the Vendor Maintenance Options window to
specify the 1099 tax type, then use the 1099 Details window to enter the amounts that should print on the
statement.
Windows that display 1099 information
Because you can print 1099 statements at any time, it’s sometimes helpful to be able to view or change the 1099
amounts that are tracked for a vendor. This information is available in a number of windows.
WINDOW NAME HOW TO OPEN WHAT YOU CAN DO IN THE WINDOW
Vendor Period Summary Purchasing >> Cards >> Summary >> Enter period history for a vendor. You
select a vendor >> Period button also can view or change information for
specific months or fiscal periods for the
selected vendor record.
Vendor Yearly Summary Purchasing >> Cards >> Summary >> View or modify a vendor’s yearly
select a vendor >> Yearly button activity.
1099 Details Purchasing >> Cards >> 1099 Details View or change 1099 transaction
amounts for a period or calendar year.
Update 1099 Information Purchasing >> Utilities >> Update View or change 1099 form (tax type) or
1099 Information box numbers for a range of vendors,
1099 transactions or both.
Payables 1099 Entry Purchasing >> Transactions >> View or select a tax type and 1099 box
Transaction Entry number for the specified transaction.
Payables 1099 Inquiry Purchasing >> Inquiry >> Transaction View the tax type and 1099 box
by Vendor >> Document Number link number for payables documents that
>> 1099 Amount expansion button contain a 1099 amount.
This window also can be opened using expansion buttons on the 1099 Amount fields in the Period Summary
window and the Vendor Yearly Summary window by clicking the expansion button for the 1099 Amount expansion
button in either window.
1099 statement box reference
The following table lists selected fields where the information that prints in 1099 statement boxes appears in
1099 FIELDS MICROSOFT DYNAMICS GP WINDOW
Payer’s name, street address, city, state, and ZIP code Taken from the Company, Address, City, State, and Zip Code
fields in the Print 1099 window.
Payer’s Federal Identification Number Taken from the Payer’s Federal ID Number field in the Print
1099 window.
1099 FIELDS MICROSOFT DYNAMICS GP WINDOW
Recipient’s name, address, and Zip code Taken from the Primary Address fields in the Vendor
Maintenance window.
Recipient’s identification number Taken from the Tax ID field in the Vendor Maintenance
Options window.
Account number This field is optional. Manually enter the account number.
1099 boxes that list amounts Amounts are taken from the Amount fields in the 1099 Details
window.
To print the 1099 Edit List to review the information that appears on the 1099 statements, click the printer icon
button in the upper-right corner of the window. This list displays each vendor’s name and the amount reported for
that vendor. You might want to print this list before and after printing the 1099 statements.
You can use the first report for editing and keep the second as part of your company’s permanent records. Choose
File >> Print while the Print 1099 window is displayed to print this edit list.
To print 1096 or 1099 statements:
1. Open the Print 1099 window. (Purchasing >> Routines >> Print 1099)
2. Enter the payer’s information, including the address ID and the payer’s Federal ID number, which is your
company’s tax registration number.
3. Enter the year to print the statements for. The calendar-year summary amounts for the year you enter will
be totaled for the selected vendors. The amounts are displayed in the 1099 Details window.
4. In the 1099 Type field, select Miscellaneous, Dividend, or Interest as the 1099 type. If you need more
information about the type of document to print, refer to the instructions provided by the US Internal
Revenue Service.
5. Select one of the following form types:
Select Continuous if you’re printing the forms on a dot-matrix printer using continuous (attached)
forms.
Select Single Feed if you’re printing the forms on a laser printer (or similar printer) and you use
forms printed on separate pieces of paper.
6. Select a range type from the Vendors list. Mark whether to print a statement for all vendors of the 1099 type
chosen, or for a selected range of vendors.
If you opted to print statements for a selected range of vendors, enter the range restriction.
7. Select printing options.
To print an alignment form before printing the forms, mark Alignment Form. The alignment form
ensures the amounts are printed in their proper places on the forms. For information about adjusting
the alignment of forms, refer to your Report Writer documentation.
To print the forms, mark 1099 Form or 1096 Form.
8. Select the order to print the forms in, whether by Vendor ID, Vendor Name, Vendor Class, or Type.
9. To print the 1099 Edit List, choose File >> Print.
10. When you’re ready to print the forms, mark 1099 Form or 1096 Form and choose Print.
Year-end closing overview
There are two closing procedures for Payables Management—fiscal year and calendar year. Closing the calendar
year transfers the current-year 1099 amounts to last year’s balance for all vendors. Closing the fiscal year transfers
all current-year balances, except 1099 amounts, to last year’s balances.
The year-end closing procedures move the amounts from the Year to Date column to the Last Year column in the
Vendor Yearly Summary window. The amounts in the Year to Date column are updated when a payables
transaction is posted, regardless of the posting date or transaction date. These amounts will be incorrect if
transactions for the closed year are posted after the year has been closed, or if transactions for the new year are
posted before the previous year has been closed. This also affects the amount shown on the 1099 statements for
vendors.
You can close both the calendar and fiscal years at the same time if your fiscal year ends on December 31.
NOTE
We recommend that you post all transactions for the calendar year before closing the year. To enter future-period
transactions before closing the year, create a batch with new transactions but don’t post it until after the year has been
closed.
Before you close the year, make a backup of all company data. As long as you have a current backup, you can
restore information, if necessary.
Calendar year-end closing procedures
Be sure to complete the following procedures in this order to close your company’s calendar year:
Post all transactions for the calendar year Before closing the year, post all transactions for the calendar
of the company’s financial position at the end of the year and you can restore it later, if necessary.
Make a backup Make a second backup of all data for your company’s permanent records.
Close the calendar year Use the Payables Year-End Closing window to close the calendar year or, if your
calendar and fiscal years coincide, both years. See Closing a calendar year for more information.
Close the sales tax periods for the year Use the Tax Year-End Closing window to close the sales tax
periods and print the Tax Year-End Closing Report. You should complete this procedure only after you
complete the year-end closing procedures for all sales and purchasing modules.
Make a final backup Make a final backup of all data for your company’s permanent records.
Fiscal year-end closing procedures
Be sure to complete the following procedures in this order to close your company’s fiscal year:
Post all transactions for the current fiscal year Before closing the year, post all transactions for the fiscal
of the company’s financial position at the end of the year and you can restore it later, if necessary.
Close the fiscal year Use the Payables Year-End Closing window to close the fiscal year or, if your calendar
and fiscal years coincide, both years. For more information, Closing a fiscal year.
Close all fiscal periods (optional) Use the Fiscal Periods Setup window to close any fiscal periods that are
still open for the year. This keeps transactions from accidentally being posted to the wrong period or year. Be
sure you posted all transactions for the period and year for all modules before closing fiscal periods. If you
later need to post transactions to a fiscal period you already closed, you must reopen the period using the
Fiscal Periods Setup window before you can post the transaction.
Close the sales tax periods for the year Use the Tax Year-End Closing window to close the sales tax
periods and print the Tax Year-End Closing Report. You should complete this procedure only after you
complete the year-end closing procedures for all sales and purchasing modules.
Make a final backup Make a final backup of all data for your company’s permanent records.
Using year-end procedures checklists
Use the Purchasing Checklists window to guide you through the tasks you need to complete to close the year.
To use year-end procedures checklists:
1. Open the Purchasing Checklists window. (Purchasing >> Routines >> Checklists)
2. Select a frequency.
Choose Calendar Year if you’re closing the calendar year.
Choose Fiscal Year if you’re closing the fiscal year.
3. Select the first task in the list and choose Open to open the appropriate window.
4. Complete all the routines in the Purchasing Checklists window and close the window.
Use the VAT Return window to print VAT reports, which you might need to submit to the government. You can
print summary and detailed VAT information for a specified period.
You also can save VAT report IDs and reprint reports at a later time.
To print a VAT return:
2. Enter or select a VAT report ID and description.
3. Enter starting and ending dates for the report. Each VAT Report ID you create must have a unique starting
date.
4. Choose Calculate to display VAT Return information in the window.
5. Choose Save. You must calculate VAT information before you can save the Report ID, and save the Report
ID before you can print the report.
6. To print the report, choose Print. The VAT Return Print Options window opens.
7. Mark the reports to print.
8. Choose Print to print the reports.
Use the Payables Year-End Closing window to close a calendar year. Before closing the calendar year, you should
print an Aged Trial Balance With Options Report to show the status of each vendor account. If you’re closing the
fiscal year along with the calendar year, you also should print the Vendor Period Analysis and Vendor Year-to-Date
Summary reports for your permanent records because these amounts are transferred to last year during the year-
end closing process.
To close a calendar year:
1. Open the Payables Year-End Closing window. (Purchasing >> Routines >> Year-End Close)
2. Mark the year to close. If the calendar year coincides with your fiscal year, mark All. If they don’t coincide,
close the fiscal year separately. See Closing a fiscal year for more information about closing a fiscal year.
3. Mark Print Report to print the Year-End Closing Report after the closing process is complete. This report
lists the amounts transferred to last year for each vendor. The Year-End Closing Report is part of the audit
trail and should be saved with your company’s permanent records.
4. Choose Close Year to begin the closing process. The Year-End Closing Report is printed after the year has
been closed, if you selected to print the report.
Use the Payables Year-End Closing window to close a fiscal year. Closing the fiscal year transfers all amounts other
than 1099 amounts to last year. You should complete this procedure before you begin entering transactions for a
new fiscal year. The starting and ending dates of a fiscal year are entered in the Fiscal Periods Setup window
(Administration >> Setup >> Company >> Fiscal Periods).
Before closing a fiscal year, print an Aged Trial Balance With Options Report to show the status of each vendor
account. Keep this report with your permanent records as part of the audit trail. If you’re closing the fiscal year
along with the calendar year, we recommend you print the Vendor Period Analysis and Vendor Year-to-Date
Summary reports for your permanent records because these amounts are transferred to last year during the year-
end closing process.
We recommend that you post all transactions for the fiscal year before closing the year. To enter future-period
transactions before closing the year, create a batch with new transactions but don’t post the batch until after the
year has been closed.
To close a fiscal year:
1. Open the Payables Year-End Closing window. (Purchasing >> Routines >> Year-End Close)
2. Mark Fiscal to close the fiscal year. If your calendar and fiscal years coincide, you can close them at the same
time by marking All.
3. Mark Print Report to print the Year-End Closing Report after the closing process is complete. This report
lists the amounts transferred to history for each vendor. The Year-End Closing Report is part of the audit
trail and should be saved with your company’s permanent records.
4. Choose Close Year to begin the closing process. The Year-End Closing Report is printed after the year has
been closed, if you selected to print the report.
5. You can close the fiscal periods for the year using the Fiscal Periods Setup window. This prevents
transactions from being posted to the closed year. See the System Setup documentation for more
information.
Additional Feature Functionality added to Payables Management

To review detailed information about each feature, click the relevant link below.
Accounts Payable Invoice Workflow Approval
A new workflow type has been added with GP2015 R2. The AP Invoice approval in Workflow Maintenance is now
available. The Payables Transaction Approval workflow type will allow you to submit and approve each transaction
in the Payables Transaction Entry window. Approval is also available through the email notification and the
navigation lists.
The PM Batch Approval workflow type is still available as well, but only one AP workflow (Transaction or Batches)
can be used. Whichever workflow is chosen, the other option will be disabled.
Purchasing All in One Document View
Have you ever had a Vendor call in wondering about the Invoice related to their payment? Or wondered what
check paid a particular PO? Well, wonder no more – presenting the all new Purchasing All-in-One View in GP
2015 R2!! You can now easily view all transactions for a particular vendor, or other Purchasing documents related
to a particular Purchasing transaction.
For example, a vendor calls asking about a specific payment. Users will be able to select the vendor and then view
all documents related to the payment, such as the PO, receipt, invoice, payment, etc.
A new window has been added – the Purchasing All-in-One View window. This window is accessible from multiple
locations in GP
Payables Credit Card Payment
This new feature in GP 2016 RTM, will add Credit Card as a Payment Method option method for the Payables
Computer Check Batch. Currently, you only have the options for Check and EFT type batch in Payables. When you
select this new Credit Card payment type option, the Checkbook ID field will change to Card Name and is still a
required field. Building and editing the check batch, printing the remittance form and posting the check run will be
the same process as before. You can print a remittance form to show all the invoices that were paid by credit card.
Payables Management - Link Credit Card Invoices to original invoice
New functionality in the Dynamics GP 2016 R2 release that makes it easier for the end user to trace credit card
payments back to the original vendor/invoice document behind the associated invoice for the credit card vendor.
When a credit card payment is entered in the Dynamics GP Payables Management module, a second invoice is
created for the credit card vendor.
Prior to Dynamics GP 2016 R2 there was no visible connection between the two invoices, which made it difficult to
trace the original vendor/credit card vendor link via the Payables Transaction Inquiry window without reviewing
multiple documents.
Having no official invoice link also caused credit card payments to be displayed as 'Unmatched Transactions' in the
'Reconcile to GL' report.
You can now view and modify attachments in inquiry windows.
Ever wanted to view Attachments in Inquiry windows? Now with Dynamics GP2018 we can!
If you’ve been using Doc Attach previously, this will be known to you, but for new users, we need to be sure to go
into Document Attachment Setup by choosing Microsoft Dynamics GP, click Tools, click Setup, click Company and
then choose Document Attachment and mark to ‘Allow Document Attachments’ marked
No more arguing is it check or cheque? It is PAYMENTS.
I hope everyone is enjoying GP 2018 thus far. I know one change that I was really excited to see was the change of
several payables windows from "Check" to "Payments".
I really am excited for this change because it really helps broaden the scope of these windows. It helps explain that
you do not just create checks in these windows, but you can also create other payment forms.
*The functionality of these windows remain the same, the change is made only to the name of the windows.
Add vendor document number to the Purchasing All-In-One view
With the release of Microsoft Dynamics GP 2018 R2, users can now view the 'Applied-To Document Number'
associated with Payments, Credit Memos, and Returns in the Purchasing All-In-One View window.
In prior versions of Microsoft Dynamics GP, it was not possible to view the 'Applied-To Document Number'
associated with Payments, Returns, and Credit Memos in the Purchasing All-In-One View window.
To view the 'Document Number' of an Invoice/Finance Charge/Misc. Charge, simply click the 'black arrow' in the
lower right-hand corner of the Payment/Return/Credit Memo to 'expand' the view.
Display vendor hold status
With the release of Microsoft Dynamics GP 2018 R2, users can now easily tell whether a vendor is on 'Hold' in the
following windows: Payables Transaction Inquiry - Vendor, Purchasing All-in-One View, and Payables Transaction
Entry Zoom windows.
Additionally, Microsoft Dynamics GP will now throw a warning message when a user attempts to enter a
transaction when the vendor is on hold, "Vendor XXXX is currently on hold. Do you want to continue?"
Dynamics GP General Ledger
You can use General Ledger to enter a chart of accounts and post beginning balances. You can set up budgets in
Dynamics GP or use Microsoft Excel to set them up. You can export budgets from Microsoft Dynamics GP to Excel,
modify them, or distribute worksheets to budget managers for review and input, then import the modified budgets
back into Microsoft Dynamics GP. If you use a predefined chart of accounts, you can quickly print financial
statements or modify them using Advanced Financial Analysis or Management Reporter for Microsoft Dynamics
ERP.
You also can use General Ledger to complete the following tasks:
Enter and post standard or correcting transactions
Enter unit accounts that capture non-financial data, and fixed or variable allocation accounts that allow you
to efficiently distribute amounts among multiple accounts
Set posting options that allow you to post transactions from subsidiary ledgers to General Ledger, where
can review and them and make correcting entries, if necessary, or post them through General Ledger in a
single step
Void or delete unposted transactions easily, back out or reverse posted transactions, and post corrected
entries—all with a complete, clear audit trail
Bring greater efficiency to recurring transactions by defining quick journal transactions that can be posted
repeatedly with minimal changes
Filter account views based on access granted for accounts, increasing security and eliminating errors caused
when entries are made to inappropriate accounts
If you’re using Intercompany Processing, you post transactions across companies and print consolidated financial
statements. For more information, see the Intercompany Processing documentation.
If you are using Analytical Accounting, you can set up dimension codes and account classes that provide greater
flexibility in analyzing transaction data. For more information, see the Analytical Accounting documentation.
This manual is designed to give you an understanding of how to use the features of General Ledger, and how it
integrates with the Microsoft Dynamics GP system.
To make best use of General Ledger, you should be familiar with system-wide features described in the System
User’s Guide, the System Setup Guide, and the System Administrator’s Guide.
Some features described in the documentation are optional and can be purchased through your Microsoft partner.
Part 1, Setup, describes how to set up General Ledger so that it meets the needs of your business and works
with other modules that you use.
Part 2, Budgets, describes how to create a new budget in Microsoft Dynamics GP or in Microsoft Excel.
Part 3, Transactions, provides procedures for completing General Ledger accounting tasks.
Part 4, Inquiries, shows how to view both current and historical account, budget, and transaction
information.
Part 5, Reports, describes how to use reports to analyze transaction and account information, and how to
display the information on a computer screen or on a printed report, or to save it to a file.
Part 6, Utilities and routines, provides the procedures that you need to maintain your data in General
Ledger. Information about creating and modifying checklists for General Ledger routines for the end of a
month, quarter, or year also are included.
Part 1: Setup
Use the following information to set up General Ledger. Setup procedures generally need to be completed once,
but you can refer to the information at other times for instructions on modifying or viewing existing entries.
Chapter 1, “General Ledger setup,” describes how to use the setup routine to correctly set up General
Ledger.
Chapter 2, “Understanding accounts,” describes the types of accounts that make up your chart of accounts.
Chapter 3, “Posting accounts,” describes how to set up posting accounts to track your assets, liabilities,
revenue, expenses, and equity.
Chapter 4, “Unit accounts,” describes setting up accounts to track nonfinancial quantities.
Chapter 5, “Fixed allocation accounts,” describes setting up accounts to distribute fixed amounts among
several accounts.
Chapter 6, “Variable allocation accounts,” describes setting up accounts to distribute variable amounts
among several accounts.
Chapter 7, “Retained earnings accounts,” describes how to set up retained earnings accounts to use during
the year-end closing process.
Chapter 8, “Chart of accounts,” contains information about setting up a chart of accounts.
Chapter 9, “Beginning balances and history,” describes how to enter beginning balances and history.
Chapter 10, “Quick journal transactions setup,” describes how to set up quick journals for time-saving
journal entry.
Chapter 11, “Revenue/Expense Deferrals setup,” provides instructions for setting up Revenue/Expense
Deferrals.
Chapter 1: General Ledger setup
One way to set up General Ledger is to follow the setup routine provided. It guides you through the procedures
you need to complete, in the order you need to complete them.
Before you begin setting up General Ledger
Setting up default entries and preferences
Understanding net change and period balance
Setting up transaction matching
Before you begin setting up General Ledger
Before setting up General Ledger, be sure you’ve set up all of the following for the company:
Account format
Fiscal periods
Posting
Source documents
Audit trail codes
For more information about setting up your system and company, refer to the
System Setup instructions (Help >> Contents >> select Setting Up the System).
Setting up default entries and preferences
Use the General Ledger Setup window to specify the next journal entry number, indicate how account balances will
appear in the General Ledger Account Maintenance and Transaction Entry windows, as well as other Microsoft
Dynamics GP windows, and select the type of historical information to save. You also can restrict or allow specific
actions, such as posting to historical years, deleting saved transactions.
The General Ledger Setup window also allows you to enable base, local, and International Financial Reporting
Standards (IFRS ) ledgers. After this process, users who are entering General Ledger transactions can assign the
transactions to these specific reporting ledgers.
To set up default entries and preferences:
1. Open the General Ledger Setup window.
(Financial >> Setup >> Financial >> General Ledger)
2. Enter the next journal entry and budget journal entry numbers. A new journal entry number is assigned
each time you save an entry in the Transaction Entry, Clearing Entry or Quick Journal Entry windows. A new
budget journal entry is assigned each time you save an entry in the Budget Transaction Entry window.
The journal entry and budget journal entry number appears on reports as part of your audit trail. You can
use these numbers to trace transactions to their original point of entry.
3. Choose whether to display account balances as net change or period balance amounts.
The display method you select will appear throughout Microsoft Dynamics GP. You can change the method
in each window where the account balances are displayed. Refer to Understanding net change and period
balance for more information.
4. Skip the retained earnings entries.
You need to enter the chart of accounts before specifying a retained earnings account. Later, after you’ve set
up posting and fixed allocation accounts, you can refer to Chapter 7, “Retained earnings accounts,” for more
information about this entry.
5. Choose whether to keep account history, transaction history, budget transaction history, or all three.
Account history provides account summary balances only. Transaction history includes all transactions
posted to an account. Budget transaction history retains the history of budget adjustments. When budget
transactions are posted, they move directly to the history table because there is no open table for these
transactions. Thus, you must choose an option here if you want to do inquiries on budget transactions after
they have been posted.
You can keep history for an unlimited number of years. This information is updated during the year-end
closing process when current-year balances become previous-year balances.
If you choose to keep history, you can print historical information on financial statements, comparing
previous-year amounts to current-year amounts. You also can calculate budgets based on information from
a previous year.
6. Mark whether to enable users to post to history. If this checkbox is marked, you can post transactions to the
most recent history year. For example, you can post audit adjustments after you have closed the year.
7. Mark the Deletion of Saved Transactions option to enable users to delete transactions that are saved, but not
posted. If you unmark this option, saved transactions must be voided instead of deleted.
8. Mark the Voiding/Correcting of Subsidiary Transactions option to enable saved transactions originating in
other modules to be voided or posted transactions originating in other modules to be backed out or backed
out and corrected. Voiding saved transactions originating in other modules will not update the transactions
in those modules. You must void or delete the originating transactions using the originating modules.
9. Mark the Back Out of Intercompany Transactions option to enable intercompany transactions to be backed
out.
10. Mark whether to update the accelerator information.
Mark the Update Accelerator Information option if you want to update row and column information on
financial statements each time you modify the layout of an existing financial report using Advanced
Financial Analysis.
NOTE
If you don’t use account ranges and wildcard characters in your financial statements, you don’t need to mark this
option. For more information about financial statements, refer to Chapter 30, “Financial statement reports.”
11. Mark whether to allow reporting ledgers.
NOTE
Allowing reporting ledgers is a permanent selection after you save your changes by clicking OK. You cannot unmark
Allow Reporting Ledgers later.
When you mark this option:

The reporting ledger types Base, IFRS, and Local become available for the selected account. Later,
transactions for this account can be assigned to one of these reporting ledger types. For more
information on assigning a transaction to a reporting ledger type, see Chapter 18, “Standard and
reversing transactions.”
You can change the description for each reporting ledger type.
When you mark this option, the Account Balance for Subsidiary Windows list becomes active. This
list lets you decide which reporting ledger types are used to calculate account balances that appear in
Microsoft Dynamics GP modules other than General Ledger.
If you do not mark this option, all transactions for the selected account are assigned to the Base ledger.
Definitions of the reporting ledger types:
Base represents the base ledger, where the transactions can be applied for both local and IFRS
accounting. All transactions originating sub-ledger modules are applied to the base ledger by default.
IFRS represents the IFRS ledger, where the transactions can be applied for IFRS accounting.
Local represents the local ledger, where the transactions can be applied for local accounting.
The local and IFRS ledger types allow you to enter similar transactions and assign them to a specific
reporting ledger, which can vary because the accounts or amounts might differ on the accounting rules that
are applied when determining the accounting transaction.
12. In the Account Balance for Subsidiary Windows list, choose the reporting ledger types that you want to use
to calculate balances for accounts that appear outside of General Ledger.
Review the setup options you’ve entered on the Setup List report. To print the list, choose File >> Print or the
printer icon button while the General Ledger Setup window is displayed.
Understanding net change and period balance
You can view the status of your accounts by net change or in a period-by-period format. Some windows display
both net change and period balances.
If you choose net change, the amount displayed is the difference between each period and the preceding period,
whether positive or negative.
If you choose period balances, the actual balance for each period is displayed. Refer to the table for an example of
how the same information is displayed, depending on the display setting you choose.
PERIOD NET CHANGE PERIOD BALANCE
Period 1 $100.00 $100.00
Period 2 $100.00 $200.00
Period 3 $0.00 $200.00

PERIOD NET CHANGE PERIOD BALANCE
Period 4 $50.00 $250.00
The display method you choose in the General Ledger Setup window will be used as the default throughout
Microsoft Dynamics GP; however, you can change the method in each window where account balances are
displayed.
Setting up transaction matching
Transaction matching is the process of linking related transaction distributions from different journal entries. For
example, you can link period-end adjusting entries to the original transactions, or link a set of transactions
associated with a project. You can also create groups of linked transaction distributions. For example, you could
create a group of the links for period-end adjustments to aid in the audit process.
Use the Transaction Matching Setup window to set the options you want to use for linking transactions, including
whether you want to require the transactions you link to balance, the next number to use for links, and whether you
want to enable links to be deleted.
To set up transaction matching:
1. Open the Transaction Matching Setup window. (Financial >> Setup >> Financial >> Transaction Matching)
2. Enter the default next link number.

3. Indicate whether you want to require linked distributions to balance.
When you link transaction distributions in the General Ledger Transaction Link Maintenance window, the
credits and debits are totaled and the balance is displayed. If you mark this option, linked distributions must
balance (that is, total debits must equal total credits) before the link can be saved.
4. Indicate whether you want to require linked distributions to be for a single account only.
For example, assume you want to be able to link distributions to the accounts for Finance Charge Income
and Interest Income. If you mark this option, you won’t be able to establish this link. If you don’t mark this
option, you can establish this link.
5. Indicate whether you want to enable saved links to be deleted. If you mark this option, you can choose
Deletion Password to enter a password that must be entered before a link can be deleted.
Chapter 2: Understanding accounts
Your chart of accounts will include several types of accounts. This part of the documentation describes the different
types of accounts and how account categories are used to group accounts on financial statements.
Posting, unit, and allocation accounts
Understanding account categories
Maintaining account categories
Understanding account aliases
Using an account alias during data entry
User-defined fields for accounts
Posting, unit, and allocation accounts
A chart of accounts can include three types of accounts: posting, unit, and allocation accounts. Each type can be
used to meet different business needs.
Posting accounts Posting accounts are the financial accounts that track assets, liabilities, revenue, expenses, and
equity. Transactions posted to these accounts appear on financial reports. Examples of posting accounts include
Cash, Cost of Goods Sold, and Accounts Receivable. For more information, see Chapter 3, “Posting accounts.”
Unit accounts Unit accounts are similar to posting accounts. Like posting accounts, unit accounts are used in
transaction entry. Historical information and budgets can be maintained for both types of accounts. However,
quantities—rather than amounts—are posted to unit accounts, and unit accounts don’t appear on financial
statements. For more information, see Chapter 4, “Unit accounts.”
Allocation accounts Allocation accounts are used to distribute percentages of a single transaction among several
accounts. Two different types of allocation accounts are available: fixed and variable. For more information, see
Chapter 5, “Fixed allocation accounts,” and Chapter 6, “Variable allocation accounts.”
Understanding account categories
All posting accounts are assigned to account categories, which are used to group accounts on financial statements.
For example, all accounts assigned to the Cash category—Petty Cash, Cash-Operating, Cash Payroll—will appear
under the Cash category when financial statements are printed. You also can choose whether to print descriptions
for the first account in the category or print the category description.
General Ledger includes 48 predefined account categories. The account categories can be displayed in the Account
Category Setup window. The account categories provided with General Ledger, their type (balance sheet, profit and
loss, or statement of changes) and the financial statements that include each account category are listed in the
following table:
CATEGORY TYPE APPEARS ON:
Cash Balance Sheet Balance Sheet Statement of Cash Flows
Short-Term Investments Balance Sheet Balance Sheet Statement of Cash Flows
Accounts Receivable Balance Sheet Balance Sheet Statement of Cash Flows
Inventory Balance Sheet Balance Sheet Statement of Cash Flows
Notes Receivable Balance Sheet Balance Sheet Statement of Cash Flows
Work in Process Balance Sheet Balance Sheet Statement of Cash Flows
Prepaid Expenses Balance Sheet Balance Sheet Statement of Cash Flows
Long-Term Investments Balance Sheet Balance Sheet Statement of Cash Flows

Property, Plant, and Equipment Balance Sheet Balance Sheet Statement of Cash Flows
Accumulated Depreciation Balance Sheet Balance Sheet Statement of Cash Flows
Intangible Assets Balance Sheet Balance Sheet Statement of Cash Flows
Other Assets Balance Sheet Balance Sheet Statement of Cash Flows
Accounts Payable Balance Sheet Balance Sheet Statement of Cash Flows
Notes Payable Balance Sheet Balance Sheet Statement of Cash Flows
Current Maturities of Long- Term Debt Balance Sheet Balance Sheet Statement of Cash Flows
Taxes Payable Balance Sheet Balance Sheet Statement of Cash Flows
Interest Payable Balance Sheet Balance Sheet Statement of Cash Flows
Dividends Payable Balance Sheet Balance Sheet Statement of Cash Flows
Leases Payable (Current) Balance Sheet Balance Sheet Statement of Cash Flows
Sinking Fund Payable (Current) Balance Sheet Balance Sheet Statement of Cash Flows
Other Current Liabilities Balance Sheet Balance Sheet Statement of Cash Flows
Long-Term Debt Balance Sheet Balance Sheet Statement of Cash Flows
Common Stock Balance Sheet Balance Sheet Statement of Cash Flows
Preferred Stock Balance Sheet Balance Sheet Statement of Cash Flows
Additional Paid-in Capital– Common Balance Sheet Balance Sheet Statement of Cash Flows
Additional Paid-in Capital– Preferred Balance Sheet Balance Sheet Statement of Cash Flows
Retained Earnings Balance Sheet Balance Sheet
Treasury Stock Balance Sheet Balance Sheet
Common Dividends Balance Sheet Balance Sheet
Preferred Dividends Balance Sheet Balance Sheet
Sales Profit and Loss Statement Profit and Loss Statement
Sales Returns and Discounts Profit and Loss Statement Profit and Loss Statement
Cost of Goods Sold Profit and Loss Statement Profit and Loss Statement
Selling Expense Profit and Loss Statement Profit and Loss Statement
Administrative Expense Profit and Loss Statement Profit and Loss Statement
Salaries Expense Profit and Loss Statement Profit and Loss Statement
Other Employee Expenses Profit and Loss Statement Profit and Loss Statement
Interest Expense Profit and Loss Statement Profit and Loss Statement
Tax Expense Profit and Loss Statement Profit and Loss Statement
Depreciation Expense Profit and Loss Statement Profit and Loss Statement
Income Tax Expense Profit and Loss Statement Profit and Loss Statement
Other Expenses Profit and Loss Statement Profit and Loss Statement
Other Income Profit and Loss Statement Profit and Loss Statement
Charges Not Using Working Statement of changes Statement of Cash Flows
Revenues Not Producing Statement of changes Statement of Cash Flows
Gain/Loss on Asset Disposal Statement of changes Statement of Cash Flows
Amortization of Intangible Statement of changes Statement of Cash Flows
Nonfinancial Accounts Not applicable Nonfinancial accounts (unit accounts)

do not appear on financial statements.
Statement of Cash Flows

Statement of Retained
Earnings
Earnings
Earnings
Capital
Working Capital
Assets
Maintaining account categories
Account categories are used to group the posting accounts on financial statements. For example, all accounts in the
Cash category—will appear under the Cash category. The default list includes categories such as Cash, Short-Term
Investments and Notes Receivable.
Use the Account Category Setup window to view and make changes to the descriptions of the account categories.
You can customize any account category by changing its description, but the financial statement it appears on will
not be changed. In addition, predefined category descriptions cannot be removed.
You can add unlimited account categories if your business has specialized reporting needs. Additional user-defined
categories appear after the predefined categories in the scrolling window and are preceded by an asterisk in the
Number column. You can remove a user-defined category, only if it has no accounts assigned to it.
To revert to the original set of account categories once you've changed them, clear data from the Account Category
Table.
To maintain account categories:
1. Open the Account Category Setup window. (Financial >> Setup >> Financial >> Category)
2. Rename any predefined categories, if needed.

3. If your business has specialized reporting needs, you can add user-defined categories by scrolling to the
bottom of the list and entering a category description.
4. You can verify your changes with an Account Category List.
To print an Account Category List, choose File >> Print or the printer icon button while the Account Category
Setup window is displayed.
Understanding account aliases
An account alias is a 20-character “short name” assigned to an account. You can use an account alias instead of the
entire account in any window where you enter or select accounts. If you’re using a large account structure, aliases
provide a quick method of data entry.
For example, if you’ve set up the Cash Operating account for your main branch as account 1200-0000-2100-0000-
0000, you could assign an alias such as $-CO.
You can set up account aliases in the Account Maintenance, Unit Account Maintenance, Variable Allocation
Maintenance, and Fixed Allocation Maintenance windows. Using account aliases is optional. You can modify an
account alias at any time using the appropriate account maintenance window.
Using an account alias during data entry
Use the Account Entry window to enter account aliases during transaction entry.
To use an account alias during data entry:
1. Open the Account Entry window using any of these methods in a transaction entry window:
Choose the Account expansion button.
Press CTRL+A.
Choose Account Alias from the View menu in any window where you can enter an account.
NOTE
The View menu and keyboard shortcut are available only when you’re entering account aliases in transaction entry
windows.
2. Enter or select an alias. As soon as you enter or select an alias, the Account Entry window closes and the
transaction entry window is displayed.
NOTE
You also can choose an alias using the Accounts lookup window. Account aliases are displayed below the account they
represent in the Accounts window. When you select an account and then press TAB, the lookup window closes and
the account is displayed in the main window.
3. Continue entering transaction information.

User-defined fields for accounts
General Ledger includes four user-defined fields for tracking additional information about each account.
For example, to be able to sort groups of accounts, such as Expense-Retail, you can enter Account Group as the
label in the User-Defined 1 field. In the Account Maintenance window, you’ll see Account Group as the label for the
field that was User-Defined 1, and you can enter Expenses-Retail for the accounts that are in that group. You also
will see Account Group as a sorting method on General Ledger account lists. You can use the four user-defined
fields to enter and track information for each account.
Chapter 3: Posting accounts
Posting accounts are the financial accounts used to track assets, liabilities, revenue, expenses, and equity.
Transactions posted to these accounts appear on financial reports. Examples of posting accounts include Cash, Cost
of Goods Sold, and Accounts Receivable.
NOTE
If you didn’t install the default chart of accounts when you created the company but you want to use the default chart of
accounts now, you must delete the company and recreate it. See the System Administrator’s Guide (Help >> Contents >>
select System Administration) for more information about creating companies.
Setting up a posting account
Deleting or inactivating a posting account
Setting up a posting account
Use the Account Maintenance window to set up a posting account. Before you add accounts to an existing chart of
accounts, print a Posting Accounts List (Financial >> Reports >> Financial >> Account) to determine whether
accounts should be added to fit the current needs of your business.
NOTE
As you set up accounts, keep in mind that you can create a basic set of accounts for a department and use the Mass Modify
Chart of Accounts window to copy the basic set of accounts to other departments. Refer to Chart of accounts modifications
To set up a posting account:

2. Enter an account identifier using any combination of letters or numbers. You also can enter a description and
an alias. Refer to Understanding account aliases for more information.
If you’ve set up account segments already and you leave the description field blank, The account description
will be created automatically by combining the account segment descriptions.
To make changes to an existing posting account, enter or select the account.
3. Indicate whether you want users to be able to manually enter or select this account in transaction or
distribution entry windows. If you unmark this option, you will not be able to manually enter this account in
a transaction or distribution entry window.
4. Enter or select the account category.
5. Specify whether the account typically appears on the Balance Sheet or the Profit and Loss Statement. This
selection determines which accounts will be closed at year-end.
NOTE
If you are unsure of an account’s posting type, refer to Understanding account categories for information about the
posting type and financial statements used with each of the account categories. If you’re unsure of the account type
or balance, you should contact a certified public accountant.
6. Specify the typical balance—debit or credit. Asset and expense accounts normally have debit balances, while
liability, revenue, and equity accounts normally have credit balances. For example, your Cash account is an
asset account, and it typically should have a debit balance.
7. If the transaction origin in the Posting Setup window is set up to use account settings, decide how much
detail to post to this account from each series.
Select Detail to post a separate distribution amount to this account for each transaction in a batch.
Select Summary to post a summarized total for an entire group of transactions to this account.
For more information about posting setup, refer to the System Setup instructions (Help >> Contents >>
select Setting Up the System).
8. Select the series where you expect to use this posting account; the account will appear in all lookup windows
in the selected series. Use the SHIFT and CTRL keys to select more than one series.
9. Enter additional information in the user-defined fields about the posting account that you're setting up. The
information will appear on the Posting Accounts List and the Accounts List beneath the headings that were
entered for user-defined fields in the General Ledger Setup window.
10. Choose Summary to view open-year summary information for the account. Choose History to view and
enter historical year summary information. For more information on entering account balances and history,
see Chapter 9, “Beginning balances and history.”
11. Choose Budget to enter a budget for the account. You can set up a budget for the account now or wait until
all accounts have been entered.
12. Choose Analysis to enter default Multidimensional Analysis information. For more information, refer to the
Multidimensional Analysis documentation.
13. If you’re using Multicurrency Management, choose Currency to assign currencies to the account.
You can mark Revalue Account to revalue the account when the revaluation procedure is performed. Typically, cash
accounts for another currency are revalued to calculate the unrealized gain or loss based on fluctuating exchange
rates. You can revalue based on the net change amount for the revaluation period or based on the period balance.
14. Choose Save to save the account. Redisplay the account and choose File >> Print or the printer icon button to
verify your entries with a Posting Accounts List.
Deleting or inactivating a posting account
Use the Account Maintenance window to delete or inactivate an account. If an account has become obsolete and
you’re not planning to use it again, you can delete it from the chart of accounts. In other situations, you can
inactivate an account because it has year-to-date activity and can’t be deleted from the chart of accounts. If you
inactivate an account, you won’t be able to post to that account.
To delete an account from the chart of accounts, it must first meet several conditions:
No balance
No activity for an open period
No account history amounts
Not part of an allocation account
Not part of an unposted transaction
No multicurrency data
No transaction history records
If the account has any activity for an open year, the account can’t be deleted. However, once the year is closed and
the above conditions are met, you can remove transaction history for the account and delete it. For more
information, see Removing or printing history. When you remove transaction history, you won’t be able to view the
transaction detail in inquiry or on reports. When you choose to delete an account, all budget information for the
account also is deleted.
You can inactivate a posting account at any time. Inactive accounts continue to appear on the financial statements if
they have year-to-date activity. When you print other reports in General Ledger, such as account lists, you can
include inactive accounts.
To delete or inactivate a posting account:
2. Enter or select the account to delete or inactivate.
Chapter 4: Unit accounts
Unit accounts track nonfinancial quantities such as employee headcount, square footage or the number of
customers with past due accounts.
About unit accounts
Setting up a unit account
Posting to a unit account
Deleting or inactivating a unit account
About unit accounts
Unit accounts are similar to posting accounts. Both are used in transaction entry, and historical information and
budgets can be kept for both types of accounts.
When you post to unit accounts, however, you post quantities rather than amounts. Unit accounts don’t appear on
financial statements.
You can use unit accounts to compare financial and nonfinancial information. You can also use them with posting
accounts to calculate information such as sales per employee. Use unit accounts with variable allocation accounts
to allocate amounts such as rent expense to each department based on its square footage. For more information
on variable allocation accounts, see Chapter 6, “Variable allocation accounts.”
Setting up a unit account
Use the Unit Account Maintenance window to set up or add a unit account. Before you add accounts to an existing
chart of accounts, choose File >> Print or the printer icon button to print a Unit Accounts List to determine
whether accounts should be added to fit the current needs of your business. You also can use this window to view
period balances and net change balances for the selected account.
To set up a unit account:
1. Open the Unit Account Maintenance window. (Financial >> Cards >> Financial >> Unit Account)
If you’ve set up account segments already and you leave the description field blank. The account description will be
created automatically by combining the account segment descriptions.
To make changes to an existing unit account, enter or select the account.
3. Select the number or decimal places for the account’s amounts.
4. Choose the product series that will use this account.
5. Choose History to view and enter historical year summary information. For more information on entering
account history, see Chapter 9, “Beginning balances and history.”
6. You can choose Budget to enter a budget for the unit account.
7. Choose Save to save the account. Redisplay the account and choose File >> Print or the printer icon button
to verify your entries with a Unit Accounts List.
Posting to a unit account
You can post adjustments to unit accounts in the transaction entry window. The amount posted to a unit account
will not affect the transaction totals or financial statements. Unit accounts have a debit balance and are assigned to
the non-financial account category. You can enter a one-sided transaction to adjust a unit account balance.
For example, assume you have set up a unit account to track square footage in a building. In January, you sign a
lease to rent an additional 10,000 square feet in the building. You can enter a one-sided transaction in the
Transaction Entry window or add a line to an existing transaction to increase the unit account balance.
Deleting or inactivating a unit account
Use the Unit Account Maintenance window to delete or inactivate a unit account. If an account has become
obsolete and you’re not planning to use it again, you may want to delete it from the chart of accounts. In other
situations, you may want to inactivate an account because it has year-to-date activity and can’t be deleted from the
chart of accounts.
To delete an account from the chart of accounts, it must first meet several conditions:
No balance
Not part of an allocation account
If the account has any activity for an open year, the account can’t be deleted. However, once the year is closed and
the above conditions are met, you can remove transaction history for the account and delete it. For more
information, see Removing or printing history. When you remove transaction history, you won’t be able to view the
transaction detail in inquiry or on reports. When you choose to delete an account, all budget information for the
account also is deleted.
You can inactivate a unit account at any time. Inactive accounts continue to appear on the financial statements if
they have year-to-date activity. When you print other reports in General Ledger, such as account lists, you can
include inactive accounts.
To delete or inactivate a unit account:
1. Open the Unit Account Maintenance window. (Financial >> Cards >> Financial >> Unit Account)
3. Choose Delete to delete the account. Mark the Inactive box to inactivate the account.
4. Choose Save to save the changes.
5. Print a Unit Accounts List to review the changes you’ve made to the chart of accounts. For more information
on printing lists and reports, see Chapter 31, “General Ledger reports.”
Chapter 5: Fixed allocation accounts
Fixed allocation accounts are used to distribute fixed percentages of a single transaction among several accounts.
For example, a fixed allocation account might be used to divide utility expenses among the departments within a
company. When you post transactions to allocation accounts, the amounts are allocated to distribution accounts
based on percentages you define.
Allocation accounts don’t appear on the financial statements—only the corresponding distribution accounts are
shown. Once you’ve posted the transaction, the balances of the distribution accounts assigned to the allocation
account reflect the changes you’ve made during transaction entry.
Setting up a fixed allocation account
Deleting or inactivating a fixed allocation account
Setting up a fixed allocation account
Use the Fixed Allocation Maintenance window to set up a fixed allocation account to distribute fixed percentages of
a transaction among several distribution accounts. Distribution accounts can be either posting or unit accounts;
however, all distribution accounts assigned to a single allocation account must be the same account type, either
posting or unit accounts. Also, an allocation account can’t be assigned as a distribution account for another
allocation account.
To set up a fixed allocation account:
1. Open the Fixed Allocation Maintenance window. (Financial >> Cards >> Financial >> Fixed Allocation)
If you’ve set up account segments already and you leave the description field blank. The account description
will be created automatically by combining the account segment descriptions.
To make changes to an existing fixed allocation account, enter or select the account.
3. If a transaction origin in the Posting Setup window is set up to use account settings, select how much detail
to post to this account from each series.
4. Select the series where you expect to use this allocation account. The account will appear in all lookup
windows in the selected series.
5. Enter or select distribution accounts and percentages.
You can save a fixed allocation account even if the percentages for distribution don’t equal 100%. However,
you won’t be able to post transactions to the account until they do.
6. Save the account. Redisplay the account and choose File >> Print or the printer icon button to verify your
entries with a Fixed Allocation Accounts List.
Deleting or inactivating a fixed allocation account
Use the Fixed Allocation Maintenance window to delete or inactivate a fixed allocation account. Allocation accounts
often are set up to accommodate a specific situation, such as a sales promotion where a specified amount of cash is
distributed among locations, then broken down by department. Once the sales promotion is over, the account
might no longer be of value and can be deleted from the chart of accounts.
In other situations, you might want to inactivate an account, rather than delete it from the chart of accounts.
Inactivating an account prevents posting to the account, but keeps information about the account.
Fixed allocation accounts can be deleted at any time, unless the account is used on any unposted transactions.
When you delete a fixed allocation account, you’ll also delete associated records for distributions. The posting or
unit accounts you’ve assigned as distributions and posted transactions that used the fixed allocation account won’t
be affected.
The Fixed Allocation Accounts List displays all the fixed allocation accounts you’ve created, including distribution
accounts. You should print this list periodically to ensure that your chart of accounts accurately reflects the current
needs of your business. For more information on printing lists and reports, see Chapter 31, “General Ledger
reports.”
To delete or inactivate a fixed allocation account:
1. Open the Fixed Allocation Maintenance window. (Financial >> Cards >> Financial >> Fixed Allocation)
2. Enter or select the allocation account you want to delete or inactivate.
3. Choose Delete to delete the account or mark the Inactive option to inactivate the account.
5. Choose File >> Print or the printer icon button to print a Fixed Allocation Accounts List to review the
changes you’ve made to the chart of accounts.
Chapter 6: Variable allocation accounts
Variable allocation accounts are used to distribute percentages of a single transaction to several different accounts,
much like fixed allocation accounts. You might use variable allocation accounts instead of fixed allocation accounts
when you need to break down expenses precisely. For example, you could set up an account, Insurance Expense,
and distribute the expense among the distribution accounts set up for each department. The expense could be
further broken down by the number of employees in each department, if you set up unit accounts that track each
department’s head count.
Understanding variable allocation accounts
Setting up a variable allocation account
Deleting or inactivating a variable allocation account
Understanding variable allocation accounts
Although variable allocation accounts are similar to fixed allocation accounts, variable allocation accounts don’t use
fixed percentages to calculate amounts that will be posted to the distribution accounts.
Instead, you can use variable allocation accounts to distribute transactions based on additional factors that might
change over time, such as the number of employees or the physical size of the departments in your business. These
additional factors are tracked by breakdown accounts. Breakdown accounts can be posting accounts, like sales and
expenses, or they can be unit accounts, like the number of employees per department.
When transactions are posted to a variable allocation account, the total is divided among its distribution accounts,
based on the percentages determined by the breakdown accounts. You don’t need to enter these percentages,
because they are calculated based on the varying balance of each breakdown account. Each time you post to a
variable allocation account, the percentages might vary because the balances of the breakdown accounts might
have changed.
For example, assume you need to distribute the rent expense for a building between several departments and use
unit accounts to track the square footage used by each department. You can set up a variable allocation account
and use the rent expense for each department as the distribution accounts and the square footage unit accounts for
the breakdown accounts. When you post an amount to the variable allocation account, the balances of the unit
accounts are used to determine the rent expense amount to post to each department.
Variable allocation accounts don’t appear on financial statements because they don’t have balances. The amounts
posted to variable allocation accounts are reflected in the balances of the distribution accounts. The distribution
accounts appear on financial statements if they’re posting accounts.
Setting up a variable allocation account
Use the Variable Allocation Maintenance window to set up a variable allocation account.
Distribution and breakdown accounts can be posting accounts or unit accounts. All distribution accounts assigned
to a single allocation account must be the same account type. All breakdown accounts assigned to all distribution
accounts, for that variable allocation account, also must be the same account type. However, your breakdown
accounts don’t have to be the same account type as your distribution accounts. For example, you can enter posting
accounts for the distribution accounts and unit accounts for the breakdown accounts. Other allocation accounts
can’t be used as distribution or breakdown accounts.
To set up a variable allocation account:
1. Open the Variable Allocation Maintenance window. (Financial >> Cards >> Financial >> Variable
Allocation)
an alias. Refer to Understanding account aliases for more information. If you’ve set up account segments
already and you leave the description field blank, Microsoft Dynamics GP will create the account description
automatically by combining the account segment descriptions.
To make changes to an existing variable allocation account, enter or select the account.
3. Indicate whether you want to calculate the percentages based on the year-to date balance or on the
transaction period balance of each breakdown account.
The transaction period balance is the net amount posted to the breakdown account in a period. The user date
determines which period is used.
4. If the transaction origin in the Posting Setup window is set up to use account settings, select how much
detail to post to General Ledger from each series.
5. Select the series where you expect to use this allocation account; the account will appear in all lookup
windows in the selected series.
6. Enter or select distribution accounts.
7. Enter or select breakdown accounts for each distribution account. The balances of the breakdown accounts
determine the percentage that will be posted to each distribution account.
8. Choose Save to save the account. Redisplay the account and choose File >> Print or the printer icon button
to verify your entries with a Variable Allocation Accounts List.
Deleting or inactivating a variable allocation account
Use the Variable Allocation Maintenance window to delete or inactivate a variable allocation account.
Variable allocation accounts can be deleted at any time unless the account is used on any unposted transactions.
When you delete a variable allocation account, you also delete associated records for breakdowns and
distributions. The posting or unit accounts you’ve assigned as distributions and breakdowns and posted
transactions that used the variable allocation account won’t be affected.
The Variable Allocation Accounts List contains all the variable allocation accounts you’ve created, including
breakdown and distribution accounts. You should print this list periodically to ensure that your chart of accounts
accurately reflects the current needs of your business.
To delete or inactivate a variable allocation account:
1. Open the Variable Allocation Maintenance window. (Financial >> Cards >> Financial >> Variable
Allocation)
3. Choose Delete to delete the account or mark the Inactive option to inactivate the account.
4. Print a Variable Allocation Accounts List to review the changes you’ve made to the chart of accounts.
Chapter 7: Retained earnings accounts
Retained earnings accounts are used for transferring the balances of current-year profit and loss accounts during
the year-end closing process. The profit and loss accounts can be closed to two types of retained earnings accounts:
a single retained earnings account or divisional retained earnings account. A net income or net loss amount is
transferred to the retained earnings account that you choose in the General Ledger Setup window.
Understanding single retained earnings accounts
Setting up a single retained earnings account
Understanding divisional retained earnings accounts
Setting up divisional retained earnings accounts
Understanding single retained earnings accounts
A single retained earnings account can be a posting account or a fixed allocation account. In a single retained
earnings account, the net income or net loss amount is closed to a single posting account.
You can distribute the retained earnings to a fixed allocation retained earnings account. You can use a fixed
allocation account to post amounts to distribution accounts based on the fixed percentage that you defined when
you set up the fixed allocation account.
Setting up a single retained earnings account
Use the General Ledger Setup window to set up a retained earnings account. If you decide to close the profit and
loss accounts to one retained earnings account, the net income or net loss amount are closed to a single posting
account or fixed allocation account.
NOTE
Select your retained earnings account before posting your beginning balances.
To set up a single retained earnings account:

1. Open the General Ledger Setup window. (Financial >> Setup >> Financial >> General Ledger)
2. Enter or select a posting account or fixed allocation account to use as your retained earnings account.
3. Save the account.
Understanding divisional retained earnings accounts
You can close your profit and loss accounts to divisional retained earnings accounts. If you use divisional retained
earnings accounts, you can close the profit and loss accounts for each division to the retained earnings accounts
that corresponds to the department. Divisional retained earnings accounts also can be fixed allocation accounts.
Account segments are used to determine how the retained earnings will be divided when using a divisional
retained earnings account. You can use divisional retained earnings accounts if the following conditions apply:
Your company uses an account segment to represent individual departments within your company.
A retained earnings account is set up for each department.
The account number used for retained earnings for each department is identical, except for the account
segment used to represent departments.
For example, a company has three departments and three segments in the account format. The first account
segment represents the department, the second segment is the account number and the third segment is a sub-
account. A retained earnings account must be set up for each department as follows:
DEPARTMENT RETAINED EARNINGS ACCOUNT
Administration 100-3100-00
Sales 200-3100-00
Training 300-3100-00
If a retained earnings account was not set up for the training department, you won’t be able to complete a year end
close for the company.
Setting up divisional retained earnings accounts
Use the Account Maintenance window to set up a divisional retained earnings account.
To set up divisional retained earnings accounts:
2. Set up a separate retained earnings account for each division. Each account must be identical, except for the
segment your division will be based on.
NOTE
You must set up a retained earnings account for each division in the company, otherwise the year-end close will not
take place.
3. Save your changes in the Account Maintenance window.

4. Open the General Ledger Setup window. (Financial >> Setup >> Financial >> General Ledger)
5. Mark Close to Divisional Account Segments and enter or select the account segment you’ll use as the
divisional segment. For example, you might enter the first segment, Department.
6. Enter or select one of the retained earnings accounts set up earlier. This account will be used as a template to
find the retained earnings accounts for the remaining divisions.
Chapter 8: Chart of accounts
A chart of accounts is a list of all accounts in General Ledger. You can modify an existing chart of accounts or
define segments to identify specific business units.
Setting up an account segment definition
Chart of accounts modifications
Modifying ranges of accounts
Setting up an account segment definition
Use the Account Segment Setup window to enter or change account segment definitions for each account segment
number.
To set up an account segment definition:
1. Open the Account Segment Setup window. (Financial >> Setup >> Financial >> Segment)
2. Enter or select the segment ID to further identify.

3. Enter or select a segment number. For example, if all the accounts for Store 1 begin with 100, enter 100.
4. Enter the description for the segment. For example, if you selected segment number 100 and that segment
number is for accounts at the North Store, you’d enter North Store.
5. Choose Save.
6. Repeat steps 2 through 5 for each account segment definition.
7. Choose File >> Print or the printer icon button to print the Account Segment List.
Chart of accounts modifications
You can use General Ledger to change or copy ranges of accounts in your chart of accounts. For example, you can
copy a range of accounts created for one department for use in another department. You can use the Mass Modify
Chart of Accounts window to copy, move, inactivate, delete, and update accounts in a chart of accounts. To modify
the chart of accounts, see Modifying ranges of accounts.
Copy Use this method to duplicate a range of accounts. For example, if the first segment of an account
number identifies the department and you’ve created a range of accounts with 100 as the first segment
number, you could copy all those accounts and assign a new first segment number 200. This copies the
account, typical balance, account type, series, and active/inactive information. Account descriptions for the
copied accounts will be formed by combining the descriptions of the account segments. Spaces will be left in
the account description for any segments that have a blank description. Actual account balances aren’t
copied.
Move Use this method to move accounts within your company. You might want to do this if a different
department is now performing tasks associated with a range of accounts. Account descriptions for the new
accounts will be formed by combining the descriptions of the account segments. Spaces will be left in the
account description for any segments that have a blank description.
You can move accounts only if they meet the following conditions:
No balance
Not part of an allocation or unposted transaction
Inactivate Use this method to inactivate a range of active accounts with zero balances or to inactivate all
accounts in the range. For example, if your company purchased a building and needed to inactivate all the
rent expense accounts you’ve used previously, you could inactivate the range of accounts at once, rather
than doing them one at a time.
Delete Use this method to delete a range of accounts from the chart of accounts. All account information
will be removed. For example, you might delete a range of accounts if you’re closing out a product line and
no longer need the accounts or information associated with it. Deleting accounts permanently removes
them from the chart of accounts.
You can delete accounts only if they meet the following conditions:
No balance
Not part of an allocation or unposted transaction
Update Use this method to update the level of posting for a range of accounts from the chart of accounts.
For example, you might want to change the level of posting from summary to detail so that you can track
additional information for that range of accounts.
Modifying ranges of accounts
Use the Mass Modify Chart of Accounts window to copy, move, delete, inactivate, or update ranges of accounts that
you’ve already entered in your chart of accounts.
All four account types—posting, unit, fixed allocation, and variable allocation—are included in the chart of accounts
and can be modified using this window.
NOTE
The changes made in this window permanently affect the chart of accounts, so you might want to experiment with the
sample company before modifying your accounting data. Back up your company’s data directory before making changes to
your company’s accounts, so you can restore the chart of accounts and related information if necessary. For more
information about making backups, see the System Administrator’s Guide (Help >> Contents >> select System
Administration).
To modify a range of accounts:

1. Open the Mass Modify Chart of Accounts window. (Financial >> Cards >> Financial >> Mass Modify)
2. Choose a Modify option. Refer to Chart of accounts modifications for more information.
3. Select a range of accounts.
4. If you’re updating accounts, select the level of posting for each series.
Select Detail to post a separate distribution to each account in the range for each transaction in a
batch.
Select Summary to post a summarized total for an entire group of transactions to each account in the
range.
5. If you’re copying or moving accounts, enter an account mask.
For example, suppose you have a range of accounts set up for an existing department, and you want to create a
similar set of accounts for a new department. If the first segment is used to identify departments, and the existing
department is identified by 100, you could enter 200 in the first segment of the new account mask. The range of
accounts you selected would be copied but 200 would be substituted for the first segment.
6. Choose Modify.
If you’ve selected to display all the accounts, your entire chart of accounts appears, and you can scroll through the
account list to find your changes.
You also can display the modified range only by marking Selected Range. Only the modified accounts will appear
in the scrolling window.
Chapter 9: Beginning balances and history
Unless your business is new, you must enter existing accounting data if you want it to be available for comparative
analysis. You can enter beginning balances for a new fiscal year or in the middle of a fiscal year. You also can enter
account history.
Understanding beginning balances and history
Entering beginning balances for a new fiscal year
Entering beginning balances in the middle of a fiscal year
Entering account history
Understanding beginning balances and history
You can keep unlimited years of account and transaction history in General Ledger. If you choose to keep history in
General Ledger, you can print historical information on financial statements and compare historical-year amounts
to open-year amounts. You also can calculate budgets based on information from a historical year.
When you’re setting up General Ledger for the first time, you can enter three types of information:
Beginning balances The beginning balances for all posting accounts and unit accounts in your chart of accounts.
Account history A record of account summary balances for previous periods.
Transaction history A detailed record of all transactions that have been posted to each account.
Entering beginning balances for a new fiscal year
Use the Batch Entry window and the Transaction Entry window to enter beginning balances and history at the
beginning of a fiscal year. The balance brought forward into the fiscal year serves as the beginning balance for the
accounts.
Be sure to mark the appropriate options in the General Ledger Setup window for maintaining account and
transaction history if you plan to keep either type of historical information. You also must mark Allow Posting to
History. For more information about setup options, see Setting up default entries and preferences.
NOTE
Be sure that you’ve set up the previous year in the Fiscal Periods Setup window (Administration >> Setup >> Company >>
Fiscal Periods) and marked it as a history year.
To enter beginning balances for a new fiscal year:

1. Open the Batch Entry window. (Financial >> Transactions >> Financial >> Batches)
2. Enter a batch ID —such as BBAL, for beginning balances—and select General Entry as the origin.
3. Enter a batch comment, such as “Beginning balance for FY02.”
4. Select Single Use as the frequency because you’ll post beginning balances and historical information only
once.
NOTE
You can enter batch control totals in the Batch Entry window to verify the number of beginning balance transactions
entered or the total amount of the batch. For more information on batch controls, refer to the System User’s Guide
(Help >> Contents >> Using the system).
5. Choose Transactions to open the Transaction Entry window, where you can enter beginning balance
transactions.
6. Enter a journal entry number and select Standard as the transaction type.
7. Enter a transaction date that falls within the historical year.
With General Ledger you can post to the most recent historical year. The transaction date determines which
period in the historical year the transaction will be posted to. When the transaction is posted, the amounts
will also be brought forward to the open fiscal year to adjust the beginning balance for each account.
8. Enter or select a source document ID and reference.
9. Enter beginning balances and historical information.
Refer to the table for more information about the information you must enter, depending on the amount of
history you’re keeping.
IF YOU PLAN TO KEEP: ENTER:
Account and transaction history (Detailed transaction Enter the historical year’s first period balance for each
history for each period) account in the debit or credit column, depending on the
account’s typical balance using the first day of the
historical year as the date. Enter each transaction from the
historical year as a separate entry using the exact date of
the transaction in the historical year. Choose Save after
each transaction entry.
Account history only (Account summary balances for each Enter the historical year’s first period balance for each
period) account in the debit or credit column, depending on the
account’s typical balance. Enter a summary transaction for
each period of the historical year for each account you
want summary account information posted to using the
last day of the period as the date.
Beginning balances only Enter the beginning balances for each balance sheet
account in the debit or credit column, depending on the
account’s typical balance, using the last day of the
historical year as the date. Each balance sheet account
should be listed as one line in the scrolling window of the
As transactions used to enter historical information are posted to the most recent historical year, beginning
balances for each account will be calculated automatically.
NOTE
If you enter a debit and credit amount on the same line, the debit entry will be deleted automatically when you move
to the following line.
10. Choose File >> Print or the printer icon button to verify your entries with a General Transaction Edit List
before posting.
11. Choose the Batch ID expansion button to open the Batch Entry window.
12. Choose Post.
Audit trail codes are automatically assigned to these transactions as they’re posted. You can use audit trail codes to
trace the posting sequence of a transaction back to its origin. The audit trail code for transactions posted to history
will have the prefix GLTHS and transactions posted to the current year will have the prefix GLTRX.
Entering beginning balances in the middle of a fiscal year
Use the Batch Entry window and the Transaction Entry window if you’re entering beginning balances and history
during an on-going fiscal year. You must enter both historical information and current information.
Be sure to mark the appropriate options in the General Ledger Setup window for maintaining account and
transaction history if you plan to keep either type of historical information. You also must mark Allow Posting to
History.
NOTE
Make sure that you’ve set up the prior year in the Fiscal Periods Setup window* *(Administration >> Setup >> Company >>
Fiscal Periods) and marked it as a historical year.
To enter beginning balances in the middle of a fiscal year:

2. Enter a batch ID —such as BBAL —for beginning balances.
3. Select General Entry as the origin.
4. Enter a batch comment, such as “Beginning balance for FY08.”
5. Select Single Use as the frequency because you’ll post beginning balances and historical information once
only.
NOTE
You can enter batch control totals in the Batch Entry window to verify the number of beginning balance transactions
entered or the total currency amount of the batch. For more information on batch controls, refer to the System User’s
Guide (Help >> Contents >> Using the system).
6. Choose Transactions to open the Transaction Entry window, where you will enter beginning balance
transactions.
7. Enter a journal entry number.
8. Select Standard as the transaction type since you’re entering standard transactions to record your beginning
balances.
9. Enter a transaction date that falls within the historical year. The transaction date determines which period in
the historical year the transaction will be posted to. When the transaction is posted, the amounts will also be
brought forward to the open fiscal year to adjust the beginning balance for each account.
10. Enter or select a source document ID and reference.
11. Enter beginning balances and historical information and save the transactions.
Refer to the following table for more information about the information you must enter, depending on the
amount of history you’re keeping.

Account and transaction history (Detailed transaction Enter the historical year’s first period balance for each
history for each period) account in the debit or credit column, depending on the
account’s typical balance using the first day of the
historical year as the date. Enter each transaction from the
historical year as a separate entry using the exact date of
the transaction in the historical year. Choose Save after
each transaction entry.
Account history only (Account summary balances for each Enter the historical year’s first period balance for each
period) account in the debit or credit column, depending on the
account’s typical balance. Enter a summary transaction for
each period of the historical year for each account you
want summary account information posted to using the
last day of the period as the date.
Beginning balances only Enter the beginning balances for each balance sheet
account in the debit or credit column, depending on the
account’s typical balance, using the last day of the
historical year as the date.
Each balance sheet account should be listed as one line in the scrolling window of the Transaction Entry
window.
As transactions used to enter historical information are posted to the most recent historical year, beginning
balances for each account will be calculated automatically.
NOTE
If you enter a debit and credit on the same line, the debit entry will be deleted automatically when you move to the
following line.
12. Choose Save to save the transaction.

13. Enter another journal entry number, select Standard as the transaction type and enter a transaction date to
begin entering accounts and amounts for current year activity.
If you plan to keep account and transaction history, enter each transaction from the current year as a
separate transaction, using the exact date of the transaction.
If you plan to keep only account history, enter a summary transaction for the activity in each previous
period in the current year, using the last day of the period as the transaction date.
14. Choose File >> Print or the printer icon button to verify your entries with a General Transaction Edit List.
15. Choose the Batch ID expansion button to open the Batch Entry window. Choose Post. The posted amounts
for the historical year are brought forward to the open year as each account’s beginning balance, and the
correct historical information will be added.
Audit trail codes automatically will be assigned to these transactions as they’re posted. Audit trail codes enable you
to trace the posting sequence of a given transaction back to the point it was originally entered in Microsoft
Dynamics GP. The audit trail code for transactions posted to history will have the prefix GLTHS and transactions
posted to the current year will have the prefix GLTRX.
Entering account history
Use the Account History window to enter summary amounts for each account. Even if you have historical
information for each account for several historical years, you can only post information to the most recent historical
year. To enter history for earlier years, you must enter summary account information in this window. You also can
use the Account History window to change or delete existing account history information for posting and unit
accounts.
NOTE
Before entering account history for a particular year, you must set up the year and mark it as a historical year in the Fiscal
Periods Setup window. For more information about fiscal period setup, refer to the System Setup instructions (Help >>
Contents >> select Setting Up the System).
To enter account history:

1. Open the Account History window. (Financial >> Cards >> Financial >> Account History)

3. Select the year for which you want to enter or update historical information.
4. Enter the net change, either debit or credit, for each period in the selected year. The net change and period
balance fields will be updated automatically.
5. If you’re using Multicurrency Management, you can choose Currency to open the Multicurrency Account
History window, where you can enter historical multicurrency information for this account.
If you aren’t using Multicurrency Management, skip to step 7.
You can add, modify, or delete balances for an account for the selected period and currency. You also can use
the window to calculate a functional currency amount for transaction activity for the selected account in a
historical period by entering amounts and exchange rates in the originating currency.
6. Choose Save and close the Multicurrency Account History window when you’ve finished.
7. Choose Save in the Account History window.
NOTE
If you enter account history balances in the Account History window, you shouldn’t reconcile the historical year. The reconcile
process would look for detail transactions but would not find any. The summary balances would then be set to zero.
Chapter 10: Quick journal transactions setup

You can use quick journals to quickly enter journal entries that aren’t part of a batch. This document defines quick
journals and explains how to use them.
Understanding quick journal transactions
Setting up a quick journal
Deleting a quick journal
You can use the Quick Journal Setup window to set up a template for entering many different types of transactions.
Quick journals are most effective for transaction entry when the accounts used in the transaction remain constant,
but the amounts vary. You can make entries more quickly than in the Transaction Entry window because all the
necessary accounts are already set up in the quick journal and you’ll enter only the transaction amounts for each
account.
For example, your company might make monthly cash disbursements for rent, utilities, telephone, and insurance
expenses. In the Quick Journal Setup window, you could set up a quick journal entry that includes all the accounts
required to enter these disbursements. Instead of having to reenter the accounts every pay period in the
Transaction Entry window, you enter only the amounts for the selected accounts. For more information about using
quick journals, see Chapter 20, “Quick journal transactions.”
NOTE
If you’re using Multicurrency Management, you can enter quick journals only in your company’s functional currency.
Setting up a quick journal

Use the Quick Journal Setup window to create a quick journal, to make changes and add accounts to an existing
journal or to delete a journal altogether.
To set up a quick journal:
1. Open the Quick Journal Setup window. (Financial >> Setup >> Financial >> Quick Journal)
2. Enter or select a journal ID and enter a description.
3. Enter or select a source document and enter a reference. For more information about setting up source
documents, refer to the System Setup instructions (Help >> Contents >> select Setting Up the System).
4. Enter or select the offset account. The entire offsetting portion of each transaction entered in this quick
journal will be posted to this account.
Mark the Allow Override option to enable users to override the default offset account when entering
transactions. Don’t mark the option if you want to use the default offset account every time you enter quick
journal transactions.
NOTE
Only posting accounts, fixed allocation accounts, or variable allocation accounts can be offset accounts. Unit accounts
can’t be entered as the offsetting account in a quick journal entry since they track nonfinancial quantities.
5. To have breakdown allocations printed on the Quick Journal Edit List and Quick Journal Posting Journal,
mark the Break Down Allocation option.
6. Enter or select the accounts to which transactions entered in this quick journal will be posted.
7. Choose Save.
8. Choose File >> Print or the printer icon button while the Quick Journal Setup window is displayed to review
the options you’ve selected with the Quick Journal Setup List.
Deleting a quick journal
Use the Quick Journal Setup window to delete quick journals. When you delete a quick journal, any unposted quick
journal transactions using this quick journal also will be deleted. An alert message will appear if there are unposted
quick journal transactions.
To delete a quick journal:
1. Open the Quick Journal Setup window. (Financial >> Setup >> Financial >> Quick Journal)
2. Enter or select the journal ID.
3. Choose Delete.
Chapter 11: Revenue/Expense Deferrals setup
Before you begin using Revenue/Expense Deferrals, you need to set the options you want to use for creating
deferral transactions, such as the posting method used, and user access options.
Revenue/Expense Deferrals overview
Deferral posting methods
Balance Sheet posting example
Profit and Loss posting example
Setting up revenue/expense deferrals
Selecting deferral warning options
Setting up a deferral profile
Setting access to a deferral profile
Revenue/Expense Deferrals overview
Revenue/Expense Deferrals simplifies deferring revenues or distributing expenses over a specified period. Revenue
or expense entries can be made to future periods automatically from General Ledger, Receivables Management,
Payables Management, Sales Order Processing, Purchase Order Processing, and Invoicing.
If you use deferral transactions frequently, you can set up deferral profiles, which are templates of commonly
deferred transactions. Using deferral profiles helps ensure that similar transactions are entered with the correct
information. For example, if you routinely enter transactions for service contracts your company offers, and the
revenue is recognized over a 12-month period, you could set up a deferral profile for these service contracts,
specifying the accounts to be used, and the method for calculating how the deferred revenue is recognized.
Deferral posting methods
You can use two methods for posting the initial transactions and the deferral transactions: the Balance Sheet
method, and the Profit and Loss method.
Balance Sheet Using the Balance Sheet method, you’ll identify two posting accounts: a Balance Sheet
deferral account to be used with the initial transaction for the deferred revenue or expense, and a Profit and
Loss recognition account to be used with each period’s deferral transaction that recognizes the expense or
revenue. For an illustration of this method, see Balance Sheet posting example.
Profit and Loss Using the Profit and Loss method, you can identify up to five accounts, which allows
greater detail in financial reporting than the Balance Sheet method. These accounts are three Profit and Loss
accounts, and two Balance Sheet accounts.
Profit and Loss accounts:
An account for the initial posting of the full amount of the original revenue or expense
An account used for reversing the deferred revenue or expense (this can be the same as the
original account)
An account used for recognizing the deferred revenue or expense (again, this can be the same
as the original account)
Balance Sheet accounts:
A deferrals account to record the full deferred balance (transferred from the original revenue
or expense account)
A deferrals transfers account (this can be the same as the deferrals account)
For an illustration of this method, see Profit and Loss posting example.
NOTE
Once you have selected a deferral posting method for a series and posted deferral transactions, we recommend that you not
change the deferral posting method.
Balance Sheet posting example

Assume you have a transaction for $12,000 of revenue, to be deferred over one year, from January to December.
When you defer this transaction using the Balance Sheet posting method, the full sales amount is posted to the
deferrals account, rather than the sales account that would be used for non-deferred revenue. The initial transaction
is posted as follows:
Cash $12,000
Deferrals Account $12,000
The deferral transactions for each month created for this deferred revenue would appear as follows:
Sales Recognition Account $1,000
The full revenue amount of $12,000 will be posted to the Profit and Loss sales recognition account in $1,000
increments each month for a year, and the Balance Sheet deferrals account is reduced by the same amount.
Profit and Loss posting example
Assume you have a transaction for $12,000 of revenue, to be deferred over one year, from January to December.
Three Profit and Loss accounts, and two Balance Sheet accounts are being used for the deferral. The full sales
amount is posted to the usual sales account, as follows:
Cash $12,000
Original Sales Account $12,000
However, when you defer this transaction using the Profit and Loss posting method, a second entry is also created
that reverses the Sales account entry and transfers the full balance to the deferrals account.
Deferred Sales Account $12,000

The deferral transactions for each month created for this deferred revenue would appear as follows:
Deferrals Transfer Account $1,000
The balances for the Profit and Loss accounts at the end of the deferral period will appear as follows:
Original Sales Account $12,000
Deferred Sales Account $12,000
The balances for the Balance Sheet accounts at the end of the deferral period will appear as follows:
Deferrals Transfer Account $12,000
The overall result will be a credit balance of $12,000 for the Profit and Loss sales accounts, and a $0 balance for the
Balance Sheet deferrals accounts.
NOTE
You can use the same account for the original sales, deferred sales, and sales recognition accounts, and for the deferrals and
deferrals transfer accounts. However, if you use a different account for each, you can identify the amounts for reporting
purposes.
Setting up revenue/expense deferrals

Use the Deferral Setup window to enter the options you want to use with Revenue/ Expense Deferrals.
To set up revenue/expense deferrals:
1. Open the Deferral Setup window. (Financial >> Setup >> Financial >> Deferral)
2. Enter the next batch number you want to use for deferral transactions, the source document code, and the
next transaction number.
3. Select the default method you want to use to calculate the allocations for deferral transaction amounts.
The Days In Period method apportions the amount based on the number of days in a fiscal period.
The Equal Per Period method allocates an equal amount per fiscal period.
The Miscellaneous method allows you to specify the length of the periods and allocates an equal
amount per period.
4. Indicate whether you want to automatically post deferral transactions through General Ledger, and to closed
future or previous fiscal periods.
5. Indicate whether you want deferral transactions for the Sales and Purchasing series to use the Balance
Sheet or Profit and Loss method for posting the initial and deferral transactions. For more information, see
Deferral posting methods.
NOTE
Once you have selected a deferral posting method for a series and posted deferral transactions, we recommend that
you don’t change the deferral posting method.
6. Specify whether you want to void the associated original transaction when any deferral transaction is
voided.
7. Indicate whether you want all users to have access to deferral profiles, or if you want to limit access based
on user or user class. If you restrict access, you’ll specify the users or user classes that have access to a
profile when you set up the profile. For more information, see Setting up a deferral profile.
8. Select an option for overriding distribution accounts.
9. Indicate whether you want the deferral posting reports to be printed and specify whether you want them
sent to the printer, displayed on screen, or both.
10. Choose Warning Options to set up options for warning users about assigning deferrals to specific
distribution types. For more information, see Selecting deferral warning options.
Selecting deferral warning options
Use the Deferral Warning Options window to select the warning options you want to use to help prevent users
from attaching deferrals to incorrect distribution types. For example, you could set up the warning options for Sales
Order Processing so if a user attempted to defer the CASH distribution, a warning would appear.
NOTE
Selecting these options does not block a user from attaching a deferral transaction to an incorrect distribution type. A
message will appear in this situation, but the user can post the transaction.
To select deferral warning options:

1. Open the Deferral Setup window. (Financial >> Setup >> Financial >> Deferral)
2. Choose Warning Options to open the Deferral Warning Options window.
3. Select the module you want to select warning options for from the list.
4. Mark the checkbox for the distribution types you want to avoid using for deferrals.
5. Select another module and continue selecting warning options.
Setting up a deferral profile
Use the Deferral Profile Maintenance window to set up templates of commonly deferred transactions. Using
deferral profiles helps ensure that similar transactions are entered with the correct information. For example, if you
routinely enter transactions for service contracts your company offers, and the revenue is recognized over a 12-
month period, you could set up a deferral profile for these service contracts, specifying the accounts to be used, and
the method for calculating how the deferred revenue is recognized.
You can set up profiles for transactions originating in General Ledger, Receivables Management, Sales Order
Processing, Payables Management, and Purchase Order Processing.
To set up a deferral profile:
1. Open the Deferral Profile Maintenance window. (Financial >> Setup >> Financial >> Deferral Profiles)
2. Enter a name for this profile. For example, you could create a profile called SERVICE CONTRACT.
3. Select the modules the profile is to be used with from the list. For example, you might want to use a service
contracts profile with Receivables Management and Sales Order Processing.
To select multiple modules, hold down the CTRL key while clicking the modules.
4. Select the types of distribution you want this profile used with. For example, you might select the SALES, MISC,
and SERVICE distribution types.
To select multiple distributions, hold down the CTRL key while clicking the distributions.
5. Select the accounts you want to use to defer and recognize the revenues or expenses. Depending on the
option you selected for overwriting distribution accounts in the Deferral Setup window, you may be able to
mark the option to enable an account to be changed.
6. Select the method to calculate the deferral amounts across each period, the date of the first allocation, and
the number of fiscal periods to allocate the transaction over. If you leave the start date or number of periods
blank, you’ll need to enter a start date and number of periods when you use the profile to defer a
transaction distribution.
7. If you chose to limit access to profiles to specific users or user classes in the Deferral Setup window, choose
User Access to select the users or user classes who can use this profile. You can also select the information
on a profile you want users to be able to change. For more information, see Setting access to a deferral
profile.
8. Choose Save to save this profile.
Setting access to a deferral profile
Use the Profile User Access window to limit access to a profile to specific users or user classes. You can also specify
which information on a profile you want users to be able to change. For example, you can enable some users to
change the start date and number of periods for a deferral transaction, but not the deferral or recognition accounts,
and you can enable other users to change the deferral and recognition accounts.
To set access to a deferral profile:
1. In the Deferral Profile Maintenance window, enter or select the profile you want to set access for, and choose
User Access to open the Profile User Access window.
2. Indicate whether you want to grant access to the profile to the users you specify, or to the user classes you
specify.
3. Enter or select the user or user class you want to have access to the profile and mark the option to enable
access.
If you’re setting access for a user, you can also indicate whether this profile is the default profile for this user.
If you mark this option, this profile will appear automatically when the user uses deferral profiles during
transaction entry.
4. Mark the types of information you want the user or members of the user class to be able to edit during
deferral transaction entry.
5. Choose Save to save the access information for this user or user class.
6. To set access to this profile for another user or user class, repeat steps 2 through 5.
Part 2: Budgets
You can create a budget in Microsoft Dynamics GP.
Chapter 12, “Budget overview,” outlines the features in Microsoft Dynamics GP you can use to create and
maintain budgets.
Chapter 14, “Setting up budgets in Microsoft Dynamics GP,” describes how to create a budget in Microsoft
Dynamics GP using the Budget Maintenance window or the Single-Account Budget Maintenance window.
Chapter 12: Budget overview
You can use General Ledger to use the features of both Microsoft Dynamics GP and Microsoft Excel to create and
maintain budgets. You can create and modify budgets, export them to Excel, or import them to Microsoft Dynamics
GP.
For example, you can start building your budget in Microsoft Dynamics GP based on your account framework,
then export the budget to Excel to add formulas and explore forecasting scenarios. Finally, you can import the
budget into Microsoft Dynamics GP to be used in the accounting system.
Viewing a list of existing budgets
Creating a new budget
Opening an existing budget
Deleting a budget
Viewing a list of existing budgets
You can use the Budget Selection window (Financial >> Cards >> Financial >> Budgets) to view all budgets in the
system, including budgets created in Excel and imported into Microsoft Dynamics GP.
To change the order budgets are listed in the Budget Selection window, click the arrow in the scrolling window title
bar, then select to sort items by Budget ID or by Description.
Creating a new budget
Use the Budget Selection window to select whether to create new budgets in Microsoft Dynamics GP or in
Microsoft Excel.
To create a new budget:
1. Open the Budget Selection window. (Financial >> Cards >> Financial >> Budgets)
2. Decide if the budget will be created in Microsoft Dynamics GP or in Excel.
To create a budget in Microsoft Dynamics GP, choose New and select using Microsoft Dynamics GP
to open the Budget Maintenance window. Refer to Chapter 14, “Setting up budgets in Microsoft
Dynamics GP,” for more information.
To create a budget in Excel, choose New and select using Budget Wizard for Excel. Refer to Chapter
13, “Setting up budgets in Microsoft Excel,” for more information.
3. Choose New to open the Budget Maintenance window. Refer to Chapter 14, “Setting up budgets in
Microsoft Dynamics GP,” for more information.
NOTE
You’ll use a different method to set up a single-account budget in Microsoft Dynamics GP. Refer to Creating a single-
account budget for more information.
Opening an existing budget

You can open existing budgets in either Microsoft Dynamics GP or Microsoft Excel.
To open an existing budget:
2. Select a budget in the scrolling window.
To open a budget with Excel, choose Open and select using Excel. The Microsoft Dynamics GP budget
must have an Excel file associated with it.
To open a budget with Microsoft Dynamics GP, choose Open and select using Microsoft Dynamics
GP.
3. Choose Open.
Deleting a budget
You also can use the Budget Selection window to delete a budget. When you delete a budget, accounts are
removed from the specified budget ID and you’ll then have an option to deleting the budget ID itself.
To delete a budget:
2. Highlight the budget in the scrolling window.
3. Choose Delete. An alert message appears, asking if you’re sure you want to delete the budget. Choose Yes
to delete the budget or choose No to cancel the process.
Chapter 13: Setting up budgets in Microsoft Excel
You can use pre-existing budgets you’ve created in Microsoft Excel, or you can create new budgets in Microsoft
Excel using the Budget Wizard for Excel.
The wizard helps you choose the framework for the budget, the calculation method for amounts, and the account
types and ranges to include in the budget.
Later, you can import the budget into Microsoft Dynamics GP. For more information about importing budgets
from Microsoft Excel, see Chapter 15, “Exporting and importing budgets.”
Budget calculation methods
Account types for budgets
Creating a budget with the budget wizard
Format requirements for budgets in Microsoft Excel
After you’ve identified the budget, you can choose a calculation method for the budget. The Budget Calculation
Method window includes four calculation methods. Although each budget calculation method is different, the steps
for using the wizard will be roughly the same for each one.
Open Year Percent This budget method calculates budget amounts based on a percentage of actual
amounts in an open year. For example, you can build a 2006 budget by selecting an open year, such as 2004,
and entering a percentage by which to increase or decrease the amounts for the new budget.
Other Budget Percent This budget method calculates budget amounts based on a percentage of amounts
in another budget. To use this method, select an existing budget, indicate whether the amounts will be
increased or decreased, and enter the percentage by which to increase or decrease the amounts.
Historical Year Percent This budget method calculates budget amounts based on actual account balances
of a previous, historical year. The amounts can be increased or decreased by a percentage you specify.
Blank Budget This budget method calculates no budget amounts but provides you with a blank Microsoft
Excel budget spreadsheet. You can choose fiscal years from which to pull actual amounts.
Account types for budgets
Three types of accounts are available for use in Microsoft Excel budgets: balance sheet accounts, profit and loss
accounts, and unit accounts.
Balance sheet accounts Balance sheet accounts are assets, liabilities, and owner’s equity accounts. The
amounts in these accounts would typically appear on a company’s balance sheet.
Profit and loss accounts Profit and loss accounts are for revenues and expenses. These accounts represent
the cash and assets going into and out of a company’s general ledger.
Unit accounts Unit accounts do not track dollar amounts but track other amounts such as the number of
employees. Unit accounts are used to accurately distribute the revenue or expense from another account, set
up to cover all the employees, departments, or other units, in the unit account.
You can choose to include any or all of these account types. Depending on the budget you want to create, you
might not want to include all of the information. For example, if you’re creating a budget to determine the total
value of a business, you’d want to include both balance sheet accounts and profit and loss accounts. If you want to
create a budget for a specific department, you’ll probably include profit and loss accounts and unit accounts, but
not balance sheet accounts.
As you use the wizard, you’ll choose specific accounts to include in your budget.
Creating a budget with the budget wizard
You can use Microsoft Dynamics GP to create a new budget in Microsoft Excel. The new budget will be a new
worksheet that can be part of an existing workbook, or a new workbook. You can add budget amounts in this
worksheet and import the budget into Microsoft Dynamics GP.
NOTE
This procedure uses the Open Year budget calculation method. Creating budgets using other budget calculation methods is
similar, but differences are noted.
To create a budget with the budget wizard:

2. Choose New and select using Budget Wizard for Excel to open the welcome window.
3. Choose Next to open the New Budget Information window.
4. Enter basic identifying information about the budget you are creating.
5. Select whether to base the budget on a fiscal year or a date range. If you base the budget on a date range,
specify a range that crosses one or more fiscal years. See Calculating budgets that overlap fiscal years for
more information.
6. If you want to restrict access to the budget with a password, choose the padlock icon button to open the
User Password Setup window. If you don’t want to restrict access to the budget, skip to step 7.
7. Enter a password and choose OK.

8. Choose Next to open the Budget Calculation Method window.
9. Highlight a budget calculation method to view its description. When you have selected the method you want
to use, choose Next to open the Open Year Percent window.
The following steps assume you selected the Open Year Percent budget calculation method. All of the steps
are essentially the same for each method, except Blank Budget. Differences are noted in the following steps.
If you selected a budget method other than Open Year Percent, the name of the window will be different. If
you’re using the Other Budget Percent method, the Other Budget Percent window opens. If you’re using the
Historical Budget Percent method, the Historical Year Percent window opens.
Information in the windows will be the same, except you will select a specific budget or a historical year
instead of an open year. You won’t see this window if you chose Blank Budget, but will instead go to the next
window, Actual Amounts Selection.
10. Select the open year you want to use as the basis for your new budget. If you’re using another calculation
method, choose an actual budget or historical year for the other calculation methods.
11. Select the type of change to be made and enter a percentage of increase or decrease. Press TAB to exit this
field and enable the Next button. Choose Next to open the Actual Amounts Selection window.
12. Select the years with the amount information to use. A separate Microsoft Excel worksheet will be created
for each year you select.
NOTE
Worksheets will be in the same order you select them in the Actual Amounts Selection window, so if you want them
to appear in the workbook in a specific order, be sure to select them in order.
When you have made your selections, choose Next to open the Account Types window.
13. Select the account types to include in your budget. Choose Next to open the Accounts window.
14. Select the accounts for the budget. You can add all accounts of the account type you selected, or you can
restrict the range of accounts.
Select a segment for sorting the accounts. Enter or select the starting and ending segment numbers in the range,
then choose Insert to add them to the scrolling window.
Choose Next to open the Account Verification window.
![screenshot](media/glage077.jpg)
15. Mark the accounts to include in the budget. All accounts will be marked, but you can clear the option for any
account to exclude it from the budget.
To add an account that isn’t displayed, choose Add Account. The Accounts Lookup window will open. Select
the account to add.
Choose Next to open the Workbook Selection window.
16. Select the workbook for your new budget worksheet. You can create a new workbook or add to an existing
one. Choose Next to open the Completing the Budget Wizard for Excel window.
17. Review your selections, then choose Finish to complete the budget. The wizard will build a new budget
worksheet and fill the columns with budget amounts from the accounts you selected, adjusted by the
percentage you specified.
Format requirements for budgets in Microsoft Excel
When a worksheet is created using the budget wizard or when an existing budget is exported to Microsoft Excel,
the worksheet must have the following standard layout:
Column A lists the accounts included in the budget, in view -only format.
Column B lists the descriptions for the accounts, in view -only format.
Column C lists the beginning balance budget amounts.
Columns D and columns beyond list the period budget amounts. The amounts and formulas in these
columns can be changed.
The first column after all the period amounts will total all of the period budget amounts, in view -only format.
The last row will display the totals for each period column in view -only format.
The maximum number of fiscal periods (columns) you can use is 252, because the first four columns are
required for the account information and balance amounts. (Excel allows a maximum of 256 columns in a
spreadsheet.)
Chapter 14: Setting up budgets in Microsoft Dynamics GP
You can maintain an unlimited number of budgets in Microsoft Dynamics GP and calculate the budgets using one
of several different calculation methods. You can create budgets for ranges of posting and unit accounts, or for
single accounts. You also can change or delete existing budgets and recalculate budget amounts.
Calculating budgets that overlap fiscal years
Creating a budget for a range of accounts
Deleting a budget
Creating a single-account budget
Entering budget transactions
Combining budgets in Microsoft Dynamics GP
You can use one of seven calculation methods for budgets you create in Microsoft Dynamics GP, and apply these
methods to posting or unit accounts. You also can choose whether your budget will include beginning balances.
Each method’s description includes information about the entries needed. The same calculation methods are
available whether you’re calculating a budget for a fiscal year or for a range of dates; however, there are some
differences to be aware of. See Calculating budgets that overlap fiscal years for more information.
Open Year Percent This budget method calculates budget amounts based on the actual balances of any
year that hasn’t been closed, increasing or decreasing them by a specified percentage. Actual account
balances won’t be affected.
To use this method, you must select the year to base the calculations on. Enter the percentage to increase or
decrease the amounts or enter 0% to use the existing account balances.
Other Budget Percent This budget method calculates budget amounts based on another budget. You can
copy amounts from another budget and then increase or decrease them by a percentage you specify.
To use this method, you must enter the ID for the source budget and the percentage to increase or decrease
the amounts. You can enter 0% to use the existing budget amounts.
Percent Change This budget method calculates budget amounts based on amounts in a current budget.
You can increase or decrease the amounts by a percentage you specify.
For example, suppose your budget for an account includes $100 for the beginning balance and $200 for
each budget period. To decrease the budget by 20 percent, you can choose Percent Change, enter the
percentage and indicate that you want the amounts decreased. The new budget amounts will include a
beginning balance of $80 and period amounts of $160.
Amount Change This budget method calculates budget amounts based on amounts in a current budget.
You can increase or decrease the amounts by a dollar amount (for posting accounts) or quantity (for unit
accounts) you specify.
To use this budget calculation method, enter the specified amount and indicate whether the current budget
amounts should be increased or decreased.
Set Amount This budget method calculates budget amounts based on a fixed amount for each period
included in the budget.
Enter the amount and indicate which periods you want to include. To include beginning balance amounts in
the budget calculation, mark the option to include the beginning balances. If you mark this option, beginning
balances for all balance sheet accounts will be included.
Yearly Budget Amount This budget method calculates budget amounts and divides them equally among
all periods in the budget.
To use this method, enter the amount and specify the periods to be included in the calculation. To include
beginning balance amounts in the budget calculation, mark the option to include the beginning balances. If
you mark this option, beginning balances for all balance sheet accounts will be included.
Historical Year Percent This budget method calculates budget amounts based on a historical year’s actual
balances, which can be increased or decreased by a percentage you specify. Actual account balances aren’t
affected. You can use this method only if you are keeping account history.
To use this method, choose a year and enter the percentage increase or decrease.
Enter 0% if you want to use the existing account balances.
Calculating budgets that overlap fiscal years
You can create budgets for a range of dates that don’t match your fiscal year. This can be useful if your organization
receives grants that span multiple years, or that cover a period of time that’s different from your fiscal year. Budgets
based on a range of dates can be created for either a single account or a range of accounts.
To base a budget on a range of dates, fiscal periods must be set up for the full period that’s covered by the date
range of the budget. For example, if you create a budget for March 1, 2007 to August 31, 2009, you can’t save the
budget if you haven’t created fiscal periods through August 31, 2009.
After you’ve saved a budget, you can’t change the time period that it’s based on, nor can you change the starting
and ending dates when you’re basing the budget on a date range.
The calculation methods that are available for budgets based on fiscal years also are available for budgets based a
date range. Some calculation methods involve copying budget amounts from one budget to another. The following
table describes how this process works when you’re basing a budget on a range of dates.
CALCULATION METHOD NOTES
Open year percent These calculation methods copy amounts from an existing
budget to the budget you’re setting up, and then calculate a
specified increase or decrease. The first period of the existing
budget is copied to the first period of the budget you’re
setting up. The second period of the existing budget is copied
to the second period of the new budget, and so on. If there
are more periods in the budget you’re setting up than in the
existing budget being copied from, the additional periods in
the new budget will have a balance of $0.
Yearly budget amount This calculation method allocates amounts evenly over all the
budget periods. If you’re basing a budget on a date range, the
number of periods might be more or less than the number of
periods in your fiscal year. The yearly budget amount is
allocated evenly among the periods in the date range
regardless of the number of periods in your fiscal year.
Other budget percent

Historical year percent
Creating a budget for a range of accounts
Use the Budget Maintenance window to create a budget for a range of posting and unit accounts. You can view
how the calculation has affected the accounts included in the range, one account at a time. You can display the
calculated amounts for each account if you want to view the budget calculation for a single account.
To create a budget for a range of accounts:
1. Open the Budget Maintenance window. (Financial >> Cards >> Financial >> Budgets >> New >> using
Microsoft Dynamics GP )
2. Enter or select a budget ID.
NOTE
Use only alphanumeric characters in the budget ID.
more information.
4. Choose the budget type: actual or preliminary.
Choose Actual if you know that the budget will be calculated correctly and that you will not be making
changes to the budget.
Choose Preliminary to experiment with budgets. You can change preliminary budgets and then revert to the
original version of the budget, but when you change an actual budget, the change is permanent.
NOTE
If you’re calculating a preliminary budget and you’ve decided that you’d like to save it, make the changes permanent
by choosing Actual and save the budget.
5. To restrict access to the budget, choose the password padlock icon button to open the User Password Setup
window. If you don’t need to restrict access to the budget, skip to step 6.
7. Choose a budget year. If you’ve selected an existing budget and you change budget years, some periods
may not appear in the scrolling window. Recalculate the budget before continuing.
8. Choose Ranges to open the Account Segment Ranges window.
NOTE
If you don’t define a range, all your company's accounts will be included in the budget calculation.
9. Enter or select the segment ID the range will be based on. Enter or select beginning and ending account
segments.
10. Choose Insert to insert the range into the Restrictions box. All accounts that meet all restrictions you’ve
entered will be included in the budget.
NOTE
To calculate actual budgets for single accounts, you might find it easier to use the Single-Account Budget
Maintenance window. (Preliminary budgets can’t be calculated using the Single-Account Budget Maintenance
window.) For more information, see Creating a single-account budget.
11. Choose OK to return to the Budget Maintenance window.

12. Choose the Methods button to display the Budget Calculation Methods window.
13. Select a calculation method, enter the necessary information and indicate if the budget should include the
beginning balance amounts. For more information about calculation methods, see Budget calculation
methods.
14. Choose Calculate to begin the calculation process. If a range hasn’t been defined, all your company’s
accounts will be included in the calculation.
NOTE
To modify the amounts for an individual account, simply type over the calculated amounts for each period.
15. If you want to save the budget information, choose Save.

If you’re calculating a preliminary budget and you’ve decided that you’d like to save it, choose Actual before saving
the budget information.
16. If you want to combine this budget with another, open the Combine Budgets window by choosing the
Combine Budgets button. For more information, see Combining budgets in Microsoft Dynamics GP.
17. If needed, choose File >> Print or the printer icon button to view a Budget List.
Deleting a budget
You can use the Budget Maintenance window to delete a budget.
To delete a budget:
1. Open the Budget Maintenance window. (Financial >> Cards >> Financial >> Budgets >> New >> using
Microsoft Dynamics GP )

3. Choose Delete.
Creating a single-account budget
Use the Single-Account Budget Maintenance window to calculate, modify or delete budgets for individual
accounts, one account at a time. You can’t calculate preliminary budgets using this window.
NOTE
Only posting and unit accounts can be used when calculating budgets. You can’t create budgets for variable and fixed
allocation accounts,
To create a single-account budget:

1. Open the Single-Account Budget Maintenance window. (Financial >> Cards >> Financial >> Account >>
Budget button) (Financial >> Cards >> Financial >> Unit Account >> Budget button)
2. Enter or select the account and budget ID.

more information.
NOTE
If you’ve selected an existing budget and you change budget years, some periods might not appear in the scrolling
window. Recalculate the budget before continuing.
4. To restrict access to the budget, choose the password padlock icon button to open the User Password Setup
window. If you don’t need to restrict access to the budget, skip to step 6.
6. Select a calculation method and indicate if the budget should include the account’s beginning balance. For
more information about calculation methods, see Budget calculation methods.
7. Choose Calculate to begin the calculation process. When the budget has been calculated, the amounts will
be displayed.
8. To make changes to the budget amounts without recalculating, type over the existing amounts.
9. To save the budget, choose Save.
10. To remove the selected account from the budget, choose Delete.
11. Choose File >> Print or the printer icon button to view a Detailed Budget report.
Entering budget transactions
Use the Budget Transaction Entry window to create transactions that, when posted, increase or decrease the budget
for one or more accounts for specific periods. Amounts are displayed on a period-by-period basis. You can also
choose to view period balance amounts, which displays the cumulative budget and budget transaction for each
period and all previous periods. A single journal entry can contain adjustments to multiple accounts.
To enter a single budget transaction:
1. Open the Budget Transaction Entry window. (Financial >> Transactions >> Financial >> Budget
Transactions)
2. Enter or select a budget journal entry.

3. Enter or select a batch ID for the journal entry.
4. Enter or select a transaction date for the journal entry.
6. Enter a reference for the journal entry. References can be any combination of alphanumeric symbols to help
you identify the journal entry.
7. Enter or select an account for which you want to adjust the budget.
8. Enter the adjustment amount for each period.
9. Choose File >> Print or the printer icon button to view a Budget Transaction Edit List report.
To enter multiple budget transactions:
1. Perform the steps in To enter multiple budget transactions:.
2. Choose Ranges to open the Account Segment Ranges window.
NOTE
If you don’t define a range, only the single account that is displayed will be included in the budget calculation. For
information on the Account Segment Ranges window, choose the Help button in that window, or see Creating a
budget for a range of accounts.
3. Select a method for calculating adjustments and indicate if the budget should include the beginning balance
amounts. For more information on calculation methods, see Budget calculation methods.
4. Choose Calculate to begin the calculation process.
Combining budgets in Microsoft Dynamics GP
Use the Combine Budgets window to simplify the process of combining General Ledger budgets. This is useful
when multiple departments in your organization create their own budgets, which are then consolidated into a
single budget. You can combine only two budgets at a time with this window, but you can repeat the process so
that many budgets are combined into one.
To combine multiple budgets, first combine two budgets, and then merge others into the new, consolidated budget.
Any budget that is added to the new, consolidated budget must have a date range that matches the consolidated
budget.
To combine two budgets:
1. Open the Combine Budgets window. (Financial >> Cards >> Financial >> Budgets >> Combine Budgets
button)
2. Enter or select a master budget ID. This is the ID for the consolidated budget that will receive other budgets.
If the budget ID doesn’t exist, you must create it in the Budget Maintenance window. You cannot create a budget in
the Combine Budgets window.
3. Enter or select a budget ID to combine with the master budget.
4. If you want to delete the budget you are merging into the master budget, mark the Delete Budget after it is
combined check box.
5. To combine the two budgets, choose Process.
Chapter 15: Exporting and importing budgets
If you already have created a budget in Microsoft Dynamics GP, you can export it to Microsoft Excel to take
advantage of the calculations and formulas available in that application. You can then import the budget into
Microsoft Dynamics GP when you’ve finished making changes. With Microsoft Dynamics GP, you can import a
budget you’ve created from scratch in Microsoft Excel, provided the budget’s columns are formatted correctly.
Refer to Format requirements for budgets in Microsoft Excel for more information.
Exporting a budget to Microsoft Excel
Preparing a budget for import from Microsoft Excel
Importing a budget from Microsoft Excel
Exporting a budget to Microsoft Excel
Exporting budgets to Microsoft Excel transfers data from the following Microsoft Dynamics GP budget fields to an
Excel worksheet:
Budget ID
Budget description
Account numbers
Account descriptions
Periods
Budget amount for each period for each account
The information will be arranged in a worksheet. The name of the worksheet will be the budget description.
When you export the budget to an existing workbook, the name of the worksheet tab will be budget ID. When you
export to a new workbook, the default file name will be the budget ID. The column headers will be automatically
created and based on the number of periods created during Fiscal Period Setup. All of the period amounts will be
filled into the columns, as well.
Once the budget is exported, you can adjust the layout of the worksheet, as well as the budget amounts.
To export a budget to Microsoft Excel:
2. Highlight a budget. Choose Excel and select Export to Excel to open the Export Budget to Excel window.
3. Select a destination for the budget. The destination can be a new workbook or an existing one. If you select
an existing workbook, the budget will be added on a new worksheet in the workbook.
NOTE
If your worksheet has the same name—the same Budget ID—as an existing worksheet in the workbook you’re
exporting to, the existing worksheet will be overwritten. You won’t be able to cancel the export process.
4. Choose OK to complete the export process.
If you export the budget to a new workbook, you’ll be prompted to enter a name and location for the workbook.
When the process is complete, the budget will be displayed in Microsoft Excel.
Preparing a budget for import from Microsoft Excel
Before you can import a Microsoft Excel budget into Microsoft Dynamics GP, it must be properly formatted. Refer
to Format requirements for budgets in Microsoft Excel for more information.
NOTE
To create a Microsoft Excel worksheet with the correct format, you can use the budget wizard to create a blank worksheet
with the accounts you specify.
The import process creates a budget with periods corresponding to the period columns in the Microsoft Excel
budget. If the number of periods in the Microsoft Dynamics GP budget doesn’t match the number of periods in the
Microsoft Excel budget, you’ll be prompted to add periods to the Microsoft Excel budget before completing the
import. The amount from each period cell in Microsoft Excel will be transferred to Microsoft Dynamics GP. Once
the budget is imported, you can adjust the amounts as needed.
Importing a budget from Microsoft Excel
You can import Microsoft Excel budget information into an existing Microsoft Dynamics GP budget, or into a newly
created Microsoft Dynamics GP budget.
NOTE
If you choose to import the Microsoft Excel budget worksheet into an existing* Microsoft Dynamics GP budget, all of the
amounts in the Microsoft Dynamics GP *budget will be overwritten with the amounts from the worksheet.
When you start the budget import process, a series of windows will open in which you can specify information
about the budget before it is created. The windows are basically the same whether you choose to import into a new
or existing budget.
However, if you choose to import into a new budget, you’ll see one additional window, the New Budget
Information window. Use that window to enter the budget ID, description, and fiscal year information.
The following procedure assumes you’re importing to create a new budget. The steps will remain the same when
you choose to import to an existing budget, except that you will skip step 5.
To import a budget from Microsoft Excel:
2. Choose Excel and select Import from Excel to open the Welcome to the Budget Wizard for Excel window.
3. Choose Next to open the Import Budget window.
4. Decide if the imported budget should be a new budget or if it should overwrite an existing budget.
To import the Microsoft Excel budget worksheet to a new budget, select A new Microsoft Dynamics
GP budget and choose Next.
To overwrite an existing budget, mark An existing Microsoft Dynamics GP budget and enter or select
the budget. Choose Next and continue with step 8.
5. If you’re creating a new budget, the New Budget Information window opens. Enter basic identifying
information about the budget you’re creating.
6. To restrict access to the budget with a password, choose the padlock icon button to open the User Password
Setup window. If you don’t want to restrict access to the budget, skip to step 8.
8. Choose Next to open the Excel File Selection window.
9. Enter or select the name of the Excel file to import, then select the specific worksheet to import. Choose
Next to open the Completing the Budget Wizard for Excel window.
10. Choose Finish to complete the import process.
Transaction procedures provide step-by-step instructions for completing General Ledger accounting tasks with
Chapter 16, “Multicurrency transactions,” explains how to choose the currency for entering transactions.
Chapter 17, “Batches,” explains how to group transactions into batches.
Chapter 18, “Standard and reversing transactions,” explains standard and reversing transactions, the most
common transactions in your system.
Chapter 19, “Clearing transactions,” defines and explains how to use clearing transactions.
Chapter 20, “Quick journal transactions,” explains quick journals, a time-saving journal entry that doesn’t
require batches.
Chapter 21, “Transaction deferrals,” describes the methods available for deferring revenues or distributing
expenses over a specified period.
Chapter 22, “Posting,” describes posting, the process of transferring your temporary transactions to the
company’s permanent records.
Chapter 23, “Correcting transactions,” explains how to correct transactions, whether or not the transaction
has been posted.
Chapter 24, “Matching transactions,” describes the process of linking related transaction distributions from
different journal entries.
Chapter 16: Multicurrency transactions*
If you’re using Multicurrency Management with General Ledger, you can choose the currency you want to use
when entering transactions.
For information about setting up your financial system to use multiple currencies, including the euro, refer to the
Multicurrency Management documentation.
You can choose to view multicurrency transactions in the originating or the functional currency. Choose View >>
Currency >> Functional or Originating while entering a transaction. The option will be saved on a per user, per
window basis.
You also can use the Currency list button in the windows that support changing the currency view.
The View menu and currency list button are available in the following windows:
Transaction Entry
Summary Inquiry
Detail Inquiry
Journal Entry Inquiry
History Summary Inquiry
History Detail Summary
displayed in the originating currency. If you change the currency view, that option will be the default view the next
time you open that window.
assigned to the transaction. The rate type is the default rate type for the Financial series specified in the
Multicurrency Setup window. You also can choose the currency expansion button to open the Exchange Rate Entry
window to view or modify the default exchange rate.
multicurrency transaction, the system searches for a valid exchange rate. If a valid rate doesn’t exist, you can enter
an exchange rate using the Exchange Rate Entry window. If you’ve entered a General Ledger posting date that’s
different from the document date, the exchange rate expiration date must be after the posting date.
functional equivalents don’t balance, the difference is posted automatically to a Rounding Difference account and a
distribution type of Round identifies the distribution amount.
For example, assume you’ve entered a transaction in the euro currency, with a purchase amount of 28,755.42 EUR,
a trade discount of 586.84 EUR, a discount available of 1544.33 EUR and the exchange rate is 1.0922. The
Discount 1544.33 EUR $1686.72
Accrued 30,886.59 EUR $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.33
Rounding $0.01
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.34
Available
Purchases
Difference
Chapter 17: Batches
General Ledger transactions can be entered individually or in batches. A batch is a group of transactions identified
by a unique name or number. By entering and posting transactions in batches, you can group similar transactions
during data entry and review them before posting. More than one person can enter transactions in the same batch,
but not at the same time. Also, a batch can’t be posted if anyone is making changes to it.
Creating a batch
General Ledger batch approval workflow
Creating a batch
Use the Batch Entry window to create batches. A batch is a group of transactions identified by a unique name or
number. If you’ve decided to enter transactions in batches, they can be posted using the batch, series, or master
posting procedures.
For more information about batch posting, see Chapter 22, “Posting.”
To create a batch:
2. Enter or select a batch ID to identify the batch. Batches entered in different transaction entry windows might
have the same ID. If you aren’t sure which batch to select, you can use the Batch ID lookup window to view
the origins of transactions within each batch.
3. Select a batch origin. You can select General Entry, Clearing Entry, or Budget Transactions. Once you’ve
saved the batch, you can’t change the origin.
4. Enter a batch comment, such as a brief description of the transactions that will be entered in the batch.
5. Select a frequency. If you chose a frequency other than Single Use, enter the number of recurring postings.
If you want the batch to remain in the system indefinitely, enter zero in the Remaining Posting field.
If you choose a frequency of miscellaneous, enter the number of recurring postings and the days to
increment.
6. To print the breakdown allocation accounts on the edit lists, mark the Break Down Allocation option.
7. To clear the distribution amounts for recurring batches after posting, mark the Clear Recurring Amounts
After Posting option.
8. You can define batch entry requirements. Refer to the System User’s Guide for information about batch
requirements and approvals.
NOTE
If the Allow Negative Debits and Credits in General Ledger option is marked in the Company Setup Options window,
you can enter negative amounts in the batch control total field.
9. Choose Save to save the batch or choose Transactions to open the Transaction Entry window, where you can
enter transactions in the batch.
10. You can choose File >> Print or the printer icon button to verify the accuracy of the transactions you’ve
entered before posting.
11. If you’re using Workflow, submit the batch for approval if needed. See General Ledger batch approval
workflow for more information.
General Ledger batch approval workflow
If your company uses the Workflow feature among its business controls, batches might have to be approved before
posting. The rules for approving batches can defined to fit your organization’s needs. Multiple approvers might be
required, or approval might not be required for batches with few transactions or small currency amounts. When a
batch is ready to be approved, approvers can be notified and the batches can be approved, using Outlook®,
Microsoft Dynamics GP, or Internet Explorer®. After a batch is approved, it can be posted. For more information
about Workflow, see the System Setup Guide (Help >> Printable Manuals >> select System >> select System
Setup Guide) or the Workflow Administrator’s Guide (Help >> Printable Manuals >> select System >> select
Workflow Administrator’s Guide).
Before you can use the batch approval workflow for General Ledger, you must turn off the Require Batch Approval
feature in Microsoft Dynamics GP. To do so, open the Posting Setup window (Administration >> Setup >> Posting
>> Posting) and select the Financial series. Unmark the Require Batch Approval option for the General Ledger and
Clearing Entry origins.
Use the Batch Entry window to modify or delete a batch. You can change or delete unposted batches at any time.
Recurring batches are deleted after the batch has been posted the number of times you specify in the Recurring
Posting field.
If you are using Workflow you must resubmit the batch if you modify or delete any transactions in an approved
batch.
See Correcting an unposted transaction for information about changing the transactions in a batch.
2. To modify the batch, replace the incorrect information with correct information. Choose Save to save the
changes or resubmit the batch for approval, if you are using Workflow.
3. To delete the batch, choose Delete and close the window.
To modify a batch using the action pane:
1. In the navigation pane, choose the Financial button, then choose the General Ledger Batches list.
2. Mark a batch to modify.
3. In the new group, choose Edit to open the Batch Entry window.
4. To delete a batch, choose Delete.
5. To correct the batch, replace the incorrect information with the correct information. Choose save to save the
changes or resubmit the batch for approval, if you are using Workflow.
Chapter 18: Standard and reversing transactions
Standard transactions are entered and posted once. If they are assigned to a recurring batch, standard transactions
can be posted periodically, such as weekly or monthly, or on a specific date, and then automatically or manually
deleted from Microsoft Dynamics GP.
A reversing transaction reverses the distributions—debit and credit entries—of a previous transaction. Generally
speaking, entries that involve the accrual of assets (such as unbilled revenues) or the accrual of liabilities (such as
salaries) might be reversed because they result in a future cash receipt or payment. Examples of such accruals
include salaries that haven’t been paid or revenues that haven’t been billed.
When entering transactions, transaction information is collectively referred to as audit trail information. For
example, the journal entry number, transaction date, source document code, and reference appear on cross-
reference reports. This information helps to trace the history of a specific transaction and might be used by external
auditors to verify the accuracy of your records and record-keeping processes.
Entering a standard or reversing transaction
Voiding or deleting a saved standard or reversing transaction
Understanding Value-Added Taxes
Calculating and distributing tax
Entering a standard or reversing transaction
Use the Transaction Entry window to enter standard and reversing transactions. For more information about
posting, see Chapter 22, “Posting.”
To enter a standard or reversing transaction:
1. Open the Transaction Entry window. (Financial >> Transactions >> Financial >> General)
2. Enter a journal entry number or accept the default number.
3. If you’re using batches, enter or select a batch. If you are using Workflow and are not allowed to approve
batches, don't assign the cash receipt to a batch that is pending approval. If you do, you won't be able to
enter cash receipt information.
4. Enter a transaction type: standard or reversing.
5. Enter the transaction date, source document code, reference, and currency ID. If the transaction is reversing,
also enter a reversing date.
6. Select the reporting ledger type to which the transaction should apply: Base, IFRS, or Local. Note that the
reporting ledger type is available only when you choose to allow reporting ledgers in the General Ledger
Setup window.
7. Enter accounts and transaction amounts.
Transactions can contain either posting or unit accounts. If you enter a unit account—which tracks
nonfinancial amounts such as head count or square footage—on a transaction, a debit entry will increase the
balance of the selected unit account and a credit entry will decrease the balance. Amounts posted to unit
accounts won’t have any effect on the transaction total.
NOTE
you can enter negative transaction amounts.
If your transactions include tax, refer to Understanding Value-Added Taxes and Calculating and distributing
tax for more information.
8. If you’re entering transactions individually—without a batch—choose Post.
NOTE
We recommend that you back up company data before posting. If power fluctuates or some other problem occurs,
you can restore your data and begin the posting process again. For more information about making backups, refer to
the System Administrator’s Guide (Help >> Contents >> select System Administration).
When you close the Transaction Entry window, the General Posting Journal might be printed for all
transactions posted using the transaction-level method, depending on how you set up your system.
9. If you’re entering transactions in a batch, choose Save.
Voiding or deleting a saved standard or reversing transaction
You can use the Transaction Entry window to void or delete transactions that have been saved, but not posted.
By default, you can delete saved transactions. However, you can change default settings so that you must void
saved transactions instead of deleting them. See Setting up default entries and preferences for more information.
You can void transactions originating in other modules if you marked the Voiding/ Correcting of Subsidiary
Transactions option in the General Ledger Setup window. See Setting up default entries and preferences for more
information.
To void or delete a saved standard or reversing transaction:
2. Enter or select the journal entry number for the transaction you’re voiding or deleting.
3. Choose Void to void the transaction or Delete to delete the transaction.
4. Close the window.
Understanding Value-Added Taxes
General Ledger accommodates the different tax rates on goods and services sold in different cities, states,
provinces, and countries/regions. These taxation methods include Value-added Taxes (VAT). VAT is a system of
input taxes due on purchases and output taxes due on sales.
Each country/region that uses VAT has its own rate of taxation and often has different rates for different goods or
zones. VAT is collected on sales. Any credit for tax paid on purchases also is tracked. The difference is remitted to
the taxation authority.
VAT entries in General Ledger transactions are used to compile the Detail Tax Report, which displays the total sale
or purchase amount, the total tax amount, the total EU sale or purchase amount, and the total EU tax.
The goods value is the same as the net purchase amount, which includes freight and miscellaneous charges, if
taxable, and any trade discount. If several different tax details are used for a transaction, you must distribute the
total goods value amount to all appropriate tax details and enter the tax in the Tax Amount field. This requirement
applies even if no tax will be paid on the entire transaction or on individual items included on the transaction.
For example, you’re entering a purchase amount of £500. However, £250 of this purchase is exempt from tax. To
distribute the exempt portion of the transaction, enter or select the appropriate tax-exempt detail. Then, enter a
goods value of £250 for the tax-exempt detail and the remaining taxable goods value of £250 for the input tax
detail. The tax amount automatically will be adjusted to reflect the reduction in the taxable goods value.
For information about setting up your system to calculate VAT, see the System Setup instructions (Help >>
Contents >> select Setting Up the System).
Calculating and distributing tax
Use the Tax Entry window to enter tax information for a standard General Ledger transaction if you’ve marked the
Calculate Taxes in General Ledger option in the Company Setup Options window.
Use General Ledger to enter taxable transactions that can’t be entered in the Payables Management, Receivables
Management, Purchase Order Processing, Invoicing, or Sales Order Processing modules.
For example, a taxable expense reimbursement to an employee should be entered in General Ledger. You could
enter this transaction in Payables Management, but it would require that the employee be set up as a vendor.
General Ledger also can be used to make corrections to tax transactions from other modules.
If you’ve registered Multicurrency Management, use the View menu or Currency list button in the Transaction
Entry window to choose to view transactions in the originating or the functional currency.
To calculate and distribute tax:
2. Enter the transaction.
NOTE
Be sure to select a transaction type of Standard. You cannot enter tax information for Intercompany, Reversing,
Clearing, or Quick Journal entries.
A journal entry that contains tax records can be saved in a single-use or recurring batch.
When a journal entry that contains tax records is deleted, all tax information associated with the transaction
is removed.
3. Choose Tax Entry to open the Tax Entry window.
4. Decide if the transaction is a debit or a credit.

5. Enter or select the account number of the account.
6. Enter an amount for the transaction. This is the sales or purchase amount that tax calculations are based on.
Each time the amount is changed, the taxable sales/purchases amount and tax amount are recalculated.
7. Enter or select a tax detail. A taxable sales/purchases amount and tax amount are automatically calculated
when the tax detail is selected, based on the amount entered, the tax type, and tax percent for the tax detail.
Each time the tax detail is changed, the taxable sales/purchases amount and tax amount are recalculated.
Any of the six types of tax details can be selected, but only percent of sale/ purchase, percent of
sale/purchase with taxable tax, and tax included with item price tax details calculate a tax amount. Tax details
that use the percent of cost, flat amount, or percent of another tax detail can be selected, but will calculate a
tax of $0.00. The taxable sales/purchases amount is set to the amount if one of these tax details is selected.
8. In the Distribution Reference field, you can enter a description for the new General Ledger distributions. The
Reference entry from the Transaction Entry window is the default Distribution Reference.
9. Choose Create to create tax distributions. The Tax Entry window closes, and the Transaction Entry window is
updated.
Two distributions are created in Transaction Entry. The first distribution is the taxable sales/purchases
amount portion of the tax record, and the second is the tax amount portion. Only the account numbers and
distribution references can be edited for the distributions; you can't edit the debit or credit amounts.
NOTE
The debit or credit amounts for the taxable sales/purchases amount and tax amount distributions can be negative. If
negative amounts are entered in the Tax Entry window, the taxable sales/purchases amount and tax amount
distributions also will be negative.
Chapter 19: Clearing transactions

Clearing transactions are useful when accounts are obsolete but can’t be deleted because they have activity for
open periods.
Understanding clearing transactions
Entering a clearing transaction
Voiding or deleting a saved clearing transaction
Understanding clearing transactions
When you’re no longer using an account and want to transfer its balance to another account, you need to make a
clearing transaction. With a clearing entry, the account balance will be transferred, the transaction activity will
remain with the original account and the account remains active.
NOTE
If you’re using Multicurrency Management, you cannot use clearing transactions.
You also can use clearing transactions for accounts with balances that periodically are cleared to other accounts,
such as departmental sales accounts, which are cleared to controlling sales accounts at the end of each accounting
period. You’ll still have a record of the account’s activity, and you can reuse the account later for the next period.
When entering clearing transactions, if you select the year-to-date balance, the system transfers the year-to-date
balance through the period in which the transaction date occurs. For example, if the transaction date is January 15,
2004, all of the January transactions are cleared, even if there are transactions after January 15, 2004, in that
period. If you select the period balance, the system transfers the entire balance for the period in which the
transaction date falls. You can post clearing transactions only to open years. You can’t post clearing transactions
that fall within a historical year.
If the account you enter is a posting account, the offsetting account also must be a posting account or a posting
allocation account. The same principle applies to unit accounts: if the account to be cleared is a unit account, the
offsetting account must be a unit account or unit allocation account.
Entering a clearing transaction
Use the Clearing Entry window to enter clearing transactions. You can post clearing transactions only to open
years. You can’t enter clearing transactions for a historical year.
To enter a clearing transaction:
1. Open the Clearing Entry window. (Financial >> Transactions >> Financial >> Clearing)
2. Enter a journal entry number or accept the default number.

3. If you’re using batches, enter or select a batch.
4. Enter the transaction date, source document code, and reference.
5. Mark Year-to-Date or Trx Period to indicate which periods’ account balances will be cleared during posting.
6. Enter or select an account to clear and an offset account that will receive the cleared account’s balance.
7. If you’re entering transactions individually, choose Post.
NOTE
We recommend that you back up company data before posting. If power fluctuates or some other problem occurs,
you can restore your data and begin the posting process again. For more information about making backups, refer to
the System Administrator’s Guide (Help >> Contents >> select System Administration).
When you close the Clearing Entry window, the Clearing Posting Journal will be printed for all transactions
posted using the transaction-level method.
See Chapter 22, “Posting,” for information about posting transactions in a batch.
8. If you’re entering transactions in a batch, choose Save.
Voiding or deleting a saved clearing transaction
You can use the Clearing Entry window to void or delete transactions that have been saved, but not posted.
To void or delete a saved clearing transaction:
1. Open the Clearing Entry window. (Financial >> Transactions >> Financial >> Clearing)
Chapter 20: Quick journal transactions
Quick journals provide a method of time-saving journal entry that doesn’t require batches.
Entering a quick journal transaction
Voiding or deleting a saved quick journal transaction
Transactions that require many different entries can be simplified using the quick journal method. For example,
payroll transactions often require many entries, such as debits to employer’s tax expense and wages expense,
broken down by department. Instead of entering nearly a dozen accounts, you can set up a quick journal and enter
only the transaction amounts. The total of the amounts you enter will be offset to the Cash account. For
transactions that recur and affect many accounts but are offset to a single account, Quick Journal Entry can save
data entry time.
Quick journals are set up in the Quick Journal Setup window. See Chapter 10, “Quick journal transactions setup,”
If you’re using Multicurrency Management, you can enter quick journals only in your company’s functional
currency.
The amounts entered in a quick journal can be both debits and credits. The difference between total debits and
credits is the amount applied to the offset account. Unlike standard transactions entered individually without a
batch, quick journal transactions can be saved and posted at a later date.
You also can enter a control balance at any point during the data entry process to double-check totals. The control
balance you enter will be compared with the total of all debit and credit amounts entered for the distribution
accounts. If the two balances don’t match, you won’t be able to post the quick journal transaction.
Quick journal entries can be posted individually, or by using the Series Posting or Master Posting window. If you
select series or master posting, the quick journal ID will be used as an identifier, similar to batch ID; all journal
entries for a single quick journal are posted when you select the quick journal and choose Post.
Entering a quick journal transaction
Use the Quick Journal Entry window to enter transactions you've identified as good candidates for quick journal
entry. Quick journal transactions always are assigned to the Base reporting ledger. For more information on
reporting ledgers, see Setting up default entries and preferences.
To enter a quick journal transaction:
1. Open the Quick Journal Entry window. (Financial >> Transactions >> Financial >> Quick Journal)
2. Enter a journal entry number or accept the default.
3. Enter or select a quick journal ID.
Once you’ve chosen a quick journal, the description, reference, offset account, source document code,
breakdown allocations, and accounts you entered during the setup process appear as defaults.
NOTE
If you enter only unit accounts in the scrolling window, the offset account’s balance isn't updated when you post the
transaction.
You can add or delete accounts that appear as default accounts, but to permanently change the quick journal
setup, you must use the Quick Journal Setup window.
A default offset account is displayed, but you can select another offset account if you marked the Allow
Override option during the setup process. Refer to Setting up a quick journal for more information.
4. Enter or accept the default transaction date, source document code, reference, and offset account.
5. If you want to confirm your entries, enter a control balance. The control balance will be compared with the
total of all debit and credit amounts entered for the distribution accounts. If the two balances don’t match,
you won’t be able to post.
6. Enter debits and credits and double-check the balance.
NOTE
You don’t have to enter amounts for all accounts listed in the Quick Journal Entry window. Accounts can have zero
balances and the transaction will still be posted. However, the actual amounts must equal the control total you’ve
entered before you can post the transaction.
7. Choose File >> Print or the printer icon button to verify your entries with a Quick Entry Edit List, before
posting.
NOTE
We recommend that you back up company data before posting. If power fluctuates or another problem occurs, you
can restore your data and begin the posting process again. For more information about making backups, refer to the
System Administrator’s Guide (Help >> Contents >> select System Administration).
8. Save or post the entry.

9. Depending on the way your system has been set up, the Quick Journal Posting Journal might be printed
automatically when you post. See Chapter 22, “Posting,” for information about posting transactions.
Voiding or deleting a saved quick journal transaction
You can use the Quick Journal Entry window to void or delete transactions that have been saved, but not posted.
To void or delete a saved quick journal transaction:
1. Open the Quick Journal Entry window. (Financial >> Transactions >> Financial >> Quick Journal)
Chapter 21: Transaction deferrals
You can defer transaction distributions for transactions originating from General Ledger, Receivables Management,
Sales Order Processing, Payables Management, or Purchase Order Processing. You can enter the information for
each deferral transaction individually, or you can use deferral profiles to speed data entry by applying the same
default settings to similar deferral transactions.
Deferring a transaction distribution
Deferring a transaction distribution using a profile
Entering a General Ledger deferral transaction
Entering a General Ledger deferral transaction using a profile
Creating a retroactive deferral transaction
Posting deferral transactions
Voiding a deferral transaction
Deferring a transaction distribution
Use the Deferral Entry window to defer a transaction distribution for transactions originating from Receivables
Management, Payables Management, Sales Order Processing, Invoicing, or Purchase Order Processing. For
information about deferring General Ledger transactions, see Entering a General Ledger deferral transaction and
Entering a General Ledger deferral transaction using a profile.
When you use the Deferral Entry window, you will specify the deferral and recognition accounts to use, the
beginning and end dates for the deferral, and the method for calculating the deferred amounts. If you want to
ensure that similar transactions are entered with consistent information, you can use a deferral profile. For more
information, see Deferring a transaction distribution using a profile.
You can open the Deferral Entry window from the following distribution entry windows.
MODULE DISTRIBUTION ENTRY WINDOW NAVIGATION
Receivables Management Sales Transaction Distribution Entry Sales >> Transactions >> Transaction
Entry >> Enter or select a customer ID
>> Distribution button
Sales Order Processing Sales Distribution Entry Sales >> Transactions >> Sales
Transaction Entry >> Enter or select a
document number for an invoice or
return >\
Invoicing Invoice Distribution Entry window Sales >>Transactions >> Invoice Entry
>> Enter or select a document number
>> Distributions button
Payables Management Payables Transaction Entry Distribution Purchasing >> Transactions >>
voucher number >> Distributions
button
Purchase Order Processing Purchasing Distribution Entry Purchasing >> Transactions >>
Receivings Transaction Entry >> Enter
or select a receipt number >>
Distributions button
To defer a transaction distribution:
1. Enter or select a transaction and open the appropriate distribution window. For example, if you wanted to
defer the revenue from a transaction entered in the Receivables Transaction Entry window, you would enter
the transaction amounts, and choose Distribution to open the Sales Transaction Distribution Entry window.
2. In the distribution entry window, select the distribution you want to defer.
Depending on how your default posting accounts are set up, you may need to change the account to a
deferral account. For example, if you’re deferring the revenue for a prepaid maintenance contract, you could
change the SALES posting account to the account you use for deferred revenue.
3. From the Additional menu, choose Deferral to open the Deferral Entry window.
Enter the beginning and end of the period and select the method to use for apportioning the deferred
amounts over that period.
The Days In Period method apportions the amount based on the number of days in a fiscal period.
The Equal Per Period method allocates an equal amount per fiscal period.
The Miscellaneous method allows you to specify the length of the periods and allocates an equal
amount per period.
4. If you’re using the Balance Sheet deferral posting method, enter or select the recognition account for the
deferral. If you’re using the Profit and Loss deferral posting method, enter or select the additional deferral
and recognition accounts.
5. When you’ve entered this information, the individual deferral transactions will be calculated and appear in
the lower scrolling window. If necessary, you can edit the date, description, and amount for each deferral
transaction.
6. Choose Save Account when the information is correct, then choose OK to close the window.
7. If you need to defer another distribution for this transaction, repeat steps 2 through 6.
8. Close the distribution entry window and save or post the transaction. If you print an edit list for a batch that
includes deferred transactions, the Deferral Edit List will also be printed, showing how the deferrals will be
posted.
Deferring a transaction distribution using a profile
Use the Deferral Profile Selection window to defer a transaction distribution using a deferral profile. A deferral
profile provides default entries to help ensure that similar transactions are entered with consistent information. For
example, if you routinely enter transactions for service contracts your company offers, and the revenue is
recognized over a 12-month period, you could use a deferral profile for these service contract transactions.
The profile specifies the accounts to be used, and the method for calculating how the deferred revenue is
recognized. For information on setting up profiles, see Setting up a deferral profile.
You can open the Deferral Profile Selection window from the following distribution entry windows.
MODULE DISTRIBUTION ENTRY WINDOW NAVIGATION
Receivables Management Sales Transaction Distribution Entry Sales >> Transactions >> Transaction
Entry >> Enter or select a customer ID
>> Distribution button
Sales Order Processing Sales Distribution Entry Sales >> Transactions >> Sales
document number for an invoice or
return >>
Invoicing Invoice Distribution Entry window Sales >> Transactions >> Invoice Entry
>> Enter or select a document number
>> Distributions button
Payables Management Payables Transaction Entry Distribution Purchasing >> Transactions >>
voucher number >> Distributions
button
Purchase Order Processing Purchasing Distribution Entry Purchasing >> Transactions >>
>> Enter or select a receipt number >> Distributions button
To defer a transaction distribution using a profile:
1. Enter or select a transaction and open the appropriate distribution window. For example, if you wanted to
defer the revenue from a transaction entered in the Receivables Transaction Entry window, you would enter
the transaction amounts, and choose Distribution to open the Sales Transaction Distribution Entry window.
2. In the distribution entry window, select the distribution you want to defer.
Depending on how your default posting accounts are set up, you may need to change the account to a
deferral account. For example, if you’re deferring the revenue for a prepaid maintenance contract, you could
change the SALES posting account to the account you use for deferred revenue.
3. From the Additional menu, choose Deferral Profile to open the Deferral Profile Selection window.
Enter or select the profile you want to use to defer this distribution.
4. Depending on how you have set up the deferrals feature and the options for access to this profile, you may
be able to change the deferral and recognition accounts, the calculation method and period information, and
each period’s transaction information.
5. Choose Allocate to save this distribution deferral and close the window.
6. If you need to defer another distribution for this transaction, repeat steps 2 through 5.
7. Close the distribution entry window and save or post the transaction. If you print an edit list for a batch that
includes deferred transactions, the Deferral Edit List will also be printed, showing how the deferrals will be
posted.
Entering a General Ledger deferral transaction
Use the Deferral Document Entry window to enter a deferral transaction directly in General Ledger. For example,
you can use this window to create the deferral transactions for an amount that has been posted to a deferral
account.
When you use the Deferral Document Entry window, you will specify the deferral and recognition accounts to use,
the beginning and end dates for the deferral, and the method for calculating the deferred amounts. If you want to
ensure that similar transactions are entered with consistent information, you can use a deferral profile. For more
information, see Entering a General Ledger deferral transaction using a profile.
To enter a General Ledger deferral transaction:
1. Open the Deferral Document Entry window. (Financial >> Transactions >> Financial >> Financial Deferral
>> Deferral Document Entry)
2. Enter the beginning and end of the period and select the method to use for apportioning the deferred
amounts over that period.
3. Enter a GL Reference and enter or select a batch.
4. Enter the amount to be deferred, and the recognition and deferral accounts. If necessary, you can change
which account will be debited or credited by clicking the Dr/Cr buttons next to the account field.
5. The individual deferral transactions will be calculated and appear in the lower scrolling window. If necessary,
you can edit the date, description, and amount for each deferral transaction.
Entering a General Ledger deferral transaction using a profile
Use the Deferral Profile Document Entry window to enter a deferral transaction directly in General Ledger using a
profile. A deferral profile provides default entries that can help ensure that similar transactions are entered with
consistent information. For example, if you routinely enter transactions for asset depreciation, you could use a
deferral profile for these depreciation transactions. The profile specifies the accounts to be used, and the method
for calculating how the deferred revenue is recognized. For information on setting up profiles, see Setting up a
deferral profile.
To enter a General Ledger deferral transaction using a profile:
1. Open the Deferral Profile Document Entry window. (Financial >> Transactions >> Financial >> Financial
Deferral >> Deferral Profiles)
2. Enter or select the profile you want to use for this deferral transaction.
3. Enter the amount to be deferred, the batch for this transaction, and a reference.
4. Depending on how you have set up the deferrals feature and the options for access to this profile, you may
be able to change the deferral and recognition accounts, the calculation method and period information, and
each period’s transaction information for this distribution deferral.
Creating a retroactive deferral transaction
Use the Retroactive Deferral Transaction Entry window to create distribution deferrals to apply to previously posted
transactions originating from the Sales or Purchasing series.
NOTE
Retroactive deferral transactions should use the Profit and Loss deferral posting method. This allows the posted amount to be
reversed from the Profit and Loss account it was originally posted to and transferred to a deferrals account. If you need to
change the deferral posting method for a series, you must first post all unposted deferral transactions. For more information
on changing the deferral posting method, see Setting up revenue/expense deferrals.
To create a retroactive deferral transaction:

1. Open the Retroactive Deferral Transaction Entry window. (For sales transactions: Financial >> Transactions
>> Financial >> Sales Retroactive >> Retroactive Deferral) (For purchase transactions: Financial >>
Transactions >> Financial >> Purchasing Retroactive >> Retroactive Deferral)
2. Enter or select the customer ID or vendor ID for the transaction you want to defer.
3. Enter or select a batch for the deferral transactions.
4. If necessary, you can restrict the number of transactions that appear in the scrolling window by entering a
range restriction or by displaying only open or historical transactions. Choose Redisplay to update the list of
transactions.
5. Select the transaction you want to enter deferrals against and click the Document Number link to open the
Distribution Deferral Information window.
6. Select the distribution you want to defer and choose Extras >> Additional >> Deferral to open the Deferral
Entry window or choose Extras >> Additional >> Deferral Profile to open the Deferral Profile Selection
window.
7. Enter and save the necessary deferral information. For more information, see Deferring a transaction
distribution and Deferring a transaction distribution using a profile.
8. If you need to defer another distribution for this transaction, repeat steps 6 through 7. Otherwise, choose
OK to close the Distribution Deferral Information window.
9. If you need to defer another transaction for this customer or vendor, repeat steps 5 through 8. Otherwise,
choose Save to save the deferral transactions.
10. Post the batch. For more information, see Posting deferral transactions.
Posting deferral transactions
You can post deferral transaction batches individually, or several at a time. You’ll use different windows to post
deferral transactions, depending on whether they are General Ledger deferral transactions, or retroactive deferral
transactions for the Sales or Purchasing series.
To post individual deferral transaction batches:
1. Open the Deferral Batch Entry window. (For General Ledger deferrals: Financial >> Transactions >>
Financial >> Financial Deferral >> Deferral Batches) (For retroactive Sales deferrals: Financial >>
Transactions >> Financial >> Sales Retroactive >> Retroactive Batches) (For retroactive Purchasing
deferrals: Financial >> Transactions >> Financial >> Purchasing Retroactive >> Retroactive Batches)
2. Enter or select the batch you want to post.

3. Choose Post.
To post multiple deferral transaction batches:
1. Open the Deferral Posting window. (For General Ledger deferrals: Financial >> Transactions >> Financial
>> Financial Deferral >> Deferral Posting) (For retroactive Sales deferrals: Financial >> Transactions >>
Financial >> Sales Retroactive >> Deferral Posting) (For retroactive Purchasing deferrals: Financial >>
Transactions >> Financial >> Purchasing Retroactive >> Deferral Posting)
2. Mark the available batches that you want to post.
3. Choose Post.
Voiding a deferral transaction
Use the Void Deferral Transactions window to void a posted deferral transaction. Voiding a deferral transaction will
post journal entries reversing the original deferral journal entries. Depending on how you set up the option for
voiding deferrals, the original transaction associated with the deferrals may also be voided. For more information,
see Setting up revenue/expense deferrals.
To void a deferral transaction:
1. Open the Void Deferral Transactions window. (Financial >> Transactions >> Financial >> Financial Deferral
>> Void Deferral Transactions)
2. Select the series of the transaction you want to void.

3. Enter or select the customer or vendor for the transaction, and if necessary, restrict the number of
transactions that appear in the scrolling window by entering a range restriction. Choose Redisplay to update
the list of transactions.
4. Select the document you want to void and choose Void.
Chapter 22: Posting
Posting is the process of transferring transactions to the company’s permanent records.
Posting overview
Posting an individual batch
Posting batches using the action pane
Posting to a historical year
Posting overview
Posting makes transactions part of your company’s permanent records. Until they’re posted, transactions can be
modified, voided, or deleted. Once they’ve been posted, they can’t be altered, though you can enter correcting
transactions.
You’ll notice the effects of posting on most reports, which display updated amounts every time transactions related
to the reports are posted.
You can post to the most recent historical year or to any open year in General Ledger. Historical years include years
that have been closed using the fiscal yearend closing routine, and also years for which the Historical Year option
has been marked in the Fiscal Periods Setup window. See the System Setup instructions (Help >> Contents >>
select Setting Up the System) for more information about using the Fiscal Periods Setup window.
Posting to history is valuable if, for example, an audit shows discrepancies in the previous year’s account balance
and you must make an adjusting entry. When you post to a historical year, the system updates the account balances
in history and adds a record for each line item in each transaction. The beginning balance of the retained earnings
account or the beginning balance brought forward account also is adjusted, depending on the type of accounts
(profit and loss, or balance sheet) affected. See Posting to a historical year for more information.
Posting journals are printed when you post a transaction or a batch and provide a record and an audit trail for the
transactions. When you close the transaction entry window after posting transactions individually, the posting
journal is printed for all transactions that have been posted. Depending on the setup, the posting journal might be
printed automatically when you post batches. For more information about posting setup, see the System Setup
instructions (Help >> Contents >> select Setting Up the System).
You can use two types of posting: transaction-level posting and batch posting.
If you use transaction-level posting, you must post each transaction as it is entered. You also can use transaction-
level posting for a transaction that is part of a batch in the Transaction Entry window (Transaction >> Financial >>
General) by clearing the Batch ID and choosing Post.
Transactions can be posted individually in the Transaction Entry or Clearing Entry windows. Quick journal entries
can be posted directly from the Quick Journal Entry window. In either case, the posting date is the same as the
transaction date. All transactions posted individually in a single data entry session have the same audit trail code.
The individual transaction posting method is useful if a transaction won’t be repeated. For example, you might
need to enter an adjusting entry at month’s end to assign revenues or expenses to the period in which they were
either earned or incurred. Also, individual transaction entry would be useful if you need to make an adjusting entry
to correct a previous error made in recording a transaction.
Posting an individual batch
Use batch posting to post one batch at a time from the Batch Entry window. With batch posting, you can post
batches individually or in groups. You can use these methods in any combination to update your records in a timely
and efficient manner. If you are using Workflow, the batch must be approved before you can post the batch. You
also can post batches that don’t need approval.
NOTE
We recommend that you back up company data before posting. If power fluctuates or another problem occurs, you can
restore your data and begin the posting process again. For more information about making backups, refer to the System
Administrator’s Guide (Help >> Contents >> select System Administration).
To post an individual batch:

2. Enter or select a batch to be posted.
3. Choose File >> Print or the printer icon button to verify the transactions included in the batch with an edit
list.
NOTE
negative transaction amounts or batch totals might be included.
4. Check your selections in the Batch Entry window for accuracy, including batch requirements and approval
options.
5. Choose Post to post the batch.
Posting batches using the action pane
You can view, print an edit list, mark, and post one or more batches using the General Ledger Batches list view and
the buttons in the action pane. If you are using Workflow, the batch must be approved before you can post the
batch. You also can post batches that don’t need approval.
To post batches using the action pane:
1. Open the General Ledger Batches list view. From the navigation pane, choose the Financial button >>
General Ledger Batches.
2. Print an edit list for each batch to post and review the transactions in that batch. To print the edit list, in the
Reports group, choose >> Print Edit List.
3. Review the transactions, make any changes that are necessary and print the edit list again to verify them. For
more information, see Chapter 23, “Correcting transactions.”
4. Save your changes and close the Transaction Entry and Batch Entry windows.
System Administration) for information about making backups.
6. In the General Ledger Batches list, mark the batches to post.
7. Choose to post the selected batches.
8. Print posting journals and distribution breakdown registers. Using the Posting Setup window, you can select
posting journals to print according to your preferences.
Posting to a historical year
You can post transactions to the most recent historical year. Historical years include years that have been closed
using the fiscal year-end closing routine, and also years for which the Historical Year option has been marked in the
Fiscal Periods Setup window. See the System Setup instructions (Help >> Contents >> select Setting Up the
System) for more information about using the Fiscal Periods Setup window.
Posting to an historical year is useful if you have to enter audit adjustments after you have closed the year. When
you post an adjustment to a closed year, the beginning balances of the affected accounts for the next year are
adjusted automatically and you will see both entries on the posting journal.
You must have Allow Posting to History marked in the General Ledger Setup window if you want to post to a
history year. Also, the period can’t be marked as closed in the Fiscal Period Setup window.
For example, assume you have closed fiscal year 2003. In fiscal year 2004, you determine that an adjustment needs
to be made to fiscal year 2003. When you post the adjustment with a posting date that falls in fiscal year 2003, you
will see two transactions on the posting journal, one to adjust the account activity for the historical year and the
other to adjust the beginning balances for the open year. For example, if the transaction affected two balance sheet
accounts, the posting journal would look like this:
ACCOUNT DATE DEBIT CREDIT
Accounts Payable 12/15/03 100
Cash 12/15/03 100
Cash 12/31/03 100
If the adjustment affected a balance sheet account and an income statement account, the posting journal would
look like this:
ACCOUNT DATE DEBIT CREDIT
Travel Expense 12/15/03 100
Retained Earnings 12/31/03 100
The first transaction adjusts the account balances for the fiscal year 2003. The second transaction adjusts the
beginning balance that was set up for fiscal year 2004 when fiscal year 2003 was closed. Thus, you don’t need to
close fiscal year 2003 again to roll forward the changes; the beginning balances are updated automatically.
Chapter 23: Correcting transactions
Transaction errors can and should be corrected to keep your accounting data accurate. The way you correct the
error depends on whether or not the transaction has been posted.
Correcting an unposted transaction
Correcting an unposted transaction
If you’ve entered but haven’t posted an incorrect transaction, the error should appear on the transaction edit list. If
the error involves an unbalanced transaction, you’ll receive an alert message that the transaction can’t be posted
because it contains unequal debit and credit entries.
To correct an unposted transaction:
1. Open the window in which the transaction was originally entered. (Transaction Entry, Clearing Entry, or
Quick Journal Entry)
2. Enter or select the journal entry number assigned to the erroneous transaction. This number should be
listed on the transaction edit list, next to or above (depending on the report layout) the erroneous
transaction.
3. Edit the incorrect information.
4. To insert a new distribution row, choose Edit >> Insert Row. To delete a row, select the row to delete and
choose Edit >> Delete Row.
5. Choose File >> Print or the printer icon button to print a transaction edit list to check your work.
6. Save and post the corrected transaction.
You can use the Transaction Entry window to back out a posted transaction. When you back out a transaction, a
new transaction is created, and the debits and credits of the original transaction are reversed when you post the
new transaction. Any tax distributions and multidimensional analysis information also will be reversed. The source
document code, currency ID, and transaction date are copied from the original transaction.
You can back out the following types of posted transactions.
Standard
Reversing
Clearing
Quick journal
You can back out transactions that were posted during an open year or the most recent historical year.
You can’t back out the following types of transactions.
Voided transactions
Consolidated transactions
Transactions that were created during the year-end closing process
Transactions that were posted to a historical year
Clearing entries that use multiple currencies
Clearing entries that use a single currency other than the functional currency
Transactions that already have been backed out
Transactions that were entered to back out a previous transaction
When you back out a transaction, you also have the option to create a new, correcting transaction using the debits
and credits of the original transaction. See Backing out and correcting a posted transaction for more information.
You can back out transactions originating in other modules if you marked the Voiding/Correcting of Subsidiary
Transactions option in the General Ledger Setup window. You also can back out intercompany transactions if you
marked the Back Out of Intercompany Transactions option in the window. See Setting up default entries and
preferences for more information.
To back out a posted transaction:
2. Choose Correct. The Correct Journal Entry window will open.
3. In the Correct Journal Entry window, select the Back Out a Journal Entry option.
4. Select the year that the transaction you’re backing out was posted. Select the journal entry number for the
transaction.
5. Choose OK. The Correct Journal Entry window will close and the new transaction will appear in the
Transaction Entry window. The debits and credits from the original transaction will be reversed when you
post the new transaction.
6. Choose Post to post the transaction or enter or select a batch ID number and choose Save to save the
transaction in a batch.
You can use the Transaction Entry window to back out and correct a posted transaction. When you back out and
correct a transaction, a new transaction is created, and the debits and credits of the original transaction are reversed
when you post the new transaction. Any tax distributions and multidimensional analysis information also will be
reversed. The source document code, currency ID, and transaction date are copied from the original transaction.
You also create a new, correcting transaction using the debits and credits of the original transaction. The source
document code, tax information, currency ID, transaction date, and multidimensional analysis information also are
copied from the original transaction.
You can back out the following types of posted transactions.
Standard
Reversing
Clearing
Quick journal
You can back out transactions that were posted during an open year or the most recent historical year.
You can’t back out the following types of transactions.
Voided transactions
Transactions that already have been backed out
Transactions that were entered to back out a previous transaction
You can back out a transaction without creating a new, correcting transaction. See Backing out a posted transaction
You can back out and correct transactions originating in other modules if you marked the Voiding/Correcting of
Subsidiary Transactions option in the General Ledger Setup window. You also can back out intercompany
transactions if you marked the Back Out of Intercompany Transactions option in the window. See Setting up
default entries and preferences for more information.
To back out and correct a posted transaction:
2. Choose Correct. The Correct Journal Entry window will open.
3. In the Correct Journal Entry window, select the Back Out a Journal Entry and Create a Correcting Entry
option.
4. Select the year that the transaction you’re backing out and correcting was posted. Select the journal entry
number for the transaction.
5. Choose OK. The Correct Journal Entry window will close, and the new transaction will appear in the
Transaction Entry window. The debits and credits from the original transaction will be reversed when you
post the new transaction.
7. The correcting transaction will appear in the Transaction Entry window. The transaction will include the
debits and credits of the original transaction. Modify the transaction, as necessary.
8. Choose Post to post the correcting transaction or enter or select a batch ID number and choose Save to save
the transaction in a batch.
You can use the Transaction Entry window to copy a posted transaction. When you copy a transaction, you use the
debits and credits of the original transaction to create a new transaction. The source document code, tax
information, currency ID, transaction date, and multidimensional analysis information also are copied from the
original transaction.
You can copy the following types of posted transactions.
Standard
Reversing
Clearing
Quick journal
You can copy transactions that were posted during an open year or the most recent historical year.
You can’t copy the following types of transactions.
Voided transactions
To copy a posted transaction:
2. Choose Copy. The Copy Journal Entry window will open.
3. In the Copy Journal Entry window, select the year that the transaction you’re copying was posted.
4. Select the journal entry number for the transaction that you’re copying.
5. Choose OK. The Copy Journal Entry window will close. The new transaction will appear in the Transaction
Entry window. The transaction will include the debits and credits of the original transaction. Modify the
transaction, as necessary.
Chapter 24: Matching transactions*
Transaction matching is the process of linking related transaction distributions from different journal entries. For
example, you can link period-end adjusting entries to the original transactions or link a set of transactions
associated with a project.
After you have created links, you can also create groups of linked transaction distributions. For example, you could
create a group of the links for period-end adjustments to aid in the audit process.
Linking transaction distributions
Modifying transaction distribution links
Creating a matched transaction group
Linking transaction distributions
Use the General Ledger Transaction Link Maintenance window to link distributions from multiple posted
transactions. Depending on how you set up transaction matching, you can link distributions to a single account or
multiple accounts. Also, linked distributions may be required to balance (that is, total debits must equal total
credits) before the link can be saved. For more information about transaction matching setup options, see Setting
up transaction matching.
To link transaction distributions:
1. Open the General Ledger Transaction Link Maintenance window. (Financial >> Transactions >> Financial
>> Transaction Matching)
2. Enter a description for the distributions you want to link. For example, if you’re linking some month-end
adjusting entries to the original transactions, you could enter “January adjusting entries.”
3. Accept the default link date or enter the date you want to use for this link. The date you enter will be used to
determine whether to archive a link. For more information, see Archiving matched transactions.
4. Enter or select an account that has distributions you want to include in this link, then select the year for the
transactions you want to include. All transactions posted to this account and year will appear in the scrolling
window.
5. If necessary, enter range restrictions to reduce the number of transactions displayed and choose Redisplay.
You can also choose whether to display debit or credit distributions or both, and whether to display only
those distributions that have not previously been included in other links.
6. Mark the link option for each distribution you want to include. As you mark distributions, the difference (that
is, the debit or credit balance) and the number of distributions included will be updated.
If you want to include distributions to a different account, enter that account and any range restrictions. The
transactions posted to that account will appear, and you can mark the distributions.
7. Choose Save to save the link.
Modifying transaction distribution links
Use the General Ledger Transaction Link Maintenance window to modify transaction distribution links. You can link
additional distributions or remove distribution links. Depending on how you set up transaction matching you can
add links to distributions to additional accounts.
To modify transaction distribution links:
1. Open the General Ledger Transaction Link Maintenance window. (Financial >> Transactions >> Financial
>> Transaction Matching)
2. Enter or select the link number you want to modify.
3. Make the necessary changes and choose Save.
Creating a matched transaction group
Use the Transaction Matching Group Maintenance window to create and modify groups of transaction distribution
links. For example, you could create a group of the links of month-end adjusting entries.
To create a matched transaction group:
1. Open the Transaction Matching Group Maintenance window. (Financial >> Transactions >> Financial >>
Transaction Matching Groups)
2. Enter a name for the group. A message will appear asking if you want to create this group. Choose Yes.
3. Mark the links you want to include in this group. You can include links that have been included in other
groups, as well as archived links.
4. Choose Save.
Part 4: Inquiries
You can use inquiries to display and analyze account and transaction information.
In General Ledger, you can use inquiries to quickly view both current and historical account, budget, and
transaction information. You can review information in summary or detailed form, with the option of printing the
information in the window by choosing File >> Print.
Chapter 25, “Account inquiries,” describes how to view account activity for open or historical years.
Chapter 26, “Transaction inquiries,” describes how to view posted transactions for open periods or historical
years.
Chapter 27, “Transaction matching inquiries,” describes how to view information about linked transaction
distributions.
Chapter 28, “Budget inquiries,” describes how to view budget summary information so you can compare
budget amounts to actual amounts for a selected account and budget.
Chapter 29, “Account rollup inquiries,” describes how to use account rollup inquiries to create segment-based
inquiries for any range of account segments.
Chapter 25: Account inquiries
You can view account activity for open or historical years. In addition, you can analyze net changes to accounts for
open periods.
Viewing a summarized account balance for an open fiscal year
Viewing a summarized account balance for a historical year
Viewing changes to an account balance
If you are using Multicurrency Management, you can choose whether to view multicurrency amounts in the
originating, functional, or reporting currency. Choose View >> Currency >> Functional, Originating, or Reporting
in an inquiry window. The option will be saved on a per user, per window basis.
You also can use the currency list button in windows that support changing the currency view. The View menu and
currency list button are available in the following inquiry windows:
Summary Inquiry
Detail Inquiry
Journal Entry Inquiry
History Summary Inquiry
History Detail Inquiry
NOTE
The originating currency view isn’t available in the Summary Inquiry window or History Summary Inquiry window because the
amounts might be for multiple currencies.
The first time you open each of these windows after registering Multicurrency Management, all the transactions
will be displayed in the originating currency. If you change the currency view, it will be the default view the next
time you open that window.
inquiries and reports. For example, if the U.S. dollar is the functional currency for a company, you can set up the
When you set up the reporting currency in Multicurrency Management, you enter a default exchange rate and rate
calculation method. Depending on how your system is set up, you might be able to override the default reporting
currency exchange rate or rate calculation method on inquiries and reports. To change the default reporting
currency exchange rate, choose View >> Currency >> Modify Reporting Rate to open the Modify Reporting Rate
window.
Viewing a summarized account balance for an open fiscal year
Use the Summary Inquiry window to view account balances in a net change and period balance format. The
window also displays the account total (the sum of the beginning balance and all period balances).
The Summary Inquiry window can be helpful if you want to verify the amounts for an open year. To do so, print a
detailed trial balance and compare the detail on the report with the summary amount displayed in this window. If
the amounts differ, you should reconcile the year. During the reconcile process, the summary balance will be
adjusted to match the transaction detail. For more information about reconciling, see Reconciling financial data.
To view a summarized account balance for an open fiscal year:
1. Open the Summary Inquiry window. (Financial >> Inquiry >> Financial >> Summary)

3. Enter or select a year.
NOTE
You can click the Account field link to open the Account Maintenance window, where you can view account details.
You can click the Debit, Credit, Net Change, or Period Balance field links to open the Detail Inquiry window to view
transactions posted to specific accounts in open fiscal years
4. You can choose Currency to open the Multicurrency Summary Inquiry window, where you can view
summarized account balances and multicurrency information.
5. You can print a Summary Inquiry Report by choosing File >> Print or the printer icon button while the
information you'd like to print is displayed.
Viewing a summarized account balance for a historical year
Use the History Summary Inquiry window to view summarized account balances in a net change and period-by-
period format for a historical fiscal year. This window is similar to the Summary Inquiry window, except that it
shows historical amounts.
To verify the amounts for a historical year, print a detailed historical trial balance and compare the detail on the
report with the summary amount displayed in this window. If the amounts differ, you should reconcile the year.
During the reconcile process, the summary balance will be adjusted to match the transaction detail. For more
information about reconciling, see Reconciling financial data.
To view a summarized account balance for a historical year:
1. Open the History Summary Inquiry window. (Financial >> Inquiry >> Financial >> History Summary)
2. Enter or select an account, then select a year.

Period-by-period balances for the specified year will be displayed, along with the beginning balance of the
account, debits, credits, net change, and the totals of each category for each period.
NOTE
You can click the Account link to open the Account Maintenance window, where you can view account details. You can
highlight a period and click the Debit, Credit, Net Change, or Period Balance link to open the History Detail Inquiry
window, where you can view transactions posted to specific accounts in historical years. You also can choose the
Currency button to open the Multicurrency Summary Inquiry window, where you can view summarized account
balances and multicurrency information.
3. You can print a Summary Inquiry Report from this window by choosing File >> Print or the printer icon
button while the information you'd like to print is displayed.
Viewing changes to an account balance
Use the Net Change Inquiry window to view changes for a selected year—the debit and credit amounts and overall
net change—to the balance of a selected account. This window displays the description, beginning balance, total
debits and credits, net change, and ending balance for the selected account.
To view changes to an account balance:
1. Open the Net Change Inquiry window. (Financial >> Inquiry >> Financial >> Net Change)

4. When you’ve finished viewing information, close the window.
Chapter 26: Transaction inquiries
You can view posted transactions for open periods or historical years using transaction inquiries. You can also view
information about deferral transactions.
Viewing budget transaction and history summary information
Viewing transactions posted to an open year
Viewing transactions posted to a specific account in a historical year
Viewing posted transactions during an open fiscal year
Viewing deferral transactions
Viewing budget transaction and history summary information
Use the Budget Transaction Inquiry window to view balances and budget amounts or net change for open or
historical periods. This information can be used to compare actual account activity with budgeted amounts.
The Budget Transaction Inquiry window is useful if you’re interested in viewing budget figures, but don’t want to
change any calculations.
Use the Budget Summary History window to view period balances, net change, and total amounts for an account
and budget ID. This information can be used to view the history of budget transactions for a particular account
over multiple periods.
To view budget transaction summary information:
1. Open the Budget Transaction Inquiry window. (Financial >> Inquiry >> Financial >> Budget Journal Entry
Inquiry)
2. Select budget journal entry.
4. Choose how you want to display the budget information: Net Change or Period Balances.
5. When you’ve finished viewing information, click OK to close the window.
To view budget history summary information:
1. Open the Budget Summary Inquiry window. (Financial >> Inquiry >> Financial >> Budget Summary)

4. Choose how you want to display the budget history information: Net Change or Period Balances.
5. Choose how you want to sort the results: by alias, description, account type, category, account, or main
segment.
6. To return all fields to their default values and remain working in the window, click Clear.
Viewing transactions posted to an open year
Use the Journal Entry Inquiry window to view transaction detail for General Ledger posted journal entries in an
open fiscal year.
Multiple journal entries with the same number might exist if a recurring transaction is posted or a reversing
transaction is posted. If you enter a journal entry for which multiple entries exist, the journal entry with the oldest
posting date in the open year is displayed. If you use the Journal Entry lookup button, all unique journal entries are
displayed, and you can select the journal entry you’d like to view.
NOTE
The Intercompany button is enabled only if the currently displayed journal entry originated from an intercompany
transaction.
The Journal Entry Inquiry window displays posted journal entries in any open year in General Ledger, so you don’t
need to keep transaction history to be able to view journal entries in this window.
To view transactions posted to an open year:
1. Open the Journal Entry Inquiry window. (Financial >> Inquiry >> Financial >> Journal Entry Inquiry)
2. Enter or select the journal entry number. You can view any posted journal entry number, as long as the
journal entry has not been moved to history. Audit trail code, transaction date, source document, batch ID,
reference, currency ID, account, debit, credit, distribution reference, and difference information are displayed.
You also can click the Source Document link to open a window containing detailed information about the
journal entry if it originated in a module other than General Ledger.
3. You can print a Journal Inquiry Report by choosing File >> Print or the printer icon button while the
information you’d like to print is displayed.
4. When you’ve finished viewing the information, close the window.
Viewing transactions posted to a specific account in a historical year
Use the History Detail Inquiry window to view the transactions posted to specific accounts in historical years. You
also can limit the detail that is displayed, by setting a range of dates, source documents, or currency IDs. Each
transaction’s date, journal entry number, audit trail code, source document, reference, currency ID, and debit or
credit is displayed.
To view transactions posted to a specific account in a historical year:
1. Open the History Detail Inquiry window. (Financial >> Inquiry >> Financial >> History Detail)

3. Select a year.
4. Enter ranges of dates, source documents, and currency IDs that will appear in the window, and choose
Redisplay.
NOTE
You can highlight a journal entry and click the Journal Entry link to open the Transaction Entry Zoom window, where
you can view information about a posted or historical transaction. You also can click the Currency ID link for a journal
entry not entered in the functional currency, to open the Financial Exchange Rate Entry Zoom window, where you can
view currencies, exchange rates, and originating and functional currency amounts for posted multicurrency
transactions.
5. You can print a History Detail Inquiry Report by choosing File >> Print or the printer icon button while the
Viewing posted transactions during an open fiscal year
Use the Detail Inquiry window to display detailed information about transactions posted during an open fiscal year.
When you select an account, transactions for the account are displayed. You also can limit the detail by setting a
range of dates, source documents, or currency IDs. Each transaction’s date, journal entry number, audit trail code,
source document, reference, and debit or credit is displayed.
For example, you might use the Detail Inquiry window if you suspect an error on the summary trial balance. If the
account in question, the Cash account, shows a $5,000 balance, display the Cash account in this window. The
amounts displayed here for an open period should match the total on the summary trial balance.
To view posted transactions during an open fiscal year:
1. Open the Detail Inquiry window. (Financial >> Inquiry >> Financial >> Detail)

3. Select a year.
4. Enter ranges of dates, source documents, and currency IDs that will appear in the window, and choose
Redisplay.
NOTE
You can select a journal entry and click the Journal Entry link to open the Transaction Entry Zoom window, where you
can view information about a posted or historical transaction. You also can click the Currency ID link for a journal
entry not entered in the functional currency to open the Financial Exchange Rate Entry Zoom window, where you can
view currencies, exchange rates, and originating and functional currency amounts for posted multicurrency
transactions.
5. You can print a Detail Inquiry Report by choosing File >> Print or the printer icon button while the
Viewing deferral transactions
Use the Deferral Inquiry window to view the deferral transactions for a selected module.
To view deferral transactions:
1. Open the Deferral Inquiry window. (Financial >> Inquiry >> Financial >> Deferral)
2. Using the list at the bottom of the window, select the module you want to view deferral transactions for.
3. If necessary, enter a range to restrict the number of transactions that appear in the window, then choose
Redisplay.
4. To view more information about a specific deferral, select the transaction and click on the Document
Number link to open the Deferral Inquiry Zoom window.
Chapter 27: Transaction matching inquiries
You can view and print information about linked transactions, including specific links, all the links for a specific
account, or the links in a transaction matching group.
Viewing transaction distribution links by number
Viewing transaction distribution links by account
Viewing matched transactions by group
Viewing transaction distribution links by number
Use the Transaction Matching by Link Number Inquiry window to view detailed information about an individual
transaction distribution link record.
To view transaction distribution links by number:
1. Open the Transaction Matching by Link Number Inquiry window. (Financial >> Inquiry >> Financial >>
Transaction Match by Link Number)
2. Enter or select the link number you want to view.
3. To view more information about a specific distribution, highlight the record and click on the Jrnl No. link to
open the Transaction Entry Zoom window.
If the link is a member of one or more matched transaction groups, you can view more information about the
group by selecting the group and clicking on the Group link to open the Transaction Matching Group Inquiry
window.
4. You can choose the Print button to print the Transaction Matching by Link Number report for the information
displayed in the inquiry window.
Viewing transaction distribution links by account
Use the Transaction Matching by Account Inquiry window to view the transaction distributions for an account that
have been linked with other distributions.
To view transaction distribution links by account:
1. Open the Transaction Matching by Account Inquiry window. (Financial >> Inquiry >> Financial >>
Transaction Match by Account)
2. Enter or select the account you want to view link information for, then choose the year for the transaction
distributions you want to view.
3. Indicate whether you want to view only linked or unlinked distributions, or all distributions.
4. Indicate whether you want to view saved links or archived links.
5. Indicate whether you want to view all links, or links in a particular transaction matching group.
6. To view more information about the journal entry, link, or currency for a distribution, highlight the record
and click the link for the information you want to view.
You can use the following windows to view additional information:
LINK WINDOW THAT OPENS
Journal No. Transaction Entry Zoom
Link Distribution Links Inquiry Zoom
Currency ID Financial Exchange Rate Entry Zoom
7. You can choose the Print button to print the Transaction Matching by Account Number report for the
information displayed in the inquiry window.
Viewing matched transactions by group
Use the Transaction Matching Group Inquiry window to view the transaction distribution links that have been
assigned to a group.
To view matched transactions by group:
1. Open the Transaction Matching Group Inquiry window. (Financial >> Inquiry >> Financial >> Transaction
Matching Groups)
2. Enter or select the group you want to view.
3. To view more information about a particular link, highlight the link in the scrolling window and click the Link
Number link to open the Transaction Matching by Link Number Inquiry window.
Chapter 28: Budget inquiries
You can use budget inquiries to view budget summary information and to compare budget amounts to actual
amounts for a selected account and budget.
Viewing budget summary information
Viewing budgeted versus actual expenditures
Viewing budget summary information
Use the Budget Summary Inquiry window to view balances and budget amounts or net change for open or
historical periods. This information can be used to compare actual account activity with budgeted amounts.
The Budget Summary Inquiry window is useful if you’re interested in viewing budget figures, but don’t want to
change any calculations.
To view budget summary information:
1. Open the Budget Summary Inquiry window. (Financial >> Inquiry >> Financial >> Budget Summary)
4. Choose how you want to display the budget information: Net Change or Period Balances.
NOTE
You can select a period and click the Account link to open the Account Maintenance window, where you can view
detailed account information.

Viewing budgeted versus actual expenditures
Use the Budget vs Actual Inquiry window to view budget and actual amounts or net change for a particular
account and budget ID by period. You can also view the variance and variance percentage, so you can analyze how
closely your actual amounts match the budgeted amounts for the selected account.
To view budgeted versus actual expenditures:
1. Open the Budget vs Actual Inquiry window. (Financial >> Inquiry >> Financial >> Budget vs. Actual)
4. Choose how to display the budget information: Net Change or Period Balances.
NOTE
You can highlight a period and click the Actual link to open the Detail Inquiry window, where you can see all
transactions in the period.
5. You can print a Budget vs Actual Inquiry Report by choosing File >> Print or the printer icon button while
the information you'd like to print is displayed.
Chapter 29: Account rollup inquiries
You can create segment-based inquiries for any range of account segments within General Ledger.
Account rollup inquiry overview
Creating an account rollup inquiry option
Setting up a calculated column
Modifying an account rollup inquiry option
Viewing an account rollup inquiry
Account rollup inquiry overview
The Account Rollup Inquiry window displays summarized period balances for ranges of accounts. You create
account rollup inquiry options to define these account ranges by selecting segment ranges that include the
information you want to summarize. For example, assume your chart of accounts is set up with four segments:
Division, Department, Account, and Sub-Account. You could create an account rollup inquiry option to summarize
travel expenses for a group of departments across several divisions. Or you could summarize the cost of goods
sold accounts for the sales department of a single division, or of all divisions.
You can set up an account rollup inquiry option that includes multiple ranges for each segment. For example, you
could create an option that included information for departments 100, 200, 400, and 700, and accounts 1000
through 1400, and 2700 through 2900.
The Account Rollup Inquiry window can display up to four columns of information. You can set up an option to
display actual amounts (in the reporting currency), previous year balances, other currency balances, and budget
amounts. You can also display columns that show the results of simple calculations; for example, the difference
between actual amounts and budgeted amounts.
For information about setting up inquiry options, see Creating an account rollup inquiry option. For information
about calculated columns, see Setting up a calculated column.
Creating an account rollup inquiry option
Use the Account Rollup Inquiry Options window to define the segment ranges and types of information you want
to view in the Account Rollup Inquiry window.
To create an account rollup inquiry option:
1. Open the Account Rollup Inquiry window. (Financial >> Inquiry >> Financial >> Account Rollup)
2. Choose Modify to open the Account Rollup Inquiry Options window.
3. Enter a name for the option you are creating.

4. Select the segment you want to use to sort the information. The selection you make here will control how
the information is sorted in the Account Rollup Detail Inquiry Zoom window.
5. Select the number of columns of information you want to display.
6. For each column of information, enter the column heading you want to use, and the type of information you
want to display. If you selected Budget or Other Currency for the type, enter or select the budget or currency
you want to display. If you selected the type Calculated, choose the Selection lookup button to open the
Account Rollup Inquiry Calculated Column window. For more information, see Setting up a calculated
column.
NOTE
A calculated column must follow the columns it is performing its operations on. For example, assume you set up an
inquiry option with column 1 as Actual, column 2 as Budget, column 3 as Calculated, and column 4 as Previous Year.
In this case, the calculated column could not include the previous year amounts in its calculations because it is listed
after the calculated column.
7. Enter restrictions to define the segment ranges you want to create this inquiry option for. You can set up
multiple ranges for a single segment.
8. Choose Save to save the account rollup inquiry option.
Setting up a calculated column
Use the Account Rollup Inquiry Calculated Column window to create a mathematical formula for an account rollup
inquiry option that displays the results of simple calculations. For example, if you create an inquiry option that
displays the actual expenses of a department and the budgeted expenses, you can create a formula to calculate the
difference between the actual amounts and the budget.
NOTE
A calculated column must follow the columns it is performing its operations on. For example, assume you set up an inquiry
option with column 1 as Actual, column 2 as Budget, column 3 as Calculated, and column 4 as Previous Year. In this case, the
calculated column could not include the previous year amounts in its calculations because it is listed after the calculated
column.
To set up a calculated column:

1. In the Account Rollup Inquiry Options window, select the type Calculated for one of the columns, and click
the Selection lookup button. The Account Rollup Inquiry Calculated Column window appears.
2. Enter the columns, constants, and operators for the calculation you want to create.
For example, to calculate the difference between column 1, Actuals, and column 2, Previous Year, select the
Actuals column from the list and click the Column button. Then click the - operator button. Then choose
Previous from the list and click the Column button again. As you create the calculation, the expression is
displayed in the window: in this case, C1 - C2.
You can create more complex expressions, such as the difference between two columns as a percentage. This
would be ((C1 - C2)/C1)*100.
3. Choose OK to save the expression and close the window.
Modifying an account rollup inquiry option
Use the Account Rollup Inquiry Options window to modify a saved account rollup inquiry option. You can change
the sorting order, add or remove columns of information, change the formula for a calculated column, and add or
remove segment restrictions.
To modify an account rollup inquiry option:
2. Choose Modify to open the Account Rollup Inquiry Options window.
3. Enter or select the option you want to change.
4. Make the necessary changes to the option.
To change the formula for a calculated column, click in the row for that column and click the Selection
lookup button.
5. Choose Save to save the account rollup inquiry option.
Viewing an account rollup inquiry
Use the Account Rollup Inquiry window to view segment-based inquiries using options you created in the Account
Rollup Inquiry Options window. You can view for open or historical years.
To view an account rollup inquiry:
2. Enter or select an option. (For information on creating options, see Creating an account rollup inquiry
option.)
3. Select the year you want to view and indicate whether you want to view the net change for each period, or
period balances.
4. Choose Redisplay to display the information. To print a report of the information displayed in the Account
Rollup Inquiry window, choose File >> Print.
5. To view detailed information about the amounts shown for each period, select a period and click on one of
the column heading links to open the Account Rollup Detail Inquiry Zoom window.
Part 5: Reports
You can analyze transaction and account information and display the information on the computer screen or on a
printed report. You also can save it to a file.
Chapter 30, “Financial statement reports,” describes financial statements, the summarized outcome of all the
steps in the accounting cycle.
Chapter 31, “General Ledger reports,” shows how to use reports to analyze account activity and identify
errors in transaction entry.
Chapter 30: Financial statement reports
General Ledger financial statements help you analyze your business activity. Financial statements are the
summarized outcome of all the steps in the accounting cycle. You can use financial statements to gain a better
understanding of your company's financial position.
Understanding financial statements
Types of financial statements
Setting up a quick financial statement
Printing financial statements
Understanding financial statements
In any business, the accounting cycle consists of processes for recording, summarizing, reporting, and analyzing
financial information. However, the ultimate purpose of all these activities is to generate the financial statements.
You can think of the financial statements printed in General Ledger as the summarized outcome of all the steps in
the accounting cycle and use the information to gain a better understanding of your company’s financial position.
There are several ways to print financial statements:
You can set up financial statements in the Quick Financial Setup window. In this window, you can quickly set
up a basic financial statement and choose which columns to include in the financial statement. After you
save the statement, you can print it using the Financial Statement Report Options window.
You can create an unlimited number of financial statement layouts using Advanced Financial Analysis. For
information on creating and modifying financial statements using Advanced Financial Analysis, refer to the
Advanced Financial Analysis documentation.
You can use Management Reporter for Microsoft Dynamics ERP to print financial statements. For more
information about printing financial statements using Management Reporter, refer to the Management
Reporter documentation.
If you’re keeping history, you can use Microsoft Dynamics GP reporting capabilities to compare open- and
historical-year figures. You also can print financial statements for any open-year period or historical-year period.
NOTE
Until the year-end close is completed for General Ledger, you won’t get accurate financial statements for the new year.
Beginning balances for the new year are not created until the year-end close process is completed. Therefore, the financial
statements for the new year will reflect only current year activity until the year-end closing process is completed. This applies
to both Advanced Financial Analysis and Management Reporter.
Types of financial statements

You can define and print four types of financial statements:
Balance Sheet The Balance Sheet reflects the solvency and financial position of your company at a specific
point in time, listing the assets, and liabilities of your company. This statement shows your company’s ability
to pay its debts as they become due.
Profit and Loss Statement A Profit and Loss Statement includes your company’s revenues and expenses,
reflecting the profitability of your company for a specific time period, such as a month or a year.
Statement of Cash Flows The Statement of Cash Flows provides information about your company’s cash
receipts and cash payments over a specified period of time. You also can determine the amount of cash your
company has available at any given time.
NOTE
The indirect method is used for calculating and printing the Statement of Cash Flows. This method calculates the
amount of net cash flow from operating activities by reconciling net income to net cash flow.
Statement of Retained Earnings The Statement of Retained Earnings shows the items causing changes to
your retained earnings, including net income and declared dividends, for a stated period of time.
Each financial statement includes a number of required columns, which will appear in the Selected Columns list. In
addition to these required columns, you can insert optional columns for each financial statement. On the Profit and
Loss Statement, Statement of Retained Earnings, and Statement of Cash Flows, you can use a total of six required
and optional columns. On the Balance Sheet, you can use a total of five columns.
The rows in the financial statement are defined automatically, using General Ledger’s account categories to group
the accounts on the statements. Understanding account categories shows the account categories provided with
General Ledger, their account type, and which financial statements will contain each of the account categories.
Setting up a quick financial statement
Use the Quick Financial Setup window to define the layout for financial statements. Unlike other Microsoft
Dynamics GP reports, financial statements must be set up before you can print them.
Each financial statement includes a number of required columns, which will appear in the Selected Columns list. In
addition to these required columns, you can insert optional columns for each financial statement. On the Profit and
Loss Statement, Statement of Retained Earnings, and Statement of Cash Flows, you can use a total of six required
and optional columns. On the Balance Sheet, you can use a total of five columns.
The rows in the financial statement are defined automatically, using General Ledger’s account categories to group
the accounts on the statements. Understanding account categories shows the account categories provided with
General Ledger, their account type, and which financial statements will contain each of the account categories.
NOTE
If you create a new financial statement using Advanced Financial Analysis, you can’t use the new financial statement with
Quick Financials.
You can use the Advanced Financial Report Layout window to customize the financial statements provided with
Microsoft Dynamics GP. For example, you can add report columns, rows, and headers to these statements for
reporting detailed financial information specific to your business.
NOTE
If you modify an existing quick financial statement and close the window, an alert message will appear and ask if you want to
save your changes. If you choose Delete, the entire financial statement will be deleted.
To set up a quick financial statement:
1. Open the Quick Financial Setup window. (Financial >> Reports >> Financial >> Quick Financial)
2. Enter or select a financial statement name and select a statement type.

If you’re defining the layout for a Balance Sheet, Statement of Cash Flows, or Statement of Retained
Earnings, identify the Profit and Loss account that will provide the net income or net loss source amount for
the statement.
3. You can select additional columns from the Optional Columns list to include on the financial statement.
Select an additional column and choose Insert to add it to the Selected Columns list. You can have up to six
columns for a profit and loss statement, and up to five columns for a balance sheet.
4. Choose Insert to insert the additional columns into the Selected Columns list.
NOTE
You can add optional columns only below a required column; you can’t insert an optional column between two other
optional columns or at the top of the list. However, if you’re using Advanced Financial Analysis, you can add report
columns later or move columns to new locations.
To remove a column from the layout, highlight it and choose Remove. You can remove only optional
columns from the layout.
5. Enter a budget ID if you've included either a year-to-date budget column or current budget column on the
financial statement.
6. Enter or select an open year and a historical year if you’ve included a column for History YTD or History
Currency on the financial statement.
NOTE
To use more than one budget on a report or more than one year on a history column, use the Advanced Financial
Report Layout window to add more information for reporting detailed financial information specific to your business.
7. Choose Save.
Printing financial statements
Use the Financial Statement Report window to print financial statements. Before printing a financial statement, you
must create a report option.
NOTE
If you’re printing a Statement of Retained Earnings and want to enter a prior period adjustment, enter a description and
amount for the adjustment using the Prior Period Adjustments window (Financial >> Reports >> Financial >> Prior Period
Adjustments). The description and amount of the adjustment that you enter will appear as an adjustment to the beginning
balance of the Retained Earnings account when you print the statement.
To print a financial statement:

1. Open the Financial Statement Report window. (Financial >> Reports >> Financial >> Financial Statements)
2. Choose the report you want to print and choose New to open the Financial Statement Report Options
window and to create a new report option.
3. Enter a name for the report option.

4. Choose the level of detail to print for the amounts. If you choose Detail with Rollups, Summary, or
Summary with Rollups, select whether you want the first account description or the account category
description to print for the rows.
5. Mark to include unit accounts and accounts with zero balances.
If you are updating the accelerator file and want to use this updated information when printing this financial
statement, mark the Use Accelerator option.
6. Select or enter a segment ID to print a financial statement for a range of account segments. For example,
you can print a financial statement for departments 100 to 400 by entering a restriction on the segment that
represents the department.
If you select a segment ID, you can choose to print an individual report for each segment within the range
you define. If this box is not marked, a single report will be printed that includes all accounts in the selected
range.
If you have columns in the financial statement that contain user-defined calculations, you can choose to base
the calculation on all accounts in the defined range or on the amounts on the individual reports. For more
information, see the Advanced Financial Analysis documentation.
7. If you want to modify a column on the financial statement, choose Adjust to open the Temporary Financial
Column Adjustment window. Changes made in this window will be removed when you close the Financial
Statement Report window. If you want to make a permanent change to the financial statement, use the
Advanced Financial Report Layout window. For more information, see the Advanced Financial Analysis
documentation.
Choose Revert if you made a temporary column adjustment and want to remove it before printing.
Chapter 31: General Ledger reports
You can use General Ledger reports to analyze account activity and identify errors in transaction entry. Use this
information to guide you through printing reports and working with report options. For more information about
creating and printing reports, and the various reporting tools that you can use with Microsoft Dynamics GP, refer
to your System User's Guide (Help >> Contents >> select Using The System).
General Ledger report summary
Specifying a General Ledger report option
General Ledger Microsoft SQL Server® Reporting Services reports
General Ledger report summary
You can print several types of reports using General Ledger. Some reports automatically are printed when you
complete certain procedures; for example, posting journals can automatically be printed when you post
batch entry window.
In order to print some reports, such as analysis or history reports, you must set up report options to specify
sorting options and ranges of information to include on the report. For more information, refer to Specifying a
General Ledger report option.
The following table lists the report types available in General Ledger and the reports that fall into those categories.
(Reports printed using Bank Reconciliation are printed using many of the same windows. Refer to the Bank
Reconciliation documentation for information about reports printed in that module.)
Setup reports Setup List* Account Category List Choose File >> Print in the setup
Account Segment List Quick Journal windows or create report options in the
Setup List Deferral Setup List Deferral Setup Reports or Deferral Reports
Profile Setup window.
Chart of Account lists Accounts List Posting Accounts List Unit Create report options in the Chart of
Account List Fixed Allocation Accounts Accounts Report window.
List Variable Allocation Accounts List
Category List
Posting reports General Posting Journal*† Clearing Entry Choose File >> Print in the window you
Posting Journal† Quick Journal Posting use to complete the procedure, or
Journal† some will be printed automatically when
you complete the procedure.
Edit lists General Transaction Edit List* Choose File >> Print in the window you
used to complete the procedure.
Revenue/Expense Deferral Profile Report Create report options in the Deferral

Reports window.
Transaction matching reports Transaction Matching by Account Create report options in the Transaction
Matching Report Options window.
History reports Transaction History Choose Financial >>Utilities >>

Financial >> Remove History and mark
the print option before removing
history.
Utility report Reconcile Report This report will be printed when you
complete the corresponding procedure.
Cross-Reference reports Cross-Reference Report by Journal Create report options in the
Budget reports Budget List Create report options in the Budget

Report window.
Inquiry reports Summary Inquiry Report Choose File >> Print in the
corresponding Inquiry window.
Trial Balance reports Detailed Trial Balance*† Create report options in the Trial
Balance Report window.
assigned to named printers. See the System Administrator’s Guide (Help >> Contents >> select System
Clearing Entry Edit List
Quick Journal Edit List
Deferral General Ledger Edit List*
Deferral Edit List*
Deferrals reports
Deferral Report
Number*
Transaction Matching by Link Date*
Transaction Matching by Link
Number*
Transaction Matching by User ID*
Account History
Entry†
Cross-Reference Report by Source
Document†
Cross-Reference Report by Audit
Trail Code†
Cross-Reference Report window.
Detail Inquiry Report
Journal Inquiry Report
History Detail Inquiry Report
Budget vs Actual Inquiry Report
Transaction Matching by Account
Inquiry
Transaction Matching by Link
Number Inquiry
Trial Balance Summary*†
Trial Balance Worksheet*†
Quick Detailed Trial Balance*†
Quick Trial Balance Summary*†
† Indicates reports that can be assigned to named printers. See the System Administrator’s Guide (Help >>
Contents >> select System Administration) for more information.
Period and Year-end reports Period Consolidation Report Year-End These reports will be printed when you
Closing Report complete the corresponding procedure.
Financial Statements Balance Sheet† Profit and Loss Create a layout for the report in the
Statement† Statement of Retained Quick Financial Setup window. For more
Earnings† Statement of Cash Flows† information about printing financial
statements, see Chapter 30, “Financial
statement reports.”
assigned to named printers. See the System Administrator’s Guide (Help >> Contents >> select System
Specifying a General Ledger report option
print several General Ledger reports, you must first create a report option. Each report can have several different
options so that you can easily print the information you need. For example, you can create report options for the
Trial Balance Report that show either detailed or summary information.
NOTE
A single report option can’t be used by multiple reports. If you want identical options for several reports, you must create
them separately.
Use the Financial report options windows to create sorting, restriction, and printing options for the reports that
have been included with General Ledger.
To specify a General Ledger report option:
1. Open a Financial reports window. There are separate windows for each report type. (Financial >> Reports
>> Financial >> Account) (Financial >> Reports >> Financial >> Setup) (Financial >> Reports >> Financial
>> Financial Statements) (Financial >> Reports >> Financial >> Budget) (Financial >> Reports >>
Financial >> Cross-Reference) (Financial >> Reports >> Financial >> Trial Balance) (Financial >> Reports
>> Financial >> Deferral)
window appears.
you’ve selected.
NOTE
You can enter only one restriction for each restriction type. For instance, you can insert one account segment ID
restriction (1100 to 1104) and one account description restriction (Cash - Operating Account to Cash in Bank - South
Africa).
General Ledger Microsoft SQL Server® Reporting Services reports
You can view General Ledger Reporting Services reports from the Reporting Services Reports list. If you are using
Reporting Services 2008, financial metrics for your home page also appear in the Reporting Services Reports list.
You can access the Reporting Services Reports list from the navigation pane or from an area page in the Microsoft
Dynamics GP application window. This report list appears if you specified the location of your Reporting Services
reports using the Reporting Tools Setup window. See your System Setup Guide (Help >> Contents >> select
Setting up the System) for more information.
The following Reporting Services reports are available for General Ledger.
Journal Entry Report Source Cross Reference
Trial Balance Detail Trial Balance Summary
To print a General Ledger Reporting Services report:
1. In the navigation pane, choose the Financial button, and then choose the Reporting Services Reports list.
2. Mark the General Ledger report that you want to print.

Utilities are the procedures you need to maintain your data in General Ledger.
Routines are the sets of procedures you need to complete periodically. You can use the checklists provided with
General Ledger, you can customize those checklists to suit your needs, or you can create your own checklists.
Chapter 32, “Checklists,” describes how you can create customized checklists of General Ledger routines or
modify existing checklists.
Chapter 33, “Period and year-end routines,” provides procedures to consolidate and close a period, as well as
close a year.
Chapter 34, “Account utilities,” shows how to maintain your data in General Ledger.
Chapter 32: Checklists
You can create customized checklists of General Ledger routines or modify existing checklists. For example, you can
set up a checklist to ensure that your month-end reports are printed consistently each month.
Checklist information is contained in the following sections:
Using a General Ledger checklist
Adding or modifying a checklist item
Using a General Ledger checklist
Use the Financial Checklists window to complete a General Ledger checklist. As you select each step in the routine
list, the appropriate window used to complete that procedure appears. You can enter the necessary information in
the window, referring to the procedures in the printed manual or to the online documentation whenever necessary.
To use a General Ledger checklist:
1. Open the Financial Checklists window. (Financial >> Routines >> Financial >> Checklists)
2. Select a frequency from the Frequency list. The list of tasks appears.
3. Select a task in the checklist.
4. Choose Open. The appropriate window opens for the selected task.
5. Perform the required task, then close the window.
6. In the Financial Checklists window, select the next task.
When you save the information, the window closes, and the Financial Checklists window becomes active,
displaying the date the procedure was completed and the ID of the user who completed it.
Adding or modifying a checklist item
Use the Financial Checklists window to add or modify checklists of financial routines. You can select the frequency
with which each set of routines should be completed. The following frequencies are available:
Daily
On payday
At the end of a period, month, quarter, fiscal year, or calendar year
During setup
User defined
To add or modify a checklist item:
1. Open the Financial Checklists window. (Financial >> Routines >> Financial >> Checklists)
2. Select a frequency.
3. Choose Add to add an item or select an item and choose Modify to modify an item. The Add-Modify
Financial Routines window will open.
4. Enter the item information.
5. Choose OK to save the information. The Financial Checklists window is redisplayed, where you can adjust
the position of the item in the checklist.
Chapter 33: Period and year-end routines
This part of the documentation describes routines you may complete at the end of a period and at the end of a year.
This chapter describes a spreadsheet that you can generate to help you match transactions in General Ledger with
the corresponding transactions in the original module. You can also find information to help you prepare and close
a period and to prepare and close a year. A procedure for printing a VAT return is also included.
Reconciling to General Ledger
Understanding the reconciliation spreadsheet
Consolidating a period
Closing a period
Understanding closing a year
Preparing to close a year
Printing a VAT Return
Reconciling to General Ledger
During normal business operations, thousands of transactions can be processed. When working with this volume
of transactions, standard processes might be inadvertently changed, or unintended entries made and posted. As a
result, the balances on a General Ledger trial balance report might not match the corresponding balance on trial
balance reports printed in the original module. Some specific examples might include the following.
A transaction is posted to—but not through—General Ledger and is deleted before it’s posted in General
Ledger.
A transaction is posted to General Ledger, but the amounts are changed before it’s posted in General
Ledger.
Use the Reconcile to GL window to set the restrictions for generating a Microsoft Excel spreadsheet that can help
you match transactions in General Ledger with the original transaction. This spreadsheet provides information that
helps you enter adjusting transactions that reconcile any discrepancies. For information about how transactions are
matched, refer to Understanding the reconciliation spreadsheet.
Transactions are displayed on the spreadsheet using the functional currency. To be included in the spreadsheet,
transactions must be posted and exist in either an Open or History table.
The reconcile routine can help you analyze transactions in General Ledger, but it doesn’t change data
automatically, even if unmatched transactions are identified. Adjustments are not automatically created or posted,
nor are transactions marked or identified as being reconciled within General Ledger. For information about
entering reversing or correcting transactions in General Ledger, refer to Chapter 23, “Correcting transactions.”
Use the following procedures to help you reconcile the following modules:
To reconcile Payables Management to General Ledger
To reconcile Receivables Management to General Ledger:
To reconcile Inventory Control to General Ledger
To reconcile Bank Reconciliation to General Ledger
To reconcile Payables Management to General Ledger
1. Open the Reconcile to GL window. ( Financial >> Routines >> Financial >> Reconcile to GL )
2. Enter or select the Reconciliation number. This number is used as part of the default file name for the Excel
spreadsheet. You can enter and save the information for the reconciliation and process later.
3. Enter the date for this reconciliation. The user date is the default date.
4. Enter the date range for the transactions to include in this reconciliation. Typically, reconciling to General
Ledger is processed once a month, but transactions can be reconciled more or less often depending on the
number of transactions in the module. The Payables Management transactions with a transaction date that
is on or between the date range will be included in the reconcile.
5. Select Payables Management to reconcile with General Ledger.
6. Select a file location for the Excel spreadsheet that will be created. The output file and location is module-
specific. After the first time you reconcile, the most recently used location for Payables Management
reconciliations will be the default location.
The default file name is created for the Excel spreadsheet by using the module abbreviation, reconciliation
number, and date. This name can be changed, however, we recommend that you use a consistent naming
convention and folder for all reconcile to General Ledger spreadsheets.
7. Enter the accounts to use to match Payables Management transactions to General Ledger distributions. This
would most often be the Accounts Payable or Discount Available accounts. The accounts that were on the
previous reconciliation for Payables Management are displayed, if this is not the first reconciliation for this
module.
8. Choose Process. The matching process begins and the following occurs:
Transactions from Payables Management are matched with General Ledger distributions using the
transaction source code, voucher number, posting date, and transaction amount. This process may
take some time, depending on the number of transactions being processed.
Transactions are potentially matched if some, but not all, of the information matches. For example, if
the source code and date for the transaction matches the code and date in General Ledger, but the
transaction amounts don’t match, the transactions are considered potentially matched and will appear
in that section of the spreadsheet.
If the transaction exists in Payables Management but not in General Ledger or vice versa, the
transaction is unmatched and will appear in the Unmatched section of the spreadsheet.
The subledger and General Ledger balances are calculated and displayed in the window.
The Excel spreadsheet is created and saved in the output file location that you specified in step 6.
After the processing is complete, the spreadsheet will open.
You can use the spreadsheet to determine which, if any, next steps you need to make.
To reconcile Receivables Management to General Ledger:
1. Open the Reconcile to GL window. ( Financial >> Routines >> Financial >> Reconcile to GL )
2. Enter or select the Reconciliation number. The number is used as part of the default file name for the Excel
number of transactions in the module. The Receivables Management transactions with a transaction date
that is on or between the date range will be included in the reconcile.
5. Select Receivables Management to reconcile with General Ledger.
specific. After the first time you reconcile, the most recently used location for Receivables Management
The default file name is created for the Excel spreadsheet using the module abbreviation, reconciliation number,
and date. This name can be changed, however, we recommend that you use a consistent naming convention and
folder for all reconcile to General Ledger spreadsheets.
7. Enter the accounts to use to match Receivables Management transactions to General Ledger distributions.
This would most often be the Accounts Receivable or Discount Available accounts. The accounts that were
on the previous reconciliation for Receivables Management are displayed, if this is not the first reconciliation
for this module.
Transactions from Receivables Management are matched with General Ledger distributions using the
transaction source code, document number, posting date, and transaction amount. This process may
take some time, depending on the number of transactions being processed.
If the transaction exists in Receivables Management but not in General Ledger or vice versa, the
transaction is unmatched and will appear in the Unmatched section of the spreadsheet.
To reconcile Inventory Control to General Ledger
The Historical Inventory Trial Balance (HITB ) table is used to reconcile Inventory to General Ledger. Depending on
the version of Microsoft Dynamics GP you’re using, this table may not be included in your system. You must
contact Microsoft Dynamics GP Technical Support to see if the Historical Inventory Trial Balance report and the
HITB Inventory Reset Tool fits your current business process.
1. Open the Reconcile to GL window. (Financial >> Routines >> Financial >> Reconcile to GL )
number of transactions in the module. The Inventory transactions with a transaction date that is on or
between the date range will be included in the reconcile.
NOTE
If any dates in the range are prior to the date you installed a version of Microsoft Dynamics GP that includes HITB or
updated your system using the Inventory Reset Tool, you won’t be able to reconcile Inventory to General Ledger.
5. Select Inventory to reconcile with General Ledger.
specific. After the first time you reconcile, the most recently used location for Inventory reconciliations will
be the default location.
The default file name is created for the Excel spreadsheet using the module abbreviation, reconciliation
number and date. This name can be changed, however, we recommend that you use a consistent naming
convention and folder for all reconcile to General Ledger spreadsheets.
7. Enter the accounts to use to match Inventory transactions to General Ledger distributions. This would most
often be the Inventory accounts. The accounts that were on the previous reconciliation for Inventory Control
are displayed, if this is not the first reconciliation for this module.
Transactions from Inventory are matched with General Ledger distributions using the journal entry,
transaction source code, document number, posting date, and extended cost amount. This process
may take some time, depending on the number of transactions being processed.
If the transaction exists in Inventory but not in General Ledger or vice versa, the transaction is
unmatched and will appear in the Unmatched section of the spreadsheet.
To reconcile Bank Reconciliation to General Ledger
1. Open the Reconcile to GL window. (Financial >> Routines >> Financial >> Reconcile to GL )
number of transactions in the module. The Bank Reconciliation transactions with a transaction date that is
on or between the date range will be included in the reconcile.
5. Select Bank Reconciliation to reconcile with General Ledger
6. Select the checkbook that contains the transactions to reconcile. Reconciliation information for Bank
Reconciliation is saved and processed on a checkbook-by checkbook basis.
7. Select a file location for the Excel spreadsheet that will be created. The output file and location is module
specific. After the first time you reconcile, the most recently used location for Bank Reconciliation
A default file name is created for the Excel spreadsheet using the checkbook, reconciliation number and date. This
name can be changed, however, we recommend that you use a consistent naming convention and folder for all
reconcile to General Ledger spreadsheets.
8. The cash account for the checkbook that you’re reconciling with General Ledger appears as a default
account in the Account list. In Bank Reconciliation, each checkbook is assigned only one account, therefore,
only one account should be entered in this window.
Transactions from Bank Reconciliation are matched with General Ledger distributions using the
transaction source code, document number, transaction date, and payment or deposit amount. This
process may take some time, depending on the number of transactions being processed.
the source code for the transaction matches the code in General Ledger, but the transaction amounts
don’t match, the transactions are considered potentially matched and will appear in that section of the
spreadsheet.
If the transaction exists in Bank Reconciliation but not in General Ledger or vice versa, the transaction
is unmatched and will appear in the Unmatched section of the spreadsheet.
Understanding the reconciliation spreadsheet
The Excel spreadsheet that is created through the reconciliation process can be used to identify the unmatched or
potentially matched transactions to help you find the transactions that you may need to correct. Matched
transactions will also be printed on the spreadsheets as a reference.
There are links from several cells on the spreadsheet to the entry or inquiry windows in the original module, so you
can see details that aren’t available on the spreadsheet.
The information used to match transactions with General Ledger differs depending on which module you’re
reconciling. In addition, some modules display additional information on the spreadsheet to help you identify the
transaction in the original module. The following table shows which fields are used to match the corresponding
General Ledger field in each module.
GENERAL LEDGER INVENTORY RECEIVABLES
Management
Payables
Management
Bank Reconciliation
TRANSACTION
DATE GL POST DATE POSTED DATE POSTING DATE DATE
Journal Entry Journal Entry
Orig. Transaction Transaction Transaction Transaction

Transaction Source Source Source Source
TRANSACTION
DATE GL POST DATE POSTED DATE POSTING DATE DATE
Orig. Control Document Document Voucher Document

Number Number Number Number
DR/CR Extended Cost On Account On Account Payment/Dep

Amount Amount osit
Customer Vendor ID Transaction

Number Number
Document Type
Number
Source
Number
After the information is processed, you will see three sections on the Excel spreadsheet that opens.
Unmatched
This section of the spreadsheet lists the transactions in which no fields in the subledger and General Ledger match.
This may occur, for example, if transactions are not posted in General Ledger, or if subledger history has been
removed.
Potentially Matched
If some subledger fields, but not all, match the corresponding fields in General Ledger, the transactions are
considered Potentially Matched and are listed in that section of the spreadsheet.
Potentially matched transactions may occur if, for example, a Receivables Management transaction is
entered and posted but the corresponding General Ledger transaction is deleted. If the General Ledger
transaction is re-entered and posted because the correction has been made, the transaction amounts and
posting dates are the same, but the audit trail and document number entries will be different.
Matched
When all fields in the subledger match the corresponding fields in General Ledger, the transactions are
considered Matched and are listed in that section of the spreadsheet.
If there are transactions that are matched that do not have an entry in the General Ledger Originating
Control Number column on the spreadsheet, verify whether they were posted in summary to General
Ledger. Control number information is not used when posting in summary.
You may have multiple subledger transactions matched to one General Ledger transaction and vice versa.
For example, two receipts are entered in Purchase Order Processing and are posted in summary to General
Ledger. One distribution line is used to record the extended cost of the two receipts in the Inventory account
in General Ledger. Or, if one receipt is entered in Purchase Order Processing containing two items, each
using a different Inventory account. Two entries would be posted in General Ledger and you’ll see two
entries if both accounts were selected to reconcile in the Reconcile to GL window.
Additional information
Voided transactions When the original transaction and the voided transaction are both within the date range you
selected, both the original and voided transaction will appear on the spreadsheet. The voided transaction will be
indicated as such with an asterisk. However, if the reversing entry occurs outside of the date range, the original
transaction will appear as it did originally, and it will not be indicated as a voided transaction.
Bank Reconciliation deposit group matching A deposit group is made up of the receipts associated with a
deposit record. All receipts found in the group are displayed together on the spreadsheet, whether matched,
potentially matched or unmatched. For example, if the General Ledger date of one of the receipts in the deposit
group doesn’t match the receipt date in Bank Reconciliation, all receipts in the group are potentially matched.
Additionally, if the sum of the receipts in the deposit group does not match the deposit amount (and all other fields
are matched) the group is considered potentially matched and appears in that section of the spreadsheet.
Links to inquiry windows from Excel Click any field data indicated with colored text to open the entry or inquiry
window displaying the information as it was originally entered.
NOTE
Use the procedures in the subledger module documentation to help you make corrections to existing transactions.
Consolidating a period
Consolidating a period combines the transaction detail into a single summary transaction balance for each account
carried forward to the next period. Consolidating is optional and can be used if you no longer need detailed
information for the period in question.
NOTE
Once the consolidation is complete, the detailed transactions will no longer be available for reporting or inquiry purposes.
You can no longer post transactions to the period and a single total will appear on the Detailed Trial Balance for each
consolidated account.
If you are using multiple ledgers, when you consolidate a period, information is consolidated by reporting ledger.
This means that a period transaction is created for each reporting ledger for each account that has one or more
transactions assigned to a reporting ledger. Note that a transaction can have only one reporting ledger, but an
account can have multiple transactions, each with a different reporting ledger.
For example, in June, Account 1100 has six transactions in the base reporting ledger and four in the local reporting
ledger. When the June period is consolidated, Account 1100 will have one transaction for base and one for local.
When a period has been consolidated, you can mark it as closed to prevent transactions from being posted to it.
You also can close fiscal periods without consolidating them first. For more information about closing fiscal
periods, see Closing a period.
Before consolidating a period, enter and post all adjusting entries to correct transaction detail for the period you
want to consolidate. Adjusting entries include all entries that correct errors made in recording transactions, and
journal entries that assign revenues or expenses to the period in which they were earned or incurred. After you’ve
entered adjusting entries, print an edit list to verify the accuracy of the data you’ve entered and post the
transactions.
You also should print financial statements and a trial balance before and immediately after consolidating a period.
Then, you can compare the detailed information printed before the consolidation with the summary information
printed immediately after consolidating a period. You can set up a group of period end reports in the Financial
Groups window that can be used to print all the financial statements and the Trial Balance each time you
consolidate a period.
NOTE
Before consolidating the period, make a complete backup of your company’s accounting data. If you have a current backup,
information can be restored, if necessary.
To consolidate a period:
1. Open the Period Consolidation window. (Financial >> Routines >> Financial >> Period Consolidation)
2. Choose whether you want to consolidate a period from an open year or a historical year.
3. Enter or select the year that contains the period you want to consolidate. You can only select a year that
contains transactions.
4. Enter or select a period.
5. Choose Ranges to display the Account Segment Ranges window. You can restrict—by account segment—
the accounts that will be consolidated. When you’ve finished, close the Account Segment Ranges window.
NOTE
If you restrict the consolidation process by account segments, your reports might not balance. For example, if you
post a credit of $100 to the Cash account and a debit of $100 to the Accounts Payable account in Period 1 and then
consolidate the Cash account for Period 1 only, the Cross-Reference Report by Journal Entry will be out of balance by
$100.
6. Choose OK to consolidate the selected period.

Closing a period
Use the Fiscal Periods Setup window to mark the period as being closed for the Financial series. When you close a
period, you can’t post transactions to the period. This is useful if you want to prevent a user from accidently posting
a transaction to a period. The period may be reopened at any time and the transaction details will print on the
Detailed Trial Balance.
Before closing a period, enter and post all adjusting entries to correct transaction details for the period you want to
close. Adjusting entries include all entries that correct errors made in recording transactions, and journal entries
that assign revenues or expenses to the period in which they were earned or incurred. After you’ve entered
adjusting entries, print an edit list to verify the accuracy of the data you’ve entered.
To close a period:
1. Open the Fiscal Periods Setup window. (Administration >> Setup >> Company >> Fiscal Periods)
3. Mark the period you want to close.
NOTE
Within the open and historical years, you can close periods for a Microsoft Dynamics GP series. For example, if you
close the Sales series for the first period of an open fiscal year, you won’t be able to post from any transaction entry
window in Receivables Management, Invoicing, or Sales Order Processing to that closed period.
4. If you want to close individual transaction origins within each Microsoft Dynamics GP series, choose Mass
Close to open the Mass Close Fiscal Periods window. For example, if you’ve decided you no longer want to
post transactions for the sale of merchandise to the period you’ve consolidated, you can close the
5. Choose OK to close the window and save your entries.
Understanding closing a year
Closing the year transfers all current-year information for each account in the chart of accounts to account and
transaction history (if you’re keeping history records) and prepares the accounting system for a new fiscal year.
You can enter General Ledger transactions for the next fiscal year without closing the current year, leaving fiscal
years open until all adjusting entries have been entered and posted to the correct periods. You can set up and post
to unlimited open years.
In addition to transferring open-year amounts to transaction and account history, the year-end closing process:
Reconciles and summarizes the General Ledger balances that have accumulated throughout the year.
Transfers open-year profit and loss amounts to the Retained Earnings account.
Zeros all profit and loss account balances after they’ve been closed to the Retained Earnings account.
NOTE
If you find you need to enter adjustments to a profit and loss account after you’ve closed the year, the system will
automatically update the corresponding retained earnings account. You won't need to do anything following the
adjustments.
Summarizes balance sheet accounts, bringing the balances forward as the accounts’ beginning balances in
the new fiscal year.
Until the year-end close is completed for General Ledger, you won’t get accurate financial statements for the
new year. Beginning balances for the new year are not created until the year-end close process is completed.
Therefore, the financial statements for the new year will reflect only current year activity until the year-end
closing process is completed. This happens whether the financial statements are printed from Advanced
Financial Analysis or Management Reporter.
Consolidates information by reporting ledger. This means that a transaction is created as of the last day of
the previous fiscal year for each account that has one or more transactions assigned to a reporting ledger. A
retained earnings transaction is created for each reporting ledger based on the consolidation of the profit
and loss accounts. Note that a transaction can have only one reporting ledger, but an account can have
multiple transactions, each with a different reporting ledger.
Prints the Year-End Closing Report.
Preparing to close a year
Before you close a year, you must complete the following tasks:
Complete month-end and period-end procedures for all modules, except General Ledger.
Use normal posting procedures to post final transactions in all modules, except General Ledger.
After all transactions have been posted successfully, complete year-end procedures for all modules, in the
following order: Inventory, Receivables Management, and Payables Management.
Payroll year-end procedures are independent of those in other modules and are always performed at the
calendar year-end.
Post final adjusting entries in General Ledger.
If you need to make any adjusting entries to allocate revenue, expenses, or depreciation to the year you’re
going to close, use the Transaction Entry window or the Quick Journal Entry window to enter adjusting
entries in General Ledger.
Many of these adjusting entries were made automatically if you marked them as reversing in the Transaction
Entry window. Entries that increased assets or liabilities could be entered as automatically reversing since
they would result in a future cash receipt or payment.
You can close the last period of the current fiscal year.
Use the Fiscal Periods Setup window to close any fiscal periods that are still open for the current fiscal year.
This keeps transactions from accidentally being posted to the wrong period or year.
NOTE
Be sure you've posted all transactions for the period and year for all modules before closing fiscal periods. If you later
need to post transactions to a fiscal period you've already closed, you'll need to return to the Fiscal Periods Setup
window to reopen the period before you can post the transaction.
You can print an Account List to verify the posting type for the posting accounts. To print an Account List,
choose Financial >> Reports >> Financial >> Accounts to open the Chart of Accounts Report window and
select All Accounts in the Reports list. Use this report to verify that all balance sheet and profit and loss
accounts have the correct posting type. The posting type is used to determine which posting accounts
should be closed to retained earnings and which accounts should have the balance brought forward to the
next year.
If the posting type is incorrect for an account, you can change it in the Account Maintenance window
(Financial >> Cards >> Financial >> Account) before closing the year.
If you want to keep historical records, verify that Maintain History for Accounts and for Transactions are
marked in the General Ledger Setup window (Financial >> Setup >> Financial >> General Ledger). If you
maintain account history, you can print financial statements and calculate budgets from historical years. If
you maintain transaction history, you can drill down to transaction detail and print historical detail trial
balances.
If these boxes aren’t marked, the transaction or account information for the year will be deleted once the year end
close process is completed.
Check links for all Financial tables.
Back up your company data.
Use the Trial Balance Report window to print a year-end detailed trial balance.
NOTE
Be sure you've posted all transactions for the period and year for all modules before printing the Detailed Trial
Balance. If you later need to post transactions, you should print a new Detailed Trial Balance.
Print any year-end financial statements required.

Set up a new fiscal year.
Before you can perform a year-end closing, a new fiscal year must be set up using the Fiscal Periods Setup window.
For example, if you’re closing 2004, be sure that 2005 has been created.
Use the Year-End Closing window to close a year and prepare the accounting system for a new fiscal year.
After you close a year, you can continue to post transactions within the year as long as the year remains the most
recent historical year and as long as the period you’re posting transactions within hasn’t been marked closed in the
Fiscal Periods Setup window (Administration >> Setup >> Company >> Fiscal Periods). Historical years include
years that have been closed using the fiscal year-end closing routine, and also years for which the Historical Year
option has been marked in the Fiscal Periods Setup window. See the System Setup instructions (Help >> Contents
>> select Setting Up the System) for more information about using the Fiscal Periods Setup window.
Posting to an historical year is useful if you have to enter audit adjustments after you have closed the year. See
Posting to a historical year for more information.
To close a fiscal year:
1. Open the Year-End Closing window. (Financial >> Routines >> Financial >> Year End Closing)
2. Enter or select a retained earnings account to which the year’s profit or loss will be closed. If you are closing
to divisional retained earnings, enter or select one of the divisional retained earnings accounts.
3. Enter a starting journal entry that will be used as the first journal entry number in the next fiscal year.
4. Mark the Remove Unused Segment Numbers option to automatically remove account segment numbers
that are not used in any account.
5. Specify how to handle inactive accounts with zero balances during the year-end close.
To keep inactive accounts with zero balances that have budget amounts, mark Maintain Inactive
Accounts, and then select With Budget Amounts. Inactive accounts with zero balances and no budget
amounts will be deleted during the year-end close.
To keep all inactive accounts with zero balances, mark Maintain Inactive Accounts, and then select All
Inactive Accounts.
To delete all inactive accounts with zero balances, unmark Maintain Inactive Accounts.
6. Choose Close Year to begin the closing process.
A status bar in the Year-End Closing window appears, displaying the steps that are completed.
STEP DESCRIPTION
Step 1 Transactions and the retained earnings account are

verified.
Step 2 Account balances are verified.
Step 3 Fiscal year information is verified. Posting numbers and

transactions are reconciled.
Step 4 Beginning balances brought forward and retaining

earnings are created and distributions are moved to
history.
Step 5 Divisional retained earnings account is closed.
Step 6 Posting numbers used during the year-end close are

updated.
Step 7 The previous year is removed from the account summary.
NOTE
Step 3 and step 4 may take a long time to complete. Don’t try to close Microsoft Dynamics GP or restart the
computer. Let the process continue.
When closing is complete, the Year-End Closing Report is printed. This report lists the accounts that have
been closed and the transactions created to close them. The Year-End Closing Report is part of the audit trail
and should be saved with your company’s permanent records.
NOTE
You should not complete step 6 until you're sure that adjusting transactions won’t be needed for the year.
7. You can close all fiscal periods for all series using the Fiscal Periods Setup window.
This step will prevent transactions from being posted from any module to any period in the year you closed.
Once a period has been marked as closed, you can’t post transactions to it, unless it is reopened in the Fiscal
Periods Setup window.
8. Adjust budget figures for the new year using the Budget Maintenance or Single Account Budget
Maintenance windows and print financial statements.
After closing the year, update all Trial Balance and Cross-Reference report options if you want to print them for
another open year.
NOTE
After you finish closing a year, make a complete backup of your company’s accounting data.
Printing a VAT Return

Use the VAT Return window to print VAT reports you must submit to the government. You can print summary and
detailed VAT information for a specified period. You can save VAT report IDs and reprint reports at a later time.
To print a VAT Return:
2. Enter or select a VAT report ID and description.

3. Enter starting and ending dates for the report.
Each VAT Report ID you create must have a unique starting date. You can’t use the same starting date on more
than one report ID.
4. Choose Calculate. VAT Return information is displayed in the VAT Return window.
5. To save the report, choose Save. You must calculate VAT information before you can save the report ID.
6. To print the report, choose Print. The VAT Return Print Options window will open. Mark the reports you
want to print. You can print summary, detail, tax detail, or exception reports.
Choose Print. A Report Destination window will appear, where you can select to print to a file, to the screen, or to a
printer.
Chapter 34: Account utilities
The following procedures remove historical data from your system, so be sure to back up your accounting data
before performing any of these procedures.
Removing or printing history
Archiving matched transactions
Checking links for deferral records
Use the Reconcile Financial Information window to reset account totals in the chart of accounts so they match the
posted transaction amounts. Reconciling an open year ensures that amounts on the financial statements are the
same as the totals printed on the Detailed Trial Balance. Reconciling recalculates account summary amounts for the
open periods.
You also can reconcile account balances for a historical year, if you’re keeping both account and transaction history.
This can be useful for comparing historical-year amounts to open-year totals and budget amounts. For example,
reconciling a historical year is valuable if your accounting periods for a historical year and an open year are set up
differently. By reconciling accounts, you can redistribute historical-year transactions to periods that parallel the
open year; transactions are distributed according to their posting dates. Then, you could compare historical year
and open-year amounts.
NOTE
Before reconciling accounts, back up all your company’s accounting data. For more information about making backups, refer
to the System Administrator’s Guide (Help >> Contents >> select System Administration).
To reconcile financial data:

1. Open the Reconcile Financial Information window. (Financial >> Utilities >> Financial >> Reconcile)
2. You can indicate if all allocation accounts should be reconciled.

If you reconcile allocation accounts, the system verifies the validity of all allocation accounts, distribution and
breakdown accounts, and account types. If the allocation accounts contain errors, the Reconcile Report is
printed. The reconciliation process doesn't correct allocation account errors, you must enter those
corrections manually.
3. Select a year to reconcile.
You can reconcile either an open year or a historical year that contains transactions. You must be
maintaining both account history and transaction history to reconcile records for a historical year.
4. Indicate whether you want to reconcile batches.
If you reconcile batches, the system verifies that all the identifying information for the unposted batches is
correct. If you reconcile batches and identifying records are added, the Reconcile Report is printed.
5. Choose Posting Numbers to open the Reconcile Posting Numbers window, where you can reconcile posting
numbers so that no gaps in the posting number sequence exist.
The Posting Numbers buttons appears only if you have marked the Enable Posting Numbers in General
Ledger option in the Company Setup Options window. Sequential posting numbers are a legal requirement
in some European countries.
6. Choose Reconcile to reconcile account totals, batch information, or both.
Removing or printing history
Use the Remove History window to remove ranges of account or transaction history that are no longer useful. If
you’re keeping account and transaction history, those records can be maintained for historical years. When you
close the year, the system transfers the records for the year being closed, then creates new history records.
Transaction history is a record of all General Ledger transactions transferred from an open year to history during
the year-end closing process. Account history is a record of the beginning and period balances for the historical
year for all accounts in the chart of accounts.
After removing history, you won’t be able to print the Transaction and Account History reports or reprint source
document reports for the dates or account ranges that you’ve removed.
NOTE
Before removing history, back up your company’s accounting data. For more information about making backups in Microsoft
Dynamics GP, see the System Administrator’s Guide (Help >> Contents >> select System Administration).
To remove or print history:

1. Open the Remove History window. (Financial >> Utilities >> Financial >> Remove History)
2. Indicate whether to remove or print transaction and account histories.

If you’ve decided to remove transaction history, mark the Remove option. If you mark Print, the Transaction
History Report is printed for the range of accounts you’ll specify later in this procedure.
To remove account history, mark the appropriate option and choose to print this information on the Account
History Report. The reports you’ve selected will be printed when the procedure is completed.
NOTE
You can print the Account History Report or Transaction History Report without removing history. To do so, mark
only the Print options and choose Process.
3. Select a year for which you want to remove history and select a range of information to remove. You will be
able to select only a year that contains transactions.
You can remove all transactions and account balances from the selected year by marking All. If you don’t
want to remove all records, you can remove a range of transactions by period or date. If you’re removing
account history, select period range since account history is kept period-by-period.
If you select to remove both account and transaction history and enter a period or date range, account
history for the entire year will be removed. However, transaction history will be removed only for the date
range you’ve entered. To remove both account and transaction history for a range of dates, we recommend
you complete the procedure for each type of history separately.
4. Enter a beginning and an ending period, or a beginning and an ending date, if you’ve selected to remove
history for a period or date range.
5. Choose Ranges to open the Account Segment Ranges window to enter the account segments for which
history will be removed. When you’ve entered the appropriate restrictions in the Restrictions list, choose OK
to close the Account Segment Ranges window.
6. Choose Process in the Remove History window to remove history.
Archiving matched transactions
Use the Archive Matched Transactions window to move transaction distribution links to history. You can still view
the historical links in inquiries and reports, but you won’t be able to modify them.
To archive matched transactions:
1. Open the Archive Matched Transactions window. (Financial >> Utilities >> Financial >> Archive Matched
Transactions)
2. Mark the option to archive links and enter the archive date. Transaction distribution links with a date prior to
this date will be moved to history.
3. Indicate whether you want to move links with a zero balance to history.
4. Choose OK.
Checking links for deferral records
Use the Deferral Check Links window to verify that your transaction distribution deferral data is accurate. Checking
links examines a set of records and compares them to related information.
To check links for deferral records:
1. Open the Deferral Check Links window. (Microsoft Dynamics GP menu >> Maintenance >> Deferral Check
Links)
2. Select each table you want to check links for and choose Insert.
3. Choose OK.
Glossary
Account categories
General Ledger provides account categories that are used for grouping accounts on financial statements. Account
categories also can be used as a sorting method for viewing the chart of accounts. Examples of account categories
include Cash, Short Term Investments, and Notes Receivable.
Account history
A record of summarized account balances for historical years.
Account segment
A portion of the account format that can be used to represent a specific aspect of a business. For example, accounts
can be divided into segments that represent business locations, divisions, or profit centers.
Account segment number
A number that represents a particular area of a business or an account category. Using account 01-200-1100, for
example, account segment number 01 might represent a particular site, 200 might represent a department located
at that site, and 1100 might represent the Cash account for that site and that department. Descriptions can be
entered for each account segment number and appear on General Ledger reports.
Accrual basis accounting
The reporting of all accounting activity in the period in which it occurs, regardless of whether cash has been paid or
received.
Accrued expense
An expense that increases from day to day, but is recorded only when cash is paid. Salary Expense is an example of
an accrued expense, because the amount a company owes increases daily but cash payments commonly are made
on a biweekly or monthly basis. See also Accrued liability.
Accrued liability
An accrued expense that remains unpaid at the end of an accounting period. See also Accrued expense.
Accrued revenue
Revenue received during an accounting period that hasn't been recorded at the end of an accounting period. In
such cases, the revenue should be recorded by debiting an asset account and crediting a revenue account.
Accumulated depreciation account
An asset account used to record an asset's total depreciation to date.
Adjusting entries
End-of-period journal entries that assign revenues and expenses to the period in which they were earned and
incurred. Adjusting entries also can be used to correct errors in recording transactions.## Alert message
A message that appears when inappropriate, inadequate, or unclear data or instructions are issued, when data is
not accessible, or when a confirmation is sought. Additional information about some alert messages and their
causes can be viewed by choosing the Help button in the alert message dialog box.
Allocation account
An account that is used to distribute percentages of a single transaction to several other accounts. For example, an
allocation account can be used to distribute rent expense to each of the sites affected by the expense.
Audit trail
A series of permanent records used to track a transaction to the point where it was originally entered in the
accounting system. The audit trail can be used to verify the accuracy of financial statements by outside accountants
or auditors.
Audit trail code
A series of alphanumeric characters providing a precise record of each transaction and where it has been posted
within Microsoft Dynamics GP.
Background processing
A processing system that allows users to continue working while transactions are posting or reports are printing.
Batch
A group of transactions identified by a unique name or number. Batches are used in computerized accounting to
conveniently group transactions, both for identification purposes and to speed up the posting process.
Batch controls
Values for both the number of transactions in a batch and the total currency amount of the batch. As transactions
are entered, the actual totals are displayed. These totals can be verified periodically as transactions are entered to
ensure the required number and amount of transactions match the actual number and amount that was entered.
Batch frequency
A selection in the Batch Entry window that determines how often a recurring batch will be posted, such as weekly,
monthly, or quarterly. See also Recurring batch.
Batch posting
A posting method that allows transactions to be saved in batches and post the batch whenever convenient. There
are three types of batch-level posting: batch posting, series posting, and master posting.
Breakdown accounts
Accounts whose balances are used to determine the percentages that will be posted to the distribution accounts
assigned to a variable allocation account.
Chart of accounts
A list of all accounts that a business maintains in its general ledger.
Chart of accounts reports
A General Ledger report type from which report options can be created for an Accounts List, Posting Accounts List,
Unit Accounts List, Fixed Allocation Accounts List, Variable Allocation Accounts List, and Category List.
Clearing transaction
Transaction used to transfer the balance of an account to another account without deleting the account. Clearing
transactions are also useful when accounts are obsolete, but can’t be deleted because they have current-year
activity that should appear on the financial statements.
Closing entries
Entries made to close and clear temporary accounts, such as an Income Summary account. The effect of a closing
entry is a net increase or a net decrease to the Retained Earnings account.
Comma-delimited fields
A standard ASCII, or character, file format used when exporting a report so that it can be read by programs that
use this format.
Cross-reference reports
A General Ledger report type from which report options can be created for cross reference reports by source
document, audit trail code, or journal entry number. The cross-reference reports are used to trace the audit trail of a
company's transaction activity.
Currency symbol
The symbol that has been selected to designate currency amounts on reports. Most information about how
currency amounts are displayed can be specified in the operating system documentation.
Default value
A value that is displayed in a window automatically, and that will be used unless a different value is entered.
Deferral
Delaying the recognition of revenue or expense. Usually, deferred revenue or expense is recognized at specific
intervals over a period of time. For example, a customer may make a single payment for a yearly service contract,
and a portion of the revenue is recognized each month.
Department
A business division that incurs costs and/or generates revenue. In General Ledger, an account segment can be used
to identify a department or division of a business.
Detailed report
A report that displays detailed transaction information for each account.
Distribution accounting
The practice of allocating transactions to their departments of origin.
Distribution accounts
Accounts assigned to a fixed or variable allocation account that will receive a percentage of transaction amounts
when the journal entry is posted.
Divisional retained earnings accounts
Two or more accounts among which the net income or net loss amount has been divided.
Double-entry accounting
An accounting process whereby equal credit and debit amounts are entered for each transaction.
Edit list
A list of transactions in an unposted batch that can be printed to verify the accuracy of transactions before posting.
Edit lists can be printed from the Batch Entry window or any transaction entry window as long as a batch ID has
been entered.
Error message
See Alert message.
Financial series
A group of Microsoft Dynamics GP modules including General Ledger with Advanced Financial Analysis and other
modules in which transaction information from other modules is collected and maintained.
Financial statements
In General Ledger, a term that refers collectively to the Balance Sheet, Profit and Loss Statement, Statement of
Cash Flows, and Statement of Retained Earnings.
Financial year
See Fiscal year.
Financing section
The section of a Statement of Cash Flows that includes transaction amounts for obtaining resources for owners
and providing them with a return on their investments, along with obtaining resources from creditors and repaying
the amounts borrowed.
Fiscal period
Division of the fiscal year, usually monthly, quarterly, or semiannually, when transaction information is summarized
and financial statements are prepared.
Fiscal year
An accounting cycle composed of up to 54 consecutive periods, spanning the number of days in a year. The fiscal
year may also be referred to as a financial year.
Fixed allocation account
Accounts used to distribute specified percentages of a single transaction among several distribution accounts.
Fixed allocation retained earnings account
Accounts used to distribute specified percentages of retained earnings among several distribution accounts.
Group printing
Creating and printing report options in groups. For example, a report group could be used to print all the financial
statements and the Trial Balance before closing a month, quarter, or fiscal year.
HTML file
A file format that allows you to place financial information on your company’s intranet or web site.
Inquiry
A feature that allows users to view information for open and historical years.
Investing section
The section of a Statement of Cash Flows that includes amounts for transactions involving lending money and
collecting on the loans, acquiring and selling investments, and acquiring and selling property and equipment.
Journal entry
A transaction recorded in a formalized manner by entering an account and debit and credit amounts.
Lookup window
A window that displays a list of accounts, customers, jobs, or other items in the Microsoft Dynamics GP system.
Lookup windows for a specific field are displayed by choosing the lookup button next to the field.
Macro
A series of actions performed within an application that have been recorded for playback at another time. Macros
can be used to automate repeated tasks, such as month-end procedures or printing reports.
Main segment
The segment of posting accounts that has been designated as the sorting option for accounts on financial
statements. Typically, the main segment is used to indicate whether the account is an asset, liability, owners’ equity,
revenue, or expense account.
Mass modify
A process in which ranges of accounts are copied, moved, deleted, or inactivated.
Master posting
A posting process in which marked batches from different series can be posted simultaneously.
Module
A group of Microsoft Dynamics GP applications that can be used to perform a specific set of tasks. Modules are
combined to form a series. For example, the General Ledger with Advanced Financial Analysis is a member of the
Financial series. See also Series.
Net income/loss source
The Profit and Loss Statement used to calculate the net income/loss on another financial statement.
Offset account
In double-entry accounting, the second account used to balance a transaction, making debits equal credits.
Operating section
The section of a Statement of Cash Flows that includes transaction amounts for acquiring, selling, and delivering
goods for sale, along with providing services.
Origin
A transaction window within a specific Microsoft Dynamics GP module. Certain options, such as verifying batch
controls and closing fiscal periods, can be selected for each transaction origin. Also, the transaction origin will
appear as part of the audit trail code on all posting reports in Microsoft Dynamics GP.
Password
A combination of distinct, user-defined characters used to gain access to the Microsoft Dynamics GP system or to a
selected application within Microsoft Dynamics GP.
Period consolidation
A procedure that will total transaction detail into a single summary amount to be carried forward to the next
period. This procedure is optional, and can be used if detailed information is no longer needed for a specific period.
Posting
A procedure to make temporary transactions a part of a business’s permanent records; to update accounts by
transaction amounts. In manual accounting, posting transfers journal entries to the proper accounts in a general
ledger.
Posting account
A financial account that tracks assets, liabilities, revenue, or expenses. These accounts will appear on the financial
statements and other reports created in the financial series.
Posting journal
A report printed following the posting process that shows the detail for each transaction that has been posted.
Posting journals also include the audit trail code, which is a precise record of where each transaction has been
posted within Microsoft Dynamics GP.
Prior period adjustment
An adjustment for an error that was not discovered during the fiscal period in which it occurred.
Prior period adjustments should be reported as an adjustment to the retained earnings balance at the beginning of
the period in which the correction was made.
Profit and loss account
Revenue or expense accounts whose balances – which determine the net income or net loss for the year – will be
transferred to a retained earnings account at the end of a fiscal year.
Profit and Loss Statement
A financial statement showing revenue earned by a business, the expenses incurred in earning that revenue, and
the resulting net income or net loss.
Quick financial setup
A method of creating financial statement layouts. Once the layouts have been created, they can be used to create
report options.
Quick journal
A General Ledger journal that can be used to speed data entry for routinely recorded transactions. All the accounts
typically used in a particular quick journal are selected when the quick journal is set up; as a result, only amounts
must be entered when transactions are recorded.
Ratio
The quotient when one amount is divided by another, such as when the balance in a column is divided by the
balance of a unit account.
Real-time posting
See Transaction-level posting.
Reconciling
A procedure used to recalculate account totals in the Chart of Accounts so they'll match transaction amounts that
have been posted.
Record
A collection of related fields within a table. Records typically comprise most or all of the data entered in the fields in
a given window. For instance, all the information entered about a specific account in the Account Maintenance
window makes up a single record. A single transaction entered in the Transaction Entry window also constitutes a
record.
Recurring batch
A batch that will be posted repeatedly, according to the selected frequency. An example of a recurring batch would
be one to record monthly rent expense. In Australia and New Zealand, transactions entered in a recurring batch are
referred to as standing transactions.
Removing history
A procedure used to erase ranges of account or transaction history. Removing history will remove ranges of
history that are no longer useful, making additional hard disk space available.
Report option
A collection of entries that specify the amount of information or the type of information that will appear on a
report. Multiple report options can be created.
Retained earnings
The balance of the owners’ equity that is being retained in the business or corporation.
Retained earnings account(s )
Account(s) to which the balances of currentyear profit and loss accounts will be transferred during the year-end
closing.
Reversing entry
A transaction that reverses the debit and credit entries of a previously posted adjusting entry. Reversing entries
also can be used to correct an erroneous transaction that already has been posted.
Sample data
Data that can be used to practice Microsoft Dynamics GP procedures by entering the information listed in the
online lessons. Sample data can be accessed using the lesson company.
Segment number
See Account segment number.
Series
A group of Microsoft Dynamics GP modules that form an interrelated set of applications. The Financial series, for
example, contains General Ledger, Advanced Financial Analysis, and other modules that collect and analyze
transaction information from other modules.
Series posting
A posting process in which marked batches from the same series can be posted simultaneously.
Setup reports
A General Ledger report type that can be used to create report options for an Account Category List, Account
Segment List, Setup List, and Quick Journal Setup List. The information on these reports is entered when the
General Ledger module is set up initially.
Setup routine
A series of procedures that can be used to open the windows where options and defaults for a specific module are
modified or set up.
Single-use batch
A batch that is created, posted once and then deleted from the system automatically.
Sorting
A method of arranging data based on the order of specified information. For example, records sorted by class
would list all records within a class before moving to records in the next class.
Sorting segment
Segments of posting accounts that can be used for Microsoft Dynamics GP reports. Sixteen sorting segments can
be used: seven are predefined and the remaining nine can be selected by the user.
Source document code
A code that identifies the type of journal or entry that can be examined for more information about a specific
transaction. For example, the source document code, GJ, could be used for general journal entries, while BBAL
could be used for beginning balance entries.
Standing transactions
See Recurring batch.
A financial statement that provides information about the cash receipts and cash payments of a business over a
specified period of time. The system uses the indirect method for calculating and printing the Statement of Cash
Flows. This method indirectly reports the amount of net cash flow from operating activities by reconciling net
income to net cash flow.
Statement of Retained Earnings
A financial statement that provides an analysis of retained earnings, including net income, declared dividends, and
the ending balance of the retained earnings account for the period being reported.
Subsidiary ledger
A group of accounts other than General Ledger accounts that show the details underlying the balance of a
controlling account in the General Ledger. Examples of subsidiary ledgers are customer accounts and vendor
accounts.
Summarized report
A report where the amounts from an account range or category are printed in a single line.See also Detailed
report.
Tab-delimited fields
A tab-separated ASCII character file format used when exporting a report so that it can be read by programs that
use this format.
Text-only format
A file format that saves reports as text without formatting. This format is used when exporting reports to
applications that are unable to read other formats available in Microsoft Dynamics GP.
Transaction
An event or condition that is recorded in asset, liability, expense, revenue, and/or equity accounts. Sales to
customers or purchases from vendors are examples of transactions.
Transaction history
A record of transactions for a historical year.
Transaction matching
The process of linking related transaction distributions from different journal entries. For example, you can link
period-end adjusting entries to the original transactions, or link a set of transactions associated with a project.
A posting method in which transactions can be entered and posted without having to create a batch. Also known as
real-time posting. See also Batch posting.
Trial balance reports
A General Ledger report type from which report options for a detailed trial balance, summary trial balance, or trial
balance worksheet can be created. Trial balances are used to illustrate that debits equal credits for a range of
accounts.
Typical balance
The type of balance, either debit or credit, that an account has under ordinary circumstances. Asset and expense
accounts normally have debit balances, while liability, revenue, and equity accounts normally have credit balances.
Unit account
An account that tracks statistical or nonfinancial quantities, such as the number of customers with past-due
balances or the number of invoices generated over a specific time period.
Variable allocation account
An account used to distribute fluctuating percentages of a single transaction to several different accounts.
Variance
The difference between two amounts, such as balances in two columns, when one is subtracted from the other. A
common variance compares budgeted amounts to actual balances.
Year-end closing
A process used to calculate retained earnings for the year, transfer all current-year information for each account in
the chart of accounts to account and transaction history and to prepare the accounting system for a new fiscal year.
Fixed Asset Management in Dynamics GP
You can use Fixed Asset Management, to set up, enter, and maintain asset records. When necessary, you can add
insurance and user-defined information and create additional records for each asset, including investment tax
credit information and lease information.
You also can use Fixed Asset Management to complete the following tasks:
Calculate depreciation
Import information to Fixed Asset Management from other sources
Create and use asset groups to make maintaining asset records easier
Transfer an asset to a new general ledger account or property tax location
Retire an asset, partially retire an asset, or retire a group of assets
If you’re using General Ledger, you can track General Ledger information entered in Fixed Asset Management,
such as additions, transfers, depreciation, retirement of assets, and other changes.
If you’re using Payables Management or Purchase Order Processing, you can track assets that originate in those
modules and add them as fixed assets.
This manual is designed to give you an understanding of how to use the features of Fixed Asset Management, and
how it integrates with the Microsoft Dynamics® GP system.
To make best use of Fixed Asset Management, you should be familiar with systemwide features described in the
Part 1, Fixed Asset Management setup, provides information about setting up your Fixed Asset
Management system.
Part 2, Cards and integration, provides information about asset records. It also explains how to import
information from other sources and how Fixed Asset Management integrates with other Microsoft
Dynamics GP modules.
Part 3, Asset records, provides information about maintaining asset information. It also explains how to use
asset groups to make maintaining asset records easier.
Part 4, Routines, provides information about procedures you can use to calculate depreciation and integrate
Fixed Asset Management with General Ledger.
Part 5, Utilities and detail file activity, provides information about maintaining the integrity of your Fixed
Asset Management data by reconciling your records and performing maintenance on the Fixed Asset
Management data tables.
Part 6, Inquiries and reports, provides information about viewing and printing Fixed Asset Management
data and analyzing asset activity by printing specific reports. It also lists the financial information relating to
the many activities that can occur within Fixed Asset Management.
Part 1: Fixed Asset Management setup

This part of the documentation provides information about setting up your Fixed Asset Management system.
This part includes the following information:
Chapter 1, “Fixed Asset Management setup,” describes how to set up default options and information for
Fixed Asset Management. It also describes how to set up the Fixed Asset Management fiscal calendar and
asset books and classes.
Chapter 2, “Company setup options,” explains how to set up user-defined fields and additional information
to use if your system is integrated with Purchase Order Processing or Payables Management.
Chapter 3, “Optional setup procedures,” explains how to set up account groups, posting accounts, insurance
classes, lease company records, and location records.
Chapter 1: Fixed Asset Management setup
The default options and information that you enter before adding fixed assets records to your system will ensure
that information will be available when you set up fixed asset cards. You should first set up the Fixed Assets Fiscal
Calendar and quarters. You can then set up book, class, book class, and company records.
Integration with other modules
Before you set up Fixed Asset Management
Setting up Fixed Asset Management
Building the Fixed Asset Management calendar
Removing Fixed Assets calendars
Adding years to a calendar
Setting up quarter records
Creating a book record
Creating a class record
Depreciation methods and calculations
Amortization codes
Averaging conventions
Creating a book class record
After you’ve completed a setup procedure, you can choose File >> Print to print the setup record and verify the
information.
Integration with other modules
Use Fixed Asset Management to enter information about your company’s assets, such as insurance records,
depreciation amount, retirements, lease information, repairs, and maintenance.
The only Microsoft Dynamics GP module you’re required to use with Fixed Asset Management is System
Manager. Fixed Asset Management does integrate with other modules, which, if registered, provide additional
functionality to your system.
General Ledger integration If you’re also using General Ledger, all Fixed Asset Management transactions that
affect financial information will be reflected in General Ledger.
Payables Management integration If you’re also using Payables Management, transactions that are recorded in
Payables Management can update your asset records.
Purchase Order Processing integration If you’re also using Purchase Order Processing, transactions that are
recorded in Purchase Order Processing can update your asset records.
The following diagram shows how information flows through Fixed Asset Management.
Before you set up Fixed Asset Management

Before you can set up Fixed Asset Management, you should have completed the following company setup
procedures:
Set up account formats
Set up fiscal periods
Set up a chart of accounts
If you haven’t completed each of the preceding tasks, do so before continuing. Refer to the System Setup
Setting up Fixed Asset Management
You must set up the calendar and quarter, book, class, book class and company records before you can use Fixed
Asset Management. The following table provides a list of records you must set up:
TO SET UP REFER TO
Calendar records Building the Fixed Asset Management calendar.
Quarter records Setting up quarter records.

TO SET UP REFER TO
Book records Creating a book record.
Class records Creating a class record.
Book class records Creating a book class record.
Company records Setting up company records.
After you’ve entered calendar, quarter, book, class, book class, and company records, you should complete the
following procedures.
PROCEDURE ADDITIONAL INFORMATION
Create or import asset records. Refer to Creating an asset record or Importing asset records.
Print reports to verify that information was entered correctly. You can print the Depreciation Ledger, Depreciation Detail
Report, and the Property Ledger.
Integrate Fixed Asset Management data with General Ledger. Refer to Updating General Ledger with Fixed Asset
Management transactions.
Building the Fixed Asset Management calendar

Use the Fixed Assets Calendar Setup window to create multiple calendars in Fixed Asset Management. When you
create a calendar, you can base the calendar on the Fiscal Period Setup window, or the calendar year. You also can
create quarters for all of the years.
If you selected to create a fiscal calendar, the information in the Fiscal Period Setup window is used to create fiscal
periods for other years in the Fixed Asset Management fiscal calendar. Before you build the Fixed Asset
Management calendar, be sure that there is at least one year set up in your system and that the years and periods
are correct.
To build the Fixed Asset Management calendar:
1. Open the Fixed Assets Calendar Setup window. (Financial >> Setup >> Fixed Assets >> Calendar)
2. Enter a calendar ID.
3. Enter a description for the calendar.
4. Mark Build Calendar.
5. Select Fiscal Period Setup or Calendar Year.
6. Enter the start and end of the range of years to build.
Fixed Asset Management builds fiscal periods for 100 years prior to and 200 years after the year 2000, so the
default range of years is 1901 to 2199.
7. Choose Build Calendar.
If the calendar ID has existing years assigned to it, the years set up for the calendar will be deleted.
Fiscal Period Setup The new years will be built for the calendar based on the entries in the Fiscal Period Setup
window. The periods of the calendar are built for the specific calendar ID.
Calendar Year The new years will be built for the calendar based on a calendar year. The years and periods are
built to match the Gregorian Calendar for the range entered in the Years fields.
Adding years to a calendar
Use the Fixed Assets Calendar Setup window to build additional years that are not set up for the calendar between
the range entered in the Years fields. The existing calendar years are not deleted.
Be sure that there is at least one year set up in your system and that the years and periods are correct.
To add years to a calendar:
2. Enter a calendar ID.
3. Enter a description for the calendar.
4. Enter a year.
5. Enter all twelve periods the year in the calendar periods scrolling window.
6. Mark Build Calendar.
7. Select Existing Calendar Setup.
8. Choose Build Calendar.
The additional years that are not set up for the calendar will be added between the range entered in the Years fields.
The existing calendar years are not deleted. The years and periods are built to match the earliest year already set up
for the calendar ID.
Removing Fixed Assets calendars
Use the Remove FA Calendar Years window to remove all the years or selected years that have been set up for a
calendar.
To remove Fixed Assets calendars:
2. Select a calendar ID and then choose Remove Years to open the Remove FA Calendar Years window.
3. Select to remove all calendar years or to remove specific calendar years. After selecting Years, enter the
range of years to remove.
4. Choose Remove.
Setting up quarter records
You can set up quarter records to specify starting, ending, and middle dates of each quarter in a year, any time after
you’ve built a Fixed Asset Management calendar. You must enter at least one year and define quarter setup records
for each year if you use the mid-quarter averaging for calculating depreciation or transfer groups of assets.
Use the Quarter Setup window to specify the starting, ending, and middle dates of each of the four quarters for
each year in the calendar ID.
To set up quarter records:
1. Open the Quarter Setup window. (Financial >> Setup >> Fixed Assets >> Quarter)
2. Select a calendar.
3. Select a year.
4. Enter the starting and ending dates for each quarter. The middle date will be calculated, but you can change
it.
5. Choose Build Quarters.
6. Choose Save.
Creating a book record
Use the Book Setup window to define the books you’ll use for fixed assets reporting. For example, you can create a
book for corporate reporting, earnings and profits, federal taxes, alternative minimum tax, state tax, or for any other
of your company’s accounting needs. You can create up to thirty-two books for each company. If you create more
than thirty-two books, you cannot use the Depreciation Process Information window, Depreciation Projection
window, and the Asset Year End window.
When you initially create a book record, you must select the current fiscal year, and the year must be a valid year in
the Fixed Asset Management fiscal calendar. The year determines whether depreciation expense will be posted to
the current depreciation expense account or to the prior year depreciation account. Each time you complete year-
end processing for a book, the year will be updated. You can’t change the current fiscal year if an asset for the book
has been depreciated.
To see differences between the depreciation calculated using internal book rules and tax book rules, you can
compare up to three books. For more information, refer to Comparing asset books.
To create a book record:
1. Open the Book Setup window. (Financial >> Setup >> Fixed Assets >> Book)
2. Enter a book ID and description.
3. Select the calendar ID for the book. The calendar ID assigned to the book will be used to process financial
transactions such as retiring, transferring, and depreciating assets.
4. Select the current fiscal year.
5. Select a period to determine how the yearly depreciation amount will be allocated.
Periodically To the number of periods in the year.
Daily To the number of days in the year.
6. Mark Auto Add Book Info to add an asset book record to this book when you add an asset using the Asset
General Information window.
7. Mark the Post to General Ledger option to post all transactions associated with the selected book ID to
General Ledger. This option is available only if you have marked the Allow Reporting ledger in the Fixed
Assets Company setup window (Financial >> Setup >> Fixed Assets >> Company).
When you mark the Allow Reporting Ledger option in the Fixed Assets Company Setup window, the Post to
General Ledger option will be automatically marked and unavailable for selection for the corporate book.
8. Select the Reporting Ledger, Base, IFRS or Local, to report all transactions associated with the book ID. This
option is available only if you have marked the Allow Reporting ledger in the Fixed Assets Company setup
window (Financial >> Setup >> Fixed Assets >> Company).
When you mark the Allow Reporting Ledger option in the Fixed Assets Company Setup window, BASE will be
selected as the reporting ledger automatically for the corporate book.
Any corporate book transactions completed prior to marking the Allow Reporting
Ledgers option in the Fixed Assets Company Setup window (Financial >> Setup >> Fixed Assets >> Company ) will
be automatically assigned to the BASE reporting ledger in General Ledger. If you change the assigned reporting
ledger in the Book Setup window, you may want to correct the transactions that already exist in General Ledger for
that book.
9. Choose Save.
Creating a class record
Use the Class Setup window to define classes and descriptions of assets. You can use classes to group assets
according to account information, insurance information, depreciation rules, and other characteristics of each class
for each book.
You must define at least one class because you’re required to select a class when you add an asset to your records.
When you add an asset record, accounts listed in the account group you specify in this window —if you use account
groups—will be the default entries displayed in the Asset Account window. However, you can change the asset
account group before saving the information in the Asset General Information window. If account numbers do not
exist in the account group, default account entries from the Fixed Assets Company Setup window will be displayed.
See Account groups and Creating an account group, for more information.
You can change individual accounts for an asset using the Asset Account window or the account group ID. If you
change the account group ID, the new accounts will be copied to the asset account record from the Account Group
Setup window for the account group ID specified. See Changing information for a group of assets and Transferring
multiple assets for information about changing account numbers assigned to groups of assets.
Although it’s not required, you can enter a default insurance class ID that will be assigned to assets added using
this class ID. When you add an asset and assign this class, the insurance class ID will be the default entry in the
Asset Insurance window. However, you can change the insurance class ID for any of the individual asset account
records. For more information, see Setting up an insurance class record.
To create a class record:
1. Open the Class Setup window. (Financial >> Setup >> Fixed Assets >> Class)
2. Enter a class ID and description. The description will appear on reports and inquiries, and in maintenance
windows.
3. You can enter an account group ID that will be the default account group for assets added with this class ID.
4. You can enter an insurance class ID that will define the inflation and depreciation rates for this class.
5. Choose Save.
Depreciation methods and calculations
Fixed Asset Management supports several depreciation methods. You can use this information to determine how
the assets in your book class records should be depreciated. For more information, see Creating a book class
record.
The special depreciation allowance is a percentage of depreciation in addition to the regular first-year depreciation
amount. The special depreciation allowance is calculated before the first-year depreciation is calculated. Refer to
current IRS regulations or consult a tax professional for information about what property is eligible for the special
depreciation allowance, and what percentage applies.
If the property is also a passenger automobile, truck, van, or electric vehicle, there are yearly limits on the amount
of depreciation you can claim. These limits vary, depending on the year the vehicle was placed in service, and
whether or not you claim the special depreciation allowance.
The following table lists the depreciation methods and their calculations:
DEPRECIATION METHOD CALCULATION
Straight-line Orig Life (Cost - Salvage Value - Special Depreciation Allowance) ÷

Original Life in Years If the Original Life includes days, the days
will be converted to a fraction with days as the numerator and
365 as the denominator. For example, if the number of days is
146, the fraction would be displayed as 146/365.
Straight-line Rem Life (Cost - Salvage Value - (LTD Depreciation Amount - YTD
Depreciation Amount)) ÷ Remaining Life in Days This
calculation determines the daily depreciation rate, which must
be multiplied by the number of days in the year. This method
is used when you select the Switch to Straight-Line option.
125% Declining Balance (Cost - (LTD Depreciation Amount - YTD Depreciation

Amount)) ÷ Original Life *1.25



Sum of the Year’s Digits (Cost - Salvage Value - Special Depreciation Allowance) *
(Remaining Life in Years ÷ Sum of Original Life in Years)
Remaining Life (Cost - Salvage Value - (LTD Depreciation Amount - YTD

Depreciation Amount)) * (Remaining Life in Years ÷ Sum of the
Remaining Life in Years)
Amortization If you choose the Amortization depreciation method, you also

must enter an amortization code and amortization amount or
percent. Refer to Amortization codes for more information.
ACRS Personal Property Cost * Percentage from a table
Depreciation method Calculation
ACRS Real Property Cost * Percentage from a table
ACRS Real Property (Modified Straight Line) Cost * Percentage from a table
ACRS Low Income Housing Cost * Percentage from a table
ACRS Foreign Real Property Cost * Percentage from a table
No Depreciation No depreciation will be calculated for assets with this

depreciation method. This method might be used for assets
such as land.
DEPRECIATION METHOD CALCULATION
Declining Balance Net Book Value * Percentage
Amortization codes
If you’re using the Amortization depreciation method, you must select the amortization codes and calculations.
Refer to the table for more information.
CODE CALCULATION
Daily Amortization Amount * 365 (or 366 if leap year)
Weekly Amortization Amount * 52
Monthly Amortization Amount * 12
Quarterly Amortization Amount * 4
Yearly Yearly Depreciation Amount = Amortization Amount
Percentage (Cost Basis - (LTD Depreciation - YTD Depreciation)) *

Percentage
Rate (Cost Basis - Salvage Value - Special Depreciation Allowance) *

Rate
The Initial Allowance Percentage field in the Asset Book window can be used in conjunction with the Amortization
method of depreciation. If you enter a percentage, the percentage of the cost of the asset will be included in the first
year depreciation amount, in addition to the normal first year depreciation amount.
Averaging conventions
Averaging conventions are guidelines for calculating depreciation in the year of the acquisition of the asset and the
year of the disposal of the asset.
During the first year in service, depreciation is calculated using the depreciation method and averaging convention
for the asset. The resulting depreciation amount is distributed over the period of time from the date it was placed in
service to the last day of the year.
You should use the Mid -month (1st of month), Mid -month (15th of Month), Next Month, or Full Month averaging
convention only if your fiscal periods are set up to match the calendar year.
The averaging convention does not change the dates an asset is retired or placed in service. The following
averaging conventions are available in Fixed Asset Management.
Half-year Assets begin depreciating on the Place in Service Date. In the year of disposal, assets are retired on the
last day of the first half of the year.
Only half of the depreciation amount is taken in the year an asset is acquired. This also applies to the year in which
you dispose of an asset and to the year in which the life is complete, based on the original life of the asset. The
asset doesn’t depreciate after the first half of its final year.
Modified Half-Year Assets that are placed in service in the first half of the year will begin depreciating on the first
day of the year.
Assets that are placed in service in the second half of the year will begin depreciating on the first day of the next
year.
Assets with a retirement date in the first half of the year will be retired on the last day of the previous year.
Assets with a retirement date in the second half of the year will be retired on the last day of the year.
Mid-month (1st of month) Assets that are placed in service in the first half of the month—days 1 through 15—
will begin depreciating on the first day of the month.
Assets that are placed in service in the second half of the month—day 16 through end of month—will begin
depreciating on the first day of the next month.
Assets with a retirement date in the first half of the month—day 1 through 15—are considered retired on the last
day of the previous month.
Assets with a retirement date in the second half of the month—day 16 through end of month—will be retired on
the last day of the month.
Mid-month (15th of Month) Assets that are placed in service at any time during the month will begin
depreciating on the 16th of the month. Assets that were placed in service in February will begin depreciating on the
15th of the month.
Assets retired at any time during the month will be retired on the 15th of the month of the retirement date. Assets
retired in February will be retired on the 14th of the month.
Mid-quarter Assets that are placed in service at any time during the quarter will begin depreciating on the middle
day of the second month of the quarter.
Assets retired at any time during the quarter are considered retired on the middle day of the second month of the
quarter.
Next Month Assets that are placed in service at any time during the month will begin depreciating on the first day
of the next month.
Assets retired any time during a month will be retired on the last day of the month.
Full Month Assets that are placed in service at any time during the month will begin depreciating on the first day
of the month.
Assets retired at any time during the month are considered retired on the last day of the previous month.
Next Year Assets that are placed in service at any time during the year will begin depreciating on the first day of
the next year.
Assets retired at any time during the year will be retired on the last day of the year.
Full Year Assets that are placed in service in the first half of the year will begin depreciating on the first day of the
year.
Assets that were placed in service in the second half of the year will begin depreciating on the first day of the last
half of the year.
Assets with a retirement date during the first half of the year will begin depreciating on the first day of the last half
of the year. Assets with a retirement date during the second half of the year are considered retired on the last day of
the first half of the year.
Full Year All Year Assets will begin depreciating on the first day of the year.
Assets with a retirement date anytime during the year will be retired on the last day of the previous year.
None Assets will begin depreciating on the date it was placed in service and will be retired on the retirement date.
Next Period Assets that are placed in service at any time during the period will begin depreciating on the first day
of the next period.
Assets retired at any time during the period will be retired on the last day of the period.
Full Period Assets that are placed in service at any time during the period will begin depreciating on the first day
of the period.
Assets retired at any time during the period will be retired on the last day of the preceding period.
Creating a book class record
Use the Book Class Setup window to enter specific depreciation information for each class and book combination.
For example, suppose your business uses three types of books to track information for its assets—corporate books,
federal tax books, and alternative minimum tax books. You must create three records in the Book Class Setup
window for each asset class.
You can select a switchover method—straight-line or no switch—for depreciation assets. If you choose the straight-
line method, the depreciation method for the asset will change to the straight-line remaining life depreciation
method, when the depreciation for an asset is greater using the straight-line method than the current depreciation
method the asset is using. Switchover for the asset will occur only at the beginning of the year when the yearly
depreciation rate is calculated for the next year.
For more information about depreciation methods and averaging conventions, see Depreciation methods and
calculations and Averaging conventions.
To create a book class record:
1. Open the Book Class Setup window. (Financial >> Setup >> Fixed Assets >> Book Class)
2. Select a book ID and a class ID.

3. Select a depreciation method and an averaging convention.
4. Select a switchover method.
5. Enter the Original Life to be used for assets assigned to this book class.
6. Mark Special Depr Allowance and enter the percentage of the cost basis of the asset book to be used for the
special depreciation amount.
7. Mark the Salvage Estimate option if the salvage value of an asset assigned to this book class should be
calculated.
If you marked Salvage Estimate, enter a salvage percentage. The percentage will be multiplied by the cost basis of
each asset to calculate the salvage value.
8. Select Yes to apply US luxury auto limits to assets in this book class. These limits apply to tax books only.
9. You can mark the Luxury Van or Truck option or the Luxury Electric Auto option to apply luxury tax limits to
assets in this book class, depending on the type of vehicle.
10. You can select the US Tax Equity Fiscal Responsibility Act (TEFRA) option used in calculating investment tax
credit on assets placed in service prior to 1986. However, the TEFRA option isn’t used for calculations in
Fixed Asset Management.
11. Choose Save.
Chapter 2: Company setup options
You can use the Fixed Assets Company Setup window to define up to 15 userdefined fields and to enter Fixed
Asset Management information for your company. For more information, refer to Setting up user-defined field
values. You also can enter additional information to use if your system is integrated with Purchase Order
Processing or Payables Management.
Asset account option
Asset book option
User data option
Purchasing options
Fixed assets purchasing transactions
Setting up company records
Asset account option
If Fixed Asset Management is integrated with General Ledger, you must mark Require Asset Account in the Fixed
Asset Company Setup window, and you must enter and save asset accounts before you can create a book record
for an asset. If you mark Require Asset Account, you must enter default account numbers for the company in the
Default Accounts window. These accounts will be displayed for any asset account record with blank account
numbers. For more information, refer to Creating an account group
Marking the Require Asset Account option in the Fixed Asset Company Setup window requires that an asset
account record includes all eight accounts before adding an asset book record. The asset account record will be
added when the information from the Asset General Information window is added.
If future fixed assets transactions will be transferred to General Ledger, mark the Require Asset Account option in
the Fixed Assets Company Setup window.
Asset book option
You can mark the Auto Add Book Info option, to indicate that an asset book record should be created automatically
when adding information in the Asset General Information window.
The Auto Add Book Info option also is included in the Asset General information window so you can choose not to
include book information when adding an asset in cases where it’s not appropriate to do so. If the Auto Add Book
Info box is marked in the Book Setup window, and the asset book record for that book does not already exist, the
asset book record for that book will be added automatically when the asset general information record is saved.
User data option
Mark to include user-defined fields in Fixed Asset Management windows. Choose the User-Defined button to open
the Expand User Fields window to specify the name and format of user-defined fields. For more information, refer
to Setting up user-defined field values.
If the User Data Auto Format option in the Company Setup window is marked, fields without spaces in the User
Field Prompt fields will be displayed in the Asset User Data window and Fixed Assets Mass Change User window.
For example, if only five user-defined fields are to be used, when setting up the user fields on the Fixed Assets
Company Setup window, enter spaces in the user field prompt of the fields that are not to be used. When the Asset
User Data window is displayed, only the five fields that contain a user field prompt will be displayed.
Purchasing options
If you’re using Purchase Order Processing or Payables Management, you can update Fixed Asset Management
information by creating entries in those modules. The following options are available in the Fixed Assets Company
Setup window.
Post PM through to FA Mark this option if you’re using Payables Management. Fixed Asset Management will be
updated if the account number entered on a PURCH type distribution line in Payables Management matches one
of the account numbers in the Fixed Assets Purchasing Posting Accounts Setup window.
Post POP through to FA Mark this option if you’re using Purchase Order Processing.
If you mark the by Account option, Fixed Asset Management will be updated when the account number
entered on a PURCH type distribution line in a Purchase Order Processing transaction matches one of the
account numbers in the Fixed Assets Purchasing Posting Accounts Setup window.
If you mark the by Receipt Line option, each purchase order line item for each purchase order receipt line
that has the Capital Item option marked in the Purchasing Item Detail Entry window will be updated in Fixed
Asset Management. You also can enter additional asset information that will be updated in Fixed Asset
Management for each line item.
Include Matching Invoice Mark this option if you’re using the Post POP through to FA option and if a separate
record should be created for each receipt line matched with an invoice amount that is different from the receipt
amount.
Fixed assets purchasing transactions
If Fixed Asset Management is integrated with Payables Management or Purchase Order Processing, information
from those modules is transferred to the Fixed Assets
Purchasing Transactions window. The information will be stored in the Fixed Asset Management purchasing
transactions table until you complete one of the following steps:
Delete a transaction in the Fixed Assets Purchasing Transactions window. Refer to Deleting fixed assets
purchasing transactions for more information.
Mark the Delete Purchasing Transactions Immediately option in the Fixed Assets Company Setup window.
When the total amount of the purchase has been applied to one or more assets, and the unapplied amount
is zero, the record will be deleted automatically.
• Delete all transactions that have been fully applied to assets where the unapplied amount is zero. For more
information, refer to Deleting fixed assets purchasing transactions.
Setting up company records
Use the Fixed Assets Company Setup window to create user-defined fields, enter information if your system
integrates with Payables Management or Purchase Order Processing, and select default guidelines for your system.
Refer to Using Fixed Asset Management with Payables Management and Using Fixed Asset Management with
Purchase Order Processing for more information.
To set up company records:
1. Open the Fixed Assets Company Setup window. (Financial >> Setup >> Fixed Assets >> Company)
2. Select the book that will be used for corporate depreciation and that General Ledger transactions come
from.
3. Mark the Auto Generate Next Asset ID option to automatically generate the next asset ID in the Asset
General Information window. Then, enter the next asset ID to use when adding a new asset. If you leave this
field blank, you will have to enter the asset ID in the Asset General Information window.
Be sure that the asset ID ends with a series of digits rather than letters. If you enter a next asset ID that ends in
alphabetic characters, such as 8050AC, the system is unable to increment to the next ID in the Asset General
Information window. By defining the next number, you also are determining the number of unique asset IDs that
will be available. For example, if you enter FA00001 as the next number, you'll be able to enter up to 99,999 unique
asset IDs.
If you are creating a new asset ID for the destination company during an intercompany transfer, the new default
asset ID for each asset is generated from the Next Asset ID field in the Fixed Assets Company Setup window for
the destination company. By automatically generating the next asset ID, you can avoid duplication issues with the
existing assets in the destination company.
4. Mark the Require Asset Account option to require that an Asset Account record includes all eight accounts
before adding an Asset Book record. For more information, refer to Asset account option.
5. Mark Auto Add Book Info. For more information, refer to Asset book option.
6. Mark User Data Auto Format to leave a user field blank. The user field won’t be displayed in the User Data
window. For more information, refer to User data option.
7. Mark the Default Asset Label from Asset ID option to copy the asset ID and suffix to the Asset Label field
automatically when you add an asset.
8. Mark Validate Custodian if the custodian records you enter in the Asset General Information window should
be verified is as a valid employee records.
9. Mark Allow Reporting Ledgers to enable BASE, LOCAL and International Financial Reporting Standards
(IFRS ) ledgers for Fixed Assets. When this option is marked, you can assign books already created, as well
as new Fixed Assets books to update one of these reporting ledgers.
This option is available only if you have marked the Allow check box for the Reporting Ledgers option in the
General Ledger Setup window (Financial >> Setup >> Financial >> General Ledger). Refer to the General Ledger
10. Mark Reset History in Detail to create an offsetting transaction for each depreciation transaction taken for an
asset in closed years. If the Reset History in Detail option is not marked, a summary transaction is created in
the last period of the most recent closed year for all depreciation taken for the asset in closed years.
11. Mark Post in Detail to update General Ledger with Fixed Asset Management transactions in detail. When a
batch is posted from the Fixed Assets General Ledger Posting window, a General Ledger journal entry is
created for each Fixed Assets Management transaction in the batch. For example, two Fixed Assets
Management transactions are created when you depreciate all assets for a month and then retire several
assets. When you post a batch from the Fixed Assets General Ledger Posting window for those two
transactions, a General Ledger journal entry is created for each Fixed Assets Management transaction.
If the option is unmarked, all transactions are summarized into a single journal entry by account. When you post a
batch from the Fixed Assets General Ledger Posting window, there will be one General Ledger distribution per
account in the one journal entry.
12. Mark the Purchasing Options. Refer to Purchasing options for more information.
13. Choose the Accounts button to open the Default Accounts window.
14. Select an Account Group to copy the accounts assigned to the group into the Company Setup record. You
also can enter each account individually or change specific accounts after you select an Account Group. For a
description of each account type, refer to Creating an account group. Choose OK.
15. Choose the User Defined button to open the Expand User Fields window where you can define up to 15
user-defined fields.
16. You can define default values for the user-defined fields in the User Fields List Setup window. Refer to User data
option for more information.
For more information about entering default values for these fields, refer to Setting up user-defined field values.
17. Choose OK to close the Expand User Fields window.
18. Choose OK in the Fixed Assets Company Setup window.
Chapter 3: Optional setup procedures
Depending on how your business is structured, you might want to set up additional records, such as account
groups, posting accounts, insurance classes, lease company records, and location records.
Account groups
Creating an account group
Entering fixed assets posting accounts
Setting up an insurance class record
Creating a lease company record
Creating a location record
Creating a physical location record
Creating a retirement code
Creating a structure ID
Setting up user-defined field values
Account groups
Although you’re not required to set up account groups, using them can speed up the process of entering account
records when you add assets to your system. For instance, you can define an account group for each class of assets
that you set up using the Class Setup window, and then apply the default account group to assets you add to the
class. When you add or change an individual asset, you will use the Account Group ID field in the Asset General
Information window to add or change account group information for the asset. You also can use the Account
Group ID field in the Asset Account window when changing an individual asset.
If you’re not using asset accounts, unmark the Require Asset Account option in the Fixed Assets Company Setup
window so that you’re not required to enter account information.
If you don’t use account groups in your system, you can set up default accounts in the Fixed Assets Company
Setup window and then apply an account record to each asset you add to your system. After viewing default
accounts in the Asset Account window, you can change the account information, if necessary.
Refer to Chapter 17, “Financial detail file activity,” for more account information.
You can select up to eight of the following accounts for each account group:
Depreciation Expense Used to record current year depreciation expense.
Depreciation Reserve Used to record depreciation reserve or accumulated depreciation.
Prior Year Depreciation Used to record any depreciation expense that relates to years prior to the current fiscal
year. This account number might be the same account specified as the depreciation expense account.
Asset Cost Used to record the cost of an asset. It is debited when you add an asset and is credited when you retire
an asset. It also is debited or credited when you change the cost of the asset.
Proceeds Used to record the sum of Cash Proceeds and Non-Cash Proceeds when an asset is retired or disposed
of.
Usually, the cash receipt for the disposal is recorded somewhere else in the accounting process, like Bank
Reconciliation cash receipts or Receivables Management cash receipts, if you’re using these modules. These
processes would typically post a debit amount to the actual general ledger cash account. The offsetting credit entry
amount would be posted to the account entered in the proceeds account. When the retirement transaction is
posted from Fixed Asset Management, the proceeds account will be debited.
Recognized G/L Used to record recognized gain or loss that is calculated when you dispose of or retire an asset.
Non Recognized G/L Used to record the non-recognized gain or loss that is calculated when you dispose of or
retire an asset.
Clearing If this account is used as a “true” clearing account, it is debited in General Ledger for the PURCH type
distribution line in the Purchasing Distribution Entry window when you post in Payables Management or Purchase
Order Processing. This account is credited in General Ledger when an asset is added and credited or debited when
the asset cost is changed to offset the cost entry. If the balance in the clearing account is zero at the end of each
period, items in Purchasing Order Processing or Payables Management that need to be capitalized were added as
fixed asset records.
If Fixed Asset Management should not affect General Ledger when assets are added to your system, enter the
same account in the clearing account that you enter in the asset cost account.
Creating an account group
Use the Account Group Setup window to define groups of Fixed Asset Management accounts. For more
information about using account groups in your company refer to Account groups.
To create an account group:
1. Open the Account Group Setup window. (Financial >> Setup >> Fixed Assets >> Account Group)
2. Enter an account group ID and description to identify a group of accounts.
3. Enter or select account numbers for each of the accounts in the account groups.
For a description of each account, refer to Account groups.
4. Choose Save.
If you’re also using Payables Management or Purchase Order Processing—and have marked the by Account
option in the Fixed Assets Company Setup window —you must set up accounts that will determine how and if fixed
assets capital acquisition transactions will be posted to Fixed Asset Management when you enter vouchers in
Payables Management or receipts in Purchase Order Processing.
Fixed Asset Management will be updated if the account you specify in a purchasing transaction also exists in the
Fixed Assets Purchasing Posting Accounts Setup window.
Before you enter posting accounts, you must mark the following options in the Fixed Assets Company Setup
window:
Post PM through to FA
Post POP through to FA
by Account
These accounts are not used by Purchase Order Processing if you mark the by Receipt Line option in the Fixed
Assets Company Setup window.
Refer to Purchasing options for more information.
Use the Fixed Assets Purchasing Posting Accounts Setup window to enter account numbers that determine if a
fixed asset recorded in Payables Management or Purchase Order Processing also will be posted to Fixed Asset
Management.
To enter fixed assets posting accounts:
1. Open the Fixed Assets Purchasing Posting Accounts Setup window. (Financial >> Setup >> Fixed Assets >>
Purchasing Posting Accounts)
2. Choose Assigned to view only accounts already entered in this window. Choose All to view all the accounts
in your chart of accounts.
3. Enter or select an account number for a clearing account that will be used in Payables Management or
Purchase Order Processing for a record you’re adding to the Fixed Assets purchasing transactions file. For
more information about clearing accounts, refer to Account groups.
4. You can enter or select a default class ID. If you’re using Payables Management or Purchase Order
Processing and have marked the by Account option in the Fixed Assets Company Setup window and the
account number for this posting account setup record is entered as the Purchase account, this will be the
default class ID for this account in the Asset General Information window.
5. Choose Save.
Setting up an insurance class record
You can set up insurance classes to group and record assets according to similar insurance inflation and
depreciation rates.
After you’ve set up an insurance class, you can assign the insurance class to asset classes in the Class Setup
window. When you add an asset record to your system, the insurance class that you enter in the Class Setup
window will be the default entry for the asset in the Asset Insurance window.
Use the Insurance Setup window to enter insurance class ID records.
To set up an insurance class record:
1. Open the Insurance Setup window. (Financial >> Setup >> Fixed Assets >> Insurance)
2. Enter an insurance class ID and description.

3. Enter an inflation rate. This rate is expressed in net inflated value based on original reproduction cost. You
would enter a 10% inflation rate as 110.00.
4. Enter a depreciation rate. This rate is expressed as an accumulative percentage of original reproduction cost.
5. Choose Save.
Creating a lease company record
Use the Lease Company Setup window to specify which companies you can lease assets from. Lease companies
that you create here will be displayed in the Asset Lease window.
Although it’s not required, you also can assign a vendor ID to the lease company. Vendor IDs displayed in this
window were set up in the Vendor Maintenance window in Payables Management.
To create a lease company record:
1. Open the Lease Company Setup window. (Financial >> Setup >> Fixed Assets >> Lease Company)
2. Enter the name of the lease company.

3. If your system is integrated with Payables Management, you also can enter or select a vendor ID.
4. Choose Save.
Creating a location record
Use the Location Setup window to define valid locations for your company. Entries you make for city, county, and
state codes are optional, but the information might be useful to include on property tax or other report.
Use the Asset General Information window to assign a location ID to an asset record.
To create a location record:
1. Open the Location Setup window. (Financial >> Fixed Assets >> Location)
2. Enter the location ID —for property tax purposes—to be associated with the location you’re defining.
3. Enter city, state, and county codes, as well as their corresponding descriptions.
4. Choose Save.
Creating a physical location record
Use the Physical Location Setup window to define physical locations. Physical location information isn’t required to
set up asset records in the Asset General Information window. However, use this window to set up physical
location IDs.
Any location IDs you enter in this window first must be set up using the Location Setup window. For more
information, refer to Creating a location record.
To create a physical location record:
1. Open the Physical Location Setup window. (Financial >> Setup >> Fixed Assets >> Physical Location)
2. Enter a physical location ID, and a description.

3. Enter or select the location code for the physical location ID. Location codes entered in this window will
appear as default entries in the Asset General Information window when you enter the corresponding
physical location ID.
4. You can enter a last inventory date. It will be updated when you reconcile your inventory using the Physical
Inventory window.
5. Choose Save.
Creating a retirement code
Use the Retirement Setup window to define retirement codes that you can enter when disposing of assets. You
must define retirement codes before you can enter retirement information for an asset. Retirement codes also can
be useful for reports.
To create a retirement code:
1. Open the Retirement Setup window. (Financial >> Setup >> Fixed Assets >> Retirement)
2. Enter a code to describe a retirement.

3. Choose Save.
Creating a structure ID
You can define structure IDs to provide additional information about assets when you set them up using the Asset
General Information window. For example, you could assign assets to cost centers.
Use the Structure Setup window to define structure IDs that can be entered when adding asset general
information.
To create a structure ID:
1. Open the Structure Setup window. (Financial >> Setup >> Fixed Assets >> Structure)
2. Enter a structure ID and a corresponding description.
3. Choose Save.
You can use the Fixed Assets User Preferences window to display the path settings to specific import and export
files used by Fixed Asset Management. This information is in the Dex.ini file for each workstation, but you can
change it in this window.
If a field is left blank in the Fixed Assets User Preference window, the default value from the installation process will
be displayed in the field. As each process is run, the last value used will be displayed in the field. Default import and
export file names and descriptions are listed in the following table:
FILE FILENAME DESCRIPTION
Physical Inventory PhysInv.txt Allows asset label and physical

inventory location information to be
collected using a bar-code reader or
other external sources, and imported
into Fixed Asset Management.
Asset Group Import AssetGrp.txt Used to create an asset group using a

list of fixed assets from an external
source. The asset group can be used in
any Fixed Asset Management function
that can access a group, such as mass
transfer, mass retirement, mass change,
projection and depreciation.
Physical Inventory Information Import PhysInfo.txt Adds asset label, physical location IDs,
or both to existing assets.
Asset Import file Asset.txt Allows importing assets from an

external source.
Macro file Assets.mac Processing the addition of asset from an

external source. The macro is created
from the Asset Import file.
Asset ID Export file AssetID.txt Asset IDs are exported from Fixed Asset
Management to the Asset ID Export file.
Asset Label Export AssetLBL.txt Asset labels are exported from Fixed
Asset Management to the Asset Label
Export file.
Sample Data The sample data files to use with

Fabrikam, Inc. sample company. They
are installed during the Microsoft
Dynamics GP installation.
Import file
file
file
file
1. Open the Fixed Assets User Preferences window. (Financial >> Setup >> Fixed Assets >> User Preferences)
2. Verify or change the paths.

3. Choose Save.
Setting up user-defined field values
You can create default values for user-defined fields one through ten in the Expand User Fields window. You can
then select these values in the Asset User Data window. If the values are dates, you can verify the information.
To set up user-defined field values:
1. Open the Expand User Fields window. (Financial >> Setup >> Fixed Assets >> Company >> User Fields
expansion button)
2. Enter user-defined field names and select a format for the fields to use.
3. Mark the List Valid Values option for each user field to add values to be used in that field.
4. Choose the expansion button to open the User Fields List Setup window and enter data to be used as
default field information.
5. If the format is a date format, you can mark the Valid Date option to require a valid date entry in the Asset
User Data window.
7. Choose Save in the Fixed Assets Company Setup window to save your changes.
Part 2: Cards and integration

This part of the documentation provides information about asset records. It also explains how to import
information from other sources and how Fixed Asset Management integrates with other Microsoft Dynamics GP
modules.
Chapter 4, “Fixed Asset Management cards,” explains how to create asset records, including insurance and
user-defined information.
Chapter 5, “Additional Fixed Asset Management cards,” explains how to create additional records for each
asset, including investment tax credit information and lease information.
Chapter 6, “Integration,” describes how to transfer information between Payables Management and Fixed
Asset Management and between Purchase Order Processing and Fixed Asset Management. It also explains
how to use Fixed Asset Management with Multicurrency Management.
Chapter 7, “Asset import,” explains the information needed to import asset data from another fixed assets
system or a different source into Fixed Assets Management.
Chapter 4: Fixed Asset Management cards
You can create records for each asset that include account, depreciation, insurance, user data, and general
information. You must create an asset general information record before adding any other records for the asset.
Some of the default options and information that you entered when setting up Fixed Asset Management will be
displayed when you create asset records. You can accept these entries or enter other information.
Creating an asset record
Adding asset records from other modules
Modifying an asset account record
Class IDs and account groups
Creating an asset book record
Creating an asset record
Use the Asset General Information window to enter an asset general information record for each asset in Fixed
Asset Management.
If you’re using Payables Management or Purchase Order Processing, you can enter information in Purchase Order
Processing or Payables Management, and then update the information in Fixed Asset Management. Refer to Using
Fixed Asset Management with Payables Management and Using Fixed Asset Management with Purchase Order
Processing for more information.
When you enter an asset ID, you also must enter a suffix for it. The asset ID is used throughout Fixed Asset
Management to identify assets; the suffix is used to identify components of assets. The default suffix is 1. You can
accept the default suffix or enter or select a different one.
Only a few of the fields in the Asset General Information window are required:
Asset ID, Description, Class ID, Type, Property Type, Acquisition Date, and Quantity. You have the option to enter
information in the other fields in the window.
To create an asset record:
1. Open the Asset General Information window. (Financial >> Cards >> Fixed Assets >> General)
2. Enter or accept an asset ID, asset suffix, and a description of the asset.
A default asset ID displays if you marked Auto Generate Next Asset ID and entered a next asset ID in the Fixed
3. You can enter an extended description and a short name for the asset, which can be displayed on reports
and inquiries.
4. You can enter or select a master asset ID. A master asset ID is used to group components of a single asset or
related assets. For example, a computer could be an asset that contains a CPU, a monitor, and a printer as
components. You can assign the same master asset ID to each component so that the components are
related and can be tracked together, even if they become separated over time. You also can change the
master ID of an asset.
5. Enter or select a class ID and select an asset type and property type, or you can accept the default types.
6. You can enter or select an account group ID to assign account numbers to the asset.
7. Enter or select an alias if you are using Analytical Accounting. An alias in Analytical Accounting is a group of
transaction dimension codes that can be used to enter the analysis information quickly during transaction
entry.
8. Enter an acquisition date. The acquisition date will be the default date the asset was placed in service and
will be the depreciated-to date in the Asset Book Information window.
9. You can enter or select a different currency ID.
If you use Multicurrency Management and you select a currency ID that’s different from the functional currency
defined for this company, the functional currency will be calculated based on the appropriate exchange rate. The
functional currency will be used to calculate the original acquisition cost displayed in the Asset Purchase window,
based on the exchange rate.
10. If the Currency ID displayed is the functional currency, you can enter the acquisition cost or choose the
Acquisition Cost expansion button to open the Asset Purchase window and enter detailed information about the
acquisition cost.
You can enter the acquisition cost in the Asset Purchase window or the Asset General Information window. If you
enter the acquisition cost in the Asset General Information window, information will be transferred to the Asset
Purchase window. You can change the information in the Asset Purchase window.
The acquisition cost displayed in the Asset General Information window is the sum of all the acquisition costs in the
Asset Purchase window.
11. If the Currency ID displayed is not the functional currency, you can enter a value in the Orig. Acquisition Cost
field.
You can enter the currency ID in the Asset Purchase window or the Asset General Information window. If you enter
the currency ID in the Asset General Information window, information will be transferred to the Asset Purchase
window. You can change the information in the Asset Purchase window.
12. You can enter or select a physical location ID and enter an asset label.
13. You can enter or select a structure ID and custodian ID. The structure ID further describes the structure this
asset is a part of; for example, to identify a cost center.
14. You can enter a manufacturer name and enter or select a location ID. The location ID indicates where the
item is located for property tax purposes.
Choose the Manufacturer Name expansion button to enter the serial number, model number, and
warranty information.
Choose the Location ID expansion button to enter an assessed value for the item.
15. Enter the quantity of this asset. The default quantity is 1. The first time you create an asset general
information record, this quantity is the beginning quantity amount.
16. You can enter the date maintenance was last done on this asset and the date the asset was added. The
default date is the system date when this record was created.
17. Choose Save.
Adding asset records from other modules
If you are using Payables Management or Purchase Order Processing, you can create asset records from
information entered in these modules.
Refer to Chapter 6, “Integration,” for more information about integrating Fixed Asset Management with other
Microsoft Dynamics GP modules.
Modifying an asset account record
Use the Asset Account window to modify an asset account record. You can change the account numbers to be used
when posting information for each asset. You can’t create a new account in this window, only assign existing
accounts to the asset.
No accounting entry is automatically made if you change an account here. If you change the account by using the
Fixed Assets Mass Transfer window instead, you can enter a transfer date and entries are made based on that date.
For more information, see Transferring multiple assets.
To modify an asset account record:
1. Open the Asset Account window. (Financial >> Cards >> Fixed Assets >> Account)
2. Enter or select an asset ID and suffix.

3. You can enter or select an account group ID.
4. Enter or select different account numbers for any of the accounts.
5. Choose Save.
Class IDs and account groups
When you create a general information record for an asset, you must assign the asset to a class ID. To assign an
account group with up to eight account numbers to each class ID, refer to Creating a class record.
You can change the account group before saving the asset general information record. Accounts in the account
group will be saved in the asset account record when you add asset general information. If you don’t enter
accounts in the account group the company default accounts selected in the Fixed Assets Company Setup window
will be displayed.
The account group ID in the asset account record is displayed only before the asset account record is saved. After
you save the asset account record, you can enter a new account group. These new accounts will be used for all
future processing for the asset.
Creating an asset book record
Use the Asset Book window to add asset book records and enter depreciationrelated information. Default entries
for information, such as the date an asset was placed in service, depreciation date, original life, and depreciation
method, averaging convention, and switchover method, will be displayed; however, you can change any of the
information in the Asset Book window.
You can choose the Distribution button to view and modify the distribution information that will be saved in the
Financial Detail table for transactions entered in this window.
You must have completed the following steps before entering information in this window.
Created an asset general information record. (Refer to Creating an asset record for more information.)
Created an asset account record, if Require Asset Account was marked in the Fixed Assets Company Setup
window. (Refer to Asset account option for more information.)
Created a book setup record for the book being added. (Refer to Creating a book record for more
information.)
A book class record must exist for the book being created for the class assigned in the Asset General Information
window for this asset. For example, if the corporate book for this asset is being created and the class ID in the Asset
General Information window for this asset is 101, there must be a book class record for class 101, book ID
corporate. Refer to Creating a book class record for more information.
To create an asset book record:
1. Open the Asset Book window. (Financial >> Cards >> Fixed Assets >> Book)
3. Select a book ID to add for this asset.
4. Enter the date the asset was placed in service and a depreciation date, or accept the default dates. The
default dates will be the acquisition date for the asset from the Asset General Information window.
Don’t change the default depreciation date if you’re not entering depreciation balances for year-to-date or life-to-
date depreciation. You can enter a depreciation amount for the year only when adding a transaction if the
depreciated-to date is in the current fiscal year.
If you are entering year-to -date and life-to -date depreciation balances, you might need to enter a depreciated -to
date to that is equal to or later than the place-in-service date. Calculations for depreciation begin on the day after
the depreciated -to date.
5. You can enter the cost basis amount for the asset. The default cost basis entry for each field is the acquisition
cost from the Asset General Information window. The cost basis in the corporate book is the amount added
to the applied value if the information for this asset was entered in Payables Management or Purchase
Order Processing.
6. You can enter salvage value, year-to-date depreciation, and life-to-date depreciation amounts for assets—
even if prior depreciation balances exist. If you enter a year-to-date amount, the following entries also must
be made:
Enter a depreciated-to-date the same as or later than the place-in-service date.
Enter a life-to-date depreciation amount the same as or greater than the year-to-date depreciation
amount.
7. You can change the following default entries: depreciation method, averaging convention, switchover
method, original life, amortization code, amortization amount/percentage, TEFRA, initial allowance
percentage, special depreciation allowance, and luxury automobile.
Refer to Depreciation methods and calculations and Averaging conventions for more information.
8. If the asset is to be depreciated using US luxury automobile limits and you selected a tax book for this asset,
select Yes for the Luxury Auto field; otherwise, select No.
9. You can mark the Luxury Van or Truck option or the Luxury Electric Auto option to apply luxury tax limits to
assets in this book class, depending on the type of vehicle.
10. You can choose the Distribution button to open the Financial Detail Maintenance window and view the
distribution information for this transaction.
11. Choose Save.
Chapter 5: Additional Fixed Asset Management cards
You can create additional records for each asset that can include U.Ss investment tax credit, insurance, lease, and
user-defined information.
Some of the default options and information that you entered when setting up Fixed Asset Management will be
displayed when you create asset records. You can accept these entries or enter other information.
Using Section 179 Expense Deduction
Creating an asset book ITC record
Adjusting the cost basis to equal the net cost basis
Creating an asset insurance record
Creating an asset lease record
Creating an asset user-defined record
Using Section 179 Expense Deduction
US Tax Section 179 Expense Deduction allows expensing all or a portion of the cost of an asset in the year of
acquisition, rather than depreciating the cost over the life of the asset. Any portion of the asset cost taken as
Section 179 cannot be taken also as depreciation. Any portion not expensed as Section 179 is depreciated over the
life of the asset. The depreciable basis—reflected in the Net Cost Basis field in the Asset Book ITC window and in
the Cost Basis field in the Asset Book window —is reduced by the Section 179 amount. Certain restrictions and
rules apply, including:
Valid for Personal Property only
Yearly Section 179 maximums
Year 2000 - $20,000
Year 2001–2002 - $24,000
Year 2003, 2004, 2005 - $100,000
$400,000 ceiling – reduces allowable Section 179 amount dollar for dollar for the amount of total
acquisitions in the year over the ceiling
Any portion of the allowable amount can be designated to any of the year’s acquisitions, including all or a
portion of a specific asset’s cost
If the entire cost of an asset is recorded as a Section 179 expense, the depreciable cost basis of the asset is reduced
to $0 and the asset is marked fully depreciated. The Depreciated to Date field in the Asset Book window should be
changed to the last day of the year.
The cost basis for the asset book reflects only the depreciable basis. Therefore, the Original Cost field in the Asset
Book ITC window should be referenced when reporting on the acquisition cost of Section 179 assets. For example,
to determine the total of all eligible Section 179 acquisitions for the year you need to consider the total acquisition
costs for the year.
The total acquisition cost is the sum of original cost in the Asset Book ITC window, if it exists, and the cost basis in
the Asset Book window, when an original cost is not available.
Creating an asset book ITC record
Use the Asset Book ITC window to add US tax S179 information, US investment tax credit (ITC ) information, and
make other adjustments to the cost basis of an asset. The default original cost basis and net cost basis values will
be equal to the cost basis of the asset book record that you selected. When you save the record, the Net Cost Basis
field is calculated as follows:
Original Cost Basis – Section 179 Exp. Ded. – ITC Cost Red. Amount + or -Misc. Cost Adjustment
You can add investment tax credit information in the TEFRA, ITC Taken, ITC Allowed, and ITC Recapture fields. This
information isn’t used for any calculations, although it might be useful to include on reports.
To create an asset book ITC record:
2. Enter or select an asset ID and suffix and select a book ID.
3. Choose ITC/Cost to open the Asset Book ITC window.
4. You can change the original cost basis of the asset, if necessary.
5. Enter a Section 179 expense deduction. The Section 179 expense reduces amount in the calculation for net
cost basis.
6. You can enter an ITC Cost Reduction amount. This amount reduces the amount in the calculation for net cost
basis.
7. You can enter a Miscellaneous Cost Adjustment amount. This amount will be added to the original cost basis
when calculating the net cost basis.
8. You can enter information in the fields that are related to investment tax credit. Enter the amount of
investment tax credit that was taken, allowed, and recaptured for this asset.
9. Select a TEFRA option or accept the default option. This option isn’t used for calculations in Fixed Asset
Management.
10. Choose Save to save the asset book ITC record.
Adjusting the cost basis to equal the net cost basis
If the data in the Net Cost Basis field in the Asset Book ITC window does not equal the data in the Original Cost
Basis field, the cost basis will be adjusted to match the net cost basis. When you save an asset book record, you also
must select a depreciation recalculation option for that asset. You can choose from the following options:
Reset Life Recalculates depreciation from the date it was placed in service to the date the asset has already been
depreciated to. If there are adjustments to the depreciation for any period, they will be saved and displayed in the
Asset Book window.
Reset Year Recalculates depreciation from the beginning of the year to the date the asset has already been
depreciated to. If there are adjustments to the depreciation for any period, they will be displayed in the Asset Book
window.
Recalculate Calculates a new rate of depreciation using the new cost basis data, but does not make adjusting
entries for depreciation already taken. The new rate of depreciation will be used the next time the depreciation
routine is completed.
Creating an asset insurance record
Use the Asset Insurance window to record insurance information for an asset. You can enter a replacement cost, a
reproduction cost—the amount it would take to replace the asset, not including depreciation considerations—and
an exclusion amount and type.
To create an asset insurance record:
1. Open the Asset Insurance window. (Financial >> Cards >> Fixed Assets >> Insurance)

3. Enter or select an insurance class, or accept the default entry. You can use the insurance class to group assets
that appreciate or depreciate at the same rate.
4. Enter the insurance year—the year the reproduction cost is based on.
5. Enter the amount it would take to replace the asset, not including depreciation considerations, in the
Replacement Cost field.
6. Enter the amount it would cost to reproduce the same asset using current year’s prices in the Reproduction
Cost field.
7. Enter the reproduction cost less any amount attributable to depreciation in the Depr. Repro. Cost field.
8. Enter the exclusion amount for the asset. This is the cost of the asset that is not included for insurance
purpose. For example, if this asset is a building, and the foundation is not covered for insurance purposes,
you would enter the cost of the foundation.
9. Enter an exclusion type. You can use a code to describe why the amount in the exclusion amount field is not
included for insurance purposes.
10. Choose Save.
Creating an asset lease record
Use the Asset Lease window to create a lease record for any assets that are leased by your company, such as a car
or office furniture.
To create an asset lease record:
1. Open the Asset Lease window. (Financial >> Cards >> Fixed Assets >> Lease)

3. Enter or select a lease company ID and select a lease type.
4. Enter the contract ID associated with this leased asset.
5. Enter the payment, interest rate, and lease end date for this leased asset.
6. Choose Save.
Creating an asset user-defined record
Use the Asset User Data window to create up to 15 user-defined asset data fields to track additional information
for an asset. For example, you could save asset characteristics for a computer, such as hard disk size, processor size,
and the operating system.
For more information, refer to Setting up user-defined field values.
To create an asset user-defined record:
1. Open the Asset User Data window. (Financial >> Cards >> Fixed Assets >> User Data)
3. Enter or select user field data. You can select field data only if you created default field values. Refer to
Setting up user-defined field values for more information.
4. Choose Save.
Chapter 6: Integration
You can add an item in Payables Management or buy an item in Purchase Order Processing and transfer that
information to Fixed Asset Management. To transfer information, Fixed Asset Management must be installed on
the same machine that Payables Management transactions or Purchase Order Processing receiving transactions
are posted from.
You can assign more than one transaction, including both Payables Management and Purchase Order Processing
transactions, to the same asset. You also can change transactions that have been assigned to an asset and assign
the same transaction to multiple assets. If you assign a transaction to an existing asset, you must update the asset
book information manually.
For information about the integration with General Ledger, refer to Chapter 14, “General Ledger integration.”
Using Fixed Asset Management with Payables Management
Adding asset records from Payables Management
Using Fixed Asset Management with Purchase Order Processing
Integration options for Purchase Order Processing
Adding asset records from Purchase Order Processing —by Account option
Adding asset information after receiving purchasing transactions
Adding asset records from Purchase Order Processing —by Receipt Line option
Using Fixed Asset Management with Multicurrency Management
Using Fixed Asset Management with Payables Management
To enter assets in Payables Management and track them in Fixed Asset Management, mark the Post PM through to
FA option in the Fixed Assets Company Setup window. For more information, refer to Purchasing options.
If you’re using Payables Management, you must add at least one special account in the Fixed Assets Purchasing
Posting Accounts Setup window. When you create an invoice in Payables Management for an asset item, the
account entered on the PURCH-type distribution line in the Payables Transaction Entry Distribution window must
match an account in the Posting Accounts Setup window.
You can create one or more asset records from a Payables Management transaction, in the Fixed Assets Purchasing
Transactions Display window until the total amount of the line item has been applied. The applied amount in the
Fixed Assets Purchasing Transactions Display window will be updated when you choose Save in the Asset General
Information window. You can view the information from the selected Payables Management transaction in the
Asset Purchase window.
The following table displays the information that’s transferred to Fixed Asset Management from Payables
Management.
FROM PAYABLES MANAGEMENT FIELD TO FIXED ASSET MANAGEMENT FIELD
Vendor ID Vendor ID
Voucher Number Control Number
Document Date Acquisition Date
Document Date Document Date
Document Number Document Number
Transaction Source (PMTRX Prefix) Transaction Source
Voucher Description Description (Asset Purchase window)*
Purchase Order Number Purchase Order Number
PURCH-type distribution amounts Acquisition Cost and Originating Acquisition
*If there are multiple transactions, the primary transaction’s

voucher description will be displayed in the Asset Description
field in the Asset General Information window.
Cost
If the payables transaction uses Multicurrency Management, the following fields are transferred:
Currency ID Currency ID
Currency Index Currency Index
Exchange Rate Exchange Rate
Exchange Date Exchange Date
Time Time
Exchange Table ID Exchange Table ID
Rate Type ID Rate Type ID
Rate Calc Method Rate Calc Method
Denomination Exchange Rate Denomination Exchange Rate
MC Trx State MC Trx State
For more information about setting up the integration between Fixed Asset Management and Payables
Management, refer to the following information:
Entering fixed assets posting accounts and Deleting fixed assets purchasing transactions.
Adding asset records from Payables Management
If Post PM through to FA is marked in the Fixed Assets Company Setup window, you can create a Fixed Asset
Management record using information that’s been entered in Payables Management. You can select one or more
Payables Management transactions for each asset record.
Use the Asset General Information window to create an asset record. Use the Fixed Assets Purchasing Transactions
window to transfer information from transactions created in Payables Management to asset records in Fixed Asset
Management.
Only a few of the fields in the Asset General Information window are required. The required fields are:
Asset ID
Description
Class ID
Type
Property Type
Acquisition Date
Quantity
You have the option to enter information in the other fields in the window.
To add asset records from Payables Management:
2. Enter an asset ID and suffix.
3. Choose Purchase to open the Fixed Assets Purchasing Transactions window. The Purchase button is available
only if there are transactions in the Fixed Assets Purchasing Transactions window.
4. Mark the M box for each transaction to assign that transaction to the asset. Mark the P box for the primary
transaction. Information from the primary transaction will be displayed in the Asset General Information
window and the Asset Purchase window. Information from other selected transactions will be displayed in
the Asset Purchase window only.
5. Choose OK to save the information from the selected transactions to the Asset General Information window
and the Asset Purchase window.
6. In the Asset General Information window, enter any additional information.
You can enter an acquisition cost, currency ID, and originating acquisition cost in the Asset General Information
window only if you haven’t selected any purchasing transactions from the Fixed Asset Purchasing Transactions
window.
If you selected a purchasing transaction from the Fixed Asset Purchasing Transactions window, you can use the
Asset Purchase window to enter or change an acquisition cost, transaction description, currency ID, document
number, and other information related to the purchase of the asset. You can enter more than one transaction for
each asset.
7. Choose Save in the Asset General Information window.
If the originating unapplied value for a specific asset is zero cost or less, and Delete Purchasing Transactions
Immediately is marked in the Fixed Assets Company Setup window, the transaction will no longer be displayed in
the Fixed Asset Purchasing Transactions window.
Using Fixed Asset Management with Purchase Order Processing
You can create one or more asset records from a purchase order transaction displayed in the Fixed Assets
Purchasing Transactions Display window until the total amount of the line item has been applied. The applied
amount in the Fixed Assets Purchasing Transactions Display window will be updated when you choose Save in the
Asset General Information window. You can view the information from the selected Purchase Order Processing
transaction in the Asset Purchase window.
The Purchase Order Processing transaction is transferred to Fixed Asset Management when the transaction is
posted. To transfer the transaction information when a specific account is selected, choose the by Account option in
the Fixed Assets Company Setup window. To transfer specific line transaction information, choose the by Receipt
Line option in the Fixed Assets Company Setup window.
By Account You must designate the accounts that will indicate the integration by entering them in the Post
Accounts Setup window. When you create a purchase order, the account you enter on the receipt or the matching
transaction must be an account set up in the Post Accounts Setup window.
By Receipt Line An asset record is created from an item when the receipt is posted. When you post a receipt, a
separate integration record is created in Fixed Asset Management for each receipt line that’s marked as a capital
item in the Receivings Item Detail Entry window.
You can enter information tracked in the Asset General Information window for each receipt line when you enter
receivings transactions in the FA PO Additional Information window. To transfer a transaction to Fixed Asset
Management using a receipt with a matching invoice, the cost on the invoice must be different than the cost on the
receipt. The amount of the difference will be the amount included in the transaction.
If you’ll be receiving more than one item on the same receipt line (quantity is greater than 1), you can mark the
Create Multiple Fixed Assets option in the FA PO Additional Information window to create a separate transaction
for each item. A separate transaction will be created for each item with the acquisition cost equal to the unit cost of
the item. Additional information entered in the FA PO Additional Information Window will be duplicated for each
record.
If you’re using landed costs, the landed costs that have been assigned to purchase order items or receivings line
items will be transferred with the item cost when the purchase order transaction creates an asset record.
Integration options for Purchase Order Processing
The following table explains the effect that various options in the Fixed Assets Company Setup window, the FA PO
Additional Information window, and the Receivings Item Detail Entry window have on the integration between
Fixed Asset Management and Purchase Order Processing.
WINDOW OPTION EFFECT MARKED OPTION HAS
Fixed Assets Company Setup by Account The Purchase Order Processing

transaction is transferred to the Fixed
Assets Purchasing Transactions window
when a receipt is posted. The
transaction will be summarized by
account for the entire receipt. Separate
update transactions aren’t created for
each receipt line.
by Receipt Line The Purchase Order Processing

transaction is transferred to the Fixed
Assets Purchasing Transactions window
only if you mark Capital Item in
Purchase Order Processing when you
enter the receipt transaction. If the
Capital Item checkbox is marked on the
purchase order, it will be marked on the
receipt. The Capital Item checkbox will
only appear if by Receipt Line is marked
in the Fixed Assets Company Setup
window
Include Matching Invoices Subsequent matching transactions also

create additional fixed asset records for
each receipt line matched with an
invoice amount that varies from the
receipt amount.
WINDOW OPTION EFFECT MARKED OPTION HAS
Delete Purchasing Transactions Information in the Fixed Assets

immediately Purchasing Transactions window will be
deleted when the total amount of the
purchase transaction is applied by
saving the total amount in the Asset
Purchase window.
FA PO Additional Information Create Multiple Fixed Assets Creates a separate Fixed Asset
Management transaction for each
quantity. The unit cost is the amount of
each transaction.
Receivings Item Detail Entry and Capital Item Displays the Capital Item expansion
Purchasing Item Detail Entry button and transfers the Purchase
Order Processing transaction to the
Fixed Assets Purchasing Transaction
window.
For more information about setting up the integration between Fixed Asset Management and Purchase Order
Processing, refer to the following information:
Purchasing options
Deleting fixed assets purchasing transactions
Adding asset records from Purchase Order Processing—by Account option
To enter assets in Purchase Order Processing and transfer them to Fixed Asset Management based on a specific
General Ledger account number, mark the Post POP through to FA option in the Fixed Assets Company Setup
window and select by Account. For more information, refer to Purchasing options.
If Post POP through to FA is marked in the Fixed Assets Company Setup window, you can create an asset record in
Fixed Asset Management using information that’s been entered in Purchase Order Processing.
The following table displays the information that’s transferred to Fixed Asset Management from Purchase Order
Processing.
FROM PURCHASE ORDER PROCESSING TO FIXED ASSET MANAGEMENT
Vendor ID Vendor ID
Receipt Number Control Number
Receipt Date Acquisition Date
Receipt Date Document Date
Vendor Document Number Document Number
Transaction Source (RECVG Prefix) Transaction Source
Distribution Reference or Receipt Reference Description (Asset Purchase window)*
PURCH-Type Distribution Amounts Acquisition Cost and Originating Acquisition


Cost
If the purchasing transaction uses Multicurrency Management, the following fields are transferred.
Time Time
Use the Asset General Information window to create an asset record. Use the Fixed Assets Purchasing Transactions
window to transfer information from transactions created in Purchase Order Processing to asset records in Fixed
Asset Management.
To add asset records from Purchase Order Processing—by Account option:
2. Enter an asset ID and suffix.
3. Choose Purchase. The Purchase button is available only if there are transactions in the Fixed Assets
Purchasing Transactions window.
4. In the Fixed Assets Purchasing Transaction window, mark the M box for each transaction to assign that
transaction to the asset. Mark the P box for the primary transaction. Information from the primary
transaction will be transferred to the asset record.
5. Choose Select to save the information from the selected transactions to the Asset General Information
window and the Asset Purchase window.
window.
each asset.
Adding asset information after receiving purchasing transactions
You can enter additional information for that an asset in the FA PO Additional Information window before the
Purchase Order Processing transaction is posted to General Ledger. You can open this window only if by Receipt
Line is marked in the Fixed Assets Company Setup window. The information you enter in the FA PO Additional
Information window will be displayed in the Asset General Information window.
To add asset information after receiving purchasing transactions:
1. Open the Receivings Transaction Entry window. (Financial >> Transactions >> Purchasing >> Receivings
Transaction Entry)
2. Enter or select a receipt number and choose the Vendor Item expansion button to open the Receivings Item
3. Enter or select a vendor item.
4. Mark the Capital Item option and choose the Capital Item expansion button to open the FA PO Additional
Information window.
5. Enter any information to be displayed in the Asset General Information window.

6. Choose Save.
Adding asset records from Purchase Order Processing—by Receipt Line option
To enter assets in Purchase Order Processing and transfer them to Fixed Asset Management by identifying specific
transaction line items as capital items, mark the Post POP through to FA option in the Fixed Assets Company
Setup window and select by Receipt. For more information, refer to Purchasing options.
If by Receipt line is marked in the Fixed Assets Company Setup window, you can create an asset record in Fixed
Asset Management using information that’s been entered in Purchase Order Processing.
The following table displays the information that’s transferred to Fixed Asset Management from Purchase Order
Processing.
Vendor ID Vendor ID
POP Receipt Number Control Number
Receipt Date Document Date
Receipt Date Acquisition Date
Vendor Document Number Document Number
Transaction Source (RECVG Prefix) Transaction Source
Purchase Order Type Control Type
Item Description or Vendor Item Description Description (Asset Purchase window)*
Purchase Order Number Purchase Order Number
Quantity Shipped Quantity

From Purchase Order Processing To Fixed Asset Management
Extended Cost (Create Multiple Assets = No) Acquisition Cost
Unit Cost (Create Multiple Assets = Yes) Acquisition Cost

If the purchasing transaction uses Multicurrency Management, the following fields are transferred.
Originating Extended Cost (Create Multiple Originating Acquisition Cost

Originating Unit Cost (Create Multiple Assets = Originating Acquisition Cost
Time Time
Assets = No)
Yes)
If you’re using Purchase Order Processing and the Include Matching Invoices option is marked in the Fixed Assets
Company Setup window the same fields as the receipt will be updated in Fixed Asset Management except for the
following fields:
Quantity Invoiced Quantity
(Unit Cost – Receipt Cost) * Quantity Invoiced Acquisition Cost
(Originating Unit Cost – Originating Receipt Originating Acquisition Cost
Transaction Source Transaction Source (POIVC Prefix)
Cost) * Quantity Invoiced

The Include Matching Invoices option determines the difference between an invoice amount and a receipt amount.
Use the Asset General Information window to create an asset record. Use the FA PO Additional Information
window to transfer information from Purchase Order Processing to asset records in Fixed Asset Management.
To add asset records from Purchase Order Processing—by Receipt Line option:
2. Enter or select an asset ID and suffix. A default asset ID displays if you marked Auto Generate Next Asset ID
and entered a next asset ID in the Fixed Assets Company Setup window.
If you entered the asset ID and suffix in the FA PO Additional Information window, you need to enter it now only if
the Create Multiple Fixed Assets option in the FA PO Additional Information window is marked and you are
retrieving the asset information to create an additional asset.
3. Choose Purchase. The Purchase button is available only if there are transactions in the Fixed Assets
Purchasing Transactions window.
4. In the Fixed Assets Purchasing Transactions window, mark the M box for each transaction to assign that
transaction to the asset. Mark the P box for the primary transaction. Information from the primary
transaction will be transferred to the asset record.
5. Choose OK to save your changes in the Fixed Asset Purchasing Transactions window.
window.
each asset.
Using Fixed Asset Management with Multicurrency Management
You can use a currency other than the company’s functional currency to record asset acquisitions and disposals.
The functional currency will be calculated based on the appropriate exchange rates. If applicable, appropriate euro
calculations will be made.
The following fields have multicurrency functionality:
WINDOW NAME FIELD NAME
Asset General Information Acquisition Cost
Asset Purchase Acquisition Cost
Retirements Cash Proceeds
Non-cash Proceeds
Expenses of Sale
Mass Retirements Cash Proceeds
Non-cash Proceeds
Expenses of Sale
If a multicurrency transaction originated in Payables Management or Purchase Order Processing, all appropriate
exchange values will be transferred to Fixed Asset Management. Only the functional amount is saved with each
asset book record and only functional amounts are transferred from Fixed Asset Management to General Ledger.
Mark the Multicurrency box in the Report Options window to print multicurrency versions of these reports:
Additions report
Additions by Class report
Additions by Structure report
Additions by Location report
Retirements report
Retirements by Class report
Retirements by Structure report
Retirements by Location report
Chapter 7: Asset import
If you have asset data in another fixed assets system or a different source, you can import asset records and
balance information. You can import new asset records, asset book records, and insurance, lease, and user-defined
information into Fixed Asset Management. You also can import information to make changes to the data for an
existing asset record.
Guidelines for importing asset information
Importing asset records
Creating a new book record for existing assets
Field mappings for importing asset information
Field values
Guidelines for importing asset information
The following guidelines pertain to importing asset information into Fixed Asset Management from another
source.
If the value for a field contains a comma or a single quotation mark, the value must be enclosed in double
quotation marks. For example: “Desk, 30x60, Walnut”.
You must create field setup information in Fixed Asset Management before you can import other asset
information. The following field information must exist in Fixed Assets before you can import asset
information:
Account group ID
Asset class ID
Book ID
Custodian (optional)
Insurance class
Lease company
Location ID
Physical location ID
Structure ID
You must import information into the Asset General Information window before or with other information,
but after the setup information is imported.
If you use account numbers, be sure to mark the Required Accounts option in the Fixed Assets Company
Setup window to save account numbers with the asset record.
All numeric fields that have decimals are designated with the number of highorder digits and the number of
decimal places. For example, ‘12.5’ will allow an amount of 999,999,999,999.99999. You don’t need to enter
the decimal point or commas. If the value to the right of the decimal equals 0, enter all 0’s or a decimal.
If you enter any asset book information that would usually be displayed from the Book Class Setup window,
the data displayed will not be default data from the Book Class table.
Enter information in either both the Original Life Years field and the Original Life Days field, or neither field,
to ensure accuracy.
If you import information to a field that has a Fixed Asset Management default value, the information you
import will replace the default information.
When entering life-to-date depreciation in book records, be sure to include the amount in year-to-date
depreciation. Year-to-date depreciation should be entered if the depreciated-to date represented by life-to-
date depreciation is in the current fiscal year for the book, defined in the Book Setup window. Year-todate
depreciation is not required if the depreciated-to date is the last day of the current fiscal year.
You can import only one asset purchase transaction for each asset.
The import file must follow a specific format. The following table shows the required data to enter for each
file.
COLUMN A COLUMN B COLUMN C
Window identifier Asset ID Asset Suffix
For example, after importing the following information, you can view the information in the Asset General
Information window. Three records will be created, but two of the records will have the same asset ID and different
suffixes.
COLUMN A COLUMN B COLUMN C
GENERAL LIGHTTRUCK0005 1
GENERAL LIGHTTRUCK0005 2
You must import information into specific columns. For information about field positions in the import file, refer to
Field mappings for importing asset information. If you do not import data for an optional field, you must leave that
column blank and not enter information for another field.
Importing asset records
You must mark the All Asset Info option in the Asset Import/Export window to import asset information or make
changes to existing asset information.
When you import new asset information into the Asset General Information window, an asset book and financial
detail information will be created for each book if the following conditions are met:
The Auto Add Book Info option is marked in the Book Setup window for each book ID.
The Auto Add Book Info option is marked in the Fixed Assets Company Setup window.
To import prior depreciation balances, unmark Auto Add Book Info for all Book Setup records in the Fixed Assets
Company Setup window.
We recommend that you import several small files rather than one large file. You also should import the
information to a test company to view the imported results.
To import asset records:
1. Open the Asset Import/Export window. (Financial >> Utilities >> Fixed Assets >> Asset Import/Export)
2. Mark Import and select All Asset Info.

3. Enter or browse to find a location to create the macro in, and enter a file name for the macro. The file name
extension should be .MAC.
4. Mark the Run Macro After Creation option to start the macro automatically after it is created. To run the
macro later, from the Microsoft Dynamics GP menu choose Macro >> Play.
5. Enter or find the path and name of the file containing the data to be imported, or accept the default path and
name—Asset.txt.
6. Select Comma- or Tab-delimited format.
7. Choose Continue to create the macro and import the data.
If a problem error occurs while running the macro that imports the data, information added prior to the problem
does not have to be imported again.
Creating a new book record for existing assets
Use the Asset Import/Export window to create a new book record for an existing asset. You must export the
existing asset ID and suffixes to a table. In the table, you can add the window identifier and the new book ID. When
you import the modified table, asset book records will be created for the new book.
To create new book records you must first set up the book ID, class ID, and book class ID records. Refer to Creating
a book record, Creating a class record, and Creating a book class record for more information.
Be sure that the Auto Add Book Info option in the Fixed Assets Company Setup window is not marked when
importing information to create asset books.
To create a new book record for existing assets:
2. Mark Export and select Asset ID & Suffix.
3. Enter or find the location and name of the file to export the data to. Select Comma- or Tab-delimited format.
4. Choose Continue.
5. Open the exported file in Microsoft Excel® or Word. Edit the file to contain the window identifier—BOOK,
Asset ID, Asset Suffix, and Book ID. The file name extension should be .TXT.
6. Import the file. For more information, refer to Importing asset records.
Field mappings for importing asset information
You can import data into multiple Fixed Asset Management tables. However, you cannot import data into any
Fixed Asset Management setup tables.
The data that you import will be displayed in the following Fixed Asset Management windows:
Asset General Information window
Asset Book window
Asset Lease window
Asset Insurance window
Asset User Data window
Asset General Information window fields
The following table displays the fields included in the Asset General Information window, their field types, length,
and additional default entry information.
If you don’t accept the default value for a field, you must supply a specific value for that field. For more information,
refer to Field values.
FIELD NAME FIELD TYPE LENGTH DEFAULT VALUES REQUIRED FIELD
Window Identifier = Yes

GENERAL
Asset ID String 15 Yes
Asset ID Suffix Numeric 3 1 Yes
Short Name String 15 No
Asset Description String 40 Yes
Extended Asset String 40 No

Description
Master Asset ID String 19 No
Account Group ID String 15 From Asset Class No

Structure ID String 30 No
Asset Class ID String 15 Yes
Location ID String 15 From Phy Loc ID No
Field name Field type Length Default values Required field
Acquisition Date Date 8 YY = System Yes
Originating Numeric 12.5 No

Acquisition Cost
Asset Type String 4 Refer to Field values Yes

Property Type String 8 Refer to Field values Yes

Asset Quantity Numeric 6 1 Yes
Current Maintenance Numeric 12.5 No

Amount
YTD Maintenance Numeric 12.5 No

Amount
LTD Maintenance Numeric 12.5 No

Amount
Last Maintenance Date 8 YY = System No

Date
Assessed Value Numeric 12.5 No
Vendor ID String 15 No
Document Number String 20 No
Document Date Date 8 YY = System No
Transaction Source String 13 No
Control Number String 20 No
Purchase Order String 20 No

Number
Document String 40 No
Description
Manufacturer Name String 25 No
Serial Number String 20 No
Model Number String 20 No
Warranty Date Date 8 YY = System No
Custodian (optionally String 25 15 is max length if No

requires setup) validation is being
used.
Physical Location ID String 15 No
Asset Label String 19 No
Verified Date Date 8 YY = System No
PIN String 15 No
Currency ID (Req’d String 15 Functional Yes

only if registered for
Multicurrency)
Date Added Date 8 System Date Yes
(MMDDYY or
MMDDCCYY )
Year
(MMDDYY or
MMDDCCYY )
Year
(MMDDYY or
MMDDCCYY )
Year
(MMDDYY or
MMDDCCYY )
Year
(MMDDYY or MMDDCCYY )
Year
Currency
(MMDDYY or
MMDDCCYY )
Asset Book window fields
The following table displays the fields included in the Asset Book window, their field types, length, and additional
default entry information. If you don’t accept the default value for a field, you must supply a specific value for that
field. For more information, refer to Field values.
FIELD NAME FIELD TYPE LENGTH DEFAULT VALUES REQUIRED
Book ID String 15 Yes
Place in Service Date Date 8 Acquisition Date on Yes

GI
Original Life Years Numeric 2 From Book Class No
Original Life Days Numeric 3 From Book Class No
Depreciated To Date Date 8 Place In Service Date Yes

or YY
Cost Basis Numeric 12.5 Acquisition Cost on GI No
Salvage Value Numeric 12.5 No
Depreciation Method String 5 Refer to Field values No

Averaging String 5 Refer to Field values No

Convention for more information.
Switchover String 2 Refer to Field values No

Amortization Code String 1 See Field values for No

more information.
Amortization Numeric 12.5 From Book Class No

Amount/
YTD Depreciation Numeric 12.5 No
LTD Depreciation Numeric 12.5 No

Amount
Special Depreciation String 3 Refer to Field values No

Special Depreciation Numeric 3.2 No
Luxury Automobile String 3 See Field values for No

more information.
TEFRA Flag String 5 See Field values for No

more information.
ITC Amount Taken Numeric 12.5 No
ITC Amount Allowed Numeric 12.5 No
ITC Recapture Numeric 12.5 No
Original Cost Basis Numeric 12.5 From Book Cost Basis No
Field name Field type Length Default values Required
Section 179 Expense Numeric 12.5 No

Deduction
ITC Cost Reduction Numeric 12.5 No

Amount
Miscellaneous Cost Numeric 12.5 No

Adjustment
BOOK
(MMDDYY or
MMDDCCYY )
Or YY = System Year
(MMDDYY or
MMDDCCYY )
= System Year
Percentage
Amount
Allowance
Allowance Percentage
Indicator
Asset Lease window fields
The following table displays the fields included in the Asset Lease window, their field types, length, and additional
default entry information. If you don’t accept the default value for a field, you must supply a specific value for that
field. For more information, refer to Field values.

LEASE
Lease Company String 15 No
Lease Type String 1 See Field values for No

more information.
Lease Contract ID String 15 No
Lease Payment Numeric 12.5 No
Lease Interest Rate Numeric 3.2 No
Lease End Date Date (MMDDYY or 8 YY = System Year No

MMDDCCYY)
Asset Insurance window fields

The following table displays the fields included in the Asset Insurance window, their field types, length, and
additional default entry information. If you don’t accept the default value for a field, you must supply a specific
value for that field. For more information, refer to Field values.
FIELD NAME FIELD TYPE LENGTH DEFAULT REQUIRED

INS
Insurance Class String 15 From Asset Class Yes
Insurance Year Numeric 4 No
Insurance Value Numeric 12.5 No
Replacement Cost Numeric 12.5 No
Reproduction Cost Numeric 12.5 No
Depreciated Numeric 12.5 No

Reproduction Cost
Exclusion Amount Numeric 12.5 No
Exclusion Type String 15 No

FIELD NAME FIELD TYPE LENGTH DEFAULT REQUIRED
Asset User Data window fields

The following table displays the fields included in the Asset User Data window, their field types, length, and
additional default entry information. If you don’t accept the default value for a field, you must supply a specific
value for that field. For more information, refer to Field values.
FIELD NAME FIELD TYPE LENGTH DEFAULT VALUE REQUIRED

USER
User Field 1 String 6 No
User Field 11 Numeric 12.5 No
Field values
If you supply a value instead of accepting the default value for certain fields, you must supply a specific value for
that field. The following table displays the values you can choose from when importing field information. For
example, for the Asset Type field, to import the value Leased, import LSE. The window containing the field also is
displayed.
WINDOW NAME FIELD NAME VALUE ENTER
Asset General Information Asset Type New NEW

window
Used USED
Leased LES
Property Type Personal PERS
Personal, Listed PERSLIST
Real REAL
Real, Listed RLISTED
Real, Conservation RCONS
Real, Energy RENERGY
Real, Farms REALFARM
Real, Low Income REALLIH
Amortizable AMORT
Asset Lease window Lease Type Capital C
Operating O
Asset Book window Depreciation Straight-line Original SLO
Straight-line Remaining SLR
125% DB 125DB
150% DB 150DB
175% DB 175DB
200% DB 200DB
Sum of the Year’s Digits SOY
Remaining Life RL
Amortization AM
ACRS Personal AP
ACRS Real AR
ACRS Real MSL ARMSL
ACRS LIH ALIH
ACRS Foreign Real AF
None NONE
Declining Balance DB
Housing
Methods
Life
Life
Asset Book window Averaging Convention Half Year HY

(continued)
Modified Half Year MHY
Mid-Month (1st) MM1st
Mid-Month (15th) MM15
Mid-Quarter MQ
Next Month NM
Next Period NP
Full Month FM
Full Period FP
Next Year NY
Full Year FY
Full Year All Year FYALL
None NONE
Switchover No Switch NS
Switch to Straight-Line SL
Amortization Code Daily D
Weekly W
Monthly M
Quarterly Q
Yearly Y
Percentage P
Rate R
Luxury Automobile Indicator Luxury Automobile YES
Not a Luxury Automobile NO
TEFRA Flag None NONE
Full Credit Reduce Cost by FC50

50%
Full Credit Reduce Cost by FC100

100%
Reduce ITC% by 2 Points RE
Special Depreciation Mark Special Depr Allowance YES

Allowance
Unmark Special Depr NO

Allowance
Part 3: Asset records

This part of the documentation provides information about maintaining asset information. It also explains how to
use asset groups to make maintaining asset records easier.
Chapter 8, “Asset groups,” describes asset groups and explains how to build and use the groups. It also
explains how to add or remove assets from a group or delete a group.
Chapter 9, “Asset maintenance,” explains how to change information for an asset or a group of assets and
how to transfer asset information to a new general ledger account, property tax location, physical location,
or structure.
Chapter 10, “Asset transfer,” explains how to transfer an asset or a group of assets to a new general ledger
account, property tax location, physical location, structure, or master asset ID.
Chapter 11, “Asset retirement,” explains how to retire an asset, partially retire an asset, or retire a group of
assets.
Chapter 8: Asset groups
You can group assets by specific characteristics and then use those groups to change, transfer, retire, or depreciate
the assets in the groups. You also can use asset groups to project depreciation for the assets.
Searching for assets
Building an asset group
Viewing assets in groups
Importing data to create an asset group
Deleting an asset group
Removing assets from a group
Searching for assets
Use the Asset Group Search window to select criteria from specific asset fields when building an asset group.
Active assets that match the selection criteria will be included in the asset group. You can add additional assets to
the group by building the asset group again with up to five different selection criteria.
To add an asset to the group, all field information must match the selection criteria, and then you must build the
group using each set of criteria. The following examples explain the difference between the types of logic used to
select assets.
“And” logic To build an asset group that includes all assets with the same asset ID and the same class ID, enter the
following information in the Asset Group Search window. Assets with both the matching asset ID and the matching
class ID will be displayed in the Select Assets window.
FIELD SELECTION VALUE ACTION
1. Asset ID Equal Enter or select an Asset ID.
2. Class ID Equal Enter or select a Class ID.
3. Choose Search. The results

will be displayed in the Select
Assets window.
“Or” logic To build an asset group to include assets with either a specific asset ID or a specific class ID, enter the
following information in the Asset Group Search window. Assets with the matching class ID will be displayed with
the assets that have the matching asset ID.
1. Asset ID Equal Enter or select an Asset ID.

will be displayed in the Select
Assets window.
3. In the Select Assets window,

choose Search.
4. Class ID Equal Enter or select a Class ID.


of this search and the
previous search will be
displayed in the Select
Assets window.
Building an asset group

Use the Select Assets window to build a new asset group or rebuild an existing group. You can use asset groups to
easily maintain assets.
Asset groups are saved on a user-by-user basis. For example, if user A creates an asset group, user B will not see
that asset group anywhere in Fixed Asset Management.
To build an asset group:
1. Open the Select Assets window. (Financial >>Transactions >> Fixed Assets >> Select Assets)
2. To create and build a new group, choose New Group, enter a name to describe the asset group and choose OK.
If you’re building an existing group, skip to step 3.
3. Select the group to build from the Current Group list and choose Search. The Asset Group Search window will
open.
4. Select a field name and value, and then enter or select a specific field.
For example, to select assets that were placed in service before January 1, 2003, you would select Place in Service
Date in the Field Selection field, Less Than in the Value field, and then enter 01/01/03.
5. Choose Search. All assets matching the selected values will be added to the group.
6. Repeat steps 3 through 5 to add additional assets to the group.
7. Choose OK to close the Select Assets window.
Viewing assets in groups
Use the Select Assets window to view assets that are part of an asset group. You can sort assets and select assets to
view based on common characteristics or a range of information.
To view assets in groups:
2. Select a group in the Current Group list.
3. You can select to view all assets, assets that are in a selected group, or assets that aren’t in a selected group.
4. You can select a sorting option to view assets by a specific characteristic, such as a location or class.
5. To view a range of assets, use the From and To fields to enter the range.
6. You can choose Mark or Unmark to include all assets or exclude all assets in the selected group.
Importing data to create an asset group
Use the Select Assets window to import data to create an asset group. For example, you can import asset
information for new assets with the same physical location ID from a source such as a bar code reader. The import
file you use must be in either a comma- or tab-delimited format.
To import data to create an asset group:
2. Select an existing group or create a new group. To create a new group, refer to Building an asset group.
3. Choose Import Group to open the Import Group window.
4. Enter or locate the name of the file to import.
5. Choose a Save Option and choose how to import the data—by Asset ID or Asset Label.
6. Select a delimiter character.
7. Choose Continue and then choose OK to import the data and print the FA Asset Group Import report.
Deleting an asset group
Use the Select Assets window to delete an asset group. You also can remove an asset from the group. The assets in
the group will not be deleted—only the asset group will be deleted.
To delete an asset group:
2. Select a group.
3. To remove an asset from the group, unmark the asset.
4. To delete the group, choose Delete Group and then Yes.
Removing assets from a group
Use the Select Assets window to remove all the assets from a group without deleting the group. See Building an
asset group to rebuild the group.
To remove assets from a group:
2. Select a group.
3. Choose Clear Group and then Yes.
Chapter 9: Asset maintenance
You can change information for an asset or group of assets. Some fields are depreciation-sensitive, which means
that if you change the information in that field, depreciation needs to be recalculated.
Changing asset information
Recalculating depreciation
Changing information for a group of assets
Deleting an asset book record
Calculating mid -quarter depreciation
Changing asset information
Use the Asset General Information window to make changes to information in asset records and book records. You
also can use this window to open other windows and make changes in those windows. If you change the cost basis
of the asset, the Original Cost Basis field in the Asset Book ITC window will be adjusted by the amount of the
change.
To change asset information:
3. If the information to be changed is displayed in this window, enter the new field information and choose
Save.
To change information in other windows, refer to the following table for options:
GO TO BUTTON OPTION WINDOW THAT OPENS ADDITIONAL INFORMATION
Account Asset Account window Refer to Modifying an asset account

record for more information.
Book Asset Book window Refer to Creating an asset book record

Insurance Asset Insurance window Refer to Creating an asset insurance

Lease Asset Lease window Refer to Creating an asset lease record

User Data Asset User Data window Refer to Creating an asset user-defined
4. If you change the Class ID in the Asset General Information window, the Reset Asset Class ID window will be
displayed when you choose Save.
5. To update depreciation information in the books that the asset is associated with, mark the Propagate option,
select what type of update to perform, and choose OK.
When you save changes to the Class ID in the Asset General Information window, the accounts associated with the
new Class ID are also applied to the asset record. The changes are reflected in the Asset General Information and
the Asset Account windows for the affected asset, even if you make no changes in the Reset Asset Class ID window.
Recalculating depreciation
When you make changes to specific fields in an asset book record, depreciation is recalculated. The following fields
affect depreciation:
Amortization Code
Amortization Amount
Averaging Convention
Cost Basis
Depreciation Method
Depreciated To Date
Life to Date Depreciation
Luxury Automobile
Original Life
Place in Service Date
Salvage Value
Switchover
Year to Date Depreciation
Special Depr Allowance
There are three ways depreciation can be recalculated:
Reset Life Recalculates depreciation from the date it was placed in service through the date the asset already has
been depreciated. Depreciation adjustments will be made for each period, but the depreciation does not have to be
posted to General Ledger for each of these periods. You can use the Fixed Assets General Ledger Posting window
to select a range of periods from the financial detail file, then post the entire amount to the period of the
transaction date.
Reset Year Calculates a new yearly depreciation rate and uses the new rate to recalculate depreciation from the
beginning of the current fiscal year—defined in the Book Setup window —through the date the asset already has
been depreciated.
This depreciation does not have to be posted to General Ledger for each period. You can use the Fixed Assets
General Ledger Posting window to select a range of periods from the financial detail file, then post the entire
amount to the period of the transaction date.
Recalculate Calculates a new yearly depreciation rate as of the beginning of the current fiscal year defined in the
Book Setup window. However, calculations are not based on the new rate until the next time depreciation is taken
on the asset. The current year-to-date depreciation amount is not affected. The difference between the new yearly
rate and the current year-to-date depreciation amount will be allocated over the remaining time in the current fiscal
year.
If an asset is in the first year of life (the Place in Service Date and Depreciated To Date are in the same fiscal
year), and a depreciation-sensitive field other than Year-to-date Depreciation, Life-to-date Depreciation or
Depreciated-to Date changes, the new rates for depreciation will be recalculated.
If any of the following fields are changed—Year-to-date Depreciation, Life-todate Depreciation, or
Depreciated-to Date—depreciation will be recalculated, unless the Depreciated-to Date is the last day of the
year.
Changing information for a group of assets
Use the Fixed Assets Mass Change window to change information for a group of assets. You must use a separate
mass change process to change each type of asset record. For example, to change asset general information and
asset account information, you must complete two mass changes. If information for an asset doesn’t exist, the mass
change process will not create the information. You also must build a new asset group before each mass change
process. Asset groups are built based on the assets on file when the group is created. Refer to Building an asset
group for more information.
The Fixed Assets Mass Change window has four tabs. You can refer to the following information about the tabs
when changing asset information:
General If you change the Asset Class ID, only the class ID in the Asset General Information window will be
changed. To change book class information, such as depreciation characteristics, you also must make a mass
change for the asset group, using the Book tab.
Account You can select an account group. The accounts set up for that account group will appear as default entries
in the account fields in this window. You can mark the accounts to change.
Book You can change book class information. All of the fields are depreciation sensitive. When any depreciation-
sensitive fields change, you must indicate whether the changes should take effect from the date the asset is
currently depreciated (Recalc Remaining), as of the beginning of the current fiscal year (Reset Year) or as of the
Place in Service Date (Reset Life). Refer to Recalculating depreciation for more information.
If you changed the Asset Class ID using the General tab, you also must make a mass change for the asset group
using the Book tab to change book class information, such as depreciation characteristics.
User You can change any information for user-defined fields. You also can select default values to be used.
To change information for a group of assets:
1. Open the Fixed Assets Mass Change window. (Financial >> Transactions >> Fixed Assets >> Mass Change)
2. Select an asset group ID and choose a tab—General, Account, Book, User.
3. Mark the fields to be changed and enter or select the new values.
4. Choose Apply Changes to change the information.
5. To make additional changes to this asset group, repeat steps 2 through 4 for each mass change.
6. Choose OK to close the Mass Change window.
Deleting an asset book record
Use the Asset Book window to delete an asset book record. You also must make General Ledger entries to reverse
any cost or depreciation that has been posted for this asset. For more information, refer to the General Ledger
documentation.
To delete an asset book record:
3. Enter or select a book and choose Delete. The book and all the financial detail of the book will be deleted.
Calculating mid-quarter depreciation
If more than 40% of the total cost of assets purchased during the current year were purchased in the last quarter of
the year, you must use the mid-quarter averaging convention to calculate depreciation for US federal income tax
purposes for personal property placed in service that year. Print the Mid-Quarter Applicability report to determine
the total cost of assets purchased each quarter of any year.
Use the Mass Change window to calculate mid-quarter depreciation. You must create a group of assets purchased
in the current fiscal year before you can calculate mid-quarter depreciation. Refer to Building an asset group for
more information.
To calculate mid-quarter depreciation:
1. Open the Mass Change window. (Financial >> Transactions >> Fixed Assets >> Mass Change)
2. Choose the Book tab and select an asset group ID.
3. Enter or select the tax book in the Book ID field.
4. Mark the Averaging Convention option and select Mid-Quarter.
5. Select the Reset Life option.
6. Choose Apply Changes.
Chapter 10: Asset transfer
You can transfer an asset or a group of assets to a new general ledger account, property tax location, physical
location, structure, or master asset ID. You also can transfer an asset or a group of assets from one company, the
originating company, to a different company, the destination company.
When you transfer an asset or group of assets, depreciation will be calculated through the transfer date using the
current account numbers. Depreciation using the new account numbers will begin on the day after the transfer
date. If the transfer date is earlier than the date through which the asset has been depreciated, depreciation will be
backed out to the transfer date using the current account numbers.
Transferring asset record information
Partial transfer options
Partially transferring an asset
Transferring multiple assets
Intercompany asset transfer process
Transferring an intercompany asset record information
Transferring multiple intercompany assets
Transferring asset record information
Use the Transfer Maintenance window to transfer an asset to a new General Ledger account, property tax location,
physical location, structure, or master asset ID for an individual asset.
To transfer asset record information:
1. Open the Transfer Maintenance window. (Financial >> Transactions >> Fixed Assets >> Transfer)
2. Enter or select an asset ID. Only active assets—assets that are not retired—can be transferred.
3. Enter the transfer date. The transfer date must be in the current fiscal year.
4. Enter or select the new asset information. Choose the G/L Accounts expansion button to open the Expand
Transfer window and enter or select new account numbers. Do not delete account numbers that are not
changing.
5. Choose Transfer and verify the transfer results using the Transfer Inquiry, Asset Book Inquiry, or Financial
Detail Inquiry windows. The Transfer Report can also be printed. A separate audit record that you can print is
created each time an asset is transferred.
Partial transfer options
A partial transfer of an asset can be based on one of the following options:
Quantity The quantity to transfer. The transfer quantity will be divided by the quantity in the Asset General
Information record to determine a transfer percentage. The percentage will be applied to all amount fields in every
asset record—asset general information, asset purchase, asset book, asset book/ITC, asset lease, asset insurance,
and asset user data—associated with the asset you’re transferring. If the asset is being transferred to more than
one place, the total of all transfer quantity entries cannot exceed the quantity in the Asset General Information
window.
Cost The cost to transfer. The transfer cost must be equal to or less than the cost on any book for the asset being
transferred. The transfer cost will reduce the cost of the corporate book record. A transfer percentage will be
calculated by dividing the transfer cost by the cost basis in the corporate book. This percentage will be applied to all
amount fields in every asset record—asset general information, asset purchase, asset book, asset book/ITC, asset
lease, asset insurance, and asset user data—associated with this asset. You can base a partial asset transfer on cost
only if a corporate book exists for the asset being transferred. Also, the total of all transfer cost entries cannot
exceed the cost basis on the book record for any book for the asset being transferred.
Percent The percentage to transfer. The percentage will be applied to all amount and quantity fields related to the
asset. The total of all transfer percentage entries cannot exceed 100%.
If you enter a combination of transfer quantity and transfer percentage, the transfer percentage will be applied to
each dollar field associated with the asset being transferred. If you enter a transfer quantity and a transfer
percentage and the transfer percentage is not the same percentage that is calculated by dividing quantity in the
Asset General Information record by the transfer quantity, the percentage you entered will be changed.
If you enter a combination of transfer quantity and transfer cost, the transfer quantity will reduce the quantity in the
Asset General Information window and the transfer cost will be divided by the cost basis on the corporate book.
Each line related to the partial transfer must have the same combination of field entries. For example, if only
transfer percentage is entered on one line of the partial transfer, then only transfer percentage can be entered on
subsequent lines.
Partially transferring an asset
Use the Transfer Maintenance window to partially transfer an asset. You can partially transfer an asset based on
quantity, cost, or a percentage. After you partially transfer an asset, a new asset is created with the same asset ID as
the original asset and an incremental suffix. To partially transfer an intercompany asset, see Transferring an
intercompany asset record information.
Each line related to the partial transfer must have the same combination of field entries. For example, if only
transfer percentage is entered on one line of the partial transfer, then only transfer percentage can be entered on
subsequent lines.
To partially transfer an asset:
1. Open the Transfer Maintenance window. (Financial >> Transactions >> Fixed Assets >> Transfer)
3. Enter the transfer date. The transfer date must be in or before the current fiscal year.
4. Enter the partial transfer information. For more information, refer to Partial transfer options.
5. You can enter or select new asset information, if necessary.
6. Choose Transfer and verify the transfer results in the Transfer Inquiry, Asset Book Inquiry, or Financial Detail
Inquiry windows.
Transferring multiple assets
Use the Fixed Assets Mass Transfer window to transfer a group of assets to a different property tax location,
physical location ID, structure ID, master asset ID, or change General Ledger account numbers. Before you can
transfer a group of assets, you must first define an asset group in the Select Assets window. Refer to Building an
asset group for more information.
Be sure to build a new asset group before each mass transfer. If you transfer multiple assets for an existing asset
group, it’s possible that not all assets that you intend to transfer will be transferred.
To transfer multiple assets:
1. Open the Fixed Assets Mass Transfer window. (Financial >> Transactions >> Fixed Assets >> Mass Transfer)
2. Select an asset group ID.

4. Enter or select the new asset information.
5. You can enter or select an account group ID to view the existing account numbers and enter or select new
account numbers for the assets. The account numbers displayed when you choose Transfer will be used to
update each asset being transferred.
6. Choose Transfer.
7. Close the Mass Transfer window.
Intercompany asset transfer process
During the intercompany transfer process, asset information is created in the destination company’s Asset General
Information window. Asset information from the originating company’s Asset Insurance window, Asset Lease
window, and Asset User Data window is not transferred to the destination company.
ASSET GENERAL INFORMATION WINDOW
Field Value
Asset ID The Mark to create a new asset ID for destination

company option is marked.
Description The description entered in the originating company's Asset

Asset General Information window
Field Value
Extended Description The extended description entered in the originating company's

Asset General Information window.
Short Name The short name entered in the originating company's Asset
Master Asset ID The master asset ID entered in the Fixed Assets Intercompany
Transfer window.
Status Active
Class ID The class ID entered in the Fixed Assets Intercompany Transfer

window.
Type The type selected in the originating company's Asset General

Information window.
Property Type The property type selected in the originating company's Asset
Acquisition Date Transfer type is Like-Kind Exchange, Taxable Exchange,

Sale, or Other.
Acquisition Cost and the acquisition costs in the Asset The cost is determined by the currency ID and the transfer
Purchase window type.
Physical Location ID The physical location ID entered in the Fixed Assets

Intercompany Transfer window.
Asset Label The asset label entered in the originating company's Asset
Structure ID The structure ID entered in the Fixed Assets Intercompany

Transfer window.
ASSET GENERAL INFORMATION WINDOW
Manufacturer Name The manufacturer name entered in the originating company's

Asset General Information window.
Location ID The location ID entered in the Fixed Assets Intercompany

Transfer window.
Quantity Partial Transfer option unmarked.
Date Added The Microsoft Dynamics GP system date for the user.
The next asset ID from the destination company's Fixed Assets Company Setup window is used to generate the
new asset ID.
The Mark to create a new asset ID for destination company option is unmarked.
If the asset ID in the originating company does not exist in the destination company, the existing asset ID for the
asset in the originating company is used for the asset general record.
The acquisition date is the transfer date in the Fixed Assets Intercompany Transfer window.
Transfer type is Reset.
The acquisition date is the acquisition date for the asset in the originating company.
Transfer type is Like-Kind Exchange, Taxable Exchange, Sale, or Other.
The acquisition cost is the asset's net book value for the company's corporate book as of the date entered as the
transfer date.
Transfer type is Reset.
The acquisition cost is the acquisition cost for the asset in the originating company.
The quantity is set to the quantity for the asset in the originating company.
Partial Transfer option marked and Quantity selected.
The quantity is set to the quantity entered in the Fixed Assets Intercompany Transfer window.
Partial Transfer option marked and Cost selected.
The quantity is set to the quantity for the asset in the originating company multiplied by percentage entered in the
Percent field in the Fixed Assets Intercompany Transfer window.
Book information
If the class ID assigned in the Fixed Assets Intercompany Transfer window has the Auto Add Book Info option
marked in the Book Class Setup window, book information is automatically created for the asset in the destination
company for each book.
Asset Account window
The accounts set up in the destination company for the Account Group ID assigned to the asset in the Fixed Assets
Intercompany Transfer window are saved for the asset in the Asset Account window of the destination company.
The Account Group ID itself is not saved with the asset information. It is used only for setting up and saving the
accounts for the asset, and is then cleared.
Retirement process
During the transfer process, the group of assets is automatically retired in the originating company. Retiring an
intercompany asset or asset group is the same as retiring a group of assets in the Fixed Asset Mass Retirement
window or retiring an asset in the Retirement Maintenance window with the following exceptions.
If the transfer type doesn't match a retirement type, the retirement type is Other for the asset or a group of assets.
The transfer type determines the retirement date when an asset or a group of assets. Review the following table.
TRANSFER TYPE RETIREMENT DATE
Like-Kind Exchange Transfer date in the Fixed Asset Intercompany window
Taxable Exchange Transfer date in the Fixed Asset Intercompany window
Sale Transfer date in the Fixed Asset Intercompany window
Other Transfer date in the Fixed Asset Intercompany window
Reset Placed in Service date for each asset on the corporate book
record
For more information about retiring assets, see Chapter 11, “Asset retirement.”
Transferring an intercompany asset record information
Use the Fixed Assets Intercompany Transfer window to transfer an asset from the originating company to another
company (the destination company). During the transfer process, the asset is automatically retired in the
originating company. If you are using more than one instance of Microsoft Dynamics GP, you can only transfer
assets within the same instance of Microsoft Dynamics GP.
To transfer an intercompany asset record information:
1. Open the Fixed Assets Intercompany Transfer window. (Financial >> Transactions >> Fixed Assets >>
Intercompany Transfer)
2. Enter or select a company ID that the asset is being transferred to.
3. Select Asset to transfer an individual asset.
5. Select a transfer type.
7. Mark Create new asset ID for destination company record if you have the Auto Generate Next Asset ID
option marked in the Fixed Assets Company Setup window.
By automatically generating the next asset ID when you are transferring an asset to a destination company, you can
avoid duplication issues with the existing asset IDs in the destination company. The next asset ID from the
destination company's Fixed Assets Company Setup window is used to generate the new asset ID.
If the option is unmarked, the existing asset ID for the asset in the originating company is used for the asset
general record in the destination company.
8. Mark Partial Transfer if you want to partially transfer an asset. You can partially transfer an asset based on
quantity, cost, or a percentage. For more information, refer to Partial transfer options.
When you partially transfer an asset, you are also partially retiring an asset. For more information, refer to Partial
retirement options.
9. Enter or select the asset setup information for the destination company.
10. Enter or select a currency ID if the currency is different from the functional currency ID.
11. Enter or select the retirement information for asset in the originating company if the transfer type is Like-
Kind Exchange, Taxable Exchange, Sale, or Other. When an asset record is retired, you must enter the
proceeds and expenses related to the retirement of that asset.
Cash proceeds The monetary amount received for an asset when it was sold.
Non-cash proceeds The monetary value of anything not in the form of cash that you received for an asset, such
as a similar asset you received in exchange.
Expenses of sale The amount it cost you to sell an asset.
12. Choose Transfer. The Fixed Assets Intercompany Transfer Report is printed.
Refer to Intercompany asset transfer process for more information.
Transferring multiple intercompany assets
Use the Fixed Assets Intercompany Transfer window to transfer a group of assets to a different company (the
destination company). During the transfer process, the group of assets is automatically retired in the originating
company. If you are using more than one instance of Microsoft Dynamics GP, you can only transfer assets within
the same instance of Microsoft Dynamics GP.
To transfer multiple intercompany assets:
1. Open the Fixed Assets Intercompany Transfer window. (Financial >> Transactions >> Fixed Assets >>
Intercompany Transfer)
2. Enter or select a company ID that the asset group is being transferred to.
3. Select Asset Group to transfer a group of assets.
5. Select a transfer type.
7. Mark Create new asset ID for destination company record if you have the Auto Generate Next Asset ID
option marked in the Fixed Assets Company Setup window.
By automatically generating the next asset ID when you are transferring an a group of assets to a destination
company, you can avoid duplication issues with the existing asset IDs in the destination company. The next asset ID
from the destination company's Fixed Assets Company Setup window is used to generate the new asset IDs.
If the option is unmarked, the existing asset ID for each asset in the originating company is used for the asset
general record in the destination company.
8. Enter or select the asset setup information for the destination company.
10. Enter the cash proceeds, non-cash proceeds, and expenses of sale if the transfer type is Like-Kind Exchange,
Taxable Exchange, Sale, or Other. These amounts will be used when retiring each asset in the asset group.
Cash proceeds The monetary amount received for an asset when it was sold.
Non-cash proceeds The monetary value of anything not in the form of cash that you received for an asset, such
as a similar asset you received in exchange.
11. Choose a spread option, or accept the default option if the transfer type is LikeKind Exchange, Taxable
Exchange, Sale, or Other. Refer to Using retirement spread options for more information.
12. Choose Transfer. The Fixed Assets Intercompany Transfer Report is printed. Refer to Intercompany asset
transfer process for more information.
Chapter 11: Asset retirement
You can retire an asset, partially retire an asset, or retire a group of assets. The retirement date you enter will be
used to calculate the prorated amount of depreciation allowed for each book for each asset based on the averaging
convention. Depreciation can be calculated forward or backward from the depreciated-to date to the prorated
retirement date based on the rules for the averaging convention being used.
If you’re using Multicurrency Management and you select a currency ID different than the functional currency
defined for this company, the functional currency will be used to calculate the cash proceeds, non-cash proceeds,
and expenses of sale, based on the exchange rate.
Retirement proceeds and expenses
Recording the sale or disposal of an asset
Partial retirement options
Partially retiring an asset
Reversing a retired asset record
Using retirement spread options
Recording the sale or retirement of a group of assets
Retirement proceeds and expenses
When you retire an asset record using the Retirement Maintenance window, you must enter the proceeds and
expenses related to the retirement of that asset. You can enter information in each of the following options:
Cash proceeds The dollar amount received for an asset when it was sold.
Non-cash proceeds The dollar value of anything not in the form of cash that you received for an asset, such as a
similar asset you received in exchange.
After you retire an asset record, choose the Prorated Retire Date expansion button in the Asset Book Inquiry
window to view the gain/loss calculations. The following gain/loss values will be calculated using the proceeds and
expense information, net book value, and retirement type for the asset:
GAIN/LOSS METHOD RETIREMENT
Type
Calculation
CASH PROCEEDS + NON-CASH

REALIZED GAIN/LOSS PROCEEDS -
Positive and less than or Like Kind Exchange Recognized Gain/Loss will
equal to Cash Proceeds contain the amount
calculated for Realized
Gain/Loss
Positive and greater than Like Kind Exchange Recognized Gain/Loss will
contain the amount in Cash
Proceeds and Non-
CASH PROCEEDS + NON-CASH
REALIZED GAIN/LOSS PROCEEDS -
Realized Gain/Loss is Like Kind Exchange Non-Recognized Gain/Loss

negative will contain the amount
Gain/Loss
Gain/Loss Method Retirement Calculation
Realized Gain/Loss is positive Involuntary Non-Recognized Gain/Loss

will contain the amount
Gain/Loss if books other
than the corporate books
Calculation used in all other Recognized Gain/Loss will

cases, and when the above contain the amount
conditions are not met. calculated in Realized
Gain/Loss
Expenses of Sale - Net Book Value

Cash Proceeds
Recognized Gain/Loss is equal to Realized
Gain/Loss - Cash Proceeds
Type
Conversion
Recording the sale or disposal of an asset
Use the Retirement Maintenance window to record the sale or disposal of an individual asset. The averaging
convention for the asset will be used to determine how much depreciation is allowed in the year of retirement. Gain
and loss are calculated for each book record, using the proceeds, expenses of sale, and retirement type entered in
the Retirement Maintenance window, and the net book value displayed in the Asset Book window.
To record the sale or disposal of an asset:
1. Open the Retirement Maintenance window. (Financial >> Transactions >> Fixed Assets >> Retire)
2. Enter or select an asset ID and suffix. Only active assets can be retired.
3. Enter a retirement date and select a retirement type to classify the disposal. The retirement type determines
the classification of the gain and loss calculation as recognized or non-recognized.
4. You can enter or select a retirement code to further describe the retirement.
5. Enter the proceeds and expenses of sale, if any, related to the retirement of the asset.
6. Choose Retire. You can view the results using the Retirement Inquiry, Asset Book Inquiry, or Financial Detail
Inquiry windows.
Partial retirement options
A partial retirement of an asset can be based on one of the following options:
Quantity The quantity to retire. A retirement percentage will be calculated by dividing the retirement quantity by
the quantity on the Asset General Information record and then rounding. This percentage will be applied to all
dollar fields in every asset record—asset general information, asset purchase, asset book, asset book ITC, asset
lease, asset insurance, and asset user data—associated with the asset you’re retiring. If the asset is being retired in
more than one piece, the total of all retirement quantity entries cannot exceed the quantity in the Asset General
Information window.
Cost The retirement cost. The cost will be used to reduce the cost on the corporate book record and must be less
than the cost on the corporate book record for the asset being retired. For each book record other than the
corporate book, a retirement percentage will be calculated by dividing the retirement cost by the cost basis on the
corporate book. This percentage will be applied to all dollar fields in every asset record—asset general information,
asset purchase, asset book, asset book ITC, asset lease, asset insurance, and asset user data—associated with this
asset. You can base a partial asset retirement on cost only if a corporate book exists for the asset being retired. In
addition, the total of all retirement cost entries cannot exceed the cost basis on the any book for the asset being
retired.
Percent The retirement percentage to be applied to all dollar fields related to this asset. Each line related to the
partial retirement must have the same combination of field entries. For example, if only retirement percentage is
entered on the first line of a partial retirement, then only retirement percentage can be entered on subsequent
lines. The total of all retirement percentage entries cannot exceed 100%.
If you enter a combination of retirement quantity and retirement percentage, the retirement percentage will be
applied to each dollar field associated with the asset being retired. If you enter a retirement quantity and a
retirement percentage, and the percentage is not the same percentage that is calculated by dividing the quantity in
the asset general information record by the retired quantity, the percentage you entered will be changed.
If you enter a combination of retirement quantity and a retirement cost, the retirement quantity will reduce the
quantity in the Asset General Information window and the retirement cost will be divided by the cost basis on the
corporate book.
Partially retiring an asset
Use the Retirement Maintenance window to partially retire an asset. You can base a partial retirement on quantity,
cost, or a percentage of the asset. After you partially retire an asset, a new asset record is created using the same
asset ID of the asset retired and an incremental suffix.
Each line related to the partial retirement must have the same combination of field entries. For example, if only
retirement percentage is entered on one line of the partial retirement, only retirement percentages can be entered
on subsequent lines.
To partially retire an asset:
1. Open the Retirement Maintenance window. (Financial >> Transactions >> Fixed Assets >> Retire)
2. Enter or select an asset ID and suffix. Only active assets can be retired.
3. Enter a retirement date and select a retirement type to classify the disposal. The retirement type determines
the classification of the gain and loss calculation as recognized or non-recognized.
4. You can enter or select a retirement code to further describe the retirement.
5. Enter partial retirement information. Enter the proceeds and expenses of sale, if any, related to the
retirement of the asset.
6. Choose Retire. You can view the results using the Retirement Inquiry, Asset Book Inquiry, or Financial Detail
Inquiry windows.
Reversing a retired asset record
Use the Retirement Undo window to reverse a retired asset record. You can reactivate a retired asset record if an
incorrect asset was retired or if incorrect proceeds were entered. To reverse a partially retired asset, the original
asset must still be active. If the asset isn’t active, you must reactivate it.
Reactivating the asset puts the asset back to its original state before it was retired. Any financial detail records that
were created as a result of the retirement will be reversed.
To reverse a retired asset record:
1. Open the Retirement Undo window. (Financial >> Transactions >> Fixed Assets >> Retire Undo)
2. Enter or select an asset ID and suffix. Only asset records that were retired during the current fiscal year can
be reactivated.
3. Choose Undo to reactivate the asset record.
Using retirement spread options
When you retire multiple asset records using the Fixed Assets Mass Retirement window or the Fixed Assets
Intercompany Transfer window, you must select a spread option to account for cash proceeds, non-cash proceeds,
and expenses of sale. A spread accounts for the allocation of proceeds and expenses of sale for selected assets
when retiring those assets. You can choose from the following four spread options:
Use this amount for each asset The amount entered in the Cash Proceeds, Non-Cash Proceeds, and Expenses of
Sale fields will be used when retiring each asset.
Average evenly over each asset The amount entered in the Cash Proceeds, Non-Cash Proceeds, and Expenses
of Sale fields will be divided by the number of assets in the asset group being mass-retired. This amount will be
used to retire each asset. If the amounts don’t divide evenly, any remainder will be applied to the last asset in the
asset group when it’s retired.
As a percentage of corporate cost The sum of the corporate cost for all assets in the asset group being mass-
retired will be calculated. The cost basis of each asset in the group will be divided by this total to determine its
percentage of the total net book value. Each percentage or each asset will be separately multiplied by the total
amount in the Cash Proceeds, Non-Cash Proceeds, and Expenses fields to determine the amount of each that
applies to this asset.
Suppose you enter the following values:
Cash Proceeds = $3,000
Non-Cash proceeds = $1,500
Expenses of Sale = $500
In the asset group there are three assets:
Asset 1 corporate cost basis = $5,000 • Asset 2 corporate cost basis = $1,000
Asset 3 corporate cost basis = $4,000
The total cost basis equals $10,000, and the allocation for asset 1 is 50% ($5,000 ÷ $10,000 = 50%). Therefore, the
following amounts will be allocated for asset 1:
Cash proceeds: $3000 x 50% = $1,500
Non-cash proceeds: $1,500 x 50% = $750
Expenses of sale: $500 x 50% = $250
As a percentage of corporate net book value The sum of the corporate net book value for all assets in the asset
group being mass-retired will be calculated. The net book value of each asset in the group will be divided by this
total to determine its percentage of the total net book value. Each percentage of each asset will be separately
multiplied by the total amount in the Cash Proceeds, Non-Cash Proceeds, and Expenses fields to determine the
amount of each that applies to this asset.
Suppose you enter the following values:
Cash Proceeds = $2,000
Non-Cash proceeds = $2,000
Expenses of Sale = $3,000
In this asset group there are three assets:
Asset 1 corporate net book value = $1,000
Asset 2 corporate net book value = $4,000
Asset 3 corporate net book value =$5,000
The total net book value equals $10,000, and asset 1’s allocation is 10% ($1,000 ÷ $10,000 = 10%). Therefore, the
following amounts will be allocated for asset 1:
Cash proceeds: $2,000 x 10% = $200
Non-cash proceeds: $2,000 x 10% = $200
Expenses of sale: $3,000 x 10% = $300
Recording the sale or retirement of a group of assets
Use the Fixed Assets Mass Retirement window to record the sale or disposal of a group of assets. You must build a
new asset group for each mass retirement to ensure that all existing assets that meet the criteria selected are
included in the retirement. For more information, refer to Building an asset group.
To record the sale or retirement of a group of assets:
1. Open the Fixed Assets Mass Retirement window. (Financial >> Transactions >> Fixed Assets >> Mass Retire)

3. Enter a retirement date and select a retirement type.
4. You can enter or select a retirement code to describe why the assets are being retired.
6. Enter the cash proceeds, non-cash proceeds, and expenses of sale. These amounts will be used when retiring
each asset in the asset group.
7. Choose a spread option, or accept the default option. Refer to Using retirement spread options for more
information.
8. Choose Retire.
9. Close the Fixed Assets Mass Retirement window.
Chapter 12: Asset depreciation
Depreciation is the allocation of the cost of an asset over a period of time for accounting and tax purposes. You can
calculate depreciation or a projected depreciation amount for an individual asset, for a group of assets, or for all
assets.
For more information about various methods of depreciation and a description of them, refer to Depreciation
methods and calculations.
US tax luxury automobile limits are provided, as well as tables for ACRS (Accelerated Cost Recovery System)
personal property, ACRS real estate based on the 175% declining balance method, ACRS real estate using
modified straight-line, ACRS low income housing, and ACRS foreign real property. For MACRS (Modified
Accelerated Cost Recovery System) depreciation, Microsoft Dynamics GP uses formulas to calculate the
depreciation. Use Publication 946 from the Internal Revenue Service to select the correct asset life, cost basis,
depreciation method, and averaging convention to calculate the depreciation deduction for the asset class.
Back up your Fixed Asset Management data before beginning any depreciation process.
Depreciating one asset
Depreciating assets in one or more books
Recalculating depreciation for an asset
Reversing depreciation for an asset
Reversing depreciation for a group of assets
Projecting depreciation for one asset
Projecting depreciation for assets in one or more books
Depreciating one asset
Use the Depreciate Asset window to depreciate an asset in a book. You also can recalculate depreciation, if
necessary. The depreciation target date must be within a fiscal year that is set up in the Fiscal Periods Setup
window and must be in the current fiscal year defined in the Book Setup window.
Depreciation is calculated for each asset for each period included in the depreciation process. In General Ledger,
the depreciation expense account is debited and the depreciation reserve account is credited.
To depreciate one asset:
1. Open the Depreciate Asset window. (Financial >> Routines >> Fixed Assets >> Depreciate One Asset)
2. Enter or select the asset ID and suffix of the asset to be depreciated.
3. Enter the depreciation target date.
4. Select a book and choose Depreciate.
Depreciating assets in one or more books
Use the Depreciation Process Information window to depreciate asset groups in specific books or all assets set up
in Fixed Asset Management. For more information about asset groups, refer to Building an asset group.
The target date fiscal year must be set up in the Fixed Assets Fiscal Periods file and can’t be later than the Current
Fiscal Year entered in the Book Setup window for every book selected to be depreciated.
Depreciation is calculated for each asset for each period included in the depreciation process. In General Ledger,
the depreciation expense account is debited and the depreciation reserve account is credited.
To depreciate assets in one or more books:
1. Open the Depreciation Process Information window. (Financial >> Routines >> Fixed Assets >> Depreciate)
2. To depreciate an asset group, unmark Depreciate all assets and select an asset group ID. To depreciate all
active assets—assets that are not fully depreciated— in the selected books, mark Depreciate all assets.
3. Enter the depreciation target date. All active assets in this company that haven’t already been depreciated to
the depreciation target date will be depreciated through this date.
4. Select the books to be depreciated and choose Depreciate.
Recalculating depreciation for an asset
Use the Depreciate Asset window to recalculate depreciation for an asset when you don’t need to change a
depreciation-sensitive field in the Asset Book window for an asset.
To recalculate depreciation for an asset:
3. Enter the depreciation target date. Do not enter a date to recalculate depreciation as of the first day of the
current fiscal year (Reset Year) or as of the date the asset was placed in service (Reset Life).
5. Choose Reset Year to recalculate depreciation as of the first day of the Current Fiscal Year defined on the
Book Setup.
Choose Reset Life to recalculate depreciation as of the Place in Service Date of the asset.
Both Reset Year and Reset Life will recalculate depreciation forward to the date through which the asset was
previously depreciated. You can not enter a depreciation target date when either of these two options is selected.
Reversing depreciation for an asset
You can reverse depreciation for an asset by entering a target date that is before the date through which the asset
book has been depreciated. The target date cannot be before the first day of the current fiscal year defined in the
Book Setup window for the book being depreciated.
Use the Depreciate Asset window to reverse depreciation for an asset.
To reverse depreciation for an asset:
2. Enter the asset ID and suffix of the asset to reverse depreciation for.
3. Enter the depreciation target date. This date must be before the date through which the asset book has been
depreciated.
Reversing depreciation for a group of assets
Use the Depreciation Process Information window to reverse depreciation for a group of assets. You can reverse
depreciation for a group of assets by entering a target date that is before the date through which the asset book
has been depreciated. The target date cannot be before the first day of the current fiscal year defined in the Book
Setup window for the book being depreciated.
To reverse depreciation for a group of assets:
1. Open the Depreciation Process Information window. (Financial >> Routines >> Fixed Assets >>
Depreciate)
2. To depreciate all active assets—assets that are not fully depreciated—in the selected books, mark Depreciate
all assets.
3. Mark Reverse future depreciation.
4. Enter the depreciation target date.
The Reverse future depreciation option is not marked If the Depreciated To Date of an asset book record is
less than the Depreciation Target Date, then the asset book record is depreciated through the Depreciation Target
Date.
If the Depreciated To Date is greater than or equal to the Depreciation Target Date, then asset is not depreciated.
The Reverse future depreciation option is marked If the Depreciated To Date is less than the Depreciation
Target Date, the depreciation for the asset book record is backed out (reversed) to the Depreciation Target Date.
The Depreciated To Date for the asset book record is set to the Depreciation Target Date.
If the Depreciated To Date is greater than the Depreciation Target Date, the asset book record is depreciated
forward through the Depreciation Target Date, and the If the Depreciated To Date is equal to the Depreciation
Target Date, then asset is not depreciated.
5. Select the books to be depreciated and choose Depreciate.
Projecting depreciation for one asset
You can calculate a projected depreciation amount without updating the asset book or the financial detail tables.
The calculations for depreciation projections are identical to those for an actual depreciation; however, book and
financial detail information is not updated. A separate depreciation amount is projected for each fiscal period
projected. Because projected depreciation amounts are saved by user ID, each user can project depreciation
without affecting another user’s depreciation projections.
Use the Depreciate Asset window to project depreciation for one asset in a book. When the projection process is
finished, you can print projection reports or view projection information in an inquiry window.
To project depreciation for one asset:
3. Enter the date to project depreciation through in the Depreciation Projection Target date field.
4. Select a book and mark the Projection Only option.
5. Choose Depreciate and close the window.
6. View the information in the Projection Inquiry window. For more information, refer to Viewing projected
depreciation information.
Projecting depreciation for assets in one or more books
Use the Depreciation Projection window to project depreciation for assets in one or more books. We recommend
that you project depreciation several years forward for all books. You can print projection reports for specific years
or periods.
To project depreciation for assets in one or more books:
1. Open the Depreciation Projection window. (Microsoft Dynamics GP menu Routines >> Fixed Assets >>
Projection)
2. To project depreciation for an asset group, unmark Project all assets and select an asset group ID. Otherwise,
leave Project all assets marked to project depreciation for all assets.
For more information, refer to Building an asset group.
3. Enter the date to project depreciation through in the Depreciation Projection Target date field.
4. Select a book and choose Insert to move the book to the Selected Books list.
5. Choose Projection and close the window.
6. You can print projection reports or view the information in the Projection Inquiry window. For more
information, refer to Viewing projected depreciation information.
Part 4: Routines
This part of the documentation provides information about procedures you can use to calculate depreciation of
your assets. It also includes information about year-end processes you can use and how you can integrate Fixed
Asset Management with General Ledger.
Chapter 12, “Asset depreciation,” explains how you can use various depreciation methods to calculate
depreciation for an individual asset, for a group of assets, or for all the assets in one or more books. You also
can project depreciation amounts without changing asset information.
Chapter 13, “Year-end processes,” describes the various routines you can use at the end of a fiscal year to
close books and summarize and clear data.
Chapter 14, “General Ledger integration,” explains how to use a routine to integrate Fixed Asset
Management data with General Ledger.
Chapter 15, “Physical inventory,” explains how to reconcile the actual physical location for an asset to the
physical location ID entered for the asset. It also explains how to identify missing or misplaced assets by
using the physical inventory reconciliation process.
Chapter 13: Year-end processes
You can close a Fixed Asset Management fiscal year to update depreciation amounts, summarize financial data, and
remove inactive asset record information.
Once you’ve closed the fiscal year, you cannot print reports for the prior year. You should print reports that include
year-to-date depreciation for your assets before closing the fiscal year. You also can maintain Fixed Asset data
tables by summarizing historical detail information, and deleting inactive asset records when it is no longer
necessary to store the information.
Before you can close the fiscal year, you must complete the following tasks:
Enter all activity for the current fiscal year, including asset additions, changes, transfers, and retirements.
Process asset depreciation for the final period, through the last day, of the current fiscal year.
Post transactions to General Ledger.
Post the General Ledger batch.
Process year-to-date depreciation and print activity reports.
Make a backup of your data.
To close the fiscal year, you must close the asset books and verify data after the books are closed.
You also can summarize financial detail data and delete inactive asset records.
If the fiscal periods for the new year in the Microsoft Dynamics GP fiscal calendar have been changed since the
Fixed Asset Management calendar was last built, you should rebuild the Fixed Asset Management fiscal calendar
for future years. You should do this only after you run the year-end process.
Closing the asset books
Summarizing financial data
Deleting inactive asset information
Closing the asset books
At the end of each fiscal year, you can update depreciation amounts. The year-end routine increases the current
fiscal year by one year for each book that is being closed and changes the Year-to-Date Depreciation Amount and
YTD Maintenance Amount fields to zero. Also, the values in specific fields are copied to other fields. The following
fields are changed when you close your asset books:
WINDOW FIELD INFORMATION IS COPIED FROM FIELD INFORMATION IS COPIED TO
Asset Book Cost Basis Begin Cost
Asset Book Life-to-Date Depreciation Amount Begin Reserve
Asset General Information Quantity Begin Quantity
Asset Book Salvage Begin Salvage
Back up your data before closing asset books.

Before you begin, be sure that no other users are running any other processes in Fixed Assets, such as depreciation.
Users can use other modules in Microsoft Dynamics GP while you are closing the asset books.
Use the Asset Year End window to process the year-end routine.
To close the asset books:
1. Open the Asset Year End window. (Financial >> Routines >> Fixed Assets >> Year End)
2. Select each book to be closed and choose Insert.
3. Choose Continue.
4. Choose Continue again and close the window.
Summarizing financial data
You can summarize financial data by asset record, book record, transaction account type, and specific periods at any
time during the year. Summarizing asset data frees up hard disk space and is typically done at the end of the fiscal
year. Once records have been summarized, you can no longer view detailed information. Use the Asset Financial
Detail Summarize window to summarize financial data.
To summarize financial data:
1. Open the Asset Financial Detail Summarize window. (Financial >> Routines >> Fixed Assets >> Summarize
Financial)
2. Enter the beginning and ending period ranges of records to be summarized.

3. Choose OK and close the window. The Financial Detail Summary report will be printed.
Deleting inactive asset information
You can delete information for inactive—deleted, retired, or partially open—assets. Deleting asset data frees up
hard disk space and is typically done at the end of the fiscal year. You should only delete data from a prior year. Use
the Asset Purge window to delete asset information.
To delete inactive asset information:
1. Open the Asset Purge window. (Financial >> Routines >> Fixed Assets >> Purge)
2. Enter the Purge Prior to Date. All information for inactive asset records with a retirement date or a delete
date before this date will be deleted.
3. Mark the asset statuses to delete asset records with those statuses.
4. Choose Purge and then Continue. The FA Purge report will be printed.
Chapter 14: General Ledger integration
You can use a routine to integrate Fixed Asset Management data with General Ledger. The Fixed Assets GL Posting
routine creates a batch of transactions—which includes one or more General Ledger journal entries, depending on
how posting is set up in the Fixed Assets Company Setup window —that you can post to General Ledger. The batch
number will have the prefix FATRX, followed by a sequential number.
If you are not posting in detail, the General Ledger journal entry is in summary format by General Ledger account
numbers. All the asset records for transactions are in the same journal entry. If you are posting in detail, a General
Ledger journal entry created for each Fixed Assets Management transaction in the batch. You can select the data to
post in the Fixed Assets General Ledger Posting window.
Use the Fixed Assets to General Ledger Reconciliation report to reconcile Fixed Asset Management periodic
activity to General Ledger. You can mark the Only Not Posted option in the Activity Report Options window for this
report to view the Fixed Asset amounts that will be posted to General Ledger.
Migrating from another fixed assets system
Updating General Ledger with Fixed Asset Management transactions
Asset records—Require Asset Account option
Rebuilding integrated batches
Migrating from another fixed assets system
After converting from another system—but before completely implementing Fixed Asset Management—we
recommend that you mark the transactions already in General Ledger as posted. Use the Fixed Assets General
Ledger Posting window to mark the transactions as posted.
To migrate from another fixed assets system:
1. Open the Fixed Assets General Ledger Posting window. (Financial >> Routines >> Fixed Assets >> GL Posting)
2. Accept or enter a batch ID.
3. Enter the posting date. This date will be displayed as the transaction date in the General Ledger journal
voucher and will be used by General Ledger to determine the fiscal period these entries will be posted to.
4. You can enter a reference to be displayed in the General Ledger Batch Transmittal and Transaction Entry
windows.
5. Select the type of range you want to include, and then enter restrictions for the range. You can insert a range
of each type into the Restrictions list.
If you selected Period as a type of range, we recommend that you enter zeros in the From field. Then, enter the
period you are balancing through in the To Period field.
6. Choose Process to create a batch and to display the distributions for the transactions in scrolling window.
7. Print the Fixed Assets Posting Edit List to verify the transactions in the batch.
8. In the scrolling window, you can change the account. You also can change the distribution reference if you
selected the Post in Detail option in the Fixed Asset Company Setup window.
9. If you are not ready to post the batch, choose Save.
10. If the asset ID, source document, or debit and credit amounts for the distributions are incorrect, delete the
batch. Make the necessary changes to the assets and then create a new batch.
11. If you are ready to post the batch, choose Post. A batch using the batch number assigned to this batch will
be created in General Ledger. You can print the Fixed Assets Posting Journal report after the posting process
is complete.
12. If you’ve already posted these amounts in your previous fixed assets system, delete this batch from General
Ledger. This will ensure that the data from that system will be identified as posted in Fixed Asset
Management. For more information, refer to the General Ledger documentation.
As you finish transferring your data to Fixed Asset Management, you can continue to use Period as your range type
and enter zeros in the From field and the current period in the To field. Using this set of dates, all current period
activity—along with any prior period adjustments—will be included without doubling posted entries.
Updating General Ledger with Fixed Asset Management transactions
Use the Fixed Assets General Ledger Posting window to update General Ledger with Fixed Asset Management
transactions.
To update General Ledger with Fixed Asset Management transactions:
1. Open the Fixed Assets General Ledger Posting window. (Financial >> Routines >> Fixed Assets >> GL Posting)
2. Accept or enter a batch ID.

3. Enter the posting date. This date will be displayed as the transaction date in the General Ledger journal
voucher and will be used by General Ledger to determine the fiscal period these entries will be posted to.
4. You can enter a reference to be displayed in the General Ledger Batch Transmittal and Transaction Entry
windows.
*The selected book ID will be appended to the comment field and updated in the Distribution Reference field for
the General Ledger transaction in the Transaction Entry window (Financial >> Transactions >> General).
5. Select the book ID to post the transactions assigned to the book to General Ledger. All book IDs for which you
have marked the Post to General Ledger in the Book Setup window (Financial >> Setup >> Fixed Assets >>
Book) are available for selection.
The reporting ledger assigned to the book ID will be applied when you post fixed assets transactions in General
Ledger.
6. Select the type of range you want to include in the batch, and then enter restrictions for the range. You can
insert a range of each type into the Restrictions list.
If you selected Period as a type of range, we recommend that you enter zeros for the beginning period to include
any prior period adjustments that have been made since the last time transactions were posted to General Ledger.
7. Choose Process to create a batch and to display the distributions for the transactions in scrolling window.
8. Print the Fixed Assets Posting Edit List to verify the transactions in the batch.
9. In the scrolling window, you can change the account. You also can change the distribution reference if you
selected the Post in Detail option in the Fixed Asset Company Setup window.
10. If you are not ready to post the batch, choose Save. If the distributions are not correct, choose Delete.
11. If you are ready to post the batch, choose Post. A batch using the batch number assigned to this batch will
be created in General Ledger. You can print the Fixed Assets Posting Journal report after the posting process
is complete. You also can reprint this report.
12. You can edit or post this batch in General Ledger.
Asset records—Require Asset Account option
Before you create asset records or perform any maintenance on asset records, you must mark Require Asset
Account in the Fixed Assets Company Setup window to ensure that all Fixed Asset Management transactions that
are saved and added to the Financial Detail table have a valid account number. You also must create an asset
account record before any book record can be saved for that asset.
For more information, refer to Asset account option and Modifying an asset account record.
Rebuilding integrated batches
You might have to rebuild the integrated batches. If there are no batch IDs displayed in the Batch Lookup window,
use the Fixed Assets Reconcile window to rebuild integrated batches.
To rebuild integrated batches:
1. Open the Fixed Assets Reconcile window. (Financial >> Utilities >> Fixed Assets >> Reconcile)
2. Mark Create Batch Headers and choose Reconcile.

3. After the FA Create Batch Headers report is printed, close the window
Chapter 15: Physical inventory
You can reconcile the actual physical location for an asset to the physical location ID entered for the asset. You
might determine the actual physical location by using a bar-coding system. You also can identify missing or
misplaced assets by using the physical inventory reconciliation process.
To verify recorded assets actually exist, and are recorded in the correct physical location, you should reconcile
physical inventory. The following information is discussed:
Importing physical location IDs for existing assets
Creating an asset labels file
Reconciling physical locations for assets
Importing physical location IDs for existing assets
Before you reconcile physical locations, asset records must have a physical location ID and label. Use the Asset
Import/Export window to import asset label and physical location ID values from an external source, such as a bar
coding system.
The information to be imported must be in a comma- or tab-delimited format and should contain the following
fields:
FIELD ADDITIONAL INFORMATION
Asset ID Required field
Asset Suffix Required field
Asset Label To enter a new value, enter up to 19 alphanumeric characters.

To keep the current value in the asset general information
record unchanged, leave this field blank.
Physical Location ID To enter a new value, enter up to 15 alphanumeric characters.

To keep the current value in the asset general information
record unchanged, leave this field blank.
To import physical location IDs for existing assets:

2. Mark Export and select Asset ID & Suffix.
3. Enter or find the name and location of the file to export the data to and select a character delimiter—comma
or text.
4. Choose Continue. The file that is created will contain the asset ID and suffix of every active asset that is set
up in Fixed Asset Management.
5. Using Microsoft Excel or Word, open the file containing the data you just exported. You can add the asset
label and physical location ID information to the asset ID and suffix information to this file.
6. In the Asset Import/Export window, mark Import and select Physical Inventory Info.
7. Enter or find the location and name of the file to import and select a character delimiter.
8. Choose Continue to import the physical location information. The FA Physical Inventory Information Import
report will be printed.
Creating an asset labels file
Use the Asset Import/Export window to create a file with asset labels. These labels can be printed in some form and
attached to each asset as an identifier. There is not a standard asset label report.
To create an asset labels file:
2. Mark Export and select Asset Label.
3. Enter or find the name and location of the file to export the data to and select a character delimiter—comma
or text.
4. Choose Continue to print asset labels to a file.
Reconciling physical locations for assets
You can import information from another source, such as a bar-code reader, into Fixed Asset Management. The
information must be in a comma- or tab-delimited format and should contain the following information:
FIELD NAME FIELD TYPE
Physical Location ID 15 string
Asset Label 19 string
Verified Date MMDDYY,MM/DD/YY, MMDDCCYY, OR MM/DD/CCYY
PIN* 15 string
*The PIN is a personal identifier of the person(s) doing the

physical inventory.
If the item data has been imported previously, but not reconciled yet, a message will appear and you can choose
one of the following options:
Delete all
Replace duplicates
Add new items only
Discrepancies in the Fixed Assets Inventory file can be corrected using the Physical Inventory window.
Discrepancies in the recorded value can be corrected on the asset card, or automatically—if the discrepancies are
large—by creating an asset group, then entering a mass-change transaction to correct all the discrepancies at once.
Use the Missing Physical Inventory and Misplaced Physical Inventory windows to view assets that are considered
missing or misplaced in Fixed Asset Management.
Missing Indicates assets with a recorded asset label were not found in the physical inventory.
Misplaced Indicates one of the following situations has occurred:
The physical location in the fixed assets system is different from the inventoried asset, including no recorded
physical location.
The inventoried asset is not recorded in the fixed assets system.
The inventoried asset is not active—it is retired or partially open.
To reconcile physical locations for assets:
1. Open the Physical Inventory window. (Financial >> Routines >> Fixed Assets >> Physical Inventory)
2. Select All Locations or enter or select a specific physical location ID.
3. Enter the physical inventory information—asset label, PIN, and verified date— manually or choose Import
to update the Fixed Assets Inventory File.
4. Choose Missing to open the Missing Physical Inventory window. Choose Misplaced to open the Misplaced
Physical Inventory window.
5. Choose Create Group to open the Create Group window and enter a new group name.
6. Choose Create to add the missing or misplaced assets to the new group.
7. Choose OK to close the Missing Physical Inventory window or the Misplaced Physical Inventory window.
8. Choose Update to update inventory information in the asset general information record and Physical
Location ID Setup record.
The Verified Date and PIN will be saved to each reconciled general information record for each reconciled asset.
Only items that haven’t been reconciled will remain in the imported file after the update is complete.
9. Close the Physical Inventory window.
Part 5: Utilities and detail file activity

This part of the documentation provides information about maintaining the integrity of your Fixed Asset
Management data by reconciling your records and maintaining the Fixed Asset Management data tables.
Chapter 16, “Table maintenance,” explains how to minimize the risk of damage to your data and to quickly
recover your data from damage if it occurs.
Chapter 17, “Financial detail file activity,” provides the financial information relating to Fixed Asset
Management activities.
Chapter 16: Table maintenance
You should reconcile asset records if you discover inconsistencies in reports or if a system problem occurs and you
need to verify that your Fixed Asset Management data is accurate.
You can delete asset records entered incorrectly or remove detail for an asset. You also can delete specific detail for
items that have an unapplied amount equal to zero.
Be sure to back up your data before completing any of these procedures.
Reconciling asset information
Deleting an asset
Removing batch history
Reconciling asset information
Use the Fixed Assets Reconcile window to reconcile asset information and book ITC records. You can insert account
numbers in any account that was left blank at the asset level and update any blank account with the corresponding
default accounts entered in the Fixed Assets Company Setup window. You also can verify that each book ITC record
has a Net Cost Basis equal to the Cost Basis in the asset book record.
You can update or verify your asset data using one of the following reconciliation processes:
Asset accounts Verifies that there are no blank account numbers in any asset account records. If there are blank
accounts, default accounts selected in the Fixed Assets Company Setup window will be saved to the asset account
record.
Asset labels Updates blank asset label fields. If a blank asset label field exists in a asset general information record,
the asset ID and suffix will be saved to the Asset Label field.
Book ITC Forces the net cost basis in the Book/ITC record to be in balance with the cost basis in the Asset Book
record. Only asset books that have a Book/ITC record will be reconciled.
Create batch headers Creates a list of fixed assets general ledger batch numbers (FATRX) to use for reprinting the
FA Posting to General Ledger report.
Custodians Creates a list of assets with a custodian in the Asset General Information record, but the custodian is
not also in the employee record.
Be sure to back up your data before completing any of these procedures.
To reconcile asset information:
1. Open the Fixed Assets Reconcile window. (Financial >> Utilities >> Fixed Assets >> Reconcile)
2. Mark Asset Accounts to update asset account information.
3. Mark Asset Labels to update blank asset label fields.
4. Mark Book ITC to update asset book cost basis information.
5. Mark Create Batch Header to create a list of fixed assets general ledger batch numbers.
6. Mark Custodians to create a list of assets without a custodian in the employee record.
7. Choose Reconcile and then choose OK. You can print a report for each process to view the asset records that
were updated.
Deleting an asset
Use the Asset Delete Utility window to delete an asset record and all associated records. You should delete an asset
only when the asset has been entered incorrectly. Before you delete an asset, be sure that an unposted batch does
not exist for the asset. If an unposted batch exists, you must delete or post the batch before you can delete the
asset.
Use this utility with caution. Your books could become out of balance if the asset book monetary amounts that are
already posted in General Ledger are deleted from the Fixed Assets Financial Detail File.
There is no audit trail for the deleted asset, although the Asset Delete Report will be printed.
If you’ve already used the General Ledger integration process to post monetary amounts for an asset, you must
make manual General Ledger entries to reverse the cost and year-to-date depreciation for the asset you’re
deleting.
To delete an asset:
1. Open the Asset Delete Utility window. (Financial >> Utilities >> Fixed Assets >> Delete)
2. Enter an asset ID to delete.

Choose Delete to delete the asset and print the Fixed Asset Delete report. You can refer to this report when making
manual adjustments to the General Ledger.
Use the FA Purchasing Trxs Purge window to delete transactions that asset records have been created from. You
also can remove specific information for each asset in the Fixed Assets Purchasing Transactions window using this
window.
You also can use the FA Purchasing Trxs Purge window to delete transactions that have an unapplied amount equal
to zero. If an unapplied amount is not equal to zero, the transaction will not be deleted.
To delete fixed assets purchasing transactions:
1. Open the FA Purchasing Trxs Purge window. (Financial >> Utilities >> Fixed Assets >> Purge Purchasing
Transactions)
2. Enter or select control numbers to specify the range of data to delete.

3. Choose OK.
Removing batch history
Use the Remove Fixed Assets Batch History window to remove batch history. You also can print the Batch History
Removal report.
To remove journal history:
1. Open the Remove Fixed Assets Batch History window. (Financial >> Utilities >> Fixed Assets >> Remove
Batch History)
only batch IDs 100 through 300 should be removed, you can’t enter another restriction for batch IDs 500 through
800. To clear multiple ranges of history, you must clear each range separately.
4. Mark Remove Batches when you’re ready to remove history.
5. Mark Print Report to print the Batch History Removal report after history is removed. To print the report
without removing history, unmark Remove Batches and choose Process.
Chapter 17: Financial detail file activity
The Financial Detail File contains financial information relating to the many Fixed Asset Management activities. For
example, records are added to this file when you add, depreciate, retire, or transfer an asset. When you change
fields related to depreciation calculations, records also are written to this file. The following is a table reference to
the Financial Detail File and is organized by type of activity.
Activity table abbreviations and descriptions
Activity table for adding a record
Activity table for changing a record
Activity table for mass changes to records
Activity table for deleting a record
Activity table for depreciating a record
Activity detail for transferring a record
Activity table for mass transfer of records
Activity table for retiring a record
Activity detail for mass retiring records
Activity detail for unretiring records
Activity table abbreviations and descriptions
You can use the Financial Detail Inquiry window to view most of the information contained in the following activity
tables. Use the following table to view descriptions of abbreviations in the activity tables.
ABBREVIATION DESCRIPTION
(+) Debit
(-) Credit
BO Backout Date
DTD Depreciated To Date
FDCY First Day of Currency Year
FDPY First Day of Prior Year
FPCY First Period of Current Year
LDPY Last Day of Prior Year
LPPY Last Period of Prior Year
PIS Place in Service Date
PRD Prorated Retire Date
ORIG Same as in Original Record
PDTD Period Depreciated To Date
TD Transfer Date
Activity table for adding a record

When you add an asset record to Fixed Asset Management, specific accounts are debited and credited. Refer to the
following table for the effect on the asset accounts.
EFFECT ON FISCAL YEAR DEPRECIATED DEPRECIATED

ACCOUNT ACCOUNT AFFECTED SOURCE DOC FISCAL PERIOD FROM DATE TO DATE
Cost (+) Current FAADD DTD PIS DTD
Clearing (-) Current FAADD DTD PIS DTD
If life-to-
date
depreciation
is entered
(for portion
pertaining to
prior years)
Prior Year (+) Current FAADD earlier of DTD PIS earlier of DTD
or or
Depreciation (-) Current FAADD earlier of DTD PIS earlier of DTD

or or
If year-to-
date
depreciation
is entered
Depreciation (+) Current FAADD DTD FDCY (Book DTD
Depreciation (-) Current FAADD DTD FDCY (Book DTD
Depreciation
LPPY
LPPY
Reserve
LPPY
LPPY
Expense
Setup window )
Reserve
Setup window )
Activity table for changing a record
When you change information in an asset record, specific accounts are debited and credited. Refer to the following
table for the effect on the asset accounts.
DEPRECIATED
EFFECT ON FISCAL YEAR DEPRECIATED THROUGH
ACCOUNT ACCOUNT AFFECTED SOURCE DOC FISCAL PERIOD FROM DATE DATE
If cost is
increased
Cost (+) Current FACHG DTD PIS DTD
Clearing (-) Current FACHG DTD PIS DTD
If cost is
decreased
Cost (-) Current FACHG DTD PIS DTD
Clearing (+) Current FACHG DTD PIS DTD

DEPRECIATED
If life-to-
date
depreciation
is increased
without
changing
year-to-date
depreciation
Prior Year (+) Current FACHG LPPY PIS LDPY
Depreciation (-) Current FACHG LPPY PIS LDPY
If life-to-
date
depreciation
is decreased
without
changing
year-to-date
depreciation
Prior Year (-) Current FACHG LPPY PIS LDPY
Depreciation (+) Current FACHG LPPY PIS LDPY
If year-to-
date
depreciation
is increased
and life-to-
date
depreciation
is increased
by the same
amount
Depreciation (+) Current FACHG DTD FDCY DTD
Depreciation (-) Current FACHG DTD FDCY DTD
If year-to-
date
depreciation
is increased
and life-to-
date
depreciation
is increased
by a smaller
amount

Depreciation
Reserve
Depreciation
Reserve
Expense
Reserve
Expense
Reserve
DEPRECIATED
If year-to-
date
depreciation
is increased
and life-to-
date
depreciation
is increased
by a greater
amount
Prior Year (+) Current FACHG LPPY FDCY LDPY
If year-to-
date
depreciation
is increased
and life-to-
date
depreciation
is decreased
or not
changed

DEPRECIATED
If year-to-
date
depreciation
is increased
and life-to-
date
depreciation
is decreased
by the same
amount
If year-to-
date
depreciation
is decreased
and life-to-
date
depreciation
is decreased
by a smaller
amount
If year-to-
date
depreciation
is decreased
and life-to-
date
depreciation
is decreased
by a greater
amount

DEPRECIATED
If year-to-
date
depreciation
is decreased
and life-to-
date
deprecation
is increased
or does not
change
Account Effect on Fiscal year Source doc Fiscal period Depreciated Depreciated
account affected from date through date
Reset Year
(Backout)
Depreciation (-) Current FACHG-R ORIG ORIG or ORIG

BO+1
Depreciation (+) Current FACHG-R ORIG ORIG or ORIG

BO+1
Reset Year
(Re-
depreciate)
When reset
life is
processed, the
two reset year
options are
processed
after the reset
life options.
Depreciation (+) Current FACHG-R PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FACHG-R PDTD OLD PDTD+1 PDTD
Reset Life
(Backout)
Prior Year (-) Current FACHG-R LPPY PIS LDPY
Depreciation (+) Current FACHG-R LPPY PIS LDPY

DEPRECIATED
Reset Life
(Re-
depreciate)
Prior Year (+) Current FACHG-R PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FACHG-R PDTD OLD PDTD+1 PDTD
Reserve
Expense
Expense
Reserve
Expense
Reserve
Expense
Reserve
Reserve
Expense
Reserve
Expense
Reserve
Expense
Expense
Expense
Reserve
Expense
Expense
Expense
Reserve
Expense
Expense
Expense
Expense
Reserve
Expense
Reserve
Depreciation
Reserve
Depreciation
Reserve
Activity table for mass changes to records
When you change a group of asset records, specific accounts are debited and credited. Refer to the following table
for the effect on the asset accounts.

Reset Year
(Backout)
Deprecation (-) Current FAMCH-R ORIG ORIG or ORIG

BO+1
Depreciation (+) Current FAMCH-R ORIG ORIG or ORIG

BO+1
Reset Year
(Re-
Depreciate)
Depreciation (+) Current FAMCH-R PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FAMCH-R PDTD OLD PDTD+1 PDTD
Reset Life
(Backout)
Prior Year (-) Current FAMCH-R LPPY PIS LDPY
Deprecation (+) Current FAMCH-R LPPY PIS LDPY
Reset Life
(Re-
Depreciate)
When reset
life is
processed, the
two reset year
options are
processed
after the reset
life options
Prior Year (+) Current FAMCH-R PDTD OLD PDTD+1 PDTD
Deprecation (-) Current FAMCH-R PDTD OLD PDTD+1 PDTD

Expense
Reserve
Expense
Reserve
Depreciation
Reserve
Depreciation
Reserve
Activity table for deleting a record
When you delete an asset record, financial records won’t be created. You must debit and credit specific General
Ledger accounts. Refer to the following table for the effect on the asset accounts.

Cost (-) Current FADLT DTD PIS DTD
Clearing (+) Current FADLT DTD PIS DTD
Depreciation (-) Current FADLT ORIG ORIG ORIG
Depreciation (+) Current FADLT ORIG ORIG ORIG
Expense
Reserve
Activity table for depreciating a record
When you process depreciation for an asset record, specific accounts are debited and credited. Refer to the
following table for the effect on the asset accounts.

Depreciation (+) Current FADEP PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FADEP PDTD OLD PDTD+1 PDTD
Depreciate
one asset (if
a target date
is entered
that is earlier
than the
depreciated
to date)
Depreciation (-) Current FADEP-O ORIG ORIG or ORIG

BO+1
Depreciation (+) Current FADEP-O ORIG ORIG or ORIG

BO+1
Depreciate
one asset (if
a target date
is entered
that is later
than the
depreciated
to date)
Depreciation (+) Current FADEP-O PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FADEP-O PDTD OLD PDTD+1 PDTD
Reset Year
(Backout)
Depreciation (-) Current FADEP-R ORIG ORIG or ORIG

BO+1
Depreciation (+) Current FADEP-R ORIG ORIG or ORIG

BO+1
Reset Year
(Re-
Depreciate)
Depreciation (+) Current FADEP-R PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FADEP-R PDTD OLD PDTD+1 PDTD
Reset Life
(Backout)
Prior Year (-) Current FADEP-R LPPY PIS LDPY
Depreciation (+) Current FADEP-R LPPY PIS LDPY
Reset Life
(Re-
Depreciate)
When reset
life is
processed, the
two reset year
options are
processed
after the reset
life options
Prior Year (+) Current FADEP-R PDTD OLD PDTD+1 PDTD

account affected from date to date
Depreciation (-) Current FADEP-R PDTD OLD PDTD+1 PDTD

Reserve
Expense
Reserve
Expense
Reserve
Expense
Reserve
Expense
Reserve
Expense
Reserve
Depreciation
Reserve
Depreciation
Activity detail for transferring a record
When you transfer an asset record, specific accounts are debited and credited. Refer to the following table for the
effect on the asset accounts.

If transfer is
later than the
depreciated
to date
Depreciation (+) Current FAXFR PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FAXFR PDTD OLD PDTD+1 PDTD
If transfer is
earlier than
the
depreciated
to date
Depreciation (-) Current FAXFR ORIG ORIG or ORIG

BO+1
Depreciation (+) Current FAXFR ORIG ORIG or ORIG

BO+1
Partial
Transfer
(transferring
partial to
new asset
records)
Creating
“TO” asset
Cost (+) Current FAXFR-P DTD PIS DTD
Clearing (-) Current FAXFR-P DTD PIS DTD
Depreciation (+) Current FAXFR-P DTD PIS or FDCY DTD
Depreciation (-) Current FAXFR-P DTD PIS or FDCY DTD
Prior Year (+) Current FAXFR-P LPPY PIS LDPY
Depreciation (-) Current FAXFR-P LPPY PIS LDPY
Partial
Transfer
(transferring
partial to
new asset
records)
Reducing
“FROM”
asset
Cost (-) Current FAXFR-P DTD PIS DTD
Clearing (+) Current FAXFR-P DTD PIS DTD
Depreciation (-) Current FAXFR-P DTD PIS or FDCY DTD
Depreciation (+) Current FAXFR-P DTD PIS or FDCY DTD
Prior Year (-) Current FAXFR-P LPPY PIS LDPY
Depreciation (+) Current FAXFR-P LPPY PIS LDPY
Cost/Reserve
(transferring
cost/reserve
to new
accounts)
Cost (To asset (+) Current FAXFR-C TD PIS TD

account)
Cost (From (-) Current FAXFR-C TD PIS TD

asset account)
Depreciation (+) Current FAXFR-C TD PIS TD

Reserve (From
asset account)
account affected from date to date
Depreciation (-) Current FAXFR-C TD PIS TD

Reserve (To
asset account)
Expense
Reserve
Expense
Reserve
Expense
Reserve
Depreciation
Reserve
Expense
Reserve
Depreciation
Reserve
Activity table for mass transfer of records
When you transfer a group of asset records, specific accounts are debited and credited. Refer to the following table

If transfer is
later than the
depreciated
to date
Depreciation (+) Current FAMXF PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FAMXF PDTD OLD PDTD+1 PDTD

If transfer is
earlier than
the
depreciated
to date
Depreciation (-) Current FAMXF ORIG ORIG or ORIG

BO+1
Depreciation (+) Current FAMXF ORIG ORIG or ORIG

BO+1
Cost/Reserve
(transferring
cost/reserve
to new
accounts)
Cost (To asset (+) Current FAMXF-C TD PIS TD

account)
Cost (From (-) Current FAMXF-C TD PIS TD

asset account)
Depreciation (+) Current FAMXF-C TD PIS TD

Reserve (From
asset account)
Depreciation (-) Current FAMXF-C TD PIS TD

Reserve (To
asset account)
Expense
Reserve
Expense
Reserve
Activity table for retiring a record
When you retire an asset, specific accounts are debited and credited. Refer to the following table for the effect on
the asset accounts.
DEPRECIATED
PARTIAL
RETIREMENT
Creating new
records to
be retired
DEPRECIATED
Cost (+) Current FARET-P DTD PIS DTD
Clearing (-) Current FARET-P DTD PIS DTD
Depreciation (+) Current FARET-P DTD PIS or FDCY DTD
Depreciation (-) Current FARET-P DTD PIS or FDCY DTD
Prior Year (+) Current FARET-P LPPY PIS DPY
Depreciation (-) Current FARET-P LPPY PIS LDPY
Reducing
original asset
Cost (-) Current FARET-P DTD DTD DTD
Clearing (+) Current FARET-P DTD DTD DTD
Depreciation (-) Current FARET-P DTD PIS or FDCY DTD
Depreciation (+) Current FARET-P DTD PIS or FDCY DTD
Prior Year (-) Current FARET-P LPPY PIS LDPY
Depreciation (+) Current FARET-P LPPY PIS LDPY
FULL OR
PARTIAL
RETIREMENT
If prorated
retire date is
later than the
depreciated
to date
Depreciation (+) Current FARET PDTD OLD PDTD+1 PDTD
Depreciation (-) Current FARET PDTD OLD PDTD+1 PDTD
If prorated
retired date
is earlier
than the
depreciated
to date
DEPRECIATED
Depreciation (-) Current FARET ORIG ORIG or ORIG

BO+1
Depreciation (+) Current FARET ORIG ORIG or ORIG

BO+1
Prior Year (-) Current FARET PRD PRD+1 LDPY
Cost,
Accumulated
Depreciation
, Proceeds,
Gain/Loss
Cost (-) Current FARET PRD PIS PRD
Depreciation (+) Current FARET PRD PIS PRD
Non- (-) Gain

Recognized
(+) Loss Current FARET PRD PIS PRD
Recognized (-) Gain

Gain
(+) Loss Current FARET PRD PIS PRD
Proceeds (+) Current FARET PRD PIS PRD

(Cash
Expense
Reserve
Depreciation
Reserve
Expense
Reserve
Depreciation
Reserve
Expense
Reserve
Expense
Reserve
Depreciation (if Retire Date is a prior year)
Reserve
Gain
Proceeds + NonCash Proceeds - Expenses of Sale)
DEPRECIATED
If prorated
retire date is
later than the
depreciated
to date
Depreciation (+) Current FAMRT PDTD OLD PDTD+1 PDTD

Expense
Depreciation (-) Current FAMRT PDTD OLD PDTD+1 PDTD

Reserve
If prorated
retire date is
earlier than
the
depreciated
to date
Activity detail for mass retiring records

When you retire a group of asset records, specific accounts are debited and credited. Refer to the following table
DEPRECIATED
Depreciation (-) Current FAMRT ORIG ORIG or ORIG

BO+1
Depreciation (+) Current FAMRT ORIG ORIG or ORIG

BO+1
Prior Year (-) Current FAMRT PRD PRD+1 LDPV
Cost,
Cost (-) Current FAMRT PRD PIS PRD
Depreciation (+) Current FAMRT PRD PIS PRD
Non- (-) Gain

Recognized
(+) Loss Current FAMRT PRD PIS PRD
Recognized (-) Gain

Gain
DEPRECIATED
(+) Loss Current FAMRT PRD PIS PRD
Expense
Reserve
Depreciation (If Retire Date is in a prior year)
Accumulated
Depreciation,
Proceeds, Gain/
Loss
Reserve
Gain
Activity detail for unretiring records
When you undo an asset retirement, specific accounts are debited and credited. Refer to the following table for the
effect on the asset accounts.
DEPRECIATED
Partial
Retirement
Undo
Offsetting
the effect of
the new
retired
record that
has been
created
Cost (-) Current FARET-PU DTD PIS DTD
Clearing (+) Current FARET-PU DTD PIS DTD
Depreciation (-) Current FARET-PU DTD PIS or FDCY DTD

Expense
Depreciation (+) Current FARET-PU DTD PIS or FDCY DTD

Reserve
Prior Year (-) Current FARET-PU LPPY PIS LDPY

Depreciation
Depreciation (+) Current FARET-PU LPPY PIS LDPY

Reserve
DEPRECIATED
Adding back
to original
asset
Cost (+) Current FARET-PU DTD PIS DTD
Clearing (-) Current FARET-PU DTD PIS DTD
Depreciation (+) Current FARET-PU DTD PIS or FDCY DTD

Expense
Depreciation (-) Current FARET-PU DTD PIS or FDCY DTD

Reserve
Prior Year (+) Current FARET-PU LPPY PIS LPPY

Depreciation
Depreciation (-) Current FARET-PU LPPY PIS LPPY

Reserve
Full or
Partial
Retirement
If prorated
retire date
was later
than the
depreciated
to date
Depreciation (-) Current FARET-U ORIG ORIG ORIG

Expense
Depreciation (+) Current FARET-U ORIG ORIG ORIG

Reserve
If prorated
retire date
was earlier
than the
depreciated
to date
Depreciation (+) Current FARET-U ORIG ORIG ORIG

Expense

Reserve
DEPRECIATED
Prior Year (+) Current FARET-U ORIG ORIG ORIG

Depreciation
(If Retire Date
was in a prior
year)
Cost,
Accumulated
Depreciation
, Proceeds,
Gain/Loss
Cost (+) Current FARET-U ORIG ORIG ORIG

Reserve
Non- (+) Gain

Recognized
Gain
(-) Loss Current FARET-U ORIG ORIG ORIG
Recognized (+) Gain

Gain
(-) Loss Current FARET-U ORIG ORIG ORIG
Proceeds (-) Current FARET-U ORIG ORIG ORIG

(Cash
Proceeds +
NonCash
Proceeds -
Expenses of
Sale)

This part of the documentation provides information about viewing and printing Fixed Asset Management data
and analyzing asset activity by printing specific reports.
Chapter 18, “Inquiries,” explains how to view asset information, including financial information.
Chapter 19, “Reports,” explains how to create report options and print Fixed Asset Management reports to
display specific data.
You can use the Fixed Asset Management inquiry windows to review asset information and financial information
for an asset. You also can view additional information from the Asset Book Inquiry, Book Compare Inquiry, and
Financial Detail Inquiry windows by clicking links to open other windows.
You can print inquiry reports by choosing File >> Print in each inquiry window, or by choosing the printer icon
button.
Viewing asset information
Viewing asset book information
Comparing asset books
GO TO BUTTON OPTION WINDOW THAT OPENS
General Asset General Inquiry window
Maint/Manuf Asset Maintenance/Manufacturer Inquiry window
Purchase Asset Purchase Inquiry window
Account Asset Account Inquiry window
Insurance Asset Insurance Inquiry window
Lease Asset Lease Inquiry window
User Data Asset User Data Inquiry window
Viewing financial detail information

Viewing asset retirement information
Viewing the error log
Viewing transfer information
Viewing projected depreciation information
Viewing purchasing transactions information
Viewing batch information
General Ledger inquiries
Viewing asset information
Use the Asset Inquiry and Asset General Inquiry windows to view specific information about an asset that does not
directly relate to depreciation, such as the asset description, class ID, quantity, and property type.
From the Asset Inquiry window, use the Go To button to open the following windows:
To view asset information:
1. Open the Asset Inquiry window. (Financial >> Inquiry >> Fixed Assets >> General)
2. Enter or select an asset ID. Select one of the following options from the Go To button:
Maint/Manuf Opens the Asset Maintenance/Manufacturer Inquiry window, where you can view asset
maintenance and manufacturer information that was entered in the Asset General Information window and the
Expand Manufacturer Name window.
Purchase Opens the Asset Purchase Inquiry window, where you can view information that was entered in the
Asset General Information window, such as vendor ID, and purchase order number. If the acquisition of the asset
originated in Payables Management or Purchase Order Processing, additional information might be displayed.
Click the Voucher/Receipt Number link to view the originating window.
Account Opens the Asset Account Inquiry window, where you can view the account information that was entered
in the Asset Account window.
Insurance Opens the Asset Insurance Inquiry window, where you can view insurance class, replacement cost, and
depreciated reproduction cost information that was entered in the Asset Insurance window.
Lease Opens the Asset Lease Inquiry window, where you can view the lease company ID, lease type, and interest
rate information that was entered in the Asset Lease window.
User Data Opens the Asset User Data Inquiry window, where you can view user-defined information that was
entered in the Asset User Data window.
3. Close the Asset Inquiry window.
Viewing asset book information
Use the Asset Book Inquiry and Asset Book ITC Inquiry windows to view depreciation information and asset
values, such as the cost basis of the asset, salvage value, and net book value.
To view detail transactions for a specific value of an asset, you can open the Financial Detail Inquiry window by
clicking on the Cost Basis, YTD Depreciation, and YTD Depreciation links.
To view asset book information:
1. Open the Asset Book Inquiry window. (Financial >> Inquiry >> Fixed Assets >> Book)
2. Enter or select an asset ID, suffix, and book ID.
3. Choose the ITC/Cost button to open the Asset Book ITC Inquiry window.
4. Choose OK to close the Asset Book ITC Inquiry window.

5. Choose OK to close the Asset Book Inquiry window.
Comparing asset books
Use the Book Compare Inquiry window to compare depreciation characteristics and depreciation balances for up
to three books for an asset. This is useful to see the difference in the depreciation values calculated using different
rules. You also can open the Asset Book Inquiry and the Financial Detail Inquiry windows from this window.
To compare asset books:
1. Open the Book Compare Inquiry window. (Financial >> Inquiry >> Fixed Assets >> Book Compare)
3. Select up to three books—one book for each column.
4. Choose the Book button for each book to open the Asset Book Inquiry window.
5. Choose the Financial button for each book to open the Financial Detail Inquiry window. For more
information, refer to Viewing financial detail information.
6. Choose OK in the Book Compare Inquiry window to close the window.
Viewing financial detail information
Use the Financial Detail Inquiry window to view the financial detail records for an asset, such as the fiscal period,
batch ID, transaction account and date, source document, and amount. These records include information about an
asset that has been added, changed, depreciated, retired, or transferred. You can view specific information by
selecting options to restrict the information.
To view additional information for each transaction, you can click on the Amount link to open the Financial Detail
Display window. You also can open the Financial Detail Inquiry window by clicking the Cost Basis link in the Asset
Book Inquiry and Asset Book Compare windows.
To view financial detail information:
1. Open the Financial Detail Inquiry window. (Financial >> Inquiry >> Fixed Assets >> Financial Detail)
3. Select a sorting option at the bottom of the window.
4. To restrict the information displayed in this window, select the appropriate sorting option and then select
one or more of the following options:
Period filter Displays only records for the specified Fixed Asset Management period. To view all records for a year,
enter zeros for the period. This field is in the format YYYY - PPP, where Y is a year and P is a period.
GL Batch # filter Displays only those records that are included in the batch number you enter.
Transaction Account Type filters Displays only records with a certain transaction account type or all transaction
account types. If you mark more than one transaction account type filter, assets will be displayed for each type.
Mark All Types to include all asset records, regardless of their transaction account type. Choose Redisplay.
Source Doc. filters Displays only records with the source document you select. If you mark more than one source
document filter, assets will be displayed for each type. Mark All Documents to include all asset records, regardless
of their source document. Choose Redisplay.
Include Reset Amounts Displays each depreciation transaction taken for an asset in closed years and its
offsetting transaction. Unmark to display the transaction that has the current depreciation amount taken for the
period.
5. Select a transaction and click the Amount link to open the Financial Detail Display window.
6. Choose OK to close the Financial Detail Display window.

7. Choose OK in the Financial Detail Inquiry window.
Viewing asset retirement information
Use the Retirement Display window to view the cash proceeds, non-cash proceeds, expenses of sale, and
information related to the retirement of a asset.
To view asset retirement information:
1. Open the Retirement Inquiry window. (Financial >> Inquiry >> Fixed Assets >> Retirement)
2. Enter or select an asset ID and suffix. If the asset was partially retired, more than one line might be
displayed.
3. Select a line and click the Event link to open the Retirement Display window.
Viewing the error log
Use the Error Log Inquiry window to determine the type of problem that has occurred. When a problem occurs
during a process, information is displayed in the Error Log Inquiry window describing the process occurring at the
time of the problem and possibly listing the table and record where the problem occurred. View this information
before you call technical support.
To view the error log:
1. Open the Error Log Inquiry window: (Financial >> Inquiry >> Fixed Assets >> Error Log)
2. Enter the date to view the messages for.

3. Choose Print to print the FA Error Log Listing report.
4. Choose Cancel to close the window.
Viewing transfer information
Use the Transfer Display window to view information about an asset transferred from one asset ID, location ID,
physical location ID, master asset ID, structure ID, or account number to another. You also can view the date and
time of the transfer and any partial transfer information. If an asset was part of an intercompany transfer, the
destination company ID displays for the asset.
To view transfer information:
1. Open the Transfer Inquiry window. (Financial >> Inquiry >> Fixed Assets >> Transfer)
3. Select a line and click the Event link to open the Transfer Display window.
4. If the asset was transferred more than once, or if there were partial transfers, more than one line might be
displayed in the Transfer Inquiry window.
Viewing projected depreciation information
Use the Projections Inquiry window to view projected depreciation for an asset. You must first complete a
depreciation projection for the asset. For more information, see Projecting depreciation for assets in one or more
books or Projecting depreciation for one asset.
To view projected depreciation information:
1. Open the Projections Inquiry window. (Financial >> Inquiry >> Fixed Assets >> Projections)
3. Select Annual Projection to view the annual depreciation amounts. Select Period Projection to view the
periodic depreciation amounts.
4. Select the range of years—and periods, if applicable.
Viewing purchasing transactions information
Use the Fixed Assets Purchasing Transactions Inquiry window to view transactions originating in Purchase Order
Processing or Payables Management. You can view transaction information such as the purchase order number,
document date and number, originating amount, and transaction source. Only transactions that haven’t been added
as assets or haven’t been fully applied as assets will be displayed in this window.
To view the purchasing transactions information:
1. Open the Fixed Assets Purchasing Transactions Inquiry window. (Financial >> Inquiry >> Fixed Assets >>
Purchasing Transactions)
2. Select a transaction.
Click the Vendor ID link to open the Vendor Inquiry window.
Click the Voucher/Receipt No. link to display the original purchasing transaction.
Click the Amount link to open the Fixed Assets Purchasing Transaction Display window and view the
information that will be used to create an asset record.
3. Choose OK in the Fixed Assets Purchasing Transactions Inquiry window to close the window.
Viewing batch information
Use the Fixed Assets Batch Inquiry window to view posted Fixed Assets batches.
To view the batch information:
1. Open the Fixed Assets Batch Inquiry window. (Financial >> Inquiry >> Fixed Assets >> Batches)
2. Select a batch ID and then select a row in the scrolling window.
Click the Asset ID link to open the Asset Book Inquiry window.
Click the Source Doc link to open the Financial Detail Display window.
Click the Account link to open the Account Maintenance window.
3. Choose OK in the Fixed Assets Batch Inquiry window to close the window.
General Ledger inquiries
By clicking links in specific General Ledger inquiry windows, you can open additional windows and view details of
the Fixed Asset Management transactions that were posted to General Ledger. Details include account information,
the transaction date, and the amount of the transaction. The following table lists the windows displayed by clicking
on the links. To open certain windows, the transaction you select must have originated in Fixed Asset Management;
the source document must be FA.
IN THIS WINDOW CLICK THIS LINK WINDOW DISPLAYED
Detail Inquiry window Journal Entry Transaction Entry Zoom window
History Detail Inquiry Journal Entry Transaction Entry Zoom window
Transaction Entry Zoom window Source Document Fixed Assets - General Ledger Zoom
window
Journal Entry Inquiry window Source Document Fixed Assets - General Ledger Zoom
window
Fixed Assets - General Asset ID Asset General Inquiry window
Amount Financial Detail Display window
window
Ledger Zoom window
Chapter 19: Reports
You can use Fixed Asset Management reports to analyze asset activity and identify errors in transaction entry. You
also can use reports to organize necessary information for financial, tax, and other regulatory reporting
requirements.
Use this information to guide you through printing reports and working with report options.
Fixed Asset Management reports summary
Report destinations and formats
Processing reports on a process server
Creating report options
Printing a report with an option
Customizing a report
Fixed Asset Management Microsoft SQL® Server Reporting Services reports
Fixed Asset Management reports summary
Some Fixed Asset Management reports are printed automatically when you complete certain procedures. For
example, the Asset Delete report is printed when you delete an asset. You can choose to print reports in some
windows by choosing File >> Print or the printer icon.
To print some reports, such as analysis or history reports, you must set up report options specifying sorting
options and ranges of information to include on the report. For more information, see Creating report options.
The following table lists the report types available in Fixed Asset Management and the reports in those categories.
REPORT TYPE REPORTS PRINTING METHODS
Setup Fixed Assets Account Group Setup Choose File >> Print in the Setup
window or choose the printer icon.
Activity Annual Activity Annual Activity Cost Create report options in the Fixed
Assets Activity Report options window.
Fixed Assets Book Setup

Fixed Assets Book Class Setup
Fixed Assets Insurance Setup
Fixed Assets Class Setup
Fixed Assets Company Setup
Fixed Assets Lease Company Setup
Fixed Assets Physical Location Setup
Fixed Assets Purchasing Posting Accounts Setup
Fixed Assets Quarter Setup
Fixed Assets Retirement Setup
Fixed Assets Structure Setup
User Fields List Setup
Basis Report
Detail Activity
Mid-Quarter Applicability
Fixed Assets to General Ledger Reconciliation - Detail
Fixed Assets to General Ledger Reconciliation -
Summary
Comparison Book to Book Reconciliation Create report options in the Fixed

Assets
Depreciation Depreciation Detail Create report options in the Fixed

Assets Depreciation Report options
window.
Inventory Fixed Assets Inventory List Create report options in the Fixed
Assets Inventory Report options
window.
Projection Annual Depreciation Projection - Detail Create report options in the Fixed
Assets Projection Report options
window or choose the printer icon in
the Projections Inquiry window.
Transaction Additions Create report options in the Fixed

Assets Transaction Report options
window.
Report type Reports Printing methods
Routines Financial Detail Summarize Fixed Assets Choose File >> Print or choose the
Purge FA Posting to General Ledger FA printer icon in the window you use to
Posting to General Ledger Reprint complete the procedure or some will be
Physical Inventory Import Physical printed automatically when you
Inventory Update Misplaced Physical complete the procedure.
Inventory Missing Physical Inventory
Utilities ACRS Tables Asset Account Choose File >> Print or choose the
Reconciliation Asset Label Reconciliation printer icon button in the window you
Asset Delete Report Book ITC use to complete the procedure or some
Reconciliation Fixed Assets Custodian will be printed automatically when you
Reconciliation Create Batch Headers complete the procedure.
Fixed Assets Migration Results Physical
Inventory Info Import
Miscellaneous Audit Reports Asset Group Import Fixed Assets Note Choose File >> Print or choose the
Update Error Log Listing Fixed Assets printer icon in the window you use to
Installation Report complete the procedure or some will be
printed automatically when you
complete the procedure.
Inquiry Reports Asset Inquiry Asset Book Inquiry Report Choose File >> Print or choose the
Financial Detail Inquiry Report Fixed printer icon in the window you use to
Assets Batch Inquiry Report complete the procedure.
Book to Book YTD Depreciation Comparison

Comparison Report options window.
Depreciation Expense to General Ledger
Depreciation Ledger
Depreciation Ledger by Class
Depreciation Ledger by Class - Summary
Depreciation Ledger by Location Depreciation Ledger by Location - Summary
Depreciation Ledger by Structure
Depreciation Ledger by Structure - Summary
Fixed Assets Inventory List by Class
Fixed Assets Inventory List by Class -Summary
Fixed Assets Inventory List by Location
Fixed Assets Inventory List by Location -Summary
Fixed Assets Inventory List by Structure
Fixed Assets Inventory List by Structure - Summary
Locator List
Property Ledger
Asset List by Master Asset ID
Annual Depreciation Projection - Summary
Period Depreciation Projection - Detail
Period Depreciation Projection - Summary
Additions (Multicurrency)
Additions by Class
Additions by Class - Summary
Additions by Class (Multicurrency)
Additions by Location
Additions by Location - Summary
Additions by Location (Multicurrency)
Additions by Structure
Additions by Structure - Summary
Additions by Structure (Multicurrency)
Retirements
Retirements (Multicurrency)
Retirements by Class
Retirements by Class (Multicurrency)
Retirements by Class - Summary
Retirements by Location
Retirements by Location - Summary
Retirements by Location (Multicurrency)
Retirements by Structure
Retirements by Structure - Summary
Retirements by Structure (Multicurrency)
Transfers
If you are using the euro currency reports that include exchange rate information, you can display the dual
exchange rates involved in triangulation. When triangulation is used, the Rate Type ID field displays the rate type of
the currency relationship that has a variable rate. If both currency relationships have fixed exchanges rates, the Rate
Type ID field is blank.
Report destinations and formats
You can print reports to a printer, the screen, a file, or any combination of these destinations.
Printer The report is printed to the default printer set up for your company.
Screen The report appears on the screen and you can then choose to print to the printer. In addition, if you’re
using an electronic mail system that’s compliant with MAPI (Microsoft’s Messaging Application Programming
Interface), you can e-mail any report that you print to the screen.
File You can select one of the file formats shown in the following table:
Tab-delimited The tab-separated ASCII character format used by

spreadsheet programs, such as Microsoft Excel.
Comma-delimited The standard comma-separated ASCII character format used

by database programs.
Text Text with no formatting. Use this option only if the application
you’ll use to read the report can’t read any other format.
HTML A format that can be viewed in a Web browser.
XML Data A text file that contains an XML representation of the report
layout and all the report data. Choose this format if you want
to process the report using an external application.
Adobe PDF This format is available if you have the PDFWriter printer
driver installed (included with Acrobat 5 and earlier), or
Acrobat Distiller from Acrobat 6 or later. PDF (Portable
Document Format) files can be read using Adobe Reader
software available from Adobe.
Word Document The Microsoft Office Open XML (.docx) file format used by
Word 2007 or later. You can select this format if you select
Template as the report type.
The option to print multicurrency information is available on some report option windows. To print multicurrency
versions of your reports, mark the Include Multicurrency Info option.
You can select a printing destination in various ways, depending on which printing method you use.
If you print a report by choosing File >> Print or the printer icon button while a window is open, the Report
Destination window appears, where you can select a destination. (You can select a preferred default
destination—Printer or Screen—in the User Preferences window.)
For activity, comparison, depreciation, inventory, projection, and transaction reports, you select the
destination when you create the report options needed to print these reports.
Processing reports on a process server
If you are using the Distributed Process Server (DPS ), you can process some reports on your computer or send
them to a designated server on the network. Sending long reports to a process server allows you to continue
working while the reports are being created.
You can set up the Process Server to process the following Fixed Asset Management activities:
Depreciation or depreciation projections
General Ledger posting
Mass changes
Mass retirements
Mass transfers
Deleting asset data
Rebuilding tables
Summarize financial detail
Year end processes
Physical inventory update
Creating report options
Report options include specifications of sorting options and range restrictions for a particular report. To print some
of the Fixed Asset Management reports, you must first create report options. Each report can have several different
options so that you can easily print the information you need. For example, you can create one report option to
show summary information, and another option to show detailed information.
A single report option can’t be used by multiple reports. For identical options for several reports, you must create
them separately.
Use the Fixed Asset Management report options windows to create sorting, restriction and printing options for the
reports that have been included with Fixed Asset Management.
To create report options:
1. Open one of the asset reports windows. (Financial >> Reports >> Fixed Assets >> Activity) (Financial >>
Reports >> Fixed Assets >> Comparison) (Financial >> Reports >> Fixed Assets >> Depreciation)
(Financial >> Reports >> Fixed Assets >> Inventory) (Financial >> Reports >> Fixed Assets >> Projection)
(Financial >> Reports >> Fixed Assets >> Transaction)
For report options window information choose Help >> Index; then enter the name of the specific report options
window.
window appears.
you’ve selected.
5. Enter range restrictions. The Ranges list shows the ranges available for each report. The available ranges
You can enter only one restriction for each restriction type. For instance, you can insert one asset ID restriction or
one document number restriction.
6. Choose Insert to add the range to the Restrictions List. To remove an existing range from the list, select the
7. Choose Email Options to enter email options for the report option. Once the email options are set up, you'll
be able to send the reports in an email message from this window by choosing Email. You can also send this
report in an email from any list view where the report option is displayed.
For more information about printing reports, see Printing a report with an option.
9. To print the report option from the report options window, choose Print before saving it. To print the report
later, choose Save and close the window. The report window will be redisplayed.
Printing a report with an option
Use an asset report window to print a fixed assets report for which a report option has been set up.
To print a report with an option:
1. Open one of the asset reports window. (Financial >> Reports >> Fixed Assets >> Activity) (Financial >>
Reports >> Fixed Assets >> Comparison) (Financial >> Reports >> Fixed Assets >> Depreciation)
(Financial >> Reports >> Fixed Assets >> Inventory) (Financial >> Reports >> Fixed Assets >> Projection)
(Financial >> Reports >> Fixed Assets >> Transaction)
3. Select a report option and choose Insert to insert the report option in the Email or Print List.
4. Choose Print to print the report options in the Email or Print List.
Customizing a report
Most of the existing reports in Fixed Asset Management can be modified to meet your needs. You can add or
delete fields, change sorting options, add subtotals, or you can customize reports using Report Writer. The
following procedure describes the simplest method to customize a default report and set access to it. Refer to the
Report Writer documentation for detailed instructions about using Report Writer.
To customize a report:
1. Print the report to the screen.
2. While the report is on the screen, choose Microsoft Dynamics GP menu >> Tools >> Customize >> Modify
Current Report.
The Report Layout window will appear with the current report open.
3. In the Report Layout window, make any necessary changes to the appearance of the report.
4. Choose Windows >> Report Definition.
5. In the Report Definition window, change the sorting options, modify the report layout, or add report
restrictions.
6. Choose OK to save the changes to the report.
7. Choose File >> Microsoft Dynamics GP to return to Fixed Asset Management.
8. Choose Microsoft Dynamics GP menu >> Tools >> Setup >> System >> Security and select the user,
company and product to grant access for.
9. In the Type field, select Modified Reports.
10. In the Access List, double-click the name of the report you modified. An asterisk (*) appears, indicating that
the selected user has access to the report.
11. Choose OK to save the changes to the user’s security settings.
Fixed Asset Management Microsoft SQL® Server Reporting Services reports
You can view Fixed Asset Management Reporting Services reports from the Reporting Services Reports list. If you
are using Reporting Services 2008 or later, financial metrics for your home page also appear in the Reporting
Services Reports list. You can access the Reporting Services Reports list from the navigation pane or from an area
page in the Microsoft Dynamics GP application window. This report list appears if you specified the location of
your Reporting Services reports using the Reporting Tools Setup window. See your System Setup Guide (Help >>
Contents >> select Setting up the System) for more information.
The following Reporting Services reports are available for Fixed Asset Management.
ADDITIONS REPORT FIXED ASSETS TO GENERAL LEDGER RECONCILIATION
Report
FIXED ASSETS DEPRECIATION DETAIL PERIOD PROJECTION REPORT
Fixed Assets Depreciation Ledger Retirements Report
To print a Fixed Asset Management Reporting Services report:

1. In the navigation pane, choose the Financial button, and then choose the Reporting Services Reports list.
2. Mark the Purchase Order Processing report that you want to print.
Glossary
Account
The type of record—asset, liability, revenue, expense, or owner’s equity—traditionally used for recording individual
transactions in an accounting system. Also, the identifying alphanumeric characters that have been assigned to the
record.
ACRS (Accelerated Cost Recovery System ) tables
Tables to calculate depreciation for personal property, real estate, real estate using modified straight-line, low
income housing, and foreign real property. Created by the Economic Recovery Tax Act of 1981 for US tax purposes.
Depreciation can be calculated for assets acquired from 1981 through 1986.
Amortization
The gradual reduction of a liability in regular payments over a specified period of time. These payments must be
enough to cover both principal and interest. Also, writing off an intangible asset investment over the projected life
of the assets.
Asset
An item of value owned by an individual or corporation, especially that which could be converted to cash. On a
balance sheet, assets are equal to the sum of liabilities, common stock, preferred stock, and retained earnings.
Asset book
Accounting records—ledgers or journals— for a specific reporting purpose, such as financial or tax. All assets to be
included for the reporting purpose would be included in the asset book.
Asset group
A collection of assets with a similar characteristic.
Averaging convention
Rules for calculating depreciation in the year of the acquisition of the asset and the year of the disposal of the asset.
Book
See Asset book.
Capitalize
To classify the cost of an asset as a long-term investment, rather than charging it to current operations.
Clearing account
An asset account that is debited in Purchasing Order Processing or Payables Management for the PURCH type
distribution line in the Purchasing Distribution Entry window. This account is credited when an asset is added. At
the end of each period, if the balance in the clearing account is zero, items in Purchasing Order Processing or
Payables Management that need to be capitalized are added in Fixed Asset Management.
Corporate book
The accounting records for financial reporting purposes, based on the applicable accounting principles. See also
Tax book.
Cost basis
The purchase price of an asset, including freight, tax, and other expenses, less any adjustments, such as Section 179
Expense Deduction and salvage value. Used to determine capital gains and capital losses for tax purposes.
Depreciation
The allocation of the cost of an asset over a period of time for accounting and tax purposes. Also, a decline in the
value of an asset due to general wear and tear or obsolescence.
Depreciation-sensitive
Changes that affect depreciation. When a value in a depreciation-sensitive field is changed, depreciation must be
recalculated for that asset.
Expense
A cost incurred by a business in an attempt to obtain revenue.
Filter
An option to restrict specific information.
Fiscal period
Divisions of the fiscal year, usually monthly, quarterly, or semiannually, when transaction information is
summarized and financial statements are prepared.
Fiscal year
An accounting period of 365 days—366 days in leap years—but not necessarily starting on January 1.
Inflation
The overall price movement—generally upward—of goods and services in an economy.
Insurance year
The year reproduction cost of an asset is based on.
Investment Tax Credit (ITC)
An investment tax credit (ITC ) taken for US tax purposes for the purchase of specific types of business property.
The credit must be taken in the year of purchase and is limited by a maximum amount. The ITC was eliminated by
the Tax Reform Act of 1986.
Luxury auto
A limit on the annual recovery allowances— depreciation—that can be taken for US tax purposes.
Master asset ID
An ID used to group components of a single asset or related assets. For example, a computer might be considered
an asset that contains a CPU, a monitor, and a printer as components. You can assign the same master asset ID to
each component so that the parts are related and can be tracked together.
Net cost basis
The Original Cost Basis, minus Section 179 Expense Deduction, minus ITC Cost Reduction Amount, plus or minus
Miscellaneous Cost Adjustment.
Physical location
The actual place where an asset is located; for example, a building, a floor in a building, or a room in a building.
Prior period adjustment
An adjustment for an error that was not discovered during the period in which it occurred.
Prior year depreciation
Depreciation that relates to years earlier than the current fiscal year.
Proceeds
The value—in cash or anything not in the form of cash—received for an asset.
Projected depreciation
The forecasted allocation of the cost of an asset over a period of time for accounting and tax purposes.
Purchasing transaction
A transaction that originated in Payables Management or Purchase Order Processing.
Recalculate option
Calculates a new rate of depreciation using the new cost basis data, but does not make adjusting entries for
depreciation already taken. The new rate of depreciation will be used the next time the depreciation routine is
completed.
Receiving
Recording the receipt of assets that have been ordered from a vendor via a purchase order. Receiving also refers to
the recording of the invoice for the assets received.
Reset Life option
Recalculates depreciation from the date it was placed in service forward to the date the asset has already been
depreciated. If there are adjustments to the depreciation for any period, they will be written to the financial detail
table.
Reset Year option
Recalculates depreciation from the beginning of the year forward to the date the asset has already been
depreciated. If there are adjustments to the depreciation for any period, they will be written to the financial detail
table.
Retire
To sell or dispose of a fixed asset, including destroying or abandoning the asset. A retired asset is no longer
producing revenue.
Section 179 Expense Deduction
US Tax Section 179 allows expensing all or a portion of the cost of an asset in the year of acquisition, rather than
expensing, or depreciating, over the life of the asset. Any portion of the cost of an asset taken as Section 179
cannot be taken also as depreciation. For more information about additional restrictions and rules, contact a tax
professional.
Special depreciation allowance
An additional first-year depreciation deduction. If used with the Job Creation and Worker Assistance Act of 2002,
the deduction is equal to 30 percent of the adjusted basis of qualified property. For more information, contact a tax
professional.
Spread
Options that account for the allocation of proceeds and expenses of sale for selected assets when mass retiring
those assets.
Suffix
Number used to distinguish multiple assets with the same asset ID. Might be used to identify components of assets
or assets that have been partially retired or transferred.
Switchover
Option that changes the depreciation method of an asset when the depreciation for an asset is greater using the
switchover method than the current depreciation method. The depreciation method automatically will change to
the switchover method. Switchover will only occur at the beginning of the year when the yearly depreciation rate is
calculated for the next year.
Tax book
The accounting records for tax reporting purposes, based on the applicable tax laws. See also Corporate book.
TEFRA
The Tax Equity and Fiscal Responsibility Act of 1982 produces additional revenue through a combination of federal
spending cuts, tax increases, and reform measures for US tax purposes.
Transfer
The movement of an asset to a new general ledger account, property tax location, physical location, structure, or
master asset ID. Typically affects the future allocation of depreciation expense for the asset.
Vendor
A person or company providing goods and services in return for payment.
Year-end closing
A process used to zero out year-to-date values and update beginning of year values for assets, including quantities,
depreciation, and maintenance.
VAT in the UK Version of Microsoft Dynamics GP
Her Majesty's Revenue and Customs (HMRC ) is implementing the first step of Making Tax Digital, which imposes
new requirements on VAT registered businesses above the VAT threshold. Requirements will be implemented in
phases. In the first phase, with a deadline in April, 2019, the following requirements will take effect:
Keeping records digitally - Businesses must now keep all their records digitally. For users of ERP systems this
will not have any impact since they already keep their records digitally in these systems.
Submit VAT return electronically using software recognized by HMRC.
If you are new to VAT 100 setup, review How to setup VAT 100 Return
If you are having issues using the Making Tax Digital review Troubleshooting Making Tax Digital
Set up Making Tax Digital for VAT

The Making Tax Digital feature uses a service connection to communicate with HMRC.
In the Company Setup window, you must specify your company's tax registration number.
In the UK Digital VAT Setup window (Cards -> Company-UK Electronic VAT Setup), you must specify that you
want to use the Making Tax Digital service.
Set up VAT returns
HMRC maintains a list of VAT obligations for companies, which are the periods for which they must report VAT
and the due date for the report. HMRC exposes this information through their API so that Dynamics GP can
retrieve the obligations. Dynamics GP stores VAT obligations as VAT Return Periods, and uses them to:
Remind you about VAT returns that are due or overdue.
Automatically enter start and end dates when you create VAT returns.
In order to use the Making Tax Digital service, you must connect to the service from the VAT Return window.
To enable the connection, you must create a new VAT return.

To connect to the Making Tax Digital service
1. In the VAT Return window, enter a VAT Report ID, and then enter a year (this is the year that your VAT tax
obligation is due).
2. Once you tab off the Year field, the HMRC Log in window appears where you can login to the HMRC site.
3. Grant authority to the software application to access your VAT information.
4. After you have successfully logged in, then the VAT Obligations window opens, and you can choose your
obligation period. This comes from the HMRC site and will return your company’s VAT periods.
The screenshot above is based on a test environment with quarterly VAT tax and only 2 obligation periods
open. Your view will be different.
5. When you return to the VAT Return window, click Calculate to have the system calculate VAT for you as
shown in the following picture.
If the calculations are not correct, you can clear the window at this time. Then repeat steps above when
ready. Click Save to save the information.
6. When you save the VAT return, VAT box fields are now editable so any further corrections can be made.
The Final Return checkbox is also editable and it must be marked before you can submit.
7. Click Submit to start the submission. You must supply your HMRC credentials again.
You will get a mandatory message required by HMRC, click ok and then you will see a progress bar for the
VAT information being submitted to HMRC.
When the submission is complete you will see the VAT Response window.
To submit VAT Daybook returns
1. Create the column codes for GB country code for all the boxes in VAT Daybook report (Cards >> Company
>> VAT Daybook report)
2. Create and Post Purchase and Sales transaction with Tax for GB customer and vendor.
3. If you want to view the report before submission then select the draft option in VAT Daybook
report(Routines >> Company >> VAT day book report)
4. If not then you can print the audit trial code report for that posted period. As soon as you tab off from the
period field HMRC login page will open up and you enter the credential.
a. If in case, VAT calendar setup is not as per the HMRC calendar setup then you get the message for
incorrect calendar setup and obligation window will open to view (only to view but you can’t select any
period) the calendar setup for that year. You need to do the calendar setup as per the HMRC site in order to
proceed further.
b. If calendar setup is as per the HMRC then you can print the audit trial report.
5. After generating the audit trial report, you can now perform the electronic submission for the same period.
6. When you choose Electronic Submission and then enter Year and Period Key, VAT HMRC login page pops
up and you must enter the credentials.
7. After entering the credentials, you can click on submit button which again takes you to the HMRC login
page. Post submission, VAT response window will open up for the submitted record.
NOTE
After submitting the return, if the progress window does not start and there is no response window, it could be a proxy
server issue. For more information, see https://developer.service.hmrc.gov.uk/api-documentation/docs/reference-
guide#network-access
NOTE
The above Making Tax Digital process of submitting to the HMRC also works for the VAT Daybook module in Dynamics GP.
VAT Daybook does not allow you to edit the amounts prior to submission like you can in the VAT 100 (return) window.
Glossary of Terms in the Financials Area in Dynamics
GP
The following table explains the terminology used in the Financials area in Dynamics GP.
TERM DEFINITION
1099 Statement A report required by the US Internal Revenue Service for each
vendor from whom goods and services worth $600 or more
have been purchased within a calendar year. There are three
possible formats for a 1099: miscellaneous (1099-MISC),
interest (1099INT), and dividend (1099-DIV).
Account alias A “short name” for a posting account in the chart of accounts.
If the account format has a large number of segments, using
aliases can speed data entry.
Accounting period A subdivision of the fiscal year. Common periods are months
or quarters.
Active customer A customer with whom you’re currently doing business on a

regular basis.
Active vendor A vendor with whom business is being conducted on a regular

basis.
ADTP (Average days to pay) An average based on the number of invoices a customer has
and the time taken to pay each invoice. The formula for
calculating the average days to pay is:
ADTP = (Current ADTP) x (Number of Invoices) + (Number of
Days Taken to Pay Most Recent Invoice) / (Number of Invoices
+ 1).
Aged Trial Balance The Aged Trial Balance shows the balances for each aging
period as of the last aging date. You can print the Aged Trial
Balance to view the current aging status of accounts.
Aging The process that determines the maturity of an account from

the transaction date or due date, indicating how many days
each account has been outstanding. Aging places each posted
transaction in the appropriate current, past-due, or days old
aging period.
Aging period A specified number of days to age your accounts by. For
example, your aging periods might be from 0 to 30 days, 31
to 60 days, and so on. Up to seven aging periods can be used
for open item accounts and two periods (current and non-
current) for balance forward accounts.
Alert message A message that appears when inappropriate, inadequate, or

unclear data or instructions are issued, when data is not
accessible or when a confirmation is sought.
TERM DEFINITION
Alignment form A document printed to ensure text is properly aligned before

you print actual statements.
Alternate currency Any currency that is not a functional currency.
Apply The process of linking a payment amount to one or more

documents being paid.
Audit trail A series of permanent records that you can use to track a
transaction to the point it was originally entered in Microsoft
Dynamics GP. You can use the audit trail to verify the accuracy
of sales records by outside accountants or auditors.
Audit trail code A code providing a precise record of each transaction and its
origin within the Microsoft Dynamics GP system.
Auto apply Applies selected cash receipts, credit memos, and returns to a
customer’s oldest documents. During setup you can select
whether to apply the amounts to documents with the oldest
due dates or those with the oldest document dates. See also
Apply.
Background processing Background processing enables users to continue working

while transactions are being posted or reports are being
printed.
Backing up The process of storing data on a secondary medium, usually

diskettes or magnetic tape, to minimize the difficulty of
recovering from data loss. Backups should be performed
routinely.
Balance The difference between the debit amount and the credit
amount of a particular account.
Balance brought forward Balance for each account that is carried forward to the next
period.
Balance forward account An account type that records all documents entered during
the current period and the balance brought forward amount
for prior periods. Cash receipts are applied to the oldest
balance, not to specific transactions.
Bank card A card for which payments might be treated as cash by the
business receiving the payment.
Bank reconciliation The process of making the cash balance shown on the bank
statement and the cash balance entered in Bank Reconciliation
match as of a certain date.
Bank statement A statement issued by a bank describing the activities in

checking accounts and other bank accounts over a period of
time.
TERM DEFINITION
Batch A group of transactions identified by a unique name or

number. Batches are used in computerized accounting to
conveniently group transactions, both for identification
purposes and to speed up the posting process.
Batch frequency An option that determines how often a recurring batch will be
posted, such as weekly, monthly, or quarterly.
Batch inquiry A window that shows the users that are currently working
with batches and the statuses of those batches.
Batch posting An option used to post batches—groups of transactions

identified by a unique name or number—within a module one
at a time.
Batch-level posting A posting method that enables transactions to be saved in

batches that can be posted whenever convenient. There are
three types of batch-level posting: batch posting, series
posting, and master posting.
Breakout of due to/due from accounts Detail created by Dynamics GP showing the distribution
account you enter and the offset due to account or due from
account for each intercompany distribution. This breakout
prints only on edit lists (in Payables Management) and posting
journals (in General Ledger and Payables Management).
Beginning balance Those balances either entered during the setup of your
Microsoft Dynamics GP system or carried forward from the
preceding fiscal year.
Calendar year An accounting cycle beginning on January 1 and ending on

December 31.
Calendar-year history A record of transactions by calendar months.
Cash receipt A document used to record payments and deposits received

from customers.
Check A written order on a bank to pay a sum of money from funds

in an account. Checks show the name of the company or
individual receiving payment, the signature and account
number of the person issuing the check, the payment amount,
and the current date. Checks usually are numbered in
sequence.
Check card A type of credit card. When purchases are made with a check
card, the amount of purchase will immediately be withdrawn
from the user’s bank account. Check cards also are known as
debit cards.
Checkbook An account that keeps a currency balance and tracks the

receiving and disbursing of cash.
TERM DEFINITION
Child customer ID Customers assigned to a national account parent. Typically,

invoices originate with the child customers of the national
account.
Class Enables customers, vendors, users, or items to be grouped

according to common characteristics. For example, a customer
class could be created to group customers according to credit
limit or location.
Cleared amount The amount a bank statement shows a transaction cleared for.
Cleared difference The difference between what you entered for a transaction in
your checkbook and the amount the transaction cleared for
on the bank statement.
Comma-delimited field The standard comma-separated ASCII character format used

when exporting a report so database programs can read it.
Commission The amount, usually a percentage of the sale amount, paid to

the salesperson who made the sale.
Consolidating A period-end procedure that draws together individual

transaction amounts into a single summary transaction
balance. Typically, this procedure is used for balance forward
account types before a balance is brought forward to the next
period.
Credit limit A limit on the amount a customer can purchase on account.
Credit memo A document that credits a customer’s account and explains

the reason for the credit.
Credit receipt See Credit memo.
Credit terms Conditions agreed upon when credit is granted.
Customer ID An alphanumeric identification assigned to customers using

the Customer Maintenance window. You can use the customer
ID to sort information on reports.
Debit memo A document that debits a customer’s account and explains the
reason for the debit.
Decrease adjustment An entry that decreases the checkbook amount.
Default class A class whose values are used for the creation of new classes.
Default entry A value displayed in a window automatically; used unless a

different value is entered.
Deposit Money added to an account.

TERM DEFINITION
Deposit slip A form that shows the date and the items that make up a
deposit, including receipt and payment information, the
currency, check, and coin totals, and the amount of cash
received.
Deposit in transit Deposit that has been entered but hasn’t cleared the bank.
Destination company A company that will be the recipient of an intercompany

transaction.
Discount available A reduction in the amount receivable, offered if the payment is

made by a certain date.
Discount date The date an invoice must be paid in order for a discount to be
valid.
Discount taken The discount amount customers take from their available
payment terms discount. See also Discount available.
Distributing The process of allocating to separate accounts a percentage or

part of transaction amounts.
Distribution account An account designated to receive a percentage or part of a

posted transaction.
Distribution history A record of the debits and credits for each document
distributed to individual posting accounts.
Document All the information entered for a single, complete transaction,

including distribution amounts.
Document number The number assigned to any document recorded in

Receivables Management, such as sales, credit memos, and
payments.
Document type An option that identifies a document’s purpose and how

document amounts will be posted. In Receivables
Management, the document types include sales/invoices, debit
memos, finance charges, services/ repairs, warranties, credit
memos, returns, and cash receipts.
Due to/due from accounts General Ledger accounts used by Dynamics GP to track
amounts to be paid or to be collected among companies. The
due to/due from accounts are often called Intercompany
Payable and Intercompany Receivable in the Chart of
Accounts.
EFT (Electronic Funds Transfer) A service provided by banks in conjunction with businesses to
have money moved in and out of an account.
Exchange rate The rate of exchange between two currencies on a particular

date and time.
TERM DEFINITION
Exchange rate source The service, publication, or institution exchange rates are
obtained from. For example, you can use rates from a local
bank, a financial journal, or an electronic service such as
CompuServe.
Exchange rate table A table used to store exchange rates for a unique combination
of currencies and rate types. These tables also are used to
define selections for determining the exchange rate that will be
used when the currency for a table is entered on a
Euro A trading currency for participating countries/regions in the

European Union.
Exchange rate The rate of exchange between two currencies on a particular

date and time.
Expansion button A button used to open a window where information for the
field next to the button can be added, changed, or viewed.
Finance charge The cost of borrowing money; usually a charge assessed to

overdue accounts. Also a document type used to record a
finance charge.
Financial year See Fiscal year.
Fiscal year An accounting cycle composed of up to 54 consecutive

periods. In Australia and New Zealand, this is referred to as a
financial year.
Fiscal-year history A record of sales, commission amounts, and other transactions

organized by fiscal periods.
Functional amount The equivalent transaction amount in the functional currency

for a transaction amount that was entered using an
originating currency. This amount sometimes is referred to as
the functional equivalent of the originating amount.
Functional currency The primary currency a company keeps its financial records in.
Typically, the functional currency is the currency for the
country/ region where the company is located.
Functional equivalent See Functional amount.
Grace period A period of days added to end-of-month (EOM) terms to

prolong the payment due date for purchases made during the
last few days of the month. For example, with a grace period
of five days, a purchase made on December 28 or later would
not be due until the end of January.
TERM DEFINITION
Group printing Saving and printing reports in groups. For example, you can
create a report group used to print the Salesperson
Commission Summary and Sales Territory Commission
Summary before closing a fiscal year. You can create groups of
reports within the same series and groups of series report
groups, such as to print the Checkbook Register Report and
the Undeposited Receipts Report.
GST (Goods and Services Tax) A tax on the consumption of goods and services used in
Canada, New Zealand, and other countries/regions.
Historical Aged Trial Balance A Receivables Management report that projects the balances
in each aging period by aging the accounts; for reporting
purposes only. See also ADTP (Average days to pay).
History Transaction activity from a previous year. Maintaining history

files enables users to print detailed reports, comparing
currentyear activity to activity in a previous year.
Hold A restriction that prevents certain types of transactions from

being entered for a specified record. For example, you can
place a customer with a past due balance on hold.
HTML (Hypertext Markup Language) A format that you can view using a web browser. Use this
format for reports placed on your company’s intranet.
Inactivate The process of making customer cards inactive. If you

inactivate customer cards, you won’t be able to post any of
their transactions—sales or payments.
Inactive customer A customer with whom business isn’t being conducted any
longer. Typically, records for these customers can’t be deleted
because historical records are being kept.
Increase adjustment An entry that increases the checkbook amount.
Inquiry Enables you to view open-year and historical information.
Intrastat statistics The system for collecting statistics on the trade of goods
between European Union countries/regions.
Intercompany transaction Any transaction that contains distributions to another

company.
Intercompany-generated transaction Any transaction that originated in another company.
Invoice A document that records the prices and other details of goods
and services sold or supplied.
Journal A chronological list of transactions, in the form of debits and

credits, for a particular account or group of accounts, such as
sales or cash disbursements.
Journal entry A transaction recorded in a formalized manner by entering an

account and the amounts to be debited and credited.
TERM DEFINITION
Last reconciled balance The balance of a checkbook on the bank statement. This is the
amount to reconcile to.
Lockbox A place where bills that are paid every month are stored at a
bank. The bank locks this money away to pay certain bills.
Lookup window A window that displays a list of accounts, customers,

documents, or other items in the Microsoft Dynamics GP
system. Lookup windows for a specific field are displayed by
choosing the magnifying glass button next to the field.
Master posting A posting process in which marked batches from different

series can be posted simultaneously.
Miscellaneous charge A charge that isn’t part of a normal purchasing process. A

miscellaneous charge might be a service charge such as
installation or repair of merchandise, or a shipping and
handling fee on a credit card purchase.
Multiple addresses Locations in addition to a company’s main location. For

example, a business with several stores can specify an address
for each location.
Multiple companies Companies separate data folders have been established for.
Enables you to keep a separate set of financial information for
each company you operate.
National account A combination of related customers that make up a single

organization. The parent customer is the controlling customer
of the national account. This parent customer has child
customers, and is usually the customer who distributes
payments on behalf of the child accounts.
NSF (Non-sufficient funds) The process of assessing a charge to payments, such as

checks, with insufficient funds. If you mark a payment as NSF,
the system unapplies the payment, backs out the
distributions, and increases the amount in the Receivables
account while decreasing the amount in the Cash account.
Open item account An account type that shows details of all transactions not fully
applied. Open item accounts enable cash receipts to be
applied to specific invoices.
Open transaction A posted transaction. You can apply or unapply this

transaction.
Origin A transaction entry window within a specific Microsoft

Dynamics GP module. You can select certain options, such as
closing fiscal periods, for each transaction origin. The
transaction origin appears as part of the audit trail code on all
posting reports in Microsoft Dynamics GP.
TERM DEFINITION
Originating amount The transaction amount in the currency that the transaction
was entered in. Originating amounts are posted along with
their corresponding functional amounts, also referred to as
functional equivalents.
Originating company The company in which you initiate (or originate) an

intercompany transaction.
Originating currency The currency a multicurrency transaction was conducted in.
Outstanding check Check that has been written, entered, and sent to payees but
hasn’t yet been received, paid, and canceled by the bank.
Paid transaction removal A procedure used to transfer paid transactions to history and
to consolidate balance forward account balances. If you’re not
keeping history, this procedure deletes paid transactions from
your records.
Parent customer ID The controlling customer of a national account; has child

customers. The parent customer usually distributes payments
on behalf of the child customers.
Payment terms Conditions for payment agreed upon when a sales transaction
takes place. Payment terms might include a discount to the
selling price if the payment is received within a certain time
period.
Postal code See ZIP code.
Posting A procedure that makes temporary transactions a part of your

business records; permanent records are updated with the
amount of these transactions. In manual accounting, to
transfer journal totals to the appropriate accounts in a ledger.
Posting account A financial account that tracks assets, liabilities, revenue, or

expenses. Amounts posted to these accounts appear on the
Profit and Loss Statement, the Balance Sheet, and other
financial reports if you use General Ledger.
Posting date The date a specific transaction was posted to your company’s
posting accounts.
Posting journal A report printed following the posting process that shows the
detail for each transaction that’s been posted. Posting journals
include the audit trail code, which provides a precise record of
where each transaction has been posted within Microsoft
Dynamics GP.
PST (Provincial Sales Tax) A tax set by each Canadian province.
QST (Québec Sales Tax) The Provincial Sales Tax for the province of Québec. See also
PST (Provincial Sales Tax).
TERM DEFINITION
Range An option used to narrow the amount of records printed on a

report. For example, a selected range of customer IDs could be
those between Acme Company and Limited, Inc.
Rate calculation method A mathematical operation (multiply or divide) specified for

calculating functional and originating equivalents on a
transaction, or for displaying amounts in summary or inquiry
windows. The exchange rate on the exchange rate table is
used in the calculation. The operation is used to calculate a
functional currency amount from the originating currency
amount using a specified exchange rate.
Rate frequency The frequency you should enter new exchange rates for an
exchange rate table. The rate frequency is used to determine
the length of time an exchange rate is valid. For example, you
can mark a rate as valid for a single day, week, month, quarter,
or year. The rate frequency determines the expiration date for
each rate, based on the day the rate is entered.
Rate type An option used to identify different exchange rate tables for
one currency that are used for different purposes. For
example, you might set up exchange rate tables with a Buy
rate type for sales transactions and a Sell rate type for
purchasing transactions. You also can use rate types to
distinguish the posting accounts that are used for realized
gains and losses and rounding differences.
Rate variance A range you can specify to limit the amount the exchange rate
can fluctuate when you enter a new exchange rate in an
exchange rate table or during the transaction entry. For
example, if the default exchange rate is 0.68450 and the rate
variance is 0.01000, you could enter an exchange rate
between 0.67450 and 0.69450.
Real-time posting See Transaction-level posting.
Realized gain Gain realized due to the difference in exchange rates between
when the receipt was posted and when the receipt was
deposited.
Realized loss Loss realized due to the difference in exchange rates between
when the receipt was posted and when the receipt was
deposited.
Receipt Any type of payment a business might receive.
Reconciling A procedure used to verify that Receivables Management data

is accurate. The reconcile process verifies, and recalculates if
necessary, the accuracy of the account balances and document
ages in each aging period.
Recurring batch A batch that will be posted repeatedly, according to the

selected frequency. An example of a recurring batch would be
one to record monthly rent expense. In Australia and New
Zealand, transactions entered in a recurring batch are referred
to as standing transactions.
TERM DEFINITION
Recurring transaction Transactions, such as membership dues, that occur repeatedly

over time. In Australia and New Zealand these transactions are
referred to as standing transactions.
Refund check A transaction used to transfer receivables balances to Payables

Management. Receivables debit documents and payables
miscellaneous charge documents are created for each
customer that refund checks are created for.
Removing history A procedure used to erase ranges of account or transaction

history that are no longer useful.
Report option A collection of entries that specify the amount or type of

information that will appear on a report. You can create
multiple report options.
Removing history A procedure that erases ranges of account or transaction

history. Removing history will remove ranges of history that
are no longer useful, making additional hard disk space
available.
Report Writer A Microsoft application that can be used to create customized

reports.
Reporting currency The currency used to convert functional currency amounts to

another currency on inquiries and reports.
Return A transaction that records the return of merchandise after the

invoice for the sale has been posted. Returns are applied to
the original invoice (for open item customers) or to the
customer’s balance (for balance forward customers).
Roll down Applies changes you’ve made to a class record to all customer
records within the class. For example, if you change the
payment terms for the class from Net 30 to 2%-10/Net 30,
you can roll down the change to all records in the customer
class.
Rounding difference account A multicurrency posting account that recognizes a difference

between debit and credit amounts for originating transaction
amounts. The difference might be because of how accounts
are split to update posting accounts using the exchange rate
for the transaction.
Sales tax detail See Tax detail.
Sales tax schedule See Tax schedule.
Sales territory A division of the regions a company’s products are sold in,
separated from other divisions oftentimes by geographical
location. In Microsoft Dynamics GP, you can track sales and
commissions for each sales territory.
Salesperson A person who sells a company’s goods or services.

TERM DEFINITION
Sample data Data that you can use to practice Microsoft Dynamics GP
procedures by entering the information listed in the online
lessons. You can use sample data using the lesson company.
Series A group of Microsoft Dynamics GP modules that form an

interrelated set of applications.
Series posting A posting process in which marked batches from the same
series can be posted simultaneously.
Service/Repair A document that records the charges for services or repairs

provided.
Short name A shortened version of a customer name that you can print
on reports when full names are too long.
Single-use batch A batch posted only once, then deleted.
Source document code A code that identifies the type of journal or entry that you can
examine for more information about a specific transaction. For
example, you could use the source document code BRDEP for
Bank Reconciliation deposits.
Splitting commissions A method of dividing commission amounts or percentages

among two or more salespeople.
Spot rate The exchange rate used for the day.
Standing transaction See Recurring transaction.
Statement A record of customer activity including aging period

information, the total amount due, and payments received.
Statement name A name printed on statements that replaces the customer’s

name as it appears in the Customer Name field. Statement
names often are used to print the customer’s first name first
on the statements. For example, the customer name Goodwin,
Gayle could be printed as Gayle Goodwin on statements.
Tab-delimited field The tab-separated ASCII character format used when

exporting a report.
Tab-delimited format A tab-separated ASCII character file format used when

exporting a report so that it can be read by programs that use
this format.
Table A collection of related records, such as transactions or

accounts. All the accounting information you enter in
Microsoft Dynamics GP is stored in tables. Formerly referred
to as file or data file.
Tax detail A definition of each tax that might apply to customers. Tax
details are grouped into tax schedules. See also Tax schedule.
TERM DEFINITION
Tax schedule Groups of tax details. When you assign tax schedules to
customers, Microsoft Dynamics GP calculates the applicable
taxes during transaction entry. See also Tax detail.
Text file (text only) A file format that saves reports as text without formatting.
This option should be used when the application you’re
converting the document to is unable to read any of the other
file formats.
Text-only format A file format that saves reports as text without formatting.
This format is used when exporting reports to applications
that are unable to read other formats available in Dynamics
GP.
Trade discount A discount a customer always receives. The rate is calculated at

the time of a sale and is given in addition to any payment
terms discounts that also might be offered.
Transaction An event or condition that is entered in asset, liability, expense,

revenue, or equity accounts. Checks and withdrawals are two
types of transactions.
Transaction history A record of the transactions that have been entered and fully
paid in Receivables Management. If you’re not keeping history,
the paid transaction removal deletes paid transactions from
your records.
Transaction-level posting A posting method in which you can enter and post
transactions without having to create a batch. Also known as
real-time posting.
Transfer A transaction used to enter a transfer of funds from one

checkbook to another.
Typical balance Yhe type of balance, either debit or credit, an account has
under ordinary circumstances. Asset and expense accounts
normally have debit balances, while liability, revenue, and
equity accounts normally have credit balances.
Trial Balance A Receivables Management report that illustrates the

outstanding balances and the aging periods for each customer
account.
Unapply A procedure that reverses the entries that applied amounts to

documents.
Unrealized gain Gain because of the difference in exchange rates between the
transaction date and the revaluation date for an account with
multicurrency activity.
Unrealized loss Loss because of the difference between the transaction date
and the revaluation date for an account with multicurrency
activity.
TERM DEFINITION
User-defined field Two fields in the Customer Maintenance window that you can
define to track information specific to your business.
VAT (Value-added Tax) A tax on goods and services used throughout Europe and
elsewhere in the world.
Voiding The process of recording an equal and opposite transaction to

undo the effects of a posted transaction.
Waiving To remove a finance charge that already was assessed.
Warranty A document that records a service or repair charge covered by

a warranty.
Withdrawal A removal of cash from a checkbook for business or personal

use.
Writeoff A process used to adjust small differences between an invoice

amount and a payment.
Year-end closing The process used to transfer current-year amounts to last-

year amounts.
ZIP code In the United States, the postal code assigned to business and
residential addresses. In other countries/regions, it might be
referred to as post code or postal code.
Returns Management
You can use Returns Management to enter, set up, and maintain your Return Materials Authorization (RMA) and
Return To Vendor (RTV ) documents. If Returns Management is integrated with Service Call Management, an RMA
is created automatically from a returnable parts line on a service call. If Returns Management is integrated with
Sales Order Processing, you can select items directly from the historical Sales Order Processing invoice that was
generated for a specific customer.
The introduction is divided into the following topics:
• What’s in this manual
• Symbols and conventions
• Resources available from the Help menu
• Send us your documentation comments

This manual is designed to give you an understanding of how to use the features of Returns Management, and
how it integrates with the Microsoft Dynamics® GP system.
you are registered to use, choose Help > About Microsoft Dynamics GP.
Part 1, Returns Management setup, introduces Returns Management and explains its setup.
Part 2, Transaction activity, explains how to enter RMA and RTV documents. It also explains how to receive,
ship, and close these return documents. Additional processes, such as reconciling inventory quantities and
removing return document history, also are discussed.
Part 3, Inquiries and reports, explains how to use inquiries and reports to analyze your item return
information.
Part 1: Returns Management setup

When you set up Returns Management, you can select options, set up and customize Return Materials
Authorization (RMA) and Return to Vendor (RTV ) document types, and specify how default entries are displayed
when you enter transactions.
Setup procedures generally need to be completed only once, but you may want to refer to this information for
instructions on modifying or viewing existing entries. The following topics are discussed:
Chapter 1, “Setup overview,” describes the various document types found in Returns Management and how
to use the Setup Checklist to assist in setting up Returns Management.
Chapter 2, “Setup in Returns Management,” explains how to set up Returns Management and each
document type within Returns Management.
Chapter 1: Setup overview
Use Returns Management to enter, receive, ship, and process item returns. You can use Returns Management for
both the customer side of your returns process, as well as sending items back to your vendors to complete the
entire return life cycle for an item.
This information is divided into the following topics:
Before setting up Returns Management
Use the Setup Checklist
RMA life cycle
RMA types
RTV life cycle
RTV types
Before setting up Returns Management
Before setting up Returns Management, complete the setup procedures for Sales Order Processing, Receivables
Management, Inventory, and General Ledger, including the following tasks:
Create general ledger accounts for sales returns, cost of goods sold (COGS ), scrap, repair sales, and
reimbursements.
Enter customer records, including default general ledger accounts.
Enter inventory cards for items that will be sold and, potentially, returned by customers. You also should set
up miscellaneous items for fees such as repair charges or restocking fees.
Create order, invoice, and return document types in Sales Order Processing.
For more information, see the System Setup Guide (Help > Printable Manuals) or the General Ledger,
Receivables Management, Sales Order Processing, and Inventory Control documentation.
If you’re using Returns Management with Multicurrency Management, be sure you’ve set up currencies,
exchange rate tables, and Multicurrency default entries. For more information, see the Multicurrency
Use the Setup Checklist
When setting up Returns Management, either open each setup window and enter information, or use the Setup
Checklist window (Microsoft Dynamics GP menu > Tools > Setup > Setup Checklist) as a guide. See the
System Setup Guide (Help > Printable Manuals) for more information.
RMA life cycle
When operating a returns warehouse, you sometimes interact with customers who need to return equipment for
various reasons. When they bring you a part, you complete one of a few tasks: issue a credit, repair and return the
item to the customer, or replace the item. You also may be accepting the item in exchange for an item you already
provided to the customer. Once you’ve completed your transaction with the customer, you have a few more
options: repair the item and return it to your inventory, return the item to the vendor, or scrap the item.
The following diagram outlines the life cycle of Return Materials Authorizations (RMAs), from entry through
completion. When Returns Management is integrated with the other modules of the Field Service Series (Service
Call Management, Preventive Maintenance, Contract Administration, and Depot Management), many new options
and paths become available.
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You can create RMAs from two different points of access throughout Field Service:
Manual entry in the RMA Entry/Update window
From return lines for returnable items on a service call
Entry in the RMA Entry/Update window is the method described in this manual. Refer to the Service Call
Management documentation for more information regarding service calls and returnable items.
RMA types
RMA documents are used to track an item return from your customers. The available RMA document types are as
follows:
Credit Provide a credit to your customer’s account in Receivables Management for the value of the items the
customer returned to you.
Replacement Provide the same item, or a similar item, as a replacement to your customer. You must receive the
original item from your customer before you send the replacement item on a new order document in Sales Order
Processing.
Advance Cross–ship Provide the same item, or a similar item, as a replacement to your customer. You can send
the replacement item using a new Sales Order Processing order document prior to receiving the original item from
your customer.
Repair and Return You, or your vendor, will repair the item that is received from the customer. Your customer will
receive the item after it’s been repaired.
None The customer’s original item is picked up by your field service technician and returned to your returns
warehouse. This type of RMA document was designed to integrate directly with Service Call Management.
RTV life cycle
With RTVs, you become the customer, and the vendor takes your place in the scenario. You bring your vendor a
part and your vendor completes one of a few tasks: issues a credit, repairs and returns the item to you, or replaces
the item. You also may be returning an item in exchange for an item you already were provided. You can return the
item to your customer or to your inventory.
The following diagram outlines the major points of interest for users of Returns Management who are entering
RTVs. From entry through completion, the greater stages of the RTV document life cycle are covered. When
Returns Management is integrated with the other modules of the Field Service Series (Service Call Management,
Preventive Maintenance, Contract Administration, and Depot Management), many new options and paths become
available.
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You can create RTVs from two different points of access throughout the Field Service Series:
Manual entry in the RTV Entry/Update window
Automatically generated with the Create button in the RMA Line Process Return window, where the
process type is set to Create RTV.
RTV types
RTV documents are used to track items that are sent back to your vendors. Returns Management supports four
different methods of accounting for returns to fit your business needs.
Credit You receive a credit against your vendor’s account in Accounts Payable for the value of the items that you
returned.
Replacement Your vendor ships you the same, or a similar, item as a replacement. The shipment of the original
item to the vendor generates a purchase order, that the replacement item will be received against.
Advance Cross–ship Your vendor ships you the same, or a similar, item as a replacement. A purchase order is
created immediately so that the replacement item can be received before the vendor receives the original item that
you are returning.
Repair and Return Your vendor has agreed to take the item and repair it. You will receive the same repaired item
back from the vendor at the end of the repair process. This type is not available for non-inventoried items.
Chapter 2: Setup in Returns Management
Returns Management setup involves setting up preferences such as data entry default entries and vendor
reimbursement amounts, as well as Sales Order Processing document types used for replacement shipments and
miscellaneous fees.
When you set up Returns Management, you can open each window and enter information or you can follow the
Setup Checklist, which you can use as a guide to the setup process. For more information, see Use the Setup
Checklist.
Set up options and default entries
Set up return document security
Set up RMA status codes
Set up RMA types
Set up RMA reason codes
Returned items
Set up RTV status codes
Set up RTV types
Set up vendor extensions
Set up reimbursements
Set up item extensions
Set up customer extensions
Set up warranties
Set up equipment maintenance cards
Set up options and default entries
You can set up default entries and other information that will affect the return documents that you will enter. You
also can set up security options for return documents.
To accelerate the transaction entry process, specify common entries that will appear automatically when you enter
return documents.
Vendor Validation is the process that Returns Management uses when processing RTVs to verify the suitability of a
vendor for returning items. Vendors that are assigned to a given item number in inventory are verified
automatically.
1. Open the Service Setup – Returns window. Microsoft Dynamics GP menu > Tools > Setup > Project > Service
Setup > Return button

1. Specify the RMA default settings.
Default RMA Type The RMA type for creating new RMAs.
Credit Batch ID The SOP Batch ID for SOP returns that are created from the RMA credit, replacement, and
cross–ship type processes. You can post the documents to unique batches according to the RMA type.
Order Batch ID The SOP Batch ID for SOP Order documents that are created by the RMA receiving
process or from the replace and cross–ship functions. You can post the documents to unique batches
according to the RMA type.
Invoice Batch ID The SOP Invoice Batch ID for SOP Invoice documents that are created by the RMA
closing process. You can post the documents to unique batches according to the RMA type.
1. Enter the Next RMA Number, using only numeric values, so that the Next RMA Number is incremented
properly each time a new RMA document is created.
2. Select the options to include in the RMA life cycle.
Auto–Credit Receipts Returns Management automatically should create the Sales Order Processing (SOP )
return document for Credit type RMAs when you post RMA Receivings.
Auto–Replace Receipts When a Replacement type RMA is received, the SOP return document is created
automatically, as well as the SOP order document for the replacement item.
Auto–CrossShip Receipts When a Cross–ship type RMA is received, the SOP return document is created
automatically, as well as the SOP order document (unless it has already been created).
Allow $0.00 Invoices Permit the creation of invoices for net currency amounts of zero, even on closed
RMA documents.
Create History Distribution Records Returns Management should create a History Distribution record
automatically when the RMA is moved to history. If cleared, the distribution records will not be available for
inquiry on history records.
1. Enter up to five fields of your choice for special RMA functions that are not available elsewhere in Field
Service.
2. Specify the RTV default settings.
Default RTV Type The RTV type for creating new RTVs.
Vendor Site ID The “via” (or intransit) site on the inventory transfer for a repair and return type RTV.
If a Site ID isn’t set up in the Vendor Extensions window, the Vendor Site ID specified in the setup window
is the default Intransit/Via site for inventory transfers for repair and return RTVs. For example, you might
have specific site IDs set up in Vendor Extensions for the vendors you deal with most often and a generic
site ID for those vendors with whom you have less repair volume.
1. Enter the Next RTV Number, using only numeric values, so that the Next RTV Number is incremented
properly each time a new RTV document is created.
2. Select one of four Vendor Validations that Returns Management will use when creating RTV records.
Full prompting A message is displayed when you save an RTV where the vendor isn’t assigned to the item
being returned. You can click Yes to open the Item Vendors Maintenance window (Cards > Inventory >
Vendors), where you will need to enter information regarding the item/vendor relationship and save the
record.
Link with prompt A message is displayed when you save an RTV where the vendor isn’t assigned to the
return item. You can click Yes, and the system will save the entry in the Item Vendors Maintenance window
automatically.
Link without prompt No message is displayed if there isn’t a record for the item and the vendor in the
Item Vendors Maintenance window. If the item vendor record doesn’t exist, one is created automatically and
the item number is assigned as the vendor item number.
Existing vendors only Vendors can’t be added to items if they aren’t already assigned to the item.
1. Select the options to include in your RTV life cycle.
Create History Distribution Records A History Distribution record should be created automatically when
the RTV is moved to history. If cleared, the distribution records will not be available for inquiry on history
records.
Enable RTV Supersession Posts a supersession to the Equipment Master record when a different inbound
item number or serial number is received from Purchase Receiving or RTV Receiving. Supersessions allow
you to transfer items from one serial record to another, one item to another, one item number to another, or
one reference ID to another.
1. Enter up to five fields of your choice for special RTV functions that are not available elsewhere in Field
Service.
2. Click Options to specify document security settings.
3. Click OK.
Set up return document security
Because RMA and RTV documents can be deleted or voided in the Entry/Update windows, your business
processes might require that users be prevented from completing these actions. You can prevent users from
deleting or voiding certain documents, while still allowing them access to the window to enter or update
documents, by setting up passwords.
If you set up a password, users are required to enter the password before deleting or voiding the selected
document type. If an option is selected, but a password hasn’t been set up, anyone who has access to the RMA
Entry/Update window or the RTV Entry/Update window can delete or void the applicable document type.
1. Open the Option Security – Returns Management window. Microsoft Dynamics GP menu > Tools > Setup
> Project > Service Setup > Return button > Options button
2. Select the document type that you’re setting up document security privileges for.
3. To remove the right for users to delete or void a particular document type, clear the Allow check box.
4. To use passwords, enter a password for each option.
5. Click OK.
Set up RMA status codes
You can create status codes that represent the life cycle of an RMA, from creation to closure. RMA status codes are
assigned to RMA documents based on the completion of certain events, such as the posting of RMA receiving. The
description you enter should provide a clear explanation of the RMA status.
1. Open the RMA Status Maintenance window. Cards > Returns Management > RMA Status
2. Enter an RMA Status ID and description.
3. Click Save.
Set up RMA types
Each RMA type represents a different way of handling a return for your customer, such as providing the customer
credit on their account or replacing an item. Even within these customer return paths you could create multiple
RMA types to handle different options, such as different Sales Order Processing document IDs. You can set up and
customize an unlimited number of RMA types.
For example, you can use separate types of return documents for credit, replacement, cross–ship, or repair and
return RMAs. Using the RMA Type Maintenance windows, you can set up each of these separate return types.
Only one return path can be applied to each RMA type. The customer path that you select for an RMA type
determines the Customer Path button that is enabled in the RMA Entry/Update window for a new RMA document.
After you’ve set up at least one RMA type, you can complete the setup of common entries in the RMA
Entry/Update windows.
1. Open the RMA Type Maintenance window. Cards > Returns Management > RMA Types
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1. Enter an RMA Type ID and a description.
2. Enter default RMA status codes for the RMA type, which represent each phase listed in the RMA life cycle.
Entered Status The code that appears in the RMA Status field when you click New in the RMA
Entry/Update window.
Partially Received Status The code that appears when some, but not all, of the line items on an RMA
document have been received. Once you locate a line item in the RMA Receiving window and post it, the
status of the RMA itself will change to Partially Received Status if there are other line items that have not
been received yet.
Received Status The code that appears once the returned item was received at the return location. Once
you locate the RMA ID in the RMA Receiving window and post it, the status will change to the Received
Status code assigned to the RMA type.
Discrepancy Status The code that appears if the customer returned something different than what you
expected to receive.
During the RMA receiving process, you may change the returned item number, returned serial number, or
returned quantity. If any of these values are different from the original data on the RMA, the RMA is flagged
as a discrepancy. At the end of the receiving process, a discrepancy report is printed and those RMAs have
their status set to the Discrepancy Status instead of the Received Status. Someone in your organization may
then verify or review the RMAs that have a discrepancy status.
WO Status The code that appears when the repair of the returned item was completed within Depot
Management.
Ready To Close Status The code that appears when an individual RMA line item has been received and is
now ready to be closed. Each RMA line item is selected as Ready to Close when you click the Ready Close
button in the RMA Entry window.
Closed Status The code that appears when the RMA is in the final stage for a completed return. Once you
locate the RMA ID in the RMA Closing window and post it, the status will change automatically to the
Closed status code assigned to the RMA type.
1. Enter or select a default intransit location for any inventory transfer that is generated when you process a
return that is using the RMA type.
2. Enter or select a default return location that is designated as the site where the item will be received.
3. Select a customer path, which indicates the action required on the customer’s behalf once the return has
been created.
None If selected, no further action is required on behalf of the customer.
Repair & Return If selected, you need to repair an item and return the same item to the customer.
Credit If selected, you need to issue a credit instead of a replacement part to the customer for this RMA
type.
Replacement If selected, you need to replace the returned item with the same type of item or another
substitute item and issue a credit to the customer for the value of the returned item.
Advanced Cross–Ship If selected, you need to send a replacement item to the customer before you receive
the returned item back from the customer.
1. Define different document IDs for customer credits, replacement orders, and the invoices that can be created
during RMA closing.
2. Assign different batch IDs for each type of RMA to allow more flexibility in posting Sales Order Processing
batches for customer credits, replacement orders, and invoices for additional charges. The default batch IDs
are defined in the Service Returns Setup window.
3. Click Accounts to enter default general ledger posting accounts to be used for various RMA distribution
accounts. If these accounts are left blank in the RMA Type Accounts window, the posting accounts are pulled
from other locations such as item cards or posting account setup.
4. Click Save.
Set up RMA reason codes
You can create unique reason codes that describe the purpose for the customer return.
RMA reason codes can be attached directly to an RMA document or, if you are using Service Call Management, to
a Service Call Returned line. The reason code also follow the item to a Depot Work Order if you are using Depot
Management.
1. Open the RMA Reason Code Maintenance window. Cards > Returns Management > RMA Reason Code
2. Enter an RMA Reason Code and description.
3. Click Save.
Returned items
R M A fr o m a se r v i c e c a l l p a r t s r e t u r n l i n e
When creating an RMA document from a service call, the return item cost established in the Item Extensions
window will be used for both the return line and the RMA returned item cost. The returned item cost will appear on
the inventory adjustment posting.
R M A fr o m a sa l e s i n v o i c e
When entering an RMA with a SOP invoice as the origin, the returned item cost is the cost of the item from the
original invoice. You can override the original cost by manually entering the new cost. The RMA cost is posted
during the receiving process and also will appear on the RMA credit voucher. If a new SOP order is created during
the RMA life cycle, then the cost of the item is used on the new invoice.
RM A w i t h n o o r i gi n do c u m en t
If you are entering an RMA with no origin, the RMA uses the cost based on the information specified on the Item
Extension card.
Set up RTV status codes
The RTV status is a unique code used to represent the status that an RTV may achieve, from an entered to a closed
RTV.
1. Open the RTV Status Maintenance window. Cards > Returns Management > RTV Status
2. Enter an RTV Status ID and description.
3. Click Save.
Set up RTV types
You can set up and customize an unlimited number of RTV types. For example, you can use separate types of
return documents for credit, replacement, cross–ship, or repair and return RTVs. Each RTV type represents one of
these return paths offered by your vendors. Even within each of the vendors’ return paths, you might have
additional RTV types, each of which has a different set of return status codes or different general ledger default
accounts.
Only one return path can be applied to each RTV type. The return path that you select for each RTV type in the RTV
Type Maintenance window will dictate which Return Path button is active when you create an RTV in the RTV
After you’ve set up at least one RTV type, you can complete the setup of common entries in the RTV Entry/Update
windows.
1. Open the RTV Type Maintenance window. Cards > Returns Management > RTV Types
2. Enter an RTV type and description.
3. Enter or select RTV status codes for the RTV type, which represent each phase listed in the RTV life cycle.
Entered Status The code that appears in the RTV Status field when you click New in the RTV
Ready To Ship Status The code that appears when the returned item is ready to be shipped to the vendor,
but has not left the location.
Partially Shipped Status The code that appears when some, but not all, of the returned item has been
shipped.
Shipped Status The code that appears when the entire returned item has been shipped from your location
and is in transit to the vendor.
Partially Received Status The code that appears when some, but not all, of the return item was received at
the vendor location.
Received Status The code that appears once the returned item has been received at your return location.
Closed Status The code that appears when the RTV is in the final stage for a completed return.
1. Enter or select the sending location, which is the default site ID that the returned item is being sent from.
This would normally be the returns location, and is displayed as the Outbound Site on the RTV.
2. Enter or select the return location, which is the default site ID designated for the item’s return for this RTV
type. This is displayed as the inbound site on the RTV.
3. Select a return path, which indicates the final disposition of the returned item.
Credit Indicates that you will receive a credit from your vendor for the item you’re returning.
Replacement Indicates that your vendor will replace the returned item with the same item or another
substitute item.
Advanced Cross Ship Indicates that your vendor will ship a replacement item to you before your vendor
receives the returned item from you.
Repair & Return Indicates that your vendor will repair and return the item to you.
1. Click Accounts to specify the default accounts to be used as various general ledger distributions on RTV
documents.
2. Click Save.
Set up vendor extensions
You can identify a specific site ID for a vendor location when you process Repair and Return RTVs.
Because the items will be returned to you after they are repaired, they still will be accounted for in your inventory.
You might have several “vendor” sites to assist you in quickly identifying the items and quantities that are at a
vendor for repair. For example, you might have specific site IDs for your most common repair vendors and a
generic VENDOR site ID for those vendors with less repair volume. If no entry is made in Vendor Extensions, the
default site ID from the Service Setup – Returns window is used for all vendors.
1. Open the Vendor Ext Maintenance window. Cards > Returns Management > Vendor Extensions
2. Enter or select the Vendor ID of the vendor that the return items will be sent to.
3. Enter the address where the return items will be shipped to.
4. Enter the site where the vendor will repair the return items. The site ID is the default “via” site on the transfer
for a repair and return RTV.
5. Select the Default Site option when a vendor has multiple address IDs to indicate which site is the default
site for repairs.
6. Click Save.
Set up reimbursements
Reimbursement values are the amounts or percentages the vendor has agreed to reimburse your company for
charges you might have incurred for a defective item or some other problem related to the RTV.
The values in the Reimbursement Maintenance window are the default entries for RTVs in the RTV Entry/Update
window. While default currency amounts appear on RTVs, percentages are entered only for informational use and
won’t be used in the creation of the Payables Management credit document.
During the RTV closing process, the currency values in the reimbursement fields on the RTV are totaled and a
credit voucher is created in Payables Management for that currency amount.
1. Open the Reimbursement Maintenance window. Cards > Returns Management > Reimbursement
2. Enter or accept the default Vendor ID that your company has a reimbursement agreement with.
3. Enter or accept the default Item Number that normally is returned to the vendor specified.
4. Enter or select the RTV Type that represents the type of return work that your company is reimbursed for.
5. Enter an A (Amount) or P (Percentage) that the vendor will reimburse you for each line type.
6. Enter the Not to Exceed Value for each line type for informational use.
7. Click Save.
Set up item extensions
You can assign, modify, or delete additional item information that is not available in Inventory Control. For
example, certain items might be returnable or track meter usage; this information isn’t tracked within Inventory
Control, but is important for service situations.
The vendor warranty code that you select is used when entering new items in the Equipment Maintenance window.
The seller warranty code that you select represents the warranty your company offers to your customer. This
information is used when an equipment master record is created.
The MTBF (Mean Time Between Failure), the MTBI (Mean Time Between Incidents), and the MTTR (Mean Time
To Repair) are estimates that can be recorded for the item as additional information.
The returned item cost will affect three different situations: Service Call R –Line, Depot Work Order Completion,
and Return Item cost when an RMA is created with no source document. For more information, see Returned
items.
1. Open the Item Extensions window. Cards > Service Call Management > Extensions > Item or Cards >
Inventory > Item > Additional > Service Extensions
2. Enter item information. For more information, see Set up item extensions of the Service Call Management
manual.
3. Click Save.
Set up customer extensions
You can create, modify, or delete additional customer information that isn’t available in Receivables Management.
You also can enter the default time zone, office hours, service area, and other information that may be used when
servicing the customer account.
The Bill to Customer information in the Customer Extensions window is entered automatically on a service call
when the customer ID and address ID on a service call match an existing customer extension record.
The date in the Last Service Date field is when service work was most recently performed for the customer
location. This date is updated each time a service call is invoiced for the current customer and site combination.
1. Open the Customer Extensions window. Cards > Service Call Management > Extensions > Customer or
Cards > Sales > Addresses > Select a customer and an address ID > Additional > Service Extensions
2. Enter customer information. For more information, see Set up customer extensions of the Service Call
Management manual.
3. Click Save.
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Set up warranties
You can define codes that represent the different types of warranties offered to your customers. These warranty
codes may represent the original manufacturer’s warranty or your own warranty on equipment serviced and/or
sold by your company.
1. Open the Warranty Maintenance window. Cards > Service Call Management > Warranty
2. Enter warranty information. For more information, see Set up warranties of the Service Call Management
manual.
3. Click Save.
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Set up equipment maintenance cards
You can create a record for any specifically identifiable equipment within your customer–installed base. All the
information you need for this equipment, including the customer who owns the equipment, the location of the
equipment, and warranty information, can be found in the Equipment Maintenance window.
The equipment record can be created automatically when you receive an item in Purchase Order Processing, when
you sell an item with a serial number in Sales Order Processing, or when a new item with a serial number is added
to a service call in Service Call Entry/Update.
In order for an equipment record to be created from Purchase Order Processing, the Create Equipment from
POP option must be selected in Service Setup.
To create an equipment record from Sales Order Processing, you must select the
Create Equipment from SOP option in Service Setup. During the Sales Order Processing posting process, the
equipment card is created for any items with a serial number on an invoice document.
The Quantity field is only available for equipment items that do not have serial numbers and allows you to track
multiple quantities of the equipment.
You can change the address information if necessary to record a more exact location for the equipment.
1. In the navigation pane, choose the Field Service button, and then choose the Equipment list.
2. Choose the New Equipment button to display the Equipment Maintenance window.
3. Enter equipment information. For more details, see Set up equipment maintenance cards of the Contract
Administration manual.
4. Click Save.
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Use the procedures described in the following parts of the documentation to enter RMA (Return Materials
Authorization) and RTV (Return To Vendor) documents, as well as to complete standard return entries within
Returns Management.
Chapter 3, “Routine procedures,” describes how to create return documents and complete other processes,
such as copying existing RMA documents.
Chapter 4, “Posting procedures,” explains some of the posting processes that take place within Returns
Management, such as receiving an RMA or closing an RTV.
Chapter 5, “Maintenance procedures,” describes processes that affect the performance of your returns
system, such as reconciling inventory quantities and removing historical records.
Chapter 3: Routine procedures
Processing customer and vendor returns is a common routine in many businesses. RMAs and RTVs can be saved,
modified if necessary, and then completed so your customers and your vendors can get the necessary information
they need.
The RMA Entry/Update window is a multipurpose window used for entering and printing RMA and RTV
information. You also can view, update, void, copy, or delete existing RMAs and RTVs.
The RMA and RTV windows were designed to mirror the actual return process within a typical organization, with
functions such as the entry of RMA documents separated from those of other users. You can enter and save RMAs
and RTVs, as well as complete any shipping and necessary receiving of the items on these documents.
Enter a credit RMA
Enter a replacement RMA
Enter a cross–ship RMA
Enter a repair and return RMA
Copy an RMA
Create an internal RMA
Create an RTV from an RMA
Create a depot work order from an RMA
Scrap an item from an RMA
Void an RMA
RMA entry details
Enter a credit RTV
Enter a replacement RTV
Enter a cross–ship RTV
Enter a repair and return RTV
Void an RTV
RTV entry details
Enter a credit RMA
You should use credit RMA documents when a customer returns an item for a credit on their account for any
remaining value, rather then having the item repaired or replaced.
The bill–to information is used to determine which customer will be on the Sales Order Processing return
documents for this RMA. You can change this to a different customer, address, or customer and address
combination, if necessary. The bill–to customer will be the same as the customer ID unless a default bill–to
customer was specified in Customer Extensions.
The returned line uses the item cost specified on the Item Extension card to bring the item back into inventory. That
cost transfers to the return site when the RMA is received in RMA Receiving.
When an RMA is created manually in the RMA Entry/Update window and the
Origin is set to Service Call, a list of all invoiced service calls will appear. Select the
service call that contains the item to be returned. You can view all items or serial numbers from the selected service
call with a line item type of Installed.
1. In the navigation pane, choose the Field Service button, and then choose the RMA Transactions list.
2. Choose the RMA button to display the RMA Entry/Update window.
3. Enter or select an RMA Number to modify an existing RMA or click New to generate the next default RMA
number.
4. Select an RMA Type that is set for credit. For more information about RMA types, see Set up RMA types.
5. Enter or select an RMA Status and RMA Reason Code.
6. Enter or select customer information.
7. Select the origin of the return.
Service Call If you are using Service Call Management and an item selected as Returnable in the Item
Extensions window is entered in the Service Call Parts window, a returned line is created automatically. An
RMA document is created automatically when the Quantity Sold value is entered on a returned line. The
RMA Origin is set to Service Call automatically when the system creates that RMA document.
Sales Invoice If the source document for the customer’s return is a Sales Order Processing invoice, select
Sales Invoice to view a list of available sales invoices that you can select the document number to be
returned from. A sales invoice can be returned in full, or specific line items and quantities can be returned.
All of the default item information for the RMA come from the selected sales order lines. When entering an
RMA that will use a SOP invoice as the origin, the default returned item cost is the cost of the item from the
original invoice document. The RMA cost is used during the receiving process for the posted inventory
transaction and also is passed to the SOP return document.
None If you are entering an RMA with no source document, select the default of None. The default RMA
cost will be determined from the information specified on the extension card.
1. Enter or accept the default Office ID, where the item will be returned. You also can enter the Site ID for the
current RMA document.
2. Enter or accept the default Currency ID.
3. Enter the customer’s purchase order number.
4. Enter or select the RMA Type, Item Number, U of M, Quantity, and Return Price of the item that the
customer is returning.
If a message about price levels appears and the Use Return Price Level option is selected in the Return Setup
window, be sure that the item is set up to use the specified return price level.
1. Enter additional line items if necessary.
2. Click the line item expansion button to enter additional information for the selected RMA line item.
3. Click the Link icon next to the Customer Path to enter additional information related to the RMA line item.
4. If the line item is a kit item, click the Kits button to view or modify information for the kit components.
5. If your company uses multiple bins, click the Bins button to enter or verify the bin into which the returned
item will be received.
6. Click Process to select the disposition of the items on the current RMA line item. Select options to send
quantities to RTV documents or to a depot work order, or scrap them from inventory. If the current RMA
line item contains multiple quantities or serial numbers, you can separate them to different dispositions. The
Process button is not available for kit items. You can use the Process button in the RMA – Kit Components
window to specify the disposition of kit components.
7. Click Create to generate the selected document. For more information, see Create an RTV from an RMA,
Create a depot work order from an RMA, or Scrap an item from an RMA.
8. Click Serial to enter or verify the serial numbers assigned to the current RMA line. The serial numbers
received must match the quantity that was entered on the current line item.
9. Click User–Defined to enter additional information for the current RMA line item. You can enter up to five
user–defined fields per line item.
10. If the current RMA line item has an inventory transfer associated with it, you can view that transfer
document by clicking Transfer.
11. Click Distribution to view posted and unposted General Ledger distribution accounts associated with the
current RMA line item.
12. To scroll between RMA line items, click the Previous or Next scroll buttons at the bottom of the detailed
window.
13. Click the RMA Number expansion button to enter user–defined information for the entire RMA document.
Then, click Distribution to view or modify the default general ledger distribution account information for
the entire RMA transaction.
14. Click Save.
IMAGE – FARM9.jpg

Enter a replacement RMA
You should use replacement RMA documents when a customer returns a piece of equipment, and your company
needs to provide them a replacement item for the returned item.
3. Enter an RMA Number or click New to generate the next default RMA number.
4. Select an RMA Type that is set for replacement. For more information, see Set up RMA types.
5. Enter an RMA Status and RMA Reason Code.
7. Enter additional line item information if necessary. For more detailed information about this window’s
information, see Enter a credit RMA.
8. Click Save.
Enter a cross–ship RMA
You should use cross–ship RMA documents when a customer is going to return an item that their business cannot
function without, and your company needs to provide a new replacement item before you receive the return
equipment.
4. Select an RMA Type that is set for cross–ship. For more information, see Set up RMA types.
8. Click Save.
Enter a repair and return RMA
You should use repair RMA documents when a customer is going to return an item, and your company needs to
repair the item and send that same item back to the customer.
4. Select an RMA Type that is set for repair and return. For more information, see Set up RMA types.
8. Click Save.
Copy an RMA
You can copy current RMA information to a new RMA.
1. Open the RMA Entry/Update window. Transactions > Returns Management > RMA Entry/Update
2. Click the RMA number lookup button and select an RMA. Click Select.
3. Click Copy to copy all the main RMA and RMA line information exactly as it is to a new RMA document.
Create an internal RMA
You can create RMAs and transfers for items that are already in your inventory. The Internal RMA window was
designed to assist users in creating RMAs for stock that already had been received into their warehouse but didn’t
have an RMA associated with it. You can use this window to enter and post internal RMAs.
Because the RMA item is already in your company’s inventory, be sure that your company is set up as a customer
ID so you can choose your company as the customer ID.
When you post the internal RMA, the RMA document is created and transferred to move the inventory into the
“return” location specified in the RMA Internal Entry window. After the RMA is posted, you can then perform the
normal RMA Receiving and processing procedures.
1. Open the Internal RMA Entry window. Transactions > Returns Management > RMA Internal Entry
2. Enter or select an RMA Type.
3. Enter or select an Office ID.
4. Enter or select the Return Site, which will be the default location designated for the item’s return.
5. Enter or accept the default Customer ID.
6. Enter or select the Item Number to be used on the current record.
7. Enter the current Site ID for the item.
8. Enter the quantity of the item that needs to be returned. The inventory must be available in the site to enter
the quantity.
9. Click Serial/Lot to look up serial or lot numbers that are available for that item site and attach them to the
transfer that is created when the Internal RMA is posted.
10. To enter information that further identifies the item, enter it in the Reference field.
11. Click Post to attach the information in the current window to an RMA document and create an inventory
transfer to move the items from the site ID to the return site.
Create an RTV from an RMA
You can specify the disposition of the item your customer has returned to you. If you decide to send the item back
to your vendor, an RTV document will be created.
Each RTV is created for a specific vendor and can have multiple items on it if each item is for the same vendor. For
instance, if you process four different RMA lines to create an RTV and the items are all from the same vendor, the
RTV will have four lines, all using the information from the RMA. An RTV can be sourced from only one RMA
number.
If an RMA has three items from three different vendors, one RTV will be created for each vendor.
2. Select the RMA line item that you want to work with and select the ‘show detail’ button.
3. Click the Process button to choose the disposition of the item.
4. If you decide to send the returned part back to the vendor, select Return to Vendor in the Process Type
list, and click Create to generate the RTV document.
If the current RMA line item contains multiple serial numbers or multiple quantities and you do not process
the entire quantity to the selected RTV document, a second process line will be generated for the remaining
quantity.
A Create RTV All button will be available for multiple lines with serial information so that a single RTV can
be created.
1. Click Save.
Create a depot work order from an RMA
You can specify the disposition of the item your customer has returned to you. If you decide to send the item into
your depot, or in–house repair facility, a depot work order will be created. You must be using Depot Management
to access this option.
2. Select the RMA line item from the ‘show detail’ button.
3. Click Process to choose the disposition of the item.
4. To send the returned part into your internal repair facility, select one of the work order options from the
Process Type list
5. Click Create to generate a work order document.
If the current RMA line item contains multiple serial numbers or multiple quantities and you do not process the
entire quantity to the selected RTV document, a second process line will be generated for the remaining
quantity.
1. Click the Document link to view work order information. The Status field displays the status of the depot
work order.
2. Click Save.
Scrap an item from an RMA
If you decide that the item your customer has returned no longer has any value, you can scrap the item and it will
be decreased out of your inventory.
The cost of the items without serial numbers that are scrapped is determined by the inventory “layer” that is
relieved. If the item being scrapped is a high volume item and depending on the item’s inventory valuation method,
the cost of the unit that is scrapped might differ from the RMA receiving cost.
Because items without serial numbers can be identified specifically in inventory, the rule above doesn’t apply. Each
item with a serial number represents its own inventory “layer,” therefore its cost will follow it from receiving when it
is scrapped.
2. Select the RMA line item from the ‘show detail’ button.
3. Click Process to choose the disposition of the item.
4. Select the Inventory Scrap option from the Process Type list and click Create to generate the inventory
scrap document and a decrease adjustment.
If the current RMA line item contains multiple serial numbers or multiple quantities and you do not process the
entire quantity to the selected scrap transaction, a second process line will be generated for the remaining
quantity.
1. Click the Document field. The Status field displays the status of the inventory adjustment.
2. Click Save.
Void an RMA
Voiding return documents is different than deleting them because they are moved to history, so they remain in
your records.
If an RMA has been received already, you can return the inventory to the customer or scrap the inventory. You also
can print a Return document to give to the customer.
If the inventory is not owned by the customer, an inventory decrease adjustment will be posted.
The following conditions must be true before you can void an RMA:
The Void Documents option must be selected in the Option Security – Returns Management window.
The RMA was not created from a Service Call parts line.
Work Order document, RTVs, Inventory Scrap documents, and SOP documents don’t exist for the RMA line
item. Any of these items can be voided manually.
2. Enter or select the RMA number of the record that you want to void. The original information is displayed.
3. Click Void.
RMA entry details
When a user enters a repair price in the RMA Update Repair and Return window and leaves the Repair Price field,
the distribution record is created with the default account numbers based on the following information:
This table is based on the Posting Accounts From option (Item or Customer) selected in the Sales Order
(Microsoft Dynamics GP menu > Tools > Setup > Sales > Sales Order Processing)
ACCOUNT LOCATION
Sales Sales Returns account from Item Master record; if empty, then
from Posting Accounts – Sales
Accounts Receivable A/R account from Customer Master record; if empty, then
When the RMA record is created manually, and the Origin selected is Service Call, the default account numbers
from service type accounts (based on the service type assigned to the service call) are used, if not empty. The
default account numbers from RMA type accounts are used if the Service Types Accounts are blank. When the
RMA record is created and the Account Number in service type accounts and RMA type accounts are blank, the
default account numbers are based on the following information.
This table is based on the Posting Accounts From option (Item or Customer) selected in the Sales Order
(Microsoft Dynamics GP menu > Tools > Setup > Sales > Sales Order Processing)
IMAGE – FARM10.jpg

Enter a credit RTV
You should use credit RTV documents when your company returns an item to your vendor, who agrees to issue a
credit on your account for the value of that item.
The RTV type you select determines the return path.
1. In the navigation pane, choose the Field Service button, and then choose the RTV Transactions list.
2. Choose the RTV button to display the RTV Entry/Update window.
3. Enter an RTV Number or click New to generate the next RTV number.
4. Select an RTV Type that is set for credit. For more information, see Set up RTV types.
5. Select or accept the default RTV Status. For more information, see Set up RTV status codes.
6. Enter or select an Office ID. If the RTV is created from an RMA, this field will be the default from the RMA.
7. Enter or select the Vendor ID and Address ID that the item will be sent to.
8. Click the Vendor Address ID expansion button to change shipping details.
9. Enter or accept the default Currency ID for the vendor.
10. In the scrolling (line detail) window, enter or select the following, and if necessary, change the Type field per
RTV line.
Out–Site ID Where the return item is being sent from. You will need to have sufficient quantities of the item
in this location before you will be able to ship the RTV.
Out–Item The outbound item number associated with the RTV.
In–Site ID Where the item will be returned to when received from the vendor.
In–Item The item number that will be returned to your inventory from the vendor.
U of M The appropriate unit of measure for each item.
Quantity The quantity of each item to be returned to the vendor.
1. Open the line detail window to specify additional information, such as the promised date and time, and cost
and reimbursement amounts for each item.
2. Enter the Vendor Item Number. Then enter the Vendor RMA Number, which is the RMA number that
the vendor has assigned to this return.
3. The entered, shipped, received, and closed dates and times are kept automatically. You can enter a date and
time in the promised field to indicate the estimated date and time the item will be returned from the vendor.
4. If the return path that is highlighted isn’t Credit, choose an RTV type that is set up for Credit.
To issue or view a credit voucher, cost voucher, and reimbursement voucher that was created for the current
RTV document, click the Credit button when it’s available.
The PO Number and PO Receiving Number fields aren’t used with credit RTVs.
View the credit voucher, which is created during the RTV shipping process.
View the cost voucher, if applicable. The creation of this voucher depends on whether you incur any costs for
the return.
View the reimbursement voucher, if applicable. The creation of this voucher depends on whether you are
owed any reimbursements from the vendor for the return.
1. Enter user data in Reference1 and Reference2 for informational use.
2. Enter any additional costs you will incur or reimbursements you will receive from your vendor.
3. If your company uses multiple bins, click Bins to specify the bin location of the item.
4. If the item specified is tracked with a serial or lot number, click the Serial/Lot button to specify the serial or
lot numbers for each item. The serial or lot number quantity must match the quantity entered on the current
line.
5. Click the User–Defined button to enter up to five values per RTV line.
6. Click Distribution to view the General Ledger distribution accounts associated with the current RTV line.
You can view unposted and posted distributions.
7. To scroll between RTV line items, click the Previous or Next buttons.
8. Click Save.
Enter a replacement RTV
You should use replacement RTV documents when your company returns an item to your vendor, and your vendor
agrees to replace it with a new item.
3. Enter an RTV Number or click New to generate the next default RTV number.
4. Select an RTV Type that is set for replacement. For more information, see Set up RTV types.
5. Enter or select vendor information.
6. The RTV type you have chosen determines the return path. If the return path that is highlighted isn’t
Replacement, choose a different RTV type that is set up for replacement.
RTV document, click the Replacement button when it’s available.
Within the RTV Vouchers window, the PO number is generated during the RTV shipping and is the purchase
order used to receive the replacement from the vendor.
The PO Receipt Number is updated by the Purchasing Receiving Post process.
View the credit voucher, if applicable. The creation of this voucher depends on whether you incur any costs
for the return.
information, see Enter a credit RTV.
2. Click Save.
Enter a cross–ship RTV
You should use cross–ship RTV documents when your company is going to return an item that your business
cannot function without, and your vendor agrees to provide your company a new item in replacement before they
will receive the return item.
4. Select an RTV Type that is set for cross–ship. For more information, see Set up RTV types.
6. The RTV type you have chosen determines the return path. If the return path that is highlighted isn’t Cross–
ship, you will need to choose a different RTV type that is set up for Cross–ship.
RTV document, use the Cross–ship button when it’s available. Use the Create PO button to create a
purchase order for the RTV cross shipment.
Within the RTV Vouchers window, you can select the Consolidate PO option to combine return records
with items going to the same vendor onto one purchase order document. For an item to be consolidated on
an existing Purchase Order, the PO must meet the following criteria.
The PO Status must be “New.”
The PO must have the same vendor ID as the current RTV.
The PO number generated to receive the cross–shipped item is displayed.
The PO receipt number will be available after the Purchasing Receiving process has been completed for the
cross–ship PO.
View the cost voucher, if applicable. The creation of this voucher depends on whether you incur any costs for
the return.
2. Click Save.
Enter a repair and return RTV
You should use repair RTV documents when your company returns an item to your vendor for repair. The vendor
repairs the item and sends that same item back to your company.
4. Select an RTV Type that is set for repair. For more information, see Set up RTV types.
6. The RTV type you have chosen determines the return path. If the return path that is highlighted isn’t Repair,
you will need to choose a different RTV type that is set up for Repair.
To create a transfer from the RTV sending location to the vendor site, and return to the return location, click
the Repair button when it’s available. You can use this to show that the item is still in your inventory, but is
at a vendor location being repaired.
You also can view a credit voucher, cost voucher, and reimbursement voucher. Click theTransfer button to
place the RTV item on a transfer from one location to another. This will create a transfer document in the
Inventory Transfer window. For more information, see Transfer inventory.
Within the RTV Vouchers window, you will see a Transfer Reference number. This is the transfer number
that is generated when you click the Transfer button. You also can click it to open the In–Transit Transfer
Entry window. The Transfer Line further identifies the transfer reference. If multiple lines are on the transfer,
this will help you identify which item this transfer is referring to.
View the cost voucher, if applicable. The creation of this voucher depends on whether you incur any charges
for the return.
2. Click Save.
Void an RTV
Voiding return documents is different than deleting them because they are moved to history, so they remain in
your records.
When you void a repair–type RTV that has been shipped and the related transfer is picked, you will unallocate the
inventory. When you void a repair–type RTV that is ready to ship, you will unallocate the inventory specified on the
related transfer.
Any closed lines on the RTV that you do not void are moved to the History tables. For example, if you void an RTV
from an Open table, you will remove the Open RTV record and create a History RTV record.
The following conditions must exist before you can void an RTV.
The Void Documents option must be selected in the Option Security – Returns Management window.
All RTV line items are not in the process of being shipped through the RTV Shipping function.
Payables documents (Credit Voucher or Cost Voucher) cannot exist for the RTV line item. They can be
voided manually.
Purchase Order documents don’t exist for the RTV line item. Any purchase orders can be voided manually
Any RTV that has a partial–received status or a received status cannot be voided.
Repair–type RTVs that are shipped cannot be voided.
1. Open the RTV Entry/Update window. Transactions > Returns Management > RTV Entry/Update
2. Enter or select the RTV number of the record that you want to void. The original information is displayed.
3. Click Void.
RTV entry details
When the RTV record is created, the default account numbers, for distribution types Inventory Offset and Purchase
from RTV type accounts will be used if they aren’t empty. The inventory and accounts payable account numbers
always will be the default from the item master record and vendor master record, respectively, or if empty, from the
posting accounts.
When the RTV record is created and the Account Number in RTV Type Accounts is blank, the default account
numbers are based on the following information.
ACCOUNT LOCATION
Inventory Inventory account from Item Master record; if empty, then

Inventory Offset Purchases account from Vendor Master record; if empty, then
Purchases Purchases account from Vendor Master record; if empty, then

Accounts Payable A/P account from Vendor Master record; if empty, then from
Posting Accounts – Sales
If amounts exist in the Cost or Reimbursement fields on the RTV, the following general ledger distribution
records will be created. For amounts in the Cost area, the sum of all cost amounts will be the debit entry.
ACCOUNT LOCATION
Purchases Cost Account from RTV Type Accounts; if empty, then the
Purchases account from Vendor Master; if empty, then from
Posting Accounts
ACCOUNT LOCATION
Accounts Payable A/P account from Vendor Master; if empty, then from Posting
Accounts – Sales
For amounts in the Reimbursement area, the sum of all reimbursements amounts will be the credit entry.
ACCOUNT LOCATION
Purchases Reimbursement Account from RTV Type Accounts; if empty,

then the Purchases account from Vendor Master; if empty,
then from Posting Accounts – Sales
Accounts Payable A/P account from Vendor Master; if empty, then from Posting
Accounts – Sales
Chapter 4: Posting procedures

There are several areas within Returns Management where transactions are posted to update other modules. Some
of these areas include RMA receiving, RTV shipping, and inventory transfers. When transactions are posted, they
become permanent audit trail information and update the appropriate returns information, create inventory
transfers or adjustments, and generate general ledger journal entries.
For example, when you create an RMA, the information is available within only Returns Management. After you’ve
posted RMA receiving, inventory reflects an increase adjustment for the item and a debit updates the inventory
account in General Ledger for the item being received.
Each of the types of posting routines that can be accomplished within Returns Management is explained below. If
you need more general information about posting and the audit trail created by the posting process, see the
System User’s Guide (Help > Printable Manuals).
Receive an RMA shipment
Close an RMA
Ship an RTV
Receive an RTV
Close an RTV
Transfer inventory
Inventory receipts
Receive an RMA shipment
You can enter the receipt of a returned item on an existing RMA document at the appropriate return location.
The RMA Receiving window is a multi–purpose window where you can perform the receiving process for your
RMAs and print the Traveler Report.
When you receive an RMA, the following transactions are generated.
For RMAs originating from a service call, the inventory transfers are received.
For credit, replacement, or cross–ship RMAs, an inventory adjustment journal is posted.
For repair RMAs, no inventory adjustments are made because of the “customer–owned” setting, but the
RMA is marked as received.
When the Return Item Number is changed in RMA Receiving and the RMA did not originate from a
Service Call Returned line, the general ledger distributions with no record type (LINITMTYP ) are deleted
and re–created.
The default account distribution is based on data entered in the RTV Entry/Update window. For more
information, see RMA entry details.
The following table explains how the account field is populated:
ACCOUNT LOCATION
Inventory Inventory account from Item Master record; if empty, then

from Posting Accounts -Sales
Inventory Offset COGS account from Return Item Master record; if empty, then
from Posting Accounts-Sales
NOTE
This table is based on the Posting Accounts From option (Item or Customer) selected in the Sales Order Processing Setup
window.
(Microsoft Dynamics GP menu > Tools > Setup > Sales > Sales OrderProcessing )
The default account numbers for Sales and Accounts Receivable are based on the following information.
ACCOUNT LOCATION
Sales Sales Returns account from RMA Type Account; If empty, from
Sales Account on Return Item Master record; if empty,
then from Posting Accounts - Sales
Accounts Receivable Accounts Receivable account from Customer Master record; if

empty, then from Posting Accounts – Sales
NOTE
window.
(Microsoft Dynamics GP menu > Tools > Setup > Sales > Sales Order Processing )
When the Return Item Number is changed in RMA Receiving on an RMA that originated from a Service Call
Returned line, a decrease inventory adjustment for the original Item Number and an increase inventory
adjustment for the Return Item Number are posted. The default account numbers for these inventory
adjustments are based on the following information.
D e c r e a se A d j u st m e n t
ACCOUNT LOCATION
Inventory Inventory Account from Source Service Call Returned line

Distributions
ACCOUNT LOCATION
Inventory Offset COGS Account from the Source Service Call Returned line
Distributions
I n c r e a se A d j u st m e n t
ACCOUNT LOCATION
Inventory Inventory Account from Return Item master; if empty, then

Inventory Offset COGS Account from Return Item master; if empty, then from
NOTE
window. (Microsoft Dynamics GP menu > Tools > Setup > Sales > Sales Order Processing).
1. Open the RMA Receiving window. Transactions > Returns Management > RMA Receiving
2. Select a way to view the RMA documents. To view all open RMA documents, select All.
3. Select the M (Marked to Post) check box to have the RMA line item show up on the preview report or to
post it.
When you select the Mark All option, you will be asked whether you want to select the M (Marked to Post) option,
the P (Print the Traveler Report) option, or both.
1. If your organization uses multiple bins, click Bins for each RMA line item. You can specify the bins where the
received items should be placed when received.
This button is not available for kit items. You can use the Bins button in the RMA – Kit Components window to
specify bins for kit components.
1. If the RMA line item is a kit item, click Kits to view or modify information for the kit components.
2. If the RMA line item is a serial- or lot-numbered item, click Serial/Lot to enter or verify the serial and lot
numbers received for the line item. To automatically receive the previously selected serial numbers for all
selected RMA line items, select the Receive All Serial Numbers check box. The Serial/Lot button is not
available for kit items. You can use the Serial/Lot button in the RMA – Kit Components window to specify
serial or lot numbers for kit components.
3. Click Misc. Items to add any information regarding accessory equipment, such as power cords or cables to
be noted on the return document. These items aren’t adjusted into inventory as part of the receiving
process, but simply are recorded as part of the return.
4. Select the P (Print the Traveler Report) option to have the Traveler Report print with the RMA line item
when you post it.
5. Click Post.

Close an RMA
When the RMA process is complete, you can create an invoice for any repair or additional charges. Only those
RMA documents that have been selected as Ready To Close in the RMA Entry/Update window will appear in the
RMA Closing window.
The RMA Closing window is a multi–purpose window where you process the closing of your RMAs. You can use
this window to create invoices and print the RMA document information.
If the Repair Price is changed in the RMA closing window, the distribution record with LINITMTYP of Returned
are deleted and re–created with default account numbers based on the following information, regardless of source
document when the user leaves the Repair Price field.
The default account distribution is based on data entered in the RTV Entry/Update window. For more information,
see Set up options and default entries.
The following table explains how the account field is populated.
ACCOUNT LOCATION
Sales Repair Sales account from RMA Type Accounts; if empty, Sales
Account from Invoice Item master; if empty, from Posting
Accounts – Sales
Accounts Receivable A/R Account from Customer master; if empty, from Posting
Accounts – Sales
NOTE
window (Microsoft Dynamics GP menu > Tools > Setup > Sales > Sales Order Processing).
1. Open the RMA Closing window. Transactions > Returns Management > RMA Closing
2. Select a way to view the RMA documents. To view all open RMA documents, select All.
3. Select the M (Marked to Post) check box to have this RMA show up on the preview report or to close it.
Click Mark All to choose all RMAs available for closing.
4. If the RMA line is a kit item, enter information in the Repair Cost and Repair Price fields. When a kit item
is marked for closing, the related kit items also are closed, even though they are not displayed in this
window.
5. Click Preview to print a preview of the items selected for closing. Select the P (Print) check box to include a
detailed report of the records posted during the closing process.
6. Click Post.

Ship an RTV
The RTV Shipping window is a multi–purpose window where you can perform the shipping process for your RTVs.
You also can print a packing slip to send along with the piece of equipment.
You can select and post RTVs that are ready to be shipped to the vendor. The shipping process creates a credit
voucher in Payables Management for the cost of the returned item on all RTVs except repair and return types, as
well as create a purchase order for any replacement type RTVs. Inventory adjustments are created to decrease the
returned item from inventory for a credit, replacement, or cross–ship RTV.
For repair type RTVs, the inventory is transferred to the vendor site ID specified on the RTV. No inventory
transactions are created from an RTV line that is marked as customer owned.
When an RTV is shipped, the inventory adjustment posted will update the following general ledger accounts.
The following table explains how the account field is populated:
ACCOUNTS LOCATION
Inventory from Item master, if empty, then from Posting Accounts –

Sales
Inventory Offset from Item master, if empty, then from Posting Accounts –
Sales
During the shipping process a credit voucher also is created in accounts payable and when posted, updates the
following accounts.
ACCOUNTS LOCATION
Accounts Payable from Vendor master, if empty, then from Posting Accounts –
Sales
Purchases from Vendor master, if empty, then from Posting Accounts –

Sales
1. Open the RTV Shipping window.

Transactions > Returns Management > RTV Shipping
1. Select a way to view the RTV documents. To view all open RTV documents, select All.
2. Select the Consolidate PO check box to combine items going from different RTVs to the same vendor onto
one purchase order document. In order for an item to be consolidated on an existing purchase order, the PO
must meet the following criteria.
The PO Status must be “New”.
The PO must have the same vendor ID as the current RTV being shipped.
3. Select individual RTV lines and enter or modify the shipping method and tracking number information. This
is the outbound shipping information.
4. Select M (Marked to Ship) to display this RTV on the preview report or to post it.
5. Select P (Print**)** to print the packing slip with the RTV when you post it.
6. When you click Mark All, you will be asked whether you want to select the M (Mark to Post) option, the P
(Print the Packing Slip) option, or both.
7. Click Post.
Receive an RTV
You can access an existing RTV document and record that the item was received from the vendor. The RTV
Receiving window is used to complete the transfer process for only a repair and return RTV or for cross–ship and
replacement RTVs if you aren’t registered to use Purchase Order Processing.
The RTV Receiving window is a multi–purpose window where you can perform the receiving process for your
RTVs. You can use this window to select and receive your RTVs that are ready to be received.
When the inbound Item Number is changed in the RTV Receiving window on a repair and return RTV, a decrease
inventory adjustment for the outbound Item Number and an increase adjustment for the inbound Item Number
are posted. The default account numbers for these inventory adjustments are based on the following tables.
D e c r e a se A d j u st m e n t
ACCOUNT LOCATION
Inventory Inventory account from Outbound Item Master record; if

empty, from Posting Accounts – Sales
Inventory Offset COGS account from Outbound Item Master record; if empty,
then from Posting Account or Purchases Account from Vendor
Master record
I n c r e a se A d j u st m e n t
ACCOUNT LOCATION
Inventory Inventory account from Inbound Item Master record*; if

empty, from Posting Accounts – Sales
Inventory Offset COGS account from Inbound Item Master record; if empty,
then from Posting Account or Purchases Account from Vendor
Master record
This table is based on the Posting Accounts From option (Item or Customer ) selected in the Sales Order Processing
Setup window (Microsoft Dynamics GP menu > Tools > Setup > Sales > Sales Order Processing ).
When the inbound Item Number is changed in the RTV Receiving window on repair and return RTVs, the item
number on the transfer line associated with the RTV to the inbound Item Number is changed. The unposted
general ledger distributions for the remaining ‘leg’ of the transfer are deleted and re–created.
ACCOUNT LOCATION
Inventory Inventory account from Item Master record; if empty, from

Inventory Offset Inventory account from Item Master record; if empty, then
from Posting Accounts - Sales
1. Open the RTV Receiving window.

Tra n s a c t i o n s > R e t u rn s M a n a g e me n t > R TV R e c e i v i n g
2. Update the inbound item and quantity to receive, if necessary.
3. Select M (Mark to Receive) to display this RTV on the previous report or to post it.
4. To select all the displayed lines, select Mark All.
5. Click Post. The RTV document will be marked as received or partially received, and the item will be
transferred to the inbound site.
Close an RTV
You can use the RTV Closing window to indicate that the RTV process is complete. The default cost and
reimbursement information from the RTV Entry/Update window is displayed. Amounts entered into the Cost and
Reimbursement fields will generate cost and reimbursement vouchers in Payables Management. If the RTV has
an RMA associated with it, the RMA will be updated with any cost amounts to be billed to the customer. When you
close an RTV, the following changes will be made.
An accounts payable cost voucher for the currency amounts in the Expense, Parts, Labor, and Travel cost
fields will be created.
An accounts payable reimbursement voucher for the Expense, Parts, Labor, and Travel cost
reimbursement fields will be created.
The associated RMA will be updated with the total of the cost fields so that you can invoice the customer
during RMA closing.
The RTV records will be moved to the history tables automatically.
If the cost or reimbursement amounts are changed in the RTV Closing window, the general ledger
distribution records are deleted and re–created with the new cost or reimbursement total.
The default account distribution is based on data entered in the RTV Entry/Update window. For more
information, see Set up options and default entries .
For amounts in the Cost area, the sum of all cost amounts will be the debit entry.
ACCOUNT LOCATION
Purchases Cost Account from RTV Type Accounts; if empty, then the
Purchases account from Vendor Master record; if empty, then
from Posting Accounts
For amounts in the Reimbursement area, the sum of all reimbursements amounts will be the credit entry.
ACCOUNT LOCATION
Purchases Reimbursement Account from RTV Type Accounts; if empty,

then the Purchases account from Vendor Master record; if
empty, then from Posting Accounts – Sales
2. Choose the RTV Close button to display the RTV Closing window.
4. Update the cost and reimbursement amounts for the following items.
Expense The expenses incurred for processing the returned item. Enter the amount the vendor will allot for
reimbursement to you on the returned item.
Parts The parts cost incurred for the returned item. Enter the amount that the vendor will allot for
reimbursement for parts on the returned item.
Labor The labor cost incurred for the returned item. Enter the amount the vendor will allot for
reimbursement for labor on the returned item.
Travel The travel cost incurred for the returned item. Enter the amount that the vendor will allot for
reimbursement for travel on the returned item.
1. Select the M (Mark to Post) check box on selected lines or click Mark All to select all the lines for closing.
2. Click Post.
Transfer inventory
You can enter or process transactions that keep track of a physical movement of inventory items from one site to
another. You also can print picking tickets and packing slips and create an inventory transfer not related to a service
call.
The customer and address information that you enter will print on the packing slip generated for the transfer.
You can access the Internet tracking pages for delivery services.
1. In the navigation pane, choose the Field Service button, and then choose the In–Transit Transfers list.
2. Choose the Transfer button to display the In–Transit Transfer Entry window.
3. Enter or select a Document Number or click New to create a new transfer.
4. Enter or accept the default estimated arrival date for the item transfer.
5. Enter or select the customer and address information, which is used to determine where the item should be
shipped.
6. Enter or select the shipping method to be used when transferring inventory between locations.
To access Internet information about an existing shipment with Microsoft Internet Explorer®, click the icon to
the right of the Ship Method lookup icon and enter a tracking number.
1. If you are using an interim location during an inventory transfer, specify that location in the Via Site ID
field.
2. Enter or select the item number to be used on the current transfer record.
3. Enter the unit of measure for the transfer line item.
4. Enter the Quantity Ordered, which is the number of items that need to be processed for the transfer.
5. Enter the number of units picked from inventory that will be processed on this transfer up to the quantity
ordered. To speed data entry, the quantity picked will be the default of the quantity ordered value
automatically when you tab into the Qty Picked field.
6. After selecting the appropriate quantity for an item with a serial or lot number, click Serial/Lot to select the
specific serial or lot numbers from inventory that will be affected by the current transaction.
7. Click Distribution to view and modify the posting accounts that will be updated when the Inventory
Transfer document is posted.
8. Click Ship. An inventory transaction will be processed immediately to transfer the inventory quantities
specified and the Shipped field will be updated to reflect the quantity actually shipped.
Inventory receipts
You can receive in-transit inventory from the Receivings Transaction Entry window in Purchase Order Processing.
Refer to Purchase Order Processing documentation for more information.
Chapter 5: Maintenance procedures
Once you’ve begun using Returns Management, proper maintenance of your return information is essential for
preserving the accuracy of your records. This part of the documentation focuses on tasks that you can use to
maintain your return records effectively.
You’ll learn how to reconcile inventory quantities and remove various types of history. You’ll need to determine
how much historical information is necessary and use the described procedures to remove information when it’s
no longer needed.
Reconcile inventory quantities for returns
Delete return history
Delete Returns Management inventory transfer history
Reconcile inventory quantities for returns
Use the Reconcile Inventory Quantities process if you discover inconsistencies in inventory allocated quantities.
If you selected a specific range of items when you reconciled quantities in Inventory
Control, you must reconcile the same range of item quantities in Service Call
Management. If different ranges of items are completed in Inventory Control and Service Call Management, the
allocated quantities for inventory items will be inaccurate.
You should reconcile inventory quantities after the Inventory Reconcile process has been completed ( Microsoft
Dynamics GP menu > Tools > Utilities > Inventory > Reconcile). For more information, see the Inventory
Control documentation.
The reconcile process resets allocated quantities in the Item Maintenance window for the following records:
Service Call Parts Lines
Transfer Parts Lines
Depot Work Order Parts Lines
Before reconciling, back up your company’s data. For more information, see the System User’s Guide (Help >
Printable Manuals).
1. Open the Reconcile Service Inventory Quantities window. Microsoft Dynamics GP menu > Tools >
Utilities > Project > Service Utilities > Reconcile Quantities
2. Select item numbers to reconcile.
3. Click OK.
Delete return history
History records provide useful information for auditing purposes. If you’re keeping history, you can maintain and
review records for an unlimited number of years. Because historical records increase the amount of storage space
needed, you should remove history periodically to ensure that you’re keeping only the information you need. You
can use Returns Management to maintain history for both RMA and RTV documents.
Before removing history, back up your company’s data. For more information, see the System User’s Guide (Help
> Printable Manuals).
1. Open the Return Purge Utility window. Microsoft Dynamics GP menu > Tools > Utilities > Project > Service
Utilities > Purge Returns
2. Select to remove RMA or RTV document history.
3. Select a date to remove returns up to.
4. To print a Returns History Purge report without removing any actual return history, click Print.
5. Click Remove.
Delete Returns Management inventory transfer history
The Inventory Purge Utility gives you the ability to remove received inventory transfers from the system. Received
transfers with a date received on or before the date you specify will be removed.
Before removing history, back up your company’s data. For more information, see the System User’s Guide (Help
1. Open the Transfer Purge Utility window.
Microsoft Dynamics GP menu > Tools > Utilities > Project > Service Utilities
1. Select a date to remove completed transfers up to.
2. To print a Transfer History Purge report without removing any actual transfer history, click Print.
3. Click Remove.

A vast amount of detailed information about your business’s return activities are stored. There might be times
when you need information about a specific transaction or general information about a group of returns. You’ll use
inquiries and reports to help you view and organize this information.
To view customer or vendor returns, use the inquiry windows. The inquiry windows provide easy access to detailed
or summarized return information.
Reports can be used to analyze return activity and pinpoint errors in transaction entry.
Chapter 6, “Inquiries,” explains how to use the inquiry windows with Returns Management to view current
important information on screen.
Chapter 7, “Reports,” describes how to use the reports provided with Returns Management to print the
information you need in the format that best suits your needs.
You can use the inquiry options to view customer or vendor returns, with as much detail as you want.
To allow specified users to view information without being able to enter or delete it, specify inquiry settings in the
Options Security – Returns window.
You can look up information by using the SmartList option or by using inquiry windows.
Use SmartList
Use inquiry windows
Use SmartList
You can use SmartList to run queries. Default queries are set up automatically, and you can set up customized
queries at any time. You also can export queries into Microsoft Word or Excel® documents. To use SmartList,
choose Microsoft Dynamics GP menu > SmartList. For more information, see the System User’s Guide (Help
Use inquiry windows
Inquiry windows provide easy access to information so that you always have a current view of your repair activities.
Some inquiry windows have the same fields and buttons as the maintenance windows that the inquiry information
originally was entered in.
Most inquiry windows have a link option that you can use to view information as it was entered in the original
return documents.
The returns inquiry windows are informational—you won’t be able to make changes to the return documents
you’re viewing. To make changes to any return, use either the RMA Entry/Update window or the RTV Entry/Update
window.
Some inquiry windows have unique information that does not appear in entry windows. You can open each
window by choosing Inquiry > Returns Management > select a window.
RMA History By Item
RMA History By Customer
History Transfer
RMA Audit
RTV Audit
RTV History By Item
Chapter 7: Reports
You can use Returns Management reports to view the returns that have been received with a discrepancy or view
the turnaround time for RMA documents. Use this information as a guide for printing reports and working with
report options.
Returns Management report summary
Specify a Returns Management report option
For information about creating and printing reports, and using the reporting tools that you can use with Microsoft
Dynamics GP, see the System User’s Guide (Help > Printable Manuals).
For information about named printers, see the System Administrator’s Guide (Help > Printable Manuals).
Returns Management report summary
You can print several types of reports using Returns Management. Some reports automatically are printed when
you complete certain procedures; for example, audit trail reports are printed automatically when you post RMA
receipts. You can choose to print some reports during procedures; for example, you can print an RMA type list
while entering RMA types by clicking the Printer icon in the RMA Type Maintenance window.
The following table lists the report types available in Returns Management and the reports included in those
categories.

You can assign printers to the following documents and reports:
Posting journals
Analysis reports
Packing slips
Specify a Returns Management report option
Report options include specifications for sorting records and range restrictions for a particular report. To print
Returns Management reports, you must first create a report option. Each report can have several different options
so that you can print the information you need easily.
A single report option can’t be used by multiple reports. You must create report options for different reports
separately.
Use the Returns Management report options windows to create sorting, restriction, and printing options for the
reports that have been included with Returns Management.
1. Open a Returns Management Reports window. Reports > Returns Management > Inbound Schedule
2. Select a report.
3. Click New.
4. Enter a name and definition for the option. The name you choose for the option won’t appear on the report.
The selections available for defining report options vary, depending on the report type you’ve selected.
You can enter only one restriction for each restriction type. For instance, you can insert one serial number
restriction and one customer ID restriction.
1. Enter range restrictions.The available ranges vary, depending on the report type you’ve selected.
2. Insert or remove the ranges for the Restrictions List.
3. Choose Email Options to enter email options for the report option. Once the email options are set up,
you'll be able to send the reports in an email message from this window by choosing Email. You can also
send this report in an email from any list view where the report option is displayed.
4. Click Destination to select a printing destination. Select Ask Each Time to select printing options each
5. Click Print.
Manufacturing Setup
You can use Manufacturing to organize and track the daily workings of the manufacturing process, such as taking
orders, purchasing raw materials, building finished goods, fulfilling orders, and selling the finished goods.
Manufacturing documentation is divided into five manuals. Refer to the following table for an overview of what is
included in each of the manuals.
MANUAL MODULES OR OTHER MAJOR PIECES
Manufacturing Setup manual System setup

User setup
Manufacturing Core Functions manual Manufacturing Cards Extensions to Inventory Control

Bills of Materials Extensions to Sales Order Processing
Sales Configurator
Manufacturing Reports
Manufacturing Production Functions manual Routings Manufacturing Orders

Outsourcing Work in Process
Manufacturing Management Functions manual Quality Assurance Engineering

Change Management
Job Costing
Manufacturing Planning Functions manual Sales Forecasting Master Production Scheduling Capacity
Requirements Planning (CRP) Material Requirements Planning
(MRP)
If a Microsoft Dynamics® GP window —such as the Sales Transaction Entry window —is the active window when
you access help, online help for Microsoft Dynamics GP will be displayed. You can close that help, open any
Manufacturing window, and try again to access Manufacturing -specific help.
This manual is designed to give you an understanding of how to use the features of Manufacturing, and how it
integrates with the Microsoft Dynamics GP system.
To make best use of Manufacturing, you should be familiar with systemwide features described in the System
User’s Guide, the System Setup Guide, and the System Administrator’s Guide.
Part 1, Manufacturing setup, describes how you can set up security and systemwide settings for
Manufacturing modules.
Part 2, Manufacturing user setup, contains information about user preferences—settings that help you
customize each user’s view of Manufacturing information.
Part 1: Manufacturing setup
This part of the documentation includes information that will help you complete Manufacturing setup tasks. You
can refer to this information to learn how to use security in Manufacturing and how to set up systemwide settings.
Many of the tasks that are described must be completed before you can enter information in Manufacturing. Be
sure to review and complete all setup tasks for Manufacturing modules you’ve installed. Later you can refer to this
information to adjust settings or to help new users get started.
Chapter 1, “Manufacturing basic setup,” includes information about setting up users, the shop floor calendar,
and work center options.
Chapter 2, “Security,” describes security information specific to Manufacturing, such as process security and
module security.
Chapter 3, “Manufacturing core functions setup,” contains information about system settings for bills of
materials, sales extensions, and the Sales Configurator.
Chapter 4, “Manufacturing production functions setup,” describes system settings for routings,
manufacturing orders, and work-in-process.
Chapter 5, “Manufacturing management functions setup,” includes information about setting up quality
assurance, engineering change management, and job costing.
Chapter 6, “Manufacturing planning functions setup,” includes information about system settings for
Material Requirements Planning.
Chapter 1: Manufacturing basic setup
Before you set up module-specific system settings and user preferences, use this information to complete basic
system setup tasks.
Setup checklist
Setting up costing system default settings
Shrinkage overview
Including shrinkage in Manufacturing
Shop calendars
Defining the shop calendar
Setting up work center options
Designating system users
Setting up costing system default settings
Default costing settings determine how costs are tracked throughout your manufacturing facility. You can choose to
automatically account for shrinkage on parent parts, their components, or both. You also can assign a posting
account for rounding differences and choose a security set for revaluations.
To set up costing system default settings:
1. Open the Costing Preference Defaults window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> Costing)
1. Mark the options to apply shrinkage, as needed, for standard cost rollups. It’s strongly recommended that
you mark both options or neither option.
2. Apply Shrinkage to Parent Cost Mark Apply Shrinkage to Parent Cost to apply shrinkage to the finished
good.
Apply Shrinkage to Component Cost Mark Apply Shrinkage to Component Cost to apply shrinkage to
the components of the finished good.
Prorate Setup Time Mark Prorate Setup Time to distribute setup costs for tandard-cost items.
3. If you marked Prorate Setup Time, select the quantity to use for calculating setup costs for standard-cost
items.
Average Quantity The setup costs of an item (setup time multiplied by setup labor rate) will be divided by the
average quantity of the item. You specify the average quantity of an item in the Item Engineering Data window.
Refer to Entering item engineering data in Chapter 8, “Item engineering data,” of the Manufacturing Core
Functions documentation for more information about specifying the average quantity of an item.
Standard Quantity The setup costs of an item will be divided by the standard quantity of the item. You specify the
standard item quantity in the Standard Cost Changes window.
Refer to Specifying the standard quantity for a finished item in Chapter 14, “Standard costing revaluations,” in the
Manufacturing Core Functions documentation for more information.
4. Mark Activate Single-Level Cost Roll Up to let users decide, in the Standard Cost Changes window, whether
costs affect selected items in the BOM, or the entire BOM that includes the item. If you do not mark this
option, users do not have the choice, and costs affect the entire BOM that includes the item.
5. Decide how the Standard Cost Changes window should work.
Rollup scope Determines how many items are included in a standard cost rollup. You can choose to roll up all
items with proposed standard cost changes, or you can choose to roll up only items affected by a change in the cost
of the selected item.
Tree view explosion level Determines how much information is displayed when you select an item in the
Standard Cost Changes window. If your business has many records, choose Single Level Bill of Material so that
information is displayed more quickly. (You can always expand the view of the information, if needed.)
6. Select a posting account for rounding differences.
7. Choose a security set to be used when a user attempts to revalue items in the Rollup and Revalue Inventory
window or in the Standard Cost Changes window.
Users who attempt to revalue items must be included in the security set, or they must enter the appropriate
password before the revaluation can occur.
8. Choose OK and close the window.
Shrinkage overview
Shrinkage is the anticipated loss of an item.
Types of shrinkage
You can specify a shrinkage value for finished goods (parent items), for components (child items), or both.
Finished good shrinkage Finished good shrinkage might occur if not all items that are started in production are
adequate for meeting demand. For example, if you discover that one out of every 100 finished goods you produce
fails inspection, you have one percent shrinkage of your finished goods. You can set up preferences so that if you
need to produce 200 of this item, materials and resources will be scheduled to build 202—automatically covering
any anticipated losses from shrinkage.
Raw material shrinkage Raw material shrinkage might occur if some components are flawed and can’t be used
in production. Raw material shrinkage also can occur if materials are wasted in the production process; for
example, you might need to use materials on trial runs during your setup processes. You can indicate how much
shrinkage you anticipate on an item-by-item basis.
How shrinkage is calculated
To calculate shrinkage, divide the extended required quantity (from either the picklist or the manufacturing order,
depending on if you’re calculating shrinkage for a component or finished good) by 1, minus the shrinkage
percentage. The calculated quantities reflecting shrinkage should be rounded up, if necessary.
Including shrinkage in Manufacturing
When you enter item information in Inventory Control, you can specify shrinkage percentages. The amounts you
enter can be reflected in the quantity calculations for manufacturing orders, in cost calculations for standard cost
rollups, or both.
Refer to the table for more information about where the shrinkage percentage information comes from, and how
it’s determined if the shrinkage percentage is reflected in quantities or costs.
| | Component | Finished good | |----------------------------------------------------------------------|---------------------
------------------------------------------------------------------------------------------------------------------------------------
------------------------------------------------|----------------------------------------------------| | Shrinkage information
comes from ... | ... the Item Resource Planning Maintenance window, but you can change the shrinkage percentage
for a component when you add the component to a bill of materials in the Bill of Materials Entry window. | ... the
Item Resource Planning Maintenance window. | | Shrinkage is reflected in the quantities if ... | ... the scheduling
preference you use for the manufacturing order includes the options to apply shrinkage to the quantity. Refer to
Setting up scheduling preferences. | | | Shrinkage is reflected in costs for standard cost rollups if ... | ... you’ve
marked options to include shrinkage in standard cost rollups. Refer to Setting up costing system default settings. | |
Shop calendars
You’ll use the Shop Calendar window to indicate which days your plant is running—and which days it isn’t. You can
choose weekends, holidays, or any other days as “down days.” When you use modules such as Manufacturing
Order Processing, down days can be taken into consideration in order scheduling.
You might have to make specific adjustments to the calendar when unforeseen events occur—when your plant has
a down day because of a power failure, for example, or when an extra shift is scheduled.
Settings you choose when defining the shop calendar will be the default settings for your work centers. However,
after you create work centers, changes to the shop calendar won’t be reflected in existing work center calendars.
Use the Shop Calendar when you’re initially setting up your company, but use work center calendars to make day-
to -day adjustments.
Defining the shop calendar
You need to define one shop calendar for each company, but you can adjust the shop calendar for each work center.
To define the shop calendar:
1. Open the Shop Calendar window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >>
System Defaults >> Calendar)
The window will open to the current month and year.

2. Enter the number of shifts, hours per shift and start time information.
The number of shifts multiplied by the hours per shift can’t exceed 24.
3. Mark the option for weekly down days. You can choose None, Sundays Only, or Saturdays and Sundays.
Down days will appear in black.
4. Mark any other down days. A message will appear, telling you that continuing with the process might affect
scheduling. To continue the process, choose Yes and OK to close the window.
To make a down day available for scheduling, select the day in the Shop Calendar window to clear the setting.
Setting up work center options
Use work center default options to create two fields that will be linked to routing operation codes. Enter the labels
for the fields in the Work Center Preference Defaults window.
To set up work center options:
1. Open the Work Center Preference Defaults window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> System Defaults >> Work Centers)
2. In the User-Defined Prompt fields, enter the label or labels for the additional fields you’re creating. These fields
will appear in the Operations Setup window and choose OK.
Designating system users
System users have more access privileges than other users. Like system administrators, system users can set
preferences for other users.
Before you can designate system users, you must enter user information in the User Setup window. Refer to your
System Setup Instructions (Help >> Contents >> select Setting Up the System ) for more information.
To designate system users:
1. Open the Add Users window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >>
System Defaults >> System User)
2. Enter or select the user ID for an employee who is to be a system user and Choose Insert.
*To remove a system user, mark the user ID in the scrolling window and choose Remove.
1. Continue, repeating steps 2 and 3 to add as many system users as you like.
Chapter 2: Security
Security builds safeguards into your software to restrict access to information, processes, or windows. In
Manufacturing, each of these types of security is included. You should understand each of the three security types
before setting up security access for your users.
Before you set up security access for Manufacturing, you should have defined users and determined the level of
access each user will have.
Manufacturing security types
Process security
Creating and modifying process security sets
Using Manufacturing module security
Manufacturing security types
Refer here for information about some of the terms related to security.
User security You can determine which windows and reports each user in your organization can use. Users can’t
use any modified windows or reports until you give them access to the windows and reports. Window and report
security is used throughout your accounting and manufacturing system. To learn more about setting up user
security, refer to the System Setup Guide (Help >> Contents >> select Setting up the System).
User security can be used to restrict access only to windows and reports. To restrict access to information on a field -
by-field basis, use Field Level Security or create alternate forms and windows. Refer to the Modifier User’s guide for
more information about creating alternate forms and windows. Refer to the System Setup Guide (Help >>
Contents >> select Setting up the System ) for more information about Field Level Security.
Process security Process security is a special type of security that you can use to limit authority for completing
special procedures in Manufacturing, such as revaluing inventory or generating manufacturing orders from Sales
Order Processing. First, you must define process security sets. A process security set can be based on a list of users
who will have authority to complete a specific process, or it can be based on a password. You can create as many
process security sets as you like and apply different sets to different processes throughout Manufacturing.
For more information, refer to Process security and Creating and modifying process security sets.
Manufacturing module security Some Manufacturing processes—such as generating Material Requirements
Planning (MRP ) information or updating routing records—can be done only when no other users are working with
certain records. With the security that is provided for bills of materials, routings, data collection, and MRP, you can
see which other users are using records that prevent you from completing MRP regeneration or other processes.
You can end other users’ sessions or you can ask them to end their sessions.
You also can use Manufacturing module security to unlock records that might become locked if a user’s computer
becomes suspended. If a power failure occurs when a user is updating a routing record, for example, the routing
record might need to be unlocked.
For more information, refer to Using Manufacturing module security.
Process security
Process security is useful for safeguarding certain manufacturing processes, such as revaluing standard cost items
or overriding purchase order quantities. With process security in place, you can limit who in your company has
authorization to complete certain critical processes.
Manufacturing process security system uses security sets—passwords or groups of user IDs—to limit who can
complete certain tasks. When a security set for a task is based on a group of users, only users in that group can
perform the task. When a security set for a task is based on a password, any user who attempts to complete the
task will be required to enter the appropriate password before proceeding.
You can use process security for completing the following tasks.
Revaluing inventory
Linking job elements to jobs
Changing a sales order line item quantity when a manufacturing order is linked to it
Changing job links
Changing the status of a job
Overriding manufacturing order quantities
Changing order fulfillment history
Auto-generating manufacturing orders
Managing links between manufacturing orders and purchase orders for outsourcing
Managing shipments to outsourcing vendors
Updating groups of bills of materials
Creating and modifying process security sets
You can create an unlimited number of security sets. You can use the same security set for all tasks that are
protected by process security, or you can create a separate security set for each task.
Once you’ve created a process security set, you can modify it at anytime. For example, you might change the
password or add or remove user IDs.
To create or modify process security sets:
1. Open the Process Security Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> Process Security)
2. Enter or select a name for the security set.
3. If you’re creating a new security set, mark Password or User ID to determine the kind of security set you’re
creating. If you’re modifying an existing security set, skip to step 4.
If you marked Password, enter the password.
If you marked User ID, use the lookup button on the User IDs field to choose the users to include in
the security set.
4. Make changes, as needed.
To change a password, select the text in the Password field and enter the new password.
To add a user, choose a user in the User IDs field.
To remove a user, mark the user ID in the scrolling window and then choose Remove.
5. Choose Save.
Using Manufacturing module security
You can use Manufacturing module security to unlock locked bills of materials, routings, data collection records,
manufacturing orders, and MRP -planned orders. You also can use module security to remove MRP users. You
might need to unlock records to perform certain processes, such as regenerating MRP information.
The window you’ll use to view or unlock locked records will depend on the type of record you’re working with.
You need system administrator access to unlock most records. To unlock some records, you must supply the
system password to open the window. To unlock other records, you must supply the system password when
you choose the Delete button.
To use Manufacturing module security:

1. Open the appropriate window for the type of record to unlock.
TYPE OF RECORD WINDOW AND PATH
Bill of materials BOM Security window - (Transactions >> Manufacturing >>

Bill of Materials >> Security)
Routing Routing Security window - (Transactions >> Manufacturing

>> Routings >> Security)
Data collection Data Collection Transaction Security window - (Transactions

>> Manufacturing >> WIP >> TRX Security)
TYPE OF RECORD WINDOW AND PATH
Manufacturing order Manufacturing Order Security window - (Transactions >>

Manufacturing >> Manufacturing Orders >>
MRP MRP Security window - (Transactions >> Manufacturing >>

MRP >> Security)
MRP-planned orders MRP-Planned Order Security window - (Transactions >>

Manufacturing >> MRP >> MRP Planned Order
Security)
Security)
1. View the information in the scrolling window. Each of these windows displays the user ID of the person who has
locked each record.
It’s a good idea to contact the user and request that he or she close the window to unlock a record. If that’s not
possible, use these windows to end user sessions.
1. Highlight a record to unlock in the scrolling window.

2. Choose Delete.
3. Repeat steps 3 and 4 to unlock as many records, as needed.
4. When you’ve finished, close the window.
Chapter 3: Manufacturing core functions setup
Information about setting up system settings for use with core functions modules— Bills of Materials, Sales
Configurator, and extensions to Microsoft Dynamics GP Sales Order Processing—is included here. You must
set up system and user settings to determine how Manufacturing will function for your business.
Setting up bills of materials system settings

Phantom items as components of phantom items
Setting up Sales Configurator options
Setup options for sales order extensions
Setting up manufacturing sales order due dates
Setting up manufacturing orders for sales orders
Setting up order fulfillment options
Setting up bills of materials system settings
System settings for Manufacturing Bill of Materials help you to accomplish several tasks. Refer to the table for
more information.
TASK REQUIRED?
Specify whether component lead time should be calculated Yes

based on the manufacturing order start date or the
manufacturing order due date.
Select the visual cues for the Bill of Materials Entry window No
and the Bill of Materials View window. (This can be changed on
a user-by-user basis.)
Set up user-defined fields for bills of materials. No
Specify whether site information for building a phantom No

subassembly item will be based on the phantom item’s bill of
materials or the finished goods’ bill of materials.
Specify options for mass-changing bills of materials. No
You’ll use the BOM Preference Defaults window to complete these tasks.
To set up bills of materials system settings:
1. Open the BOM Preference Defaults window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> Bill of Materials)
IMAGE - MFGBOM
1. Specify which visual cue should be used by default in the Bill of Materials Entry window and the Bill of Materials
View window.
Each user can choose a different visual cue, if needed.
1. Choose the date that should be used to calculate component lead time dates. This selection determines how
lead times are calculated for all components and can’t be changed on a per-user basis.
For more information about lead time offsets, refer to Lead time calculations in Chapter 9, “Bill of Materials
overview,” in the Manufacturing Core Functions documentation.
1. You can enter labels for user-defined fields, if needed.
Later, you can add information in the user-defined fields in the Bill of Materials Entry window. You can enter
information for each component in each bill of materials. Refer to Changing component details in Chapter 11,
“Bill of Materials entry,” in the Manufacturing Core Functions documentation for more information.
1. To specify how the issue-to site for components of phantom items are determined, you can use the Use Work
Centers from the phantom’s BOM option.

OPTION IS MARKED OPTION IS UNMARKED
Phantom item has no issue-to site in The issue-to site for components of the
the finished goods’ bill of materials phantom item comes from the
phantom item’s bill of materials.
Phantom item has an issue-to site in The issue-to site for components of the The issue-to site for components of the
the finished goods’ bill of materials phantom item comes from the finished phantom item are comes from the
good’s bill of materials. phantom item’s bill of materials.
Refer to Phantom items as components of phantom items for examples of how the rules are applied when a
manufacturing order for a phantom item includes phantom components.
1. To specify the default spacing between position numbers, enter a number in the New Component Position
Number Incremental Spacing field.
We recommend that you leave a few spaces in between position numbers to allow room to add more position
numbers later. Refer to Chapter 10, “Position numbers” in the Core Functions manual for more information.
1. Mark the Archive copies of mass-changed BOMs option to keep a copy of the original bill of materials each
time a bill of materials is changed using the BOM Mass Updates window.
2. If you marked Archive copies of mass-changed BOMs, you also can specify whether the revision history for
the bill of materials should be archived. Mark Copy Revision History to the Archived BOM if revision history
also should be stored.
3. Mark the bill of materials types that should not be included when changing bills of materials using the BOM
Mass Updates window. You can choose to exclude Manufacturing, Engineering, Configured, or Super bill of
materials types from mass changes.
For example, if you mark Engineering, Engineering will be marked in the Exclude BOM types from mass
changes option in the BOM Mass Updates window and you will need to unmark it to change an engineering
bill of materials.
1. You can enter or select a process security set if use of the BOM Mass Updates window should be limited to a
certain group of users or should require a password.
Refer to Process security for more information.

Phantom items as components of phantom items
If you’re going to create manufacturing orders for phantom subassembly items that include phantom
subassemblies, rules for determining the sites for the components will depend on whether you marked the Use
Work Centers of phantom’s BOM in the BOM Preference Defaults window.
Refer to the following examples for more information.
Bills of materials
For these examples, assume that the following is your bill of materials for the finished good. Note that it
includes a phantom subassembly item that has its own phantom subassembly item.
FINISHED GOOD
Phantom 1 Issued to work center

100
Component A Issued to work center

200
Phantom 2 Issued to work center

300
Component B Issued to work center

400
Component C Issued to work center

400
Example 1
If Use Work Centers of phantom item’s BOM is marked, the picklist for the manufacturing order to build
Phantom 1 would include the following information:
Component A would be issued to work center 200

Component B would be issued to work center 400
Component C would be issued to work center 400
Example 2
If Use Work Centers of phantom item’s BOM is not marked, the picklist for the manufacturing order to build
Phantom 1 would include the following information:
Component A would be issued to work center 100

Component B would be issued to work center 300
Component C would be issued to work center 300
Setting up Sales Configurator options
Use Sales Configurator preferences to determine how Sales Configurator will work for your business and how
its use will affect other modules.
To set up Sales Configurator options:
1. Open the Sales Configurator Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> Sales Configurator)
2. Mark Display Manufacturing Order Start Date while configuring if a start date for the associated
manufacturing orders should be created automatically.
When you open the Sales Configurator window from the Sales Item Detail window, a manufacturing order
automatically will be generated. If you’ve marked this option, a start date for the order will be calculated and
included. If you don’t mark this option, a start date won’t be calculated until you choose Schedule in the Sales
Configurator window.
1. Mark Display Messages for Option Promotions to see messages about special promotions for the options
you’re using as you’re working with the Sales Configurator.
Setup options for sales order extensions
Microsoft Dynamics GP Sales Order Processing includes tools you can use to manage sales functions in your
manufacturing environment. However, when you install Manufacturing you also must complete additional
setup tasks that determine how sales affect other modules. For example, you must specify default settings for
manufacturing orders that will be generated automatically from sales orders.
When Manufacturing is installed, you must complete the following setup procedures:
Due date options You must specify how due dates for manufacturing orders linked directly to sales orders
should be calculated. Refer to Setting up manufacturing sales order due dates for more information.
Manufacturing order options To automatically generate manufacturing orders from sales orders, you must
specify the default settings for those manufacturing orders. You also can specify whether customer priority
levels should affect the priority levels of manufacturing orders generated from sales orders. Refer to Setting up
manufacturing orders for sales orders for more information.
Order fulfillment options To track additional information about how orders are fulfilled, you must set up
order fulfillment options. You can specify a default carrier and FOB point. You also can select options so users
can modify the freight and miscellaneous charges associated with order fulfillment. Refer to Setting up order
fulfillment options for more information.
For more information about sales order processing and setup, refer to the Sales Order Processing documentation.
Setting up manufacturing sales order due dates
Use the Manufacturing Series Sales Order Preferences window to specify how due dates for sales orders will
be calculated.
To set up manufacturing sales order due dates:
1. Open the Manufacturing Series Sales Order Preferences window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Sales >> Sales Order Processing >> Additional >>
Manufacturing Sales Order Prefs)
IMAGE – MFGSOP.jpg
1. To be warned when you schedule a sales order due date on a date that is a company-wide down day, mark
Check “Down Days.” You also can specify how the alternate date for the sales order should be calculated.
None Mark None if a new due date shouldn’t be assigned.
Move Earlier Mark Move Earlier to assign the closest preceding open date. Move Later Mark Move Later to
assign the closest following open date.
1. Enter the number of days the in-house due date for the order should precede the requested ship date.
The in-house due date must be on or before the Requested Ship Date, and the Requested Ship Date must be
on or before the Customer Promise Date.
If the in-house due date should be a certain number of days before the requested ship date, enter the
number of days in the Due Date Offset field.
If the in-house due date should be the same as the requested ship date, leave the Due Date Offset field
blank.
1. You can continue setting up Manufacturing sales order options by completing Setting up manufacturing orders
for sales orders, or you can choose OK and close the window.
Setting up manufacturing orders for sales orders
Use the Manufacturing Series Sales Order Preferences window to enter default settings for manufacturing
orders that are generated automatically from sales order entries. Manufacturing orders created from sales
orders automatically are scheduled, and their picklists are built.
To set up manufacturing orders for sales orders:
1. Open the Manufacturing Series Sales Order Preferences window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Sales >> Sales Order Processing >> Additional >>
Manufacturing Sales Order Prefs)
1. To allow users to create manufacturing orders during the sales order entry process, determine the level of user
action you’ll require from the users.
Refer to Manufacturing orders generated from sales in Chapter 20, “Sales order entry,” in the Manufacturing
Core Functions documentation for information about how the fulfillment method for an item and this setting
affect how Manufacturing handles back-order quantities.
Enable Silent MO Generation Mark this option to automatically generate manufacturing orders when sales
orders are entered for item quantities that are greater than what is currently in stock.
Enable Manual MO Generation Mark this option to allow users to generate manufacturing orders. If you
mark this option, users will need to provide basic information for the manufacturing order.
1. Set the Priority list to reflect the priority level for automatically generated manufacturing orders. The priority
level is reference only and won’t affect scheduling.
2. Mark Apply Customer Priority to Generated MO if you’re using customer priority levels and the priority
level that you’ve assigned to customers should affect the priority of manufacturing orders generated from
sales orders.
If you mark the option, specify how customer priorities should be translated to manufacturing order priorities.
You can specify a customer’s priority level in the Customer Maintenance window (Cards >> Sales >> Customer ).
For more information, refer to Microsoft Dynamics GP Sales Order Processing documentation.
1. To limit user access for changing sales order quantities for sales orders that have associated manufacturing
orders, enter or select a process security set in the Edit SO QTYs when MO is Attached Process Security field.
This option allows you to override back-ordered, canceled, invoiced and billed quantities so the quantities can
equal the quantity ordered or invoiced. For example, suppose a customer has ordered 1,000 widgets and you
want to ship the 500 widgets that have been built so far. If you use this option, you can handle partial
shipments.
If you don’t select a process security set but try to adjust a sales order quantity for a sales order with an associated
manufacturing order, a message will warn you that you don’t have the appropriate access privileges to change the
sales order quantity.
1. Mark the default order status for automatically generated manufacturing orders. You can choose Open or
Released. You can change the order status for specific manufacturing orders.
Refer to Manufacturing order statuses and How statuses limit activities—both in
Chapter 6, “Manufacturing order overview,” in the Manufacturing Production Functions documentation—for more
information.
1. Mark Change MO status on Order Transfer to change the status of a manufacturing order when the status
of the associated sales order changes from Quote to Order.
2. To limit authority for generating manufacturing orders, enter or select a MO Generation Process Security
Set.
For more information about process security sets, refer to Process security and Creating and modifying process
security sets.
1. Enter or select a default scheduling method for automatically generated manufacturing orders. You can change
the scheduling method for a manufacturing order.
For more information about creating scheduling methods, refer to Setting up scheduling preferences.
1. Enter or select the default inventory site from which items for the manufacturing order will be drawn. You
can change the Draw Inventory From Site for a manufacturing order.
Setting up order fulfillment options
Manufacturing extends the order fulfillment options that are available through Sales Order Processing. Use the
Order Fulfillment Setup window to set up Manufacturing-specific order fulfillment features.
Besides setting up these system preferences, you must be sure other sales order type and item options are in place.
Refer to Requirements for order fulfillment history in Chapter 21, “Order fulfillment,” in the Manufacturing Core
Functions documentation for more information.
To set up order fulfillment options:
1. Open the Order Fulfillment Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Sales >>
Sales Order Processing >> Additional >> Order Fulfillment Setup)
IMAGE – MFGOFS.jpg
1. Enter or select the default shipping method.

2. Select the default unit of measurement from the Shipping U of M list.
3. Enter the default UPS zone.
4. Enter or select the default FOB point.
5. To restrict authority for editing fulfillment history records, enter or select a process security set in the History
Edit Security Set field.
Refer to Process security for more information about process security sets.
1. Mark Override Freight Charges so users can enter freight charges in the Freight and Misc Adjustments
window.
2. Mark Override Miscellaneous Charges so users can enter miscellaneous charges in the Freight and Misc
Adjustments window.
Chapter 4: Manufacturing production functions setup
This documentation includes information about setting up system settings for use with production functions
modules: Routings, Manufacturing Order Processing, Outsourcing, and Work in Process. You’ll need to set up
system and user settings to determine how Manufacturing will function for your business.
Setting up routing update options

Setting up sequence entry options
Setting up sequence spacing, notes, and pointer usage
Scheduling preferences
Setting up scheduling preferences
Setting up additional scheduling method options
Setting up manufacturing order processing
Specifying outsourcing manufacturing order options
Setting up data collection options
Setting up options for outsourcing costs
Rules for outsourcing setup changes
Setting up routing update options
Routing update options compare planning routings—those that are used to determine resource requirements
for potential manufacturing orders—and active routings—those that are used on the production floor to
manufacture goods. The planning routing can be converted to an active routing and tied to a manufacturing
order.
To set up routing update options:
1. Open the Routing Preference Defaults window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> Routings)
IMAGE – MFGRPD.jpg
1. Determine how planning routings should be updated.
Compare as Number If all planning routing sequence numbers are numeric, mark Compare as Number.
Confirm Save To have a confirmation message displayed before planning routing updates are changed, mark
Confirm Save.
1. Determine if updating other planning routings should be based only on the routing name and sequence
number. Whether a routing update is reflected in other routings is always determined by the routing name and
sequence number. Those two criteria must match before a change in one routing sequence is reflected in a
sequence in another routing.
If you mark Match WC ID, the routing sequence change will be reflected in only routing sequences that have
the same routing name, sequence number and work center.
If you don’t mark Match WC ID, all routings with that routing name and sequence number will be updated,
regardless of the work center ID.
1. Determine how to update active routings.
Whether a routing update is reflected in other routings is always determined by the routing name and
sequence number. Those two criteria must match before a change in one routing sequence is reflected in a
sequence in another routing.
If you mark Match WC ID, the routing sequence change will be reflected in only those routing sequences
that have the same routing name, sequence number and work center.
If you don’t mark Match WC ID, all routings with that routing name and sequence number will be updated,
regardless of the work center ID.
1. Mark one or both search options for your routing records.
If you mark Item Number, searches of routing records will return only routings that include the item
number you specify.
If you mark Routing Name, searches of routing records will return only the routing that has the name
you specify.
2. Choose OK.
Setting up sequence entry options
If you print routing information for use on the production floor, you can use sequence entry options to ensure
that information your employees need is included on the reports.
To set up sequence entry options:
1. Open the Routing Preference Defaults window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> System Defaults >> Routings)
1. Mark Replace Routing Seq. Descr. with WC Descr. to see work center descriptions rather than routing
sequence descriptions.
2. Mark Append WC Description to Routing Notes to have the work center description added to the routing
notes.
3. Mark Attach WC Notes to Routing Notes to have the work center notes added to the routing notes.
4. Choose OK.
Setting up sequence spacing, notes, and pointer usage
Use the Routing Preference Defaults window to set up options for sequence number spacing, to specify if
routing sequence notes should be included with certain reports, and to determine if pointer routings can be
used in your facility. Pointer routings are template routings you can use in your regular routings to describe
how to complete routine tasks, such as packaging and shipping products.
To set up sequence spacing, notes and pointer usage:
1. Open the Routing Preference Defaults window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> System Defaults >> Routings)
1. Enter the default spacing for routing sequence numbers. For instance, if sequence steps should be numbered
10, 20, 30 and so on, the Sequence Spacing would be 10.
We recommend using spacing intervals of 10 or 100. This makes it easier to insert a new sequence between two
existing sequences.
1. Mark Use Pointer Routings to use pointer routings in your system.
Refer to Pointer routings in Chapter 5, “Pointer routings,” in the Manufacturing Production Functions
documentation for more information about pointer routings.
1. To include routing sequence notes with the shipping report that accompanies items shipped to an
outsourcing vendor, mark Include Sequence Notes Report with Outsourcing Shipping Report.
2. To include routing sequence notes with the purchase order that is created to purchase outsourced services,
mark Include Sequence Notes Report with Purchase Order Report.
3. Choose OK.
Scheduling preferences
Use the Scheduling Preferences window to create scheduling preferences. Each scheduling preference includes
information about scheduling manufacturing orders and handling material issues such as applying shrinkage,
posting transactions and closing manufacturing orders.
Unlike options you set up in other user preferences windows in Manufacturing, scheduling methods you define
here can be used throughout the system by any user who has authority to open and schedule manufacturing
orders.
End Item/Raw Material Issue Use the Scheduling Preferences window to determine if shrinkage
percentages are applied to raw materials and finished item quantities. You’ll also choose the default inventory
site accounts that raw materials will be drawn from and finished goods will be posted to. The default sites will
have precedence over any default site that you select in the Item Quantities Maintenance window.
Scheduling Options Use Scheduling Options to determine how the amount of time estimated to complete a
manufacturing order should be calculated. If the option is unmarked, the end quantity of the manufacturing
order is multiplied by the per-piece cycle time to determine the estimated time to complete the manufacturing
order. If the option is marked, the starting quantity is used to determine the estimated time to complete the
manufacturing order.
Closing Options If you’re using configured bills of materials (generated through the Sales Configurator), use
these options to determine what happens to the configured bills of materials you create when the associated
manufacturing orders are closed. You can archive the configured bills of materials—move them to another
directory for storage, you can delete the configured bills of materials from the list of “active” bills of materials,
or you can do both.
Process Security To require special authorization to override the minimum and maximum manufacturing
order size, you can select a process security set to restrict authority for this process.
Setting up scheduling preferences

Use the Scheduling Preferences window to define different scheduling methods for your products. You also can
use this window to choose the default scheduling method.
When you create a scheduling preference, you can determine how shrinkage percentages are applied to
manufacturing orders that use that scheduling preference. You can choose from the following available options:
Apply Shrinkage to End Item Starting Quantity Ending quantities for manufacturing order finished goods
should reflect shrinkage amounts.
Doing this will help to ensure that the number of finished goods you get from a manufacturing order reflects
the anticipated shrinkage of the finished goods during the manufacturing process. For instance, an electronics
component manufacturer might know that she can expect to have 3% shrinkage when a certain widget is
produced; that is, to make 100 widgets, she’ll have to plan to make 103 widgets, to cover the expected
shrinkage. Refer to Shrinkage overview and Including shrinkage in Manufacturing for more information.
Apply Shrinkage to Raw Material Issue To ensure that sufficient materials are issued to manufacturing
orders to reflect component item shrinkage amounts.
Doing this will help to ensure that the amounts of raw materials you issue to manufacturing orders will reflect
the anticipated shrinkage of the components. For example, an electronic components manufacturer might
know that she can expect 2% shrinkage for a certain component. That is, she knows that for every 100
components she issues for use in a manufacturing order, two will be unsuitable for some reason. Refer to
Shrinkage overview and Including shrinkage in Manufacturing for more information.
You also must define other aspects of each scheduling method, such as auto -posting and process security
preferences. Refer to Setting up manufacturing order processing and Creating and modifying process security sets
To set up scheduling preferences:
1. Open the Scheduling Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> MO Schedule Prefs)
IMAGE - MFGSP.jpg
1. Enter the name of the scheduling preference.

2. If this scheduling preference is to be the default scheduling preference, mark Default. You can specify only
one default scheduling method. The default scheduling method will be the default scheduling preference for
each manufacturing order you create, but you can select a different scheduling preference, if needed.
If you’re using quick manufacturing orders, you must specify a default scheduling method.
1. Determine how to deal with item usage issues.

2. Choose a default inventory site to draw inventory from for manufacturing orders scheduled with this
scheduling preference.
3. Choose a default inventory site to post inventory to when manufacturing orders are closed.
4. Choose Save.
Setting up additional scheduling method options
Use the Scheduling Preferences window to set up additional options that affect how your material
requirements are calculated. You also can specify how configured bills of materials will be handled after their
associated manufacturing orders are closed. The window also includes an option for using process security to
enforce manufacturing order quantities.
To set up additional scheduling method options:
1. Open the Scheduling Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> MO Scheduling Prefs)
2. Enter or select a scheduling preference.
3. Mark the closing options that reflect how the configured bills of materials should be handled. You can mark
either or both options.
Complete this step only if you’re using the Manufacturing Series Sales Configurator.
Archive (if possible) Configured BOM Saves the configured bill of materials in an archive.
Delete Configured BOM when MO is closed Deletes configured bills of materials after their associated
manufacturing orders are closed.
1. Set process security to limit users’ abilities to override the minimum or maximum manufacturing order
sizes.
To use an existing process security set, choose the Process Security lookup button and select the
appropriate set.
To create a new process security set to restrict users’ access to this process, enter the name of the new
process security set in the Process Security field.
A message will be displayed and you’ll have the option to create a new set. Choose yes.
Refer to Creating and modifying process security sets.
1. Mark the Schedule Manufacturing Order Start QTY option to calculate the estimated time needed to
complete a manufacturing order based on the start quantity of the manufacturing order. If you don’t mark
this option, the estimated time will be calculated based on the end quantity of the manufacturing order.
2. Select a default scheduling method. This scheduling method—Forward Infinite or Backward Infinite—will be
used when the scheduling preference is used for manufacturing orders you enter in the Manufacturing
Order Entry window.
Manufacturing orders that are generated —for example, manufacturing orders that are suggested by MRP
processing —always use backward infinite scheduling because they are created based on a due date rather than on
a start date.
Setting up manufacturing order processing
Use the Manufacturing Order Preference Defaults window to enter information that’s used when you work
with manufacturing orders. For example, you can specify a beginning number for your manufacturing orders,
determine how configured bills of materials will be handled, and determine how default values are calculated
when you close a manufacturing order.
You also can use the window to set up process security for tasks related to outsourcing and to set up an extra field
for tracking outsourcing information. Refer to Specifying outsourcing manufacturing order options for more
information.
To set up manufacturing order processing:
1. Open the Manufacturing Order Preference Defaults window. (Microsoft Dynamics GP menu >> Tools >>
Setup >> Manufacturing >> System Defaults >> Manufacturing Orders)
IMAGE – MFGOPD.jpg
1. Enter beginning identifiers for manufacturing orders, for receipts, and for pick documents. You can use letters
and numbers.
The identifiers are the next default identifiers, and also are the basis of future identifiers. For example, if you
enter MO001, the next order will automatically be numbered MO002, then MO003, and so on.
1. Select options for component allocations.

If components should be allocated when the manufacturing order status is Released, mark the Allocate
Inventory when MO Status becomes Released option.
If you mark the option to allocate components automatically when the status of manufacturing order is
changed to Released, component transactions automatically are created. You can use the Manufacturing
Component Transaction Inquiry window to view information about the allocations. Refer to Viewing
component transaction information in Chapter 12, “Manufacturing order inquiries,” in the Manufacturing
Production Functions documentation for more information.
Special rules apply if you mark this option and there are shortages of some components when you change the
status of a manufacturing order to Released. Refer to Component shortages and automatic allocations in
Chapter 7, “Manufacturing order entry,” in the Manufacturing Production Functions documentation for more
information.
If component items should remain allocated when a reverse issue transaction is posted, mark Allocate upon
Reverse Issue. (This means that if you reverse-issue components, the component quantities will remain
allocated. You can then reverse-allocate them later, if needed.)
1. To print notes attached to the picklist with the picking report, mark Print Picklist Notes with Picking Report.
2. Mark Manually select serial/lot numbers in Quick MO if you want to choose the serial and lot numbers of
components used for quick manufacturing orders.
3. Mark Require Serial/Lot Linking to require that all serial-numbered component items and all lot-numbered
component items are linked to the serial-numbered or lot-numbered finished good item.
If you mark the Require Serial/Lot Linking option, you must link all available serial-numbered and lot-
numbered component items to a finished good in the Manufacturing Serial/Lot Link Entry window before
posting.
1. Specify whether lot numbers should be selected automatically by date received or expiration date. The default
option is Expiration Date.
Date Received Mark this option to have lot numbers selected automatically in the order that the items were
received.
Expiration Date Mark this option to have lot numbers selected automatically in order of their expiration dates.
1. Specify how to handle information about canceled and closed manufacturing orders.
Remove Canceled Mark this option to set up a default entry for removing canceled orders. If you mark this
option, the Canceled Orders option will be marked when you use the Remove Manufacturing Orders window.
The number of days you enter will be used to calculate the Last Change Date in the Remove Manufacturing
Orders window.
Remove Closed Mark this option to set up a default entry for removing closed manufacturing orders. If you
mark this option, the Closed Orders option will be marked when you use the Remove Manufacturing Orders
window. The number of days you enter will be used to calculate the Last Change Date in the window.
1. Determine how default quantities for manufacturing orders should be calculated when you close a
manufacturing order. You can choose to have default quantity calculated based on the original manufacturing
order start quantity or the total quantity received. To decide on a case-by-case basis for each manufacturing
order, mark None.
For more information, refer to How required quantities are calculated in Chapter 6, “Manufacturing order
overview,” in the Manufacturing Production Functions documentation.
1. Specify options for closing manufacturing orders. Mark the appropriate options in the scrolling window at the
bottom of the window.
Refer to the table for more information about the effect of each option.
Allow Negative WIP Quantities

To be able to apply more labor, machine or material costs to a manufacturing order than already exist in WIP for
the order, mark this option. This can be helpful if you want to enter labor and machine costs for an actual-cost
finished good but don’t want to backflush those costs or do data collection.
If your company is an average cost environment, be sure this option is not marked. Negative inventory should
not be allowed in that case.
Delete Configured BOM when

A configured bill of materials automatically is removed when the associated manufacturing order is closed.
(Deleted bills of materials can’t be retrieved later.)
Archive (if possible) Configured BOM when MO is closed
A configured bill of materials automatically is archived when the associated manufacturing order is closed.
(Archiving should be possible unless another bill of materials already has been archived for the manufacturing
order.) You can retrieve an archived bill of materials, if needed.
Display Low Component
If quantities of a backflushed component aren’t sufficient for a manufacturing order, a message is displayed.
Display Low Component Issued
If you’re closing a manufacturing order and the issued quantity of a component (other than a backflushed
component) is less than the required quantity, a message is displayed.
Display Material Remaining in WIP Warning
If you’re closing a manufacturing order and there are component costs remaining in WIP, a message appears.
Display Labor/Machine Costs Remaining in WIP Warning
If you’re closing a manufacturing order for an actual cost item (one with a perpetual valuation method), a message
appears if there are labor or machine costs in WIP for the order.
Display Unused Allocated Material Warning
If you’re closing a manufacturing order and an allocated (but not issued) quantity remains, a message appears.
Display Labor/Machine Incomplete Warning
If you’re closing a manufacturing order and there are sequences that aren’t marked “Done,” a message appears.
Display Low Receipt Quantity Warning
Displays a message if you’re closing a manufacturing order and the total of all receipts for the manufacturing order
is less than the end quantity that was specified when the manufacturing order was created.
Display Negative WIP Quantities Warning
Displays a message if the consumption of a component makes the WIP quantity of an item negative.
Display Negative Available Quantities Warning
Displays a message when the quantity to consume or the quantity to backflush makes the on hand quantity of a
component negative.
Display Outsourcing MO/PO Link Warning
Displays a message if you attempt to void or cancel a purchase order that is linked to a manufacturing order for the
purchase of outsourced services.
Choose OK.
Specifying outsourcing manufacturing order options
If you’re using outsourcing—if your manufacturing processes include steps or services provided by outside
vendors—then you can use the Manufacturing Order Preference Defaults window to set up a label for a user-
defined outsourcing field and to specify process security sets for outsourcing tasks.
You can specify a process security set for managing links between manufacturing orders and purchase
orders created to purchase outsourced services.
You can specify a process security set for managing shipping information.
Refer to Process security for more information.
Use the Manufacturing Order Preference Defaults window to select process security sets and to set up a field
for tracking additional information for shipments to outsourced vendors.
To specify outsourcing manufacturing order options:
1. Open the Manufacturing Order Preference Defaults window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> System Defaults >> Manufacturing
Orders)
1. To track additional information for shipments to outsourcing vendors, enter a label in the User-Defined Field
Label for Outsourcing Shipping Records.
Later on, you can make entries in the field in the Manufacturing Shipments window or the Manufacturing
Shipments by Vendor window.
1. Enter or select a process security set for managing links between manufacturing orders and purchase
orders.
2. Enter or select a process security set for managing shipments to outsourcing vendors.
3. Choose OK.
Setting up data collection options
Work In Process (WIP ) focuses on data collection. You can use the WIP Preference Defaults window to set up
default options for data collection tasks.
Most of the data collection options you select in this window are default options— users also can set their own
preferences, based on their user IDs. The outsourcing options, however, are company-wide and cannot be
changed on a user-by-user basis.
To set up data collection options:
1. Open the WIP Preference Defaults window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> WIP )
IMAGE – MFGWIP.jpg
1. Mark Always Use Standard Labor Rate if costs associated with a job should reflect the standard labor rate
rather than the specific labor rate for each employee.
2. Mark Enter Duration in Time Card Entry if most users will enter time for manufacturing order routing
sequences in terms of hours and minutes, rather than start and stop times.
Marking this option doesn’t limit users in how they enter their time. The option is the default setting for the
Enter Duration Hours/Minutes option in the Time Card Entry window. Users can mark or clear that option to
enter time information in either format.
1. Mark Clear MO Number to clear the manufacturing order number each time you save a data collection
record.
2. Mark Clear Sequence to clear the sequence number each time you save a data collection record.
3. Mark Increment Sequence to display the sequence number for the next sequence in the selected routing
each time you save a data collection record.
4. Mark Clear Dates to clear dates each time you save a data collection record.
5. Mark Clear Times to clear times each time you save a data collection record.
6. Choose OK.
If you’re not using outsourcing, this is the only procedure you must complete in this window. If you are using
outsourcing, you must also complete the procedure described in Setting up options for outsourcing costs.
Setting up options for outsourcing costs

Use the WIP Preference Defaults window to specify how outsourcing costs will be tracked for your company.
You don’t need to complete this procedure unless your manufacturing processes include outsourced services.
To set up options for outsourcing costs:
1. Open the WIP Preference Defaults window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> System Defaults >> WIP )
1. Mark Apply Additional Outsourcing Costs to MO if additional costs for outsourcing should be applied to
manufacturing orders that include outsourcing.
If you mark this option, additional costs—trade discount, tax, freight and miscellaneous charges—will be
debited to the finished goods account for the manufacturing order, and credited to the inventory offset account.
1. Mark Outsourced Sequences as “Done” when Service is Received if data collection records should reflect
that a sequence is complete when you receive items from the outsourcing vendor.
2. Select the cost bucket to be used to track outsourcing costs.
If possible, choose a cost bucket that isn’t usually used by your company. Refer to
Outsourcing cost buckets in Chapter 15, “Outsourcing overview,” of the

Manufacturing Production Functions documentation for more information.
1. If you selected a labor cost bucket, mark Allow Outsourced Labor Codes.
2. Mark Rename Selected Cost Bucket as “Outsourcing” to have the word “Outsourcing” replace the usual
name of the cost bucket in windows and reports.
3. Choose OK.
Rules for outsourcing setup changes
It is possible to change some setup options for outsourcing features. However, you should be aware of these
rules:
You cannot change from a labor cost bucket—Labor, Labor Fixed Overhead or Labor Variable Overhead—to a
machine cost bucket, as long as your system includes labor code definitions that have been specified for
outsourcing.
If you have labor codes designated for outsourcing, you must delete them before you can change the cost
bucket. Further, you cannot delete any labor code that exists on a planning routing or as part of a
manufacturing order that hasn’t been closed.
If you change from a machine cost bucket—Machine, Machine Fixed Overhead or Machine Variable
Overhead—to a labor cost bucket, a message will be displayed if any planning routing or working routing
for an unclosed manufacturing order includes an outsourced sequence. The message will suggest that you
review and update those routings.
If transactions for outsourcing costs have been saved, those transaction amounts will be posted to the
accounts associated with the cost bucket that was selected when the transactions were saved.
For example, suppose you were using the Machine cost bucket for outsourcing costs, and that you had saved
transactions for outsourcing costs. If you then changed to use the Labor cost bucket, the transactions would still
be posted to accounts for Machine costs.
Chapter 5: Manufacturing management functions setup

This documentation includes information about setting up system settings for use with management functions
modules: Quality Assurance, Engineering Change Management and Job Costing. You’ll need to set up system
and user settings to determine how Manufacturing will function for your business.
Setting up Quality Assurance

ECM system settings
Setting engineering change system settings
Specifying modules for ECM warnings
Job Costing system preferences
Defining Job Costing system settings
Setting up Quality Assurance
To set up Quality Assurance, you must define the default Quality Assurance (QA) site. If an item requires
incoming inspection—if the Receive Purchase Orders to QA Site option is marked for the item in the Item
Engineering Data window —the receipt will be to the QA site you select, regardless of the site that’s originally
entered on the purchase order. If the items meet quality requirements, you must complete an inventory transfer
transaction to move the items from the quality assurance site to inventory. Items that don’t require inspection
will be posted to inventory as soon as they are received.
You also can specify the next numbers to be used for Non-Standard Reports (NSRs) and for Supplier
Corrective Action Requests (SCARs).
If you’re using multiple bins, items are posted to the default purchase order receipts bin—either for the site or
for the item-site combination—when they are received and require inspection.
Before you begin this procedure, be sure that the site you’re designating as the quality assurance site has
already been defined. Refer to Inventory Control documentation for more information.
To set up Quality Assurance:
1. Open the QA Preference Defaults window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> QA)
2. Choose the site for posting items that require inspection.
3. Enter the document number for the next NSR.
4. Enter the document number for the next SCAR.
5. Choose OK.
ECM system settings
Engineering Change Management (ECM ) is a part of the Manufacturing that controls and tracks product
changes.
Basically, the ECM system tracks which products are being changed and helps you deal with the effects of
those changes. If you’re changing a bill of materials, for instance, you might want to warn buyers that
component requirements might change. Some product changes will need to be communicated to your
customers; others might not.
You’ll use ECM system preferences to determine both how the ECM system works for your organization—how
change orders will move through your organization, for example—and how the ECM system affects other
Manufacturing modules.
These are some of the terms you’ll need to know as you’re working with Engineering Change Management:
Disposition code The disposition code describes what is to be done with the existing inventory quantities of
the item that is being changed.
Denial code The denial code describes why a request for an engineering change is being denied.
Routing In Engineering Change Management, a routing is the list of users who must approve of a change
before the change can be put into effect. Routings can be set up so that approvals can be granted in a specific
order.
Setting engineering change system settings

You’ll need to complete these setup tasks once, but you can change them later, if needed. User-specific
preference tasks are described in Setting up engineering change user preferences.
To set engineering change system settings:
1. Open the ECM System Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> ECM )
IMAGE – MFGECM.jpg
1. To change order numbers to be generated automatically, enter the first number to be used in the Next EC
Number field.
2. To be able to delete change requests, mark the Allow Deletions option.
3. Determine if the time it takes for processing change requests should be tracked.
If it should, choose the date when tracking should begin—the ECM Statistics Start Date—and set the number
of days an engineering change order must be in process to be considered “old.”
1. Determine how to have change requests routed through your organization.
Ignore Routing Order If the order of the approvals doesn’t matter, mark Ignore Routing Order. If this option
is marked, users must review engineering change orders in the order users appear in the engineering change
routing.
A u t o - m a r k R o u t i n g w h e n E C R i s m o d i fi e d I f y o u r c o m p a n y u se s t h e
ECM system mainly as a notification system and if change requests are to be
“approved” as soon as certain users view them, mark Auto-Mark Routing when ECR is modified.
This option is the system default setting, but individual users can determine if they want to use the “auto-mark”
feature.
Reset Change Routing when ECR is modified If change orders should go through the entire routing again
if any of the reviewers make a change, mark Reset Change Routing when ECR is modified.
Only Allow Users in Routing to edit ECR If only users who are part of the ECM routing should be able to
edit the change request, mark Only Allow Users in Routing to edit ECR.
Allow override on routing sign-off If alternate users should be able to approve change orders, mark Allow
override on routing sign-off.
Alternate users will be required to supply the appropriate password to approve change orders. You’ll be
prompted to enter the password as soon as you mark this option.
1. Mark Use Default Routing to activate the default routing list and to require its use.
Refer to Chapter 8, “Engineering change setup,” in the Manufacturing Management Functions documentation for
more information about creating routing lists for change requests.
1. Choose OK to save your information and close the window.
You’ll also need to define disposition and denial codes, create change order routings and determine which
Manufacturing modules will display warnings regarding change orders.
Refer to Specifying modules for ECM warnings, and to Chapter 8, “Engineering change setup,” in the
Manufacturing Management Functions documentation for more information.
Specifying modules for ECM warnings

Engineering Change Management provides two major benefits. First, it helps ensure you’ve got the necessary
approvals in place before you change a product, and second, it helps notify others of those pending changes.
To take full advantage of the notification features in Engineering Change Management, you need to specify
which modules should be affected by the engineering change requests in your company. You’ll use the ECM
Warning Display Configuration window to make your selections.
To specify modules for ECM warnings:
1. Open the ECM Warning Display Configuration window. (Microsoft Dynamics GP menu >> Tools >> Setup
>> Manufacturing >> System Defaults >> ECM >> Go To button >> Warning Display Configuration)
2. Mark the modules or parts of modules that you want tied to the engineering change management
notification system. You can mark as many or as few options as you like.
If you’re using one of the modules or windows marked here and select an item that has an outstanding
engineering change, a message appears, telling you there is an engineering change request for that item. You can
continue working with the record, or you can choose View Details to open a view -only window summarizing the
particular engineering change request.
Job Costing system preferences
The default settings you select for Job Costing in the Job Costing Preference Defaults window will determine
which transaction types can be used in calculating job costs, who will be able to unlink job elements or apply
transactions, and how Payables Management transactions will be divided among jobs.
Job Costing includes the following entries:
Default Transaction List After you’ve created a transaction list, you can specify it to be the default transaction
list for jobs. If needed, you can select a different transaction list in the Job Maintenance window.
Refer to Creating a transaction list in Chapter 12, “Job Costing setup cards,” of the Manufacturing Management
Job Security Set The Job Security Set is a security group to apply to all jobs. This will be the group of users
who can change the status of a job, unlink elements, or manually apply transactions. The Job Security Set can
be based on a group of user IDs or on a password.
For more information about security sets, refer to Process security.
Default Distribution Method Select a default method for distributing cost amounts across jobs for Payables
Management transactions. Most elements can only be linked to one job, but some costs—such as freight and
miscellaneous charges— can be linked to several jobs. The default distribution method will determine how the
dollars are spread across the jobs in the system.
If you select manual, you can specify the amounts to be distributed to different jobs.
If you select number of jobs, the costs will be divided among the linked jobs.
Defining Job Costing system settings
You enter default system settings once, but you can change these entries, as needed. Refer to Job Costing
system preferences for more information.
To define Job Costing system settings:
1. Open the Job Costing Preference Defaults window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> Job Costing)
2. Choose the default transaction list.
3. Choose the job security setting to determine which group of users can complete job costing tasks, or which
password will allow any user to complete those tasks.
4. Choose the preferred method for distributing costs among jobs. Later, you can adjust the amounts, as
needed. Choices include Manual and Number of Jobs.
Manual If you choose Manual, you’ll need to manually distribute costs of a financial transaction among jobs.
Number of Jobs If you choose Number of Jobs, the system will distribute costs based on the number of jobs
currently in your system.
If you select Number of Jobs, be sure that each of the jobs linked to the transaction is assigned a transaction list
that includes that type of transaction. For example, suppose you have a receivings transaction with two lines,
each linked to a different job. You use the Number of Jobs method to distribute Miscellaneous expense between
the jobs. If only one of the jobs has been assigned a job transaction list that includes the Miscellaneous
transaction type, then all the expense will be applied to that job.
1. Choose OK.
Chapter 6: Manufacturing planning functions setup
Information about setting up system settings for use with planning functions modules, especially Material
Requirements Planning (MRP ), is included here. You’ll need to set up system settings to determine how
Manufacturing will function for your business.
MRP system settings

Setting up general MRP options
Setting up MRP buckets
Generating MRP suggestions for supply orders
Specifying quantities to include in MRP
MRP options for past-due orders
Choosing MRP display quantities
Changing MRP quantity labels
Scheduling MRP updates
Setting security options for net changes
Restoring MRP quantity labels
MRP system settings
System preference settings for Material Requirements Planning (MRP ) can be grouped into several categories.
MRP settings are all made in the MRP Preference Defaults window.
General MRP options Use these settings and options to reflect the basic use of MRP in your business. For
instance, you can use these options to determine the default MRP bucket size and whether sales order quotes
should be included in MRP calculations. You also can specify whether down days should be considered when
release dates are calculated for MRP -planned orders. Refer to Setting up general MRP options for more
information.
Bucket options Use these options to determine the buckets that will be used to summarize MRP information.
You must choose Days, but you also can choose Weeks, Months, or both. You also can create a user-defined
bucket to view information. Refer to Setting up MRP buckets.
Generate MRP suggestions for supply orders options Use these options to specify whether to generate
MRP suggestions to move in, move out, or cancel items on purchase orders or manufacturing orders to
prevent shortages or overages. Refer to Generating MRP suggestions for supply orders for more information.
MRP display quantities Use these options to make decisions about your material requirements. The
calculations you choose will be displayed in MRP windows. Refer to Choosing MRP display quantities for more
information.
These options will be system default settings. Each user can also change these settings to a customized view of
MRP information. Refer to Setting up MRP user preferences for more information.
Quantities to include Use these options to specify which quantities should be included in MRP calculations.
For example, you can choose to include—or exclude—sales order quotes. Refer to Specifying quantities to
include in MRP.
MRP labels Use these options to define prompts and abbreviations that are provided for various MRP
quantities. You can use the default options or create your own. If you choose to display these quantities, the
prompts you’ve created for them will be used in MRP windows. Refer to Changing MRP quantity labels for
more information.
Schedule MRP options Use these options to specify how and when to update MRP information, and how far
into the future to calculate MRP information. Refer to Scheduling MRP updates for more information.
Security options Use these options to allow users to process net change regeneration in the MRP Projected
Available Balance Inquiry window and to limit which users can process net changes. Refer to Setting security
options for net changes.
Setting up general MRP options

You can set up systemwide preferences in the MRP Preference Defaults window, but users can change some
settings based on their user IDs.
To set up general MRP options:
1. Open the MRP Preference Defaults window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> System Defaults >> MRP )
2. Mark General MRP Options, as needed.
Calculate Items with no Activity MRP processes will calculate information for all items, regardless of
whether they are included in any sales orders, purchase orders, manufacturing orders, sales forecast, or
inventory activity for the MRP regeneration period.
Show Items with no Activity MRP windows will display information about items with no activity.
Information about items, sites, and item-site combinations that have been excluded from MRP processing will
also be displayed in MRP windows (but the only information available for those records will be the initial on-
hand quantity).
This option isn’t available unless you mark Calculate Items with no Activity.
If you mark Show Items with no Activity, users who don’t want to see those items can mark that preference in the
MRP Preferences window. If you don’t mark Show Inactive Items, however, no users can view the inactive records.
1. Mark the Activate Planning Time Fence option to have MRP -planned orders planned outside the time fence.
Refer to Planning time fences and Example: Planning time fence in use in Chapter 8, “MRP overview,” in the
Manufacturing Planning Functions documentation for more information.
1. Determine whether make or buy items should be treated as made or bought items. This option determines
whether manufacturing orders or purchase orders are created or suggested when MRP processing identifies
a shortage.
2. If you’re generating manufacturing orders or MRP -planned manufacturing orders automatically, you must
select a manufacturing order scheduling preference.
3. With the Down Days Constraint list, specify which items’ release dates for MRP -planned orders should
reflect down days in the shop calendar.
Refer to Example: Planning time fence in use in Chapter 8, “MRP overview,” in the Manufacturing Planning
1. Choose OK to save your selections. You can close the window or you can continue to set up other MRP system
preferences.
Setting up MRP buckets
Use the MRP Preference Defaults window to select the default bucket size for MRP information. You also can
set up a user-defined bucket size to view information.
To set up MRP buckets:
1. Open the MRP Preference Defaults window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> System Defaults >> MRP )
1. Choose a default bucket size. Choices are Days, Weeks and Months.
You can choose to override this setting when you recalculate MRP quantities.
1. To create a special bucket size, enter the number of days in the bucket in the User-Defined Bucket Size field,
then enter a name for the bucket.
2. Choose OK to save your selections. You can close the window or you can continue to set up other MRP
system preferences.
Generating MRP suggestions for supply orders
Use the MRP Preference Defaults window to specify that if MRP calculations uncover a shortage or an
overage, suggestions are generated to reschedule or cancel certain manufacturing orders or purchase orders.
You can use the MRP Quantities Query window to see which orders should be moved in or moved out. Refer to
Moving or canceling an order in the Manufacturing Planning Functions documentation for more information.
To generate MRP suggestions for supply orders:
1. Mark options to generate suggestions if there is a shortage or an overage of an item.
Move In Mark to generate suggestions that you reschedule certain manufacturing orders or purchase orders
to prevent shortages from occurring. If MRP calculations uncover a shortage of an item and if there’s an
existing order for the item in the future, the order can be “moved in” to the existing order to prevent the
shortage. Refer to Moving or canceling an order in the Manufacturing Planning Functions documentation for
more information.
Move Out Mark to generate suggestions that you reschedule certain manufacturing orders or purchase orders
to prevent stock overages on the current due date. An appropriate future date to move the order to cover a
future net requirement is proposed. Refer to Moving or canceling an order in the Manufacturing Planning
Cancel Mark to generate suggestions that items should be canceled on certain manufacturing orders or
purchase orders to prevent stock overages. If the Move Out option also is marked and a future net requirement
exists that the order may be moved to, the suggestion is to move out the order rather than cancel the order.
Refer to Moving or canceling an order in the Manufacturing Planning Functions documentation for more
information.
1. Choose OK. You can close the window, or you can continue to enter MRP system preferences.
Specifying quantities to include in MRP
Use the MRP Preference Defaults window to specify which manufacturing order and sales order quantities
should be reflected in MRP. You also can specify whether past-due orders should be reflected in MRP.
To specify quantities to include in MRP:
1. Mark options regarding how different order types and statuses are handled.
Include MO Quotes Material requirements for quote-status manufacturing orders will be considered when
MRP is calculated, and treated as planned quantities.
Include SO Quotes Material requirements for quote-status sales orders will be considered when MRP is
calculated, and will be treated as planned quantities.
Put SO Back Orders in Firm Buckets Requirements for back-ordered sales orders will be added to the “firm”
quantity requirements. If you don’t mark this option, back-ordered quantities will be added to “planned”
quantities.
1. Determine if past-due manufacturing, sales orders, and purchase orders should be included in MRP
calculations. Refer to MRP options for past-due orders for more information.
If you want this capability for manufacturing and sales orders, mark Include Past Due for prior. Use the Days
field to specify how many days past due orders can be to be included in MRP calculations.
Requirements for past-due manufacturing orders and their past-due components and sales orders will be included
in the past-due bucket of the regeneration.
1. Choose OK. You can close the window, or you can continue setting up MRP system preferences.
MRP options for past-due orders
Material Requirements Planning (MRP ) includes options that determine how pastdue orders will be handled.
You can choose to allow past-due orders for sales orders, purchase orders and manufacturing orders and their
past-due components. If you use these options, you must specify a time period for past-due orders. If a past-
due order is within the time period, you won’t need to create a new order to account for its quantities, and MRP
quantities will continue to reflect the past-due order quantities.
For example, suppose your company allows past-due purchase orders that are within a three-day time period.
You’ve ordered 100 widgets to be delivered June 18. The widgets are delivered June 20. Because they arrived
within the three-day time period, you can accept the order without having to create a new one, and MRP
quantities will still be current. MRP calculations will reflect the past-due widgets, so no shortage will be
reported.
If the delay of the widgets then caused the delay of the manufacturing order fulfillment by a day, the order
would still be fulfilled and its finished goods included in MRP calculations.
If you choose not to use these options for handling past-due orders, MRP will ignore the quantities on the
past-due orders and you’ll need to create new orders (with new due dates) to handle the quantities.
Choosing MRP display quantities

You can choose the MRP quantities to display in MRP windows.
Refer to online help for information about how the different quantities are calculated. Some of these quantities will
reflect MRP -Planned orders and demand.
To choose MRP display quantities:
1. In the MRP Display Quantities section, choose an MRP quantity from each of the lists. The quantities you
choose will be displayed in your MRP windows.
For descriptions of MRP quantities, refer to MRP quantities in Chapter 8, “MRP overview,” in the Manufacturing
Planning Functions documentation.
The selections you make for displaying MRP quantities are system settings, but individuals can choose to have
different quantities displayed.
Changing MRP quantity labels
If you use different terminology for MRP quantities, you can change the labels on the fields and have those
labels used where the quantities are displayed.
The changes you make to the labels won’t be reflected in printed documentation or online help, so it’s a good idea
to be sure that you have agreement from all users before making this change.
To change MRP quantity labels:
2. Choose Redefine MRP Labels to open the Redefine MRP Labels window.
IMGAGE – MFGMRPL.jpg
1. Change the terminology for as many or as few labels as you like. To reset the labels, choose Restore Original
Values.
2. Choose OK.
Scheduling MRP updates
Use the Schedule MRP window to schedule when to update MRP information. You can create one schedule for
a full regeneration and one schedule for a net change. A full regeneration calculates all MRP requirements
through the defined period of time. A net change recalculates MRP information only for those orders that have
changed since the last time MRP was calculated. You must be a system administrator to open this window.
A scheduled MRP run is a scheduled Microsoft SQL Server® job. The SQL Server Agent must be running for
the scheduled MRP to run.
To schedule MRP update:
2. Choose Schedule MRP to open the Schedule MRP window.
3. If you are scheduling a full regeneration, enter the following information and choose Save.
Run for Specify how far into the future MRP information should be calculated. Enter a number and select days,
weeks, or months.
Buckets Mark to determine how MRP information will be displayed. Days must be one of your choices. The
more options you mark, the longer MRP processing will take.
1. From the Regeneration Type list, select a type of MRP update process.
2. Enter how often to run the update.
3. Mark when the update should occur. The schedule can occur once at a specific time or at intervals that you
specify.
4. Choose Save.
Setting security options for net changes
Use the MRP Preference Defaults window to allow users to process net change regeneration in the MRP
Projected Available Balance Inquiry window and to limit which users can process net changes.
For more information, refer to Process security and Creating and modifying process security sets.
To set security options for net changes:
1. Mark the Allow Net Change from PAB Inquiry option to allow users to process net change regenerations
from the MRP Projected Available Balance Inquiry window.
2. Enter or select a security set that can be used to restrict users’ abilities to process a net change regeneration.
You can limit access by user ID or by requiring users to supply a password. This field is available if you mark
the Allow Net Change from PAB Inquiry option.
Restoring MRP quantity labels
To use the original MRP labels after you’ve changed them, you can restore the original values.
To restore MRP quantity labels:
1. Choose Redefine MRP Labels to open the Redefine MRP Labels window.
2. Choose Restore Original Values.
3. Choose OK.
Part 2: Manufacturing user setup

This part of the documentation includes information that will help you set up Manufacturing user preferences.
Most of this information will need to be set up only once for each user, but you can refer to this information at
other times for instructions on modifying or viewing existing entries.
Chapter 7, “Manufacturing basic user setup,” describes options for setting up user preferences. Information
about specifying default selections for report formats is included.
Chapter 8, “Manufacturing core functions user setup,” includes information about specifying user
preferences for Bills of Materials.
Chapter 9, “Manufacturing production functions user setup,” contains information about specifying routing
options and manufacturing order scheduling options.
Chapter 10, “Manufacturing management functions user setup,” includes information about user preference
settings for Engineering Change Management and Quality Assurance.
Chapter 11, “Manufacturing planning functions user setup,” includes information about options for Capacity
Requirements Planning and Material Requirements Planning.
Chapter 7: Manufacturing basic user setup
You can set up preferences to customize some aspects of your Manufacturing system—for instance, what
information is displayed in a window or how fields are cleared.
User preferences are set on a user-by-user basis. Because of this, users must log into the system with their own
user IDs to be able to see their user preferences in effect. User preferences affect only the computer where the
login was used.
Before you set up user preferences, you must set up system default settings for Manufacturing. Refer to the
following documents for more information:
Chapter 1, “Manufacturing basic setup”

Chapter 3, “Manufacturing core functions setup”
Chapter 4, “Manufacturing production functions setup”
Chapter 5, “Manufacturing management functions setup”
Chapter 6, “Manufacturing planning functions setup”
System administrators and user preferences

General user preferences for Manufacturing
Setting up manufacturing -specific preferences
Setting up INI user settings
System administrators and user preferences
Access privileges for setting user preferences can vary from user to user. Some users—such as system
administrators—might be granted special “system user” privileges so they can set up user preferences both for
themselves and for others. Most users, though, will have access privileges to set up only their own user
preferences.
If you don’t have access to the user preference windows but want to make changes, contact your system
administrator.
General user preferences for Manufacturing

Manufacturing includes several “general” user preference settings that you can use to access other applications
—such as web browsers or graphics applications—and to customize characteristics such as fonts and colors in
Manufacturing windows. General user preferences can be grouped into three categories:
Manufacturing-specific user preference settings These affect options available only for Manufacturing
users. Refer to Setting up manufacturing -specific preferences for more details.
INI user settings These allow you to choose the location of other applications that link to Manufacturing data,
or that might help you view graphics or multimedia files you’ve attached to your item records. Refer to Setting
up INI user settings for more details.
M i c r o so ft D y n a m i c s G P u se r p r e fe r e n c e se t t i n g s
T h e se d e t e r m i n e t h e d i sp l a y c h a r a c t e r i st i c s o f w i n d o w s: fo n t st y l e s su c h a s i t a l i c o r b o l d , fo n t c o l o r s, a n d so o n . R e fe r t o y o u r Sy st e m U se r ’s
G u i d e (H e l p > > C o n t e n t s > > se l e c t U si n g t h e Sy st e m ) fo r m o r e d e t a i l s.
Setting up manufacturing-specific preferences

User preferences are a series of default system settings that are attached to each user ID. After you set up your
user preferences, they’ll be active each time you log on.
To set up manufacturing-specific preferences:
1. Open the User Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing
>> User Preferences >> User)
2. If you have system user access privileges, enter or select a user ID in the Choose User field. If you’re not a
system administrator, your user ID appears.
3. In the Systems Options, mark a report option.
“Text reports” is the default Microsoft Dynamics GP format for printing reports.
Graphic reports have additional graphic features such as shading and borders.
1. Save the settings.
If you’re a system administrator and are setting up preferences for other users, choose OK. The information
will be saved and the window will stay open so you can choose another user ID and continue to set up user
preferences for other users. Close the window when you’ve finished setting up user preferences.
If you aren’t a system administrator, choose OK to save the settings and close the window.
Setting up INI user settings

You must set up Manufacturing INI settings if you plan to use any of the following features:
Attaching graphics files to routings or items

Attaching multimedia files to routings or items
Attaching CAD files to routings or items
INI settings are specific to a computer, not to a user. You might want to use different software to view files on
different machines. Drafting department employees, for example, might have the full version of the software
used to create and modify CAD drawings, while others in the company have versions of the software to only
view the drawings.
To set up INI user settings:

1. Open the MFG & HRP Settings window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing
>> User Preferences >> User >> INI Settings)
IMAGE – MFGMFG.jpg
You need to specify pathnames only for the features you’ll use in Manufacturing. If your company isn’t
attaching graphics files to routings or items, for example, don’t set up the graphics path.
1. Enter a path to a CAD application or choose the browse button on the Path to CAD App field to find the
application you’ll use to view CAD files. This application will be used to view all electronic drawings on your
computer that have a CAD type.
2. Enter a path to a graphics application or choose the browse button on the Path to Graphics App field to find
the application you’ll use to view graphics.
3. Enter a path to a multimedia application or choose the browse button on the Path to Multimedia App field to
find the application you’ll use to view multimedia files.
4. Enter a path to a graphing application or choose the browse button on the Path to Graphing App field to
find the application you’ll use to graph Manufacturing data.
5. Close the window when you’ve finished specifying the pathnames to save the information.
Chapter 8: Manufacturing core functions user setup
Most Manufacturing modules include user preference settings. You can use these settings to customize some
aspects of the system—such as what information is displayed in a window or how fields are cleared—on a
user-by-user basis.
Before you set up user preferences, you must set up system default settings for Manufacturing. Refer to these
documents for more information:

User preference settings

Setting up bills of materials user preferences
User preference settings
Because user preferences are linked to the user ID you use to log into the system, user preferences are in effect
only when that user is logged into the system, and affect only the computer where the login was used.
Most users can change only their own user preferences. System administrators, however, can set user
preferences for other users.
Setting up bills of materials user preferences

You can use the BOM Preferences window to select an icon that will be displayed in the tree view of the Bill of
Materials Entry window and the Bill of Materials View window. Icons are available to show different
information about the components in each bill of materials, such as whether the item is tracked by lot or serial
numbers, whether it is a made or purchased item, and so on.
You also can use the window to view the systemwide values that have been set up for your company. You can
view the date value that is used to calculate component lead time information, and you can view the labels that
have been set up for userdefined fields, if any.
To set up bills of materials user preferences:

1. Open the BOM Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing
>> User Preferences >> Bill of Materials)
2. If you have system administrator privileges, enter or select a user ID. If you don’t have system administrator
privileges, your own user ID will be displayed in the Choose User field, and you can set up preferences for
only your own login.
3. Mark the icon to be used in the tree view of the Bill of Materials Entry window and the Bill of Materials View
window.
If you are a system administrator and are going to set up Bill of Materials preferences for other users, choose
Save. The information will be saved and the window will stay open so you can set Bill of Materials user
preferences for other users. Close the window when you’ve finished setting user preferences for additional
users.
If you aren’t a system administrator, choose OK to save your settings and close the window.
Chapter 9: Manufacturing production functions user setup**

Most Manufacturing modules include user preference settings. For production functions modules, you can
specify options for entering routing sequence and data collection information.
Because user preferences are linked to the user ID needed to log into the system, the preferences are in effect
only when that user is logged into the system. User preferences affect only the computer where the login was
used.

Setting up routing user preferences

Setting up sequence entry user options
Setting up spacing and pointer routing options
Setting up WIP user preferences
Setting up routing user preferences
Use the Routing User Preferences window to customize each user’s view of routing information. You can set up
options affecting how updates to routings are reflected in related routings. You also can choose sequence entry
options for work center opcodes and can set search options and sequence spacing.
Sequence entry options control the information that is retrieved when a user accesses data during routing
entry.
To set up routing user preferences:
1. Open the Routing User Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> User Preferences >> Routings)
IMAGE – MFGRUP.jpg
2. Determine how to update planning routings.
Compare as Number If all planning routing sequence numbers are numeric, mark Compare as Number.
Confirm Save To have the message “Are you sure you want to do this?” displayed before planning routings
are changed, mark Confirm Save.
1. Determine if other planning routings should be updated based only on the routing name and sequence number.
Whether a routing update is applied to other routings is always determined by the routing name and sequence
number. The routing name and sequence number must match before a change in one routing sequence is
reflected in a sequence in another routing.
If you mark Match WC ID, the routing sequence change will be applied to only the routing sequences that
have the same routing name, sequence number, and work center ID.
If you don’t mark Match WC ID, all routings that have the same routing name and sequence number will be
updated, regardless of the work center ID.
1. Determine if active routings should be updated based only on the routing name and sequence number.
Whether a routing update is applied to other routings is always determined by the routing name and sequence
number. The routing name and sequence number must match before a change in one routing sequence is
reflected in a sequence in another routing.
If you mark Match WC ID, the routing sequence change will be applied to only the routing sequences that
have the same routing name, sequence number and work center ID.
If you don’t mark Match WC ID, all routings that have the same routing name and sequence number will be
updated, regardless of the work center ID.
1. Determine how to search your routing records. You can mark either or both Search Includes options.
If you mark Item Number, searches of routing records will display only those routings that include
the item number you specify.
If you mark Routing Name, searches of routing records will display only the routing that has the
name you specify.
2. Choose OK.
Setting up sequence entry user options
To print routing information for use on the production floor, you can set up options to ensure that the
information your employees need is included in the reports. Use the Routing User Preferences window to set
up routing entry user preferences.
To set up sequence entry user options:
1. Open the Routing User Preferences window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> User Preferences >> Routings)
2. Mark Replace Routing Seq. Descr. with Op Code Description to view operation code descriptions rather
than routing sequence descriptions.
3. Mark Append Op Code Description to Routing Notes to add the operation code description to the routing
notes.
4. Mark Attach Op Code Notes to Routing Notes to add the operation code notes to the routing notes.
If you have system user access privileges and are going to set up routing preferences for other users, choose
Save. The information will be saved and the window will stay open so you can set up routing user preferences
for other users. Close the window when you’ve finished setting user preferences.
If you don’t have system user access privileges, choose OK to save your settings and close the window.
Setting up spacing and pointer routing options
Use the Routing User Preferences window to set up options for sequence number spacing and to determine if
pointer routings can be used in your facility.
You can use any numbering spacing, but we recommend using spacing intervals of
10 or 100. This makes it easier to insert a new sequence between existing sequences.
To set up spacing and pointer routing options:
1. Open the Routing User Preferences window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> User Preferences >> Routings)
1. Enter a default spacing for routing sequence numbers.

2. Mark Use Pointer Routings to use pointer routings in your system. You can’t mark the Use Pointer Routings
option unless the systemwide setting to use pointer routings also is marked.
Refer to Creating a pointer routing in Chapter 5, “Pointer routings,” in the Manufacturing Production Functions
documentation for more information about pointer routings.
1. Choose OK.
Setting up WIP user preferences
Use the WIP Preferences window to select options to make data entry tasks easier. The options you select will
affect how the Data Collection Transactions window works.
To set up WIP user preferences:
1. Open the WIP Preferences window.(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing
>> User Preferences >> WIP )
2. If you have system user access privileges, enter or select a user ID in the Choose User field. If you aren’t a
system administrator, your user ID will appear.
3. Mark options to indicate what should happen when a data collection entry record is saved.
Clear MO Number Clears the MO Number field in the Data Collection window each time you save a data
collection record.
Clear Sequence Clears the Sequence field in the window each time you save a data collection record.
Clear Dates Clears the Date fields in the window each time you save a data collection record.
Clear Times Clears the Time fields in the window each time you save a data collection record.
1. To have the system automatically enter the next sequence in the selected routing in the Sequence field, mark
the Increment Sequence option.
2. To have the system always calculate labor costs using the standard labor rate, mark Always Use Standard
Labor Rate.
3. Choose OK.
Chapter 10: Manufacturing management functions user setup
Most Manufacturing modules include user preference settings. This document includes information about user
preferences for the management functions modules—Quality Assurance, Engineering Change Management
and Job Costing. For example, you can specify what kinds of quality assurance records are displayed when you
open a Quality Assurance window. You also can specify what constitutes an “old” engineering change order
request, and whether you want change requests to be marked as reviewed as soon as you’ve opened them.
used.


Setting up engineering change user preferences
Setting up quality assurance user preferences
Setting up engineering change user preferences
You can set up two user preferences in Engineering Change Management. Use the ECM User Preferences
window to define an “old” change order—one that is taking longer to go through its approval status than a
number of days you specify—and also to indicate whether auto-marking features should be used.
These options also are included in the ECM System Preferences window. If the system defaults you set up there
are applicable for all users, you can skip this setup step. You need to use the ECM User Preferences window
only if users at your company need different definitions for “old” change orders, or if some users will use auto-
marking features and others won’t.
To set up engineering change user preferences:
1. Open the ECM User Preferences window.(Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> User Preferences >> ECM )
2. If you have system user access privileges, enter or select a user ID. If you don’t have system administrator
privileges, your own user ID will be displayed in the User ID field, and you can set up preferences for only
your own login.
3. Enter the number of days until changes will be considered old. This value will be used to identify aged
change orders in the Engineering Change Statistics window.
4. Mark the Auto-mark Routing option if change orders should be marked automatically when you review
them.
If you are a system administrator and are going to set up ECM preferences for other users, choose Save. The
information will be saved and the window will stay open so you can set up ECM user preferences for other
users. Close the window when you’ve finished setting up user preferences.
Setting up quality assurance user preferences
You can use the QA User Preferences window to select a default sorting option and to choose which quality
assurance records will be displayed when you open the QA Incoming window.
These are only default settings. You can select different sorting methods or choose to see different records
when you’re using the QA Incoming window.
You must set up quality assurance system settings before you can set up quality assurance user preferences.
Refer to Setting up Quality Assurance.
You also can choose to have the Acceptable Quality Level (AQL ) table automatically cleared after you save an
AQL table record.
To set up quality assurance user preferences:

1. Open the QA User Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Manufacturing >> User Preferences >> QA)
2. Select the default sorting method for records in the QA Incoming window. Choices are PO Number and
Receipt Number.
3. Select the default restriction for records in the QA Incoming window.
All Items View records for all items that have been received.
QA Required – Show All Receipts View records for all items requiring incoming inspection that have been
received.
QA Required – Restrict by Date View records for all items requiring incoming inspection that were received
on a purchase receipt with a date that is within a range you specify.
QA Completed View records for all items that have been inspected.
This default restriction will be used each time you open the QA Incoming window. You can switch to other
views of the quality assurance records when you’re using the QA Incoming window.
1. To automatically clear the AQL (Acceptable Quality Level) table after its associated incoming inspection
record has been saved, mark Clear AQL table after saving.
If you are a system administrator and are going to set up Quality Assurance preferences for other users,
choose Save. The information will be saved and the window will stay open so you can set Quality Assurance
user preferences for other users. Close the window when you’ve finished setting up user preferences.
Chapter 11: Manufacturing planning functions user setup

Most Manufacturing modules include user preference settings. This document includes information about user
preferences for the planning functions modules— Sales Forecasting, Master Production Scheduling, Capacity
Requirements Planning, and Material Requirements Planning. You can use these settings to customize some
aspects of the system—for instance, what information is displayed in a window or how fields are cleared—on a
user-by-user basis.
used.

Setting up CRP user preferences

Setting up MRP user preferences
Restoring MRP default settings
Setting up request resolution user preferences
Setting up CRP user preferences
Capacity Requirements Planning (CRP ) user preferences determine how the system displays CRP information
accessed with the employee’s user ID. The options you choose will determine what information appears in the
windows and in reports generated using CRP.
To set up CRP user preferences:

1. Open the CRP Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >>
User Preferences >> CRP )
IMAGE – MFGCRP.jpg
1. If you have system administrator privileges, select the user ID you want to set up preferences for. If you
don’t have system administrator privileges, your own user ID will be displayed in the Choose User field, and
you can set up preferences for only your own login.
2. Select a default work center.
This selection will determine which work center’s information is displayed first when you open CRP windows.
You can still see information for other work centers—this will just be the first displayed.
1. Select a default bucket size. The bucket size determines how the information will be summarized in the
CRP/MO Detail window. If you set this user preference to 2 Weeks, for example, then information in the
CRP/MO Detail window will reflect the totals of capacity for two weeks at a time. To see the information in
other bucket sizes, you can adjust the bucket sizes in the CRP/ MO Detail window.
2. Select a default sorting method to determine how information is sorted when you use CRP windows.
Sorting options include the following:
The option you choose here is only a default setting. You can use sorting options in CRP module windows to see
information in other orders.
By Work Center View CRP information sorted by the work center IDs.
B y R e l e a se d Em p l o y e e L o a d P e r c e n t Vi e w C R P w o r k c e n t e r
information sorted by the percentage of employee load each work center carries for firm manufacturing orders.
By Released Machine Load Percent View CRP work center information sorted by the percentage of
machine load each work center carries for manufacturing orders with Released status.
By + Open Employee Load Percent View CRP work center information sorted by the percentage of
employee load each work center carries for manufacturing orders with Released or Open status.
By + Open Machine Load Percent Select this option to see CRP work center information sorted by the
percentage of machine load each work center carries for manufacturing orders with Released or Open status.
1. Select the number of decimal places to be displayed for numeric fields in CRP.
2. Mark Show Outsourced Work Centers to include CRP information for work centers that are not part of your
plant.
For example, you might have a contract with another firm to paint the farm machinery produced by your
company. Your contract with the painting contractor might specify how much capacity the contractor reserves
for you. To track use of that capacity, you can mark this option.
1. Mark Expanded Windows if scrolling windows in the CRP module should open in an expanded view.
This is just a default setting. You can change the view in the scrolling windows when you’re using other CRP
windows.
If you are a system administrator and are going to set up CRP preferences for other users, choose Save. The
information will be saved and the window will stay open so you can set up CRP user preferences for other
users. Close the window when you’ve finished setting up user preferences.
Setting up MRP user preferences
Use the MRP Preferences window to set up general Material Requirements Planning (MRP ) options and to
select fields for windows and reports in MRP system. All the user preferences you set up in this window are on
a user-by-user basis and the settings will override systemwide default preferences.
Refer to Setting up general MRP options for more details about these MRP system default settings.
To set up MRP user preferences:
1. Open the MRP Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing
>> User Preferences >> MRP )
3. Set up general MRP options.
To view items, sites, and item-site combinations that have been excluded from MRP calculations or
that have no activity, mark Show Items with no Activity. This option will be available only if the option
to show inactive items is marked in the MRP Preference Defaults window.
To see a status window when MRP information is being regenerated, mark the Show Status Window
option.
Select the default bucket size for your views in MRP windows. Choices are Days, Weeks and Months.
4. Select up to six MRP quantities to see when using MRP windows.
These fields will be displayed in windows and reports in the order in which they are displayed in this window. If
the first field displayed should be Required Planned, select Required Planned for the first (top) list.
Refer to MRP quantities in Chapter 8, “MRP overview,” in the Manufacturing Planning Functions
documentation for more information about how the quantities are calculated.
If new labels have been applied to the MRP quantities at your company, the new labels will be displayed in the
lists. To see a cross-reference between the Manufacturing labels and those created by your company, choose
MRP Label Cross-Reference. Any references to those quantities in documentation will be by the original
Manufacturing labels.

Restoring MRP default settings
You can use the MRP Preferences window to remove the user-defined MRP preference settings you’ve
selected. Completing this procedure will make the user preferences for the selected user ID identical to the
systemwide default settings.
To restore MRP default settings:

1. Open the MRP Preferences window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing
>> User Preferences >> MRP )
3. Choose Reset to System Defaults.
Setting up request resolution user preferences
If you’re using MRP, each user with purchase order entry responsibilities will need to set up user preferences
for using primary suppliers.
To set up request resolution user preferences:
1. Open the Purchase Request Resolution User Preferences window.

(Microsoft Dynamics GP menu >> Tools >> Setup >> Manufacturing >> User
Preferences >> Request Resolution)
You also can open this window through the Purchase Request Resolution window. Choose the Go To button and
select Req. Resolution Preferences.
1. To automatically select the primary supplier of an item for auto-generated purchase orders, mark
Automatically use primary vendor on item selection.
Glossary
Acceptable Quality Level table
A representation of testing standards and sample sizes. AQL tables include information about appropriate
sample sizes and the maximum number of pieces that can fail inspection in an acceptable lot. You’ll probably
set up several AQL tables to reflect different inspection standards for different items.
Active routing
See Manufacturing order routing.
Actual costing
An inventory tracking method that involves constantly updating inventory each time an item is added or
removed.
Actual demand
The total quantity of an item requested on all firm manufacturing orders.
Actual expenses (Job Costing)
The total of all applied expense transactions linked to a job.
Actual margin (Job Costing)
A measure of the overall profitability of a specific job. The actual margin for a job is calculated by dividing the
actual profit by the actual revenue, and then multiplying the result by 100.
Actual profit (Job Costing)
The difference between actual expenses and actual revenues for a job.
Actual revenues
The total of all applied revenue transactions linked to a job.
Allocate
To reserve materials needed for a manufacturing order.
Alternate routing
Any planning routing for an item other than the primary routing.
Alternate work center
A work center to which work can be shifted if the customary work center for a specific task is not available. If
the primary work center is temporarily shut down, or if demand exceeds the capacity of the primary work
center, the work load can be shifted to the alternate work center.
Apply
To add the amount of a revenue or expense linked to a job to the financial information about the job. If a
transaction isn't applied to a job, its amount won't be reflected in the overall financial information about the job.
Applying transactions in Job Costing can happen manually or automatically.
AQL table
See Acceptable Quality Level table.
ARCH BOM
See Archived bill of materials.
Archived bill of materials
A bill of materials stored in a separate area of your computer system. Bills of material might be archived as
they become obsolete.
Assemble to order
A type of manufacturing facility that puts a group of components together according to customer
specifications.
Back order
An order to be fulfilled when stock for items in shortage is replenished.
Backflushing
A method of accounting for the use of resources—labor and machine time, and items—based on standards
you’ve defined. Transactions to account for the use of backflushed resources are created when a manufacturing
order is closed.
Backward finite scheduling
A scheduling method that starts from a due date and works out a plan for the flow of work through the plant
with the assumption that there are only a limited number of resources (machines and workers) available to
complete the task.
Backward infinite scheduling
A scheduling method that starts from a due date and works out a plan for the flow of work through the plant
with the assumption that the plant has unlimited machine and worker capacity.
Batch cards
See Manufacturing order.
Bill of materials
A list of the components and subassemblies needed to build one unit of a product. The bill of materials also
shows quantities for each component.
Bill of operations
See Routing.
Bin
A storage device to hold discrete items.
Blanket purchase order
A purchase order that is delivered gradually to the buyer.
Bucket
A time period used for calculating MRP requirements. Manufacturing supports daily, weekly, and monthly
bucketing options.
Buy items
Items that are supplied to your plant by a supplier.
Buyer ID
Code that identifies the person who purchases the item from a supplier.
By-product
A finished good that is created incidentally to another finished good.
Child part See Component.

Class
A method for grouping similar parts or products.
Co-product
See By-product.
Company data
Company data is the information you enter about your organization, such as its applicants, employees, benefits
systems, training programs, and organizational structure.
Component
Items used to build a product. Component parts can be items (nuts, screws, diodes) or subassemblies (axles,
circuit boards).
Component transaction
A line on a pick document to allocate, reverse allocate, issue, reverse issue, scrap, or reverse scrap components
for a manufacturing order.
CONFIG BOM
See Configured bill of materials.
Configuration data
In Bill of Materials, information about the product’s overall design. It includes the design authority for the
product, the unit of measure, and the revision level.
Configured bill of materials
A bill of materials that is built by selecting options from a super bill of materials.
Configured cost
The calculated cost of building a specific configured item, depending on the options a customer selects. The
configured cost reflects the cost of the component items and the labor required to manufacture the item.
Configured price
The suggested price to charge the customer for a configured item, based on your finished goods price schedule
and the selected options.
Configured routing
A routing based on the selected options. For example, if you created a configured bill of materials for office
chairs and chose plastic components rather than wooden ones, the routing would be modified to exclude the
sequences for staining and varnishing the wooden components. Also known as a “configured working routing.”
Configured Working Routing
See Configured routing.
Consume
To use up the quantity that has been issued to WIP —for materials, labor time, or machine time—for a
Cost variance
The difference between the actual costs—for materials, machine time and labor—and the estimated costs for a
Cost variances can be positive or negative.
Customer record
A record that shows all the information you need to conduct sales transactions, such as address information,
billing and shipping instructions, credit history and other data for that customer.
Cycle time
The total amount of time it takes to make one part, such as setup time, labor time, machine time, queue time
and move time.
Default inventory site
The location commonly used to store raw materials or finished goods.
Defect code
An identifier for a particular type of item failure. For example, if an item is too long and fails a specification for
length, you might create a defect code called LENGTH. Defect codes are used in Manufacturing reports to help
summarize information.
Denial code
An identifier for the reason why an engineering change request wasn’t approved.
Destination routing
A routing that you copy from another routing. You can add sequences to the destination routing.
Direct labor
The time spent by one or more production workers on filling a specific manufacturing order.
Discrete item
An item that is manufactured as a distinct unit. Examples of discrete items include computers, automobiles, and
radios.
Disposition code
An identifier for a method for handling defective items. For example, you might decide to scrap certain
defective items, and might assign a SCRAP disposition code to those items.
Double-booking
A situation where a job might inadvertently be charged twice for the same expense.
Down day
A day when the facility—the entire shop floor or a specific work center—is not in production.
Drawing
A schematic or other illustration. You can

“attach” electronic drawing files—such as CAD illustrations, bitmaps and even .AVI movies—to records.
Drawing group
A set of related drawing files. For example, a drawing group might include several views of the same item.
Due date
The date when the items on a sales order should be ready to ship.
ECM
See Engineering change management (ECM ).
ECO
See Engineering change order (ECO ).
ECR
See Engineering change request (ECR ).
Either item
Item that can be bought or manufactured by your company.
Element
An order or transaction that can be linked to a job, such as a manufacturing order, a sales order, a purchase
order line, a receiving line, or inventory transaction.
Employee allocation
The assignment of workers to work areas. Each employee can be assigned an efficiency rating for a particular
task. The number of hours per shift spent on a task can also be specified. Total scheduled employee hours for
the work center are also displayed.
Employee efficiency percentage
A ranking of how an employee performs a given task. You can use this field different ways, depending on how
your organization handles its employee efficiencies. Some organizations complete time studies of various tasks,
and set task goals for workers based on those figures. Employees earn efficiency ratings based on their ability
to meet those criteria. In other organizations, the top producer is assigned a value of 100% (or less) and all
other employees would be ranked in comparison to the top producer.
ENG BOM
See Engineering bill of materials.
Engineering bill of materials

A proposed bill of materials. Designs that are only in the prototype stage of development, for example, may
have engineering bills of materials. In this way, the costs of producing a design can be studied without
impacting the material requirements that the system generates.
Engineering change management (ECM )
The systems that a company has in place to ensure that changes to its product specifications are properly
monitored.
Engineering change order (ECO )
The second stage of the engineering change management process. An engineering change order is a change
that has been approved for incorporation.
Engineering change request (ECR)
The proposal stage of the engineering change management process. An engineering change request is a
proposed change.
Estimated expense
A projection of the expenses for a job, entered in the Job Maintenance window.
Estimated margin
A job costing calculation based on estimated revenues and estimated expenses for a specific job. The estimated
margin is calculated by dividing the estimated profit by the estimated revenues, and the multiplying the result
by 100.
Estimated profit
The difference between the estimated expenses and the estimated revenues for a specific job.
Estimated revenue
A projection of the revenues for a job, entered in the Job Maintenance window.
Exclusions (MRP )
A method of marking an item, site or itemsite combination so it isn’t included in MRP calculations.
Exclusions (Sales Configurator)
Options that are disallowed because of another option selection.
Expensed floor stock
A bill of materials component that has been designated—regardless of its issue-to and issue-from sites—as a
floor stock item. The cost of expensed floor stock is applied to an expense account, rather than to the cost of the
finished item. See also Floor stock.
Explode
To determine the total quantities of components needed for a manufactured item. To explode a bill of materials,
the quantity ordered is multiplied by the quantity used for each of its components. Exploding continues
throughout the bill of materials, so component requirements for subassemblies are also calculated.
Filled order
An order that has had all its requirements met and can be closed.
Finished goods
An item that is manufactured for sale. Also, the final products that a company sells.
Finite scheduling
A scheduling method that assumes that limited capacity for labor and machines is available.
Fixed order quantity
An order policy type that calculates order size for a day’s requirements based on one or more of these
variables: standard order quantity, order increment size, minimum order size, and maximum order size.
Fixed quantity
The quantity of a component that is required for each manufacturing order, regardless of how many finished
goods are produced with the order. For example, if you use two widgets to calibrate equipment each time you
begin a new manufacturing order, the fixed quantity for widgets would be 2 for the finished good bill of
materials.
Floor stock
A bill of materials component that uses the same site for its issue-from and issue-to sites. The cost of this type
of floor stock is applied to the cost of the finished item. See also Expensed floor stock.
Forecasted demand
An estimate of how much of an item should be produced over a specific period of time.
Forward infinite scheduling
A scheduling type based on a starting date for an order, with the assumption that the plant has unlimited
machine and worker capacity for the work order.
Full regeneration
An MRP process that recalculates your MRP data, including all sales orders, purchase orders, sales forecasts,
and manufacturing orders. See Net change regeneration.
Functional currency
The currency type (such as dollars or pounds) used by your organization for its accounting. See also
Originating currency.
General ledger variance
The difference between costs that have been added to WIP and the costs that have been removed from WIP
for a specific manufacturing order.
Header record
The information that ties the pieces of a larger record together. For example, the header record of a routing
includes information about the type of routing, the routing name, the date the routing was created and so on.
This information ties sequence records together to create one routing record.
Hours per shift
The amount of time per shift actually spent working on the assigned tasks. To determine hours available per
shift, subtract any nontask related activities from the total number of available hours. For example, if an
employee is scheduled for an eight-hour shift but has a one-hour meeting and two quarter-hour breaks that
day, the total available time would be 6.5 hours.
Inclusions
Option items automatically added to a configured bill of materials when a customer selects a certain option.
For example, a computer manufacturer might offer a computer system in tan and black. If the customer selects
the option for a tan computer, the computer manufacturer might set up the super bill of materials so that the
tan keyboard automatically is included as part of the purchase.
Indirect labor
The time spent on tasks that are not directly related to filling a specific manufacturing order. Examples of
indirect labor include meetings and training.
Instruction sheet
See Routing.
Infinite scheduling
A scheduling method that assumes that all required capacity for labor and machines is always available.
Invoice history
The information tracked about past invoices. Invoice history allows you to determine what historical
information you will need for tracking sales activity. History information can include transaction detail and/or
account distributions.
Issue
A type of component transaction. When components are issued for a manufacturing order, they are removed
from inventory and added to WIP.
Issue-from location
The site where the components used in the manufacturing process are stored prior to beginning the
manufacturing order, such as with a vendor, or in a department, a warehouse, or another plant.
Issue-to location
The site where the finished product will be stored prior to delivery to the customer, such as in a department, a
warehouse, or another plant.
Item type
A code to designate the accounting class for the item, such as inventory, discontinued, and misc. charge.
Item -specific inventory valuation
An accounting method that places a value on each item that you produce, based upon either standard cost or
current cost.
Job
A series of business activities that, when completed, will fulfill a high-level objective.
Job category
Groupings that you can create to organize the titles and descriptions of jobs within your company. Each job
category must include a set of values that can be used to sort all jobs. For example, you might create a job
category called REGION so you could track jobs from specific geographical areas. Values for that job category
might be East, West, North and South-or might be states, provinces, countries/regions or other areas.
Job costing element
A type of element that can be linked to a job.
Job costing transaction
An instance of a job element that is linked to a specific job, capturing information about a specific revenue or
expense associated with the job. Job costing transactions aren’t accounting transactions: they won’t affect the
General Ledger or any subsidiary ledgers.
Job order
Job transaction list
A selection of transactions to be applied to a specific job. You can use transaction lists to specify the kinds of
transactions that should be applied to jobs, and to specify the transactions to be applied automatically to jobs.
Kit
A group of finished items that compose a set.

Labor code
A code that is used to tie a job function to a specific pay grade. Usually, jobs requiring fewer skills have lower
pay grades and are compensated at lower rates. Jobs requiring more skills or education have higher pay grades
and higher pay rates.
Labor time
The number of employee hours required to complete the operation.
Lead time
The minimum amount of time required for production of an item.
Location
A work site. Some businesses are organized as a single company or division, but may have multiple sites.
Lot-for-lot
An order policy for ordering the exact quantity needed, provided that the order quantity is between the
minimum and maximum order quantities.
Lot-numbered item
Any inventoried item that is part of a group that is assigned a unique identifier, which can be letters, numbers
or a combination of letters and numbers.
Lot-number–tracked item
See Lot-numbered item.
Lot-sample size
The number of item units that should be inspected to determine if a group of items meets specifications.
Lot-tracked item
See Lot-number–tracked item.
Low-level code
A code that identifies the deepest level an item has in any bill of materials in your manufacturing records.
Machine
Any tool, device or implement that you use in your manufacturing process.
Machine allocation
The assignment of a machine to a work area. Each allocation record displays available machine hours, the
efficiency rating, and utilization rate for that machine. Total scheduled machine hours for the work center are
also displayed.
Machine definition
The record of a machine in your plant that allows you to track statistics for each machine, including vendor
information, warranty period, and operating costs.
Machine efficiency
A measure of how a machine is suited for a specific task. The higher the efficiency rating, the more effectively
the machine works.
Machine time
The number of machine hours needed to complete the operation.
Machine utilization
A measure of how much of the available machine capacity is actually being used. For example, if a machine is
capable of producing 100 items per eight-hour day and you are only producing 80 items, the machine
utilization rate is 80 percent.
Make item
An item that is produced by your plant.
Make or Buy item
Item that can be bought or manufactured by your company.
Make to order
An order fulfillment method for made items. When make-to-order items are sold, manufacturing orders to
build the items required to fulfill the manufacturing orders are created. Manufacturing orders are used to
respond to specific sales orders.
Make to stock
An order fulfillment method for made items. When make-to-stock items are sold, the quantities required to
fulfill the sales order are taken from inventory quantities. Manufacturing orders are used to keep inventory
levels up so that sales orders can be fulfilled.
Manufacturing bill of materials
The bill of materials used to build a parent part in your organization. A manufacturing bill of materials is the
“real” bill of materials, and is used to figure material requirements for your organization.
Manufacturing data sheets
See Routing.
Manufacturing order
A set of documents conveying the authority to manufacture parts or products in specified quantities.
Manufacturing orders are also called batch cards, job orders, production orders, run orders, shop orders, or
work orders.
Manufacturing order receipt
A document where material, labor, and machine costs in WIP are applied to finished goods that are received in
inventory. Costs for backflushed materials, labor, and machine time also are applied to the finished goods cost.
Manufacturing order routing
A routing used to complete a specific manufacturing order, which includes all the necessary requirements to fill
the order, such as workers, machine time, and raw materials. Also known as “manufacturing routing.”
Manufacturing picklist
A list of the items and quantities of items that are required to fill a manufacturing order.
Material Requirements Planning
A series of data collection and interpretation procedures that allow you to forecast resource requirements over
a specified time period (days, weeks or months).
Maximum order size
One of the variables that can be used to calculate order quantities for fixed or period order quantity order
policies. Maximum order size puts a limit on the size of automatically generated purchase and manufacturing
orders. If demand is greater than the maximum order size, an additional order will be created.
MFG BOM
See Manufacturing bill of materials.
Minimum order size
One of the variables that can be used to calculate order quantities for fixed or period order quantity order
policies. It is similar to standard order quantity, and is used in its place if the standard order quantity is zero. If
the standard order quantity is greater than zero, the standard order quantity supersedes the minimum order
size.
Module security
A way to see if other users are working with records that prevent you from completing certain processes.
Module security also allows you to unlock records and remove users from MRP.
Move in
To adjust the due dates of existing manufacturing orders and purchase orders to meet potential shortages
identified by MRP calculations. If MRP calculations uncover a shortage of an item and if there’s an existing
order for the item in the future, the order will be flagged to be “moved in” to prevent the shortage.
Move out
To reschedule certain manufacturing orders or purchase orders to prevent stock overages on the current due
date. An appropriate future date to move the order to cover a future net requirement is proposed
Move time
The number of hours needed to physically move an item to the next operation.
MRP
See Material Requirements Planning.
MRP shortage
A lack of resources to produce the required amount of an item to fill outstanding orders. Manufacturing orders
can be entered regardless of current stock of available materials.
Multi-level bill of materials
A bill of materials that lists all the components directly or indirectly involved in building the parent part,
together with the required quantity for each item. For example, if a subassembly is used in the parent part, the
multi-level bill of materials will show all the components needed to build the subassembly, including purchased
parts and materials. See also Single-level bill of materials.
Negative WIP
The situation that occurs if you enter and post a manufacturing order receipt where more is consumed from
WIP than was in WIP for the manufacturing order. When finished goods are received into inventory before
materials have been issued to the order or before labor or machine time data collection transactions have been
completed, this can occur. You must set up Manufacturing Order Processing to be able to enter receipts that
would cause negative WIP.
Net change regeneration
An MRP process that updates MRP information based on changes to manufacturing orders, sales orders,
purchase orders, and inventory quantities. See also Full regeneration.
Nettable item
An item, site or item-site combination that is included in MRP calculations.
Non-nettable item
Any item, site, or item-site combination that is not included in MRP calculations.
Non-Standard Report
A report for internal use that summarizes information about defects identified in a group of items. An NSR
might also include information about the disposition of the defective items.
NSR
See Non-Standard Report.
Op code
See Operation code.
Operation
A specific task within the manufacturing process. You can use operations as templates for routing sequences.
Operation chart
See Routing.
Operation code
A code assigned to a particular task within the manufacturing process. For example, in a company that makes
electrical components, the operation code for testing the validity of a certain characteristic might be “110.” Also,
op code.
Operation list
See Routing.
Operations sheets
See Routing.
Option
In sales configurator, an option is one of the available choices for some aspect of a configured item. For
example, a computer manufacturer might offer 15-, 17- and 21inch monitors as options for a computer.
Option bill of materials
A bill of materials for a component signifying that the component won’t be identical in all finished products.
Option category
A group of related items that customers can choose from, such as various sizes of computer monitors.
Option setting
A setting that controls the information that appears on a report, such as sorting method, detail level, and range
restriction.
Order increment
A variable that can be used to calculate order quantities for fixed or period order quantity order policies. The
order increment is the number of item units that can be added to the standard order quantity to increase the
order size to meet demand.
Order policy
A method for calculating the order sizes of automatically generated purchase and manufacturing orders.
Manufacturing includes three order policies: lot-for-lot, fixed order quantity and period order quantity.
Originating currency
The alternate currency that a multicurrency transaction was conducted in. See also Functional currency.
Outsourced item
A finished good that requires one or more outsourced services.
Outsourced service
A service that is part of manufacturing processes that is purchased from a vendor.
Outsourcing
The practice of using outside vendors to perform certain manufacturing tasks.
Outsourcing routing
A routing that includes one or more sequences that are completed by an outsourcing vendor.
Outsourcing vendor
A vendor that you purchase outsourced services from.
Outsourcing work center
A work center where outsourced services are performed. An outsourcing work center can be on-site or can be
at the vendor site.
Overhead
Costs incurred that cannot be directly related to the products or serviced produced. These costs, such as light,
heat, supervision, and maintenance can be grouped and distributed to units of products or services by some
standard allocation method.
Parallel routing
A routing that includes some routing sequences that run concurrently.
Parent part
An item built from the component parts. A parent part can be a subassembly or a final product.
Pegging
To trace an item requirement through the MRP system to find the source of the requirement quantity. Pegging
will reveal whether a requirement is driven by a manufacturing order, sales order, purchase order or picklist.
Period order quantity
An order policy type that calculates order size for requirements for a period you specify, based on one or more
of these variables: standard order quantity, order increment size, minimum order size and maximum order size.
Periodic costing
See Standard costing.
Periodic inventory
An inventory tracking method that involves taking inventory on a recurring basis, such as monthly, quarterly or
yearly. This is the same as “standard” costing.
Perpetual inventory
An inventory tracking method that involves constantly updating inventory each time an item is added or
removed.
Phantom bill of materials
A bill of materials used to describe the components of a parent part that will be built as part of a higher-level
parent part. The term “phantom” is used to indicate that the part never really exists as a stocked item, but is
built along with the production of the higher-level part that is driving an overall production order. Creating bills
of materials as phantoms allows the manufacturing order picklist and the Material Requirements Planning
(MRP ) features to explode through the phantom item down to the lower-level parts.
Pick document
A group of component transactions that share a type such as Allocate, Issue, Reverse Issue, and that are posted
together. A pick document can include component transactions for multiple manufacturing orders, items, or
sites.
Picklist
A list of the items and quantities of items that are required to fill a manufacturing order.
Planner code
A code that identifies the individual responsible for the production of the item.
Planning routing
A routing used to determine resource requirements for a potential manufacturing order. If negotiations with
the customer are successful, the planning routing can be converted into an active routing and used to fill a
Pointer routing
A pointer routing is used to outline a series of steps that are common to all items produced by your plant. For
example, if each item needs to be tested by quality assurance, packaged and shipped, a routing can be defined
to cover these steps for all items that you manufacture.
Post-to site
The site where the finished product will be stored prior to delivery to the customer. This location can be a
department, a warehouse, or another plant.
Primary routing
A routing that provides the instructions for building an item. It is a basis for scheduling and resource estimates.
The primary routing information is used to determine the required lead time for manufacturing the product.
Each item can have only one active primary routing.
Process security
A type of security that allows you to restrict access to certain procedures or processes within Manufacturing.
Process security set
A password or list of user IDs you define to restrict authority for completing a Manufacturing process. You can
use one process security set for all restricted procedures, or you can create different process security sets for
different procedures.
Production variance
The difference between the actual and estimated costs for a manufacturing order, based on the working
routing, the picklist, and labor and machine codes.
Promise date
The date that the customer has been told to expect receipt of the order.
Promotion
Special pricing offered on a particular option for a configured item.
A special pricing offered on a particular option for a configured item.
Purchase order
A formal request for goods or services. The purchase order shows the quantity of goods ordered, expected
receipt date, and supplier name. The purchase order may also include other information pertaining to the
delivery of the item, such as Free On Board (F.O.B.) points.
QA Required
A designation for purchased items that must pass a quality inspection before being added to your inventory.
Quantity damaged
The total items, if any, damaged during shipping.
Quantity ordered
The amount of the item requested on a single purchase order.
Quantity received
The amount of the item received from the supplier.
Quantity to fill An amount of a product that was ordered but has not been received.
Query
A search through a specific set of records for certain information.
Queue time
The number of hours spent waiting for the operation to begin.
The number of hours spent waiting for an operation to begin.
Quick manufacturing order
A manufacturing order that doesn’t require you to collect information about labor and machine time and
material costs when the order is closed.
Quote
A company’s offered price for an item that a customer or a potential customer has requested. Quotes can be
transferred to another document type, deleted or voided.
Raw materials
Items used to build products. They can be individual items like nuts, screws and diodes, or they can be
subassemblies.
Record
A group of computer data tied together by a common key. (All of one item's information—from quantity and
site information to engineering data to bill of materials data—is the item's record.)
Reference designator
Information that specifies where components should be used in an assembly, such as the placement of four
resistors on a printed circuit board.
Regular bill of materials
A simple, single-level bill of materials.
Replaced item
An item in a mass update to bills of materials that is removed from bills of materials. A replacement item might
or might not be substituted for the replaced item.
Replacement item
An item in a mass update to bills of materials that is added to bills of materials. A replacement item might be
an addition to a bill of materials, or might be a substitution for a replaced item.
Return
An item or merchandise returned by a customer to your company. A return decreases the customer's balance
on account and, if you choose, increases inventory quantities.
Revalue
To finalize rolled-up standard cost changes. Revaluing replaces existing standard cost information with new
standard cost information, which is used in your accounting processes. As you change your standard cost
information, you might roll up costs several times, but probably will revalue items only at certain points.
Revenue/expense code
A short identifier used to categorize expenses and revenues linked to a job.
Reverse allocate
A component transaction type where items that have been allocated to a manufacturing order are unallocated.
See also Allocate.
Reverse Issue
A component transaction type where components that were issued to a manufacturing order (which removes
them from inventory and adds them to WIP ) are removed from WIP and put again in inventory. See also Issue.
Reverse Scrap
A component transaction type where components that were scrapped for a manufacturing order are restored
to the issued (and not scrapped) quantity for the order. See also Scrap.
Roll up
To apply calculations based on changes to standard cost information to items. If you change the cost of a raw
material that is part of several subassemblies and finished goods, “rolling up” that change will result in
calculations that will determine the new standard costs of the subassemblies and finished goods.
As you change your standard cost information, you might roll up costs several times, but probably will revalue
items only at certain points.
Routing
A detailed set of instructions that describes how to create a particular item. Routings include operations to be
performed, the scheduling sequence, machines and work centers involved, and hours required for setup and
run times. Routings also can include information about tooling, operator skill levels, inspection needs, testing
requirements, and so on.
In engineering change management, a routing is a list of users who must review an engineering change
request before it becomes a change order, and who must review a change order before it's finalized.
Routing preference
An individual user choice on how information is displayed or processed for update in the routings subsystem.
Preferences can control such actions as substituting one description for another or appending work center
operations notes on to routing notes.
Routing sequence
A single step in the manufacturing process. Some routings will contain multiple steps while others will have
only a single step. Examples of a sequence include assembly, painting, drying, etc.
Routing sheets
See Routing.
Run labor code
A labor code that identifies the skill requirements to perform the operation as defined.
Run orders
Sales order
A request for goods or services. Sales orders can be Open (ready to be filled) or Planned (hold pending credit
check or other criteria).
Sampling
A statistical process of selecting a portion of a large group of items to be inspected. From the sample you select
—and your inspection results for the sample—you can draw inferences about the overall quality of the entire
item quantity.
SCAR
See Supplier Corrective Action Request.
Scheduling data
The lead time needed to manufacture an item on a bill of materials and the amount of scrap materials
produced by the manufacturing process.
Scheduling preference
A user preference that controls the allocation of resources to a particular manufacturing order. Scheduling
preferences identify additional resources that may be available and define waiting periods for a sequence.
Scrap
A component transaction type where components that are issued to a manufacturing order are flagged to be
scrapped. Scrapped component costs are applied to the manufacturing order costs, but the quantities aren’t.
Sequence number
A number assigned to a particular step in a routing. Each step (or sequence) represents an operation in the
manufacturing process. The sequence number controls the order in which steps are executed.
Serial-numbered item
An inventoried item that is assigned a unique identifier, which can be letters, numbers, or a combination of
letters and numbers.
Serial-number–tracked item
See Serial-numbered item.
Serial-tracked
See Serial-numbered item.
Setup cost
The cost of preparing a work area for production. Setup costs might include the cost of calibrating machines or
gathering the necessary tools and resources.
Setup labor code
A labor code that identifies the skill requirements for the person preparing the work area prior to performing
the manufacturing task.
Setup time
The number of hours needed to prepare the work area prior to the operation.
Ship date
The date when a sales order leaves your warehouse or office.
Shipping method
The manner in which the items are transported from the supplier to the manufacturer. Examples of shipping
methods include FedEx, rail, air freight, etc.
Shop calendar
A calendar of up and down days—days when the plant is in production and when it isn’t—for an entire
manufacturing facility.
Shop order
Shop rate
The average pay rate for the pay grade. It is the figure that is used when labor costs are estimated for a
Shrinkage
The loss of materials. You might have raw material shrinkage—such as when some component items are
defective and can't be used in manufacturing—or you might have parent part shrinkage—such as when not all
manufactured items meet your product standards.
Single-level bill of materials
A bill of materials that lists components and subassemblies, including the quantities of each, that make up the
parent part. See also Multi-level bill of materials.
Site
A location that you have defined for storing items. A site could be a department, a plant, or a warehouse. The
number of sites depends on your organizational structure.
Source routing
A previously defined routing that contains one or more steps that you want to use in a new routing.
Standard cost variance
The difference between the actual costs for a manufacturing order for a standard cost item, and the standard
cost of the item.
Standard costing
An accounting method used by some businesses to value their inventories. A company that uses standard
costing—also known as “periodic costing”—revalues its inventory periodically to reflect significant changes in
the cost of its items.
Standard order quantity
A variable that can be used to calculate order quantities for fixed or period order quantity order policies. It is
similar to a minimum order quantity, requiring no less than a set amount for an order, but it can be increased,
either by increments or multiples of the standard order quantity.
Subassembly
A part that is both a component and a parent part. An assembly that is used in the manufacture of a higher-
order assembly.
Super bill of materials

A list of all the component items that can possibly be included the bill of materials for a finished item. For
example, a computer manufacturer might develop a super bill of materials that includes several options for
hard disks, RAM, monitors, keyboards, mice and other peripherals. No computer can include all the options,
but all the options must be included in the super bill of materials.
SUPER BOM
See Super bill of materials.
Supplier
A person or company that supplies goods or services to a manufacturer.
Supplier Corrective Action

Request
A formal report to be sent to a supplier to involve the supplier in resolving problems with defective parts.
SCARs describe the problems you’ve found—including item numbers, lot numbers, dates and test results—and
might outline possible areas for the supplier to research to prevent the defect from recurring. Suppliers usually
are required to respond to the SCAR reports with information about the cause of the defect and the steps to be
taken to prevent its recurrence.
Template
A routing outline that you can use to quickly and efficiently build new routings. Each time you need to create a
new routing, you can customize the template and give it a unique routing name.
Time fence
The minimum amount of time required for production of an item. When MRP is used to create planned
manufacturing orders or purchase orders, the orders automatically are scheduled outside the time fence.
Total costs
The cumulative total of all expenses associated with a manufacturing order, plus any overhead that might not
be directly connected to the order.
Trade discount
A price reduction, usually granted to a certain customer because of the customer’s special status. Customers
with an excellent credit history might be offered a trade discount.
Unit costs
The value of time and resources consumed to create one unit of product for this order.
Unmet forecasted demand
The difference between forecasted demand (the anticipated amount of an item that will be required to meet
projected orders) and actual production.
Up day
A day when the facility—the entire shop floor or a specific work center—is in production.
User-defined field
A field that can be used to track information specific to your company.
Valuation method
The process used to track inventory value
(FIFO Perpetual, FIFO Periodic, LIFO Perpetual, LIFO Periodic, Average Perpetual).
Variance
The difference between two values, such as the difference between estimated and actual expenses.
Where used
A Manufacturing query that scans your bills of materials and routings to find where items, machines and other
things you’ve defined are used. If you performed a “where used” search for all items in your plant that use a
certain machine, for instance, the system would generate a list of all items that have a step involving that
machine.
Window security
A system that allows you to specify which windows each user in your organization will be able to use.
WIP
See Work In Process (WIP ).
Work center
A self-contained unit of the manufacturing process, or an entire plant. A work center might be an assembly
area, a shipping and receiving area or a painting area. Machines and employees are the main components of
work centers.
Work center calendar
A calendar of up and down days—days when the plant is in production and when it isn’t—for a specific work
center.
Working routing
See Manufacturing order routing.
Work In Process (WIP )
A system that helps you to track and analyze the costs associated with a particular manufacturing order and
view the progress of the manufacturing order.
Work order

Purchase Order Enhancements
Purchase Order Enhancements includes purchase order approvals, purchase order commitments, and purchase
order returns.
You can use purchase order approvals to maintain approval information for each company. Purchase orders can be
approved individually or in groups. Unapproved purchase orders can’t be printed, received, or invoiced against.
Purchase order commitments tracks committed details against budgets and includes the commitments in your
financial reports. You can authorize purchases that exceed budget amounts.
Purchase order returns processes purchasing returns and offsets the original purchase order transaction amount
against inventory accounts and applicable general ledger accounts. Returned items are matched to the original
receipts. For more information, see the Purchase Order Processing documentation.
What’s in this article

This manual is designed to give you an understanding of how to use the features of Purchase Order
Enhancements, and how it integrates with the Dynamics GP system.
To make best use of Purchase Order Enhancements, you should be familiar with systemwide features described in
the System User’s Guide, the System Setup Guide, and the System Administrator’s Guide.
This content is divided into the following parts:
Part 1, Purchase order commitments includes information about setting up and using purchase order
commitments.
Part 2, Purchase order approvals includes information about setting up and using purchase order approvals.
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Part 1: Purchase order commitments

This part of the documentation includes information about setting up and using purchase order commitments. The
Chapter 1, "Commitments transactions" describes how to set up purchase order commitments and track
commitments.
Chapter 2, “Commitments inquiries, reports, and maintenance” contains information about the reports,
inquiries, and maintenance options available to you in purchase order commitments.
Chapter 1: Commitments transactions
Commitments are unreceived amounts from purchase order documents. These amounts are committed to be paid
at a later date, but are not yet received. Purchase order commitments provides the capability to validate these
amounts against a budget and generate financial statements including these committed expenditures.
Setting up purchase order commitments
Commitments are amounts from purchase order documents that are committed to be paid at a later date, but are
not yet invoiced. You can set up options for commitments using the Purchase Order Commitments Setup window.
You also can select commitment tracking, approval, and password preferences.
To set up purchase order commitments:
1. Open the PO Enhancements Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
Purchasing >> Purchase Order Enhancements)
2. Mark the Activate Commitments option. This option must be selected to use purchase order commitments.
If both purchase order commitments and purchase order approvals are activated, all purchase orders with a
status of New must be approved before commitment can take place. If only purchase order commitments is
activated, all purchase orders with a status of New will automatically be committed.
NOTE
If the purchase order commitments is activated, fixed or variable allocation accounts cannot be used in the Purchase
Order Processing. The system will not allow you to save transactions that use those accounts because fixed and
variable allocation accounts are not supported in this release of purchase order commitments.
If you mark Activate Commitments, the system will automatically reconcile your existing data when you
close the PO Enhancements Setup window.
3. Choose Commitment Setup—the PO Commitments Setup window will open.
4. Select one of the following authorization types:

Annual Authorization is based on the total budget and actual amount for the year. If more than one
budget is assigned to a fiscal year, authorization is based on the combined total budgets and
combined actual amounts for the year.
Period Authorization is based on the budget and actual amounts for the period that the purchase
order’s required date is in.
YTD Authorization is based on the year-to-date budget and actual balances based on the user date. If
there is more than one budget assigned to a fiscal year, the combined year-to-date budget and actual
balances are based on the user date.
If you want to use a password that will be required to allow budget-exceeding purchases, enter a
password.
5. Enter a budget ID to identify the budget to compare commitments against.
NOTE
Budget ID Commityyyy is reserved for purchase order commitments (yyyy represents a valid and open fiscal year, for
example 2007 or 2008). If you have a Budget ID named Commityyyy, copy this budget information to a new Budget
ID name and delete the Commityyyy Budget ID before activating purchase order commitments. While using purchase
order commitments, do not set up a budget using the name Commityyyy.
6. To assign more than one budget to a fiscal year, select a fiscal year by clicking the Budget ID field for the
corresponding year. Choose the Budget ID expansion button to open the Select Budgets window. Mark each
budget that you want to assign to the selected fiscal year. Choose OK to return to the PO Commitments
Setup window. If more than one budget is assigned to the fiscal year, \*Multiple appears in the Budget ID
field.
To assign additional budgets to another fiscal year, repeat step 6. A budget can be assigned to more than
one year.
7. If you choose to allow an authorization variance, mark the Authorization Variance option. An authorization
variance is the amount a commitment can deviate from the available budget before requiring authorization.
8. Select one of the following variance types and enter an acceptable budget variance value.
Amount A positive variance allows commitments to be over the available budget by the entered
dollar amount. A negative value requires commitments to be under the available budget by the
entered dollar amount.
Percent A positive variance allows commitments to be over the available budget by the entered
percent. A negative value requires commitments to be under the available budget by the entered
percent.
9. Choose OK. The PO Commitments Setup window will close.
10. Choose OK in the PO Enhancements Setup window. The following message will appear: “Changes have
been made to PO Commitments Setup. Any active users must log in again to inherit these changes”.
If any existing purchase orders were not committed, the PO Exception Report is automatically generated
displaying the purchase orders not committed and the reasons why.
In order to be committed, purchase orders must meet the following requirements:
Each line item must have a valid account number.
Fixed or variable allocation accounts are not supported; line items using these accounts will not be
committed.
The purchase order must have a Required Date.
The Required Date must fall in a valid and open fiscal period.
A valid Budget ID must be assigned to this fiscal period in the PO Commitments Setup window.
If purchase order approvals is activated, purchase orders with a status of New must be approved
before commitment can take place.
NOTE
These requirements do not apply to the control line of Purchase Orders that are entered as Blanket or Drop-Ship
Blanket.
11. Review the list of rejected purchase orders on the PO Exception Report and make any necessary changes to
those purchase orders.
NOTE
We recommend that you save and print the PO Exception Report now in case you need to review this list and make
further changes later.
12. If applicable, advise any active users to log off and log in again.
Entering purchase orders with commitments
Use the Purchase Order Entry window to create and authorize commitments. As you enter each item, purchase
order commitments will validate the item against the available budget.
NOTE
The Allow Sales Documents Commitments option in the Purchase Order Entry window is used to commit purchase orders to
sales documents. This is not directly related to purchase order commitments. For more information about the Allow Sales
Documents Commitments option, please refer to the Purchase Order Processing documentation.
The following information applies to purchase order commitments:

Fixed and variable allocation accounts are not supported for purchase order commitments.
For purchase orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded
from commitments and approval limits.
Purchase orders with unauthorized commitment amounts can be saved but cannot be printed. Also you
cannot receive on unauthorized purchase orders.
For any unapproved purchase orders, all line amounts become uncommitted when you save the purchase
order.
Purchase orders are not committed if the required date for a purchase order line item is in a fiscal period or
a fiscal year that doesn’t have a budget assigned to the year in the PO Commitments Setup window.
To enter purchase orders with commitments:
1. Open the Purchase Order Entry window. (Transactions >> Purchasing >> Purchase Order Entry)
2. Process the purchase order. For information about processing purchase orders, please refer to the Purchase
Order Processing documentation.
If any line items exceed the available budget, an approval message will appear. To authorize the purchase
order, choose Yes. If you enabled authorization passwords while setting up purchase order commitments,
the password entry window will appear.
As you add items to a purchase order, a calculation is performed to determine if adding the item will result
in an exceeded budget.
NOTE
The purchase order amount must be less than the amount calculated as: (Total Budgeted Amount + Variance
Allowance) – (Total Actual Amount + Total Committed Amounts). In the calculation the total actual amount includes
posted and unposted transactions.
For example, if an annual budget is set at $10,000 and a purchase order is created for $2,000, the available
budget is then $8,000 — that is $10,000 reduced by the $2000 commitment. A new purchase order for
$8,500 would exceed the budget and require authorization.
3. Choose Save. All unauthorized commitments will be validated against the budget. If the commitment
amount of an item is within the budget, the item will be authorized. If the commitment amount of an item
exceeds the budget, an approval message will appear. To authorize the commitment amount for the item,
choose Yes. You must authorize all commitment amounts before posting the purchase order.
Posting transactions with commitments
When you receive a shipment of goods or an invoice, each item’s committed amount will be reduced by the
quantity received or by the item’s invoiced amount. If the quantity received or the invoiced amount is greater than
the item’s committed amount, the committed amount will be reduced to zero.
It is recommended that you mark the Post Through General Ledger Files option in the Posting Setup window
before posting entries to update actual amounts. To post through General Ledger, you must post in batches.
Transaction level posting will only post to General Ledger.
NOTE
When you save to a batch ID, commitments will not be updated until the specific receivings transaction batch is posted.
Editing the status of a purchase order

Use the Edit Purchase Order Status window to change the status of a purchase order. When you modify purchase
orders, the commitment amounts will be updated to reflect the changes.
To close the purchase order, select Closed from the Purchase Order Status list. The status of each line will be
changed to Closed and the remaining commitment amount will be reduced to zero.
To cancel an item, select Canceled from the Status list. The commitment amount will be reduced by the
amount canceled.
Authorizing multiple purchase orders
If both purchase order commitments and purchase order approvals are activated, you can authorize and approve
multiple purchase orders at the same time. For more information, see Authorizing and approving multiple
purchase orders.
If only purchase order commitments is activated, the Purchase Order Enhancements Entry window will display all
unauthorized purchase orders. Use the Purchase Order Enhancements Entry window to authorize multiple
purchase orders.
NOTE
If a purchase order line item’s required date is in a fiscal period or a fiscal year that doesn’t have a budget assigned to the
year in the PO Commitments Setup window, the purchase order will not be displayed in the Purchase Order Enhancements
Entry window.
To authorize multiple purchase orders:

1. Open the Purchase Order Enhancements Entry window. (Transactions >> Purchasing >> Purchase Order
Enhancements Entry)
2. Select your purchase order restriction preference.

PO Number Purchase orders will be restricted based on the specified purchase order number range.
Vendor ID Purchase orders will be restricted based on the selected Vendor ID range.
Created By Purchase orders will be restricted based on the specified Created By range.
3. Mark each purchase order you want to authorize in the Commit column or choose Mark All if you want to
authorize every purchase order in the window.
If you mark an individual purchase order that is over budget, you will receive a message asking if you would
like to authorize this amount.
If you choose Mark All when any purchase orders are over budget, you will receive a message asking if you
would like to authorize all of the purchase orders. If you choose Yes, all marked purchase orders will be
authorized including any that are over budget.
NOTE
You can print an edit list by choosing File >> Print or choosing the Print button. An edit list outlines the changes that
will take place if you authorize the selected documents.
4. Choose Commit.
Close the Purchase Order Enhancements Entry window. You will have the option to print the PO
Commitments Audit Report.
Authorizing and approving multiple purchase orders
Both purchase order commitments and purchase order approvals must be activated to authorize and approve
multiple purchase orders at the same time.
If both purchase order commitments and purchase order approvals are activated, the Purchase Order
Enhancements Entry window will display all unauthorized and all unapproved purchase orders that the current
user can approve. When both purchase order commitments and purchase order approvals are activated, use the
Purchase Order Enhancements Entry window to authorize and approve multiple purchase orders. All purchase
orders must be authorized before they can be approved.
NOTE
If a purchase order line item’s required date is in a fiscal period or a fiscal year that doesn’t have a budget assigned to the
year in the PO Commitments Setup window, the purchase order will not be displayed in the Purchase Order Enhancements
Entry window.
To authorize and approve multiple purchase orders:

Enhancements Entry)
NOTE
Only subtotal amounts within your approval authority will display in this window.

PO Number Purchase orders will be restricted based on the specified purchase order number range.
Vendor ID Purchase orders will be restricted based on the selected Vendor ID range.
Created By Purchase orders will be restricted based on the specified Created By range.
3. Mark each purchase order to authorize and approve in the Approve column or choose Mark All if you want
to authorize and approve every purchase order in the window.
If you choose Mark All when any purchase orders are over budget, you will receive a message asking if you
want to authorize all of the purchase orders. If you choose Yes, all marked purchase orders will be
authorized including any that are over budget. All purchase orders must be authorized before they can be
approved.
NOTE
will take place if you authorize the selected documents.
4. Choose Approve (top left corner of screen).
NOTE
For purchase orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from
commitments and approval limits. Trade Discounts, Freight, Miscellaneous and Taxes also are excluded from the
approval calculation.
5. Close the Purchase Order Enhancements Entry window.

You will have the option to print the PO Approvals Audit Report showing which purchase orders have been
approved (and authorized).
Chapter 2: Commitments inquiries, reports, and maintenance
Purchase order commitments is designed to track outstanding purchase orders and maintain this data within a
budget container (for example, COMMIT2007, COMMIT2008) for each open fiscal year. In order to report on
commitments, you must include the COMMIT budget ID for the desired fiscal year within the report. Purchase
order commitments is available to any reports which can be modified or created using any of the Dynamics GP
supported reporting tools such as Report Writer, FRx®, Enterprise Reporting, and Management Reporter.
Viewing budget vs. actual and committed information
Viewing committed detail information
Maintaining purchase order commitments data
Viewing budget vs. actual and committed information
Use the Budget vs Actual and Committed Inquiry window to view the following information:
Actual, committed, and budgeted amounts for a specified account and budget
Amount variances to compare actual and committed amounts
Percentage variances to compare actual and committed amounts
Purchase request line amounts that have received final approval, but haven’t been transferred to a purchase
order, if you are using commitments in Business Portal Requisition Management
NOTE
For purchase orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from inquiries and
reports.
To view budget vs. actual and committed information:

1. Open the Budget vs Actual & Committed Inquiry window. (Inquiry >> Purchasing >> Budget vs Actual &
Committed)
2. Select to view information by budget or by year.

3. Select an account.
4. Enter or select a budget, if applicable.
5. Select a year, if applicable. You must select a year if a budget overlaps more than one fiscal year.
6. Select an inquiry to display.
Net Change The inquiry will display the total accumulated amounts for the year.
Period Balance The inquiry will display the account balances for each period.
7. Choose Redisplay to update the inquiry results.
The displayed amounts will not automatically update when changes are made using other windows.
8. To print the Budget vs Actual & Committed report, choose File >> Print or click the Print button.
Viewing committed detail information
Use the Committed Detail Inquiry window to view committed detail information. No printed reports are available
from this window.
NOTE
For Purchase Orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from inquiries and
reports.
To view committed detail information:

1. Open the Committed Detail Inquiry window. (Inquiry >> Purchasing >> Committed Detail)
You also can open this window by clicking on the Committed heading link in the Budget vs Actual &
Committed Inquiry window.
2. Select an account.
3. Select a year. You must select an open fiscal year.
4. Choose from the following date options to select the time period for the inquiry.
All The inquiry will include all periods in the specified year.
From The inquiry will include the range entered in the From and To fields.
5. To perform an inquiry on a specific purchase order, select the item and click the PO Number heading link.
The Purchase Order Inquiry Zoom window will open.
6. Choose Redisplay. The inquiry results will be updated.
Maintaining purchase order commitments data
Occasionally, hardware failures, power surges, and other problems can damage or destroy your data. To minimize
the risk of data loss resulting from table damage, back up your accounting data regularly. If approvals or
commitments data is damaged, you can use the PO Enhancements Maintenance window to reconcile data in the
purchase order commitments and purchase order approvals tables.
To maintain purchase order commitments data:
1. Create a backup copy of your data.
2. Open the PO Enhancements Maintenance window. (Microsoft Dynamics GP menu >> Maintenance >>
Purchase Order Enhancements)
3. Select Reconcile and then Process.

Reconcile compares data in the Purchase Order Approval (POA) or Purchase Order Commitments (POC ) tables
(or both) to data in the Purchase Order Processing (POP ) table and identifies discrepancies.
Discrepancies are corrected by changing the POA or POC tables (or both) to match the POP table. Lone, or orphan
records, found in POA or POC tables are removed. Approvals and authorizations are updated appropriately.
If you are using commitments in Business Portal Requisition Management, the amounts for purchase request lines
that have received final approval, but that haven't been transferred to a purchase order will be committed.
A purchase request line will be removed and its amount will no longer be committed in the following situations.
The line hasn't received final approval.
The line has been transferred to a purchase order.
The line has been voided.
The line isn't found in Requisition Management.
If the committed amounts for a purchase request line is different from the purchase request line's extended price,
the committed amounts will be updated to reflect the line's extended price.
If the required date for the purchase order line items is in a fiscal period or a fiscal year that doesn’t have a budget
assigned to the year in the PO Commitments Setup window, the purchase orders are not committed as part of the
reconcile process.
A PO Exception Report is automatically generated, listing all uncommitted purchase orders and the reasons why
they were not committed.
Part 2: Purchase order approvals

This part of the documentation includes information about setting up and using purchase order approvals. The
Chapter 3, “Approvals transactions” describes how to set up purchase order approvals and approve
purchase orders.
Chapter 4, “Approvals inquiries, reports, and maintenance” contains information about the reports,
inquiries, and maintenance options available to you in purchase order approvals.
Chapter 3: Approvals transactions
You can use purchase order approvals to assign approval capabilities to each of your users. Before you use
purchase order approvals, you must set up users, approval types, security types, and specify a report to use.
When a user attempts to approve a purchase order, validation will be performed to ensure that the user is
authorized to approve the purchase order. Unapproved purchase orders can’t be received against, invoiced against,
or printed. You can place or remove holds for approved and unapproved purchase orders.
Setting up purchase order approvals
Deleting purchase order approvals users from the system
Entering and approving purchase orders
Approving multiple purchase orders
Editing the status of purchase orders
Setting up purchase order approvals
Use the PO Enhancements Setup window to activate purchase order approvals. The Purchase Order Approval
User Setup window displays all the users who have access to the current company. Use this window to assign
approval authority amounts, report to user IDs, and security types to users.
To use purchase order approvals, be sure that purchase order approval workflow is not activated. You can’t use
Purchase Order Approvals and the purchase order approval workflow in Purchase Order Processing at the same
time.
To set up purchase order approvals:
1. Open the PO Enhancements Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
2. Mark Activate Approvals under purchase order approvals in the lower part of the window. Select this option
to use the features of Purchase Order Approvals.
If you mark Activate Approvals, the system will automatically reconcile your existing data when you close
the PO Enhancements Setup window.
3. Choose Approval Setup. The Purchase Order Approval User Setup window will open and the Purchase
Order Approvals module will be activated.
The window displays a list of all the users who have access to the company.
4. Select a user.
5. Select the Approval Type to set the maximum dollar amount that the user can approve.
If you mark Approval Authority Amount, the user will be able to approve purchase orders up to the
amount you enter in the Approval Authority Amount field. This amount will be displayed in the
functional currency of the current company—purchase order commitments verifies against the
functional currency only.
If you mark Unlimited Approval Authority, the user will be able to approve any purchase order in the
current company.
We recommend that you grant Unlimited Approval Authority to at least one user.
6. If you want the current user to be required to report to another user for purchase order approvals, select a
Report To User ID. This option will only be available if you selected Approval Authority Amount as the
Approval Type for the user in step 5.
NOTE
You must choose a Report to User ID with either unlimited approval authority or a greater approval amount than the
current user.
7. Select a Security Type. The Security Type option will be available only when you select Approval Authority
Amount as the Approval Type for the user.
If you mark User can only approve POs for users that report to them, the user will be able to approve
purchase orders only for users that report to him or her.
If you mark User can approve POs for any user, up to approval authority, the user will be able to
approve purchase orders for all users if the amount doesn’t exceed his or her approval authority
amount.
8. If you want to modify another user’s approval information, repeat steps 5 through 8 you have modified
approval information for all users. Your changes will be saved automatically.
9. To print the Purchase Order Approvals Setup List, choose File >> Print.
10. Choose OK. The Purchase Order Approval User Setup window will close.
11. Choose OK in the PO Enhancements Setup window.
Deleting purchase order approvals users from the system
If the user has access to one company only, you may delete the user from the system in the User Setup window
(Microsoft Dynamics GP menu >> Tools >> Setup >> System >> User).
If the user has access to more than one company, you must remove the user’s access from all companies first using
the User Access Setup window (Microsoft Dynamics GP menu >> Tools >> Setup >> System >> User Access),
then delete the user in the User Setup window. All of the Purchase Order Approval setup information with respect
to that user will be deleted.
Entering and approving purchase orders
Enter purchase orders using the Purchase Order Entry window. Use the Approvals Status field to approve purchase
orders.
If you are using Encumbrance Management, you can specify how line items are encumbered when purchase
orders are approved. For more information, see the Encumbrance Management documentation.
NOTE
If purchase order commitments is activated, the purchase order must be authorized for commitments before you can
approve it.
To enter and approve purchase orders:

1. Open the Purchase Order Entry window. (Transactions >> Purchasing >> Purchase Order Entry)
2. Create or select a purchase order. For information about creating purchase orders, please refer to the
Purchase Order Processing documentation.
If you create a new purchase order, the fields in the PO Approvals Detail Entry window will be blank
and the default Approval Status will be Unapproved.
If you select an existing purchase order, the PO Approvals Status field will display the approval status
for the purchase order.
3. Select a PO Approval Status for the purchase order.
When you approve a purchase order, your Approval Authority Amount will be compared to the Remaining
PO Subtotal amount. If the subtotal amount exceeds your approval authority, the Approval Status will
change to Unapproved and the related approval information will be cleared. If the subtotal amount is within
your approval authority, the purchase order will be approved. For information on setting a user’s Approval
Authority Amount, please refer to Setting up purchase order approvals.
NOTE
For Purchase Orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from
commitments and approval limits. As well, Trade Discounts, Freight, Miscellaneous and Taxes are excluded from the
approval calculation.
4. Choose Save.
NOTE
You cannot receive against, invoice against, or print unapproved purchase orders. You can place or remove holds for
approved and unapproved purchase orders.
5. Close the Purchase Order Entry window. You will have the option to print the Purchase Order Approval
Audit Report—a report which details all of the purchase orders you approved.
Approving multiple purchase orders
If both purchase order approvals and purchase order commitments are activated, you can authorize and approve
multiple purchase orders at once. See Authorizing and approving multiple purchase orders for more information.
Use the Purchase Order Enhancements Entry window to view and approve multiple unapproved purchase orders.
The Purchase Order Enhancements Entry window displays all unapproved purchase orders that the current user
can approve. Unapproved purchase orders with totals exceeding the current user’s approval authority will not be
displayed.
To approve multiple purchase orders:
Enhancements Entry)
PO Number Purchase orders will be restricted, based on the specified purchase order number
range.
Vendor ID Purchase orders will be restricted, based on the specified Vendor ID range.
Created By Purchase orders will be restricted, based on the specified Created By range.
3. Mark each purchase order you want to approve in the Approve column, or choose Mark All if you want to
mark every purchase order in the window.
NOTE
will take place if you approve the selected documents.
4. Choose Approve (top left corner of screen).

PO Subtotal amount of the purchase order. If the subtotal amount exceeds your approval authority, the
Approval Status will change to Unapproved and the related approval information will be cleared. If the
subtotal amount is within your approval authority, the purchase orders will be approved.
NOTE
commitments and approval limits. In addition, Trade Discounts, Freight, Miscellaneous, and Taxes are excluded from
the approval calculation.
5. Close the Purchase Order Enhancements Entry window. You will have the option to print the Purchase
Order Approval Audit Report—a report which details all of the purchase orders you approved.
Both purchase order approvals and purchase order commitments must be activated to authorize and approve
multiple purchase orders at the same time.
If both purchase order commitments and purchase order approvals are activated, the Purchase Order
Enhancements Entry window will display all unauthorized and all unapproved purchase orders that the current
user can approve. All purchase orders must be authorized before they can be approved. Use the Purchase Order
Enhancements Entry window to authorize and approve multiple purchase orders.
To authorize and approve multiple purchase orders:
Enhancements Entry)
PO Number Purchase orders will be restricted, based on the specified purchase order number
range.
Vendor ID Purchase orders will be restricted, based on the selected Vendor ID range.
Created By Purchase orders will be restricted, based on the specified Created By range.
2. Mark each purchase order you want to authorize and approve in the Approve column OR choose Mark All if
you want to authorize and approve every purchase order in the window.
If you choose Mark All including purchase orders that are over budget, you will receive a message asking if
you want to authorize all of the purchase orders. If you choose Yes, all marked purchase orders will be
authorized. All purchase orders must be authorized before they can be approved.
NOTE
will take place if you approve the selected documents.
3. Choose Approve.
NOTE
commitments and approval limits. In addition, Trade Discounts, Freight, Miscellaneous, and Taxes are excluded from
the approval calculation.
4. Close the Purchase Order Enhancements Entry window.

You will have the option to print the PO Approvals Audit Report showing which purchase orders have been
approved (and authorized).
Editing the status of purchase orders
Use the Edit Purchase Order Status window to modify purchase orders. The Approvals Status field appears on the
Edit Purchase Order Status window. Use this field to approve purchase orders.
To edit the status of a purchase order:
1. Open the Edit Purchase Order Status window. (Transactions >> Purchasing >> Edit Purchase Orders)
2. Select a purchase order.

When you select an existing purchase order, the Approvals Status field will display the approval status for
the purchase order.
3. Select an approval status for the purchase order.
PO Subtotal amount. If the subtotal amount exceeds your approval authority, the Approval Status will
change to Unapproved and the related approval information will be cleared. If the subtotal amount is within
your approval authority, the purchase order will be approved.
NOTE
If purchase order commitments is activated, the purchase order must be authorized for commitments before you can
approve it. To authorize the purchase order for commitments, go to the Purchase Order Entry window. When you
approve the purchase order from that window you will be asked whether you want to authorize the committed
budget amount.
4. Choose Process.
5. Close the Edit Purchase Order Status window. You will have the option to print the Purchase Order
Approval Audit Report—a report which details all of the purchase orders you approved.
Chapter 4: Approvals inquiries, reports, and maintenance
With purchase order approvals, you can use maintain approval information for each company. You also can view or
print purchase order approval information.The following reports allow you to view or print approval status, name
of the approver, date and time of approval for applicable purchase orders:
Purchase Order Status Detail Report
Purchase Order Status Summary Report
Purchase Order History Detail Report
Purchase Order History Summary Report
NOTE
These are modified reports. If you need to print or view the original reports without the Approval Status line, you must
remove access to modified reports using the Alternate/ Modified Forms and Reports window.

Viewing or printing the Purchase Order Approvals User Setup List
Viewing unapproved purchase orders
Viewing purchase order detail information
Viewing item information for purchasing documents
Printing purchasing documents
Maintaining purchase order approvals data
Viewing or printing the Purchase Order Approvals User Setup List
The Purchase Order Approvals Setup List Report details all the users you have set up, their Approval Authority
Amount, Report to User ID, and security type. This report will be useful for validating that users have been set up
correctly.
To view or print the Purchase Order Approvals User Setup List:
1. Open the PO Enhancement Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >>
2. Verify that the Activate Approvals check box is marked.
3. Choose Approval Setup. The Purchase Order Approval User Setup window will open.
4. Choose File >> Print, or click the Print button.
Viewing unapproved purchase orders
Use the Unapproved Purchase Order Inquiry window to view and report unapproved purchase orders. The
Unapproved Purchase Order Inquiry window displays all unapproved purchase orders created by the current user.
To view unapproved purchase orders:
1. Open the Unapproved Purchase Order Document Inquiry window. (Inquiry >> Purchasing >> Unapproved
Purchase Order Document)
2. Select from the following purchase order filter preferences on the Restricted By drop-down menu.
PO Number Unapproved purchase orders with purchase order numbers within the range you
specify will be displayed.
Vendor ID Unapproved purchase orders with Vendor IDs within the range of Vendor IDs you
specify will be displayed.
PO Date Unapproved purchase orders with purchase order dates within the range you specify will
be displayed.
3. Choose Redisplay to display all unapproved purchase orders created by the current user.
4. To print the Purchase Order Approvals Unapproved PO Report, a report that lists unapproved purchase
orders, choose File >> Print, or click the Print button.
5. When you are finished viewing the information, choose OK.
Viewing purchase order detail information
You can view detailed purchase order information using the Purchase Order Inquiry Zoom window. The PO
Approvals Detail Zoom window is an additional window that will open automatically. This window displays the
purchase order approval information. You can close this window only by closing the Purchase Order Inquiry Zoom
window.
To view purchase order detail information:
1. Open the Purchase Order Processing Document Inquiry window. (Inquiry >> Purchasing >> Purchase
Order Documents)
2. Select the applicable fields to complete your inquiry—refer to the Purchase Order Processing
documentation for complete instructions.
3. Choose Redisplay to display the documents in the scrolling window.
NOTE
inquiries and reports.
4. To print the Purchasing Document Inquiry Report, choose File >> Print, or click the Print button.
5. Highlight a record and click on the link to view more detailed information (optional).
You can obtain detailed item information for purchasing documents using the Purchase Order Processing Item
Inquiry Zoom window. The Approvals Status field displays the purchase order approval status.
To view item information for purchasing documents:
1. Open the Purchase Order Processing Item Inquiry window. (Inquiry >> Purchasing >> Purchase Order
Items)
2. Select the applicable fields to complete your inquiry. For information on Purchase Order Inquiry, refer to the
Purchase Order Processing documentation.
3. Choose Redisplay to display the items in the scrolling window.
4. To print the Purchase Order Processing Item Inquiry Report, choose File >> Print, or click the Print button.
5. To view more detailed information, highlight a record and click on the PO Number heading link—the
Purchase Order Inquiry Zoom window will open. The Approvals Status field displays the purchase order
approval status.

Printing purchasing documents
Use the Print Purchasing Documents window to print purchasing documents.
NOTE
Unapproved purchase orders will not be printed. The PO Approvals Exception report will be generated if any unapproved
purchase orders are found in the selected printing range.
To print purchasing documents:

1. Open the Print Purchasing Documents window. (Transactions >> Purchasing >> Print Purchasing
Documents)
Select your printing preferences. For more information on printing preferences, refer to the Purchase Order
Processing documentation.
2. Choose Print. The Purchasing Document and Exception report, which includes only approved purchase
orders, will be printed.
If any unapproved purchase orders are found in the selected printing range, the PO Approvals Exception
report which lists unapproved purchase orders will be generated.
Maintaining purchase order approvals data
Occasionally, hardware failures, power surges and other problems can damage or destroy your data. To minimize
the risk of data loss resulting from table damage, back up your accounting data regularly. If approvals or
commitments data is damaged, you can use the PO Enhancements Maintenance window to reconcile data in the
purchase order commitments and purchase order approvals tables. See Maintaining purchase order commitments
data for information about how to reconcile data in these tables.
Microsoft Dynamics GP Concur Expense Integrator
This documentation describes how to use Concur Expense Integrator. The integration allows you to use Concur
Expense to create, submit, and approve expense reports. You can then import the expense reports into Microsoft
Dynamics GP to reimburse employees.
Overview
Keeping expenses and travel costs within your company’s policies can help manage costs effectively. Concur
Expense Integrator allows your employees to use the Concur expense tracking solution, while also tracking the
same expense information in Microsoft Dynamics GP.
Concur Expense Integrator links Concur Expense with Microsoft Dynamics GP.
By using Concur Expense, you can:
Create, submit, and approve expense reports
Verify reports’ compliance with company policy
Report and analyze expense reporting and reimbursement activity
Use Concur Expense Integrator to manage employee expense reports. You can import employees as vendors,
import expense reports, and print confirmation reports.
The following diagram provides an overview of the Concur Expense Integrator setup and the expense report
process.
In Concur Expense Integrator, vendors are employees who have a vendor record. If a vendor record does not exist
for an employee, one is created when expense reports are imported.
Import file
At the close of each reimbursement cycle, Concur Expense provides an import file to clients by using a secure
download site on the web. The import file is written in ASCII format, and contains detailed information that is
required for posting to an Accounts Payable (AP ) or General Ledger (GL ) system. The file includes all transaction
activity for expense reports that have been processed for payment in Concur Expense Integrator. The import file is
downloaded from the Concur Expense secure download site onto your computer, and then imported into Payables
Management.
Prerequisites
To use the Concur Expense Integrator to link Concur Expense to Microsoft Dynamics GP, complete the following
prerequisites in Microsoft Dynamics GP:
Set up an account format
Set up General Ledger account segments
Set up a vendor class
Set up employees as vendors
Set up a company credit card
For more information about how to complete these tasks, see the Microsoft Dynamics GP General Ledger and
Payables Management documentation.
For more information about how to set up prerequisites in Concur Expense and how to configure
Microsoft Dynamics GP in the Concur Expense Setup wizard, log on to Concur Expense. Click Help >> Expense
Administration Help. Click Setup and User Guide in the left menu. Open the Expense setup guide and go to the
Microsoft Dynamics GP appendix. For more information, contact your Concur Expense representative.
If you are not currently a Concur customer and you would like more information, email dynamics@concur.com.
Download and install Concur Expense Integrator
Concur Expense Integrator is available from PartnerSource or CustomerSource.
Note: To import transactions into Microsoft Dynamics GP by using the correct file format in Concur Expense
Integrator, you must download the import file from the Concur website. For more information about the Microsoft
Dynamics GP import file, log on to Concur Expense. Click Help >> Expense Administration Help. Click Setup
and User Guide in the left menu. Open the Expense Set Up Guide for Concur Standard and go to the
Microsoft Dynamics GP appendix.
To install Concur Expense Integrator, follow these steps:
1. Close Microsoft Dynamics GP.
2. Double-click the eExpense_12.exe file to extract its contents.
3. Open the folder that was specified in step 2.
4. Copy the files to the folder that contains the Microsoft Dynamics GP installation.
5. Log on to Microsoft Dynamics GP.
Note: You must log on to Microsoft Dynamics GP as ”sa” for the eExpense tables to be created.
Configure Concur Expense Integrator in Microsoft Dynamics GP
To configure Concur Expense Integrator, follow these steps:
1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Setup to open the
Concur Expense Setup window.
1. In the Company Credit Card field, select the name of the credit card that is used with Concur Expense.
2. In the Default Vendor Class ID field, select the vendor class ID that will be assigned to new vendors that
are added during the import process. You will complete the initial upload process later when you set up
Concur Expense Integrator.
Note: In this case, vendors are employees who have a vendor record. If a vendor record does not exist for an
employee, one is created during the import process.
1. In the Batch Prefix field, enter up to six characters to create the first part of the Payables Management
batch ID.
2. In the User-Defined field, enter a value that is used as the prompt name in the Concur Expense Integrator
window on the web.
3. In the Prompt Name for Combined Segments field, enter a value that will be displayed on the expense
page on Concur’s website. This is a required field that stores the value assigned as the prompt name for the
Employee Info 3 field. This value is displayed in Concur Expense on the Employee Info page.
4. In the Order New Vendor Name By option, select how the vendor name will be formatted when new
vendors are added to Payables Management through the import process.
5. Mark the Print Import Journal option if you want an import journal to print immediately after expense
report transactions have been imported into Payables Management.
Note: If you do not mark this option, you can print the report later. The current report information exists until the
import process is run again.
1. Mark the Consolidate Distributions option to consolidate account number distributions.
For example, you have an account number of 100-1000-01, and four separate lines in the import file use this
account number. When the Consolidate Distributions option is marked, the distributions are combined into one
total line for this account number. When this option is not marked, the file contains four distribution lines.
1. In the Location for Files field, enter the path where you will store the import and setup files. The import
files are downloaded to this location. When you import transactions into Payables Management, Concur
Expense Integrator looks in this location for files to import.
2. To review the selections made in the Concur Expense Setup window, choose Create File.
This creates a [CompanyID ]_prompts.txt file. CompanyID is replaced by the actual company ID that is assigned to
your company. To view the file, navigate to the location you specified in the Location for Files field. This file
includes the following information:
The name of the company as stored in the Company ID field in the Create Company window. (In
Microsoft Dynamics GP, Administration >> click Setup >> Company >> Company).
Information about how the account segments values, the Prompt Name for Combined Segments
value, and the User-Defined value were associated with Concur Expense Integrator user-defined fields.
Map the account segments in Microsoft Dynamics GP
The last item you need to set up is the account segment mapping.
General Ledger account segments are tracked in Concur Expense Integrator by mapping an account segment to
each available expense type. The mappings are assigned on an expense-by-expense basis and require no employee
interaction during expense entry.
During the setup phase, General Ledger account segments are mapped to selected expense types in the Concur
Expense setup wizard. By using Concur Expense Integrator, the employee creates electronic reports; the General
Ledger account is never seen or modified by the employee. Concur Expense automatically creates an import file
after the expense report is approved for payment. This file is imported into Microsoft Dynamics GP, and the
account code is automatically mapped to all corresponding expense types. For more information about the General
Ledger accounts, log on to Concur Expense. Click Help >> Expense Administration Help. Click Setup and
User Guide in the left menu. Open the Expense Administration User Guide.
The Segment ID scrolling list in the Concur Expense Integrator Setup window displays a list of the company’s
General Ledger account segments, sorted in ascending order by segment position. This list allows you to specify
how segments are used in Concur Expense (individually or combined with one or more other segments). Also, you
can specify how segments are mapped to Concur Expense userdefined fields.
This scrolling list maps segments to the following Concur Expense user-defined fields:
Cost Center
Custom 1
Custom 2
Employee Info 1
Employee Info 2
Employee Info 3
Use Segment How
This column allows you to choose how General Ledger account segments are used in Concur Expense. Generally,
you include segments individually, or combine them with one or more other segments.
Note: The main segment cannot be combined with other segments and is not listed in the Concur Expense
Integrator Setup window.
The following selections are available in the list:
Include Segment
Combined Segment 1
Combined Segment 2
Combined Segment 3 …
Combined Segment n, where n is the total number of segments in the customer’s account format – 1.
The reason 1 is subtracted from the total number is that the main segment cannot be combined with other
segments. You can include (select Include Segment in the Use Segment How list) no more than six segments.
Map to Field
This column allows you to map General Ledger account segments to Concur Expense user-defined fields. The
following selections are available in the list:
Cost Center
Custom 1
Custom 2
Employee Info 1
Employee Info 2
Employee Info 3
The following mapping restrictions apply:
You can map a user-defined field to only one account segment. For example, if you map Employee Info 1 to
the Company segment, you cannot also map Employee Info 1 to the Country segment. An error message is
displayed when you move off the field.
Also, you cannot map combined segments to a user-defined field. All combined segments are mapped to
the Employee Info 3 user-defined field.
You cannot map the main segment to a user-defined field. The main segment is mapped to the Expense
Type field.
Note: The main segment is not displayed because Concur Expense Integrator maps this field for you.
Printing the Concur Integrator Expense Setup report
The Concur Expense Setup report lists the selections you made in the Concur Expense Setup window.
You can print this report by choosing File >> Print after you have finished making selections in the Concur
Expense Setup window. This report can be printed at any time.
Concur Expense Integrator daily procedures

Concur Expense Integrator imports employee information from Concur Expense into Microsoft Dynamics GP. The
following steps can be used as guidance for using Concur Expense .
Note: You will complete the first four steps using Concur Expense and the remaining steps in Microsoft Dynamics
GP.
1. Submit an expense report on the web.
2. Approve the expense report.
3. Authorize payment for the expense report.
4. Close the batch that contains all the approved expenses and generate the import file.
5. Import expense report transactions.
6. Post expense report transactions.
7. Complete a check run and post payments.
Import expense report transactions
During the process of importing Concur Expense transactions, Concur Expense Integrator checks for vendor IDs
that do not exist in Payables Management. If there are vendor records that do not exist in Payables Management, a
vendor record is created as part of the import process.
When the vendor record is created, the employee ID is assigned as the vendor ID for the new vendor record. The
vendor record is assigned to the vendor class that is specified in the Concur Expense Setup window.
To import expense report transactions, follow these steps:
1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Import Exp. Reports
to open the Concur Expense Import Expense Reports window.
2. Select the file location where the import files are located. The default location is the path that was entered in
Location for Files field in the Concur Expense Setup window.
3. Mark the Print Import Journal option to specify whether the Concur Expense Report Import Journal
report will be printed.
4. Click Import to import the expense reports. Concur Expense Integrator uses the file location that is
specified in the File Location field and finds all files that have a “*.cgl” extension.
5. After all the expense report transactions have been imported into Payables Management, you can print the
Concur Expense Report Import Journal report.
Note: If new vendors were created during the import process, the New Vendors report is printed after the
Concur Expense Report Import journal report is printed.
Concur Expense Report Import Journal
The Concur Expense Report Import Journal report is printed after the expense reports are imported. You can
reprint this report at any time.
To reprint the Concur Expense Report Import Journal report, follow these steps:
1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Import Exp. Reports
to open the Concur Expense Import Expense Reports window.
2. Click the printer icon or File >> Print to reprint this report.
Concur Expense Report Summary Inquiry
The Concur Expense Report Summary Inquiry window displays summary information about the expense
reports that were imported into Payables Management. The Expense Audit report can also be printed from this
window.
To view summary information about expense reports, follow these steps:
1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Exp. Report Inquiry
to open the Concur Expense Report Summary Inquiry window.
2. Click Redisplay to display the current expense report information.
3. In the Vendor ID field, select or enter a range of vendor IDs, and then click Redisplay.
Note: The Expense Audit report is similar to the Concur Expense Report Import Journal, except that is
printed after the import process. The Expense Audit report lists the transactions that were imported successfully.
Print the Expense Audit report
1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Exp. Report Inquiry
to open the Concur Expense Report Summary Inquiry window.
2. Select the report criteria and click the Printer icon.
3. Select the print options you need and click Print.
Concur Expense Remove Transaction History
Use the Concur Expense Remove Transaction History window to remove historical expense report
transactions. After an expense report is successfully imported, it is transferred to history. Transactions remain in
history until you remove them.
To remove transaction history, follow these steps:
1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Remove History to
open the Concur Expense Remove Transaction History window.
2. Enter a date range for the transactions to remove.
3. Mark the Remove Transactions option and click Process to remove the records in the specified date range.
To print the Concur Expense Remove Transaction History report without removing history, unmark the
Remove Transactions option and click Process.
4. Mark the Print Report option to print the Concur Expense Remove Transaction History report.
Note: If choose not to print the Concur Expense Remove Transaction History report, this report cannot be
reprinted later.
5. Click Process to remove the Concur Expense Integrator transactions.
Employee reimbursement
The Concur Expense Integrator is designed to process expenses that are reimbursable to the vendor (the
employee). After the expense reports are imported into Microsoft Dynamics GP, a batch is created in Payables
Management. The batch is created that uses the batch prefix that was entered in the Concur Expense Setup
window. The batch contains a vendor record for each employee who has expense report transactions to be paid.
For more information about how to process the Payables Management batch, see the Payables Management
documentation in Microsoft Dynamics GP.
Purchase Order Processing in Dynamics GP
You can use Purchase Order Processing to enter standard, drop-ship, and blanket purchase orders for items. When
necessary, you can change the status of a purchase order or the individual line items on the purchase order. For
example, you might cancel a line item on a purchase order if the item that you’ve ordered has been discontinued or
if you won’t be receiving part of the quantity ordered for the purchase order.
You also can use Purchase Order Processing to complete the following tasks:
Enter and post shipment receipts, in-transit inventory receipts, and invoice receipts individually or in batches
Enter and post shipment/invoice receipts individually or in batches
Match shipments to invoices so that accurate costs are assigned to items received into inventory
Apply landed costs, such as shipping costs and handling fees, to items
Use purchase order generator to automatically create purchase orders to replenish inventory quantities
Process purchasing returns and offsets the original purchase order transaction amount against inventory
accounts and applicable general ledger accounts. Returned items are matched to the original receipts.
If you are using Project Accounting, you can enter purchase orders and drop-ship purchase orders for projects.
If you are using Sales Order Processing, you can commit purchase order line items to Sales Order Processing line
items to fill sales orders.
If you are using Purchase Order Enhancements, you can approve and commit purchase orders and return items
that have been received on a shipment or shipment/invoice receipt. For more information, see the Purchase Order
Enhancements documentation.
This content is designed to give you an understanding of how to use the features of Purchase Order Processing,
and how it integrates with the Dynamics GP system.
To make best use of Purchase Order Processing, you should be familiar with system-wide features described in the
Some features described in the documentation are optional and can be purchased through your Dynamics GP
partner.
To view information about the release of Dynamics GP that you’re using and which modules or features you are
registered to use, choose Help>> About Microsoft Dynamics GP.
The content is divided into the following parts:
Part 1: Setup and cards introduces Purchase Order Processing and gives detailed instructions on setting it
up.
Part 2: Purchase orders, explains how to enter, print, issue, and manage purchase orders.
Part 3: Receipts, explains how to enter and manage receipts.
Part 4: Purchase order returns, includes information about using purchase order returns.
Part 5: Inquiries and reports, explains how to use inquiries and reports to analyze your purchasing and
receiving activity.
Part 6: Utilities, describes procedures you can use to reconcile purchase order information or remove history.

Use the following information to set up Purchase Order Processing. Setup procedures generally need to be
completed once, but you can refer to the information at other times for instructions on modifying or viewing
existing entries.
Chapter 1, “Module setup,” provides instructions for setting up the Purchase Order Processing module.
Chapter 2, “Buyers,” describes how to set up and manage buyer IDs. Identifying a buyer on a purchase order
makes it easier to track orders.
Chapter 3, “Purchase order generator setup,” provides instructions for setting up the purchase order
generator.
Chapter 4, “Project setup for Purchase Order Processing,” provides instructions for setting up project
information in the Purchase Order Processing module.
Chapter 1: Module setup

Use this information to learn about and set up Purchase Order Processing. The setup procedures are organized in
an order that will ensure Purchase Order Processing is set up properly.
When you set up Purchase Order Processing, you can open each setup window and enter information, or you can
about the Setup Checklistwindow.
Purchase Order Processing document types
Purchase Order Processing history types
Before you set up Purchase Order Processing
Setting up Purchase Order Processing preferences and default entries
Setting up currency decimal places for non-inventoried items
Setting up Purchase Order Processing tax options
Setting up user-defined fields for receivings
Setting up comments
Use Purchase Order Processing to track your company’s purchasing activity. You can enter and manage purchase
orders, track shipments and invoices received, and match shipments to invoices that were received separately.
There are seven types of documents in Purchase Order Processing.
Standard purchase orders list items that will be shipped to your business to be received into your inventory.
For more information, see Entering a standard purchase order. If you are using Project Accounting, see
Entering a standard purchase order for projects for more information.
Drop-ship purchase orders list items that will be shipped directly to the customer. The vendor sends you an
invoice and you, in turn, send an invoice to the customer. For more information, see Entering a drop -ship
purchase order. If you are using Project Accounting, see Entering a drop -ship purchase order for projects for
more information.
Blanket purchase orders list a single item and the quantities that will be delivered in a series of shipments,
usually on specific dates. The items will be shipped to your business to be received into your inventory. For
more information, see Entering a blanket purchase order. If you are using Project Accounting, you can’t
enter blanket purchase orders for projects.
Drop-Ship blanket purchase orders list a single item and the quantities that will be delivered to the customer
in a series of shipments, usually on specific dates. The vendor sends you an invoice and you, in turn, send an
invoice to the customer. For more information, see Entering a drop -ship blanket purchase order. If you are
using Project Accounting, you can’t enter drop-ship blanket purchase orders for projects.
Shipment/invoice receipts record the receipt of goods and services accompanied by an invoice. For more
information, see Receiving a shipment/invoice. If you are using Project Accounting, see Receiving a
shipment/invoice for project for more information.
Shipment receipts record the receipt of goods and services without an invoice. For more information, see
Receiving a shipment. If you are using Project Accounting, see Receiving a shipment for projects for more
information.
Invoice receipts record an invoice received for a shipment you received and posted earlier, or an invoice
received for a shipment that you have not yet received. For more information, see Entering an invoice receipt
1. If you are using Project Accounting, see Entering an invoice receipt for projects for more information.
When setting up Purchase Order Processing, you’ll have the option to maintain the following types of history. If
you are using Project Accounting, historical information for project line items will be maintained in Project
Accounting.
Purchase Order This option keeps a detailed copy of each purchase order in history. When you transfer a
purchase order to history using the Remove Completed Purchase Orders window, or when you void a purchase
order using the Purchase Order Entry window, purchase order history will include line-by-line detail of all
information entered for each purchase order.
Account Distributions This option keeps a detailed record of transaction distributions that are posted to General
Ledger. Account distribution history will be updated when each receipt is posted. Distribution history includes the
audit trail code, account, account description, debit or credit amount, and other information about each transaction.
Receipt This option keeps a detailed copy of each receipt in history. When you post or void a receipt using the
Receivings Transaction Entry window or the Purchasing Invoice Entry window, receipt history will include line-by-
line detail of all the information entered for each receipt, including serial numbers, lot numbers, and bin
information.
Keeping history will increase the amount of hard disk space needed. You should periodically remove the historical
records you no longer need. For more information, see Chapter 27, “Purchase order history removal.”
You should complete setup procedures in Payables Management and Inventory Control before you set up Purchase
Order Processing. If you haven’t completed all of the following tasks, be sure to do so before continuing.
Set up Payables Management
Create vendor cards
Enter beginning inventory quantities
Set up item records (be sure to assign price lists and vendor items)
Set up item sites
Set up inventory and purchasing accounts in the Posting Accounts Setup window
To view the Posting Accounts Setup window, choose Administration >> Setup>> Posting >> Posting Accounts and
then select to view Inventory or Purchasing accounts.
Be sure you’ve also completed the setup procedures for your company, currency, checkbooks, and posting options.
Tax schedules and tax details also should be set up. For more information about completing these procedures, refer
your System Setup instructions (Help >> Contents >> select Setting Up the System).
If you’re using landed costs, be sure to set up landed cost records and groups before you set up Purchase Order
Processing. For details, see the Inventory Control documentation.
If you’re using Multicurrency Management, be sure to set up currencies, exchange rate tables, and rate types before
you set up Purchase Order Processing. For details, see the Multicurrency Management documentation.
Use the Purchase Order Processing Setup window to set preferences and default entries that appear throughout
To set up Purchase Order Processing preferences and default entries:
1. Open the Purchase Order Processing Setup window. (Purchasing >> Setup >> Purchase Order Processing)
2. Accept or change the default document code and enter the next document number you want to use for
purchase orders.
The document code can be used to identify the documents on reports and inquiries. The next number will be the
starting document number when receipts are entered. You can reuse a document number if the document has been
deleted or removed from history (if you’re keeping history).
By defining the next document number, you also are determining the number of unique document numbers that
will be available. For example, if you enter PO001 as the next purchase order number, you’ll be able to enter up to
999 purchase orders; if you enter PO0001 as the next purchase order number, you’ll be able to enter up to 9,999
purchase orders. Be sure to enter a next number that will accommodate your business volume.
3. Select the format you want to use when purchase orders are printed. If you are using Project Accounting, the
default document format for a purchase order with project information will be the document format specified
for the vendor record in the PA Vendor Options window.
To use purchase order forms other than the suggested forms, you may want to use Report Writer to be sure the
information is printed on your forms correctly. For more information, refer to Report Writer help.
4. Accept or change the default document code that appears and enter the next document number you want to use
for receipts.
starting document number when receipts are entered. You can reuse a document number if the document has been
deleted or removed from history (if you’re keeping history).
5. Enter the number of decimal places to use when displaying and entering quantity and currency amounts for
non-inventoried items.
If you’re using Multicurrency Management, choose the expansion button to open the Purchasing Non-Inventoried
Currency Decimals Setup window. Use this window to define currency decimal places for each currency to which
you have access. For more information, see Setting up currency decimal places for non-inventoried items.
6. Mark Shortage and then enter the percentage to use when the quantity received is less than the quantity
ordered for non-inventoried items when receiving against a standard or blanket purchase order. If the
difference between the quantity received and quantity ordered falls within the quantity shortage percentage,
the difference between the quantities is canceled and the status of a line item is automatically changed to
change order, received, or closed. The status of the line item depends on whether or not the line item has
been invoiced.
7. Mark Overage and then enter the percentage to use when the quantity received is more than the quantity
quantity received is over the overage tolerance, you will receive a message that you can't enter a quantity
greater than the combined total of the Remaining to Receive quantity and the overage tolerance set up for
the item.
8. Select which date to use as a default date each time that you open the Purchase Order Entry window to work
with purchase orders. You can use the date from the last document you entered or the user date.
9. Select a default site ID for purchase order line items. You can select either the default site ID set up for the
item in Item Quantities Maintenance window or the previous purchase order line’s site ID.
10. Select which item numbers to use during transaction entry—the item numbers your company uses or the
item numbers used by your vendors.
If you are using Project Accounting and select Vendor Items, you can’t enter a project number and a cost category
for purchase orders, shipment receipts, shipment/invoice receipts, or invoice receipts.
11. Indicate whether you want New purchase orders generated in Sales Order Processing to be placed on hold
when they appear in the Purchase Order Entry window. If you mark this option, committing a Sales Order
Processing line item to an existing purchase order line item will not cause the purchase order to be placed on
hold.
If you mark this option and you’ve assigned a password to the option “Allow Hold/Remove Hold of Purchase
Orders,” you will not need to enter the password during the purchase order generation process in Sales Order
Processing. However, the password to remove holds will apply when a purchase order is viewed in the Purchase
Order Entry window.
If you are using Project Accounting, you can’t create purchase orders for projects from Sales Order Processing.
12. Indicate whether you want the system to search for uncommitted purchase order quantities when you attempt
to create a link between a sales line and a purchase order. If you don’t mark the option, you’ll be able to create a
new purchase order for the sales document, but you won’t be able to link the sales line to an existing purchase
order. Refer to the Sales Order Processing documentation for information about linking an item to an existing
purchase order.
If you are using Project Accounting, you can’t commit purchase orders for projects to sales documents.
13. Indicate whether you want to transfer line item comments from sales documents to new purchase orders. If you
mark this option, existing purchase order line comments will not change if linked to sales line items with
comments.
If you are using Project Accounting, you can’t transfer line comments from sales line items to purchase order line
items that are assigned to projects.
14. Indicate whether the release by date for a purchase order line item should be calculated by subtracting the
vendor’s planning lead time from the required date. By marking this option, you can use the PO Line Items to
Release Report to identify purchase order line items that should be released to the vendor. If you don’t mark this
option, the release by date isn’t calculated automatically.
If you are using Project Accounting, the release by date isn’t calculated for purchase order line items that are
assigned to projects.
15. Select the types of historical information you want to maintain for your purchase transactions. If you are using
Project Accounting, historical information for project line items will be maintained in Project Accounting. For
information about history types, see Purchase Order Processing history types.
If you’ve selected to reprint Purchase Order Processing posting journals in the Audit Trail Codes Setup window, the
system will maintain the history necessary to reprint posting journals whether or not you’ve marked to maintain
history in the Purchase Order Processing Setup window.
16. Mark Allow Purchase Order Prepayments to enter a prepayment amount for a purchase order and generate the
prepayment as computer check in Payables Management.
Payables Management and Purchase Order Processing must be registered for this option to be available, but
Project Accounting, Multidimensional Analysis, and Analytical Accounting must not be registered.
17. To enter manual prepayments for purchase orders, mark the Create manual prepayment from Purchase Order
Processing option.
This option is available when the Allow Purchase Order Prepayments option is marked.
18. Enter a password to limit the users who can enter prepayments for purchase orders.
19. Enter or select the account to be used as the default posting account when you post prepayments.
20. In the Options scrolling window, mark the check boxes next to the options you want to enable. You can assign
passwords to the options to restrict who has access to them. If an option is marked, but no password is entered,
anyone with access to the affected window can perform the action. You can select to allow the following:
Receiving items without a purchase order Select this option to allow line items not assigned to a purchase
order to be entered on a shipment, shipment/invoice or invoice receipt. If the option isn’t selected, you won’t be
able to receive or invoice line items not associated with a purchase order.
Changing the site ID in receiving Select this option to allow receiving line items to different locations than
indicated on the original purchase order.
Allowing/removing holds on purchase orders Select this option to allow users to place and remove holds on
New, Released or Change Order purchase orders of either type—standard or drop-ship.
When you mark this option, you also can indicate whether you want to allow editing of purchase orders on hold. If
you don’t allow editing on-hold purchase orders, you will be able to view purchase orders that have been placed on
hold, but you won’t be able to edit, delete or void them.
Editing costs in receiving Select this option to allow changing an item’s Unit Cost and Extended Cost in the
Receivings Transaction Entry window.
When deciding whether to allow the editing of costs in receiving, keep in mind that purchase price variances are
calculated by comparing the cost posted from receiving with the standard cost for items with periodic valuation
methods. For more information about standard cost and valuation methods, see the Inventory Control
documentation.
If you allow receiving without a purchase order, you should allow editing of costs in receiving, or you won’t be able
to enter costs for items without purchase orders. To restrict access, you can require a password.
Warning when purchase order line item is not fully Invoiced Select this option to receive a warning message
that a purchase order line item has a remaining quantity to invoice when closing a purchase order or a purchase
order line item in the Edit Purchase Order Status window.
21. If you are using Project Accounting, choose Project to open the PA Purchase Order Processing Setup
Options window, where you can select preferences and default entries for purchase orders, shipment
receipts, shipment/invoice receipts, and invoice receipts for projects. See Setting up project preferences and
default entries in Purchase Order Processing for more information.
22. Choose Options to open the Purchase Order Processing Setup Options window, where you can set up tax
calculations in Purchase Order Processing. See Setting up Purchase Order Processing tax options for more
information. If you are using purchase order generator, you can use the Purchase Order Processing Setup
Options window select options for generating purchase orders. See Setting up purchase order generator
default entries for more information.
23. Choose Receivings User-Defined to enter labels for user-defined fields, lists, and dates that will be used
when entering shipments and shipment/invoices. See Setting up user-defined fields for receivings for more
information.
24. Choose OK to save the entries you’ve made in the Purchase Order Processing Setup window.
25. Print a Purchase Order Processing Setup List (optional).
Choose File >> Print while the Purchase Order Processing Setup window is displayed to print a Purchase Order
Processing Setup List to review the setup options you’ve entered. If you’ve identified errors in the setup list, simply
enter or select the correct information.
This report also can be printed using the Purchasing Setup Reports window.
Use the Purchasing Non-Inventoried Currency Decimals Setup window to define currency decimal places for non-
inventoried items for each currency to which your company has access. This window is available only if you are
using Multicurrency Management. If you aren’t using Multicurrency Management, use the Purchase Order
Processing Setup window to define the number of decimal places when displaying currency amounts for non-
inventoried items.
The default number of decimal places for each currency was determined when the currencies were set up. Use this
window to change the number of decimal places used to display currency amounts for non-inventoried items. You
can change the non-inventoried currency decimal places for a currency at any time.
Changing the decimal place setting for a currency won’t change the decimal place settings of non-inventoried items
already entered on existing documents. Only new items added to existing transactions or new transactions will use
the new settings.
To set up currency decimal places for non-inventoried items:
1. Open the Purchasing Non-Inventoried Currency Decimals Setup window. (Purchasing >> Setup >> Purchase
Order Processing >> Currency expansion button)
2. In the Currency Decimals column, change the number of currency decimal places to use for non-inventoried
items. Amounts will appear in the format defined in this window whenever a non-inventoried item is entered
for a specific currency.
3. Continue this process until you define the decimal places for all the currencies displayed in the window.
4. Choose File >> Print to print the Non-Inventoried Currency Decimals Setup List.
Use the Purchase Order Processing Setup Options window to set up the tax calculations that will be used on
documents. Depending on the tax calculation selected, you can enter default tax schedules for non-inventoried
items, freight, and miscellaneous items. For information about setting up the purchase order generator, see Chapter
3, “Purchase order generator setup.”
To set up Purchase Order Processing tax options:
1. Open the Purchase Order Processing Setup Options window. (Purchasing >> Setup >> Purchase Order
Processing >> Options button)
2. Mark the type of tax calculation to use on documents.

Advanced Mark Advanced to specify a tax schedule to use for noninventoried items, freight, and miscellaneous
charges. For inventory items, the tax schedule you chose for each item in the Item Maintenance window will be
used.
Single Schedule Mark Single Schedule to specify one tax schedule for all items on all documents. Items on each
document will be taxed using the tax details in the schedule you specify here, even if the item is nontaxable or if the
vendor is tax exempt. Taxes won‘t be calculated on freight or miscellaneous charges.
3. If you marked Advanced in step 2, enter or select tax options for non-inventoried items, freight, and
miscellaneous charges. You can change the tax schedules used for a transaction in a tax schedule entry window
during transaction entry. The tax options are:
Taxable The tax details that are assigned to the vendor or site will be compared to the tax details in the tax
schedule you specify here.
Nontaxable No taxes will be calculated.
Base on vendor The tax schedule assigned to the vendor’s purchase address will be used calculating taxes.
4. Choose OK.
To print the Purchase Order Processing Setup List, choose File >> Print in the Purchase Order Processing Setup
window.
Use the Receivings User-Defined Fields Setup window to enter labels for up to 35 user-defined fields to further
track additional information for shipment and shipment/invoice receipts. Later, when you enter receivings
transactions, the labels will appear in the Receivings User-Defined Fields Entry window, where you can enter
information that is unique to the transaction. You can set up the following types of user-defined fields.
List Use list fields to predefine options to track information that is specific to your business. For example, to track
the origin of orders, you could name a list Order Origin and enter Fax, Phone, and Mail as values for the list. When
you enter transactions, Order Origin will appear as a title in the Receivings User-Defined Fields Entry window and
you can select where the order originated from the list you created or include additional values.
Text Use text fields to record additional information about the transactions you enter in the Receivings Transaction
Entry window. For example, to track special ID numbers for shipped equipment, you can enter Shipping ID in a text
field.
Dates Use date fields to record additional dates that affect your documents. For instance, if you want to track the
date that an installation was complete, enter Install Date in a date field.
To set up user-defined fields for receivings:
1. Open the Receivings User-Defined Fields Setup window. (Purchasing >> Setup >> Purchase Order Processing
>> Receivings UserDefined button)
2. Enter as many as five list fields. Choose the expansion button next to each list name you‘ve entered; the
Receivings User-Defined List Setup window will appear. Use this window to enter values for each list.
3. Enter as many as 10 text fields to track additional information about your customers.
4. Enter as many as 20 date fields to record additional dates that affect your documents.
5. Choose File >> Print to print the Receivings User-Defined Fields Setup List.
6. Choose OK to return to the Purchase Order Processing Setup window. Your changes are saved when you
choose OK in the Purchase Order Processing Setup window.
Setting up comments
You can add comments to purchase orders or to individual line items on a purchase order or receipt. Comments are
printed automatically on the purchase order and line item comments are printed below the item on the purchase
order or receipt.
Use the Comment Setup window to define comments for each company. You can use these comments on Sales
Order Processing, Invoicing or Purchase Order Processing documents. You also can modify standard comments for
a particular document or item, or create one-time comment.
To set up comments:
1. Open the Comment Setup window. (Administration >> Setup >> Company >> Comments)
2. Enter a short identifier for the comment.
3. Select a series this comment will be associated with.
4. Enter the comment text.
You can enter up to 200 characters, which will appear on the purchase order or receipt as four lines of 50
characters each. If you want longer comments to appear, use Report Writer to modify the document layout.
5. Choose Save.
Chapter 2: Buyers
Large companies typically have several buyers working in the purchasing department, with each buyer assuming
responsibility for certain items. A buyer’s job may include vendor selection, negotiation, and purchase order
placement and follow -up.
Identifying a buyer on a purchase order makes it easier to track orders. For example, if your company employs ten
buyers who enter purchase orders in the same system, the purchase order numbers are not an effective way of
locating a particular buyer’s documents. If buyers are assigned to purchase orders, you can print a report sorted by
Buyer ID.
Adding buyer IDs
Modifying buyer IDs
Removing buyer IDs
Adding buyer IDs
Use the Buyer Maintenance window to add new buyer IDs. For example, a buyer ID can be based on a location, a
group of items, or an existing user ID.
To add buyer IDs:
1. Open the Buyer Maintenance window. (Purchasing >> Cards >> Buyers)
2. Enter a buyer ID in the Buyer ID field.

4. Choose Insert to insert the buyer ID in the scrolling window and save the record.
5. Choose OK when you’re finished adding buyer IDs.
Modifying buyer IDs
Use the Buyer Maintenance window to modify existing buyer IDs.
To modify buyer IDs:
2. Select a buyer ID in the scrolling window.
3. Choose Modify. The buyer you selected will appear in the Buyer ID and Description fields.
4. Edit the existing description.
6. Choose OK when you’re finished modifying a buyer ID.
Removing buyer IDs
Use the Buyer Maintenance window to delete buyer IDs you no longer want to use.
If you remove a buyer ID that is linked to an active purchase order (one that isn’t in history), the buyer ID will
remain attached to that purchase order. If the Manufacturing Series is registered and you delete a buyer ID that is
linked to items in Item Engineering, the buyer ID will be removed from those items.
To remove buyer IDs:
2. To remove a single buyer ID, select it in the scrolling window and choose Remove. To remove all of your
buyer IDs, choose Remove All.
Chapter 3: Purchase order generator setup

If you are using the purchase order generator, you can automatically generate purchase orders to replenish
inventory based on a reorder point you specify. If you are using Project Accounting, you can’t generate purchase
orders for projects.
Use the purchase order generator to analyze inventory levels and suggest purchase order line items based on
default settings and reorder levels; the suggested purchase orders can be modified before they are created.
Sites and purchase order generator
Setting up purchase order generator default entries
Mapping inventory sites to addresses
You’ll use master sites, subordinate sites, and independent sites when generating suggested purchase orders. How
the demand is purchased, received, and distributed depends on how you use these sites.
A master site is a central location where its requirements are consolidated with the net demand from subordinate
sites. A purchase order is placed from the total net demand at the master site. You can have more than one master
site. A subordinate site is a location that passes its requirements to a central location, the master site, to be
purchased, received, and distributed. An independent site is a location that has requirements that must be fulfilled
by the items that are to be purchased. A master site is an independent site.
The order method you select for an item decides which site will be used when generating purchase orders. If you
select Order to Master Site, suggested purchase order quantities will be based on requirements for this site and
other sites that have the same master site. When you are ordering to a master site, you’ll need to set up your
master site before setting up your subordinate sites in the Purchase Order Generator Item Maintenance window.
The master site must have an order method of Order To Independent Site. Assume that your default master site is
Warehouse. If you didn’t set up Warehouse as an independent site, any subordinate site that would have used
Warehouse as their master site will use order to independent site as their order method.
If you select Order to Independent, suggested purchase orders can be generated for the site where the material is
required or if the site is a master site for subordinate sites as well as the master site. Requirements from
subordinate sites will not be required is the site isn’t a master site.
Use the Purchase Order Processing Setup Options window to define default reorder information that will appear in
the Purchase Order Generator Item Maintenance window and the Purchase Order Item Mass Update window.
You also can select how purchase orders should be created when you generate suggested purchase order line items
using the Suggested Purchase Orders Preview window. You can select to create a purchase order for all items that
have the same vendor, buyer, and ship-to address or create a purchase order for all items that have the same
vendor and buyer.
You should set up general default information before you define preferences for a specific item-site combination or
a group of items and sites. You can change the entries for individual item-site combinations, if necessary. Use the
Purchase Order Generator Item Maintenance window to set up reorder preferences for each item at a specific site.
Use the Purchase Order Item Mass Update window to set up or change reorder preferences for a group of items.
For more information, see the Inventory Control documentation.
If you are using Project Accounting, you can’t generate purchase orders for projects.
To set up purchase order generator default entries:
2. Select a default order method for automatically generated purchase orders.

Order To Independent Site Use this option if you want to order to the site where the material is required.
Order To Master Site Use this option if items are purchased to a central location (a master site) and distributed to
other sites (subordinate sites).
3. If the order method is Order To Master Site, enter or select a master site. Demand from all subordinate sites
will be combined with demand for the master site you select when determining the order quantity.
4. Select a default replenishment level.
Order Point Quantity Select this level to order a quantity that will bring available inventory up to the order point
defined in the Item Resource Planning Maintenance window.
Order-Up-To-Level Select this level to order a quantity that will bring available inventory up to the order-up-to
level defined in the Item Resource Planning Maintenance window. The Order Point Quantity will be used if the
Order-Up-To Level is zero or less than the Order Point Quantity.
Vendor EOQ Select this level to order a quantity that is equal to the economic order quantity defined in the Item
Vendors Maintenance window for the selected vendor. The vendor economic quantity is used when it is greater
than the required quantity otherwise, the required quantity is used.You won’t be able to select this option if the
order method is Order To Master Site.
Refer to How quantities are calculated for suggested purchase orders for information about how replenishment
levels affect required quantity.
5. If the order method is Order To Independent Site, indicate which vendor to use for purchase orders.
Site Primary Vendor The primary vendor specified in the Item Quantities Maintenance window for the item-site
combination is used.
Vendor with Lowest Cost The vendor with the lowest cost will be selected based on the functional equivalent of
the Last Originating Invoice Cost field in the Item Vendors Maintenance window.
Vendor with Shortest Lead Time The vendor with the shortest planning lead time will be selected based on the
Planning Lead Time field in the Item Vendors Maintenance window.
You won’t be able to select a vendor selection if the order method is Order To Master Site. The master site’s vendor
selection will be used to determine the vendor.
If the order method is Order To Independent Site, indicate which item cost to use for purchase orders.
Vendor Last Originating Invoice Cost The last originating invoice cost from the Item Vendors Maintenance
window for the selected vendor will be used.
Item Current Cost The current cost from the Item Maintenance window will be used.
Item Standard Cost The standard cost from the Item Maintenance window will be used.
Specified Cost (In Functional Currency) The cost specified in the Purchase Order Generator Item Maintenance
window will be used regardless of the vendor.
You won’t be able to select a cost selection if the order method is Order To Master Site. The master site’s cost
selection will be used to determine the cost.
6. Mark Allocations to subtract the allocated quantity from the current supply when the required quantity is
calculated.
7. Mark Back Orders to subtract the back ordered quantity from the current supply when the required quantity
is calculated.
8. Mark Requisitions to subtract the requisitioned quantity from the current supply when the required quantity
is calculated.
9. Unmark Create One Purchase Order per Ship To Address to generate a purchase order for all items that
have the same vendor and buyer. If this option is marked, you can generate a purchase order for all items
that have the same vendor, buyer, and ship-to address.
10. Choose OK to close the window and return to the Purchase Order Processing Setup window.
Use the Purchase Order Generator Map Sites window to define the relationship between inventory site IDs and
company addresses. The company address you assign to an inventory site is used as the ship-to address on
suggested purchase orders for that site. If there is no company address mapped to a site, the company’s primary
address ID is used on purchase orders for that site.
When suggested purchase order line items are generated, all items for the same vendor, buyer ID, and ship-to
address will be grouped together on a single purchase order. The ship-to address for a purchase order line is
determined by the item’s site ID.
For example, if an item needs to be replenished at three sites and all sites have the same address ID, three lines for
the item will be created on the same purchase order—one line for each site.
To map inventory sites to addresses:
1. Open the Purchase Order Generator Map Sites window. (Purchasing >> Setup >> Purchase Order Generator
Map Sites)
All inventory site IDs defined for the current company will be displayed.
2. Enter or select an address ID (defined in the Company Addresses Setup window ) for each site ID.
Any site that is left unmapped will use the primary company address. Suggested purchase order line items for
these sites will be consolidated as lines on a purchase order.
3. Choose OK to save changes and to close the window when you’re finished mapping sites.
Chapter 4: Project setup for Purchase Order Processing

If you are using Project Accounting, you can enter project information on purchase orders, shipment receipts,
shipment/invoice receipts, and invoice receipts. Use the following information to set up project preferences and
default entries for Purchase Order Processing.
Projects in Purchase Order Processing
Before you set up Purchase Order Processing for projects
Setting up project preferences and default entries in Purchase Order Processing
You can set up, enter and maintain project records and transactions using Project Accounting. You also can budget
resources, manage purchases, schedule tasks, monitor costs, bill customers, and recognize revenue. For more
information about Project Accounting, projects, and cost categories, refer to the Project Accounting documentation.
You can acquire goods and services to be used in projects or you can buy them on behalf of customers. You can
enter standard and drop-ship purchase orders for projects. As you receive the goods and services that you
purchase for projects, you can enter the receipt of shipments and invoices. Items received from a standard purchase
order are stored in inventory. To transfer these items to a project to make the items billable, you’ll use the Inventory
Transfer Entry window in Projecting Accounting. Items from a drop-ship purchase order are automatically invoiced
and transferred to a project.
You can complete the following tasks if you aren’t entering project information for purchase orders, shipment
receipts, shipment/invoice receipts, or invoice receipts.
Enter blanket and drop-ship blanket purchase orders
Commit purchase orders to sales documents
Enter manufacturers’ item numbers for purchase orders
Enter manufacturing job links for purchase orders, shipment, shipment/invoice, and invoice receipts
Open the MRP Item Inquiry window to view Material Requirements Planning information for an item if
you’re using the Manufacturing Series
Automatically generate purchase orders to replenish inventory, based on a reorder point that you specify
You should complete setup procedures in Project Accounting before you set up Purchase Order Processing for
projects. If you haven’t completed all of the following tasks, be sure to do so before continuing. Refer to the Project
Accounting documentation for more information about setting up Project Accounting.
TASK TO COMPLETE WINDOW USED
Set up user options for purchase orders User Purchase Order Settings window
Set up user options for invoice receipts User Purchasing Invoice Settings window
Set up user class options for purchase orders User Class Purchase Order Settings window
Set up user class options for invoice receipts User Class Purchasing Invoice Settings window
Set up project default entries Project Setup window
Set up project and contract status options Project Setup – Status Options window
Create contract records Contract Maintenance window
Create a cost category record Cost Category Maintenance window
Create project records Project Maintenance window

Assign cost categories to a project Budget Maintenance window
Create cost category budgets Budget Detail Entry window
Assign inventoried items to cost categories Budget Detail IV Items window
Set up vendor default entries for profit, purchase order format, PA Vendor Options window
and unit cost

Use the PA Purchase Order Processing Setup window to set up preferences and default entries that will be used
when entering purchase orders, shipment receipts, shipment/invoice receipts, and invoice receipts for projects.
To set up project preferences and default entries in Purchase Order Processing:
1. Open the PA Purchase Order Processing Setup Options window. (Purchasing>> Setup >> Purchase Order
Processing >> Project button)
2. Enter purchase order label descriptions for three purchase order formats that are available when you are
using Project Accounting. These labels will be displayed as options in the Purchase Order Format list in the
Purchase Order Print Options window and the Print Purchasing Documents window.
3. Enter and attach a default transaction billing note. This note is used only when you select None in the
Default Billing Note From field. The note will be displayed when you enter an item in the Purchase Order
Entry window, in the Receivings Transaction Entry window, or in the Purchasing Invoice Entry window.
4. Select the default billing note to be displayed when entering items in the Purchase Order Entry window, in
the Receivings Transaction Entry window, or in the Purchasing Invoice Entry window.
Budget Select to use the billing note entered for the cost category in the project budget.
Cost Category Select to use the billing note entered for the cost category record.
None Select to use the billing note entered as the default transaction billing note.
4. Enter the cost description that will be assigned to invoice receipts. The cost description will be displayed as
the collective name of invoice receipts in Project Accounting windows such as the Project Billing Settings
window, Contract Settings window, and Budget Maintenance window.
5. Select to update periodic budget amounts for actual costs using the document date or posting date of
invoice receipts.
6. Select the unit cost to use for project line items when entering purchase orders and receipts.
Budget Select to use the unit cost entered for the cost category in the project budget.
Cost Category Select to use the unit cost entered for the cost category record.
None Select if you don’t want to use a default unit cost.
7. Enter a percentage of how much the unit cost of an invoice receipt can exceed the unit cost of a purchase
order that the invoice receipt is matched to. To vary the unit cost by an unlimited amount, mark the Exceed
PO Unit Cost option in the scrolling window.
8. Select the default profit type when entering invoice receipts.
Budget Select to use the profit type entered for the cost category in the project budget.
Cost Category Select to use the profit type entered for the cost category record.
Vendor Select the profit type entered for the vendor record in the PA Vendor Options window.
9. Select the default inventory item price level when entering invoice receipts.
Budget Select to use the default price level entered for the item in the cost category in a project budget.
Cost Category Select to use the default price level entered for the item in the Item Price List Maintenance window.
None Select if you want to enter the price level when entering invoice receipts.
10. You can enter user-defined field labels to track information about invoice receipts.
11. In the scrolling window, mark the Allow check boxes next to the options that you want to use. You can assign
passwords to the options to restrict who has access to them. If an option is marked, but no password is
entered, anyone with access to the affected window can perform the action. You can select to allow the
following options.
Override Document Number PO Select this option to change the purchase order number that appears as a
default entry in the Purchase Order Entry window. If you don't mark this option, the PO Number field in the
Purchase Order Entry window will display the next number available. The number can’t be changed.
Override Document Number PI Select this option to change the document number that appears as a default
entry in the Purchasing Invoice Entry window. If you don't mark this option, the Document Number field in the
Purchasing Invoice Entry window will display the next number available. The number can’t be changed.
Allow Zero Quantity Select this option to enter a zero quantity for purchase orders and invoice receipts.
Allow Zero Unit Costs Select this option to enter a zero unit cost for purchase orders and invoice receipts.
Exceed Total Budget Quantity PO Select this option to enter a quantity for a purchase order that exceeds the
Forecast quantity set in the Budget Detail Entry window.
Exceed Total Budget Costs PO Select this option to use a total cost for a purchase order that exceeds the
Forecast total cost set in the Budget Detail Entry window.
Exceed Total Budget Quantity PI Select this option to enter a quantity for an invoice receipt that exceeds the
Exceed Total Budget Costs PI Select this option to use a total cost for an invoice receipt that exceeds the Forecast
total cost set in the Budget Detail Entry window.
Exceed Total Budget Revenue/Profit Select this option to use a total cost that exceeds the Forecast revenue set
in the Budget Detail Entry window.
Exceed Total PO Costs Select this option to enter invoice receipts that exceed the total cost specified in purchase
orders.
Exceed PO Unit Cost Select this option to enter invoice receipts that exceed the unit costs specified in purchase
orders.
Allow Receiving of Unprinted PO Select this option to receive against unprinted purchase orders.
Choose OK.
See Also
Part 3: Receipts
Part 6: Utilities
Purchase Order Processing in Dynamics GP
You can use Purchase Order Processing to enter standard, drop-ship, and blanket purchase orders for items. When
necessary, you can change the status of a purchase order or the individual line items on the purchase order. For
example, you might cancel a line item on a purchase order if the item that you’ve ordered has been discontinued or
if you won’t be receiving part of the quantity ordered for the purchase order.
You also can use Purchase Order Processing to complete the following tasks:
Enter and post shipment receipts, in-transit inventory receipts, and invoice receipts individually or in batches
Enter and post shipment/invoice receipts individually or in batches
Match shipments to invoices so that accurate costs are assigned to items received into inventory
Apply landed costs, such as shipping costs and handling fees, to items
Use purchase order generator to automatically create purchase orders to replenish inventory quantities
Process purchasing returns and offsets the original purchase order transaction amount against inventory
accounts and applicable general ledger accounts. Returned items are matched to the original receipts.
If you are using Project Accounting, you can enter purchase orders and drop-ship purchase orders for projects.
If you are using Sales Order Processing, you can commit purchase order line items to Sales Order Processing line
items to fill sales orders.
If you are using Purchase Order Enhancements, you can approve and commit purchase orders and return items
that have been received on a shipment or shipment/invoice receipt. For more information, see the Purchase Order
Enhancements documentation.
This content is designed to give you an understanding of how to use the features of Purchase Order Processing,
and how it integrates with the Dynamics GP system.
To make best use of Purchase Order Processing, you should be familiar with system-wide features described in the
Some features described in the documentation are optional and can be purchased through your Dynamics GP
partner.
To view information about the release of Dynamics GP that you’re using and which modules or features you are
registered to use, choose Help>> About Microsoft Dynamics GP.
The content is divided into the following parts:
Part 1: Setup and cards introduces Purchase Order Processing and gives detailed instructions on setting it
up.
Part 2: Purchase orders, explains how to enter, print, issue, and manage purchase orders.
Part 3: Receipts, explains how to enter and manage receipts.
Part 4: Purchase order returns, includes information about using purchase order returns.
Part 5: Inquiries and reports, explains how to use inquiries and reports to analyze your purchasing and
receiving activity.
Part 6: Utilities, describes procedures you can use to reconcile purchase order information or remove
history.

Use the following information to set up Purchase Order Processing. Setup procedures generally need to be
completed once, but you can refer to the information at other times for instructions on modifying or viewing
existing entries.
Chapter 1, “Module setup,” provides instructions for setting up the Purchase Order Processing module.
Chapter 2, “Buyers,” describes how to set up and manage buyer IDs. Identifying a buyer on a purchase order
makes it easier to track orders.
Chapter 3, “Purchase order generator setup,” provides instructions for setting up the purchase order
generator.
Chapter 4, “Project setup for Purchase Order Processing,” provides instructions for setting up project
information in the Purchase Order Processing module.

Use this information to learn about and set up Purchase Order Processing. The setup procedures are organized in
an order that will ensure Purchase Order Processing is set up properly.
When you set up Purchase Order Processing, you can open each setup window and enter information, or you can
about the Setup Checklistwindow.
Setting up comments
Use Purchase Order Processing to track your company’s purchasing activity. You can enter and manage purchase
orders, track shipments and invoices received, and match shipments to invoices that were received separately.
There are seven types of documents in Purchase Order Processing.
Standard purchase orders list items that will be shipped to your business to be received into your inventory.
For more information, see Entering a standard purchase order. If you are using Project Accounting, see
Entering a standard purchase order for projects for more information.
Drop-ship purchase orders list items that will be shipped directly to the customer. The vendor sends you an
invoice and you, in turn, send an invoice to the customer. For more information, see Entering a drop -ship
purchase order. If you are using Project Accounting, see Entering a drop -ship purchase order for projects for
more information.
Blanket purchase orders list a single item and the quantities that will be delivered in a series of shipments,
usually on specific dates. The items will be shipped to your business to be received into your inventory. For
more information, see Entering a blanket purchase order. If you are using Project Accounting, you can’t
enter blanket purchase orders for projects.
Drop-Ship blanket purchase orders list a single item and the quantities that will be delivered to the
customer in a series of shipments, usually on specific dates. The vendor sends you an invoice and you, in
turn, send an invoice to the customer. For more information, see Entering a drop -ship blanket purchase
order. If you are using Project Accounting, you can’t enter drop-ship blanket purchase orders for projects.
Shipment/invoice receipts record the receipt of goods and services accompanied by an invoice. For more
information, see Receiving a shipment/invoice. If you are using Project Accounting, see Receiving a
shipment/invoice for project for more information.
Shipment receipts record the receipt of goods and services without an invoice. For more information, see
Receiving a shipment. If you are using Project Accounting, see Receiving a shipment for projects for more
information.
Invoice receipts record an invoice received for a shipment you received and posted earlier, or an invoice
received for a shipment that you have not yet received. For more information, see Entering an invoice
receipt
1. If you are using Project Accounting, see Entering an invoice receipt for projects for more information.
When setting up Purchase Order Processing, you’ll have the option to maintain the following types of history. If
you are using Project Accounting, historical information for project line items will be maintained in Project
Accounting.
Purchase Order This option keeps a detailed copy of each purchase order in history. When you transfer a
purchase order to history using the Remove Completed Purchase Orders window, or when you void a purchase
order using the Purchase Order Entry window, purchase order history will include line-by-line detail of all
information entered for each purchase order.
Account Distributions This option keeps a detailed record of transaction distributions that are posted to General
Ledger. Account distribution history will be updated when each receipt is posted. Distribution history includes the
audit trail code, account, account description, debit or credit amount, and other information about each transaction.
Receipt This option keeps a detailed copy of each receipt in history. When you post or void a receipt using the
Receivings Transaction Entry window or the Purchasing Invoice Entry window, receipt history will include line-by-
line detail of all the information entered for each receipt, including serial numbers, lot numbers, and bin
information.
Keeping history will increase the amount of hard disk space needed. You should periodically remove the historical
records you no longer need. For more information, see Chapter 27, “Purchase order history removal.”
You should complete setup procedures in Payables Management and Inventory Control before you set up
Purchase Order Processing. If you haven’t completed all of the following tasks, be sure to do so before continuing.
Set up Payables Management
Create vendor cards
Enter beginning inventory quantities
Set up item records (be sure to assign price lists and vendor items)
Set up item sites
Set up inventory and purchasing accounts in the Posting Accounts Setup window
To view the Posting Accounts Setup window, choose Administration >> Setup>> Posting >> Posting Accounts and
then select to view Inventory or Purchasing accounts.
Be sure you’ve also completed the setup procedures for your company, currency, checkbooks, and posting options.
Tax schedules and tax details also should be set up. For more information about completing these procedures, refer
If you’re using landed costs, be sure to set up landed cost records and groups before you set up Purchase Order
Processing. For details, see the Inventory Control documentation.
If you’re using Multicurrency Management, be sure to set up currencies, exchange rate tables, and rate types
before you set up Purchase Order Processing. For details, see the Multicurrency Management documentation.
Use the Purchase Order Processing Setup window to set preferences and default entries that appear throughout
To set up Purchase Order Processing preferences and default entries:
1. Open the Purchase Order Processing Setup window. (Purchasing >> Setup >> Purchase Order Processing)
2. Accept or change the default document code and enter the next document number you want to use for
purchase orders.
starting document number when receipts are entered. You can reuse a document number if the document has
been deleted or removed from history (if you’re keeping history).
By defining the next document number, you also are determining the number of unique document numbers that
will be available. For example, if you enter PO001 as the next purchase order number, you’ll be able to enter up to
999 purchase orders; if you enter PO0001 as the next purchase order number, you’ll be able to enter up to 9,999
purchase orders. Be sure to enter a next number that will accommodate your business volume.
3. Select the format you want to use when purchase orders are printed. If you are using Project Accounting, the
default document format for a purchase order with project information will be the document format specified
for the vendor record in the PA Vendor Options window.
To use purchase order forms other than the suggested forms, you may want to use Report Writer to be sure the
information is printed on your forms correctly. For more information, refer to Report Writer help.
4. Accept or change the default document code that appears and enter the next document number you want to
use for receipts.
starting document number when receipts are entered. You can reuse a document number if the document has
been deleted or removed from history (if you’re keeping history).
5. Enter the number of decimal places to use when displaying and entering quantity and currency amounts for
non-inventoried items.
If you’re using Multicurrency Management, choose the expansion button to open the Purchasing Non-Inventoried
Currency Decimals Setup window. Use this window to define currency decimal places for each currency to which
6. Mark Shortage and then enter the percentage to use when the quantity received is less than the quantity
difference between the quantity received and quantity ordered falls within the quantity shortage percentage,
the difference between the quantities is canceled and the status of a line item is automatically changed to
change order, received, or closed. The status of the line item depends on whether or not the line item has
been invoiced.
7. Mark Overage and then enter the percentage to use when the quantity received is more than the quantity
quantity received is over the overage tolerance, you will receive a message that you can't enter a quantity
greater than the combined total of the Remaining to Receive quantity and the overage tolerance set up for
the item.
8. Select which date to use as a default date each time that you open the Purchase Order Entry window to
work with purchase orders. You can use the date from the last document you entered or the user date.
9. Select a default site ID for purchase order line items. You can select either the default site ID set up for the
item in Item Quantities Maintenance window or the previous purchase order line’s site ID.
10. Select which item numbers to use during transaction entry—the item numbers your company uses or the
item numbers used by your vendors.
If you are using Project Accounting and select Vendor Items, you can’t enter a project number and a cost category
for purchase orders, shipment receipts, shipment/invoice receipts, or invoice receipts.
11. Indicate whether you want New purchase orders generated in Sales Order Processing to be placed on hold
when they appear in the Purchase Order Entry window. If you mark this option, committing a Sales Order
Processing line item to an existing purchase order line item will not cause the purchase order to be placed on
hold.
If you mark this option and you’ve assigned a password to the option “Allow Hold/Remove Hold of Purchase
Orders,” you will not need to enter the password during the purchase order generation process in Sales Order
Processing. However, the password to remove holds will apply when a purchase order is viewed in the Purchase
Order Entry window.
If you are using Project Accounting, you can’t create purchase orders for projects from Sales Order Processing.
12. Indicate whether you want the system to search for uncommitted purchase order quantities when you attempt
to create a link between a sales line and a purchase order. If you don’t mark the option, you’ll be able to create a
new purchase order for the sales document, but you won’t be able to link the sales line to an existing purchase
order. Refer to the Sales Order Processing documentation for information about linking an item to an existing
purchase order.
If you are using Project Accounting, you can’t commit purchase orders for projects to sales documents.
13. Indicate whether you want to transfer line item comments from sales documents to new purchase orders. If you
mark this option, existing purchase order line comments will not change if linked to sales line items with
comments.
If you are using Project Accounting, you can’t transfer line comments from sales line items to purchase order line
items that are assigned to projects.
14. Indicate whether the release by date for a purchase order line item should be calculated by subtracting the
vendor’s planning lead time from the required date. By marking this option, you can use the PO Line Items to
Release Report to identify purchase order line items that should be released to the vendor. If you don’t mark this
option, the release by date isn’t calculated automatically.
If you are using Project Accounting, the release by date isn’t calculated for purchase order line items that are
assigned to projects.
15. Select the types of historical information you want to maintain for your purchase transactions. If you are using
Project Accounting, historical information for project line items will be maintained in Project Accounting. For
information about history types, see Purchase Order Processing history types.
If you’ve selected to reprint Purchase Order Processing posting journals in the Audit Trail Codes Setup window, the
system will maintain the history necessary to reprint posting journals whether or not you’ve marked to maintain
history in the Purchase Order Processing Setup window.
16. Mark Allow Purchase Order Prepayments to enter a prepayment amount for a purchase order and generate the
prepayment as computer check in Payables Management.
Payables Management and Purchase Order Processing must be registered for this option to be available, but
Project Accounting, Multidimensional Analysis, and Analytical Accounting must not be registered.
17. To enter manual prepayments for purchase orders, mark the Create manual prepayment from Purchase Order
Processing option.
18. Enter a password to limit the users who can enter prepayments for purchase orders.
19. Enter or select the account to be used as the default posting account when you post prepayments.
20. In the Options scrolling window, mark the check boxes next to the options you want to enable. You can assign
passwords to the options to restrict who has access to them. If an option is marked, but no password is entered,
anyone with access to the affected window can perform the action. You can select to allow the following:
Receiving items without a purchase order Select this option to allow line items not assigned to a purchase
order to be entered on a shipment, shipment/invoice or invoice receipt. If the option isn’t selected, you won’t be
able to receive or invoice line items not associated with a purchase order.
Changing the site ID in receiving Select this option to allow receiving line items to different locations than
indicated on the original purchase order.
Allowing/removing holds on purchase orders Select this option to allow users to place and remove holds on
New, Released or Change Order purchase orders of either type—standard or drop-ship.
When you mark this option, you also can indicate whether you want to allow editing of purchase orders on hold. If
you don’t allow editing on-hold purchase orders, you will be able to view purchase orders that have been placed on
hold, but you won’t be able to edit, delete or void them.
Editing costs in receiving Select this option to allow changing an item’s Unit Cost and Extended Cost in the
Receivings Transaction Entry window.
When deciding whether to allow the editing of costs in receiving, keep in mind that purchase price variances are
calculated by comparing the cost posted from receiving with the standard cost for items with periodic valuation
methods. For more information about standard cost and valuation methods, see the Inventory Control
documentation.
If you allow receiving without a purchase order, you should allow editing of costs in receiving, or you won’t be able
to enter costs for items without purchase orders. To restrict access, you can require a password.
Warning when purchase order line item is not fully Invoiced Select this option to receive a warning message
that a purchase order line item has a remaining quantity to invoice when closing a purchase order or a purchase
order line item in the Edit Purchase Order Status window.
21. If you are using Project Accounting, choose Project to open the PA Purchase Order Processing Setup
Options window, where you can select preferences and default entries for purchase orders, shipment
receipts, shipment/invoice receipts, and invoice receipts for projects. See Setting up project preferences and
default entries in Purchase Order Processing for more information.
22. Choose Options to open the Purchase Order Processing Setup Options window, where you can set up tax
calculations in Purchase Order Processing. See Setting up Purchase Order Processing tax options for more
information. If you are using purchase order generator, you can use the Purchase Order Processing Setup
Options window select options for generating purchase orders. See Setting up purchase order generator
default entries for more information.
23. Choose Receivings User-Defined to enter labels for user-defined fields, lists, and dates that will be used
when entering shipments and shipment/invoices. See Setting up user-defined fields for receivings for more
information.
24. Choose OK to save the entries you’ve made in the Purchase Order Processing Setup window.
25. Print a Purchase Order Processing Setup List (optional).
Choose File >> Print while the Purchase Order Processing Setup window is displayed to print a Purchase Order
Processing Setup List to review the setup options you’ve entered. If you’ve identified errors in the setup list, simply
enter or select the correct information.
This report also can be printed using the Purchasing Setup Reports window.
Use the Purchasing Non-Inventoried Currency Decimals Setup window to define currency decimal places for non-
inventoried items for each currency to which your company has access. This window is available only if you are
using Multicurrency Management. If you aren’t using Multicurrency Management, use the Purchase Order
Processing Setup window to define the number of decimal places when displaying currency amounts for non-
inventoried items.
The default number of decimal places for each currency was determined when the currencies were set up. Use this
window to change the number of decimal places used to display currency amounts for non-inventoried items. You
can change the non-inventoried currency decimal places for a currency at any time.
Changing the decimal place setting for a currency won’t change the decimal place settings of non-inventoried
items already entered on existing documents. Only new items added to existing transactions or new transactions
will use the new settings.
To set up currency decimal places for non-inventoried items:
1. Open the Purchasing Non-Inventoried Currency Decimals Setup window. (Purchasing >> Setup >> Purchase
Order Processing >> Currency expansion button)
2. In the Currency Decimals column, change the number of currency decimal places to use for non-inventoried
items. Amounts will appear in the format defined in this window whenever a non-inventoried item is
entered for a specific currency.
3. Continue this process until you define the decimal places for all the currencies displayed in the window.
4. Choose File >> Print to print the Non-Inventoried Currency Decimals Setup List.
Use the Purchase Order Processing Setup Options window to set up the tax calculations that will be used on
documents. Depending on the tax calculation selected, you can enter default tax schedules for non-inventoried
items, freight, and miscellaneous items. For information about setting up the purchase order generator, see
Chapter 3, “Purchase order generator setup.”
To set up Purchase Order Processing tax options:
2. Mark the type of tax calculation to use on documents.

Advanced Mark Advanced to specify a tax schedule to use for noninventoried items, freight, and miscellaneous
charges. For inventory items, the tax schedule you chose for each item in the Item Maintenance window will be
used.
Single Schedule Mark Single Schedule to specify one tax schedule for all items on all documents. Items on each
document will be taxed using the tax details in the schedule you specify here, even if the item is nontaxable or if the
vendor is tax exempt. Taxes won‘t be calculated on freight or miscellaneous charges.
3. If you marked Advanced in step 2, enter or select tax options for non-inventoried items, freight, and
miscellaneous charges. You can change the tax schedules used for a transaction in a tax schedule entry window
during transaction entry. The tax options are:
Taxable The tax details that are assigned to the vendor or site will be compared to the tax details in the tax
Base on vendor The tax schedule assigned to the vendor’s purchase address will be used calculating taxes.
4. Choose OK.
To print the Purchase Order Processing Setup List, choose File >> Print in the Purchase Order Processing Setup
window.
Use the Receivings User-Defined Fields Setup window to enter labels for up to 35 user-defined fields to further
track additional information for shipment and shipment/invoice receipts. Later, when you enter receivings
transactions, the labels will appear in the Receivings User-Defined Fields Entry window, where you can enter
information that is unique to the transaction. You can set up the following types of user-defined fields.
List Use list fields to predefine options to track information that is specific to your business. For example, to track
the origin of orders, you could name a list Order Origin and enter Fax, Phone, and Mail as values for the list. When
you enter transactions, Order Origin will appear as a title in the Receivings User-Defined Fields Entry window and
you can select where the order originated from the list you created or include additional values.
Text Use text fields to record additional information about the transactions you enter in the Receivings Transaction
Entry window. For example, to track special ID numbers for shipped equipment, you can enter Shipping ID in a text
field.
Dates Use date fields to record additional dates that affect your documents. For instance, if you want to track the
date that an installation was complete, enter Install Date in a date field.
To set up user-defined fields for receivings:
1. Open the Receivings User-Defined Fields Setup window. (Purchasing >> Setup >> Purchase Order Processing
>> Receivings UserDefined button)
2. Enter as many as five list fields. Choose the expansion button next to each list name you‘ve entered; the
Receivings User-Defined List Setup window will appear. Use this window to enter values for each list.
3. Enter as many as 10 text fields to track additional information about your customers.
4. Enter as many as 20 date fields to record additional dates that affect your documents.
5. Choose File >> Print to print the Receivings User-Defined Fields Setup List.
6. Choose OK to return to the Purchase Order Processing Setup window. Your changes are saved when you
choose OK in the Purchase Order Processing Setup window.
Setting up comments
You can add comments to purchase orders or to individual line items on a purchase order or receipt. Comments
are printed automatically on the purchase order and line item comments are printed below the item on the
purchase order or receipt.
Use the Comment Setup window to define comments for each company. You can use these comments on Sales
Order Processing, Invoicing or Purchase Order Processing documents. You also can modify standard comments
for a particular document or item, or create one-time comment.
To set up comments:
1. Open the Comment Setup window. (Administration >> Setup >> Company >> Comments)
2. Enter a short identifier for the comment.
5. Choose Save.
Chapter 2: Buyers
Large companies typically have several buyers working in the purchasing department, with each buyer assuming
responsibility for certain items. A buyer’s job may include vendor selection, negotiation, and purchase order
placement and follow -up.
Identifying a buyer on a purchase order makes it easier to track orders. For example, if your company employs ten
buyers who enter purchase orders in the same system, the purchase order numbers are not an effective way of
locating a particular buyer’s documents. If buyers are assigned to purchase orders, you can print a report sorted by
Buyer ID.
Adding buyer IDs
Modifying buyer IDs
Removing buyer IDs
Adding buyer IDs
Use the Buyer Maintenance window to add new buyer IDs. For example, a buyer ID can be based on a location, a
group of items, or an existing user ID.
To add buyer IDs:
2. Enter a buyer ID in the Buyer ID field.

5. Choose OK when you’re finished adding buyer IDs.
Modifying buyer IDs
Use the Buyer Maintenance window to modify existing buyer IDs.
To modify buyer IDs:
2. Select a buyer ID in the scrolling window.
3. Choose Modify. The buyer you selected will appear in the Buyer ID and Description fields.
4. Edit the existing description.
6. Choose OK when you’re finished modifying a buyer ID.
Removing buyer IDs
Use the Buyer Maintenance window to delete buyer IDs you no longer want to use.
If you remove a buyer ID that is linked to an active purchase order (one that isn’t in history), the buyer ID will
remain attached to that purchase order. If the Manufacturing Series is registered and you delete a buyer ID that is
linked to items in Item Engineering, the buyer ID will be removed from those items.
To remove buyer IDs:
2. To remove a single buyer ID, select it in the scrolling window and choose Remove. To remove all of your
buyer IDs, choose Remove All.
Chapter 3: Purchase order generator setup

default settings and reorder levels; the suggested purchase orders can be modified before they are created.
You’ll use master sites, subordinate sites, and independent sites when generating suggested purchase orders. How
the demand is purchased, received, and distributed depends on how you use these sites.
A master site is a central location where its requirements are consolidated with the net demand from subordinate
sites. A purchase order is placed from the total net demand at the master site. You can have more than one master
site. A subordinate site is a location that passes its requirements to a central location, the master site, to be
purchased, received, and distributed. An independent site is a location that has requirements that must be
fulfilled by the items that are to be purchased. A master site is an independent site.
The order method you select for an item decides which site will be used when generating purchase orders. If you
select Order to Master Site, suggested purchase order quantities will be based on requirements for this site and
other sites that have the same master site. When you are ordering to a master site, you’ll need to set up your
master site before setting up your subordinate sites in the Purchase Order Generator Item Maintenance window.
The master site must have an order method of Order To Independent Site. Assume that your default master site is
Warehouse. If you didn’t set up Warehouse as an independent site, any subordinate site that would have used
Warehouse as their master site will use order to independent site as their order method.
If you select Order to Independent, suggested purchase orders can be generated for the site where the material is
required or if the site is a master site for subordinate sites as well as the master site. Requirements from
subordinate sites will not be required is the site isn’t a master site.
Use the Purchase Order Processing Setup Options window to define default reorder information that will appear
in the Purchase Order Generator Item Maintenance window and the Purchase Order Item Mass Update window.
You also can select how purchase orders should be created when you generate suggested purchase order line
items using the Suggested Purchase Orders Preview window. You can select to create a purchase order for all
items that have the same vendor, buyer, and ship-to address or create a purchase order for all items that have the
same vendor and buyer.
You should set up general default information before you define preferences for a specific item-site combination or
a group of items and sites. You can change the entries for individual item-site combinations, if necessary. Use the
Purchase Order Generator Item Maintenance window to set up reorder preferences for each item at a specific site.
Use the Purchase Order Item Mass Update window to set up or change reorder preferences for a group of items.
For more information, see the Inventory Control documentation.
To set up purchase order generator default entries:
2. Select a default order method for automatically generated purchase orders.

Order To Independent Site Use this option if you want to order to the site where the material is required.
Order To Master Site Use this option if items are purchased to a central location (a master site) and distributed to
other sites (subordinate sites).
3. If the order method is Order To Master Site, enter or select a master site. Demand from all subordinate sites
will be combined with demand for the master site you select when determining the order quantity.
4. Select a default replenishment level.
Order Point Quantity Select this level to order a quantity that will bring available inventory up to the order point
defined in the Item Resource Planning Maintenance window.
Order-Up-To-Level Select this level to order a quantity that will bring available inventory up to the order-up-to
level defined in the Item Resource Planning Maintenance window. The Order Point Quantity will be used if the
Order-Up-To Level is zero or less than the Order Point Quantity.
Vendor EOQ Select this level to order a quantity that is equal to the economic order quantity defined in the Item
Vendors Maintenance window for the selected vendor. The vendor economic quantity is used when it is greater
than the required quantity otherwise, the required quantity is used.You won’t be able to select this option if the
Refer to How quantities are calculated for suggested purchase orders for information about how replenishment
levels affect required quantity.
5. If the order method is Order To Independent Site, indicate which vendor to use for purchase orders.
Site Primary Vendor The primary vendor specified in the Item Quantities Maintenance window for the item-site
combination is used.
Vendor with Lowest Cost The vendor with the lowest cost will be selected based on the functional equivalent of
the Last Originating Invoice Cost field in the Item Vendors Maintenance window.
Vendor with Shortest Lead Time The vendor with the shortest planning lead time will be selected based on the
Planning Lead Time field in the Item Vendors Maintenance window.
You won’t be able to select a vendor selection if the order method is Order To Master Site. The master site’s vendor
selection will be used to determine the vendor.
If the order method is Order To Independent Site, indicate which item cost to use for purchase orders.
Vendor Last Originating Invoice Cost The last originating invoice cost from the Item Vendors Maintenance
window for the selected vendor will be used.
Item Current Cost The current cost from the Item Maintenance window will be used.
Item Standard Cost The standard cost from the Item Maintenance window will be used.
Specified Cost (In Functional Currency) The cost specified in the Purchase Order Generator Item Maintenance
window will be used regardless of the vendor.
You won’t be able to select a cost selection if the order method is Order To Master Site. The master site’s cost
selection will be used to determine the cost.
6. Mark Allocations to subtract the allocated quantity from the current supply when the required quantity is
calculated.
7. Mark Back Orders to subtract the back ordered quantity from the current supply when the required quantity
is calculated.
8. Mark Requisitions to subtract the requisitioned quantity from the current supply when the required quantity
is calculated.
9. Unmark Create One Purchase Order per Ship To Address to generate a purchase order for all items that
have the same vendor and buyer. If this option is marked, you can generate a purchase order for all items
that have the same vendor, buyer, and ship-to address.
10. Choose OK to close the window and return to the Purchase Order Processing Setup window.
Use the Purchase Order Generator Map Sites window to define the relationship between inventory site IDs and
company addresses. The company address you assign to an inventory site is used as the ship-to address on
suggested purchase orders for that site. If there is no company address mapped to a site, the company’s primary
address ID is used on purchase orders for that site.
When suggested purchase order line items are generated, all items for the same vendor, buyer ID, and ship-to
address will be grouped together on a single purchase order. The ship-to address for a purchase order line is
determined by the item’s site ID.
For example, if an item needs to be replenished at three sites and all sites have the same address ID, three lines for
the item will be created on the same purchase order—one line for each site.
To map inventory sites to addresses:
1. Open the Purchase Order Generator Map Sites window. (Purchasing >> Setup >> Purchase Order Generator
Map Sites)
All inventory site IDs defined for the current company will be displayed.
2. Enter or select an address ID (defined in the Company Addresses Setup window ) for each site ID.
Any site that is left unmapped will use the primary company address. Suggested purchase order line items for
these sites will be consolidated as lines on a purchase order.
3. Choose OK to save changes and to close the window when you’re finished mapping sites.
Chapter 4: Project setup for Purchase Order Processing

If you are using Project Accounting, you can enter project information on purchase orders, shipment receipts,
shipment/invoice receipts, and invoice receipts. Use the following information to set up project preferences and
default entries for Purchase Order Processing.
You can set up, enter and maintain project records and transactions using Project Accounting. You also can budget
resources, manage purchases, schedule tasks, monitor costs, bill customers, and recognize revenue. For more
information about Project Accounting, projects, and cost categories, refer to the Project Accounting documentation.
You can acquire goods and services to be used in projects or you can buy them on behalf of customers. You can
enter standard and drop-ship purchase orders for projects. As you receive the goods and services that you
purchase for projects, you can enter the receipt of shipments and invoices. Items received from a standard
purchase order are stored in inventory. To transfer these items to a project to make the items billable, you’ll use the
Inventory Transfer Entry window in Projecting Accounting. Items from a drop-ship purchase order are
automatically invoiced and transferred to a project.
You can complete the following tasks if you aren’t entering project information for purchase orders, shipment
receipts, shipment/invoice receipts, or invoice receipts.
Enter blanket and drop-ship blanket purchase orders
Commit purchase orders to sales documents
Enter manufacturers’ item numbers for purchase orders
Enter manufacturing job links for purchase orders, shipment, shipment/invoice, and invoice receipts
Open the MRP Item Inquiry window to view Material Requirements Planning information for an item if
you’re using the Manufacturing Series
Automatically generate purchase orders to replenish inventory, based on a reorder point that you specify
You should complete setup procedures in Project Accounting before you set up Purchase Order Processing for
projects. If you haven’t completed all of the following tasks, be sure to do so before continuing. Refer to the Project
Accounting documentation for more information about setting up Project Accounting.
Set up user options for purchase orders User Purchase Order Settings window
Set up user options for invoice receipts User Purchasing Invoice Settings window
Set up user class options for purchase orders User Class Purchase Order Settings window
Set up user class options for invoice receipts User Class Purchasing Invoice Settings window
Set up project default entries Project Setup window
Set up project and contract status options Project Setup – Status Options window
Create contract records Contract Maintenance window
Create a cost category record Cost Category Maintenance window
Create project records Project Maintenance window

Assign cost categories to a project Budget Maintenance window
Create cost category budgets Budget Detail Entry window
Assign inventoried items to cost categories Budget Detail IV Items window
Set up vendor default entries for profit, purchase order format, PA Vendor Options window
and unit cost

Use the PA Purchase Order Processing Setup window to set up preferences and default entries that will be used
when entering purchase orders, shipment receipts, shipment/invoice receipts, and invoice receipts for projects.
To set up project preferences and default entries in Purchase Order Processing:
1. Open the PA Purchase Order Processing Setup Options window. (Purchasing>> Setup >> Purchase Order
Processing >> Project button)
2. Enter purchase order label descriptions for three purchase order formats that are available when you are
using Project Accounting. These labels will be displayed as options in the Purchase Order Format list in the
Purchase Order Print Options window and the Print Purchasing Documents window.
3. Enter and attach a default transaction billing note. This note is used only when you select None in the
Default Billing Note From field. The note will be displayed when you enter an item in the Purchase Order
Entry window, in the Receivings Transaction Entry window, or in the Purchasing Invoice Entry window.
4. Select the default billing note to be displayed when entering items in the Purchase Order Entry window, in
the Receivings Transaction Entry window, or in the Purchasing Invoice Entry window.
Budget Select to use the billing note entered for the cost category in the project budget.
Cost Category Select to use the billing note entered for the cost category record.
None Select to use the billing note entered as the default transaction billing note.
4. Enter the cost description that will be assigned to invoice receipts. The cost description will be displayed as
the collective name of invoice receipts in Project Accounting windows such as the Project Billing Settings
window, Contract Settings window, and Budget Maintenance window.
5. Select to update periodic budget amounts for actual costs using the document date or posting date of
invoice receipts.
6. Select the unit cost to use for project line items when entering purchase orders and receipts.
Budget Select to use the unit cost entered for the cost category in the project budget.
Cost Category Select to use the unit cost entered for the cost category record.
None Select if you don’t want to use a default unit cost.
7. Enter a percentage of how much the unit cost of an invoice receipt can exceed the unit cost of a purchase
order that the invoice receipt is matched to. To vary the unit cost by an unlimited amount, mark the Exceed
PO Unit Cost option in the scrolling window.
8. Select the default profit type when entering invoice receipts.
Budget Select to use the profit type entered for the cost category in the project budget.
Cost Category Select to use the profit type entered for the cost category record.
Vendor Select the profit type entered for the vendor record in the PA Vendor Options window.
9. Select the default inventory item price level when entering invoice receipts.
Budget Select to use the default price level entered for the item in the cost category in a project budget.
Cost Category Select to use the default price level entered for the item in the Item Price List Maintenance
window.
None Select if you want to enter the price level when entering invoice receipts.
10. You can enter user-defined field labels to track information about invoice receipts.
11. In the scrolling window, mark the Allow check boxes next to the options that you want to use. You can assign
passwords to the options to restrict who has access to them. If an option is marked, but no password is
entered, anyone with access to the affected window can perform the action. You can select to allow the
following options.
Override Document Number PO Select this option to change the purchase order number that appears as a
default entry in the Purchase Order Entry window. If you don't mark this option, the PO Number field in the
Purchase Order Entry window will display the next number available. The number can’t be changed.
Override Document Number PI Select this option to change the document number that appears as a default
entry in the Purchasing Invoice Entry window. If you don't mark this option, the Document Number field in the
Purchasing Invoice Entry window will display the next number available. The number can’t be changed.
Allow Zero Quantity Select this option to enter a zero quantity for purchase orders and invoice receipts.
Allow Zero Unit Costs Select this option to enter a zero unit cost for purchase orders and invoice receipts.
Exceed Total Budget Quantity PO Select this option to enter a quantity for a purchase order that exceeds the
Exceed Total Budget Costs PO Select this option to use a total cost for a purchase order that exceeds the
Exceed Total Budget Quantity PI Select this option to enter a quantity for an invoice receipt that exceeds the
Exceed Total Budget Costs PI Select this option to use a total cost for an invoice receipt that exceeds the
Exceed Total Budget Revenue/Profit Select this option to use a total cost that exceeds the Forecast revenue set
in the Budget Detail Entry window.
Exceed Total PO Costs Select this option to enter invoice receipts that exceed the total cost specified in purchase
orders.
Exceed PO Unit Cost Select this option to enter invoice receipts that exceed the unit costs specified in purchase
orders.
Allow Receiving of Unprinted PO Select this option to receive against unprinted purchase orders.
Choose OK.
See Also
Part 3: Receipts
Part 6: Utilities
Purchase Order Processing Part 2: Purchase orders
This part of the documentation explains how to enter, print, issue, and manage purchase orders. The data entry
windows were designed to resemble actual purchase order documents, with vendor, line item, and totals
information.
Following is a list of topics that are discussed:
Chapter 5, “Multicurrency transactions,” describes the effects of using Multicurrency Management with
Chapter 6, “Purchase order entry,” describes how to enter and print purchase order information.
Chapter 7, “Purchase order entry for projects,” describes how to enter purchase order information for
projects.
Chapter 8, “Purchase order detail entry,” describes how to enter detailed information about a purchase
order, vendor, line item, or other elements of a transaction.
Chapter 9, “Purchase order generator,” explains how to automatically generate purchase orders to
replenish inventory based on a reorder point you specify.
Chapter 10, “Taxes for purchase orders,” explains how tax is calculated, modified, and distributed for
purchase orders.
Chapter 11, “Purchase order maintenance,” explains how to correct, delete, and void purchase orders. It
also explains purchase order statuses and holds.

If you’re using Multicurrency Management with Purchase Order Processing, you can choose the currency you
want to enter on purchase orders and receipts.
You can choose whether you want to view multicurrency transactions in the originating or the functional currency.
Choose View >> Currency >> Functional or Originating while entering a purchase order or receipt. The option
will be saved on a per user, per window basis.
You also can use the currency list button in the windows that support changing the currency view. The View >>
Currency menu options and currency list button are available in the following windows:
assigned to the transaction. The rate type is based on the rate type you’ve assigned to the selected vendor. If one
isn’t assigned to the vendor, the default rate type for the Purchasing series specified in the Multicurrency Setup
window is used. You also can choose the currency expansion button to open the Exchange Rate Entry window to
view or modify the default exchange rate.
The document date (receipt or invoice date) assigned to a transaction determines which exchange rate is used,
based on the currency ID and associated rate type that’s entered for the transaction. Each time you change the
document date on a multicurrency transaction, the system searches for a valid exchange rate. If a valid rate
doesn’t exist, you can enter an exchange rate using the Exchange Rate Entry window. If you’ve entered a General
Ledger posting date that’s different from the document date, the exchange rate expiration date must be after the
posting date.
functional equivalents don’t balance, the difference is posted automatically to a Rounding Difference account and
a distribution type of Round identifies the distribution amount in the Purchasing Distribution Entry window.
For example, assume you’ve entered an invoice in the euro currency, with an amount of 28,755.42 EUR, a trade
discount of 586.84 EUR, a discount available of 1544.33 EUR and the exchange rate is 1.0922. The distributions
would be calculated as follows:
Discount Available 1544.33 EUR $1686.72
Accrued Purchases 30,886.59 EUR $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.34
Chapter 6: Purchase order entry

Entering purchase orders is a common routine in many businesses. You can enter four types of purchase orders.
The following table describes the types of purchase orders you can enter.
PURCHASE ORDER TYPE DESCRIPTION

PURCHASE ORDER TYPE DESCRIPTION
Standard A document that lists items that will be shipped to your

business to be received into your inventory.
Drop-ship A document that lists items that will be shipped directly to

the customer. The vendor sends you an invoice and you, in
turn, send an invoice to the customer.
Blanket A document that lists a single item and the quantities that
will be delivered in a series of shipments, usually on specific
dates. The item will be shipped to your business to be
received into your inventory.
Blanket drop-ship A document that lists a single item and the quantities that
will be delivered to the customer in a series of shipments,
usually on specific dates. The vendor sends you an invoice
and you, in turn, send an invoice to the customer.
If you are using Project Accounting, see Chapter 7, “Purchase order entry for projects,” to enter purchase orders
for projects. You can’t enter blanket purchase orders or drop-ship blanket purchase orders for projects.
Prepayment for purchase orders
Entering a standard purchase order
Entering a drop -ship purchase order
Entering a blanket purchase order
Entering a drop -ship blanket purchase order
Entering a prepayment for a purchase order
Copying a purchase order
Committing purchase orders to sales documents
Quantity Tolerances in Purchase Order Processing
Print options for purchase orders
Requirements for sending purchase orders in e-mail
Printing and sending an individual purchase order in e-mail
Printing and sending multiple purchase orders in e-mail
Printing an individual blanket purchase order delivery schedule
Printing multiple blanket purchase order delivery schedules
If your company uses the Workflow feature among its business controls, purchase orders might have to be
approved before receiving or invoicing items. The rules for approving purchase orders can be defined to fit your
organization’s needs. Multiple approvers might be required, or approval might not be required for purchase
orders with certain buyers or small currency amounts. When a purchase order is ready to be approved, approvers
can be notified and the purchase orders can be approved, using Microsoft Office Outlook®, Microsoft Dynamics
GP, or SharePoint®. After a purchase order is approved, it can be printed, sent in e-mail, received, or invoiced
against. For more information about Workflow, see the System Setup Guide (Help >> Printable Manuals >>
select System >> select System Setup Guide).
Before you can use the purchase order approval workflow for Purchase Order Processing, you must unmark the
Activate Approvals option in the PO Enhancements Setup window (Purchasing >> Setup >> Purchase Order
Enhancements).
Prepayment for purchase orders
By marking the Allow Purchase Order Prepayments option in the Purchase Order Processing Setup window, you
can enter a prepayment amount for a purchase order and generate the prepayment as computer check in
Payables Management. You can enter a prepayment for a New, Released, or Change Order purchase order that
hasn't been received or invoiced against. You can only enter one prepayment for each purchase order. To enter a
manual prepayment for purchase order, the Create manual prepayment from Purchase Order Processing option
must be marked in the Purchase Order Processing Setup window.
After entering a prepayment amount, you can choose the Prepayment expansion button to open the Purchasing
Prepayment Entry window. If the prepayment is a computer check and you have set up a default prepayment
account, you don't have to open the Purchasing Prepayment Entry window unless you want to change the default
prepayment account. If the prepayment is a manual payment, you can use the Purchasing Prepayment Entry
window to enter information such as the prepayment account, payment type, and payment method.
When you save a purchase order that has a computer check prepayment entered for it, the payment information
is saved, but not posted. The prepayment is posted when completing a computer check run for the prepayment in
Payables Management. If you have entered a manual prepayment for the purchase order, the manual prepayment
is posted to Payables Management when saving the purchase order, creating a posted manual payables payment.
You can receive or invoice against the purchase order after you post the prepayment for the purchase order.
When you receive or invoice against the purchase order with a posted prepayment, the posted prepayment is
applied to the shipment/invoice or invoice. If items for a purchase order are fully received or invoiced against
when posting a shipment/invoice or invoice, any remaining prepayment amount is an unapplied payment in
Payables Management. You can apply the remaining prepayment using the Apply Payables Documents window
to other documents for the vendor. A purchase order with a prepayment must be closed or canceled before the
unapplied payment can be applied.
Entering a standard purchase order
Use the Purchase Order Entry window to enter purchase orders. You can use this window to modify purchase
orders with New, Released, and Change Order statuses. You also can enter detailed information for each
purchase order and enter non-inventoried items.
If you are using Project Accounting, see Chapter 7, “Purchase order entry for projects” to enter purchase orders
for projects.
From the Actions button, you can select Create and Copy New PO to create a new purchase order record from an
existing purchase order. You also can select Copy PO Lines to Current PO from the Actions button to copy line
items from one purchase order to another. See Copying a purchase order or Copying purchase order line items
You also can select options from the Actions button to open additional windows where you can receive items,
receive and invoice items, or invoice the items from the purchase order. See Receiving items from a purchase
order or Invoicing items from a purchase order for more information.
Use the View >> Currency menu option or the currency list button to view amounts in the Purchase Order Entry
window in the originating or functional currency.
To enter a standard purchase order:
1. In the navigation pane, choose the Purchasing button, and then choose the Purchase Order Transactions
list.
2. In the New group or its overflow menu, choose Standard Purchase Order to open the Purchase Order
Entry window.
3. Enter a purchase order number or accept the default entry.

4. Enter or select a buyer ID.
5. Accept the default date or enter a date that will be used to update your purchasing records.
In multicurrency transactions, the exchange rate used is based on the document date, the currency ID, and
associated rate type that’s entered for the transaction.
6. Choose the Date expansion button to open the Purchasing Date Entry window, where you can enter a
contract expiration date for the purchase order. Choose OK to return to the Purchase Order Entry window.
7. Mark the Allow Sales Document Commitments option to allow purchase order line items to be committed
to matching sales order line items.
The Link Purchase Order icon will be displayed in the Quantity Ordered field for line items with sales
commitments. Select the line item and choose the button next to the Quantity Ordered heading to view, add, or
delete commitments in the Sales Commitments for Purchase Order window. For more information, see
Committing purchase orders to sales documents.
8. Enter or select the vendor that you’re ordering the item from.
To enter a temporary vendor—a vendor with whom you have a short-term relationship and want to keep
minimal information—place the pointer in the Vendor ID field and choose Options >> Temporary Vendor. The
Vendor Maintenance window will open, where you can enter a vendor name and any other information.
9. Choose the Vendor E -mail Detail Entry expansion button to open the Purchasing E -mail Detail Entry window
to update a vendor's e-mail information for a purchase order. See Updating a vendor’s e-mail information for
a purchase order for more information.
The document type to send in e-mail must be available for the vendor before you can open the Purchasing E -mail
10. Enter or select a currency ID, or change the default currency ID.
If the currency ID is not the company’s functional currency, a rate type and associated exchange rate table is
assigned to the transaction.
11. Enter or select the number of the vendor item or item you’re purchasing. If a vendor item or an item hasn’t
been set up in your inventory, see Adding a vendor item, Adding an item to inventory, or Using non-
inventoried items for more information.
The item number will be displayed if Options >> Display Vendor Item is unmarked. If Display Vendor Item
is marked, the vendor item will be displayed.
To indicate that an item must be a specific manufacturer’s item, choose the Manufacturer’s Item Number
expansion button to open the Purchasing Manufacturer’s Item Number Entry window. See Specifying the
manufacturer’s item numbers to print on a purchase order for more information.
To view or enter additional information for a vendor item, item, or noninventoried item, open the
Purchasing Item Detail Entry window by choosing Item or Vendor Item expansion button. For more
information, see Entering line item detail information.
To add an attachment to the item, select the item and choose the Attachment Management icon to open
the Document Attachment Management window.
12. Enter the item quantity.
13. If you’ve entered a non-inventoried item, enter the unit cost. If you’ve entered an inventoried item, you can
modify the default unit cost.
14. Enter a site ID, or accept the default site.
Sites are required for line items. You must enter a site ID before continuing to the next line.
15. Continue to enter all the line items for the purchase order.
16. Enter a prepayment amount, if applicable. This field is available if you have marked Allow Purchase Order
Prepayments in the Purchase Order Processing Setup window. To enter a manual payment, the Create
manual prepayment from Purchase Order Processing must be marked as well. You can enter a
prepayment for a New purchase order, a Released or Change Order purchase order that hasn’t been
received or invoiced against. You can only enter one prepayment for each purchase order.
You can choose the Prepayment expansion button to open the Purchasing Prepayment Entry window to enter or
view computer check or manual check information. If the prepayment is a computer check and you have set up a
default prepayment account, you don’t have to open the Purchasing Prepayment Entry window unless you want
to change the default prepayment account.
If the prepayment is a manual payment, use the Purchasing Prepayment Entry window to enter information such
as the prepayment account, payment type, and payment method. See See “Entering a prepayment for a purchase
order”. for more information.
17. Enter a tax schedule ID or accept the default entry. This tax schedule ID will be used to calculate tax on the
amount of the document. See Default tax schedules for purchase orders for more information about
default tax schedule IDs for purchase orders.
18. Enter the trade discount, freight, miscellaneous, and tax amounts. The trade discount is automatically
calculated if you’ve assigned a trade discount percentage to the vendor that you’re purchasing the items
from.
Taxes will be calculated automatically as you enter items. For more information about tax calculations, see
Chapter 10, “Taxes for purchase orders.” To change the tax amounts for the document, see Calculating and
distributing summary taxes for purchase orders. To change the tax amounts for a line item, see Calculating and
distributing detail taxes for purchase order items.
19. Enter a comment ID (optional). For more information about comments, see Adding comments to
purchasing documents.
20. Choose the Attachment Management icon to attach documents to the purchase order, if applicable.
21. Choose File >> Print to open the Purchase Order Print Options window, where you can print the purchase
order, send the purchase order in e-mail, or both. (optional).
You also can print the purchase order by choosing the printer button or send the purchase order in e-mail by
choosing the Send in e-mail button in the upper right of the Purchase Order Entry window.
If you are using purchase order approval workflow, the purchase order must be approved before you can print it.
You also can print a purchase order that doesn’t need approval. If you are using vendor approval workflow, the
vendors assigned to the purchase orders must be approved or have the workflow status of No Approval Needed.
You can select to send a purchase order in e-mail or print purchase orders in the functional or originating
currency by using the currency list button. To send a purchase order in e-mail or print a purchase order in your
reporting currency, you must use the Purchase Order Inquiry Zoom window. For more information about
reporting currency, see the Multicurrency Management documentation.
22. Save the purchase order or submit the purchase order for approval, if you are using Workflow.
If you have entered a prepayment for the purchase order, saving the purchase order saves the computer check
prepayment or posts the manual prepayment to Payables Management to create a posted manual payables
payment. To post the computer check prepayment, complete a computer check run for the prepayment in
Entering a drop-ship purchase order
Use the Purchase Order Entry window to enter a drop-ship purchase order to purchase items on behalf of a
customer. A customer also can be a vendor. The items on the purchase order are shipped directly to the customer
without ever being physically received in your inventory. The vendor will invoice your business and you, in turn,
will invoice the customer. The quantity on hand isn’t updated in Inventory Control, but the current cost for the
drop-shipped items and the item vendor information will be updated when the invoice is posted. If the item uses
the Average Perpetual valuation method, the current cost for the drop-shipped item won’t be updated.
If you are using Project Accounting, see Chapter 7, “Purchase order entry for projects” to enter purchase orders
for projects
items from one purchase order to another. See Copying a purchase order or Copying purchase order line items
You can select Invoice the PO Items from the Actions button to open additional windows where you can invoice
the items from the purchase order. See Invoicing items from a purchase order for more information.
To enter a drop-ship purchase order:
list.
2. In the New group or its overflow menu, choose Drop-Ship Purchase Order to open the Purchase Order
Entry window.
In multicurrency transactions, the exchange rate used is based on the document date, the currency ID and
contract expiration date for the drop-ship purchase order. Choose OK to return to the Purchase Order
Entry window.
7. Mark Allow Sales Document Commitments to allow purchase order line items to be committed to
matching sales order line items.
commitments. Select the line item and choose the button next to the Quantity Ordered heading to view, add, or
delete commitments in the Sales Commitments for Purchase Order window. For more information, see
9. Moving from the Vendor ID field opens the Enter Drop-Ship Customer window.
In the Enter Drop-Ship Customer window, enter or select the customer ID and ship-to address ID where the
vendor is shipping the items. Choose OK to return to the Purchase Order Entry window.
11. Enter or select the number of the vendor item or item you’re purchasing. If a vendor item or an item hasn’t
been set up in your inventory, see Adding a vendor item, Adding an item to inventory, or Using non-
inventoried items for more information.
Prepayments in the Purchase Order Processing Setup window. To enter a manual payment, the Create
manual prepayment from Purchase Order Processing must be marked as well. You can enter a
prepayment for a New purchase order, a Released or Change Order purchase order that hasn’t been
received or invoiced against. You can only enter one prepayment for each purchase order.
18. Enter the trade discount, freight, miscellaneous, and tax amounts for this purchase order. The trade
discount is automatically calculated if you’ve assigned a trade discount percentage to the vendor that
you’re purchasing the items from.
Taxes will be calculated automatically as you enter items. For more information about tax calculations, see Tax
calculations in Purchase Order Processing. To change the tax amounts for the document, see Calculating and
distributing summary taxes for purchase orders. To change the tax amounts for a line item, see Calculating and
distributing detail taxes for purchase order items.
order, send the purchase order in e-mail, or both (optional).
You can select to send purchase orders in e-mail or print purchase orders in the functional or originating currency
by using the currency list button.
Entering a blanket purchase order
Use the Purchase Order Entry window to enter blanket purchase orders. A blanket purchase order lists a single
item and its quantities that will be delivered in a series of shipments, usually on specific dates. The line items you
enter for a blanket purchase order must be the same item number. The item will be shipped to your business to
be received into your inventory.
Blanket purchase orders allow you to make long-term agreements with vendors to purchase the same item—
usually to receive a volume discount or to be sure of obtaining items that are hard to get. The agreement you
make with the vendor can be based on the total cost of the item or on the total quantity of the item. You’ll use the
Purchasing Blanket Detail Entry window to enter line items for the blanket purchase order.
The first line item entered for a blanket purchase order is called the control blanket line item and has the line
number 0. This is the line item that the blanket line items are based on. For example, you might enter a quantity
of 5,000 for the control blanket line item and then enter five blanket line items with a quantity of 1,000 each. The
control blanket line item isn’t included in tax amounts, in the purchase order’s subtotal, or printed on purchase
orders. If you delete the control blanket line item, all blanket line items are deleted. A control blanket line item
can’t be deleted if a blanket line item has been received against. Unlike blanket line items, the control blanket line
item can’t be received or invoiced against.
If you are using Project Accounting, the Project Number field and the Cost Cat. ID field will be displayed in the
Purchase Order Entry window, but you can’t enter project information.
existing purchase order. See Copying a purchase order for more information.
To enter a blanket purchase order:
list.
2. In the New group or its overflow menu, choose Blanket Purchase Order to open the Purchase Order Entry
window.
6. Choose the Date expansion button to open the Purchasing Date Entry window, where you can enter a contract
expiration date for the blanket purchase order. Choose OK to return to the Purchase Order Entry window.
Enter or select the vendor that you’re purchasing items from.
9. Mark the Allow Sales Document Commitments option to allow blanket purchase order line items to be
committed to matching sales order line items.
The Link Purchase Order icon will be displayed in the Quantity Ordered field for blanket line items with sales
commitments. Select the blanket line item and choose the button next to the Quantity Ordered heading to view,
add, or delete commitments in the Sales Commitments for Purchase Order window. You can’t add commitments
to the control blanket line item. For more information, see Committing purchase orders to sales documents.
10. Enter or select the number of the vendor item or item you’re purchasing that will be the control blanket line
item. If a vendor item or an item hasn’t been set up in your inventory, see Adding a vendor item, Adding an
item to inventory, or Using non-inventoried items for more information.
11. Enter the maximum quantity of the item to order.
edit the default unit cost.
13. Enter a site ID, or accept the default.
14. If the agreement you made with the vendor is based on the total cost of the item, modify the extended cost
to match the agreed cost.
15. Choose Blanket to open the Purchasing Blanket Detail Entry window to enter line items for the blanket
purchase order and to select which line items will be released to the vendor when the blanket purchase
order is printed.
16. If the agreement you made with the vendor is based on the total quantity, mark Quantity to control the
blanket by. If the agreement you made with the vendor is based on the total cost of the item, mark Value to
control the blanket by. If you are managing the blanket by value, you still must enter quantities for the
blanket purchase order’s delivery schedule.
17. Enter line items using different required dates and quantities, as necessary. You also can mark each line
item to be released to the vendor when the purchase order is printed.
When you’ve finished entering line items, choose OK to return to the Purchase Order Entry window.
Prepayments in the Purchase Order Processing Setup window. To enter a manual payment, the Create manual
prepayment from Purchase Order Processing must be marked as well. You can enter a prepayment for a New
purchase order, a Released or Change Order purchase order that hasn’t been received or invoiced against. You
can only enter one prepayment for each purchase order.
as the prepayment account, payment type, and payment method. See Entering a prepayment for a purchase
order for more information.
from.
Taxes will be calculated automatically as you enter items. The control blanket line item isn’t included when
calculating taxes. For more information about tax calculations, see Chapter 10, “Taxes for purchase orders.” To
change the tax amounts for the document, see Calculating and distributing summary taxes for purchase orders.
To change the tax amounts for a line item, see Calculating and distributing detail taxes for purchase order items.
order or a blanket purchase order delivery schedule. You also can send the purchase order in e-mail
(optional).
If you are using purchase order approval workflow, you can print the purchase order delivery schedule, but the
purchase order must be approved before you can print it or send it in e-mail. You also can print a purchase order
or send a purchase order in e-mail that doesn’t need approval. If you are using vendor approval workflow, the
using the currency list button in the Purchase Order Entry window. To send a purchase order in e-mail or print a
purchase order in your reporting currency, you must use the Purchase Order Inquiry Zoom window. For more
information about reporting currency, see the Multicurrency Management documentation.
You also can select to print blanket purchase order delivery schedules in the functional or originating currency
using the currency list button. To print blanket purchase order delivery schedule in your reporting currency, you
must use the Purchase Order Inquiry Zoom window.
Entering a drop-ship blanket purchase order
Use the Purchase Order Entry window to enter a drop-ship blanket purchase order to purchase items on behalf
of a customer. A customer also can be a vendor. A dropship blanket purchase order lists a single item and the
quantities that will be delivered to the customer in a series of shipments, usually on specific dates. The items on
the drop-ship blanket purchase order are shipped directly to the customer without ever being physically received
in your inventory. The vendor will send an invoice to your business and you, in turn, will send an invoice to the
customer.
Blanket purchase orders allow you to make long-term agreements with vendors to purchase the same item—
usually to receive a volume discount or to be sure of obtaining hard to get items. The agreement you make with
the vendor can be based on the total cost of the item or for the total quantity of the item.
The quantity on hand isn’t updated in Inventory Control, but the current cost for the drop-shipped item and the
item vendor information will be updated when the invoice is posted. If the item uses the Average Perpetual
valuation method, the current cost for the drop-shipped item won’t be updated.
The first line item entered for a drop-ship blanket purchase order is called the control blanket line item and it has
the line number of 0. This is the line item that the blanket line items are based on. For example, you might enter a
quantity of 5,000 for the control blanket line item and then enter five blanket line items with a quantity of 1,000
each. The control blanket line item isn’t included in tax amounts, in the purchase order’s subtotal, or printed on
purchase orders. If you delete the control blanket line item, all blanket line items are deleted. A control blanket
line item can’t be deleted if a blanket line item has been received against. Unlike blanket line items, the control
blanket line item can’t be received or invoiced against.
Purchase Order Entry window, but you can’t enter project information.
existing purchase order. See Copying a purchase order for more information.
You also can select Invoice the PO Items from the Actions button to open additional windows where you can
invoice the items from the purchase order. See Invoicing items from a purchase order for more information.
To enter a drop-ship blanket purchase order:
list.
2. In the New group or its overflow menu, choose Drop-Ship Blanket Purchase Order to open the Purchase
Order Entry window.
contract expiration date for the drop-ship blanket purchase order. Choose OK to return to the Purchase
Order Entry window.
vendor is shipping the items to. Choose OK to return to the Purchase Order Entry window.
10. Mark Allow Sales Document Commitments to allow purchase order line items to be committed to matching
sales order line items.
The Link Purchase Order icon will be displayed in the Quantity Ordered field for blanket line items with sales
commitments. Select the blanket line item and choose the button next to the Quantity Ordered heading to view,
add, or delete commitments in the Sales Commitments for Purchase Order window. You can’t add a sales
commitment to the control blanket line item. For more information, see Committing purchase orders to sales
documents.
11. Enter or select the number of the vendor item or item you’re purchasing that will be the control blanket line
item. If a vendor item or an item that hasn’t been set up in your inventory, see Adding a vendor item, Adding
an item to inventory, or Using non-inventoried items for more information.
12. Enter the maximum quantity of the item to order.
15. If the agreement you made with the vendor is based on the total cost of the item, modify the extended cost
to match the agreed cost.
16. Choose Blanket to open the Purchasing Blanket Detail Entry window to enter line items for the drop-ship
blanket purchase order and to select which line items will be released to the vendor when the drop-ship
blanket purchase order is printed.
17. If the agreement you made with the vendor is based on the total quantity, mark Quantity to control the
blanket by. If the agreement you made with the vendor is based on the total cost of the item, mark Value to
control the blanket by. If you are managing the blanket by value, you still must enter quantities for the
blanket purchase order’s delivery schedule.
18. Enter line items using different required dates and quantities, as necessary. You also can mark each line
item to be released to the vendor when the purchase order is printed.
When you’ve finished entering line items, choose OK to return to the Purchase Order Entry window.
Prepayments in the Purchase Order Processing Setup window. To enter a manual payment, the Create manual
prepayment from Purchase Order Processing must be marked as well. You can enter a prepayment for a New
purchase order, a Released or Change Order purchase order that hasn’t been received or invoiced against. You
can only enter one prepayment for each purchase order.
Taxes will be calculated automatically as you enter items. The control blanket line item isn’t included when
calculating taxes. For more information about tax calculations, see Tax calculations in Purchase Order Processing.
To change the tax amounts for the document, see Calculating and distributing summary taxes for purchase
orders. To change the tax amounts for a line item, see Calculating and distributing detail taxes for purchase order
items.
order or a blanket purchase order delivery schedule, You also can send the purchase order in e-mail
(optional).
If you are using purchase order approval workflow, you can print the purchase order delivery schedule, but the
purchase order must be approved before you can print it or send it in e-mail. You also can print a purchase order
or send a purchase order in e-mail that doesn’t need approval. If you are using vendor approval workflow, the
using the currency list button in the Purchase Order Entry window. To send a purchase order in e-mail or print a
purchase order in your reporting currency, you must use the Purchase Order Inquiry Zoom window. For more
information about reporting currency, see the Multicurrency Management documentation.
You also can select to print blanket purchase order delivery schedules in the functional or originating currency
using the currency list button. To print blanket purchase order delivery schedule in your reporting currency, you
must use the Purchase Order Inquiry Zoom window.
Entering a prepayment for a purchase order
Use the Purchasing Prepayment Entry window to enter or view computer check or manual payment information
for a purchase order. You can enter a prepayment for a New purchase order, a Released or Change Order
purchase order that hasn’t been received or invoiced against. You can only enter one prepayment for each
purchase order.
This window is available for a computer check if you marked the Allow Purchase Order Prepayments option in
the Purchase Order Processing Setup window. To enter or view a manual payment, the Create manual
prepayment from Purchase Order Processing must be marked as well.
To enter a computer check prepayment for a purchase order:
1. Open the Purchase Order Entry window. (Purchasing >> Transactions >> Purchase Order Entry)
2. Enter or select a purchase order.
3. Enter a prepayment amount and choose the Prepayment Expansion button.
4. In the Purchasing Prepayment Entry window, enter or accept the prepayment account.
To enter a manual check prepayment for a purchase order:
5. Select Manual Payment as the payment type.
6. Select Check as the payment method.
7. Enter or select the checkbook ID you’re using for this transaction.
8. Enter the number of the check you used to make the payment. The next check number specified for
checkbook is the default number.
9. Enter or accept the date of the prepayment.
10. Enter or accept the payment number of the payment. The next payment number displayed in the Payables
Setup Options window appears as the default entry.
11. Enter or select the cash account used when posting the prepayment for the purchase order.
To enter a manual credit card prepayment for a purchase order:
5. Select Manual Payment as the payment type.
6. Select Credit Card as the payment method.
7. Enter or select the name of the credit card you’re using for this transaction.
8. Enter or accept the document number for the payment. The payment number is the default document
number.
9. Enter or accept the date of the prepayment.
10. Enter or accept the payment number of the payment. The next payment number displayed in the Payables
Setup Options window appears as the default entry.
11. Enter or select the accounts payable account used when posting the prepayment for the purchase order.
If the credit card is used as a credit card, the default account is the accounts payable account for the vendor
assigned to the credit card. If the credit card is used as a check card, the default account is the cash account
assigned to the checkbook ID.
Copying a purchase order
Use the Copy a Purchase Order window to create a new purchase order from an existing purchase order. You can
copy a blanket purchase order or drop-ship blanket purchase order to another purchase order of the same type.
If the new and existing orders have different currencies and neither is the functional currency, amounts are
converted from the currency of the existing order to the functional currency and then to the currency for the new
order.
If the purchase order that you are copying has a prepayment, you will have to enter the prepayment on the new
purchase order. If you are using Analytical Accounting, you can copy analysis information assigned to purchase
orders or purchase order line items.
You can copy a purchase order if you are using Workflow. The new purchase order is assigned a status of Not
Submitted.
To copy a purchase order:
2. Choose Actions and select Create and Copy New PO to open the Copy a Purchase Order window.
3. Enter or select a purchase order with a status of New, Released, or Change Order to copy. You can’t create
a new purchase order from a purchase order that has project information.
4. You can change the vendor, currency, and document date for the new order.
5. For drop-ship purchase orders, enter or select a customer ID and a ship-to address ID.
6. Select a site option. If you select Use Site, enter or select a site.
7. Enter the required, promise, and promise ship dates.
8. Select a cost option.
9. Mark the desired copy options.
10. You can choose Preview to open the Preview Line Items window, where you can mark and modify line
items before you copy them. See Previewing purchase order line items for more information.
11. Choose Copy.
Committing purchase orders to sales documents
Use the Sales Commitments for Purchase Order window to fill sales orders by committing (linking) purchase
order line items to Sales Order Processing line items. You can link Sales Order Processing orders or back orders
to existing New, Released, or Change Order purchase orders. For more information about linking sales
documents to purchase orders, see the Sales Order Processing documentation.
If you are using Project Accounting, you can’t commit purchase order line items for projects to Sales Order
Processing line items.
If you are using Workflow, you can commit purchase orders to sales documents, except for rejected purchase
orders. To commit a purchase order that is pending approval, you must be the current approver of the purchase
orders.
The purchase order must allow sales document commitments, and sales and purchasing line items must meet the
following requirements:
The purchase order line item that has an uncommitted quantity isn’t the control blanket line item for a
blanket purchase order or a drop-ship blanket purchase order.
The uncommitted quantity on the purchase order is equal to or more than the quantity required by the
sales document.
The item numbers match.
For inventoried items, the U of M matches if you selected to use the U of M from the sales order line in the
Sales Order Processing Setup Options window. The U of M doesn’t have to match if you selected to use
the item’s default purchasing U of M.
The site ID on the purchase order matches the site ID in the Sales Order Processing Setup Options
window, if you selected the option Use a Single Site for All POs.
The site ID on the purchase order matches the site ID on the sales line, if you did not select to use a single
site for purchase orders in the Sales Order Processing Setup Options window.
For non-inventoried line items, the item number and U of M match.
For drop-ship line items, the customer ID, shipping method, and ship-to address match.
If a purchase order line item is committed to more than one sales order line item, you can use the Sales
Commitments for Purchase Order window to specify the sequence in which the sales line items will be received.
You must commit the full quantity of the sales line item to the purchase order line item. Linking a purchase order
line item to a sales document will not change purchase order information.
To commit purchase orders to sales documents:
2. Enter or select a purchase order. Be sure the Allow Sales Document Commitments option is marked.
3. Select a purchase order line item with an uncommitted quantity. Choose the Link Purchase Order button
on the Quantity Ordered field to open the Sales Commitments for Purchase Order window.
The item number, description, available quantity, and other information for the item will be displayed. If you
selected a line item with existing commitments, sales item information will be displayed in the scrolling window.
4. In the Sales Commitments for Purchase Order window, choose the Add Sales Doc button to open the Sales
Assignments for Purchase Order window, where you can select sales line items.
5. In the Sales Assignments for Purchase Order window, select a sales line item and choose the Select button to
create a link between the purchase order and the line item. The window will close, and information for the
sales line item you chose will appear in the Sales Commitments for Purchase Order window.
A sales line item can be linked to only one purchase order line item, but a purchase order line item can have
multiple sales commitments. A drop -ship purchase order or a dropship blanket purchase order can be committed
only to drop -ship sales order line items.
6. If a line item has more than one Sales Order Processing commitment, you can use the arrow buttons in the
Sales Commitments for Purchase Order window to specify the order in which committed quantities will be
received.
To view document information for a Sales Order Processing line item, click on the Sales Document Number link.
7. Choose the OK button to save the commitments and return to the Purchase Order Entry window.
Quantity Tolerances in Purchase Order Processing
You can specify quantity tolerances for shortages and overages for the quantity ordered when receiving against a
standard purchase order or a blanket purchase order. Quantity tolerances are not calculated for purchase orders
created from Sales Order Processing documents.
For inventoried items with an item type of Sales Inventory or Discontinued, you can set up a quantity tolerance
for shortages and overages using the Item Purchasing Options Maintenance window. For non-inventoried items,
you can set up a quantity tolerance overage and shortage using the Purchase Order Processing Setup window.
Shortage
If the quantity received is short within a certain percentage of the quantity ordered on a standard purchase order
or a blanket purchase order, the line item is automatically changed to change order, received, or closed. The status
of the line item depends on whether or not the line item has been invoiced.
Example 1
In the following example, a line item is received against and the quantity remaining to receive is within the
tolerance.
QUANTITY ORDERED FOR A PURCHASE ORDER IS 100.
Quantity overage tolerance percentage is 10%.
You enter a receivings transaction for a quantity of 91.
The remaining quantity is canceled and the status for the item is Received or Closed if the item has been fully invoiced.
Example 2
In the following example, a line item is received against multiple times and the receivings transactions are posted.
Received and posted a quantity of 75.
The status of the line item and the purchase order is Released.
If you receive and post a quantity of 14 or less, the line item status remains as Released.
If you receive and post a quantity of 15 or more, the remaining quantity of the line item is canceled. The status for the item is
Received or Closed if the item has been fully invoiced.
Example 3
In the following example, a line item assigned to receivings transaction is saved in a batch. The purchase order
and line item status is Released.
Purchase Order and line item status is Released.
Receive and save a quantity of 75.

If you receive and post a quantity of 14 or less, the line item status remains as Released.
If you receive and post a quantity of 15 or more, the remaining quantity of the line item is canceled. The status for the item is
Change Order.
Example 4
In the following example, a line item assigned to receivings transaction is saved in a batch. The purchase order
and line item status is New.
Purchase Order and line item status is New.
Receive and save a quantity of 75.
The status of the line item and the purchase order is New.
If a quantity of 14 or less is received and posted, the purchase order and line item have a status of Released.
If a quantity of 15 or more is received and posted, the remaining amount will be canceled and the line item status is Released.
Example 5
In the following examples, the item’s quantity is partially rejected. The rejected quantity is a reduction of the
quantity received when calculating the shortage tolerance.
Receive a quantity of 75 and reject a quantity of 15.
If a quantity of 4 or less is received and posted, the purchase order and line item have a status of Released.
If a quantity of 5 or more is received and posted, the remaining amount will be canceled and the line item status is Released.
Receive a quantity of 100 and reject a quantity of 3.
The remaining amount will be canceled and the line item status is Received or Closed if the line item is fully invoiced.
Overage
If you are using an overage quantity tolerance for items, you can limit the total quantity you can receive over the
quantity ordered on a standard purchase order or blanket purchase order. When the quantity received is over the
overage tolerance, you will receive a message that you can't enter a quantity greater than the combined total of
the Remaining to Receive quantity and the overage tolerance set up for the item.
Example 1
In the following example, a line item is received against.
THE NET QUANTITY ORDER IS THE QUANTITY ORDER MINUS THE QUANTITY CANCELED.
Purchase order net quantity is 100.
No message displays if the receivings transaction has a quantity of 110 or less.
Message displays if the receivings transaction has a quantity of 111 or more.
Example 2
In the following example, a line item is received against multiple times.
Quantity overage tolerance percentage is 10%
You enter another receivings transaction.
No message displays if the quantity on the receivings transaction has a quantity of 60 or less.
Message displays if the quantity on the receivings transaction has a quantity of 61 or more.
Example 3
In the following example, an item's quantity is rejected or partially rejected. The rejected quantity is a reduction of
the quantity received when calculating the overage tolerance.
You enter a receivings transaction for a quantity of 100 and reject a quantity of 10.
No message displays if the quantity on the transaction has a quantity of 19 or less.

Message displays if the quantity on the transaction has a quantity of 20 or more.
Print options for purchase orders

In the Purchase Order Print Options window and the Print Purchasing Documents window, you can select the
type of information you want to print on purchase orders. When you send purchase orders to your vendors in e-
mail, you use the same options you use as when you are printing purchase orders. The print options that are
available depend on the document you are printing or sending in e-mail.
Print Canceled Items All line items that exist on each purchase order will be printed including line items with a
Canceled status, if they were released to the vendor. Line items that changed from New to Canceled (and were
never released) will not be printed or sent. Items with a partially canceled quantity are always printed or sent,
regardless of whether you mark this option. If you don’t print canceled items, line items that have a Canceled
status won’t be printed on the purchase order and the quantity ordered will be reduced by the canceled quantity.
For example, assume that you’ve entered a purchase order that has two line items in the Purchase Order Entry
window.
QUANTITY QUANTITY
ITEM ORDERED CANCELED UNIT COST EX TENDED COST STATUS
Item 1 10 1 $1.00 $10.00 Released
Item 2 5 5 $1.00 $5.00 Canceled
The Subtotal amount is $15.00. The Remaining PO Subtotal amount is $9.00.

If you marked the Print Canceled Items option, the following information would be printed on the purchase
order:
ITEM QUANTITY ORDERED UNIT PRICE EX TENDED PRICE
Item 1 9 $1.00 $9.00
Include In Totals Amounts from canceled items will be included in the purchase order total. If you print both
canceled line items and their amounts, the quantity ordered for the purchase order is taken from the Quantity
Ordered field in the Purchase Order Entry window.
Using the information from the previous example, the following information would be printed on the purchase
order if you marked the Print Canceled Items and the Include In Totals options:
Item 1 10 $1.00 $10.00
Item 2 5 $1.00 $5.00
The Subtotal amount is $15.00.

If you print canceled line items but not their amounts, the quantity ordered is reduced by the canceled quantity.
The following information would be printed:
Item 1 9 $1.00 $9.00
Item 2 0 $1.00 $0.00
The Subtotal amount is $9.00.

Include POs On Hold Mark this option to print purchase orders that are on hold. Printing a purchase order that
is on hold will not change its status.
Print Reference Number and FOB The reference number and Free on Board designation are printed in
addition to the vendor item number. (The vendor item number is printed on the purchase order regardless of
whether you selected to print the reference number.) The reference number is the item number as it was entered
in the Item Maintenance window.
Combine Similar Items Similar items are combined into a single line item when printing a purchase order.
Line items on blanket purchase orders and drop-ship blanket purchase orders will not be combined when this
option is marked.
Similar inventoried items can be combined when the item number, unit of measure, originating unit cost, required
date, shipping method, and address information are the same. Similar non-inventoried items can be combined if
the item number, vendor item number, unit of measure, originating unit cost, required date, shipping method, and
address information are the same. The address information includes name, contact, address, city, state, ZIP code
or postal code, and country/region.
For example, assume that two different departments submitted requests for a fax machine. Each request was
entered as a separate line item on one standard purchase order.
LINE ITEM NUMBER VENDOR
Item
U of M
Site
Quantity
Unit Cost
Extended
Cost
Requested by
SUPPO
1 FAX001 FAX EACH NORTH 1 $450.75 $450.75 RT
2 PHON TELEP Each North 1 $ $ Suppor

E001 HONE 75.87 75.87 t
3 FAX00 FAX Each North 1 $450.7 $450.7 Admin

1 5 5
SUPPO
1 FAX001 FAX EACH NORTH 1 $450.75 $450.75 RT
4 DESK0 COMP Each South 1 $750.9 $750.9 Admin

01 UTER 9 9
DESK
If you choose to combine similar items on a purchase order and the shipping method and address information
are the same for both line items, the following line items would be printed on the purchase order as.
ITEM VENDOR EX TENDED

LINE NUMBER ITEM U OF M SITE QUANTITY UNIT COST COST
1 FAX001 FAX Each North 2 $450.75 $901.50
2 PHONE001 TELEPHON Each North 1 $ 75.87 $ 75.87

E
4 DESK001 COMPUTER Each South 1 $750.99 $750.99

DESK
When printing a standard or drop-ship purchase order and similar items are combined into a single line item, the
purchase order will display the first line number for the combined line items. In the above example, line 1 and line
3 are combined and line 1 will display the combined items.
Reprint Previously Printed POs Reprint purchase orders that you’ve already printed. When you print a
purchase order with a Change Order status, the status of the purchase order changes to Released. This option is
available only in the Print Purchasing Documents window.
Print One Purchase Order per Address Line items that have the same address and shipping method can be
included on the same purchase order. For example, assume that you’ve marked the Print One Purchase Order per
Address option and have entered the following line item information for PO001, a standard purchase order.
ITEM SHIPPING METHOD ADDRESS
Item A NEXT DAY 1234 Allen Street East Chicago, IL
Item B PICKUP 123 West Boardwalk New York, NY
Item C NEXT DAY 12345 Market Drive Chicago, IL
Item D PICKUP 123 West Boardwalk New York, NY
When you print PO001, three separate purchase orders will be printed.
A purchase order PO001 for Item A.
A purchase order PO001 for Item B and D.
A purchase order PO001 for Item C.
However, if the Print One Purchase Order per Address option isn’t marked, only one purchase order for PO0001
will be printed. The address and shipping method for each purchase order item will be printed on the purchase
order.
If you are using Project Accounting, this option will not apply to the purchase order formats that you entered in
the PA Purchase Order Processing Setup Options window.
Include Tax Details The tax details that were used to calculate the tax will be printed directly beneath the item
on the document. Each tax detail must have the Print on Documents option in the Tax Detail Maintenance window
marked before the tax detail can be printed on documents. Mark Print Dual Currencies to print summary tax
information in both the originating and functional currencies on purchase orders that include tax details. Mark
Line Item and Summary if you want to include details for line items as well as summary tax information. Mark
Summary Taxes Only if you want to include only the summary of tax detail information for each printed
document. Summary taxes are printed at the bottom of the document.
Requirements for sending purchase orders in e -mail
You can send purchase orders, drop-ship purchase orders, blanket purchase orders, drop-ship blanket purchases
orders in e-mail if the following conditions are met.
The document type to send in e-mail must be available for the vendor to send in e-mail.
At least one e-mail address, To, Cc, or Bcc, must be assigned to the vendor using the Internet Information
window or the Purchasing E -mail Detail Entry window.
You can send documents by email if you're using a MAPI-compliant e-mail service or Exchange 2007
Word templates for Microsoft Dynamics GP for the vendor and document type must be enabled in the
Template Configuration Manager window before you can send documents as DOCX, PDF, or XPS
attachments.
Depending on the document type and email service, Microsoft Word 2010 or later and Word templates for
Microsoft Dynamics GP are required.
FILE FORMAT WORD 2010 WORD TEMPLATES WEB CLIENT

*Email for Web Client will
only be available if you are
using Exchange as your
server type in the System
Preferences window.
- The file size of the
document must not be
greater than the maximum
file size set in the Vendor E-
mail Options window.
- Depending on the file
format you choose to send
your documents in e-mail,
your customers and vendors
must be using the following
components to view their
documents.
PDF Adobe Reader
HTML* Internet Explorer 8 Internet Explorer 9
*If you are using Microsoft Dynamics GP Web Client only, your customers and vendors must be using HTML to
view their documents.
Printing and sending an individual purchase order in e -mail
Use the Purchase Order Print Options window to print an individual purchase order when you’ve finished
entering it and are satisfied there are no mistakes on it. You also can send the purchase order in e-mail using the
Purchase Order Print Options window or by you choosing the Send in e-mail button in the upper right of the
Purchase Order Entry window. See Printing and sending multiple purchase orders in e-mail for information
about printing and sending several purchase orders at once.
If you are using purchase order approval workflow, the purchase order must be approved before you can print or
send it. You can print or send a purchase order that doesn’t need approval. If you are using vendor approval
workflow, you can print or send a purchase order only if the vendor assigned to the purchase order has been
approved or has a workflow status of No Approval Needed.
You also can print and send a historical purchase order in e-mail, which is a closed or canceled purchase order
that has been moved to history. To print or send an historical purchase order, you must use the Purchase Order
Inquiry Zoom window to open the Purchase Order Print Options window. See Viewing purchasing documents
To print and send an individual purchase order in e-mail:
3. Choose File >> Print to open the Purchase Order Print Options window.
If you’re using preprinted purchase order forms, we recommend that you print an alignment form. Xs will be
printed in the place of the actual purchase order information. Verify that the purchase order forms are aligned
correctly.
4. Select to print, send the purchase order in e-mail, or both.
5. Select a format for the purchase order.
To send a purchase order in e-mail, the document format must be Blank Paper.
6. From the currency list button, select whether to print or send the purchase order in the functional or
originating currency.
To print or send a purchase order in the reporting currency, you must use the Purchase Order Inquiry Zoom
window. For more information, see Viewing purchasing documents.
7. Select the print options when printing or sending the purchase order. For example, you can print canceled
items and the totals from the canceled items on the purchase orders.
8. Select whether to include tax details on the document.
9. Print the purchase order, send the purchase order in e-mail, or both.
The status of New purchase orders will be changed to Released when at least one line item on the purchase order
changes from New to Released. A Change Order purchase order also changes to Released when printing it or
sending it in e-mail results in at least one Released purchase order line item and no remaining Change Order
purchase order line items.
If you are printing or sending blanket and drop-ship blanket purchase orders, the status of New line items will be
changed to Released, if line items have been marked to release in the Purchasing Blanket Detail Entry window.
For more information, see Entering line items with multiple release dates. For more information about statuses,
see Status overview.
The control blanket line item isn’t printed on the blanket purchase order or the blanket drop-ship purchase order.
Printing and sending multiple purchase orders in e -mail
Use the Print Purchasing Documents window to print a range of purchase orders when you’ve finished entering
them and are satisfied there are no mistakes on them. You also can send a range of purchase orders in e-mail. See
Printing and sending an individual purchase order in e-mail for information about printing and sending
individual purchase orders in e-mail.
If you are using purchase order approval workflow, the purchase order must be approved before you can print or
send it. You also can print or send a purchase order that doesn’t need approval. If you are using vendor approval
workflow, the vendors assigned to the purchase orders must be approved or have the workflow status of No
Approval Needed.
You also can print or send a range of historical purchase orders. A historical purchase order is a closed or
canceled purchase order that has been moved to history.
To print and send multiple purchase orders in e-mail:
1. Open the Print Purchasing Documents window. (Purchasing >> Transactions >> Print Purchasing
Documents)
If you’re using preprinted purchase order forms, we recommend that you print an alignment form. X’s will be
printed in the place of the actual purchase order information. Verify that the purchase order forms are aligned
correctly.
2. Select to print or send purchase orders or historical purchase orders.
3. Select a format for purchase orders.
To send a purchase order in e-mail, the document format must be Blank Paper.
4. Select whether to sort purchase orders by purchase order number or by vendor ID.
5. From the currency list button, select whether to print the purchase orders in functional, originating, or
reporting currency.
6. Select the print options when printing purchase orders, sending purchase orders in e-mail, or both. For
example, you can print canceled items and the totals from the canceled items on the purchase orders.
7. Select which purchase order statuses you want to include.
The status of New purchase orders will be changed to Released when at least one purchase order line item
changes from New to Released. A Change Order purchase order also changes to Released when printing it or
sending it in e-mail results in at least one Released purchase order line and no remaining Change Order purchase
order line items.
If you are printing or sending blanket and drop-ship blanket purchase orders, the status of New line items will be
changed to Released, if line items have been marked to release in the Purchasing Blanket Detail Entry window.
8. Select a range type and enter starting and ending values for the range.
9. Choose Insert to move the range restriction you’ve defined into the Restrictions list.
You can define additional range restrictions, but you can define only one range restriction per range type. For
example, you can specify a range of purchase orders and a range of item numbers, but you can’t specify two
purchase order ranges.
10. Print the purchase orders, send the purchase orders in e-mail, or both.
The control blanket line item isn’t printed on a blanket purchase order or a blanket drop-ship purchase order.
Printing an individual blanket purchase order delivery schedule
Use the Purchase Order Print Options window to print an individual estimated delivery schedule after you’ve
finished entering a blanket purchase order or a dropship blanket purchase order. See Printing multiple blanket
purchase order delivery schedules for information about printing several delivery schedules at once.
Printing the delivery schedule won’t release the items to the vendor. To release items to the vendor, print a
purchase order.
To print an individual blanket purchase order delivery schedule:
2. Enter or select a blanket purchase order or drop-ship blanket purchase order.
3. Choose File >> Print to open the Purchase Order Print Options window.
4. Select to print a delivery schedule.

5. From the currency list button, select whether to print in the functional or originating currency.
To print a blanket purchase order delivery schedule in the reporting currency, you must use the Purchase Order
Inquiry Zoom window. For more information, see Viewing purchasing documents.
6. Choose Print to print the delivery schedule.
Printing multiple blanket purchase order delivery schedules
Use the Print Purchasing Documents window to print a range of estimated delivery schedules for blanket and
drop-ship blanket purchase orders. See Printing an individual blanket purchase order delivery schedule for
information about printing individual delivery schedule.
Printing the delivery schedule won’t release the items to the vendor. To release items to the vendor, print a
purchase order.
To print multiple blanket purchase order delivery schedules:
1. Open the Print Purchasing Documents window. (Purchasing >> Transactions >> Print Purchasing
Documents)
2. Select to print delivery schedules.
3. From the currency list button, select whether to print the delivery schedules in functional, originating, or
reporting currency.
4. Select whether or not to include purchase orders that are on hold.
5. Select a range type and enter starting and ending values for the range.
6. Choose Insert to move the range restriction you’ve defined into the Restrictions list.
You can define additional range restrictions, but you can define only one range restriction per range type. For
example, you can specify a range of purchase orders and a range of item numbers, but you can’t specify two
purchase order ranges.
7. Choose Print to print the delivery schedules.
Chapter 7: Purchase order entry for projects

If you are using Project Accounting, you can enter standard and drop-ship purchase orders for projects. You can
enter blanket and drop-ship blanket purchase orders, but you can’t enter a project number or a cost category for
items assigned to those purchase order types. For more information about blanket purchase orders, see Entering
a blanket purchase order. For more information about drop-ship blanket purchase orders, see Entering a drop -
ship blanket purchase order.
Project numbers and cost categories in Purchase Order Processing
Entering a standard purchase order for projects
Entering a drop -ship purchase order for projects
Project numbers and cost categories in Purchase Order Processing
A project number identifies the project where the item in the purchase order, shipment receipt, shipment/invoice
receipt or invoice receipt will be used. Each project has its own budget and is made up of cost categories. If an
item isn’t assigned to a project, you can enter <None> or leave the project number blank. If an item isn’t
assigned to a project, the item isn’t assigned to a budget.
A cost category is a name given to a project expense, such as, labor, building rental, and materials. When a cost
category is used in a project, it is usually called a budget item. Each cost category that is assigned to a project has
its own budget. If an item doesn’t have a project number, you don’t have to enter a cost category. You can leave
the cost category blank. You must enter a cost category ID if the item you’re entering is part of a project.
Entering a standard purchase order for projects
Use the Purchase Order Entry window to enter purchase orders. A purchase order can involve various projects,
cost categories, and items—all of them to be acquired from a single vendor only. You can use this window to
modify purchase orders with New, Released, and Change Order statuses. You also can enter detailed information
for each purchase order and enter inventoried and non-inventoried items. See Inventoried items and non-
inventoried items for projects for more information.
items from one purchase order to another. You won’t be able to copy purchase orders or line items that have
project numbers and cost categories assigned to them. See Copying a purchase order or Copying purchase order
line items for more information.
To enter a standard purchase order for projects:
2. Select Standard as the document type.
8. Enter or select the project where an item will be used. If the item that you’re purchasing isn’t assigned to a
project, enter <NONE> or leave the Project No. field blank.
You cannot enter a project number that belongs to a contract with a status of On Hold, Closed, or Estimate. In
addition, you cannot enter a project number for a project, contract, or customer that doesn’t allow you to enter or
post cost transactions.
You can’t enter a project number and a cost category if the Options >> Display Vendor Item is marked to display
the vendor items.
9. Enter or select the cost category where an item will be used. You must enter a cost category ID if the item
you’re entering is part of a project. If the item isn’t a part of a project, leave the Cost Category field blank.
10. Enter or select the number of the item you’re purchasing. If an item hasn’t been set up in your inventory,
see Adding an item to inventory or Using noninventoried items for more information.
Inventoried items entered for a project must be assigned to a cost category in the Budget Detail IV Items window.
If the item isn’t assigned to a budget, you must add the item to the budget. You cannot add a new inventoried
item if the Allow Entry of New Budgets/Materials option is not marked in the User Purchase Order Settings
window. See Inventoried items and non-inventoried items for projects for more information.
To add an attachment to the item, select the item and choose the Attachment Management icon to open the
Document Attachment Management window.
from.
Chapter 10, “Taxes for purchase orders.” You can’t change the Tax amount in the Purchase Order Entry window
even if your system is set up to allow editing summary-level taxes in the Company Setup Options window. To
change the tax amounts for a line item, see Calculating and distributing detail taxes for purchase order items.
order (optional). See Printing and sending an individual purchase order in e-mail for more information.
For information about printing several purchase orders at once, see Printing and sending multiple
purchase orders in e-mail.
You can select to print purchase orders in the functional or originating currency using the currency list button. To
print a purchase order in your reporting currency, you must use the Purchase Order Inquiry Zoom window. For
more information about reporting currency, see the Multicurrency Management documentation.
Entering a drop-ship purchase order for projects
Use the Purchase Order Entry window to enter a drop-ship purchase order to purchase items on behalf of a
customer. A customer also can be a vendor. The items on the purchase order are shipped directly to the customer
without ever being physically received in your inventory. The vendor will invoice your business and you, in turn,
will invoice the customer. The quantity on hand isn’t updated in Inventory Control, but the current cost for the
drop-shipped items and the item vendor information will be updated when the invoice is posted. If the item uses
the Average Perpetual valuation method, the current cost for the drop-shipped item won’t be updated.
You also can enter detailed information for each purchase order and enter inventoried and non-inventoried items.
See Inventoried items and non-inventoried items for projects for more information.
items from one purchase order to another. You won’t be able to copy purchase orders or line items that have
project numbers and cost categories assigned to them. See Copying a purchase order or Copying purchase order
line items for more information.
You can select Invoice the PO Items from the Actions button to open additional windows where you can invoice
the items from the purchase order. See Invoicing items from a purchase order for more information.
To enter a drop-ship purchase order for projects:
2. Select Drop-Ship as the document type.
In multicurrency transactions, the exchange rate used is based on the document date, the currency ID and
vendor is shipping the items. Choose OK to return to the Purchase Order Entry window.
project because the item isn’t assigned to a budget, leave the Project No. field blank.
You can’t enter a project number or a cost category if the Options >> Display Vendor Item is marked to display
the vendor items.
9. Enter or select the cost category. You must enter a cost category ID if the item you’re entering is part of a
project. If the item isn’t part of a project, you can leave the Cost Category ID field blank.
10. Enter or select the number of the item you’re purchasing. If an item hasn’t been set up in your inventory,
see Adding an item to inventory or Using noninventoried items for more information.
Taxes will be calculated automatically as you enter items. For more information about tax calculations, see Tax
calculations in Purchase Order Processing. You can’t change the Tax amount in the Purchase Order Entry window
even if your system is set up to allow editing summary-level taxes in the Company Setup Options window. To
change the tax amounts for a line item, see Calculating and distributing detail taxes for purchase order items.
order (optional). See Printing and sending an individual purchase order in e-mail for more information.
For information about printing several purchase orders at once, see Printing and sending multiple
purchase orders in e-mail.
You can select to print purchase orders in the functional or originating currency using the currency list button.
Chapter 8: Purchase order detail entry

The Purchase Order Entry window is designed to resemble a physical purchase order document and includes
vendor, line item, and total information. Use the expansion buttons in the Purchase Order Entry window to open
windows where you can enter detailed information about a document, vendor, line item, or other elements of a
purchase order.
Entering vendor information
Updating a vendor’s e-mail information for a purchase order
Entering line items with multiple release dates
Entering line item detail information
Entering project line item detail information
Specifying the manufacturer’s item numbers to print on a purchase order
Entering and releasing blanket line items
Copying purchase order line items
Previewing purchase order line items
Adding a vendor item
Adding an item to inventory
Using non-inventoried items
Inventoried items and non-inventoried items for projects
Adding comments to purchasing documents
Entering vendor information
Use the Purchasing Vendor Detail Entry window to display or enter additional information about a vendor for a
purchase order. You can change information such as the name, address, and shipping method. If you select a
vendor ID in the Purchase Order Entry window before opening this window, that vendor will be displayed.
Any changes you make in the Purchasing Vendor Detail Entry window will be applied to the purchase order
you’re working with, but won’t affect the vendor’s permanent record.
To enter vendor information:
3. Choose the Vendor ID expansion button to open the Purchasing Vendor Detail Entry window.
Currency amounts in this window appear in the functional or originating currency, depending on the view
selected in the Purchase Order Entry window.
4. Enter the information or highlight the fields to change, such as vendor name, customer ID (if you’re entering a
drop-ship purchase order or drop-ship blanket purchase order), the address IDs, contract number, payment
terms, or shipping method. You also can enter the name or initials of the person who should approve the
order, and a tax registration number if applicable.
If you change the purchase address ID, ship-to address ID, or shipping method, the line items assigned to the
purchase order aren’t updated automatically. You should review address and shipping information for each item.
5. To make changes to the purchase address information or ship-to address information for the document,
choose the expansion button next to the Purchase Address ID field or the Ship To Address ID field to open
the Purchasing Ship To Address Entry window.
6. Choose OK to close the window and continue entering the purchase order.
Updating a vendor’s e -mail information for a purchase order
Use the Purchasing E -mail Detail Entry window to update a vendor's e-mail information for a transaction. The
vendor record for e-mail settings, make them using the Vendor E -mail Options window.
You can change the subject, message ID, and message if the Allow Update of E -mail at Entry option in the
Purchasing E -mail Setup window is marked. You can update the reply to address if the Changing ’Reply to'
Address option in the Purchasing Email Setup window is marked.
To update vendor’s e-mail information for a purchase order:
3. Select a vendor ID.
4. Choose the E -mail Detail Entry expansion button to open the Purchasing E -mail Detail Entry window.
to send transactions in e-mail. The default e-mail addresses entered in the Internet Information window
are displayed for the vendor. You can update the To, Cc, and Bcc e-mail addresses, if applicable.
7. Enter a subject line for the message. If you don't enter a subject for the message, the document number of
8. Edit the message that will appear in the e-mail when sending the purchase order.
9. Update the address that a vendor can use to send a reply e-mail. For example, assume that you have
entered purchasing@fabrikam.com as the reply to address. If you send a document in e-mail to a vendor,
the vendor receives email from someone@fabrikam.com. When the vendor replies to the e-mail,
purchasing@fabrikam.com is used in the To field.
Choose Default to restore the default e-mail settings entered for the vendor in Vendor E -mail Options window.
Entering line items with multiple release dates
Use the Release By Date field in the Purchasing Item Detail Entry window to specify the date you’d like to order
an item. You can enter release by dates to create a purchase order with multiple line items that will be released to
the vendor at different times.
The release by date is calculated if the Calculate Line Item’s Release By Date Based on Vendor Lead Time option
in the Purchase Order Processing Setup window is marked. The release by date is calculated by subtracting the
number of planning lead time days from the required date entered for the line item. The Release By Date is not
recalculated when you modify the Required Date. If the Calculate Line Item’s Release By Date based on Vendor
Lead Time option isn’t marked, the release by date isn’t calculated.
If you are using Project Accounting, you can’t use the Calculate Line Item’s Release By Date Based on Vendor
Lead Time option to calculate the release by date.
You can monitor the release by dates of purchase order lines by printing a PO Line Items to Release report.
You also can set up a business alert to notify you when a purchase order line’s release by date equals the user
date, if you are using business alerts.
If a purchase order is generated from Material Requirements Planning (in the Manufacturing Series), the release
by date will be calculated and filled based on the required date and the item/vendor’s planning lead time.
If you are using Project Accounting, you can’t generate purchase orders for projects from Material Requirements
Planning.
Entering line item detail information
Use the Purchasing Item Detail Entry window to view or enter additional information for a vendor item, item, or
non-inventoried item. You can enter more specific information, such as the required and promised shipping dates,
and a comment ID. You also can use the Release By Date field to specify the date you’d like to order an item. For
more information about release dates, see Entering line items with multiple release dates. If you select an item in
the Purchase Order Entry window before opening this window, that item will be displayed.
If you are using Project Accounting, you can enter blanket purchase order line items. The Project Number field
and the Cost Cat. ID field will be displayed in the Purchasing Item Detail Entry window, but you can’t enter
project information. To enter additional information for a line item assigned to a project, see Entering project line
item detail information.
To enter line item detail information:
2. Enter or select a purchase order number, select a line item, and choose the Vendor Item or Item expansion
button to open the Purchasing Item Detail Entry window.
3. Enter the item using either the vendor’s item number or your company’s item number. You also can enter a
vendor item or an item that hasn’t been set up in your inventory.
You can display the vendor’s item number by marking Options >> Display Vendor Item. If the option is not
marked, your company’s item number will be displayed. You can change this at any time.
If you are entering line items for a blanket purchase order or a drop-ship blanket purchase order, all line items
must have the same item number. The first item entered for a blanket purchase order or a drop-ship blanket
purchase order is the control blanket line item and it has the line number of 0.
To specify that an item must be a specific manufacturer’s item, choose the Manufacturer’s Item Number
4. Enter or modify the quantity ordered. If you are entering the quantity ordered for a control blanket line item
for a blanket or drop-ship blanket purchase order, enter the maximum quantity amount to order.
commitments. Choose the Link Purchase Order button next to the Quantity Ordered heading to view, add, or
delete commitments in the Sales Commitments for Purchase Order window. The control blanket line item for a
blanket purchase order or a drop-ship blanket purchase order can’t be added to a commitment. For more
information, see Committing purchase orders to sales documents.
7. If the agreement you made with the vendor is based on the total cost of the item for a blanket purchase
order or a drop-ship blanket purchase order, modify the extended cost to match the agreed cost.
8. Enter or select a default posting account that will be used when receipts are posted (optional).
9. Enter or change in-house dates—required date, release by date—if necessary.
10. Enter or change vendor dates—current promised date, promised ship date—if necessary.
Date information is used for reports, such as the Expected Shipments Report and the Purchase Order Analysis
Report, and also in the Purchase Order Processing Item Inquiry window.
11. Enter a landed cost group ID, or accept the default if you’re using landed cost. The landed cost IDs that are
part of the group will be assigned automatically when the shipment is received.
12. Select an FOB (Free on Board) designation of None, Origin, or Destination, or accept the default.
13. Enter the name of the person who requested the item and a comment ID (optional). For more information
about comments, see Adding comments to purchasing documents.
14. Enter a shipping method and ship-to address or accept the default entries.
You can’t modify a ship-to address for an item assigned to a standard purchase order or blanket purchase order
that has a Delivery shipping method type.
You can’t modify the ship-to address or shipping method if a drop-ship sales order line item is linked to a drop-
ship purchase order or drop-ship blanket purchase order.
15. Select the tax status of the line item that’s displayed. You can define the item as taxable or non-taxable, or base
the tax on the tax schedule assigned to the vendor.
This field isn’t available if the Single Schedule tax option is marked in the Purchase Order Processing Setup
Options window.
16. Enter the ID for the tax schedules that will be used to calculate tax on the item that’s displayed.
17. Enter the tax amount. Taxes will be calculated automatically as you enter items. Taxes aren’t calculated for
the control blanket line item of a blanket purchase order or a drop-ship blanket purchase order. For more
information about tax calculations, see Tax calculations in Purchase Order Processing. If you want to
change the tax distribution that’s calculated automatically for the item, see Calculating and distributing
detail taxes for purchase order items.
18. Choose Save to save the item.
19. Close the window when you are finished entering item information.
Entering project line item detail information
If you are using Project Accounting, you can use the Purchasing Item Detail Entry window to view or enter
additional information for an inventoried item or noninventoried item. See Inventoried items and non-
You can enter more specific information, such as the required and promised shipping dates, and a comment ID.
You also can use the Release By Date field to specify the date you’d like to order an item. For more information
about release dates, see Entering line items with multiple release dates.
To enter project line item detail information:
2. Enter or select a purchase order number, select a line item, and choose the Item expansion button to open
the Purchasing Item Detail Entry window.
project, leave the Project No. field blank.
the vendor items.
4. Enter or select the cost category where an item will be used. You must enter a cost category ID if the item that
you’re entering is part of a project. If the item isn’t part of a project, leave the Cost Cat. ID field blank.
To view additional project information, choose the Cost Cat. ID expansion button to open the PA Purchasing Item
5. Enter or select the number of the item you’re purchasing. If an item hasn’t been set up in your inventory, see
Adding an item to inventory or Using noninventoried items for more information.
You can choose the Cost Cat. ID expansion button to open the PA Purchasing Item Detail Entry window, where
you can enter a billing note.
6. Enter or modify the quantity ordered.
9. Enter or select a default posting account that will be used when receipts are posted (optional).
10. Enter or change in-house dates—required date, release by date—if necessary.
11. Enter or change vendor dates—current promised date, promised ship date—if necessary.
Date information is used for reports, such as the Expected Shipments Report and the Purchase Order Analysis
Report, and also in the Purchase Order Processing Item Inquiry window.
12. Enter a landed cost group ID, or accept the default if you’re using landed cost. The landed cost IDs that are
part of the group will be assigned automatically when the shipment is received.
13. Select an FOB (Free on Board) designation of None, Origin, or Destination, or accept the default.
14. Enter the name of the person who requested the item and a comment ID (optional). For more information
about comments, see Adding comments to purchasing documents.
15. Enter a shipping method and ship-to address or accept the default entries.
You can’t modify a ship-to address for an item assigned to a standard purchase order that has a Delivery shipping
method type.
16. Select the tax status of the line item that’s displayed. You can define the item as taxable or non-taxable, or base
the tax on the tax schedule assigned to the vendor.
This field isn’t available if the Single Schedule tax option is marked in the Purchase Order Processing Setup
Options window.
17. Enter the ID for the tax schedules that will be used to calculate tax on the item that’s displayed.
18. Enter the tax amount. Taxes will be calculated automatically as you enter items. Taxes aren’t calculated for
the control blanket line item of a blanket purchase order or a drop-ship blanket purchase order. For more
information about tax calculations, see Tax calculations in Purchase Order Processing. If you want to
change the tax distribution that’s calculated automatically for the item, see Calculating and distributing
detail taxes for purchase order items.
19. Choose Save to save the item.
20. Close the window when you are finished entering item information.
Specifying the manufacturer’s item numbers to print on a purchase order
Use the Purchasing Manufacturer’s Item Number Entry window to specify that a sales inventory item or a
discontinued item must be a specific manufacturer’s item and to have the manufacturer’s item number printed on
the purchase order. You can include up to five manufacturer item numbers to be printed on the purchase order for
an item. You also can modify manufacturer item number information.
If you entered manufacturer item number information for an item using the Manufacturer’s Item Number
Maintenance window, that information will appear as default values in the Purchasing Manufacturer’s Item
Number Entry window.
You also can open the Purchasing Manufacturer’s Item Number Entry window from the Purchasing Item Detail
Entry window.
If you are using Project Accounting, you can’t use manufacturers’ item numbers for purchase order line items that
have project information.
To specify the manufacturer’s item numbers to print on a purchase order:
2. Enter or select a purchase order number, select a line item, and choose the Manufacturer’s Item Number
expansion button to open the Purchasing Manufacturer’s Item Number Entry window.
3. Enter or modify the name of the manufacturer, manufacturer’s item number, and description of the item.
4. Mark Include to have the manufacturer’s item number printed on the purchase order.
Entering and releasing blanket line items
Use the Purchasing Blanket Detail Entry window to enter all of the blanket line items at once, or to enter
additional blanket lines later when you know more about the quantities, required date, and costs of the item. You
also can select which blanket line items should be released when the purchase order is printed.
You must enter the control blanket line item for a blanket purchase order or a dropship blanket purchase order in
the Purchase Order Entry window before you can enter or modify blanket line items in the Purchasing Blanket
If you are using Project Accounting, you can’t enter blanket purchase orders or drop-ship blanket purchase
To enter and release blanket line items:
2. Enter or select a blanket purchase order or a drop-ship blanket purchase order.
3. For a new blanket purchase order or a drop-ship purchase order, enter the control blanket line item.
If the agreement you made with the vendor is based on the total cost of the item, modify the extended cost to
match the agreed cost.
4. Choose Blanket to open the Purchasing Blanket Detail Entry window.
5. Enter the information or highlight the fields to change.
You can change the Control Blanket By option until one of the blanket line items has a status other
than New or Canceled. If you change the Control Blanket By option to Value, be sure that the
extended cost amount for the control blanket line item in the Purchase Order Entry window is
correct. You also must enter quantities for the blanket purchase order’s delivery schedule if you are
managing the blanket by value.
You can enter additional blanket line items for the purchase order and modify the quantities,
required dates, and costs for the existing blanket line items.
You can select which line items will be released to the vendor when the purchase order is printed.
6. When you’ve finished entering blanket line items, choose OK to return to the Purchase Order Entry
window.
Copying purchase order line items
Use the Copy a Purchase Order window to copy line items from one purchase order to another. Copied line items
are assigned line numbers based on the number of existing line items in the new purchase order. If you are using
Project Accounting, you won’t be able to copy line items that have project information assigned to them. You
cannot copy line items to or from an existing blanket purchase order.
If the new and existing orders have different currencies and neither is the functional currency, amounts will be
converted from the currency of the existing order to the functional currency and then to the currency for the new
order.
If you are using Workflow and you’ve copied line items to a purchase order that isn’t pending changes or pending
approval, you have to resubmit the purchase order.
To copy purchase order line items:
2. Enter or select a standard or drop-ship purchase order to add line items to. To create a new purchase order,
select a type, then enter a new purchase order number and vendor ID.
3. Choose Actions and select Copy PO Lines to Current PO to open the Copy a Purchase Order window.
You also can press ALT + P to copy purchase order line items.
4. Enter or select an existing purchase order to copy from.
5. Select a site option. If you select Use Site, enter or select a site.
6. Select a cost option.
You can choose Preview to open the Preview Line Items window, where you can mark and modify line items
before you copy them. See Previewing purchase order line items for more information.
8. Choose Copy.
Previewing purchase order line items
Use the Preview Line Items window to mark and modify purchase order line items before you copy them. You
also can view warnings and correct error messages. You can’t mark a line item that contains an error (red symbol)
until you correct the error. You can mark a line item that contains a warning (yellow symbol).
If the line items are assigned to project, the line items will be copied except for the project numbers and cost
categories assigned to them. These fields will be blank.
To preview purchase order line items:
1. Open the Copy a Purchase Order window. (Purchasing >> Transactions >> Purchase Order Entry
>>Actions >> Create And Copy New PO ) (Purchasing >> Transactions >> Purchase Order Entry >>
select a standard or drop-ship purchase order >> Actions >> Copy PO Lines to Current PO )
2. Enter an order number.
4. Choose Preview.
5. If you selected the Mark All Line Items for Copy option, all line items will be marked. You can unmark any
line item that shouldn’t be copied.
6. If a line item contains an error, select the line item and click the expansion button to view the error. Then
you can correct the error and mark the line item.
7. You can change the order quantity of any line item. You can change the unit cost of any purchase order line
item.
8. Choose OK to save your changes and close the Preview Line Items window.
Adding a vendor item
You can add vendor items as you enter purchase orders, shipment receipts, shipment/invoice receipts, and invoice
receipts. If you mark Options >> Add Item, you’ll get a message each time you enter a vendor item number that
doesn’t exist in your records. (To enter vendor items, Options >> Display Vendor Item also must be marked.)
You’ll have the option to add the vendor item to inventory, or enter a noninventoried item.
To add a vendor item:
1. Be sure Add Item and Display Vendor Item are marked in the Options menu. (Choose Options >> Add
Item and Options >> Display Vendor Item.)
2. When entering line items for a purchase order, enter a new vendor item number. You’ll get a message
asking whether you want to assign an item number to the vendor item.
3. Choose Yes; the Item Vendors Maintenance window will open. The vendor ID and vendor item will be
default entries in this window.
4. Enter or select an item. If you select an item, the item description appears as the description for the vendor
item.
If you enter a new item, you’ll get a message asking whether you want to add the item. Choose to add the item;
the Item Maintenance window will open and you can enter item information. Be sure that you assign a price list
and a site.
5. Enter the default purchasing U of M.
6. Choose Save and close the Item Maintenance window. Continue entering the purchase order.
Adding an item to inventory
You can add inventoried items as you enter transactions. If you mark Options >> Add Item, you’ll get a message
each time you enter an item number that doesn’t exist in your records. You’ll have the option to add the item to
inventory, or enter a non-inventoried item. To add inventoried items, Options >> Display Vendor Item must be
unmarked.
To add an item to inventory:
1. Be sure that Add Item is marked and Display Vendor Item is not marked in the Options menu. (Choose
Options >> Add Item and Options >>Display Vendor Item.)
2. When entering line items for a purchase order, enter an item that hasn’t been set up in your inventory.
You’ll get a message asking whether you want to add the item.
3. Choose Yes; the Item Maintenance window will open. Use this window to enter item information.
When entering information for a new item, be sure that you assign a price list, vendor item and a site, using the
appropriate buttons in the Item Maintenance window. Choose Save and close the Item Maintenance window.
If you are using Project Accounting, you must assign a new inventoried item to be used for a project to a cost
category in the Budget Detail IV Items window.
4. If you add the item and do not assign a vendor item, another message appears asking if you want to assign a
vendor item to the item. Choose Yes; the Item Vendors Maintenance window will open.
The item and vendor ID entered for the purchase order are displayed in the Item Vendors Maintenance window.
The item description entered in the Item Maintenance window is a default entry for the vendor item description.
You can either accept the item description as the vendor item description or enter a new vendor item description.
5. Choose Save and close the Item Vendors Maintenance window. Continue entering the purchase order.
Using non-inventoried items
If you mark Options >> Add Item, each time you enter a new vendor item or item you’ll have the option of
adding the item or vendor item to your inventory records. If you choose not to add the item to inventory, it will be
recorded as a noninventoried item.
If you don’t mark Options >> Add Item, no message appears when you enter a new item, and all new items you
enter will be recorded as non-inventoried items.
To use non-inventoried items:
1. When entering line items for a purchase order, enter a vendor item or item that hasn’t been set up in your
inventory.
2. If Options >> Add Item is marked, a message appears. Choose not to assign an item to the vendor item or
add the item to your inventory.
If Options >> Add Item isn’t marked, all new items you enter will be recorded as non-inventoried items.
3. Enter the unit cost of the non-inventoried item, the item description, and the site ID.
Transaction information for non-inventoried items is maintained in Purchase Order Processing history, but
doesn’t affect Inventory records.
When you enter a non-inventoried item, the default vendor item number and vendor description are the same as
the item number and description. You can change this information.
Inventoried items and non-inventoried items for projects
If you are entering a purchase order or a receipt that is part of a project, you can use the inventoried items that
have been assigned to cost categories in the Budget Detail IV Items window. In the Budget Detail IV Items
window, you can specify the inventory items that comprise a single cost category. You also use the Budget Detail
IV Items window to view or modify inventory item budgets.
If you are entering a purchase order or a receipt that you’re entering is not part of a project, you can use an
inventoried item that has been entered in the Item Maintenance window.
You also can enter non-inventoried items for project or non-project purchase orders and receipts. These items
aren’t tracked in your inventory.
The following table shows the situations where you can use inventoried and noninventoried items for projects
and cost categories.
PROJECT COST CATEGORY ITEM TO USE
Yes Yes An inventoried item assigned to the

cost category in the Budget Detail IV
Items window
No Yes Non-inventoried
No No Non-inventoried
Project Cost category Item to use
Yes Yes Non-inventoried
No No An inventoried item entered in the Item

Maintenance window
Adding comments to purchasing documents

You can add comments to purchase orders or to individual line items on a purchase order or receipt. Comments
can be predefined on a company-wide basis, and used on Sales Order Processing, Invoicing or Purchase Order
Processing documents. You can enter the ID of a predefined comment in the Purchase Order Entry or Purchasing
Item Detail Entry windows.
You can create new comments while you are entering transactions. You also can create custom comments for a
particular document or line item, or modify existing comments. One-time comments or modified comments
won’t be available for other documents or line items. To modify a comment for new documents and line items,
choose Administration >> Setup >> Company >> Comments to open the Comment Setup window and make
your changes. If the modified comment should appear on existing documents or line items, you must reassign the
comment ID.
To create a new comment:
1. In the Purchase Order Entry window, the Purchasing Item Detail Entry window or the Recevings Item
Detail Entry window, enter a new value in the Comment ID field, then press TAB.
2. A message will ask if you want to add this comment ID. Choose Add to display the Comment Setup
window.
5. Choose Save, then close the Comment Setup window.
To create a one-time comment:
1. In the Purchase Order Entry window, the Purchasing Item Detail Entry window or the Receivings Item Detail
Entry window, choose the Comment ID expansion button to open the Purchasing Comment Entry window.
If the Comment ID field contained a value, you’ll be able to modify the existing comment. If the Comment ID field
was blank, you’ll be able to create a new, one-time comment.
3. Choose OK.
Chapter 9: Purchase order generator

default settings and reorder levels. You can modify the suggested purchase order line items before generating
them into purchase orders in Purchase Order Processing.
Purchase order generator overview
How the replenishment level is used for suggested purchase orders
How the vendor is selected for suggested purchase orders
How the cost is selected for suggested purchase orders
How quantities are calculated for suggested purchase orders
Generating suggested purchase orders
Suggested purchase order errors and warnings
Generating purchase orders in Purchase Order Processing
Modifying suggested purchase order detail
Viewing sources of demand
Purchase order generator overview
If you’re using the purchase order generator, you need to choose an order policy of Use PO Gen in the Item
Resource Planning Maintenance window so suggested purchase orders will be created. To generate suggested
purchase orders, you must define default reorder information in the Purchase Order Processing Setup Options
window. You can modify the item options for each item at a specific site using the Purchase Order Generator Item
Maintenance window or modify item options for a group of items using the Purchase Order Item Mass Update
window. These options are as follows:
Order method This option indicates whether you are ordering to an Order to Independent Site—so that
suggested purchase orders can be generated for each item-site combination—or to an Order to Master Site—so
that suggested purchase order quantities from subordinate sites will be added to the requirements of the master
site. The master site will receive and then disperse the purchased items to the sites that required them.
Replenishment level This allows you to specify which inventory level to order to. For more information about
replenishment level, see How the replenishment level is used for suggested purchase orders.
Vendor selection An option that specifies how you want to select which vendor will be used for suggested
purchase orders. For more information about vendor selection, see How the vendor is selected for suggested
purchase orders.
Cost selection An option that specifies where the default cost for the suggested purchase order should come
from. For more information about cost selection, see How the cost is selected for suggested purchase orders.
How the replenishment level is used for suggested purchase orders
The specified replenishment level for the item controls the calculations of the order quantity. Refer to How
quantities are calculated for suggested purchase orders for information about how replenishment levels affect
required quantity.
If you selected Order Point Quantity as the replenishment level, the available inventory will be brought up to the
order point defined in the Item Resource Planning Maintenance window.
If you selected Order-Up-To Level as the replenishment level, the available inventory will be brought up to the
order-up-to level defined in the Item Resource Planning Maintenance window. The Order Point Quantity will be
used if the OrderUp-To Level is zero or less than the Order Point Quantity.
If you selected Vendor EOQ as the replenishment level, the vendor economic quantity is used when it is greater
than the required quantity. Otherwise, the required quantity is used. You won’t be able to select this option if the
How the vendor is selected for suggested purchase orders
The vendor selection you selected in the Purchase Order Generator Item Maintenance window allows you to
indicate which vendor will be used for suggested purchase order line items. The vendor selection is dependent on
the order method you selected. If the order method is Order To Master Site, the master site’s vendor selection will
be used to determine the vendor. If the order method is Order To Independent Site, the default vendor can be
selected from one of the following options: Site Primary Vendor, Vendor with Lowest Cost, or Vendor with
Shortest Lead Time.
If you selected Site Primary Vendor as the vendor selection, the primary vendor specified in the Item Quantities
Maintenance window for the item-site combination is used.
If you selected Vendor with Lowest Cost as the vendor selection, the vendor with the lowest cost will be selected
based on the functional equivalent of the Last Originating Invoice Cost field in the Item Vendors Maintenance
window. If the last originating invoice cost couldn’t be converted to its functional equivalent, the vendor won’t be
selected. If a vendor’s cost is zero, that vendor won’t be selected.
If you selected Vendor with Shortest Lead Time as the vendor selection, the vendor with the shortest planning
lead time will be selected based on the Planning Lead Time field in the Item Vendors Maintenance window. If a
vendor’s lead time is zero, that vendor won’t be selected.
How the cost is selected for suggested purchase orders
The cost selection you selected in the Purchase Order Generator Item Maintenance window allows you to
indicate where the default cost for the suggested purchase order should come from. The cost selection is
dependent on the order method you selected. If the order method is Order To Master Site, the master site’s cost
selection will be used to determine the cost. If the order method is Order To Independent Site, the default cost can
be selected from one of the following options: Vendor Last Originating Invoice Cost, Item Current Cost, Item
Standard Cost, or Specified Cost (In Functional Currency).
If you selected Vendor Last Originating Invoice Cost as the cost selection, the last originating invoice cost from
the Item Vendors Maintenance window for the selected vendor will be used.
If you selected Item Current Cost as the cost selection, the current cost from the Item Maintenance window will
be used.
If you selected Item Standard Cost as the cost selection, the standard cost from the Item Maintenance window
will be used.
If you selected Specified Cost (In Functional Currency) as the cost selection, the cost specified in the Purchase
Order Generator Item Maintenance window will be used regardless of the vendor.
How quantities are calculated for suggested purchase orders
The suggested quantity for an item on a purchase order is based on the quantity available for the item at a site
and on which demands are to be included in the calculation indicated by how you set up items using the Purchase
Order Generator Item Maintenance window. In addition, if you are using Use PO Gen as the order policy of an
item, the suggested quantity can be calculated as a multiple of the number entered as the order multiple in the
Item Vendors Maintenance window. For example, assume that you need 50 widgets and the order multiple for
widgets is 8. The suggested order quantity for the purchase order would be 56.
Available quantity
The available quantity is the amount of the item that is on hand now —or that is already on order less the demand
for the item at that site. The quantity is calculated using the following formula.
(Quantity On Hand + Quantity On Order + Quantity On Order from purchase order lines with New status) -
(Quantity Allocated + Quantity Requisitioned + Quantity Back Ordered + Quantity required by subordinate sites)
The quantity allocated, quantity requisitioned, and quantity back ordered will be included in the available quantity
calculation only if you mark those options in the Purchase Order Generator Item Maintenance window. If you are
using eRequisition, the quantity requisitioned doesn’t include requisitions from eRequisition.
Refer to the table for information about when the quantities are included in the calculation.
QUANTITY: IS INCLUDED:
Quantity On Hand from Item Quantity Maintenance window Always

QUANTITY: IS INCLUDED:
Quantity On Order from Item Quantity Maintenance window Always
Quantity On Order from “New” purchase order lines, less any Always
cancelled quantities
Quantity Allocated from Item Quantity Maintenance window If Allocated is marked in the Purchase Order Generator Item
Maintenance window
Quantity Requisitioned from the Item Quantity Maintenance If Requisitioned is marked in the Purchase Order Generator
window Item Maintenance window
Quantity Back Ordered from the Item Quantity Maintenance If Back Orders is marked in the Purchase Order Generator
window Item Maintenance window
Required quantities for subordinate sites If the site is a master site
Required quantity
If you’re using master sites with the purchase order generator, quantities for subordinate sites are reflected in
quantities for the master site.
Basically, the required quantity of an item for each subordinate site is the difference between what’s needed and
what’s available. Calculating the required quantity depends on the replenishment level selected for the item-site
combination.
Refer to the table for information about how required quantities are calculated for each type of replenishment
level.
REPLENISHMENT LEVEL AVAILABILITY REQUIRED QUANTITY CALCULATION
Order Point Quantity Available for either order Order Point Quantity (from Item
Resource
Order-Up-To Level Order-Up-To Level (from Item Resource
Vendor EOQ Only available for Order To First, calculate the requirement for the
Independent Site order item:
method
Planning Maintenance window ) - Available
Quantity = Required Quantity
Quantity = Required Quantity, unless the OrderUp-To Level is zero or less than the Order Point Quantity. If that’s
the case, then the calculation is Order Point Quantity (from Item Resource
Quantity = Required Quantity method
Order Point Quantity (from Item Resource Planning Maintenance window ) - Available Quantity = Required
Quantity. Then compare that quantity to the economic order quantity (EOQ ) for the vendor. The suggested order
quantity will be the greater of the two values.
Generating suggested purchase orders
Use the Generate Suggested Purchase Orders window to generate suggested purchase order line items to
replenish inventory levels. If you are using Project Accounting, you can’t generate purchase orders for projects.
To generate suggested purchase orders:
1. Open the Generate Suggested Purchase Orders window. (Purchasing >> Transactions >> Purchase Order
Generator)
2. Select all item numbers or enter a range of item numbers for which you want to generate suggested
purchase order line items.
3. Select all sites or enter a range of sites for which you want to generate suggested purchase orders.
4. Select all buyers or enter a range of buyers for which you want to generate suggested purchase orders.
Suggested purchase orders will be generated for item/site combinations that are associated with the buyer
IDs in the range. If you want to specify the buyer ID that should be on the suggested purchase order, use
the Buyer ID Selection field.
5. Select all vendors or enter a range of vendors for which you want to generate suggested purchase orders.
6. Select all item classes or enter a range of item classes for which you want to generate suggested purchase
orders.
7. Unmark the Include Orders with No Vendor ID if you don’t want to generate suggested orders for which a
vendor couldn’t be identified.
8. Unmark the Include Demand from Subordinate Sites if you don’t want to include demand at subordinate
sites when determing order quantity. Keep this option marked if you are using master sites and you want
to include demand from subordinate sites.
9. Select whether or not you want to assign a buyer ID to suggested purchase orders. If you select to specify
a buyer ID, enter a buyer ID.
10. Enter the purchase order date to appear on purchase orders.
11. Select whether you want the promised date set to the purchase order date, the purchase order date plus
the vendor planning lead time, or a specified date.
If you choose to use a specified date, enter a date.
12. Specify the number of shipping days.
The number of shipping days helps determine the promised ship date. For example, if the vendor promise date is
10/08/07 and you specify 3 as the number of shipping days, the promised ship date will be set to 10/05/07.
13. Choose Suggest Purchase Orders. When processing is complete, the Suggested Purchase Orders Preview
window will be displayed. For more information about on using window to complete the process of creating
purchase orders, see Generating purchase orders in Purchase Order Processing.
Suggested purchase order errors and warnings
If a problem is detected on a suggested purchase order line item, an error or warning icon will appear next to the
item in the Suggested Purchase Orders Preview scrolling window and in the Suggested Purchase Order Detail
window. These icons are listed in the following table.
ICON DESCRIPTION
./media/image28.jpg Error—A suggested purchase order that contains an error

won’t be created. You must correct the error before
generating the purchase order for that item-site. Examples of
errors include an inactive vendor or no purchasing unit of
measure.
./media/image29.jpg Warning— You can create a purchase order even if it contains

a warning. Examples of warnings include a vendor is on hold
or the unit cost is zero.
Information about the error or warning will appear at the bottom of the Suggested Purchase Order Detail
window.
Generating purchase orders in Purchase Order Processing
Use the Suggested Purchase Orders Preview window to modify or view suggested purchase order line items and
then generate them into purchase orders. Before generating purchase orders, you can print the Suggested
Purchase Orders Report by choosing File >> Print.
An icon will appear next to the item in the Suggested Purchase Orders Preview scrolling window if an error or
warning is detected. See Suggested purchase order errors and warnings for more information.
To generate purchase orders in Purchase Order Processing:
1. Open the Suggested Purchase Orders Preview window. (Purchasing >> Transactions >> Purchase Order
Generator >> Suggest Purchase Orders)
2. In the Display field, select how you want to view the suggested purchase orders.
If a long list of purchase order line items is displayed, you can type in the find field, then press TAB to go to the
first occurrence of that item. The label of the find field is associated with the view menu and how you select to sort
the purchase order line items in the scrolling window.
3. Mark the Include option next to lines you want to create, after you have resolved any errors. If you don’t want
to generate a purchase order line for a particular item, unmark the Include option. If a line doesn’t have any
errors, the Include option will be marked.
Choose Unmark All to unmark all lines. The Mark All option will mark only lines with no errors.
4. Make any necessary changes.
If you change the vendor ID, the quantities, promised dates, FOB, U of M, and the unit cost may be
recalculated.
If you change the U of M, the quantity ordered will remain the same, but the unit cost will be
recalculated.
5. To get more information about an item, select the row and choose the Item expansion button to open the
Suggested Purchase Order Detail window. When you’re finished viewing information and resolving errors,
choose Save or Cancel to return to the Suggested Purchase Orders Preview window. For more
information, see Modifying suggested purchase order detail.
If you selected to view a suggested purchase order line item in the Suggested Purchase Order Detail window and
returned to the Suggested Purchase Orders Preview window, the purchase order line that you viewed
information for will be the first item in the scrolling window.
6. Choose Generate Purchase Orders to create the purchase orders in Purchase Order Processing. When
processing is complete, a report will be generated listing the purchase orders that were created. Errors will be
listed in an error log that prints after the Purchase Order Generated report.
Unmarked items and items with errors will remain in the scrolling window.
7. The purchase orders that were created have a status of New; use the Print Purchasing Documents window
(Purchasing >> Transactions >> Print Purchasing Documents) to print and release the orders. See Printing
and sending multiple purchase orders in e-mail for information about printing purchase orders.
Modifying suggested purchase order detail
The Suggested Purchase Order Detail window provides additional information about a suggested order. You can
use this window to view and resolve errors or warnings on suggested orders. See Suggested purchase order
errors and warnings for more information.
To modify suggested purchase order detail:
1. Open the Suggested Purchase Order Detail window. (Purchasing >> Transactions >> Purchase Order
Generator >> Suggest Purchase Orders >> select an item and choose the Item Number expansion button)
2. In the Suggested Purchase Order Detail window, make any necessary changes.
If you change the vendor ID, the quantities, promised dates, FOB, purchasing unit of measure, and
the unit cost may be recalculated.
If you change the purchasing unit of measure, the quantity ordered will remain the same, but the
unit cost will be recalculated.
If you don’t want to generate a purchase order line for an item, unmark the Include option.
If you want to include a suggested purchase order line item that has errors, you must fix those
errors before you can include the item.
3. Choose Save. If errors or warnings exist, the window will not close. Use the close box if you want to close
the window without resolving all errors.
Viewing sources of demand
Use the Subordinate Required Quantity Detail window or the Required Quantity Detail window to view sources
of demand for an item.
The Subordinate Required Quantity Detail window shows the sources of demand from subordinate sites if
ordering by master site. In the Suggested Purchase Order Detail window, you can choose the Required Qty in
Base U of M expansion button to open the Subordinate Required Quantity Detail window. The Subordinate
Required Quantity Detail window will open if a master site is used for the item-site combination.
The Required Quantity Detail window shows the details of the required quantity calculation for a site. The
quantities that are displayed in this window were saved at the time the suggested purchase order line item was
generated. In the Suggested Purchase Order Detail window, you can choose the Required Qty in Base U of M
expansion button to open the Required Quantity Detail window if a master site isn’t used for the item-site
combination. This window also can be opened by choosing the Required Quantity field expansion button for the
subordinate site ID in the Subordinate Required Quantity Detail window.
Chapter 10: Taxes for purchase orders

Purchases tax can be calculated, modified, and distributed for purchase orders. Use the Purchase Order Tax
Summary Entry window to view tax distributions and to change tax distributions, if your system is set up to allow
editing summary-level taxes. To change tax details or the amounts distributed to tax details for individual line
items, use the Purchase Order Line Item Tax Detail Entry window.
Tax calculations in Purchase Order Processing
Default tax schedules for purchase orders
Tax schedules for purchase order items
Calculating and distributing summary taxes for purchase orders
Calculating and distributing detail taxes for purchase order items
Tax calculations in Purchase Order Processing
You can use advanced tax calculations or a single tax schedule for all documents in Purchase Order Processing. If
you want to use a single tax schedule for all documents, select Single Schedule and enter the tax schedule you
want to use in the Purchase Order Processing Setup window. All items will be taxed using all the details on the
schedule that you assign; however, taxes won’t be calculated for freight and miscellaneous charges.
If you decided not to use the shipping method to determine the default tax schedule and decided to use advanced
tax calculations method, the tax schedule assigned to the vendor’s purchase address will be the default tax
schedule.
When Advanced is selected in the Purchase Order Processing Setup window, you can specify a default tax
schedule for non-inventoried items, freight, and miscellaneous charges that will appear on the document. You can
select tax options for non-inventoried items, freight, and miscellaneous charges. You can make the item taxable,
nontaxable, or base taxes on vendor.
When using advanced tax calculations, the tax details included in the tax schedules that are assigned to the
vendor, item, site, freight, and miscellaneous charges are compared, depending on the shipping method selected
on the document. Tax is calculated only for the details that match between the tax schedules that are being used.
Calculations for taxes on freight are based on comparisons between the tax schedule for the document and the
freight tax schedule. Calculations for taxes on miscellaneous charges are based on comparisons between the tax
schedule for the document and the miscellaneous tax schedule.
Keep in mind that each time the shipping method, payment terms, site ID, or purchase address for the document
is changed, the tax schedule may be changed and taxes may be recalculated.
Default tax schedules for purchase orders
The shipping method for a purchase order is used to determine where the exchange of goods takes place. The
shipping method will determine which tax schedule appears as a default schedule for the purchase order and the
default schedule to compare against the item. Refer to the following table for the default tax schedule for a
purchase order.
TAX CALCULATION PURCHASE ORDER DEFAULT TAX

OPTION TYPE SHIPPING METHOD SCHEDULE LABEL NAME
Advanced Drop-ship and Drop- Not applicable Blank Tax Schedule

ship
Advanced Standard and Blanket Pickup Tax schedule assigned Purch Addr Tax Sched
to the vendor’s
purchase address
Advanced Standard and Blanket No shipping method Tax schedule assigned Purch Addr Tax Sched
to the vendor’s
purchase address
Advanced Standard and Blanket Delivery Purchases tax Company Tax Sched
schedule assigned in
the Company
OPTION TYPE SHIPPING METHOD SCHEDULE LABEL NAME
Single schedule Not applicable Not applicable Tax schedule that is Single Tax Schedule ID
assigned as the single
tax schedule in the
Purchase Order
Processing Setup
Options window
Blanket
Setup window
If you decided not to use the shipping method to determine the default tax schedule and decided to use the
advanced tax calculations method, the tax schedule assigned to the vendor’s purchase address will be the default
tax schedule.
Tax schedules for purchase order items
To calculate tax for an item, the tax schedule for the item is compared with another tax schedule assigned to the
item. Taxes aren’t calculated for the control blanket line item of a blanket purchase order or a drop-ship blanket
purchase order. The default tax schedule for the item is as follows.
ITEM DEFAULT TAX SCHEDULE
Inventoried item Purchase tax schedule assigned to the item in the Item
Maintenance window
Non-inventoried item Tax schedule assigned to non-inventoried items in the

Purchase Order Processing Setup Options window
The default tax schedule to compare against the item’s tax schedule is as follows.
TAX CALCULATION INVENTORY SHIPPING DEFAULT TAX

OPTION DOCUMENT TYPE CONTROL METHOD SCHEDULE LABEL NAME
Advanced All document Not applicable No shipping No tax schedule Tax Schedule ID
types method
Advanced All document Not applicable Pickup Tax schedule Purch Addr Tax
types assigned Sched
purchase address
in the Purchasing
Vendor Detail
Entry window
Advanced Standard and Registered Delivery Purchase tax Site Tax Schedule
Blanket schedule ID
assigned to the
site
Advanced Standard and Not registered Delivery Purchases tax Company Tax
Blanket schedule Sched
assigned in the
Company Setup
window
TAX CALCULATION INVENTORY SHIPPING DEFAULT TAX
OPTION DOCUMENT TYPE CONTROL METHOD SCHEDULE LABEL NAME
Single schedule All document Not applicable Not applicable Tax schedule that Single Tax
types is assigned as the Schedule ID
single tax
schedule in the
Purchase Order
Processing Setup
Options window
Calculating and distributing summary taxes for purchase orders

Use the Purchase Order Tax Summary Entry window to edit or view summarized tax amounts for a purchase
order. Taxes are calculated automatically as you enter each tax detail or edit the Total Purchases amount.
Summary tax edits won’t change the taxes calculated for each line item in the Purchase Order Line Item Tax
Detail Entry window. You won’t be able to edit tax included in item price tax at the summary level. Tax edits made
for each line item will change the summary tax amounts in the Purchase Order Tax Summary Entry window.
You can’t change the Tax amount in the Purchase Order Entry window or the tax information in the Purchase
Order Tax Summary Entry window if your system isn’t set up to allow editing summary-level taxes. If you want to
change tax information, use the Purchase Order Line Item Tax Detail Entry window. For more information about
the setup option to make summary edits to taxes, see the System Setup documentation.
If you are using Project Accounting, you can’t change the Tax amount in the Purchase Order Entry window or the
tax information in the Purchase Order Tax Summary Entry window for standard and drop-ship purchase orders
even if your system is set up to allow editing summary-level taxes. If you want to change tax information, use the
Purchase Order Line Item Tax Detail Entry window.
To calculate and distribute summary taxes for purchase orders:
2. Enter document information, including the document type, purchase order number, buyer ID, and the
document date.
Choose the Date expansion button to open the Purchasing Date Entry window, where you can enter a tax date
and posting date that differ from the document date. The tax date you enter is the date your tax records are
updated. To enter a tax date, the Enable Tax Date option the Company Setup Options window must be marked.
3. Enter or select a vendor ID. Choose the Vendor ID expansion button to view address, and shipping method
information.
4. Enter line item information. To change the tax status, tax schedules, or tax amount for an item, choose the
Item or Vendor Item expansion button to open the Purchasing Item Detail Entry window.
5. Enter total information. Taxes will be calculated automatically as you enter items. If you change the tax
amount, you’ll need to edit the tax distribution amounts for your change.
6. Choose the Tax expansion button in the Purchase Order Entry window to open the Purchase Order Tax
Summary Entry window, where you can view or edit the tax distribution amounts.
Currency amounts in this window may be displayed in the functional or originating currency, depending on the
view selected in the Purchase Order Entry window.
6. To edit tax information, enter or select a tax detail ID and enter a tax amount. Continue entering tax details
until your tax is fully distributed.
7. To distribute tax to multiple tax details, change the amount in the scrolling window and enter or select
another tax detail and tax amount in the next available line.
To delete a single tax detail, select the row containing it and choose Edit >> Delete Row.
8. Choose OK to save your entries and return to the Purchase Order Entry window.
Choose Delete to delete all the tax details for the purchase order.
Choose Default to restore the default tax information.
Calculating and distributing detail taxes for purchase order items
Use the Purchase Order Line Item Tax Detail Entry window to add, change, delete, or view tax amounts calculated
on an individual line item. Taxes are calculated automatically as you enter each tax detail or edit the Total
Purchases amount.
Summary tax edits won’t change the taxes calculated for each line item in the Purchase Order Line Item Tax
Detail Entry window. You will be able to edit tax included in item price taxes. Tax edits made for each line item will
change the summary tax amounts in the Purchase Order Tax Summary Entry window.
To calculate and distribute detail taxes for purchase order items:
2. Enter document information, including the document type, purchase order number, buyer ID, document
date, and vendor ID.
3. Enter or select a line item and choose the Vendor Item or Item expansion button to open the Purchasing
Item Detail Entry window. You can change the tax status, tax schedules, or tax amount for an item.
Taxes will be calculated automatically as you enter items. If you change the tax amount, you’ll need to edit the tax
distribution amounts for your change.
4. Choose the Calculated Tax expansion button to open the Purchase Order Line Item Tax Detail Entry window,
where you can view or edit tax distribution amounts.
5. To edit tax distributions, enter or select a tax detail ID. Continue entering tax details until your tax is fully
distributed.
6. To distribute tax to multiple tax details, change the default amount in the scrolling window and enter or
select another tax detail and tax amount in the next available line.
7. Choose OK to save your entries and return to the Purchasing Item Detail Entry window.
Choose Delete to delete all the tax details for the line item.
Chapter 11: Purchase order maintenance

Throughout the purchasing process, you can print a variety of reports that allow you to double-check the
documents you’ve entered. If you identify errors on these reports, the errors must be corrected to ensure accurate
reporting of your purchasing activity. You may want to delete and void purchase orders that are no longer valid.
You may also want to change the status of your purchase orders or the status of the line items after you’ve
entered a purchase order in the Purchase Order Entry window. When your purchase orders are complete, you can
remove them from the system or move them to history.
Deleting a purchase order
Voiding a purchase order
Modifying a purchase order
Placing or removing a purchase order hold
Editing a purchase order that’s on hold
Status overview
Editing purchase order or line item status
Removing completed purchase orders
Deleting a purchase order
Use the Purchase Order Entry window to delete purchase orders with a New status (purchase orders that have
never been printed or sent to the vendor). You can’t delete purchase orders that have a status of Released or
Change Order, or when the status is New and there are unposted receipts or invoices. To delete a purchase order
when you are using Workflow, the purchase order must have a Workflow status of Not Submitted or Submitted.
Deleting removes purchase order information from the system and makes purchase order numbers available for
reuse.
If you’re using Manufacturing and the job is linked to a job, you must have authority to unlink items from jobs to
be able to delete the purchase order. Refer to Manufacturing documentation for more information. If you are
using Project Accounting, job links aren’t available for transactions that have project information assigned to
them.
To delete a purchase order:
2. Enter or select the number of the purchase order (with a New status) you want to delete.
You cannot delete a purchase order that is linked to a sales line item with a Quantity on
Purchase Order. You also cannot delete a purchase order that has a posted payment in Payables Management or
a prepayment that is included in a payables computer check batch. To delete the purchase order, you must void
the posted payment in Payables Management or remove the prepayment from the computer check batch.
3. Choose Actions and then select Delete.
To delete a purchase order using the action pane:
list.
2. Mark the purchase orders (with a New status) you want to delete.
You cannot delete a purchase order that is linked to a sales line item with a Quantity on Purchase Order. You also
cannot delete a purchase order when it has a posted payment in Payables Management or a prepayment that is
included in a payables computer check batch. To delete the purchase order, you must void the posted payment in
Payables Management or remove the prepayment from the computer check batch.
3. Delete the purchase orders.
Voiding a purchase order
Use the Purchase Order Entry window to void purchase orders with a New status (purchase orders that have
never been printed). To void a purchase order when you are using Workflow, the purchase order must not be
pending changes or pending approval. Voiding moves purchase order information to history and doesn’t make
purchase order numbers available for reuse until history is removed, if you’re keeping history. If you’re not
keeping history, voiding removes purchase order information.
If you track voided purchase orders, you’ll know why a purchase order number is missing or out of sequence. If
you’re tracking purchase order history, you can view information about voided purchase orders using the
purchasing inquiry windows or by printing the Purchasing Voided Journal or the Purchase Order History Report.
To void purchase orders or lines linked to jobs, you must have authority to unlink line items from a job. Security is
set in the Job Costing Preference Defaults window. If you are using Project Accounting, job links aren’t available
for transactions that have project information assigned to them.
To void a purchase order:
2. Enter or select the number of the purchase order (with a New status) you want to void.
You cannot void a purchase order that is linked to a sales line item with a Quantity on Purchase Order. You also
cannot void a purchase order that has a posted payment in Payables Management or has a prepayment that is
included in a payables computer check batch. To void the purchase order, you must void the posted payment in
Payables Management or remove the prepayment from the computer check batch.
3. Choose Actions and then select Void. Depending on if you’re keeping purchase order history, the purchase
orders will be removed from the system, or moved to history.
The Purchasing Voided Journal is printed when you close the Purchase Order Entry window after voiding, if you
marked the option to print it in the Posting Setup window.
Modifying a purchase order
Use the Purchase Order Entry window to add an additional item to a purchase order after it’s been printed, to
delete a line item if you haven’t released it to the vendor, or to make other changes.
You can edit purchase orders with a Received, Closed, or Canceled status using the
Purchase Order Entry window. To edit a closed or canceled purchase order, use the Edit Purchase Order Status
window. See Editing purchase order or line item status for more information.
If you are using Workflow, review the following information about modifying a purchase order.
You can modify a purchase order that is pending approval if you are the current approver of the purchase
order.
You must resubmit a purchase order if you modify a standard or drop-ship purchase order that is
approved or that doesn’t need approval.
You can modify the control line item of a blanket or drop-ship blanket purchase order, but you must
resubmit the purchase order.
You can modify blanket line items without having to resubmit the blanket or drop-ship blanket purchase
order.
To modify a purchase order:
list.
2. Mark the purchase order you want to edit. In the Modify group, choose Edit to open the Purchase Order
Entry window.
If Edit isn’t available in the Modify group, the purchase order you have selected has a Received, Closed, or
Canceled status.
3. Highlight the fields to change and enter the correct information. If you won’t be receiving part of the quantity
ordered for the purchase order that you are modifying, enter a canceled quantity. You can change line items
that have quantities received or invoiced against them, but you can’t delete the line items. To add an additional
item, enter or select an item.
You can’t change certain item information if the purchase order already has items received or invoiced against it.
(For example, you can’t change the U of M or Site ID fields. You can change the Unit Cost and Extended Cost
fields if the line item isn’t Received or Closed.)
If you are using Project Accounting and the purchase order was entered for a project, you can enter an
inventoried item if the item was previously assigned to a budget. Otherwise, you must add the item to a budget.
You cannot add a new inventoried item if the Allow Entry of New Budgets/Materials option is not marked in the
User Purchase Order Settings window.
You can add or modify the prepayment amount until you receive or invoice against the purchase order. You
cannot add or modify the prepayment if there is a posted payables payment for the prepayment or if the
prepayment is included in a computer check batch.
If you delete all the line items from a purchase order that has a posted prepayment, you can apply the remaining
prepayment amount to other documents for the vendor after you cancel or close the purchase order.
4. Choose File >> Print to print or reprint the purchase order (optional).
If you are using Workflow, the purchase order must be approved before you can print it.
5. Save the purchase order or submit the purchase order, if you are using Workflow.
Placing or removing a purchase order hold
You can place a purchase order on hold by marking the Hold check box in the Purchase Order Entry window, if
you have the option set up in the Purchase Order Processing Setup window. See Setting up Purchase Order
Processing preferences and default entries for more information.
Occasionally a situation will arise that requires you to temporarily place a purchase order on hold to stop further
processing. For example, a buyer may want to use a hold if he or she has a purchasing amount limit, and needs a
supervisor’s approval before sending a purchase order to the vendor. The buyer could enter a purchase order and
place it on hold, then print a copy to send to the supervisor for approval. The printed purchase order will clearly
indicate that it is on hold. The buyer could later remove the hold with the supervisor’s approval, and then print
the purchase order and send it to the vendor. The supervisor could also review the purchase order online and
remove the hold. The purchase order note field could be used for entering comments. You can’t place a purchase
order on hold if you are using Workflow and the purchase order is pending approval.
Placing a hold on a purchase order you’ve already sent will prevent shipment and shipment/invoice receipts from
being entered or posted. You may want to do this if problems arise with a vendor, and you don’t want to accept
shipments. You will be able to enter and save, but not post, invoice receipts for purchase orders on hold.
Once a purchase order is on hold, you cannot edit it, unless you have selected the option to Allow Editing of
Purchase Orders on Hold in Purchase Order Processing Setup. Printing a purchase order that is on hold will not
change its status.
You cannot place a purchase order on hold if the purchase order has a posted or unposted prepayment. To place
the purchase order on hold that has a prepayment, you must complete one of the following tasks.
Void the posted prepayment in Payables Management.
Remove the prepayment from the payables computer check batch.
Remove the unposted manual prepayment from the Purchase Order Entry window.
To place or remove a purchase order hold:
2. Select the purchase order you want to place on or release from hold.
3. Mark or unmark the Hold check box and choose Save.
To place or remove a purchase order hold using the action pane:
list.
2. Mark the purchase order you want to place on or release from hold.
Editing a purchase order that’s on hold
The option to Allow Editing of Purchase Orders on Hold in the Purchase Order Processing Setup window must
be selected before you can edit a purchase order that’s on hold.
If a purchase order with a Released status is on hold and you edit the purchase order, the purchase order’s status
will be changed to Change Order.
If the purchase order is on hold and you are allowed to edit purchase orders on hold, you can enter a computer
prepayment but not a manual prepayment.
Status overview
Purchase order and line item status indicates whether the line items and the purchase order have been released
to the vendor, received, changed, or closed. A purchase order or line item can have one of six statuses:
STATUS HOW IT’S ASSIGNED
New The purchase order or line item is saved for the first time, and
has not yet been released to the vendor. You can change a
New line item or purchase order without affecting its status.
Released Line item—The standard or drop-ship purchase order is

printed or sent in e-mail. The blanket line item is marked to
release in the Purchasing Blanket Detail Entry window and the
blanket purchase order or drop-ship blanket purchase order
is printed. A New line is partially received against**.**
**Purchase order—**At least one purchase order line has a

status of Released, and there are no lines with a status of
Change Order. Released status indicates that the purchase
order has been sent to the vendor, and typically occurs when
you send a New purchase order in e-mail or print a New
purchase order.
Change Order A purchase order or line item with a Released status has been
edited. The purchase order could also have been manually
changed from Closed or Received to Change Order.
Received The entire quantity ordered has been received, but not
matched to an invoice. There may be a canceled quantity, as
well.
Closed **Line item—**The entire quantity ordered has been received

and invoiced, and the line will not be processed any further.
**Purchase order—**All of the line items have been received

and invoiced, and the purchase order will not be processed
any further. There may be canceled lines, as well.
Canceled **Line item—**The line item has not been received or

invoiced against, and it is no longer valid. The line will not be
processed any further.
**Purchase order—**All of the line items have been canceled

and haven’t been received or invoiced against.
There may be a canceled quantity, as well.

For information about changing purchase order or line item status, see Editing purchase order or line item status.
Editing purchase order or line item status
Use the Edit Purchase Order Status window to change the status of a purchase order or the status of the line
items on a purchase order. You may want to cancel a line item on a purchase order, for example, if the item you’ve
ordered has been discontinued or if you won’t be receiving part of the quantity ordered for the purchase order.
You won’t be able to edit a purchase order in the Edit Purchase Order Status window if you are using Workflow
and the purchase order is pending approval.
You can change the status of an on-hold purchase order or its line items, if you marked the option to allow editing
of on-hold purchase orders in Purchase Order Processing Setup. However, you cannot make changes that make
the status of an on-hold purchase order Received, Canceled, or Closed, unless you remove the hold.
To remove a purchase order with a Released, Received, or Change Order status, close the purchase order, transfer
it to history (if you’re keeping history) using the Remove Completed Purchase Orders window, and then remove
it using the Remove Purchasing History window.
You can close purchase orders with landed costs that haven’t been matched to an invoice; however, if you close a
purchase order line item with landed costs that haven’t been matched to an invoice, the shipments for that line
item won’t be available for matching. You may need to manually adjust General Ledger accruals for landed costs.
The control blanket line item for a blanket purchase order or a drop-ship blanket purchase order won’t be
displayed in the Edit Purchase Order Status window. You can view the status of the control blanket line item in the
Purchasing Item Detail Entry window. The status of the control blanket line item is the same as the blanket or
drop-ship blanket purchase order’s status.
If you are using Project Accounting, the Project Number field and the Cost Category field will be displayed by the
Description field in the Edit Purchase Order Status scrolling window.
For more information about a specific status, see Status overview.
To edit purchase order or line item status:
list.
2. Mark the purchase order that you want to edit the status of.
If a purchase order has a prepayment is included in a computer check batch, you must remove the prepayment
from the computer check batch before you can select the purchase order.
3. In the Modify group, choose Edit Purchase Order Status to open the Edit Purchase Order Status window.
4. Change the purchase order status.
Only statuses that are available for the purchase order will be displayed in the list.
If a purchase order is on hold, you cannot change its status to Received, Closed, or Canceled unless
If a purchase order has sales commitments, you cannot change its status to Received, Closed, or
Canceled.
If the status of a blanket purchase order or a drop-ship blanket purchase order is changed from
New to Released and not all of the blanket lines have been marked to be released in the Purchasing
Blanket Detail Entry window, you’ll have the option to release all of the line items or release the line
items marked to be released.
If the contract expiration date for the purchase order has passed when changing the status from
New to Released, you can release the line items.
5. Change the purchase order line item status.
You can change a status of a line item to Closed, if a receipt has been posted for the line, but you
can’t reopen the item. If a line item has sales commitments, you cannot change its status to
Received, Closed, or Canceled.
You can change the quantity canceled; your changes may affect the status of the line item and the
status of the purchase order. Use the line item information button to open the Purchasing Quantity
Status window, where you can view quantity information for the line item, including the quantity
ordered, the quantity remaining to be shipped, and remaining posted shipments to be matched.
You can release a blanket line item if it hasn’t been marked to be released in the Purchasing Blanket
Detail Entry window when you change the line item status from New to Released.
You can release line items even if the contract expiration date has passed.
6. Choose Process to process changes you’ve made.
The Release option in the Purchasing Blanket Detail Entry window will be marked for those items that were
released when changing statuses.
If you are using Workflow, you might have to resubmit the purchase order, depending on the changes you’ve
made.
If a New or Released purchase order that has a posted computer or manual payment is closed or canceled after
canceling the remaining quantities, any remaining prepayment amount is an unapplied payment in Payables
Management. You can apply the remaining prepayment to other documents for the vendor.
Depending on your changes and whether or not the prepayment for a new or printed purchase order is posted,
the prepayment amount changes to zero or the remaining prepayment amount is an unapplied payment in
Payables Management. You can apply the remaining prepayment to other documents for the vendor after the
purchase order is closed or canceled.
Amounts may be posted to General Ledger when you close purchase orders or line items that have an item with
a shipped quantity that is greater than the invoiced quantity. Purchase receipts in Inventory Control may be
adjusted, as well.
One or more posting journals and distribution breakdown registers may be printed when you close the Edit
Purchase Order Status window, depending on the options selected in the Posting Setup window.
Removing completed purchase orders
Use the Remove Completed Purchase Orders window to remove any closed or canceled documents from the
Purchase Order Work table that haven’t yet been removed or moved to history. You should remove your
completed purchase orders periodically.
If you’re keeping purchase order history and you remove completed purchase orders, the purchase orders will be
moved to history. If you aren’t keeping history, completed purchase orders will be deleted from your records. For
more information, see Chapter 27, “Purchase order history removal.”
After you’ve transferred the completed purchase orders to history, you can use the Remove Purchasing History
window to delete purchase order history or print the Purchase Order Trx History Removal Report before
removing history.
Before removing purchase orders, back up your company’s accounting data. For more information about making
backups, refer your System Administrator’s Guide (Help >> Contents >> select System Administration).
To remove completed purchase orders:
1. Open the Remove Completed Purchase Orders window. (Purchasing >> Routines >> Remove Completed
Purchase Orders)+
2. Select a type of range to remove information for purchase orders, then enter the first and last records in
the selected range.
3. Choose Insert to insert the range you’ve chosen to remove in the Restrictions List.
You can insert only one restriction for each document range. For example, you can insert one purchase order
number restriction (PO001 to PO099) and one vendor ID restriction (ADVANCED0001 to BEAUMONT0001).
4. Choose Restrictions to open the Restrict Purchasing Documents window to select documents you want to
remove from the range you’ve entered (optional).
For example, assume that you entered a range restriction to include purchase order numbers PO0990 through
PO1010. Purchase order PO1000 was canceled because the vendor was out of stock of the items, but now the
vendor can fill the order. You can remove the mark from the Process box for PO1000 so that purchase order
won’t be removed, as in the following example.
5. Choose the Process button to remove purchase orders.
When processing is complete, the Completed PO Removal Report is printed, listing the purchase orders that were
removed from the Purchase Order Work Table.
See Also
Part 3: Receipts
Part 6: Utilities
Purchase Order Processing Part 3: Receipts
This part of the documentation explains how to enter and manage receipts. The data entry windows were
designed to resemble actual receipt documents, with vendor, line item, and totals information. Receipts can be
saved, edited if necessary, and then posted so that they become part of your permanent accounting records.
Posting receipts also updates inventory quantities. If your system includes General Ledger, you can update the
balances of your posting accounts, as well.
Following is a list of topics that are discussed:
Chapter 12, “Receipt batches,” explains how to use batches to group purchasing documents for posting.
Chapter 13, “Shipment and in-transit inventory receipt entry,” describes how to enter shipment,
shipment/invoice, and in-transit inventory receipts.
Chapter 14, “Shipment receipt entry for projects,” describes how to enter shipment and shipment/invoice
receipts for projects.
Chapter 15, “Shipment receipt detail entry,” describes how to enter detailed information about a document,
line item, or other elements of a transaction.
Chapter 16, “Invoice receipt entry,” explains how to enter invoice receipts and match them to shipment
receipts.
Chapter 17, “Invoice receipt entry for projects,” explains how to enter invoice receipts and match them to
shipment receipts for projects.
Chapter 18, “Invoice receipt detail entry,” describes how to enter detailed information about a document, or
other elements of a transaction.
Chapter 19, “Landed costs for receipts,” describes how to enter, apportion, and match landed costs.
Chapter 20, “Taxes for receipts,” explains how tax is calculated, modified, and distributed for receipts.
Chapter 21, “Receipt posting,” describes the methods of posting transactions in Purchase Order Processing.
Chapter 22, “Receipt maintenance,” includes procedures for correcting, deleting, and voiding shipment, in-
transit inventory, and invoice receipts.
Chapter 12: Receipt batches

All receipt document types can be entered in a batch. Batches are groups of transactions, identified by a name or
a number, that are used for identification purposes and to make the posting process easier. You can enter receipts
in batches to group similar transactions during data entry and review them before posting at a later time. Batches
can be identified as a group of transactions entered by a specific employee, or a group of transactions entered on
a particular date.
To post invoice receipts in a batch if you are using vendor approval workflow, the vendors assigned to invoice
receipts must have the workflow status of Approved or No Approval Needed. If you post a batch and a vendor
isn’t approved, invoice receipts for that vendor aren’t posted and remain in the batch. For more information
about vendor approval workflow, see Vendor approval workflow.
Using batches to group receipts
Creating a receipt batch
Using batches to group receipts
Receipts can be entered individually or in batches. Individual transactions are entered and posted immediately, so
your records are always up to date. You can’t print edit lists for transactions that aren’t entered in a batch. Batches
can be used to group and save transactions, which allows you to review the transactions and make corrections
before they’re posted. More than one person can enter transactions in the same batch; however, a batch can’t be
posted if anyone is making changes to it.
Purchase Order Processing batches originate in either the Receivings Transaction
Entry window or the Purchasing Invoice Entry window. A batch with a Receivings Transaction Entry origin can
contain a mix of different receipt document types. A batch with a Purchasing Invoice Entry origin can contain only
invoice receipt documents. Since batches can have only one origin, you can have batches with the same name,
but different origins.
For information about entering transactions with the Receivings Transaction Entry origin, see Chapter 13,
“Shipment and in-transit inventory receipt entry.”
For information about entering transactions with the Purchasing Invoice Entry origin, see Chapter 16,
“Invoice receipt entry.”
Creating a receipt batch
Use the Purchasing Batch Entry window to create a receipt batch. Each transaction in the batch must have the
same origin.
To create a receipt batch:
1. Open the Purchasing Batch Entry window. (Purchasing >> Transactions >> Purchasing Batches)
2. Enter a batch ID to identify the batch.

3. Select a batch origin.
4. Enter a batch comment.
5. Enter a posting date.
This field is available only if, in the Posting Setup window, Batch is selected in the Posting Date From field.
The posting date you enter here is the date that General Ledger files are updated. Your records in Purchase Order
Processing are updated using the receipt date you enter in the Receivings Transaction Entry window or the
invoice date you enter in the Purchasing Invoice Entry window.
If the batch contains multicurrency transactions whose exchange rates expired before the batch posting date, you
will be able to save but not post those transactions.
6. When you have entered and saved all transactions for a batch, choose File >> Print to verify your entries with
a Receivings Edit List or a Purchasing Invoice Edit List.
Use the Purchasing Batch Entry window to change or delete an unposted batch. See Chapter 22, “Receipt
maintenance,” for information about changing the transactions in a batch.
2. Enter or select a batch ID. If you enter a batch, you also must enter the batch origin before information
about the batch will be displayed.
3. If you select a batch that has been marked for posting, you won’t be able to edit it.
4. To correct the batch, replace the incorrect information with correct information. Choose Save to save your
changes. To delete the batch, choose Delete.
Chapter 13: Shipment and in-transit inventory receipt entry

A shipment receipt is a document used to record shipments received for purchase orders. You can enter two
types of shipment receipts in Purchase Order Processing: shipment/invoice and shipment. Enter a
shipment/invoice receipt to record the receipt of goods and services accompanied by an invoice. Enter a
shipment receipt to record the receipt of goods and services without an invoice. You can enter receipt
transactions in a batch or enter and post them individually. Receipts can’t be saved unless they’re in a batch.
If you are transferring material from one site to another and want to use a via site, you can enter in-transit
transfers in Inventory Control. A via site is an interim location to prevent the material from being sold while the
material is in-transit. After you post the in-transit transfer, you can use the Receivings Transaction Entry window
to enter an in-transit inventory receipt. An in-transit inventory receipt is a document used to record the receipt of
the material into the final destination site.
If you are using Project Accounting and want to enter shipment/invoice receipts or shipment receipts for projects,
see Chapter 14, “Shipment receipt entry for projects.”
Receiving a shipment/invoice
Receiving a shipment
Receiving items without a purchase order
Receiving items using the Select Purchase Order window
Using the Select Purchase Order Items window
Receiving items from multiple purchase orders
Receiving items from a purchase order
Entering an in-transit inventory receipt
Using the Select In-Transit Items window
Receiving items from in-transit transfers
Receiving a shipment/invoice
Use the Receivings Transaction Entry window to record a shipment/invoice if you’ve received an invoice and
merchandise at the same time. The inventory quantity on hand will be updated for the items received and the
vendor’s account will be increased. You can include items from multiple purchase orders (from a single vendor)
on a shipment/invoice receipt.
You can receive against line items with New, Released, Change Order, or Received statuses; however, only active
items can be entered. You can continue processing if the item is inactive, but you can’t change the quantity.
If you are using Workflow, the purchase order must be approved before you can receive against the purchase
order. You can receive against purchase orders that don’t need approval.
You can’t enter a shipment/invoice receipt for a purchase order that is on hold. If a purchase order is placed on
hold after its shipment/invoice receipt is saved to a batch, the receipt for that purchase order will not be posted
and will remain in the batch.
If you are using Project Accounting, you can enter a shipment/invoice for blanket purchase orders. The Project
Number field and the Cost Category ID field will be displayed in the Receivings Transaction Entry window, but
you can’t enter project information. To enter a shipment/invoice for a purchase order with project information,
see Chapter 14, “Shipment receipt entry for projects.”
You can use the View >> Currency menu option or the currency list button to view currency amounts in the
Receivings Transaction Entry window in the originating or functional currency.
To receive a shipment/invoice:
list.
2. In the New group or its overflow menu, choose Shipment and Invoice Receipt to open the Receivings
3. Enter a vendor document number.

4. Enter the receipt date.
To enter a General Ledger posting date that is different from the transaction date, choose the Date expansion
button; the Receivings Date Entry window will open, where you can enter date information.
For multicurrency transactions, the document date determines which exchange rate is used, based on the
currency ID and the associated rate type entered for the transaction.
5. Enter or select a batch ID (optional).
In multicurrency transactions, if the batch posting date does not fall on or before the exchange rate’s expiration
date, you will receive a message. Choose Yes to open the Batch Entry window and change the batch posting date.
If you choose No, you will be able to save but not post the receipt. See Creating a receipt batch for more
information.
7. Enter or select a currency ID. If a currency ID is assigned to the vendor you select, it will appear in the
Currency ID field. The currency ID assigned to the shipment/invoice must match the currency ID of the
purchase orders being received against.
8. Enter or select the purchase order number for which you’re receiving a shipment/invoice. You can receive
items from multiple purchase orders by entering or selecting a different purchase order number in a new
row. See Receiving items from multiple purchase orders for more information.
If the Allow Receiving Without a Purchase Order option is marked in Purchase Order Processing Setup, you can
leave the PO Number field blank.
Before you can receive against the purchase order that has an unposted prepayment, you must post the
prepayment or remove the prepayment from the purchase order.
9. Enter items using either the vendor’s item number or your company’s item number. You also can enter a non-
inventoried item.
marked, your company’s item number will be displayed. You can change this selection at any time.
10. Enter the quantity shipped.
The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry window will open if the item
requires that you assign lot or serial numbers. If you are using multiple bins, you also can enter a bin number for
the serial or lot number. The Bin Quantity Entry window will open if an item that isn’t tracked by lot or serial
numbers requires that you enter bin information.
An icon will be displayed in the Qty Shipped field for purchase order line items with sales commitments. Select a
line item and choose the button next to the Qty Shipped heading to view or prioritize commitments in the Sales
Commitments for Purchase Order window. For more information, see Committing purchase orders to sales
documents.
If you’re using multiple bins and you change the quantity shipped or the unit of measure after selecting bins for
an item, you might have to modify the bin information.
11. You can change the site ID to receive line items to a location other than the location specified on the purchase
order, if the option is marked in Purchase Order Processing Setup. Changing the site on the receipt will not
change the site on the purchase order.
If you are using multiple bins and you change the site ID, the default purchase receipts bin assigned to the new
site ID will replace your previous bin selections. If the item is tracked by serial or lot numbers, your previous lot
number or serial number selections are removed. The Purchasing Lot Number Entry window or the Purchasing
Serial Number Entry window will open for you to assign lot numbers or serial numbers. You can change the bin.
12. You can edit the unit cost or extended cost, if the Allow Editing of Costs in Receiving option is marked in
the Purchase Order Processing Setup window.
13. Enter the quantity invoiced, which is the number of items on the vendor’s invoice.
14. Enter trade discount, freight, miscellaneous, and tax amounts.
Chapter 20, “Taxes for receipts.” If you want to change the tax amounts for the document, see Calculating and
distributing summary taxes for shipment/invoice receipts. If you want to change the tax amounts for a line item,
see Calculating and distributing detail taxes for shipment/invoice line items.
15. The Prepayment field displays the total of all posted prepayments consumed for the purchase orders you are
receiving against. The prepayment amount is recalculated if you change the quantity shipped, quantity
invoiced, unit cost, or extended cost for a line item. The prepayment amount is also recalculated if you change
the trade discount.
If a purchase order has a posted prepayment, you can use the Prepayment expansion button to open the
Purchasing Prepayment Summary Inquiry window. You can use this window to view the total amount of the
prepayments applied and the prepayment applied amount for each purchase order assigned to the
shipment/invoice.
16. Enter or accept the 1099 amount, if applicable.
17. Enter or accept the payment terms and tax schedule ID.
18. If you are using Project Accounting, choose the Amount Received expansion button to open the PA
Receivings Amount Received Entry window, where you can enter an amount received. You can enter the
amount you’re paying by cash, check, or credit card.
19. If you are using landed costs, choose Landed Cost to open the Receivings Landed Cost Apportionment
Entry window, where you can add landed costs to all line items on a receipt. See Entering landed costs for
a shipment receipt for more information. If you want to enter landed costs for an item, see Entering landed
costs for a shipment item.
20. Choose the Attachment Management icon to attach documents to the shipment, if applicable.
21. Choose Distributions to open the Purchasing Distribution Entry window, where you can make changes to
To add additional accounts, select the account and enter an amount.
To remove an account in the scrolling window, select the row containing the account and choose Edit >>
Delete Row.
To restore the original distributions, choose Default.
If you are using landed costs, the distributions for a landed cost won’t be displayed in the Purchasing Distribution
Entry window. To view landed cost distributions, print the Receivings Edit List.
See Distributing transaction amounts for shipment receipts for more information.
22. Choose User-Defined to open the Receivings User-Defined Fields Entry window, where you can enter
user-defined information for this receipt.
23. Choose Save or Post. If you post the receipt, one or more posting journals and distribution breakdown
registers may be printed, depending on the options selected in the Posting Setup window.
If you’ve entered a batch ID, you can’t post the transaction individually; you must use batch posting, series
posting, or master posting. For more information, see Chapter 12, “Receipt batches.”
Receiving a shipment
Use the Receivings Transaction Entry window to record a shipment if you’ve received merchandise but haven’t
received the invoice for the merchandise. A shipment transaction will increase the quantity on hand for the items
received for sales and discontinued item types. You can include items from multiple purchase orders (from a
single vendor) on a shipment receipt.
You can receive against line items with New, Released, Change Order, or Received statuses.
You can’t enter a shipment receipt for a purchase order that is on hold. If a purchase order is placed on hold after
its shipment receipt is saved to a batch, the receipt for that purchase order will not be posted and will remain in
the batch.
If you are using Project Accounting, you can enter a shipment for blanket purchase orders. The Project Number
field and the Cost Category ID field will be displayed in the Receivings Transaction Entry window, but you can’t
enter project information. To enter a shipment for a purchase order with project information, see Chapter 14,
“Shipment receipt entry for projects.”
You can use the View >> Currency menu option or the currency list button to view amounts in the Receivings
Transaction Entry window in originating or functional currency.
To receive a shipment:
list.
2. In the New group or its overflow menu, choose Shipment Receipt to open the Receivings Transaction
Entry window.
3. Enter a vendor document number (optional).

currency ID and associated rate type that’s entered for the transaction.
5. Enter or select a batch ID (optional). See Creating a receipt batch for more information.
If you choose No, you will be able to save but not post the receipt.
6. Enter or select the vendor ID.
Currency ID field. The currency ID assigned to the invoice must match the currency ID of the purchase
order being received against.
8. Enter the purchase order number for which you’re receiving a shipment. You can receive items from
multiple purchase orders by entering or selecting a different purchase order number in a new row. See
Receiving items from multiple purchase orders for more information.
Before you can receive against the purchase order that has an unposted prepayment, you must post the
9. Enter items using either the vendor’s item number or your company’s item number. You also can enter a non-
inventoried item.
documents.
If you're using multiple bins and you change the quantity shipped or the unit of measure after selecting bins for
Purchase Order Processing Setup.
Delete Row.
Receiving items without a purchase order
In the Receivings Transaction Entry window, you have the option to receive items that weren’t included on the
original purchase order or receive items without a purchase order.
To set up this option, you must select to allow receiving items without a purchase order in the Purchase Order
Processing Setup window. You may assign a password that must be entered before entering a line item not
assigned to a purchase order.
If you are using Project Accounting, you can receive items without project information. The Project Number field
and the Cost Category ID field will be displayed in the Receivings Transaction Entry window. To enter a
shipment/invoice or shipment with project information, see Chapter 14, “Shipment receipt entry for projects.”
To receive items without a purchase order:
1. Open the Receivings Transaction Entry window. (Purchasing >> Transactions >> Receivings Transaction
Entry)
2. Select the appropriate document type for the transaction.
3. Enter the receipt number, vendor document number, date, and vendor ID.
4. To add vendor items or items that weren’t included on the original purchase order, simply leave the PO
number field blank. You don’t have to enter a purchase order if you’ve set up the system to allow receiving
items without a purchase order.
5. Continue entering the receipt.
You must enter the unit cost of non-inventoried items.
6. In the Receivings Transaction Entry window, save or post the transaction.
Receiving items using the Select Purchase Order window
Use the Select Purchase Order window to select a purchase order to quickly enter line items on a shipment or
shipment/invoice. See Receiving a shipment or Receiving a shipment/invoice for more information.
If you are using Project Accounting, you can receive items for blanket purchase orders. The Project Number field
and the Cost Category ID field will be displayed in the Receivings Transaction Entry window, but you can’t enter
project information. To receive items for purchase orders with project information, see Chapter 14, “Shipment
receipt entry for projects.”
To receive items using the Select Purchase Order window:
Entry)
3. Enter the receipt number, vendor document number, and date. (A vendor document number is required for
a shipment/invoice.)
4. Choose Auto-Rcv to automatically receive items. The Select Purchase Order window will open.
If you entered a vendor ID, the Select Purchase Order Items window will open instead of the Select Purchase
Order window.
5. Enter or select a purchase order for which you want to receive line items.
6. Choose Receive All in the Select Purchase Order window to automatically receive all items on the selected
purchase order.
You cannot receive against a purchase order that has an unposted prepayment. You can remove the prepayment
from the purchase order using the Purchase Order Entry window or complete a computer check run for the
prepayment.
The control blanket line item for a blanket purchase order or a drop-ship blanket purchase order isn’t included
when you automatically receive items. Blanket line items with a New status won’t be included, either. You can use
the Receivings Transaction Entry window to enter blanket line items with a New status.
If you choose to view details in the Select Purchase Order window, the Select Purchase Order Items window will
open, and the purchase order line items will be marked to receive. Choose Receive to automatically receive items
on the selected purchase order.
Blanket line items with a New status or line items with a New status for a standard purchase order with an
expired contract date won’t be marked. To receive these items, you must mark the items individually.
In the Receivings Transaction Entry window, continue entering receipt information, if necessary, and save or post
the transaction.
Use the Select Purchase Order Items window to receive line items on multiple purchase orders. In the Select
Purchase Order Items window, the tree view and the Sort By option control the information that is displayed.
When you change the focus in the tree view, or when you choose a different sorting option, the information in the
window is refreshed.
The scrolling window shows detail about the object selected in the tree view. When you highlight a different
object in the tree view, such as a purchase order or a site, only the information about that object is displayed in
the scrolling window. To display all information for a vendor, you must select the vendor ID in the tree view.
If you are using Project Accounting, the Project Number field and the Cost Category ID field will be displayed in
the Select Purchase Order Items scrolling window.
The sorting option you select determines the order in which objects appear in the tree view and the scrolling
window. You can sort objects in four ways:
PO/Items Objects in the tree view and scrolling window are sorted first by purchase order number, then by the
order items were entered on the purchase orders.
Item Number/PO Objects in the tree view and scrolling window are sorted first by item number, then by
purchase order number under each item.
Site/PO/Item Number Objects in the tree view and scrolling window are sorted first by site, then by purchase
order number under each site, then by item number under each purchase order.
Site/Item Number/PO Objects in the tree view and scrolling window are sorted first by site, then by item
number under each site, then by purchase order number under each item.
Receiving items from multiple purchase orders

Use the Select Purchase Order Items window to receive line items on multiple purchase orders. New, Released,
or Change Order purchase orders that have one or more items with a quantity remaining to receive will be
displayed. See Receiving a shipment or Receiving a shipment/invoice for more information.
If you are using Workflow, purchase orders must be approved before you can receive against them. You can
receive against purchase orders that don’t need approval.
the Select Purchase Order Items window. To receive items from purchase orders with project information, see
Chapter 14, “Shipment receipt entry for projects.”
To receive items from multiple purchase orders:
list.
2. In the New group or its overflow menu, choose the appropriate document type for the transaction to open
the Receivables Transaction Entry window.
3. Enter the vendor document number, and date. (A vendor document number is required for a
shipment/invoice.)
4. Enter or select a vendor ID. The currency ID assigned to the vendor will be the default currency ID for the
receipt.
5. Choose the Auto-Rcv button. The Select Purchase Order Items window will open.
New, Released, or Change Order purchase orders that have one or more items with a quantity remaining to
receive will be displayed. The control blanket line item for a blanket purchase order or a drop-ship blanket
purchase order isn’t included when you automatically receive items.
If only a Vendor ID is displayed, the selected vendor does not have any New, Released, or Change Order
purchase orders with items to receive. Only purchase orders with currency IDs that match the receipt will be
displayed. Purchase orders with posted prepayments that have currency IDs that match the receipt will be
displayed.
If you know the purchase order number but not the vendor ID, you can choose AutoRcv without entering a
vendor ID. The Select Purchase Order window will open. The vendor and currency ID for the receipt will come
from the purchase order you select.
6. Select a sorting option.

7. Mark the check boxes next to the items you want to receive. To select all items displayed in the scrolling
window, choose Mark All.
When you choose Mark All or Unmark All in the Select Purchase Order Items window, only items displayed in the
scrolling window will be marked or unmarked. For example, if a purchase order is selected in the tree view, only
items from that purchase order will be displayed in the scrolling window, and only those items will be marked
when you choose Mark All. To mark or unmark all items for a vendor, the vendor ID must be selected in the tree
view.
8. Select whether to display all items or only items marked to receive.
9. Edit Quantity Shipped, Quantity Invoiced (for shipment/invoice receipts) and Unit Cost amounts, if
necessary. If you edit an item in the scrolling window, it will be marked to receive.
10. Choose the Receive button to add the items to your receipt. The Select Purchase Order Items window will
close, and the items will appear in the Receivings Transaction Entry window. Taxes are calculated at this
time.
To cancel your selections, choose Cancel. To revert all displayed items to unmarked, choose Unmark All.
11. In the Receivings Transaction Entry window, save or post the receipt.
Receiving items from a purchase order
Use the Select Purchase Order Items window and the Receivings Transaction Entry window to receive items.
After you enter or select a standard or blanket purchase order with a New, Released, or Change Order status in
the Purchase Order Entry window, you can select to receive items or receive and invoice items. From the Actions
button, you can select the Receive the PO Items option to enter a shipment receipt. You can select the Receive and
Invoice the PO Items option to enter a shipment/invoice receipt for a purchase order. If you are using Workflow,
the purchase order must be approved before you can receive against it. You can receive against a purchase order
that doesn’t need approval.
For more information about a shipment receipt or a shipment/invoice receipt, see Receiving a shipment or
Receiving a shipment/invoice. For more information about the Select Purchase Order Items window, see Using
the Select Purchase Order Items window.
the Select Purchase Order Items window and the Receivings Transaction Entry window. To receive items with
project information, see Chapter 14, “Shipment receipt entry for projects.”
To receive items from a purchase order:
2. Enter or select a standard or blanket purchase order that has one or more items with a quantity to receive.
3. Choose Actions, and then select one of the following options.
If you are receiving goods and services without an invoice, select Receive the PO Items.
If you are receiving goods and services accompanied by an invoice, select Receive and Invoice the
PO Items.
4. The Select Purchase Order Items window and the Receivings Transaction Entry window will open.
In the Select Purchase Order Items window, New, Released, or Change Order purchase orders that have one or
more items with a quantity remaining to receive will be displayed. The purchase order that you entered in the
Purchase Order Entry window will be selected in the tree view. Each item on the purchase order that is available
to be received in the scrolling window is marked, except for blanket line items that have a status of New. The
control blanket line item for a blanket purchase order isn’t included when you receive items.
6. Mark the check boxes next to the items to receive. To select all items displayed in the scrolling window,
choose Mark All.
When you choose Mark All or Unmark All, only items displayed in the scrolling window will be marked or
unmarked. For example, if a purchase order is selected in the tree view, only items from that purchase order will
be displayed in the scrolling window, and only those items will be marked when you choose Mark All. To mark or
unmark all items for a vendor, the vendor ID must be selected in the tree view.
8. Modify the quantity shipped, quantity invoiced (for shipment/invoice receipts) and unit cost amounts, if
9. Choose Receive to add the items to your receipt. The Select Purchase Order Items window will close, and
the items will appear in the Receivings Transaction Entry window. Taxes are calculated at this time.
10. In the Receivings Transaction Entry window, continue entering receipt information, if necessary, and save or
post the transaction. For a shipment/invoice, you must enter the vendor document number.
Entering an in-transit inventory receipt
If you’ve entered an in-transit transfer transaction in Inventory Control, you can record the receipt of the material
into the final destination site using an in-transit inventory receipt type in the Receivings Transaction Entry
window. Any landed costs incurred as a result of the in-transit transfer can be recorded on the in-transit inventory
receipt, as well. After you post the in-transit inventory receipt, the goods are removed from the via site and placed
in the final destination site. Landed costs from in-transit transfer receipts can be invoiced just like landed costs
incurred on shipments or shipment invoices in the Purchasing Invoice Entry window.
If you are using Project Accounting, the Project Number field and the Cost Category ID field are displayed in the
Receivings Transaction Entry window, but you can’t enter project information for an in-transit inventory receipt.
To enter an in-transit inventory receipt:
list.
2. In the New group or its overflow menu, choose In-Transit Inventory to open the Receivings Transaction
Entry window.

See Creating a receipt batch for more information.
5. Enter or select the transfer number for which you’re entering a receipt. You can receive items from
multiple transfer numbers by entering or selecting a different transfer number in a new row.
6. Enter items using either the vendor’s item number or your company’s item number. You also can enter a
non-inventoried item.
The In-Transit Lot Number Entry window or the In-Transit Serial Number Entry window opens if the item
the serial or lot number. The Bin Quantity Entry window opens if an item that isn’t tracked by lot or serial
8. You can change the site ID to receive line items to a location other than the location specified on the in-transit
transfer, if the Change Site ID in Receiving option is marked in Purchase Order Processing Setup window.
Changing the site on the receipt will not change the site on the in-transit transfer.
number or serial number selections are removed. The In-Transit Lot Number Entry window or the In-Transit
window, where you can add landed costs to all line items on a receipt. See Entering landed costs for a
shipment receipt for more information. If you want to enter landed costs for an item, see Entering landed
10. Choose the Attachment Management icon to attach documents to the in-transit transfer, if applicable.
Using the Select In-Transit Items window
Use the Select In-Transit Items window to receive line items on in-transit transfer transactions. In the Select In-
Transit Items window, the tree view and the Sort By option control the information that is displayed. When you
change the focus in the tree view, or when you choose a different sorting option, the information in the window is
refreshed.
object in the tree view, such as an in-transit item or a site, only the information about that object is displayed in
the scrolling window. To display all information for an in-transit transfer, you must select the in-transit transfer in
the tree view.
Transfer/Items Objects in the tree view and scrolling window are sorted first by transfer number, then by the
order items were entered on the transfers.
Item Number/Transfer Objects in the tree view and scrolling window are sorted first by item number, then by
transfer number under each item.
Site/Transfer/Item Number Objects in the tree view and scrolling window are sorted first by site, then by
transfer number under each site, then by item number under each transfer.
Site/Item Number/Transfer Objects in the tree view and scrolling window are sorted first by site, then by item
number under each site, then by transfer number under each item.
Receiving items from in-transit transfers
Use the Select In-Transit Items window to receive line items on multiple in-transit transfers. In-transit transfers
that have one or more items with a quantity remaining to receive will be displayed. See Entering an in-transit
inventory receipt for more information.
To receive items from an in-transit transfer:
1. In the navigation pane, choose the Inventory button, and then choose the InTransit Transfers list.
2. Mark the in-transit transfers you want to receive against.
3. In the Actions group, choose Receive Items.
4. The Select In-Transit Items window and the Receivings Transaction Entry window will open.
In the Select In-Transit Items window, in-transit transfers that have one or more items with a quantity remaining
to receive will be displayed. Each item on the in-transit transfer that is available to be received in the scrolling
window is marked.

When you choose Mark All or Unmark All in the Select In-Transit Items window, only items displayed in the
scrolling window will be marked or unmarked. For example, if an in-transit transfer is selected in the tree view,
only items from that in-transit transfer will be displayed in the scrolling window, and only those items will be
marked when you choose Mark All. To mark or unmark all items, the In-Transit Items must be selected in the tree
view.
8. Edit Quantity Shipped, if necessary. You can’t enter a quantity shipped that is greater than the quantity
remaining to be received. If you edit an item in the scrolling window, it will be marked to receive.
9. Choose the Receive button to add the items to your receipt. The Select In-Transit Items window will close,
and the items will appear in the Receivings Transaction Entry window.
Chapter 14: Shipment receipt entry for projects

If you are using Project Accounting, you can enter a shipment receipt to record shipments received for purchase
orders entered for projects. You can enter shipment receipts and shipment/invoice receipts in Purchase Order
Processing. Enter a shipment/invoice receipt to record the receipt of goods and services accompanied by an
invoice. Enter a shipment receipt to record the receipt of goods and services without an invoice. You can enter
receipt transactions in a batch or enter and post them individually. Receipts can’t be saved unless they’re in a
batch.
To enter a shipment/invoice receipt or a shipment receipt for a blanket purchase order, refer to Chapter 13,
“Shipment and in-transit inventory receipt entry.”
Receiving a shipment/invoice for projects
Receiving a shipment for projects
Receiving project items without a purchase order
Receiving items for projects using the Select Purchase Order window
Receiving items for projects from multiple purchase orders
Receiving items for projects from a purchase order
Receiving a shipment/invoice for projects
Use the Receivings Transaction Entry window to record a shipment/invoice if you’ve received an invoice and
merchandise at the same time. The inventory quantity on hand will be updated for the items received and the
vendor’s account will be increased. You can include items from multiple purchase orders (from a single vendor)
on a shipment/invoice receipt. To enter a shipment/invoice receipt for a blanket purchase order, refer to Chapter
13, “Shipment and in-transit inventory receipt entry.”
When you enter a shipment/invoice receipt for a non-inventoried item and then save or post the transaction, the
project costs will be updated automatically. For an inventoried item, the actual costs for the item will be updated
automatically. You can receive against line items with New, Released, Change Order, or Received statuses.
You can’t enter a shipment/invoice receipt for a purchase order that is on hold. If a purchase order is placed on
hold after its shipment/invoice receipt is saved to a batch, the receipt for that purchase order will not be posted
and will remain in the batch.
You can use the View >> Currency menu option or the currency list button to view currency amounts in the
Receivings Transaction Entry window in the originating or functional currency.
To receive a shipment/invoice for projects:
Entry)
2. Select Shipment/Invoice as the document type for the transaction.

3. Enter or select the receipt number.
currency ID and the associated rate type entered for the transaction.
Currency ID field. The currency ID assigned to the shipment/invoice must match the currency ID of the
purchase orders being received against.
9. Enter or select the purchase order number for which you’re receiving a shipment/invoice. You can receive
items from multiple purchase orders by entering or selecting a different purchase order number in a new
row. See Receiving items for projects from multiple purchase orders for more information.
If the Allow Receiving Without a Purchase Order option is marked in the Purchase Order Processing Setup
window, you can leave the PO Number field blank.
You can enter a purchase order that hasn’t been printed if the Allow Receiving of Unprinted PO option is marked
in the PA Purchase Order Processing Setup Options window.
10. Enter a project number and cost category ID.
the vendor items.
11. Enter one or more items using your company’s item number.s You also can enter non-inventoried items.
If the item isn’t assigned to a budget, you must add the item to the budget.
numbers requires you to enter bin information.
the Purchase Order Processing Setup window.
14. You can change the site ID to receive line items to a location other than the location specified on the
purchase order, if the option is marked in Purchase Order Processing Setup. Changing the site on the
receipt will not change the site on the purchase order.
Chapter 20, “Taxes for receipts.” You can't change the Tax amount in the Receivings Transaction Entry window
even if your system is set up to allow editing summary-level taxes. If you want to change the tax amounts for a
line item, see Calculating and distributing detail taxes for shipment/ invoice line items.
18. Enter or accept the payment terms and tax schedule ID.
19. To enter an amount received, choose the Amount Received expansion button to open the PA Receivings
Amount Received Entry window. You can enter the amount you’re paying by cash, check, or credit card.
20. Choose the Attachment Management icon to attach documents to the shipment/invoice, if applicable.
Delete Row.
Receiving a shipment for projects
Use the Receivings Transaction Entry window to record a shipment if you’ve received merchandise but haven’t
received the invoice for the merchandise. A shipment receipt will increase the quantity on hand for the items
received for sales and discontinued item types. You can include items from multiple purchase orders (from a
single vendor) on a shipment receipt. To enter a shipment receipt for a blanket purchase order, refer to Chapter
13, “Shipment and in-transit inventory receipt entry.”
When you enter a shipment receipt for a non-inventoried item and then save or post the transaction, the project
costs will be updated automatically. For an inventoried item, the actual costs for the item will be updated
automatically.
You can receive against line items with New, Released, Change Order, or Received statuses.
You can’t enter a shipment receipt for a purchase order that is on hold. If a purchase order is placed on hold after
its shipment receipt is saved to a batch, the receipt for that purchase order will not be posted and will remain in
the batch.
You can use the View >> Currency menu option or the currency list button to view amounts in the Receivings
Transaction Entry window in originating or functional currency.
To receive a shipment for projects:
Entry)
2. Select Shipment as the document type for the transaction.

4. Enter a vendor document number (optional).
currency ID and associated rate type that’s entered for the transaction.
6. Enter or select a batch ID (optional). See Creating a receipt batch for more information.
7. Enter or select the vendor ID.
Currency ID field. The currency ID assigned to the invoice must match the currency ID of the purchase
9. Enter the purchase order number for which you’re receiving a shipment. You can receive items from
multiple purchase orders by entering or selecting a different purchase order number in a new row. See
Receiving items for projects from multiple purchase orders for more information.
If the Allow Receiving Without a Purchase Order option is marked in the Purchase Order Processing Setup
window, you can leave the PO Number field blank.
You can enter a purchase order that hasn’t been printed if the Allow Receiving of Unprinted PO option is marked
in the PA Purchase Order Processing Setup Options window.
the vendor items.
11. Enter one or more items using your company’s item numbers. You also can enter non-inventoried items.
Purchase Order Processing Setup.
Delete Row.
Receiving project items without a purchase order
In the Receivings Transaction Entry window, you have the option to receive items that weren’t included on the
original purchase order or receive items without a purchase order.
To set up this option, you must select to allow receiving items without a purchase order in the Purchase Order
assigned to a purchase order.
To receive project items without a purchase order:
Entry)
3. Enter the receipt number, vendor document number, date, and vendor ID.
4. Enter a project number and cost category ID. If the item that you’re receiving isn’t assigned to a project
because the item isn’t assigned to a budget, enter <NONE> or leave the Project No. field blank. If there
isn’t a project number, you can leave the Cost Category field blank. If the item is assigned to a project, you
must enter a cost category.
vendor items.
5. To add items that weren’t included on the original purchase order, leave the PO number field blank. You don’t
have to enter a purchase order if you’ve set up the system to allow receiving items without a purchase order.
6. Continue entering the receipt.
You must enter the unit cost of non-inventoried items.
7. In the Receivings Transaction Entry window, save or post the transaction.
Receiving items for projects using the Select Purchase Order window
Use the Select Purchase Order window to select a purchase order to quickly enter line items on a shipment or
shipment/invoice. See Receiving a shipment for projects or Receiving a shipment/invoice for projects for more
information. To receive items on a blanket purchase order, refer to Chapter 13, “Shipment and intransit inventory
receipt entry.”
To receive items for projects using the Select Purchase Order window:
Entry)
4. Choose Auto-Rcv to automatically receive items. The Select Purchase Order window will open.
Order window.
5. Enter or select a purchase order for which you want to receive line items.
6. Choose Receive All in the Select Purchase Order window to automatically receive all items on the selected
purchase order.
open, and the purchase order line items will be marked to receive. Choose Receive to automatically receive items
on the selected purchase order.
post the transaction.
Receiving items for projects from multiple purchase orders
Use the Select Purchase Order Items window to receive line items for projects on multiple purchase orders. New,
Released, or Change Order purchase orders that have one or more items with a quantity remaining to receive will
be displayed. See Receiving a shipment for projects or Receiving a shipment/invoice for projects for more
information.
To receive items from multiple blanket purchase orders, refer to Chapter 13, “Shipment and in-transit inventory
receipt entry.”
If you are using Workflow, the purchase orders must be approved before you can receive against them. You can
To receive items for projects from multiple purchase orders for projects:
Entry)
receipt.
5. Choose the Auto-Rcv button. The Select Purchase Order Items window will open.
New, Released, or Change Order purchase orders that have one or more items with a quantity remaining to
receive will be displayed.
If only a Vendor ID is displayed, the selected vendor does not have any New, Released, or Change Order
purchase orders with items to receive. Only purchase orders with currency IDs that match the receipt will be
displayed.
If you know the purchase order number but not the vendor ID, you can choose AutoRcv without entering a
vendor ID. The Select Purchase Order window will open. The vendor and currency ID for the receipt will come
view.
10. Choose the Receive button to add the items to your receipt. The Select Purchase Order Items window will
close, and the items will appear in the Receivings Transaction Entry window. Taxes are calculated at this
time.
Receiving items for projects from a purchase order
Use the Select Purchase Order Items window and the Receivings Transaction Entry window to receive items.
After you enter or select a standard order with New, Released, or Change Order statuses in the Purchase Order
Entry window, you can select to receive items or receive and invoice items. From the Actions button, you can
select the Receive the PO Items option from the Actions button to enter a shipment receipt. You can select the
Receive and Invoice the PO Items option to enter a shipment/invoice receipt for a purchase order.
For more information about a shipment receipt or a shipment/invoice receipt, see Receiving a shipment for
projects or Receiving a shipment/invoice for projects. For more information about the Select Purchase Order
Items window, see Using the Select Purchase Order Items window.
To receive items from a blanket purchase order, refer to Chapter 13, “Shipment and in-transit inventory receipt
entry.”
To receive items for projects from a purchase order:
2. Enter or select a standard purchase order that has one or more items with a quantity to receive.
3. Choose Actions, and then select one of the following options.
If you are receiving goods and services without an invoice, select Receive the PO Items.
If you are receiving goods and services accompanied by an invoice, select Receive and Invoice the PO
Items.
4. The Select Purchase Order Items window and the Receivings Transaction Entry window will open.
In the Select Purchase Order Items window, New, Released, or Change Order purchase orders that have one or
more items with a quantity remaining to receive will be displayed. The purchase order that you entered in the
Purchase Order Entry window will be selected in the tree view. Each item on the purchase order that is available
to be received in the scrolling window is marked.
6. Mark the check boxes next to the items to receive. To select all items displayed in the scrolling window,
choose Mark All.
necessary. If you modify an item in the scrolling window, it will be marked to receive.
9. Choose Receive to add the items to your receipt. The Select Purchase Order Items window will close, and
the items will appear in the Receivings Transaction Entry window. Taxes are calculated at this time.
post the transaction. For a shipment/invoice, you must enter the vendor document number.
Chapter 15: Shipment receipt detail entry

The Receivings Transaction Entry window is designed to resemble a physical shipment document and includes
vendor, line item, and total information. Use the expansion buttons in the Receivings Transaction Entry window to
open windows where you can enter detailed information about a line item, lot number, serial number mask, or
other elements of a transaction.
Entering detail information for a purchasing receipt
Entering detail information for an in-transit inventory receipt
Entering project item detail information for a purchasing receipt
Defining a lot number mask
Generating lot numbers automatically for a shipment or shipment/invoice receipt
Entering lot numbers manually for a shipment or shipment/invoice receipt
Entering lot numbers for an in-transit inventory receipt
Removing lot numbers from a shipment or shipment/invoice receipt
Defining a serial number mask
Generating serial numbers automatically for a shipment or shipment/invoice receipt
Entering serial numbers manually for shipment or shipment/invoice receipt
Entering serial numbers for an in-transit inventory receipt
Removing serial numbers from a shipment or shipment/invoice receipt
Multiple bins in Purchase Order Processing
Changing bins for a receipt
Merging trade discount and purchase distributions
Distributing transaction amounts for shipment receipts
Entering detail information for a purchasing receipt
Use the Receivings Item Detail Entry window to add or modify line item information such as rejected quantities,
or to change a line item’s posting accounts. If you select an item in the Receivings Transaction Entry window
before opening this window, information for that item will be displayed.
the Receivings Item Detail Entry window, but you can’t enter project information for blanket purchase order line
items. To enter additional information for a line item assigned to a project, see Entering project item detail
information for a purchasing receipt.
To enter detail information for a purchasing receipt:
Entry)
2. Enter or select a receipt number and vendor and open the Receivings Item Detail Entry window by
choosing the Vendor Item or Item expansion button.
view selected in the Receivings Transaction Entry window.
3. Enter the purchase order number for which you’re receiving a shipment. You can receive items from multiple
purchase orders by entering or selecting a different purchase order number in a new row. See Receiving items
from multiple purchase orders for more information.
4. If you are entering an item for a project, assign a project number and cost category ID.
the vendor items.
5. Enter or select the number of the vendor item or item you’re receiving. You also can enter a non-inventoried
item.
If the item isn’t assigned to a budget, you must add the item to the budget. See Inventoried items and non-
numbers requires you to enter bin information. You can't assign serial or lot numbers to a non-inventoried item.
documents. If you are using Project Accounting, you can’t commit purchase order line items for projects to Sales
Order Processing line items.
7. If you want to enter landed costs for an item, choose the Unit Cost expansion button to open the
Receivings Landed Cost Entry window. See Entering landed costs for a shipment item for more
information.
purchase order, if the option is marked in Purchase Order Processing Setup. Changing the site on the
receipt will not change the site on the purchase order.
If you’re using landed costs and change the site ID, the landed cost group ID will change to the landed cost group
ID assigned to the item at the new site. You can specify a landed cost group for each item-site combination in the
Item Quantities Maintenance window.
10. The default accounts for posting the receipt and for posting purchase price variances will be displayed. If
no accounts are displayed, you can enter them.
Default accounts come from the purchase order. If you’re receiving without a purchase order, the default accounts
will come from the item. If there are no accounts associated with an inventoried item, the accounts will come
from Posting Accounts Setup. If there are no accounts associated with a noninventoried item, the accounts will
come from the vendor or Posting Accounts Setup.
11. Enter the quantity rejected, if any, and a rejected comment ID. You also can enter a comment explaining the
reason for rejecting the goods. For more information about comments, see Adding comments to purchasing
documents.
Rejecting an item assumes that the vendor will be replacing the goods. If the goods won’t be replaced, you should
enter a quantity canceled instead.
12. In the BOL/Pro No. field, enter the bill of lading or progressive number assigned to the shipment by the
carrier.
13. If you are using landed costs, enter a landed cost group ID or accept the default ID.
14. Enter or accept the item tax option and the tax schedule IDs. The tax information is available only for
shipment/invoices.
15. Enter the actual date the vendor shipped the order (optional).
16. Choose Save to save the item information.
Entering detail information for an in-transit inventory receipt
Use the Receivings Item Detail Entry window to modify line item information such as rejected quantities, or to
change a line item’s posting account. If you select an item in the Receivings Transaction Entry window before
opening this window, information for that item will be displayed.
To enter detail information for an in-transit inventory receipt:
Entry)
2. Enter or select a receipt number and open the Receivings Item Detail Entry window by choosing the Item
expansion button.
3. Enter the transfer number for which you’re entering a receipt. You can receive items from multiple in-
transit transfers by entering or selecting a different transfer number in a new row.
4. Enter or select the number of the item.
The In-Transit Lot Number Entry window or the In-Transit Serial Number Entry window opens if the item
the serial or lot number. The Bin Quantity Entry window opens if an item that isn’t tracked by lot or serial
If you’re using multiple bins and you change the quantity shipped after selecting bins for an item, you might have
to modify the bin information.
6. If you want to enter landed costs for an item, choose the Unit Cost expansion button to open the
Receivings Landed Cost Entry window. See Entering landed costs for a shipment item for more
information.
purchase order, if the Change Site ID in Receiving option is marked in Purchase Order Processing Setup
window. Changing the site on the receipt will not change the site on the in-transit transfer.
number or serial number selections are removed. The In-Transit Lot Number Entry window or the In-Transit
Serial Number Entry window opens for you to assign lot numbers or serial numbers. You can change the bin.
If you’re using landed costs and change the site ID, the landed cost group ID changes to the landed cost group ID
assigned to the item at the new site. You can specify a landed cost group for each item-site combination in the
Item Quantities Maintenance window.
8. The default account for posting the receipt is displayed. If no account is displayed, you can enter it.
The inventory account assigned to the item in the Item Account Maintenance window is the default posting
account. If you didn’t enter posting accounts in the Item Account Maintenance window, the inventory account
entered in the Posting Setup window is used as the default entry.
9. Enter the quantity rejected, if any, and a rejected comment ID. You also can enter a comment explaining the
reason for rejecting the goods. For more information about comments, see Adding comments to purchasing
documents.
Rejecting an item assumes that the item will be replaced. If the item won’t be replaced, you should enter a
quantity canceled instead.
10. In the BOL/Pro No. field, enter the bill of lading or progressive number assigned to the shipment by the
carrier.
11. If you are using landed costs, enter a landed cost group ID or accept the default ID.
12. Enter the actual date the vendor shipped the order (optional).
Entering project item detail information for a purchasing receipt
You can use the PA Receivings Item Detail Entry window to add a billing note or modify the billing type. If the
item is for a time and materials project, you can enter a billing rate or a markup percentage and view the accrued
revenue.
To enter project item detail information for a purchasing receipt:
Entry)
2. Enter or select a receipt number, vendor ID, project number, cost category, and item.
3. Choose the Cost Category expansion button to open the PA Receivings Item Detail Entry window.
4. Enter or modify a billing note.

5. Modify the billing type, if applicable. The item must be a non-inventoried item to modify the billing type.
6. If the non-inventoried item is for a time and materials project, you can enter a billing rate or markup
percentage.
7. Choose OK to close the window and return to the Receivings Transaction Entry window.
Defining a lot number mask
Use the Item Serial/Lot Number Definition window to set up lot number masks for lot-tracked items. A lot
number mask is a pre-defined lot number format used to generate lot numbers automatically. With a lot number
mask, you can specify starting and ending lot numbers for an item, create incrementing segments, and control
the character type. You must create a lot number mask before you can automatically generate lot numbers in
You also can enter a lot split quantity, which is the breakpoint for creating separate lots for a lot-tracked item. For
example, assume that you enter a lot split quantity of 50. If you receive 120 units for a lot -tracked item, two lots
of 50 and one lot of 20 are created. If the starting value for the mask is AA-001, the first lot is AA-001, the second
lot is AA-002, and the third lot for the remainder is AA-003. If the lot split quantity is zero, the total quantity is
treated as a single lot.
To define a lot number mask:
1. Open the Item Maintenance window. (Inventory >> Cards >> Item)
2. Select an item, then choose Options to open the Item Maintenance Options window.
3. Choose Lot Numbers from the Track drop-down list, then choose the Track expansion button to open the
Item Serial/Lot Number Definition window.
Information for the item you selected, including the last lot number that was generated and any current mask
information, will appear.
4. Enter a lot split quantity, if applicable.
5. Select a character type for the first segment: Numeric, Alpha, Symbol, User Date, or Space. The character
type will determine which of the remaining fields are editable.
6. Enter a size, if you selected a character type of Alpha or Numeric.
Symbol and Space character types must have a size of 1. The size of a User Date segment depends on the date
format you select.
7. Mark Increment if you want this segment to increase each time a lot number is generated. You must have at
least one segment marked to increment in order to automatically generate lot numbers for an item.
You can use the Increment option only if the character type is Alpha or Numeric. Symbol and space characters do
not change. User date segments automatically increment when the user date changes.
If more than one segment is marked to increment, the segments increment from right to left. For example,
assume you have incrementing segments 0001-0001. The next lot number contains the segments 0001-0002.
The first segment increments when the second reaches its maximum value (from 0001-9999 to 0002-0000). If
the mask contains a date segment, other incrementing segments will reset when the date segment increments.
8. Enter starting and ending values.
If you selected a type of User Date or Space, you won’t be able to set starting and ending values. If you selected a
type of Symbol, you will be able to enter a single character in the starting value field.
9. If you selected a character type of User Date, select a date format.
10. Choose the Insert button to add the segment to the lot number mask. The segment’s starting value
appears in the Lot Number Mask field.
11. Define and insert the remaining segments. lot number masks can be a maximum of 20 characters long.
12. To move a segment to a different position in the lot number mask, select the segment, then choose Up or
Down.
Choose Remove to delete the selected segment or choose Modify to change the selected segment’s information.
Generating lot numbers automatically for a shipment or shipment/invoice receipt
Use the Purchasing Lot Number Entry window to assign lot numbers for lottracked line items. You can assign lot
numbers automatically, manually, or a combination of the two. In order to automatically generate lot numbers,
you must first set up the item and its lot number mask. For more information, see Defining a lot number mask.
If you’re using multiple bins and are generating lot numbers automatically, the bin number entered in the
Purchasing Lot Number Entry window will be used with each generated lot number.
To generate lot numbers automatically for a shipment or shipment/invoice receipt:
Entry)
2. Enter or select a shipment or shipment/invoice that includes at least one lotnumbered item.
3. Enter the quantity shipped for the line items that contain a lot number.
4. Enter a site ID. Press TAB or choose the Quantity Shipped expansion button to open the Purchasing Lot
Number Entry window. (This window will automatically open when you choose the Auto-Rcv button in the
Receivings Transaction Entry window and lot-numbered items are entered for the receipt.)
5. If you are using multiple bins, enter a bin number or accept the default bin number.
To set up a lot number mask for the item, click the Lot Number Mask link in the Purchasing Lot Number Entry
window to open the Item Serial/Lot Number Definition window.
6. Enter the lot(s) to generate (optional). The default lot(s) to generate is the Remaining to Select quantity
divided by the Lot Split Quantity rounded to the next whole number.
7. Edit the starting lot number, if necessary.
If you modify the starting lot number, it must conform to the lot number mask. If you delete the starting lot
number, you will not be able to automatically generate lot numbers for the item.
8. Choose Auto-Generate. Lot numbers for the items are inserted in the scrolling window. Numbers that already
exist will be skipped.
The Total Quantity Selected must equal the item’s extended quantity before you can move to the next line item in
the Receivings Transaction Entry window or the Receivings Item Detail Entry window.
9. Choose OK to save the lot numbers that were automatically generated.
Entering lot numbers manually for a shipment or shipment/invoice receipt
Use the Purchasing Lot Number Entry window to assign lot numbers for shipment or shipment/invoice receipt
line items.
To enter lot numbers manually for a shipment or shipment/invoice receipt:
Entry)
2. Enter or select a shipment or shipment/invoice that includes a lot-numbered item.
3. Enter the quantity shipped on the line item containing a lot number.
4. Enter a site ID. Press TAB or choose the Quantity Shipped expansion button to open the Purchasing Lot
Number Entry window. (This window will automatically open when you choose the Auto-Rcv button in the
Receivings Transaction Entry window and lot-numbered items are entered for the receipt.)
6. Enter a lot number and a quantity selected.
7. Choose Insert to add the lot number to the scrolling window.
8. To assign values to the lot attributes for the item, choose the Lot expansion button to open the Lot
Attribute Entry window.
If you are using sales workflow and are tracking the minimum shelf life for the lot item, the dates that you enter
in this window and the number of days entered in the Item Maintenance Options window are used to determine
whether or not the item meets the minimum shelf life when you receive the item. If you are using Project
Accounting, you can’t use sales workflow with project items.
9. Continue entering lot numbers for the item. The Total Quantity Selected must equal the item’s extended
quantity before you can move to the next line item in the Receivings Transaction Entry window or the
Receivings Item Detail Entry window.
10. Choose OK to save the lot numbers you’ve added.
Entering lot numbers for an in-transit inventory receipt
Use the In-Transit Lot Number Entry window to assign lot numbers for in-transit inventory receipt line items.
To enter lot numbers for an in-transit inventory receipt:
Entry)
2. Enter or select an in-transit inventory receipt that includes a lot-numbered item.
3. Enter the quantity shipped on the line item containing a lot number.
4. Press TAB or choose the Quantity Shipped expansion button to open the InTransit Lot Number Entry
window.
6. In the Available list, enter a quantity selected for a lot number.
7. Choose Insert to add the lot number to the Lot Numbers Selected list.
8. To assign values to the lot attributes for the item, choose the Available expansion button or the Lot
Numbers Selected expansion button to open the Lot Attribute Entry window.
If you are using the sales fulfillment workflow and are tracking the minimum shelf life for the lot item, the dates
that you enter in this window and the number of days entered in the Item Maintenance Options window are used
to determine whether or not the item meets the minimum shelf life when you receive the item.
9. Continue entering lot numbers for the item. The Quantity Selected must equal the item’s extended
quantity before you can move to the next line item in the Receivings Transaction Entry window or the
Receivings Item Detail Entry window.
Removing lot numbers from a shipment or shipment/ invoice receipt
Use the Purchasing Lot Number Entry window to remove lot numbers for shipment or shipment/invoice receipt
line items.
To remove lot numbers from a shipment or shipment/ invoice receipt:
Entry)
2. Enter or select a shipment or shipment/invoice that includes a lot-numbered item.
3. Select a line item that contains a lot number.
4. Choose the Quantity Shipped expansion button to open the Purchasing Lot Number Entry window.
5. Select the lot number from the Lot list and choose Remove. To remove all the lot numbers from the Lot
list, choose Remove All.
6. Enter new lot numbers for the item.
Defining a serial number mask
Use the Item Serial/Lot Number Definition window to set up serial number masks for serial-tracked items. A
serial number mask is a pre-defined serial number format used to generate serial numbers automatically. With a
serial number mask, you can specify starting and ending serial numbers for an item, create incrementing
segments, and control the character type. You must create a serial number mask before you can automatically
generate serial numbers in Purchase Order Processing.
To define a serial number mask:
1. Open the Item Maintenance window. (Inventory >> Cards >> Item)
2. Select an item, then choose Options to open the Item Maintenance Options window.
3. Choose Serial Numbers from the Track drop-down list, then choose the Track expansion button to open
the Item Serial/Lot Number Definition window.
Information for the item you selected, including the last serial number that was generated and any current mask
information, will appear.
4. Select a character type for the first segment: Numeric, Alpha, Symbol, User Date, or Space. The character
type will determine which of the remaining fields are editable.
5. Enter a size, if you selected a character type of Alpha or Numeric.
Symbol and Space character types must have a size of 1. The size of a User Date segment depends on the date
format you select.
6. Mark Increment if you want this segment to increase each time a serial number is generated. You must have at
least one segment marked to increment in order to automatically generate serial numbers for an item.
You can use the Increment option only if the character type is Alpha or Numeric. Symbol and space characters do
not change. User date segments automatically increment when the user date changes.
If more than one segment is marked to increment, the segments increment from right to left. For example,
assume you have incrementing segments 0001-0001. The next serial number contains the segments 0001-0002.
The first segment increments when the second reaches its maximum value (from 0001-9999 to 0002-0000). If
the mask contains a date segment, other incrementing segments will reset when the date segment increments.
7. Enter starting and ending values.
If you selected a type of User Date or Space, you won’t be able to set starting and ending values. If you selected a
type of Symbol, you will be able to enter a single character in the starting value field.
8. If you selected a character type of User Date, select a date format.
9. Choose the Insert button to add the segment to the serial number mask. The segment’s starting value
appears in the Serial Number Mask field.
10. Define and insert the remaining segments. Serial number masks can be a maximum of 20 characters long.
11. To move a segment to a different position in the serial number mask, select the segment, then choose Up
or Down.
Choose Remove to delete the selected segment or choose Modify to change the selected segment’s information.
Generating serial numbers automatically for a shipment or shipment/invoice receipt
Use the Purchasing Serial Number Entry window to assign serial numbers for serial-tracked line items. You can
assign serial numbers automatically, manually, or a combination of the two. In order to automatically generate
serial numbers, you must first set up the item and its serial number mask. For more information, see Defining a
serial number mask.
If you’re using multiple bins and are generating serial numbers automatically, the bin number entered in the
Purchasing Serial Number Entry window will be used with each generated serial number.
To generate serial numbers automatically for a shipment or shipment/invoice receipt:
Entry)
2. Enter or select a shipment or shipment/invoice that includes at least one serial numbered item.
3. Enter the quantity shipped for the line items that contain a serial number.
4. Enter a site ID. Press TAB or choose the Qty Shipped expansion button to open the Purchasing Serial
Number Entry window. (This window automatically opens when you choose the Auto-Rcv. button in the
Receivings Transaction Entry window and serial-numbered items are entered for the receipt.)
To set up a serial number mask for the item, click the Serial Number Mask link in the Purchasing Serial Number
Entry window to open the Item Serial/Lot Number Definition window.
6. Enter the Quantity to Generate (optional). The default Quantity to Generate is the Remaining to Select
quantity.
7. Edit the starting serial number, if necessary.
If you modify the starting serial number, it must conform to the serial number mask. If you delete the starting
serial number, you will not be able to automatically generate serial numbers for the item.
8. Choose Auto-Generate. Serial numbers for the items are inserted in the scrolling window. Numbers that
already exist will be skipped.
The number of serial numbers must equal the item’s extended quantity before you can return to the Receivings
Transaction Entry window or the Receivings Item Detail Entry window.
9. Choose OK to save the serial numbers that were automatically generated.
Entering serial numbers manually for shipment or shipment/invoice receipt
Use the Purchasing Serial Number Entry window to assign serial numbers manually for shipment or
shipment/invoice receipt line items.
To enter serial numbers manually for shipment or shipment/invoice receipt:
Entry)
2. Enter or select a shipment or shipment/invoice that includes at least one serial numbered item.
4. Enter a site ID. Press TAB or choose the Quantity Shipped expansion button to open the Purchasing Serial
(This window automatically opens when you choose the Auto-Rcv. button in the Receivings Transaction Entry
window and serial-numbered items are entered for the receipt.)
5. If you are using multiple bins, enter a default bin number or accept the default bin number.
6. Enter a serial number.
7. Choose Insert to add the serial number to the scrolling window.
8. Continue entering serial numbers for the item.
The number of serial numbers entered must equal the item’s extended quantity before you can move to the next
line item in the Receivings Transaction Entry window or the Receivings Item Detail Entry window.
9. Choose OK to save the serial numbers you’ve added.
Entering serial numbers for an in-transit inventory receipt
Use the In-Transit Serial Number Entry window to assign serial numbers for intransit inventory receipt line items.
To enter serial numbers for an in-transit inventory receipt:
Entry)
2. Enter or select an in-transit inventory receipt that includes at least one serialnumbered item.
4. Press TAB or choose the Qty Shipped expansion button to open the In-Transit Serial Number Entry
window.
5. If you are using multiple bins, enter a default bin number or accept the default bin number.
6. Select an available serial number and choose Insert to add the serial number to the Selected scrolling
window.
line item in the Receivings Transaction Entry window or the Receivings Item Detail Entry window.
Removing serial numbers from a shipment or shipment/invoice receipt
Use the Purchasing Serial Number Entry window to remove serial numbers for shipment or shipment/invoice
receipt line items. Whether you have auto-generated or manually entered serial numbers, you can always choose
to remove an incorrect number from the scrolling window, correct or modify it and reinsert it. You cannot modify
serial numbers once they are saved.
To remove serial numbers from a shipment or shipment/ invoice receipt:
Entry)
2. Enter or select a shipment or shipment/invoice that includes a serial-numbered item.
3. Select a line item that contains a serial number.
4. From the Quantity Shipped column, choose the Quantity Shipped expansion button to open the
Purchasing Serial Number Entry window.
5. Select the serial number from the serial number selected list and choose Remove. To remove all the serial
numbers from the serial number selected list, choose Remove All.
6. Enter new serial numbers for the item. The number of serial numbers entered must equal the item’s
extended quantity before you can move to the next line item in the Receivings Transaction Entry window or
the Receivings Item Detail Entry window.
Multiple bins in Purchase Order Processing
Use multiple bins to add another level of detail to item quantity tracking. Besides tracking items within inventory
sites, with multiple bins you can track item quantities in bins that reside within each site. Bin quantities are
processed and displayed in the item’s base unit of measure.
You can set up bin information when multiple bins functionality has been installed and registered. However, you
must also enable this feature in Inventory Control before you can use bins to track items. For more information
about enabling multiple bins, see the Inventory Control documentation.
Default bins for transaction types at each site can be identified for use in transactions. For example, a default bin
could be created for purchasing transactions at your warehouse site. Default bins can also be identified for a
particular item and transaction type at a site. If you always use Bin A when purchasing a certain item from your
main site, for example, you can set up Bin A as the default purchase receipts bin for the item at the main site.
Microsoft Dynamics GP automatically creates item-site-bin relationships the first time a bin is used for a
transaction.
When you enter a transaction, the default bin for the transaction type at the itemsite or the site is used
automatically. If there isn’t a default bin at the item-site or at the site, you will be required to enter a bin. If the
site’s default bin is used, an itemsite-bin record is created automatically. If you delete the line or document after
the item-site-bin record is automatically created, that item-site-bin record is not deleted. The on-hand quantity of
the item increases at the bin within the site when you post a shipment or shipment/invoice.
For more information about setting up and using multiple bins, see the Inventory Control documentation.
Changing bins for a receipt
If you’re using multiple bins, use the Bin Quantity Entry window to verify or change bin allocations for items that
are not tracked by serial or lot numbers.
For items that are tracked by serial or lot numbers, you can verify or change bins in the Purchasing Serial
Number Entry window or the Purchasing Lot Number Entry window for shipment receipts and shipment/invoice
receipts. You can use the InTransit Serial Number Entry window or the In-Transit Lot Number Entry window to
verify or change bins for items that tracked serials or lot numbers for in-transit inventory receipt.
You can distribute a line item quantity to multiple bins. For example, if the quantity shipped is 20, you can receive
15 items into Bin 1, and five into Bin 2 at site A. You might need to change bin selections manually if you change
quantities, the unit of measure, or the site after you already selected bins.
To change bins for a receipt item that isn’t tracked by serial or lot numbers:
Entry)
2. Enter or select a shipment receipt, a shipment/invoice receipt, or an in-transit inventory receipt.
3. Select an item that isn’t tracked by serial or lot numbers and choose the Qty Shipped expansion button to
open the Bin Quantity Entry window.
You also can select an item that isn’t tracked by serial or lot numbers and choose the item expansion button to
open the Receivings Item Detail Entry window. Choose Bins.
4. Select the bin to change and choose Remove.
5. Select a bin to use from the list of available bins. You also can enter a new bin.
6. Enter a quantity for the bin.
7. Choose Insert.
9. In the Receivings Item Detail Entry window or the Receivings Transaction Entry window and choose Save
and close the window.
To change bins for a shipment receipt item that is tracked by serial or lot numbers:
Entry)
2. Enter or select a shipment or shipment/invoice.
3. Select an item that is tracked by serial or lot numbers and choose the Qty Shipped expansion button to
open the Purchasing Serial Number Entry window or Purchasing Lot Number Entry window.
You also can select an item that is tracked by serial or lot numbers and choose the item expansion button to open
the Purchasing Item Detail Entry window. Choose Serial/Lot.
4. Select the serial number or lot number to change and choose Remove.
5. For an item that is tracked by serial numbers, select a bin number and serial number. You can select a bin
to use from the list of available bins. You also can enter a new bin.
6. For an item that is tracked by lot numbers, enter a lot number, a quantity, and select a bin number. You can
select a bin to use from the list of available bins. You also can enter a new bin.
7. Choose Insert.
9. In the Receivings Item Detail Entry window or the Receivings Transaction Entry window and choose Save
and close the window.
To change bins for an in-transit inventory receipt item that is tracked by serial or lot numbers:
Entry)
2. Enter or select an in-transit inventory receipt.
3. Select an item that is tracked by serial or lot numbers and choose the Qty Shipped expansion button to
open the In-Transit Serial Number Entry window or In-Transit Lot Number Entry window.
You also can select an item that is tracked by serial or lot numbers and choose the item expansion button to open
the Purchasing Item Detail Entry window. Choose Serial/Lot.
4. Select the serial number or lot number to change and choose Remove.
5. For an item that is tracked by serial numbers, select a to bin number and serial number. You also can enter
a new bin.
6. For an item that is tracked by lot numbers, select a to bin and enter a quantity selected. You also can enter
a new bin.
7. Choose Insert.
8. Choose OK to save your changes and close the In-Transit Serial Number Entry window or In-Transit Lot
9. Choose Save and close the Receivings Item Detail Entry window or the Receivings Transaction Entry
window.
If you’ve marked the Merge Trade Discount Distributions in Purchasing option in the Company Setup Options
window, the trade discount distributions will be merged with the purchases distribution for shipment/invoice
receipts. If you are using Project Accounting, the trade discount distributions won’t be merged with the purchases
distributions for shipment/invoice receipts.
For example, assume that you’ve entered a purchase transaction of $100.00 with a trade discount of $15.00. If
you’ve marked the Merge Trade Discount Distributions in Purchasing option, the trade discount distributions will
be merged as in the following example.
Account A PURCH $85
Account C PAY $85
If you didn’t mark the Merge Trade Discount Distributions in Purchasing option, the trade discount distributions
are separated from the purchase distribution.
Account A PURCH $100
Account B TRADE $15
Account C PAY $85
Distributing transaction amounts for shipment receipts

Use the Purchasing Distribution Entry window to redistribute transaction amounts to posting accounts.
Transactions will be distributed automatically to the posting accounts assigned in the Vendor Account
Maintenance window or the Item Account Maintenance window. If accounts aren’t assigned to vendor or item
records, the accounts assigned in the Posting Accounts Setup window will be used instead.
If you are using landed costs, the distributions are calculated for a landed cost but won’t be displayed in the
Purchasing Distribution Entry window. To view landed cost distributions, print the Receivings Edit List.
Currency amounts in the Purchasing Distribution Entry window are displayed in both the functional and
originating currencies.
To distribute transaction amounts for shipment receipts:
Entry)
2. Enter or select a shipment or shipment/invoice.
3. Choose Distributions to open the Purchasing Distribution Entry window.
4. Enter a reference for the receipt, or accept the default. The reference entered will be posted to General
Ledger.
5. Change the amounts for the default accounts. To distribute the transaction to multiple posting accounts,
change the default amount in the scrolling window.
6. In the next available line, enter or select another purchasing distribution account, choose the distribution
type and enter the next amount.
If you want to remove a distribution, select it and choose Edit >> Delete Row. If you changed distribution
accounts and amounts and decide you want to use the original distributions, choose Default.
7. Continue entering distribution accounts until your transaction is fully distributed.
8. Enter a distribution reference (optional).
This is the reference that will post as the General Ledger distribution reference for the account. If you leave this
field blank, the reference information entered in the Reference field will post to General Ledger.
9. Choose OK to save your entries. Continue entering the transaction. You can save the transaction if it’s not fully
distributed, but you won’t be able to post until the full amount is distributed and debits equal credits.
Use the Purchasing Intrastat Entry window to enter the information required to create the Intrastat Trade Report
you submit to your government. You can enter Intrastat statistics for each line item. For information about setting
up Intrastat codes, refer to your System Setup instructions (Help >> Contents >> select Setting Up the System).
provided on a monthly basis. Requirements for Intrastat are similar in all EU countries. The government uses
these statistics as an economic indicator.
If Intrastat information was entered for the vendor’s ship from address ID, that information appears in this
window. Each time you enter a new line item, the Intrastat statistics from the previous line item will be the default
Intrastat entry for the new line item. You can use the Purchasing Intrastat Entry window to change Intrastat
information for an individual transaction, or to enter Intrastat information if none was entered for the vendor.
You can enter Intrastat statistics only if you have marked to enable Intrastat tracking in the Company Setup
Options window.
Entry)
2. Enter the shipment/invoice receipt and mark the EU transaction option.
3. Choose the EU button to open the Purchasing Intrastat Entry window. You can also open the Purchasing
Intrastat Entry window by choosing the EU button in the Receivings Item Detail Entry window.
4. Enter Intrastat information, or change the default entries, if necessary.

5. In the Net Unit Mass field, enter the weight of the goods in kilograms or accept the default.
6. Enter the quantity of the goods being purchased.
The line mass displays the total mass per item and is calculated automatically when you press TAB on the
Quantity field. The line mass total is equal to the amount entered in the Unit Mass field multiplied by the amount
entered in the Quantity field.
7. Enter a supplementary units amount, if applicable. The supplementary units amount is simply a second
information that will identify the transaction.
9. Enter a goods value and statistical value, if applicable.
10. Choose OK to save the record.
Chapter 16: Invoice receipt entry

Enter an invoice receipt to record an invoice received for a shipment receipt entered and posted earlier, or to
record an invoice received for a shipment that you have not yet received. You also can enter an invoice for drop-
ship purchase order line items and blanket drop-ship purchase order line items. You can enter invoice receipt
transactions in a batch or enter and post them individually. Invoice receipts can’t be saved unless they’re in a
batch.
If you are using vendor approval workflow, the vendor must have the workflow status of Approved or No
Approval Needed before you can post the invoice receipt.
If you are using Project Accounting, see Chapter 17, “Invoice receipt entry for projects” to enter invoice receipts
for projects.
Entering an invoice receipt
Matching shipments to an invoice receipt
Invoicing items without a purchase order
Invoicing items using the Select Purchase Order window
Invoicing items from multiple purchase orders
Invoicing items from a purchase order
Entering an invoice receipt
Use the Purchasing Invoice Entry window to enter, save, and post invoice receipts. You can enter detailed
information for each invoice. You can include items from multiple purchase orders (from a single vendor) on an
invoice receipt. If you are using landed costs, you can enter a landed cost as a line item.
If you are using Workflow, a drop-ship purchase order or a drop-ship blanket purchase order must be approved
before you can invoice against the purchase order. You can invoice against purchase orders that don’t need
approval.
You can enter and save, but not post, invoice receipts for purchase orders that are on hold. If an invoice for an on
hold purchase order is saved to a batch, the batch can be posted, but the invoice for the on hold purchase order
will remain in the batch.
If you expect to receive multiple invoices for a single shipment, we recommend that you post the shipment
receipt and invoice receipts separately instead of entering a shipment/invoice receipt document. If you enter a
single shipment/invoice receipt document (with Quantity Shipped greater than Quantity Invoiced) in the
Receivings Transaction Entry window and later enter additional invoice documents, amounts in General Ledger
and Inventory won’t match.
the Purchasing Invoice Entry window, but you can’t enter project information for blanket purchase orders. To
enter an invoice for a purchase order with project information, see Chapter 17, “Invoice receipt entry for projects.”
You can use the View >> Currency menu option or the currency list button to view amounts in the Purchasing
Invoice Entry window in originating or functional currency.
To enter an invoice receipt:
list.
2. In the New group or its overflow menu, choose Invoice Receipt to open the Purchasing Invoice Entry
window.

4. Enter the invoice date.
To enter a General Ledger posting date that is different from the invoice date, choose the Invoice Date expansion
button; the Purchasing Invoice Date Entry window will open, where you can enter date information.
currency ID that’s entered for the transaction and the associated rate type.
If you’ve received the invoice, but not the shipment, you’ll need to save the invoice receipt in a batch until you
receive and post the shipment. Then you can match the invoice to the shipment and post the invoice.
Invoices entered for drop-ship purchase orders and drop-ship blanket purchase orders won’t be matched
because you can’t enter a shipment receipt for a dropship purchase order or a drop-ship blanket purchase order.
7. Enter or select a currency ID, or change the currency ID that appears as a default entry.
If the currency ID is not the company’s functional currency, a rate type and associated exchange rate table are
assigned to the transaction. The currency ID assigned to the invoice must match the currency ID of the purchase
8. Mark the LC option if you want to enter a landed cost.
9. Enter the purchase order number.
You can leave this field blank if you’re entering an invoice for a shipment received without a purchase order. You
can receive invoices for multiple purchase orders by entering or selecting a different purchase order number in a
new row.
You won’t be able to enter a purchase order number if you are invoicing a landed cost. You will specify the
purchase order you are matching to the landed cost in the Match Options window.
Before you can invoice against the purchase order that has an unposted prepayment, you must post the
10. Enter items using either the vendor’s item number or your company’s item number. If you marked the LC
option, you can enter a landed cost as an item.
After you enter a drop-ship or drop-ship blanket line item, the drop-ship purchase order icon appears in the PO
Number field.
11. If a drop-ship or drop-ship blanket line item is tracking serial or lot numbers, mark the S/L option.
If multiple shipments exist for the line item, you’ll get a message asking if you want to match the invoice line
items to items on a shipment or shipment/ invoice before you move to the next line item.
Choose Yes and the Match Shipments to Invoice window will open, where you can choose which line items
can be matched.
Choose No and the line items automatically will be matched in shipment receipt number order.
For more information, see Matching shipments to an invoice receipt.
The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry window will open if the drop -
ship or drop -ship blanket line item requires that you assign lot or serial numbers.
An icon will be displayed in the Quantity Invoiced field for drop-ship purchase order line items with sales
commitments. Select a line item and choose the button next to the Quantity Invoiced heading to view
commitments in the Sales Commitments for Purchase Order window. If the purchase order line item is
committed to more than one sales order line item, you can use the Sales Commitments for Purchase Order
window to specify the sequence in which the sales line items will be received. For more information, see
distributing summary taxes for invoice receipts. If you want to change the tax amounts for a line item, see
Calculating and distributing detail taxes for invoice line items.
14. The Prepayment field displays the total of all posted prepayments consumed for the purchase orders you are
invoicing against. The prepayment amount is recalculated if you change the quantity shipped, quantity
invoiced, unit cost, or extended cost for a line item. The prepayment amount is also recalculated if you change
the trade discount.
If a purchase order has a posted prepayment, you can use the Prepayment expansion button to open the
Purchasing Prepayment Summary Inquiry window. You can use this window to view the total amount of the
prepayments applied and the prepayment applied amount for each purchase order assigned to the invoice.
Purchasing Invoice Amount Received Entry window, where you can enter an amount received. You can
enter the amount you’re paying by cash, check, or credit card.
17. Choose Distributions to open the Purchasing Invoice Distribution Entry window, where you can make
changes to account distributions. See Distributing transaction amounts for invoice receipts for more
information.
18. Choose Save or Post. If you post, the invoiced quantities for each item on the receipt must be fully
matched to shipment quantities.
One or more posting journals and distribution breakdown registers may be printed, depending on the options
selected in the Posting Setup window. If you saved the transaction to a batch, you can print an edit list.
Matching shipments to an invoice receipt
Use the Match Shipments to Invoice window if you’ve entered shipments in the Receivings Transaction Entry
window and want to match the line items on the shipments to an invoice you’re entering in the Purchasing
Invoice Entry window. Invoices entered for drop-ship purchase orders or drop-ship blanket purchase orders
won’t be matched because you can’t enter a shipment receipt for a drop-ship purchase order or a drop-ship
blanket purchase order. For information about matching shipment line items to landed costs, see Matching
landed costs to shipment line items. Landed costs aren’t automatically matched.
the Match Shipments to Invoice window. To match shipments to an invoice receipt with project information, see
Chapter 17, “Invoice receipt entry for projects.”
To match shipments to an invoice receipt:
1. Open the Purchasing Invoice Entry window. (Purchasing >> Transactions >> Enter/Match Invoices)
2. Enter the receipt number, vendor document number, invoice date, and vendor ID.
3. Enter the PO number and line items.
Before you can invoice against the purchase order that has an unposted prepayment, you must post the
approval.
4. Enter the quantity invoiced. If multiple shipments exist for the line item, you’ll get a message asking
whether you want to automatically match the invoice line items to items on a shipment or
shipment/invoice when you move to the next line.
5. Choose Yes and the Match Shipments to Invoice window will open, where you can choose which line items
can be matched. (If you choose No, the line items will be matched in shipment receipt number order.)
Currency amounts in this window may be displayed in functional or originating currency, depending on the view
selected in the Purchasing Invoice Entry window.
6. Select the shipment line items you want to match to the invoice.
7. Verify or change the default price variance posting account (optional). The difference between the
shipment unit cost and the invoice cost, if any, will be posted to this account. Any unrealized purchase price
variance associated with the shipment lines will also be posted to this account.
8. Choose OK to save your changes and to close the Match Shipments to Invoice window.
9. In the Purchasing Invoice Entry window, enter trade discount, freight, miscellaneous, and tax amounts.
Also enter a 1099 amount, if applicable.
Purchasing Invoice Amount Received Entry window, where you can enter an amount received. You can
enter the amount you’re paying by cash, check, or credit card.
changes to account distributions.
To remove an account, select the row containing the account and choose Edit >> Delete Row.
Purchasing Invoice Distribution Entry window. To view landed cost distributions, print the Purchasing Invoice Edit
List.
See Distributing transaction amounts for invoice receipts for more information.
Save or post the transaction. If you post, the invoiced quantities for each item on the receipt must be fully
Invoicing items without a purchase order
In the Purchasing Invoice Entry window, you can enter invoice receipts for items not included on the original
purchase order or items not associated with a purchase order.
To set up this option, you must select Allow Receiving Without a Purchase Order in the Purchase Order
assigned to a purchase order. See Setting up Purchase Order Processing preferences and default entries for more
information.
If receiving items without a purchase order is allowed, you can enter items, noninventoried items or vendor items
that don’t exist on the purchase order on an invoice receipt as long as those items or vendor items are on a
shipment that has been posted.
the Purchasing Invoice Entry window. To invoice items with project information, see Chapter 17, “Invoice receipt
entry for projects.”
To invoice items without a purchase order:
3. To add vendor items or items that weren’t included on the original purchase order, simply leave the PO
number field blank. You don’t have to enter a purchase order if you’ve set up the system to allow receiving
items without a purchase order.
To enter a landed cost, mark the LC option and enter a landed cost as an item.
4. Continue entering the invoice.
If you enter a non-inventoried item that isn’t assigned to a purchase order, you’ll need to enter a unit cost. If you
enter a non-inventoried item that’s assigned to a purchase order, the unit cost from the purchase order will be
displayed and you can change the cost.
5. Save or post the transaction. If you post, the invoiced quantities for each item on the receipt must be fully
selected in the Posting Setup window. If you’ve saved the transaction to a batch, you can print an edit list.
Invoicing items using the Select Purchase Order window
Use the Select Purchase Order window to select a purchase order to quickly enter line items on a invoice receipt.
approval.
the Purchasing Invoice window, but you can’t enter project information for blanket purchase orders.To receive
items for purchase orders with project information, see Chapter 14, “Shipment receipt entry for projects.”
To invoice items using the Select Purchase Order window:
2. Enter the receipt number, vendor document number, and invoice date.
3. Choose the Auto-Invoice button. The Select Purchase Order window will open.
Order window.
4. Enter or select the purchase order for which you want to invoice all line items.
5. Choose Invoice All in the Select Purchase Order window to automatically invoice all items on the selected
purchase order. Landed costs aren’t included when you automatically invoice items. You must enter the
landed costs on the invoice.
You cannot invoice against a purchase order that has an unposted prepayment. You can remove the prepayment
from the purchase order using the Purchase Order Entry window or complete a computer check run for the
prepayment.
The control blanket line item for a blanket purchase order or a drop-ship blanket purchase order isn’t included
when you automatically invoice items.
Blanket line items with a New status won’t be included, either. You can use the Purchasing Invoice Entry window
to enter blanket line items with a New status.
open, and the purchase order line items will be marked to receive. Landed costs won’t appear in the Select
Purchase Order Items window.
Drop-ship blanket line items with a New status and line items with a New status for a drop-ship purchase order
with an expired contract date won’t be marked when you choose Mark All. To invoice these items, you must mark
the items individually.
6. Choose OK to save information and to close the Select Purchase Order window.
7. If the Allow Receiving Without a Purchase Order option is marked in Purchase Order Processing Setup,
you can enter items or vendor items that don’t exist on the purchase order.
8. You can enter blanket line items with a New status if you are invoicing items from a blanket purchase
order or a drop-ship blanket purchase order.
9. To enter a landed cost, mark the LC option and enter a landed cost as an item.
10. If a drop-ship or drop-ship blanket line item is tracking serial or lot numbers, mark the S/L option. The
Purchasing Serial Number Entry window or the Purchasing Lot Number Entry window opens, where you
can enter the appropriate serial or lot numbers.
11. Edit trade discount, freight, miscellaneous, and tax amounts. Also enter a 1099 amount, if applicable.
12. Choose Distributions to open the Purchasing Invoice Distribution Entry window, where you can make changes
to account distributions.
Delete Row.
List.
Use the Select Purchase Order Items window to invoice line items that have been received from multiple
purchase orders. In the Select Purchase Order Items window, the tree view and the Sort By option control the
information that is displayed. When you change the focus in the tree view, or when you choose a different sorting
option, the information in the window is refreshed.
object in the tree view, such as a purchase order or a site, only the information about that object is displayed in
the scrolling window. To display all information for a vendor, you must select the vendor ID in the tree view.
the Select Purchase Order Items scrolling window.
PO/Items Objects in the tree view and scrolling window are sorted first by purchase order number, then by the
order items were entered on the purchase orders.
Item Number/PO Objects in the tree view and scrolling window are sorted first by item number, then by
purchase order number under each item.
Site/PO/Item Number Objects in the tree view and scrolling window are sorted first by site, then by purchase
order number under each site, then by item number under each purchase order.
Site/Item Number/PO Objects in the tree view and scrolling window are sorted first by site, then by item
number under each site, then by purchase order number under each item.
Invoicing items from multiple purchase orders

purchase orders. Only items with posted shipments and quantities remaining to be invoiced will be displayed.
See Entering an invoice receipt for more information. Landed costs won’t appear in the Select Purchase Order
Items window.
If you are using Workflow, drop-ship purchase orders or a drop-ship blanket purchase orders must be approved
before you can invoice against them. You can invoice against purchase orders that don’t need approval.
the Select Purchase Order Items window. To receive items from purchase orders with project information, see
Chapter 17, “Invoice receipt entry for projects.”
To invoice items from multiple purchase orders:
receipt.
4. Choose the Auto-Invoice button. The Select Purchase Order Items window will open.
Items with posted shipments and quantities remaining to be invoiced will be displayed. The control blanket line
item for a blanket purchase order or a dropship blanket purchase order isn’t included when you automatically
invoice items.
If only a Vendor ID is displayed, the selected vendor does not have any purchase orders with items that have
been received, but not invoiced. Only purchase orders with currency IDs that match the invoice will be displayed.
Purchase orders with posted prepayments that have currency IDs that match the invoice will be displayed.
If you know the purchase order number but not the vendor ID, you can choose AutoInvoice without entering a
vendor ID. The Select Purchase Order window will open. The vendor and currency ID for the invoice will come

6. Mark the check boxes next to the items you want to invoice. To select all items displayed in the scrolling
view.
7. Select whether to display all items or only items marked to invoice.
8. Mark the S/L check box next to the drop-ship or drop-ship blanket items that require serial or lot numbers.
To mark all items that require serial or lot numbers, choose Mark All S/L.
9. Edit Quantity Invoiced and Unit Cost amounts, if necessary. If you edit an item in the scrolling window, it
will be marked to invoice.
10. Choose the Invoice button to add the items to your invoice. The Select Purchase Order Items window will
close, and the items you marked will appear in the Purchasing Invoice Entry window.
The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry window will open if a drop-
ship or drop-ship blanket item requires that you assign lot or serial numbers.
11. In the Purchasing Invoice Entry window, save or post the transaction. If you post, the invoiced quantities for
each item on the receipt must be fully matched to shipment quantities.
Invoicing items from a purchase order
Use the Select Purchase Order Items window and the Purchasing Invoice Entry window to invoice items. After
you select a purchase order that has at least one posted shipment received against it in the Purchase Order Entry
window, you can select the Invoice the PO Items option from the Actions button. You also can enter or select a
drop-ship purchase order or a blanket drop-ship purchase order and select the Invoice the PO Items option from
the Actions button to invoice against those items.
For more information about invoice receipts, see Entering an invoice receipt. For more information about the
Select Purchase Order Items window, see Using the Select Purchase Order Items window. Landed costs won’t
appear in the Select Purchase Order Items window.
Select Purchase Order Items window and the Purchasing Invoice Entry window. If you want to receive items with
project information, see Chapter 17, “Invoice receipt entry for projects.”
To invoice items from a purchase order:
2. Enter or select a purchase order that has one or more items with a quantity to invoice.
3. Select Invoice the PO Items from the Actions button.
4. The Select Purchase Order Items window and the Purchasing Invoice Entry window will open.
Items with posted shipments and quantities remaining to be invoiced will be displayed. The purchase order that
you entered in the Purchase Order Entry window will be selected in the tree view. Each item on the purchase
order that is available to be invoiced in the scrolling window is marked. The control blanket line item for a blanket
purchase order or a drop-ship blanket purchase order isn’t included when you automatically invoice items.
6. Mark the check boxes next to the items to invoice. To select all items displayed in the scrolling window,
choose Mark All.
8. Mark the S/L check box next to the drop-ship or drop-ship blanket items that require serial or lot numbers.
To mark all items that require serial or lot numbers, choose Mark All S/L.
9. Modify the quantity invoiced and unit cost amounts, if necessary. If you modify an item in the scrolling
window, it will be marked to invoice.
ship or drop-ship blanket item requires that you assign lot or serial numbers.
11. In the Purchasing Invoice Entry window, continue entering invoice information, if necessary, and save or post
the transaction. For an invoice, you must enter the vendor document number.
If you post, the invoiced quantities for each item on the receipt must be fully matched to shipment quantities.
Chapter 17: Invoice receipt entry for projects

If you are using Project Accounting, you can enter an invoice receipt to record an invoice received for a shipment
receipt entered and posted earlier, or to record an invoice received for a shipment that you have not yet received.
You also can enter an invoice for drop-ship purchase order line items. You can enter invoice receipt transactions
in a batch and save them to post later, or enter and post them individually.
If you are using vendor approval workflow, the vendor must have the workflow status of Approved or No
Approval Needed before you can post the invoice receipts.
To enter an invoice receipt for a blanket purchase order or a drop-ship blanket purchase order, refer to Chapter
16, “Invoice receipt entry.”
Entering an invoice receipt for projects
Matching shipments to an invoice receipt for projects
Invoicing items for projects without a purchase order
Invoicing items for projects using the Select Purchase Order window
Invoicing items for projects from multiple purchase orders
Invoicing items for projects from a purchase order
Entering an invoice receipt for projects
Use the Purchasing Invoice Entry window to enter, save, and post invoice receipts for projects. You can enter
detailed information for each invoice. You can include items from multiple purchase orders (from a single vendor)
on an invoice receipt. If you are using landed costs, you can enter a landed cost as a line item.
To enter an invoice receipt for a blanket purchase order, refer to Chapter 16, “Invoice receipt entry.”
You can enter and save, but not post, invoice receipts for purchase orders that are on hold. If an invoice for a
purchase order that is on hold is saved to a batch, the batch can be posted, but the invoice for the purchase order
that is on hold will remain in the batch.
If you expect to receive multiple invoices for a single shipment, we recommend that you post the shipment
receipt and invoice receipts separately instead of entering a shipment/invoice receipt document. If you enter a
single shipment/invoice receipt document (with quantity shipped greater than quantity invoiced) in the
Receivings Transaction Entry window and later enter additional invoice documents, amounts in General Ledger
and Inventory won’t match.
You can use the View >> Currency menu option or the currency list button to view amounts in the Purchasing
Invoice Entry window in originating or functional currency.
To enter an invoice receipt for projects:
4. Enter the invoice date.
To enter a General Ledger posting date that is different from the invoice date, choose the Invoice Date expansion
button; the Purchasing Invoice Date Entry window will open, where you can enter date information.
currency ID that’s entered for the transaction and the associated rate type.
If you’ve received the invoice, but not the shipment, you’ll need to save the invoice receipt in a batch until you
receive and post the shipment. Then you can match the invoice to the shipment and post the invoice.
Invoices entered for drop-ship purchase orders won’t be matched because you can’t enter a shipment receipt for
a drop-ship purchase order.
7. Enter or select a currency ID, or change the currency ID that appears as a default entry.
If the currency ID is not the company’s functional currency, a rate type and associated exchange rate table are
assigned to the transaction. The currency ID assigned to the invoice must match the currency ID of the purchase
8. Mark the LC option if you want to enter a landed cost.
You can leave this field blank if you’re entering an invoice for a shipment received without a purchase order. You
can receive invoices for multiple purchase orders by entering or selecting a different purchase order number in a
new row.
You can’t enter a purchase order number if you are invoicing a landed cost. You will specify the purchase order
you are matching the to the landed cost in the Match Options window.
You can enter a purchase order that hasn’t been printed if Allow Receiving of Unprinted PO option is marked in
the PA Purchase Order Processing Setup Options window.
the vendor items.
11. Enter one or more items using your company’s item numbers. You also can enter non-inventoried items. If
you marked the LC option, you can enter a landed cost as an item.
After you enter a drop-ship line item, the drop-ship purchase order icon appears in the PO Number field.
12. If a drop-ship line item is tracking serial or lot numbers, mark the S/L option.
If multiple shipments exist for the line item, you’ll get a message asking if you want to match the invoice line
items to items on a shipment or shipment/ invoice before you move to the next line item.
Choose Yes and the Match Shipments to Invoice window will open, where you can choose which line items
can be matched.
Choose No and the line items automatically will be matched in shipment receipt number order.
For more information, see Matching shipments to an invoice receipt for projects.
The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry window will open if the drop -
ship line item requires that you assign lot or serial numbers.
Chapter 20, “Taxes for receipts.” You can't change the Tax amount in the Purchasing Invoice Entry window even if
your system is set up to allow editing summary-level taxes. If you want to change the tax amounts for a line item,
see Calculating and distributing detail taxes for invoice line items.
16. To enter an amount received, choose the Amount Received expansion button to open the PA Receivings
Amount Received Entry window. You can enter the amount you’re paying by cash, check, or credit card.
changes to account distributions. See Distributing transaction amounts for invoice receipts for more
information.
18. Choose Save or Post. If you post, the invoiced quantities for each item on the receipt must be fully
Matching shipments to an invoice receipt for projects
Use the Match Shipments to Invoice window if you’ve entered shipments in the Receivings Transaction Entry
window and want to match the line items on the shipments to an invoice you’re entering in the Purchasing
Invoice Entry window. Invoices entered for drop-ship purchase orders won’t be matched because you can’t enter
a shipment receipt for a drop-ship purchase order. For information about matching shipment line items to landed
costs, see Matching landed costs to shipment line items. Landed costs aren’t automatically matched.
If you want match shipments for blanket purchase orders to an invoice receipt, see Chapter 16, “Invoice receipt
entry.”
To match shipments to an invoice receipt for projects:
3. Enter the PO number, project number, cost category ID, and line items.
4. Enter the quantity invoiced. If multiple shipments exist for the line item, you’ll get a message asking
whether you want to automatically match the invoice line items to items on a shipment or
shipment/invoice when you move to the next line.
5. Choose Yes and the Match Shipments to Invoice window will open, where you can choose which line items
can be matched. (If you choose No, the line items will be matched in shipment receipt number order.)
6. Select the shipment line items you want to match to the invoice.
7. Verify or change the default price variance posting account (optional). The difference between the
shipment unit cost and the invoice cost, if any, will be posted to this account. Any unrealized purchase price
variance associated with the shipment lines will also be posted to this account.
9. In the Purchasing Invoice Entry window, enter trade discount, freight, miscellaneous, and tax amounts.
Also enter a 1099 amount, if applicable.
changes to account distributions.
To remove an account, select the row containing the account and choose Edit >> Delete Row.
List.
Invoicing items for projects without a purchase order
In the Purchasing Invoice Entry window, you can enter invoice receipts for items not included on the original
purchase order or items not associated with a purchase order.
To set up this option, you must select Allow Receiving Without a Purchase Order in the Purchase Order
assigned to a purchase order. See Setting up Purchase Order Processing preferences and default entries for more
information.
If receiving items without a purchase order is allowed, you can enter items or noninventoried items that don’t
exist on the purchase order on an invoice receipt as long as those items are on a shipment that has been posted.
To invoice items for projects without a purchase order:
3. Enter a project number and cost category ID. If the item that you’re receiving isn’t assigned to a project
because the item isn’t assigned to a budget, enter <NONE> or leave the Project Number field blank. If
there isn’t a project number, you can leave the Cost Category field blank. If the item is assigned to a
project, you must enter a cost category.
vendor items.
4. To add items that weren’t included on the original purchase order, simply leave the PO number field blank.
You don’t have to enter a purchase order if you’ve set up the system to allow receiving items without a
purchase order.
To enter a landed cost, mark the LC option and enter a landed cost as an item.
5. Continue entering the invoice.
If you enter a non-inventoried item that isn’t assigned to a purchase order, you’ll need to enter a unit cost. If you
enter a non-inventoried item that’s assigned to a purchase order, the unit cost from the purchase order will be
displayed and you can change the cost.
Invoicing items for projects using the Select Purchase Order window
Use the Select Purchase Order window to select a purchase order to quickly enter line items on a invoice receipt.
To invoice items for projects using the Select Purchase Order window:
3. Choose the Auto-Invoice button. The Select Purchase Order window will open.
Order window.
4. Enter or select the purchase order for which you want to invoice all line items.
5. Choose Invoice All in the Select Purchase Order window to automatically invoice all items on the selected
purchase order. Landed costs aren’t included when you automatically invoice items. You must enter the
landed costs on the invoice.
open, and the purchase order line items will be marked to receive. Landed costs won’t appear in the Select
6. Choose OK to save information and to close the Select Purchase Order window.
7. If the Allow Receiving Without a Purchase Order option is marked in Purchase Order Processing Setup,
you can enter items or vendor items that don’t exist on the purchase order.
8. To enter a landed cost, mark the LC option and enter a landed cost as an item.
9. If a drop-ship line item requires serial or lot numbers, mark the S/L option. The Purchasing Serial Number
Entry window or the Purchasing Lot Number Entry window opens, where you can enter the appropriate
serial or lot numbers.
10. Edit trade discount, freight, miscellaneous, and tax amounts. Also enter a 1099 amount, if applicable.
11. Choose Distributions to open the Purchasing Invoice Distribution Entry window, where you can make changes
to account distributions.
Delete Row.
List.
Invoicing items for projects from multiple purchase orders
purchase orders. Only items with posted shipments and quantities remaining to be invoiced will be displayed.
See Entering an invoice receipt for projects for more information. Landed costs won’t appear in the Select
To invoice items for projects from multiple purchase orders:
receipt.
4. Choose the Auto-Invoice button. The Select Purchase Order Items window will open.
Items with posted shipments and quantities remaining to be invoiced will be displayed.
If only a Vendor ID is displayed, the selected vendor does not have any purchase orders with items that have
been received, but not invoiced. Only purchase orders with currency IDs that match the invoice will be displayed.
If you know the purchase order number but not the vendor ID, you can choose AutoInvoice without entering a
vendor ID. The Select Purchase Order window will open. The vendor and currency ID for the invoice will come
6. Mark the check boxes next to the items you want to invoice. To select all items displayed in the scrolling
view.
8. Mark the S/L option next to the drop-ship items that require serial or lot numbers. To mark all items that
require serial or lot numbers, choose Mark All S/L.
9. Modify the quantity invoiced and unit cost amounts, if necessary. If you edit an item in the scrolling
ship item requires that you assign lot or serial numbers.
11. In the Purchasing Invoice Entry window, save or post the transaction. If you post, the invoiced quantities for
each item on the receipt must be fully matched to shipment quantities.
Invoicing items for projects from a purchase order
Use the Select Purchase Order Items window and the Purchasing Invoice Entry window to invoice items. After
you select a purchase order that has at least one posted shipment received against it in the Purchase Order Entry
window, you can select the Invoice the PO Items option from the Actions button. You also can enter or select a
drop-ship purchase order and select the Invoice the PO Items option from the Actions button to invoice against
those items.
For more information about invoice receipts, see Entering an invoice receipt for projects. For more information
about the Select Purchase Order Items window, see Using the Select Purchase Order Items window. Landed costs
won’t appear in the Select Purchase Order Items window.
To receive items from multiple blanket purchase orders, refer to Chapter 16, “Invoice receipt entry.”
To invoice items for projects from a purchase order:
2. Enter or select a purchase order that has one or more items with a quantity to invoice.
3. Select Invoice the PO Items from the Actions button.
4. The Select Purchase Order Items window and the Purchasing Invoice Entry window will open.
Items with posted shipments and quantities remaining to be invoiced will be displayed. The purchase order that
you entered in the Purchase Order Entry window will be selected in the tree view. Each item on the purchase
order that is available to be invoiced in the scrolling window is marked.
6. Mark the check boxes next to the items to invoice. To select all items displayed in the scrolling window,
choose Mark All.
8. Mark the S/L option next to the drop-ship items that require serial or lot numbers. To mark all items that
require serial or lot numbers, choose Mark All S/L.
9. Modify the quantity invoiced and unit cost amounts, if necessary. If you modify an item in the scrolling
ship item requires that you assign lot or serial numbers.
11. In the Purchasing Invoice Entry window, continue entering invoice information, if necessary, and save or post
the transaction. For an invoice, you must enter the vendor document number.
If you post, the invoiced quantities for each item on the receipt must be fully matched to shipment quantities.
Chapter 18: Invoice receipt detail entry

The Purchasing Invoice Entry window is designed to resemble a physical invoice document and includes vendor,
line item, and total information. Use the buttons in the Purchasing Invoice Entry window to open windows where
you can enter detailed information about lot number, serial number mask, distributions and Intrastat trade
statistics.
Generating lot numbers automatically for invoice receipts
Entering lot numbers manually for an invoice receipt
Removing lot numbers from an invoice receipt
Generating serial numbers automatically for invoice receipts
Entering serial numbers manually for invoice receipts
Removing serial numbers for invoice receipts
Distributing transaction amounts for invoice receipts
Entering project item detail information for an invoice receipt
Generating lot numbers automatically for invoice receipts
If you are invoicing a drop-ship or drop-ship blanket purchase order, you can use the Purchasing Lot Number
Entry window to assign lot numbers for lot-tracked line items. You can assign lot numbers automatically,
manually, or a combination of the two. In order to automatically generate lot numbers, you must first set up the
item and its lot number mask. For more information, see Defining a lot number mask.
To generate lot numbers automatically for invoice receipts:
2. Enter or select an invoice for a drop-ship or blanket drop-ship purchase order that includes at least one
lot-numbered item.
3. Mark the S/L option and enter the quantity invoiced for the line items that contain a lot number.
4. Press TAB or choose the Quantity Invoiced expansion button to open the Purchasing Lot Number Entry
window.
To set up a lot number mask for the item, click the Lot Number Mask link in the Purchasing Lot Number Entry
window to open the Item Serial/Lot Number Definition window.
5. Enter the lot(s) to generate (optional). The default lot(s) to generate is the Remaining to Select quantity
divided by the Lot Split Quantity rounded to the next whole number.
6. Edit the starting lot number, if necessary.
If you modify the starting lot number, it must conform to the lot number mask. If you delete the starting lot
number, you will not be able to automatically generate lot numbers for the item.
7. Choose Auto-Generate. Lot numbers for the items are inserted in the scrolling window. Numbers that already
exist will be skipped.
The Total Quantity Selected must equal the item’s extended quantity before you can move to the next line item in
the Purchasing Invoice Entry window.
8. Choose OK to save the lot numbers that were automatically generated.
Entering lot numbers manually for an invoice receipt
If you are invoicing a drop-ship or drop-ship blanket purchase order, you can use the Purchasing Lot Number
Entry window to assign lot numbers for lot-tracked line items.
To enter lot numbers manually for nonofficial receipt:
1. Open the Purchasing Invoice Entry window. (Purchasing >> Transactions >> Enter/Match Invoice)
2. Enter or select an invoice for a drop-ship or drop-ship blanket purchase order that includes a lot-
numbered item.
3. Mark the S/L option and enter the quantity invoiced for a line item that contains a lot number.
4. Press TAB or choose the Quantity Invoiced expansion button to open the Purchasing Lot Number Entry
window.
5. Enter a lot number and a quantity selected.
6. Choose Insert to add the lot number to the scrolling window.
7. To assign values to the lot attributes for the item, choose the Lot expansion button to open the Lot
Attribute Entry window.
If you are using sales workflow and are tracking the minimum shelf life for the lot item, the dates that you enter
in this window and the number of days entered in the Item Maintenance Options window are used to determine
whether or not the item meets the minimum shelf life when you receive the item. If you are using Project
Accounting, you can’t use sales workflow with project items.
7. Continue entering lot numbers for the item. The Total Quantity Selected must equal the item’s extended
quantity before you can move to the next line item in the Purchasing Invoice Entry window.
Removing lot numbers from an invoice receipt
Use the Purchasing Lot Number Entry window to remove lot numbers for invoice receipt line items.
To remove lot numbers from an invoice receipt:
2. Enter or select an invoice for a drop-ship or drop-ship blanket purchase order that includes a lot-
numbered item.
3. Select a line item that contains a lot number.
4. Choose the Quantity Invoiced expansion button to open the Purchasing Lot Number Entry window.
5. Select the lot number from the Lot list and choose Remove. To remove all the lot numbers from the Lot
list, choose Remove All.
6. Enter new lot numbers for the item.
Generating serial numbers automatically for invoice receipts
If you are invoicing a drop-ship or drop-ship blanket purchase order, you can use the Purchasing Serial Number
Entry window to assign serial numbers for serialtracked line items. You can assign serial numbers automatically,
manually, or a combination of the two. In order to automatically generate serial numbers, you must first set up
the item and its serial number mask. For more information, see Defining a serial number mask.
To generate serial numbers automatically for invoice receipts:
1. Open the Purchasing Invoicing Entry window. (Purchasing >> Transactions >> Enter/Match Invoices)
2. Enter or select an invoice for a drop-ship or drop-ship blanket purchase order that includes at least one
serial-numbered item.
3. Mark the S/L option and enter the quantity invoiced for the line items that contain a serial number.
4. Press TAB or choose the Quantity Invoiced expansion button to open the Purchasing Serial Number Entry
window.
To set up a serial number mask for the item, click the Serial Number Mask link in the Purchasing Serial Number
Entry window to open the Item Serial/Lot Number Definition window.
5. Enter the Quantity to Generate (optional). The default Quantity to Generate is the Remaining to Select
quantity.
6. Edit the starting serial number, if necessary.
If you modify the starting serial number, it must conform to the serial number mask. If you delete the starting
serial number, you will not be able to automatically generate serial numbers for the item.
7. Choose Auto-Generate. Serial numbers for the items are inserted in the scrolling window. Numbers that
already exist will be skipped.
The number of serial numbers must equal the item’s extended quantity before you can return to the Purchasing
8. Choose OK to save the serial numbers that were automatically generated.
Entering serial numbers manually for invoice receipts
Use the Purchasing Serial Number Entry window to assign serial numbers manually for invoice receipt line items.
To enter serial numbers manually for invoice receipts:
2. Enter or select an invoice for a drop-ship or drop-ship blanket purchase order that includes at least one
serial-numbered item.
3. Mark the S/L option and enter the quantity invoiced for the line items that contain a serial number.
4. Press TAB or choose the Quantity Invoiced expansion button to open the Purchasing Serial Number Entry
window.
5. Enter a serial number.
6. Choose Insert to add the serial number to the scrolling window.
line item in the Purchasing Invoice Entry window.
Removing serial numbers for invoice receipts
Use the Purchasing Serial Number Entry window to remove serial numbers for invoice receipt line items.
Whether you have auto-generated or manually entered serial numbers, you can always choose to remove an
incorrect number from the scrolling window, correct or modify it and reinsert it. You cannot modify serial
numbers once they are saved.
To remove serial numbers for invoice receipts:
2. Enter or select an invoice for a drop-ship or drop-ship blanket purchase order that includes a serial-
numbered item.
3. Select a line item that contains a serial number.
4. From the Quantity Invoiced column, choose the Quantity Invoiced expansion button to open the
Purchasing Serial Number Entry window.
5. Select the serial number from the serial number selected list and choose Remove. To remove all the serial
numbers from the serial number selected list, choose Remove All.
6. Enter new serial numbers for the item. The number of serial numbers entered must equal the item’s
extended quantity before you can move to the next line item in the Purchasing Invoice Entry window.
If you’ve marked the Merge Trade Discount Distributions in Purchasing option in the Company Setup Options
window, the trade discount distributions will be merged with the purchases distribution for invoice receipts. If you
are using Project Accounting, the trade discount distributions won’t be merged with the purchases distributions
for invoice receipts.
For example, assume that you’ve entered a purchase transaction of $100.00 with a trade discount of $15.00. If
you’ve marked the Merge Trade Discount Distributions in Purchasing option, the trade discount distributions will
be merged as in the following example.
Account A PURCH $85
Account C PAY $85
If you didn’t mark the Merge Trade Discount Distributions in Purchasing option, the trade discount distributions
are separated from the purchase distribution.
Account A PURCH $100
Account B TRADE $15
Account C PAY $85
Distributing transaction amounts for invoice receipts

Use the Purchasing Invoice Distribution window to distribute transaction amounts for invoices. Transactions will
be distributed automatically to posting accounts; however, those distributions can be edited.
To distribute transaction amounts for invoice receipts:
2. Enter or select an invoice.
3. Choose Distributions to open the Purchasing Invoice Distribution Entry window.
4. In the Reference field, change the reference displayed (optional). The reference entered will post to General
Ledger as the reference for the receipt.
5. Change the amounts for the default accounts.
6. You can distribute a transaction to multiple posting accounts. Change the default amount in the scrolling
window.
7. In the next available line, enter or select another purchasing distribution account, choose the distribution
type and enter the next amount.
If you want to delete an account, select the row containing it and choose Edit >> Delete Row. If you changed
distribution accounts and amounts and want to use the original distributions, choose Default.
8. Continue entering distribution accounts until your transaction is fully distributed.
9. Enter a reference or accept the default. This is the reference that will be posted as the General Ledger
distribution reference for the account.
10. Choose OK to save your entries and continue entering the transaction. You can save the transaction if it’s
not fully distributed, but you won’t be able to post until the full amount is distributed and debits equal
credits.
Entering project item detail information for an invoice receipt
If you are using Project Accounting, you can use the PA Purchasing Invoice Item Detail Entry window to add a
billing note or modify the billing type. If the item is for a time and materials project, you can enter a billing rate or
markup percentage and view the accrued revenue.
To enter project item detail information for an invoice receipt:
2. Enter or select a receipt number, vendor ID, project number, cost category, and item.
3. Choose the Cost Category expansion button to open the PA Purchasing Invoice Item Detail Entry window.
4. Enter or modify a billing note.

5. Modify the billing type, if applicable. The item must be a non-inventoried item to modify the billing type.
6. If the non-inventoried item is for a time and materials project, you can enter a billing rate or markup
percentage.
Choose OK to close the window and return to the Purchasing Invoice Entry window.
you submit to your government. You can enter Intrastat statistics for each line item. For information about setting
up Intrastat codes, refer to your System Setup instructions (Help >> Contents >> select Setting Up the System).
If Intrastat information was entered for the vendor’s ship from address ID, that information appears in this
window. Each time you enter a new line item, the Intrastat statistics from the previous line item will be the default
Intrastat entry for the new line item.You can use the Purchasing Intrastat Entry window to change Intrastat
information for an individual transaction, or to enter Intrastat information if none was entered for the vendor.
You can enter Intrastat statistics only if you have marked to enable Intrastat tracking in the Company Setup
Options window.
2. Enter the EU transaction, including the vendor ID and the goods value.
3. Choose the EU button to open the Purchasing Intrastat Entry window. You can also open the Purchasing
Intrastat Entry window by choosing the EU button in the Receivings Item Detail Entry window.
6. Enter the quantity of the goods being purchased.
The line mass displays the total mass per item and is calculated automatically when you press TAB on the
Quantity field. The line mass total is equal to the amount entered in the Unit Mass field multiplied by the amount
entered in the Quantity field.
Chapter 19: Landed costs for receipts

Landed costs are the additional costs that might be associated with purchasing a product. For example, if you
purchase items from another country/region, the amount you must pay also might include freight costs, or
duties.
To assign a landed cost to all the items on a receipt, use the Receivings Landed Cost Apportionment window. To
assign a landed cost to an item on a receipt, use the Receivings Landed Cost Entry window.
Landed cost overview
How landed costs are apportioned
Invoice matching and distributions
Entering landed costs for a shipment receipt
Entering landed costs for an in-transit inventory receipt
Entering landed costs for a shipment item
Entering landed costs for an in-transit inventory item
Matching landed costs to shipment line items
Matching landed costs to in-transit inventory line items
Landed cost overview
Landed costs are the additional costs that might be associated with purchasing a product, such as freight costs,
insurance, or duties. To use landed costs, you must set up landed cost records and groups in Inventory Control.
You can define different landed costs in the Landed Cost Maintenance window, including information such as the
vendor the landed cost is for, the cost calculation method used, and whether invoices must be matched. You can
create as many landed cost records as you like.
Once you’ve created landed cost records, you can create landed cost groups using the Landed Cost Group
Maintenance window. A landed cost group is a collection of several landed cost records. Each landed cost record
can exist in multiple landed cost groups. Each landed cost group can include as many landed cost records as you
like. By creating a landed cost group and assigning it to item-site combinations, you can associate many different
landed cost records with an item-site combination. For more information about landed cost records and groups,
refer to the Inventory Control documentation.
When the item-site combination is entered on a purchase order or in-transit transfer, the landed cost group
information automatically is reflected in the transaction. You can enter a landed cost group or accept the default
landed cost group ID for the purchase order or in-transit transfer. You can use the Item Quantities Maintenance
window to enter information for each item-site combination.
As you enter a receipt in Purchase Order Processing, you can assign landed costs. To assign a landed cost to all
the items on a receipt, use the Receivings Landed Cost Apportionment window. To assign a landed cost to an item
on a receipt, use the Receivings Landed Cost Entry window.
You can use the Match Shipments to Invoice window to match the landed costs that you’ve entered in the
Purchasing Invoice Entry window to one or more shipment items or in-transit inventory items. Landed costs
aren’t automatically matched. To match the landed costs to shipment items or in-transit inventory items, the
landed costs must be set up to invoice match. You can mark the landed costs to match when entering landed
costs using the Receivings Landed Cost Apportionment window or the Receivings Landed Cost Entry window.
More information about landed costs is included in the Inventory Control documentation.
How landed costs are apportioned
In the Receivings Landed Cost Apportionment window, you can select how to apportion or distribute the landed
cost amounts among line items.You can apportion a calculation method of Flat Amount by Value, Quantity, or
Weight. If the calculation method is Flat Amount per Unit or Percent of Extended Cost, the landed costs will be
created for all line items.
During the apportionment calculation, a remaining amount for the flat amount is tracked. The calculated
apportionment amount for each line item is subtracted from the remaining amount. If a remaining amount can’t
be distributed across items due to rounding, it will be distributed to the last line item.
Quantity apportionment calculation
If you selected to apportion landed costs by quantity, the calculation for apportionment is a line item’s quantity
shipped - the quantity rejected / the sum of all line items’ quantity shipped - quantity rejected x the Flat Amount.
For example, assume that you have the following receipt line items entered. The calculation amount for the
landed cost is Flat Amount and the Flat Amount is $50.00.
ITEM QTY SHIPPED QTY REJECTED UNIT COST EX TENDED COST
Item1 10 2 10.00 80.00
Item2 2 0 20.00 40.00
Item3 6.5467 0.000 2 13.09
The landed cost would be apportioned as follows:
NET QTY LANDED COST REMAINING LANDED COST

ITEM QTY SHIPPED QTY REJECTED SHIPPED CALCULATION AMT AMT
Item1 10 2 8 (8/16.5467) x 50.00 - 24.17 24.17

50 = 24.17 =26.83
Item2 2 0 2 (2/16.5467) x 26.83 - 6.04 6.04

50 = 6.04 = 19.79
NET QTY LANDED COST REMAINING LANDED COST
ITEM QTY SHIPPED QTY REJECTED SHIPPED CALCULATION AMT AMT
Item3 6.5467 0.000 6.5467 (6.5467/16.54 19.79 - 19.78 19.79

67) x 50 = =.01
19.78
Total 18.5467 2 16.5467 50.00 50.00
Note that the last item received the remaining $.01.

Value apportionment calculation
If you selected to apportion landed costs by Value, the calculation for apportionment is the percent of the line
item’s value to the total of all the line items’ value x the Flat Amount.
The percent is calculated as [(Individual Line Item’s Qty Shipped - Individual Line Item’s Qty Rejected) x
Originating Unit Cost]/ Sum of all line item’s [Qty Shipped- Qty Rejected) x Originating Unit Cost)].
ITEM QTY SHIPPED QTY REJECTED UNIT COST EX TENDED COST
Item1 10 2 10.00 80.00
Item2 5 0 20.00 100.00
Item3 6.5467 0.000 2 13.09
The landed cost would be apportioned as follows
ITEM LANDED COST CALCULATION REMAINING AMT LANDED COST AMT
Item1 [[(10-2) x 10.00)]/[(10-2) x 50.00 - 20.72 = 29.28 20.72

10.00]+ [(5-0) x 20.00]+
[(6.5467-0.0000) x 2.00]]x
50.00 = 20.72
Item2 [[(5-0) x 20.00)]/[(10-2) x 29.28 - 25.89 = 3.39 25.89

10.00]+ [(5-0) x 20.00]+
[(6.5467-0.0000) x 2.00]] x
50.00 = 25.89
Item3 [[(6.5467-0) x 2.00)]/[(10-2) 3.39 - 3.39 = 0.00 3.39

x 10.00]+ [(5-0) x 20.00]+
[(6.5467- 0.0000) x 2.00]] x
50.00 = 3.39
Total 50.00 50.00
Weight apportionment calculation

If you selected to apportion landed costs by Weight, the calculation for apportionment is the (Individual Line
Item’s Extended Shipping Weight / Sum of all line items’ Extended Shipping Weight} x the Flat Amount.
The Extended Shipping Weight is calculated as the Individual Line Item’s Shipping Weight x (quantity shipped -
quantity rejected).
EX TENDED
SHIPPING SHIPPING EX TENDED
ITEM WEIGHT QTY SHIPPED QTY REJECTED WEIGHT UNIT COST COST
Item1 5.00 10 2 5.00 x (10 - 2) 10.00 80.00

= 40
Item2 1.23 5 0 1.23 x (5 - 0) 20.00 100.00

= 6.15
Item3 .99 6.5467 0.0000 0.99 x (6.5467 2.00 13.09

- 0.0000) =
6.4812
Total 52.6312
The landed cost would be apportioned as follows
LANDED COST
ITEM SHIPPING WEIGHT CALCULATION REMAINING AMT LANDED COST AMT
Item1 5.00 (40.00/52.6312) x 50.00 - 38.00 = 38.00

50.00 = 38.00 12.00
Item2 1.23 (6.15/52.6312) x 12.00 - 5.84 = 6.16 5.84

50.00 = 5.84
Item3 0.99 (6.4812/52.6312) x 6.16 - 6.16 = 0.00 6.16

50.00 = 6.16
Total 50.00 50.00
Invoice matching and distributions

Matching items assigned to a shipment or shipment/invoice to the landed costs entered on the invoice will affect
account distributions. If you decide not to match, you will be responsible for making entries of the accrual account
into an adjusting expense account for cost variances. For example, suppose that a shipment is recorded for 10
items at $1 each. The landed cost uses the Flat Amount cost calculation method on an amount of $0.50.
The distributions for the shipment would look as follows:
Inventory $10.50
Accrued Purchases - Landed Cost $0.50
Accrued Purchases - Inventory $10
Suppose that when the invoice is received, the cost of the goods is unchanged, but the landed cost has increased
to $0.75. If Match is not marked, the account distributions would be as follows:
If Match and Revalue IV is marked, the account distributions would be as follows:
Inventory $0.25
Entering landed costs for a shipment receipt

Use the Receivings Landed Cost Apportionment window to distribute landed costs to all receivings line items
assigned to a document. The landed cost is distributed based on its calculation method. You also can change or
delete landed costs that have been assigned to receivings line items. If you want to remove a landed cost, select
the landed cost ID and choose Edit >> Delete Row. If you want to remove all the apportioned landed costs from
all associated receiving line items, choose Delete.
If you want to enter a landed cost for an individual receivings line item, see Entering landed costs for a shipment
item.
To enter landed costs for a shipment receipt:
Entry)
2. Select a shipment or shipment/invoice as the receipt type.
3. Enter document information, including receipt number, vendor document number, and receipt date.
4. Receive items.
Choose Auto-Rcv to open the Select Purchase Order window, where you can select a purchase
order to receive items from.
Enter or select a vendor ID and choose Auto-Rcv to open the Select Purchase Order Items window,
where you can receive line items on multiple purchase orders.
Enter or select a vendor ID and enter line item information.
If you are using Workflow, purchase orders must be approved before you can receive against them. You can
5. Enter total information in the Receivings Transaction Entry window.
6. Choose the Landed Cost button to open the Receivings Landed Cost Apportionment window.
7. Enter or select a landed cost ID.
8. Select how to apportion the landed costs for the items.
9. Mark the Match option if you want the landed cost assigned to the shipment item to be matched to an
invoice.
10. Enter the reference that you want to post as the General Ledger distribution reference for the accrued
purchases account (optional).
11. Enter a purchase price variance account. A purchase price variance account is required if the landed cost is
set up to invoice match in the Landed Cost Maintenance window.
12. Choose Apply to apply the apportioned landed costs to the line item.
If you are done working in this window, use the close box to return to the Receivings Transaction Entry window.
Entering landed costs for an in-transit inventory receipt
Use the Receivings Landed Cost Apportionment window to distribute landed costs to all in-transit inventory line
items assigned to a receipt. The landed cost is distributed based on its calculation method. You also can change or
delete landed costs that have been assigned to in-transit inventory line items. If you want to remove a landed
cost, select the landed cost ID and choose Edit >> Delete Row. If you want to remove all the apportioned landed
costs from all associated in-transit inventory line items, choose Delete.
If you want to enter a landed cost for an individual in-transit inventory line item, see Entering landed costs for a
shipment item.
To enter landed costs for an in-transit inventory receipt:
Entry)
2. Select In-Transit Inventory as the receipt type.
3. Enter receipt number and receipt date.
4. Enter line item information.
5. Choose the Landed Cost button to open the Receivings Landed Cost Apportionment window.
7. Select how to apportion the landed costs for the items.
8. Mark the Match option if you want the landed cost assigned to the in-transit inventory item to be matched
to an invoice.
set up to invoice match in the Landed Cost Maintenance window.
11. Choose Apply to apply the apportioned landed costs to the line item.
If you are done working in this window, use the close box to return to the Receivings Transaction Entry window.
Entering landed costs for a shipment item
Use the Receivings Landed Cost Entry window to view, edit, add, or delete landed costs that are assigned to a
selected receiving line item. If you assigned a landed cost group ID to a purchase order item, the landed costs
assigned to that group will be displayed in this window when you receive against the purchase order item. You
also can view the landed costs assigned to the item using the Receivings Landed Cost Apportionment window.
For more information about entering landed costs to all receivings line items assigned to a document, see
Entering landed costs for a shipment receipt.
If you want to remove a landed cost, select the landed cost ID and choose Edit >> Delete Row. If you want to
remove all the landed costs from the item, choose Delete.
To enter landed costs for a shipment item:
Entry)
2. Select a document type and enter document information, including receipt number, vendor document
number, receipt date, vendor ID, and currency ID.
3. Enter the item or vendor item.
4. Choose the Unit Cost button to open the Receivings Landed Cost Entry window.
If a landed cost group ID was assigned to the item you’re receiving against, the landed costs assigned to that
group ID will be displayed.
6. Mark the Match option if you want the landed cost assigned to the shipment item to be matched to an
invoice.
set to invoice match in the Receivings Landed Cost Entry window.
Entering landed costs for an in-transit inventory item
Use the Receivings Landed Cost Entry window to view, edit, add, or delete landed costs that are assigned to a
selected in-transit inventory line item. If you assigned a landed cost group ID to an in-transit transfer item, the
landed costs assigned to that group will be displayed in this window when you enter an in-transit inventory
receipt for an in-transit transfer. You also can view the landed costs assigned to the item using the Receivings
Landed Cost Apportionment window. For more information about entering landed costs to all in-transit
inventory line items assigned to a document, see Entering landed costs for a shipment receipt.
If you want to remove a landed cost, select the landed cost ID and choose Edit >> Delete Row. If you want to
remove all the landed costs from the item, choose Delete.
To enter landed costs for an in-transit inventory item:
Entry)
2. Select In-Transit Inventory as the document type.
3. Enter the receipt number and receipt date.
4. Enter the transfer number and item.
5. Choose the Unit Cost expansion button to open the Receivings Landed Cost Entry window.
If a landed cost group ID was assigned to the item you’re entering an in-transit inventory receipt for, the landed
costs assigned to that group ID will be displayed.
7. Mark the Match option if you want the landed cost assigned to the in-transit inventory item to be matched
to an invoice.
set to invoice match in the Receivings Landed Cost Entry window.
Matching landed costs to shipment line items
If you are using landed costs, you can use the Match Shipments to Invoice window to match the landed costs that
you’ve entered in the Purchasing Invoice Entry window to one or more shipment items. All the shipment items
that are available to match to the landed cost IDs are displayed in the Match Shipments to Invoice window.
Landed costs aren’t automatically matched. To match the landed costs to shipment items, the landed costs must
be set up to invoice match. You can mark the landed costs to match when entering landed costs using the
Receivings Landed Cost Apportionment window or the Receivings Landed Cost Entry window. You must be
keeping receipt history to match landed costs.
To match landed costs to shipment line items:
2. Enter the receipt number, vendor document number, invoice date, and vendor ID assigned to the landed
cost ID.
The currency ID of the invoice must be the same as the shipment receipt that the landed cost was entered on.
3. Invoice items (optional).
Choose Auto-Invoice to open the Select Purchase Order window, where you can automatically
invoice all shipment line items available for an invoice.
Enter or select a vendor ID and choose Auto-Invoice to open the Select Purchase Order Items
window, where you can invoice line items that have been received from multiple purchase orders.
If you are using Workflow, drop -ship purchase orders and drop -ship blanket purchase orders must be approved
before you can invoice against them. You can invoice against purchase orders that don’t need approval.
4. Mark the LC option and enter a landed cost ID.
5. Choose the Match Shipments to Invoice expansion button to open the Match Shipments to Invoice
window.
6. Mark the Match option for the shipment line items you want to match to the landed cost item entered on
the invoice.
7. To quickly match all line items for a shipment or shipment/invoice to the landed cost entered on the
invoice, choose the Match Options button to open the Match Options window. You can match the selected
landed cost to the items on the shipment or shipment/invoice by either receipt number or PO number.
8. Mark Revalue IV if you want to have purchase receipts revalued if the cost variance for a matched invoice
is greater than the tolerance percentage.
9. Verify or change the default price variance posting account (optional).
Matching landed costs to in-transit inventory line items
If you are using landed costs, you can use the Match Shipments to Invoice window to match the landed costs that
you’ve entered in the Purchasing Invoice Entry window to one or more in-transit inventory items. All the in-
transit inventory items that are available to match to the landed cost IDs are displayed in the Match Shipments to
Invoice window. Landed costs aren’t automatically matched. To match the landed costs to in-transit inventory
items, the landed costs must be set up to invoice match. You can mark the landed costs to match when entering
landed costs using the Receivings Landed Cost Apportionment window or the Receivings Landed Cost Entry
window. You must be keeping receipt history to match landed costs.
To match landed costs to in-transit inventory line items:
2. Enter the receipt number, vendor document number, invoice date, and vendor ID assigned to the landed
cost ID.
3. Mark the LC option and enter a landed cost ID as an item.
4. Choose the Match Shipments to Invoice expansion button to open the Match Shipments to Invoice
window.
5. Mark the Match option for the in-transit inventory line items you want to match to the landed cost item
entered on the invoice.
6. To quickly match all line items for an in-transit inventory receipt to the landed cost entered on the invoice,
choose the Match Options button to open the Match Options window. You can match the selected landed
cost to the items on the intransit inventory receipt by receipt number.
7. Mark Revalue IV if you want to have purchase receipts revalued if the cost variance for a matched invoice
is greater than the tolerance percentage.
8. Verify or change the default price variance posting account (optional).
Chapter 20: Taxes for receipts

Purchases tax can be calculated, modified, and distributed in Purchase Order Processing. Use the Receivings Tax
Summary Entry window or the Purchasing Invoice Tax Summary Entry window to change tax distributions for
receipts, if your system is set up to allow editing summary-level taxes. To change tax details or the amounts
distributed to tax details for individual line items, use the Receivings Line Item Tax Detail Entry window or the
Purchasing Invoice Line Item Tax Detail Entry window. For more information about tax calculations, see Tax
calculations in Purchase Order Processing.
Default tax schedules for shipment/invoices
Tax schedules for shipment/invoice items
Calculating and distributing summary taxes for shipment/invoice receipts
Calculating and distributing detail taxes for shipment/invoice line items
Default tax schedules for invoices
Tax schedules for invoice items
Calculating and distributing summary taxes for invoice receipts
Calculating and distributing detail taxes for invoice line items
Default tax schedules for shipment/invoices
Where the exchange of goods takes place is based on the shipping method assigned to the vendor’s purchase
address. The default schedule for the shipment/invoice and the default schedule to compare against the item are
selected based on the shipping method. Refer to the following table for the default tax schedule for a
shipment/invoice.
TAX CALCULATION OPTION SHIPPING METHOD DEFAULT TAX SCHEDULE LABEL NAME
Advanced Pickup Tax schedule assigned to the Purch Addr Tax

vendor’s purchase address
Advanced No shipping method Tax schedule assigned to the Purch Addr Tax
Advanced Delivery Purchases tax schedule Company Tax Sched

assigned in the Company
Single schedule Not applicable Tax schedule assigned as the Single Tax Schedule
single schedule tax schedule
in the Purchase Order
Processing Setup Options
window
Sched
Sched
Setup window
ID
tax schedule.
Tax schedules for shipment/invoice items
To calculate tax for an item, the tax schedules assigned to the item are compared. The item’s default tax schedule
is as follows:
Item is assigned to a purchase order Tax schedule assigned to the item on the purchase order
Inventoried item that isn’t assigned to a purchase order Purchase tax schedule assigned to the item in the Item
Maintenance window
Non-inventoried item that isn’t assigned to a purchase order Tax schedule assigned to non-inventoried items in the
The default tax schedule to mask against the item’s tax schedule is as follows:
TAX CALCULATION OPTION PURCHASE ORDER ASSIGNED SHIPPING METHOD INVENTORY
Control
Default tax schedule
Label name
TAX SCHEDULE
FROM THE PURCH ADDR TAX
ADVANCED YES NOT APPLICABLE NOT APPLICABLE PURCHASE ORDER SCHED
Advanced No No shipping Not applicable Tax schedule Purch Addr Tax

method assigned to the Sched
shipment/invoice
Advanced No Pickup Not applicable Tax schedule Purch Addr Tax

assigned to the Sched
shipment/invoice
Advanced No Delivery Registered Purchase tax Site Tax Schedule

schedule ID
assigned to the
site
Advanced No Delivery Not registered Purchases tax Company Tax

schedule Sched
assigned in the
Company
Single schedule Not applicable Not applicable Not applicable Tax schedule Single Tax
assigned as the Schedule
single schedule
tax schedule in
the Purchase
Setup window
Order Processing Setup
Options window
ID
tax schedule.
Calculating and distributing summary taxes for shipment/invoice receipts
Use the Receivings Tax Summary Entry window to add, change, delete, or view summarized tax amounts for a
shipment/invoice, as well as the accounts to which the amounts will be posted. Taxes are calculated automatically
as you enter each tax detail or edit the Total Purchases amount. Summary tax edits won’t change the taxes
calculated for each line item in the Receivings Line Item Tax Detail Entry window.
If your system isn’t set up to allow editing summary-level taxes, you can’t change the Tax amount in the
Receivings Transaction Entry window or the tax information in the Receivings Tax Summary Entry window, except
for the account. You’ll be able to change the account for tax included in item taxes at the summary level
regardless of how your system is set up. If you want to change tax information, use the Receivings Line Item Tax
Detail Entry window. For more information about the setup option to make summary edits to taxes, refer to your
System Setup instructions (Help >> Contents >> select Setting Up the System).
If you are using Project Accounting, you can't change the Tax amount in the Receivings Transaction Entry window
or the tax information in the Receivings Tax Summary Entry window even if your system is set up to allow editing
summarylevel taxes. If you want to change tax information, use the Receivings Line Item Tax Detail Entry window.
To calculate and distribute summary taxes for shipment/ invoice receipts:
Entry)
2. Enter or select a shipment/invoice. Tax information cannot be entered for shipment receipts.
Choose the Date expansion button to open the Receivings Date Entry window, where you can enter a tax date and
posting date that differ from the document date. The tax date you enter is the date your tax records are updated.
4. Receive items.
5. To change the tax status, tax schedules, or tax amount for an item, choose the Item or Vendor Item
expansion button to open the Receivings Item Detail Entry window.
6. Enter total information in the Receivings Transaction Entry window.
7. Choose the Tax expansion button to open the Receivings Tax Summary Entry window, where you can view
or edit the tax distribution amounts.
view selected in the Receivings Transaction Entry window.
8. To edit tax information, enter a tax detail ID, a tax amount, total purchases, or select a new account. (The tax
amount for the detail will be posted to the account.)
10. Choose OK to save your entries and return to the Receivings Transaction Entry window.
If there is a difference between the total tax amount distributed to tax details and the tax amount entered in the
Receivings Transaction Entry window, the tax amount will be adjusted to match the total tax amount.
Choose Delete to delete the tax information in the Receivings Tax Summary Entry window.
Calculating and distributing detail taxes for shipment/ invoice line items
Use the Receivings Line Item Tax Detail Entry window to add, change, delete, or view tax amounts calculated on
an individual line item. Taxes are calculated automatically as you enter each tax detail or edit the Total Purchases
amount. Summary tax edits won’t change the taxes calculated for each line item in the Receivings Line Item Tax
Detail Entry window. Tax edits made for each line item will change the summary tax amounts in the Receivings
Tax Summary Entry window.
To calculate and distribute detail taxes for shipment/ invoice line items:
Entry)
2. Enter or select a shipment/invoice. Tax information cannot be entered for shipment receipts.
4. Receive items.
5. Select a line item and choose the Vendor Item or Item expansion button to open the Receivings Item
Detail Entry window. You can change the tax status, tax schedules, or tax amount for an item.
6. Choose the Calculated Tax expansion button to open the Receivings Line Item Tax Detail Entry window,
where you can view or edit tax distribution amounts.
7. To edit tax information, enter a tax detail ID, total purchases, or tax amount.
(The tax amount for the detail will be posted to the account.)
8. To distribute tax to multiple tax details, change the default amount in the scrolling window and enter or select
9. Choose OK to save your entries and return to the Receivings Item Detail Entry window.
Receivings Transaction Entry window, the tax amount will be adjusted to match the total tax amount.
Choose Delete to delete all the tax details.
Default tax schedules for invoices
Where the exchange of goods takes place is based on the shipping method assigned to the vendor’s purchase
address. The default schedule for the invoice and the default schedule to compare against the item are selected
based on the shipping method. Refer to the following table for the default tax schedule for an invoice.
Advanced Pickup Tax schedule assigned to the Purch Addr Tax Sched
Advanced No shipping method Tax schedule assigned to the Purch Addr Tax Sched
Advanced Delivery Purchases tax schedule Company Tax Sched

assigned in the Company
Setup window
Single schedule Not applicable Tax schedule assigned as the Single Tax Schedule ID
single schedule tax schedule
Processing Setup
Options window
tax schedule.
Tax schedules for invoice items
To calculate tax for an item, the tax schedules assigned to the item are compared. The item’s default tax schedule
is as follows:
Item is assigned to a purchase order Tax schedule assigned to the item on the purchase order
Inventoried item that isn’t assigned to a purchase order Purchase tax schedule assigned to the item in the Item
Maintenance window
Non-inventoried item that isn’t assigned to a purchase order Tax schedule assigned to non-inventoried items in the
The default tax schedule to mask against the item’s tax schedule is as follows:

OPTION ASSIGNED SHIPPING METHOD SCHEDULE LABEL NAME
Advanced Yes Not applicable Tax schedule from the

purchase order
Advanced No No shipping method Tax schedule assigned Purch Addr Tax Sched
to the invoice
Advanced No Pickup Tax schedule assigned Purch Addr Tax Sched

to the invoice
Advanced No Delivery Purchases tax Company Tax Sched

schedule assigned in
the Company
Single schedule Not applicable Not applicable Tax schedule assigned Single Tax Schedule
as the single schedule ID
tax schedule in the
Purchase Order
Processing
Setup window
Setup Options window
tax schedule.
Calculating and distributing summary taxes for invoice receipts
Use the Purchasing Invoice Tax Summary Entry window to add, change, delete, or view summarized tax amounts
for an invoice, as well as the accounts to which the amounts will be posted. Taxes are calculated automatically as
you enter each tax detail or edit the Total Purchases amount. Summary tax edits won’t change the taxes calculated
for each line item in the Purchasing Invoice Line Item Tax Detail Entry window.
If your system isn’t set up to allow editing summary-level taxes, you can’t change the Tax amount in the
Purchasing Invoice Entry window or the tax information in the Purchasing Invoice Tax Summary Entry window,
except for the account. You’ll be able to change the account for tax included in item taxes at the summary level
regardless of how your system is set up. If you want to change tax information, use the Purchasing Invoice Line
Item Tax Detail Entry window. For more information on the setup option to make summary edits to taxes, refer to
If you are using Project Accounting, you can't change the Tax amount in the Purchasing Invoice Entry window or
the tax information in the Purchasing Invoice Tax Summary Entry window even if your system is set up to allow
editing summary-level taxes. If you want to change tax information, use the Purchasing Invoice Line Item Tax
To calculate and distribute summary taxes for invoice receipts:
2. Enter document information, including receipt number, vendor document number, and invoice date.
Choose the Invoice Date expansion button to open the Purchasing Invoice Date Entry window, where you can
enter a tax date and posting date that differ from the document date. The tax date you enter is the date your tax
3. Invoice items.
Choose Auto-Invoice to open the Select Purchase Order window, where you can automatically invoice all
shipment line items available for an invoice.
Enter or select a vendor ID and choose Auto-Invoice to open the Select Purchase Order Items window,
where you can invoice line items that have been received from multiple purchase orders.
4. Select a line item and choose the Vendor Item or Item expansion button to open the Purchasing Invoice
Item Tax Entry window. You can change the tax status, tax schedules, or tax amount for an item.
5. Enter total information in the Purchasing Invoice Entry window.
6. Choose the Tax expansion button to open the Purchasing Invoice Tax Summary Entry window, where you
can view or edit the tax distribution amounts.
view selected in the Purchasing Invoice Entry window.
7. To edit tax information, enter a tax detail ID, a tax amount, total purchases, or select a new account. (The tax
amount for the detail will be posted to the account.)
9. Choose OK to save your entries and return to the Purchasing Invoice Entry window.
Purchasing Invoice Entry window, the tax amount will be adjusted to match the total tax amount.
Choose Delete to delete the tax information.
Calculating and distributing detail taxes for invoice line items
Use the Purchasing Invoice Line Item Tax Detail Entry window to add, change, delete, or view tax amounts
calculated on an individual line item. Taxes are calculated automatically as you enter each tax detail or edit the
Total Purchases amount. Summary tax edits won’t change the taxes calculated for each line item in the
Purchasing Invoice Line Item Tax Detail Entry window. Tax edits made for each line item will change the summary
tax amounts in the Purchasing Invoice Tax Summary Entry window.
To calculate and distribute detail taxes for invoice line items:
2. Enter document information, including receipt number, vendor document number, and invoice date.
Choose the Invoice Date expansion button to open the Purchasing Invoice Date Entry window, where you can
enter a tax date and posting date that differ from the document date. The tax date you enter is the date your tax
3. Invoice items.
Choose Auto-Invoice to open the Select Purchase Order window, where you can automatically
invoice all shipment line items available for an invoice.
Enter or select a vendor ID and choose Auto-Invoice to open the Select Purchase Order Items
window, where you can invoice line items that have been received from multiple purchase orders.
4. Select a line item and choose the Vendor Item or Item expansion button to open the Purchasing Invoice
Item Tax Detail Entry window. You can change the tax status, tax schedules, or tax amount for an item.
5. Choose the Calculated Tax expansion button to open the Purchasing Invoice Line Item Tax Detail Entry
window, where you can view or edit the tax amounts.
6. To edit tax information, enter a tax detail ID, total purchases, or tax amount.
(The tax amount for the detail will be posted to the account.)
7. To distribute tax to multiple tax details, change the default amount in the scrolling window and enter or select
8. Choose OK to save your entries and return to the Purchasing Invoice Item Tax Detail Entry window.
Purchasing Invoice Entry window, the tax amount will be adjusted to match the total tax amount.
Choose Delete to delete all the tax details.
Chapter 21: Receipt posting

Posting is the process of transferring transactions to permanent records. Until transactions are posted, they can
be changed or deleted. After you post transactions in Purchase Order Processing, they can’t be changed or
deleted. To print a posting journal after the transaction was posted, use the Purchasing Posting Journals window
or the Purchasing Posting Journal Options window.
Posting reports will be printed when you post transactions, either individually or in batches. For more
information about posting reports for Purchase Order Processing, refer to Purchase Order Processing standard
reports summary.
up the System ).
Posting a receipt
Posting a purchasing batch
Posting Purchasing series batches
Posting a receipt
Transaction-level posting allows you to enter and post transactions individually without ever having to create a
batch. Purchasing receipt information always will be up-to-date immediately when you post using this method,
because transactions must be posted or deleted immediately. They can’t be saved or posted later.
You can perform transaction-level posting in the Receivings Transaction Entry window and in the Purchasing
Invoice Entry window. Purchasing and inventory information will be update immediately every time you post
using this method. All transactions posted individually in a single data entry session will have the same audit trail
code.
Transaction-level posting is optional and can be selected in the Posting Setup window when you set up Microsoft
Dynamics GP. If you aren’t allowed to post individual transactions, you’ll be asked to create a batch when you
attempt to post transactions. Also, you can post an individual transaction that was previously entered in a batch.
To do so, select the transaction from the batch, clear the Batch ID field and post the transaction.
If you’re posting by transaction date, the posting date and the document date will be the same. If you change the
posting date in the date entry window, the document date won’t be affected.
You can’t post to a year that hasn’t been set up using the Fiscal Periods Setup window. Also, if the year has been
set up but the Purchasing period is closed, posting won’t be allowed. The posting journal will indicate the
transactions that were posted, as well as the transactions that weren’t posted. Transactions will be posted to
General Ledger, even if a Financial series period has been closed. However, transactions will not post through
General Ledger.
The reports for individually posted transactions contain information only for the transactions that were entered
and posted since the Receivings Transaction Entry window or the Purchasing Invoice Entry window was opened.
These reports are printed when you close the window.
Posting a purchasing batch
Use the Purchasing Batch Entry window to post a single batch. Before you post, be sure quantities for each item
on an invoice receipt are fully matched to shipment quantities.
To post a purchasing batch:
1. Make a backup of your company’s data. Refer your System Administrator's Guide (Help >> Contents >>
3. Print an edit list to review the transactions in the batch. An edit list can be printed from the Purchasing
Batch Entry window by choosing File >> Print with the appropriate batch ID displayed. If you need to
make corrections, do so at this time.
4. Enter or select the batch ID and origin for the batch you want to post.
5. Choose Post. Your Purchase Order Processing records will be updated to reflect the information from the
transactions. Your General Ledger accounts will be updated depending on your posting setup selections.
If you’re set up to post to General Ledger in the Posting Setup window, the batch appears in the Financial Series
Posting and Master Posting windows; you can edit the transactions in the General Ledger Transaction Entry
window before posting them again. Your accounts are updated when you post the transactions in General Ledger.
If you post through General Ledger, your accounts are updated at once and you don’t need to post the batch
6. One or more posting journals may be printed, depending on the options selected in the Posting Setup
window. A Report Destination window may appear for each posting journal that was selected to print,
Posting Purchasing series batches
Use the Purchasing Series Posting window to post multiple batches in the Purchasing series at the same time.
Before you post, be sure quantities for each item on an invoice receipt are fully matched to shipment quantities.
To post Purchasing series batches:
1. Make a backup of your company’s data. Refer your System Administrator’s Guide (Help >> Contents >>
2. Print an edit list to review the transactions in the batch. An edit list can be printed from the Purchasing
Batch Entry window by choosing File >> Print with the appropriate batch ID displayed. If you need to
make corrections, do so at this time.
3. Open the Purchasing Series Posting window. (Purchasing >> Transactions >> Series Post)
4. Mark the box next to the batch ID for each batch you want to post. The status changes to Marked, which
indicates to other users that the batch is ready to be posted.
If a batch was marked previously, the User ID column identifies the person who marked it. If you want to post
that batch, unmark it and mark it again so the batch is assigned to you. Series posting allows you to post only
those batches that you’ve marked; you can’t post batches marked by another user.
5. Choose Post. One or more posting journals may be printed, depending on the options selected in the Posting
Setup window. A Report Destination window may appear for each posting journal that was selected to print,
Chapter 22: Receipt maintenance

Proper maintenance of your receiving information is essential for preserving the accuracy of your records. This
chapter focuses on the tasks that allow you to maintain your records effectively.
Throughout the receiving process, you can print a variety of reports you can use to double-check documents
you’ve entered. If you identify errors on these reports, the errors must be corrected to ensure accurate reporting
of your receiving activity. You also may want to delete or void shipment, shipment/invoice and invoice receipts
that are no longer valid.
If you are using Purchase Order Enhancements, you can process returns against Purchase Order Processing
receipts. Items that have been received on a shipment or shipment/invoice receipt can be returned as a Return or
a Return w/Credit document type. For more information, see the Purchase Order Enhancements documentation.
Correcting unposted shipment, shipment/invoice, and in-transit inventory receipts
Correcting unposted invoice receipts
About deleting and voiding receipts
Deleting shipment, shipment/invoice, or in-transit inventory receipts
Voiding shipment, shipment/invoice, or in-transit inventory receipts
Deleting invoice receipts
Voiding invoice receipts
Correcting unposted shipment, shipment/invoice, and in-transit inventory receipts
Use the Receivings Transaction Entry window to correct shipment, shipment/invoice, or in-transit inventory
receipts before posting. After you enter receipts, print an edit list to determine if the entries contain errors. (You
can print edit lists only for receipts entered in a batch.) If you discover that an unposted receipt was entered
incorrectly, you can correct the error using the following procedure.
To correct unposted shipment, shipment/invoice, and intransit inventory receipts:
Entry)
2. Select the receipt. (You can find the receipt number on the Receivings Edit List you used to pinpoint the
error.)
3. Highlight the fields you want to change and enter the correct information.
• If you changed a quantity shipped or quantity rejected for a lot-numbered item or a serial-numbered item, the
Purchasing Lot Number Entry window or the Purchasing Serial Number Entry window will open; you can assign
lot or serial numbers to the item. The In-Transit Serial Number Entry window or the In-Transit Lot Number Entry
window opens for an in-transit inventory receipt, where you can assign lot or serial numbers to an item.
If receiving items without a purchase order is allowed, you can enter items, non-inventoried items or
vendor items that don’t exist on the purchase order. If you are using Project Accounting, you can’t enter
vendor items for projects.
If you delete an item when you are using landed costs, all line and apportioned landed costs assigned to
the item also are deleted. Deleting an item that has apportioned landed costs will cause the unapportioned
amount and the document’s landed cost functional total to recalculate.
4. Choose File >> Print to verify the corrections you’ve entered with a Receivings Edit List.
5. Choose Save to save the corrected transaction.
Correcting unposted invoice receipts
Use the Purchasing Invoice Entry window to correct invoice receipts before posting. After you enter receipts, print
an edit list to determine if the entries contain errors. (You can print edit lists only for receipts entered in a batch.) If
you discover that an unposted receipt was entered incorrectly, you can correct the error using the following
procedure.
To correct unposted invoice receipts:
2. Select the receipt. (You can find the receipt number on the Purchasing Invoice Edit List you used to
pinpoint the error.)
3. Highlight the fields you want to change and enter the correct information.
If receiving items without a purchase order is allowed, you can enter items, non-inventoried items,
or vendor items that don’t exist on the purchase order as long as those items or vendor items are
on a shipment that has been posted. If you are using Project Accounting, you can’t enter vendor
items for projects.
You can match or unmatch shipment line items to invoices. You also can match or unmatch landed
cost items.
4. Choose File >> Print to verify the corrections you’ve entered with a Purchasing Invoice Edit List.
5. Choose Save to save the corrected transaction.
About deleting and voiding receipts
Deleting and voiding receipts reduces the following quantities in the Purchasing Quantity Status window:
Unposted shipment
Unposted invoice
Unposted rejected quantities
Unposted matched quantities
Deleting and voiding receipts increases the following quantities in the Purchasing Quantity Status window:
Remaining to ship quantity. (This quantity will be increased by the quantity shipped minus the quantity
rejected. The remaining to ship quantity is the remaining to receive quantity for in-transit inventory
receipts.)
Remaining to invoice quantities. (These quantities will be increased by the quantity invoiced.)
Remaining posted shipments to match quantities. (These quantities will be increased by the quantity
invoiced when you void or delete an unposted invoice receipt.)
Deleting shipment, shipment/invoice, or in-transit inventory receipts
Use the Receivings Transaction Entry window to delete unposted shipment. shipment/invoice, or in-transit
inventory receipts. Deleting removes receipt information from the system and makes receipt numbers available
for reuse.
To delete receipts or line items linked to jobs, you must have authority to unlink line items from a job. Security is
set in the Job Costing Preference Defaults window. You can’t link line item jobs to in-transit inventory receipts. If
you are using Project Accounting, you can’t link line items to jobs.
To delete shipment, shipment/invoice, or in-transit inventory receipts:
Entry)
2. Enter or select the receipt number of the receipt you want to delete.
3. Choose Delete.
Voiding shipment, shipment/invoice, or in-transit inventory receipts
Use the Receivings Transaction Entry window to void unposted shipment, shipment/invoice, and in-transit
inventory receipts. Voiding moves receipt information to history and does not make receipt numbers available
for reuse until history is removed, if you’re keeping history. If you’re not keeping history, voiding removes receipt
information from the system.
If you track voided receipts, you’ll know why a receipt number is missing or out of sequence. If you’ve selected to
track receipts in history, you can view information about voided receipts using the purchasing inquiry windows or
by printing the Receivings Voided Journal or the Receivings Transaction History Report.
To void receipts or line items linked to jobs, you must have authority to unlink line items from a job. Security is
set in the Job Costing Preference Defaults window. You can’t link line item jobs to in-transit inventory receipts. If
you are using Project Accounting, you can’t link line items to jobs.
To void shipment, shipment/invoice, or in-transit inventory receipts:
Entry)
2. Enter or select the receipt number of the receipt you want to void.
3. Choose Void. The Receivings Voided Journal is printed when you close the Receivings Transaction Entry
window after voiding, if you’ve marked the option to print it in the Posting Setup window.
Deleting invoice receipts
Use the Purchasing Invoice Entry window to delete unposted invoice receipts. Deleting removes receipt
information from the system and makes receipt numbers available for reuse.
To delete invoice receipts or line items linked to jobs, you must have authority to unlink line items from a job.
Security is set in the Job Costing Preference Defaults window. If you are using Project Accounting, you can’t link
line items to jobs.
To delete invoice receipts:
2. Enter or select the receipt number of the receipt you want to delete.
3. Choose Delete.
Voiding invoice receipts
Use the Purchasing Invoice Entry window to void unposted invoice receipts.
If you track voided receipts, you’ll know why a receipt number is missing or out of sequence. If you’ve selected to
track receipts in history, you can view information about voided receipts using the purchasing inquiry windows or
by printing the Voided Invoice Journal or the Receivings Transaction History Report.
To void invoice receipts or line items linked to jobs, you must have authority to unlink line items from a job.
Security is set in the Job Costing Preference Defaults window. If you are using Project Accounting, you can’t link
line items to jobs.
To void invoice receipts:
2. Enter or select the receipt number of the receipt you want to void.
3. Choose Void. The Voided Invoice Journal is printed when you close the Purchasing Invoice Entry window
after voiding invoice receipts, if you’ve marked the option to print it in the Posting Setup window.
See Also
Part 6: Utilities
Purchase Order Processing Part 4: Purchase order
returns
This part of the documentation includes information about using purchase order returns. The following topics are
discussed:
Chapter 23, “Returns transactions,” describes how to process returns from Purchase Order Processing.
Chapter 24, “Taxes for returns,” contains information about tax calculation in purchase order returns.
Chapter 23: Returns transactions

Returning goods to vendors is a common event during the purchase order life cycle. Returns can occur anytime—
before or after receipt of the vendor’s invoice—and returns may or may not involve credit. purchase order
returns makes it possible for you to process purchase order returns quickly and easily, with or without credit to
the vendor, based on the specific circumstances of that return.
You will have to make a manual adjustment within Payables Management for restocking fees charged by the
vendor. This release of purchase order returns does not include a field for these fees.
You can start to use purchase order returns immediately. No special setup is necessary.
Purchase order returns transaction information is divided into the following sections:
About purchase order returns
Purchase order returns and Project Accounting
Return transaction document types
Quantity Tolerances for purchase order returns
Creating a purchasing returns batch
MODULE RECEIPT TYPES
Purchase Order Processing Shipment
Shipment Invoice
Processing purchasing return transactions

Processing project return-from -inventory transactions
Printing purchasing returns transactions
Entering detail information for a return
Entering Intrastat trade statistics for returns
Multiple bins in purchase order returns
Changing bins for a return transaction
Assigning lot numbers to a return
Assigning serial numbers to a return
Distributing return transaction amounts
Return distribution accounts
Processing manual adjustments for returns when closing purchase order lines
About purchase order returns
You can process returns against both Purchase Order Processing receipts and Inventory receipts. Items that have
been received on a shipment or shipment/invoice receipt are available to be returned as a Return or a Return
w/Credit document type. Items that have been transferred to another site, added to inventory through an
inventory adjustment or variance, or returned by a customer are available to be returned in Purchase Order
Processing as an Inventory or Inventory w/Credit document type.
Using purchase order approvals, you can process returns against the following receipt types:
MODULE RECEIPT TYPES
Inventory Control Adjustment
Variance
Transfer
Sales return
When you post a return, the original transaction amount is offset against quantities in inventory and the
applicable General Ledger accounts. If the unit cost of the item has changed, you can return at the new unit cost
(applicable to returns with credit only). If you are using Multicurrency Management, you can return items
involving alternative currencies.
When you process a Return w/Credit return document, a return transaction is created in Payables Management.
The return transaction must be manually applied to the invoice from the vendor. See the Payables Management
documentation (Help >> Printable Manuals) for more information.
Purchase order returns and Project Accounting
If you are using Project Accounting, you can enter project information on standard purchase orders and drop-
ship purchase orders in Purchase Order Processing. Items received from a standard purchase order are stored in
inventory. To transfer items to a project, you’ll use the Inventory Transfer Entry window in Projecting Accounting.
Items from a drop-ship purchase order are invoiced and transferred to a project automatically.
You can use purchase order returns to return an item that is in inventory. This is called a project return-from
inventory transaction. If the item has been transferred to a project, you can use Project Accounting to return the
item. See the Project Accounting documentation for more information.
You can process purchasing returns using the following return transaction document types:
Return
Return w/Credit
Inventory
Inventory w/Credit
You must use the document types Return or Return w/Credit to return non-inventoried items or any items with
the item types of Misc Charges, Flat Fee, or Services. Returns against kit items are not allowed.
Each of the return document types is described in detail as follows.
Return
Select Return for shipment receipts or shipment/invoice receipts when the item is not matched to an invoice and
vendor credit is not applicable. An example would be when the item is being replaced.
Manual adjustments may be necessary for return documents using the Return document type, refer to
Processing manual adjustments for returns when closing purchase order lines for more information.
Return w/Credit
Select Return w/Credit for shipment receipts that are matched with an invoice, or shipment/invoice receipts when
vendor credit is applicable.
To return all of the items on a partially invoiced receipt, you must complete two return transactions: one for the
invoiced items using document type Return w/Credit and another for the uninvoiced items using document type
Return.
Inventory
Select Inventory for inventory adjustment receipts, variance receipts, transfer receipts and sales return receipts
when the item is not matched to an invoice and vendor credit is not applicable. An example would be when the
item is being replaced. If you are using Project Accounting, you can’t enter this return document type for project
return-from-inventory transactions.
When you process an Inventory return, if the items being returned will be replaced by the vendor, you must make
adjusting journal entries to remove the accrual created by the new shipment receipt.
Inventory w/Credit
Select Inventory w/Credit for inventory adjustment receipts, variance receipts, transfer receipts and sales return
receipts when vendor credit is applicable. If you are using Project Accounting, you can’t enter this return
document type for project return-from-inventory transactions.
When you process a Return w/Credit return document or Inventory w/Credit return document type, a return
transaction is created in Payables Management. The return transaction must be manually applied to the invoice
from the vendor. See the Payables Management documentation (Help >> Printable Manuals) for more
information.
Quantity Tolerances for purchase order returns
You set up quantity tolerances for shortages and overages for the quantity ordered on a standard purchase order
or a blanket purchase order. Review the following information on how returning and replacing quantities affect
the calculation when determining if a quantity is within the tolerance set up for an item.
Shortage
If an item's quantity is returned or partially returned, the option to replace quantities on the transaction is taken
into account when determining if the quantity is within the tolerance amount and whether the line item status is
Received or Closed. The return quantity is not taken into account when calculating the shortage tolerance.
Example 1
In the following example, the quantity returned is not replaced.
The purchase order has a Released status.
Return a quantity of 20 and do not replace the quantity.
The purchase order and the line item has a Released status.
If the quantity for the item has a quantity of 9 or less, the line item status is Released.
If the quantity for the item has a quantity of 10 or more, the remaining quantity is canceled and the status for the item is
Example 2
In the following example, the quantity returned is replaced.
Return a quantity of 20 and replace the quantity.
If the quantity for the item has a quantity of 29 or less, the line item status is Released.
If the quantity for the item has a quantity of 30 or more, the remaining quantity is canceled and the status for the item is
Overage
If an item's quantity is returned or partially returned and the return has been marked to replace returned items,
the return quantity is taken into account when calculating the overage tolerance. If the quantity received is over
the overage tolerance, the following message displays.
You can't enter a quantity greater than the combined total of the Remaining to Receive quantity and the overage
tolerance set up for the item.
Example 1
In the following example, the quantity returned is not replaced
Return a quantity of 20 and do not replace the quantity.
Example 2
In the following example, the quantity returned is replaced.
Return a quantity of 20 and replace the quantity.
Creating a purchasing returns batch

Use the Returns Batch Entry window to create a return batch. All transactions in the batch must originate with
Returns Transaction Entry window.
To create a purchasing returns batch:
1. Open the Returns Batch Entry window. (Purchasing >> Transactions >> Returns Batches)
2. Enter a batch ID to identify the batch.
3. Enter a batch comment (optional).
4. Enter a posting date.
This field is available only if Batch is selected in the Posting Date From field in the Posting Setup window.
The posting date you enter here is the date that General Ledger files are updated. Your records in Purchase Order
Processing are updated based on the date of the return.
5. Choose Save to save the batch.
To verify the transactions you entered, print a returns Edit List. For more information, see Printing purchasing
returns transactions.
Processing purchasing return transactions
Use the Returns Transaction Entry window to process purchasing return transactions.
If you’re using multiple bins and a default purchase returns bin exists at either the item-site or the site, the
quantity at the default bin will decrease by the extended quantity for an item that is not tracked by serial or lot
numbers. You can modify the default bin selections. If a default purchase returns bin doesn’t exist, you will be
required to enter one. For serial- and lot-numbered items, the purchase returns bin is the bin associated with the
serial or lot number, and you can’t to change the bin.
the Returns Transaction Entry window. To enter a return for a project return-from-inventory transaction, see
Processing project return from -inventory transactions.
To process purchasing return transactions:
1. In the navigation pane, choose the Purchasing button, and then choose the All Purchasing Transactions
list.
2. Select a shipment receipt or a shipment/invoice receipt.
3. Choose Purchase Returns Transactions and then select a document type to open the Returns Transaction
Entry window.
4. Select a document type for the return transaction. For more information about return document types, see
5. Enter a return number or accept the default entry. The default entry will be the next available receipt
number in the Purchase Order Processing Setup window.
6. Enter a vendor document number. A vendor document number is required for returns with credit.
7. Enter the return date. The user date is the default entry.
To enter a General Ledger posting date or a tax date that is different from the return date, choose the Date
expansion button; the Returns Date Entry window will open.
For multicurrency transactions and for document types Return w/Credit, Inventory, and Inventory w/Credit, the
return document date determines the exchange rate that will be used, based on the currency ID that’s entered for
the transaction and the associated rate type. For a Return document type, the exchange rate of the original receipt
will be assigned to each return line. There is no overall exchange rate for the transaction.
8. Enter or select a batch ID (optional). See Creating a purchasing returns batch for more information.
10. Enter or accept the currency ID. The default currency ID will be the currency ID assigned to the vendor you
selected. If no currency ID has been assigned for this vendor, the company’s functional currency will be
used.
The currency ID assigned to the return must match the currency ID of the receipts in the scrolling window.
If the selected currency ID is not the company’s functional currency, a rate type and associated exchange rate
table will be assigned to the transaction. The rate type is based on the rate type assigned to the selected vendor. If
the vendor does not have a rate type assigned, the default rate type for the Purchasing series specified in the
Multicurrency Setup window is used.
For Return w/Credit, Inventory, and Inventory w/Credit returns, you can view or modify the default exchange rate
by choosing the currency ID expansion button to open the Exchange Rate Entry window. For more information
about exchange rates, refer to the Multicurrency Management documentation.
11. To select an option for how returned goods are invoiced, mark a combination of the Replace Returned Goods
and Invoice Expected for Returned Goods fields.
The following table shows which options to choose.
OPTIONS MARKED WHEN TO USE RESULTS NOTES
Replace Returned Goods When you want to replace Returned goods are If the original purchase
and Invoice Expected for the returned goods, using replaced. The same order is no longer available
Returned Goods the original purchase order. purchase order is used for (for example, moved to
When you have yet to the replaced goods. You can history), a new one is
process the invoice for the process the invoice for all of created automatically. The
original goods. When you the original goods, including new purchase order includes
want to process an invoice the goods that will be only the returned goods
for all of the original replaced. and quantity that you want
quantity of goods received to replace. The Invoice
(even though you have Expected from Vendor
returned some of them). option is available only for
return types Return or
Inventory.
Replace Returned Goods When you want to replace Returned items are replaced. You can process an invoice
the returned goods, using The same purchase order is for only the goods you kept,
the original purchase order. used for the replaced items. not the returned goods. If
When you do not expect to the original purchase order
receive an invoice for the is no longer available (for
goods you’re returning, or example, moved to history),
when you do not expect the a new one is created
invoice to match the original automatically. The new
quantity of goods. purchase order includes only
the returned goods and
quantity that you want to
replace. Invoices that you
already have processed are
not affected by choosing
this option.
Invoice Expected for When you do not want to The credit or refund occurs You returned some goods,
Returned Goods replace the returned goods. separately from the original but did not ask to replace
For example, when you invoice. When you process them. Thus, the transaction
expect a refund or a credit. the invoice, the purchase is complete and the
When you want to close the order is automatically purchase order is closed.
purchase order when the closed.
invoice is processed.
Neither option is marked When you do not want to The credit or refund occurs You can process an invoice
replace the returned goods. separately from the original for only the goods that you
For example, when you invoice. kept, not the returned
expect a refund or a credit. goods. Invoices that you
When you have already already have processed are
processed the invoice, or not affected by choosing
when you do not expect to this option.
receive an invoice from the
vendor.
12. If the item being returned was purchased from an EU vendor, mark EU Transaction. See Entering Intrastat
trade statistics for returns for more information.
13. If the item being returned is subject to withholding tax, mark the Subject to Withholding option and enter
or accept the tax rate. If a withholding vendor hasn’t been specified in the Company Setup Options
window, these fields will not be available.
14. Use the scrolling window to select the items to be returned and to match the items to receipts.
For document types Return or Return w/Credit, enter or select the purchase order number applicable to this
return. You can leave this field blank if you prefer. All purchase orders that have been received for this vendor will
be available in the Purchase Orders lookup window.
The PO Number field is not available for document types Inventory and Inventory w/Credit.
Only standard purchase orders that have been received can be returned. You cannot process returns for drop-
ship, canceled, or on-hold purchase orders.
15. Enter or select the items you want to return using either the vendor’s item number or your company’s item
number.
You can display the vendor’s item number by marking Display Vendor Items (Options >> Display Vendor Item ).
If the option is not marked, your company’s item number will be displayed. You can change this selection at any
time.
Non-inventoried items cannot be selected from the lookup window, however, you can return these by entering
the item number.
16. Enter or select the receipt number for this return.
You must select an item, or a vendor item, before you can select the receipt number.
The currency ID of the receipt you select must match the currency ID of the return document.
If the receipt number that you enter is matched to more than one receipt line or inventory receipt line, a lookup
window (Purchasing Returns PO Receipt Numbers window or Purchasing Returns Inventory Receipt Numbers
window ) will open allowing you to select the applicable receipt line. The Purchasing Returns PO Receipt
Numbers lookup window displays the unit of measure from the original receipt which may be different from the
unit of measure in the Returns Transaction Entry window.
If there's more than one invoice receipt attached to the receipt number you select, the Purchasing Returns PO
Invoice Receipt Numbers lookup window will open automatically allowing you to select the applicable invoice
receipt.
If there are no quantities available for the receipt number that you entered, you will have the option to search for
another receipt. If you choose yes, a lookup window will open where you can select another receipt with the same
item.
The only way to change a receipt number after it has been entered is to delete the return line and reenter the
information.
17. Enter or accept the unit of measure.
18. Enter the quantity to be returned or accept the default entry, that is, the total quantity available on the
selected receipt.
If you’re using multiple bins, the total quantity selected for bins must equal the extended quantity of the line item.
19. The default entry for unit cost of the item or vendor item is based on the document type.
The following table lists the default unit cost for each document type.
DOCUMENT TYPE DEFAULT UNIT COST
Return with/Credit The original invoice receipt
Inventory w/Credit The posted inventory purchase receipt
Return or Inventory AND The average cost of the item
—If Item type is Average Perpetual

—If Item type is Periodic
—If any other item type
The standard cost of the item
The original shipment receipt
If necessary, you can change the unit cost for returns with credit.
If you change the default unit cost, a purchase price variance will occur. Also, if landed costs are included in the
original shipment receipt, a purchase price variance will occur.
If the returned item is tracked by lot or serial number, the Returns Lot or Returns Serial Number Entry window
will open when you leave the line. Select the lot or serial numbers to be returned. See Assigning lot numbers to a
return or Assigning serial numbers to a return for more information.
If you are using multiple bins, the Bin Quantity Entry window will open if a returned item that isn’t tracked by lot
or serial numbers requires you to enter bin information. The total quantity selected for bins must equal the line’s
extended quantity.
*You also can open the Purchasing Returns Lot Number Entry window or the *Purchasing Returns Serial Entry
window by choosing Show Details on the Returns Transaction Entry window and then choosing Serial/Lot. To
open the Bin Quantity Entry window, choose Show Details >> Bins.
20. Enter or accept the 1099 amount if applicable for a 1099 vendor and returns with credit.
21. If your system is set up to calculate taxes using the Advanced tax calculation method and you’re entering a
return with credit, enter or accept the Tax Schedule ID.
22. Enter or accept trade discount, freight and miscellaneous amounts for returns with credit.
If your system is using the Advanced tax calculation method, taxes on freight and miscellaneous will be calculated
automatically.
23. Taxes will be calculated automatically as you enter items.
To change the tax amounts for the document, see Calculating and distributing summary taxes for returns
for more information. If you are using Project Accounting, you can’t change the tax amount in the Returns
Transaction Entry window for return and return with credit transactions even if your system is set up to
allow editing summary-level taxes.
To change the tax amounts for a line item, use the Returns Line Item Tax Detail Entry window. See
Calculating and distributing detail taxes for return line items for more information.
If your system is set up to enable GST for Australia/New Zealand and you want to indicate that a tax
invoice has been received, see Returns for Australia/New Zealand.
24. Choose Distributions to open the Purchasing Returns Distribution Entry window where you can view or
modify account distributions. See Distributing return transaction amounts for more information.
25. Choose the Attachment Management icon to attach documents to the return transaction, if applicable.
26. Choose Save or Post. If you want to post this return later, the return must be assigned to a Batch ID. You
can post the transaction immediately by choosing Post.
Manual adjustments may be necessary for return documents with the Return document type, refer to Processing
manual adjustments for returns when closing purchase order lines for more information.
For an Inventory document type, if the items being returned will be replaced by the vendor, you must make
adjusting journal entries to remove the accrual created by the new shipment receipt.
Refer to the General Ledger documentation for information about correcting General Ledger entries.
If you’re using multiple bins and posting fails, bin quantities will revert to their previous values.
Processing project return-from-inventory transactions
If you are using Project Accounting, you can use the Returns Transaction Entry window to process project return-
from-inventory transactions.
serial or lot number and you won’t be able to change the bin.
To process project return-from -inventory transactions:
1. Open the Returns Transaction Entry window. (Purchasing >> Transactions >> Returns Transaction Entry)
2. Select a return type for the return transaction. See Return transaction document types for more
information about return document types.
3. Enter a return number or accept the default entry. The default entry will be the next available receipt
number in the Purchasing Invoice Setup window.
4. You can enter a vendor document number.
5. Enter the return date. The user date is the default date.
To enter a General Ledger posting date or a tax date that is different than the return date, choose the Date
expansion button; the Returns Date Entry window will open.
For multicurrency transactions and for the document type Return w/Credit, the return document date determines
the exchange rate that will be used, based on the currency ID entered for the transaction and the associated rate
type. For a Return document type, the exchange rate of the original receipt is assigned to the transaction. See the
Multicurrency Management documentation (Help >> Printable Manuals) for more information.
6. Enter or select a batch ID (optional). See Creating a purchasing returns batch for more information.
8. Enter a currency ID or accept the default entry. The default currency ID is the currency ID assigned to the
vendor you selected. If no currency ID has been assigned for this vendor, the functional currency for the
company will be used.
The currency ID assigned to the return must match the currency ID of the receipts in the scrolling window.
If the selected currency ID is not the functional currency for the company, a rate type and associated exchange
rate table will be assigned to the transaction. The rate type is based on the rate type assigned to the selected
vendor; if the vendor does not have a rate type assigned, the default rate type for the Purchasing series specified
in the Multicurrency Setup window is used.
For a Return w/Credit return, you can view or modify the default exchange rate by choosing the currency ID
expansion button to open the Exchange Rate Entry window.
9. If the item being returned was purchased from an EU vendor, mark EU Transaction. See Entering Intrastat
trade statistics for returns for more information.
10. You can enter or select the purchase order number applicable to this return. All purchase orders associated
with the receipt number will be available in the PA Purchase Orders lookup window.
Only standard purchase orders that have been received can be returned. You cannot process returns for drop-
ship, canceled, or on-hold purchase orders.
11. Enter or select a project and cost category.
12. Enter or select the items to return using the item number from the vendor. All items previously received
for the specified purchase order will be available in the lookup window.
Non-inventoried items cannot be selected from the lookup window. However, you can return these by entering
the item number.
13. Enter or select the receipt number applicable to this return.
You must select an item, or a vendor item, before you can select the receipt number.
The currency ID of the receipt you select must match the currency ID of the return document.
If the receipt number that you enter is matched to more than one receipt line or inventory receipt line, a lookup
window (Purchasing Returns PO Receipt Numbers) will open, where you can select the applicable receipt line.
The Purchasing Returns PO Receipt Numbers lookup window displays the unit of measure from the original
receipt, which may be different than the unit of measure in the Returns Transaction Entry window.
If there are multiple invoice receipts attached to the receipt number you select, the Purchasing Returns PO
Invoice Receipt Numbers lookup window will open, where you can select the applicable invoice receipt.
If there are no quantities available for the receipt number that you entered, you will have the option to search for
another receipt. If you choose Yes, a lookup window will open, where you can select another receipt with the
same item.
The only way to change a receipt number after it has been entered is to delete the return line and reenter the
information.
14. Enter or accept the unit of measure.
15. Enter the quantity to be returned or accept the default entry.
If you’re using multiple bins, the total quantity selected for bins must equal the extended quantity of the line item.
16. Enter or accept the unit cost.
The default entry for the unit cost of the item is based on the document type, as shown in the following table.
DOCUMENT TYPE DEFAULT UNIT COST
Return w/Credit The original invoice receipt
Return AND The average cost of the item
—If Item type is Average Perpetual

—If Item type is Periodic
—If any other item type
The standard cost of the item
The original shipment receipt
You can change the unit cost only for returns with credit.
If you change the default unit cost, a purchase price variance will occur. Also, if landed costs are included in the
original shipment receipt, a purchase price variance will occur.
If the returned item is tracked by lot or serial number, the PA Purchasing Returns Lot Number Entry or PA
Purchasing Returns Serial Number Entry window will open when you leave the line. Select the lot or serial
numbers to be returned. See Assigning lot numbers to a return or Assigning serial numbers to a return for more
information.
If you are using multiple bins, the Bin Quantity Entry window will open if a returned item that isn’t tracked by lot
or serial numbers requires you to enter bin information. The total quantity selected at bins must equal the line’s
extended quantity.
You also can open the Purchasing Returns Lot Entry window or the Purchasing
Returns Serial Number Entry window by choosing Show Details on the Returns Transaction Entry window and
then choosing Serial/Lot. To open the Bin Quantity Entry window, choose Show Details >> Bins.
17. To see more details about a line item, select the item and choose the shown button to expand the scrolling
window. In the detailed view, you can change the posting account, extended cost, tax details, or comment. The
changes will apply only to the current line item.
To delete a row in the Returns Transaction Entry scrolling window, select the row and choose Transactions by
Order Entered >> Delete Row or choose the delete row button.
18. Enter or accept the 1099 amount, if applicable for a 1099 vendor.
19. Enter or select a tax schedule ID.
20. Enter or accept trade discount, freight, and miscellaneous amounts for returns with credit only. All of these
fields are optional.
If your system is using the Advanced tax calculation method, taxes on freight and miscellaneous will be calculated
automatically.
21. You can enter a tax amount for Return w/Credit transactions. To change the tax amounts for the document, see
Calculating and distributing summary taxes for returns for more information. To change the tax amounts for a
line item, see Calculating and distributing detail taxes for return line items for more information.
See Returns for Australia/New Zealand if your system is set up for GST for Australia/New Zealand and you must
indicate that a tax invoice has been received.
22. Choose the Attachment Management icon to attach documents to the return transaction, if applicable.
23. Choose Save or Post. To post this return later, the return must be assigned to a batch ID. You can post the
transaction immediately by choosing Post.
Manual adjustments may be necessary for return documents with the Return document type. See Processing
manual adjustments for returns when closing purchase order lines for more information.
If you’re using multiple bins and posting fails, bin quantities will revert to their previous values.
Printing purchasing returns transactions
Use the Purchasing Returns Print Options window to print the Edit List or return documents. You can use the edit
list to verify the transaction information you entered. Print the return document if you want to give a copy to
vendors or others in your organization.
To print purchasing returns documents:
1. Open the Purchasing Returns Print Options window. (Purchasing >> Transactions >> Returns Transaction
Entry >> select a return document >> Print button) (Purchasing >> Transactions >> Returns Batches >>
select a batch >>Print button) (From the Returns Transaction Inquiry Zoom window, select a return document
>> Print button)
2. To print an edit list of the selected document or all the unposted return transactions in the selected batch,
select Edit List.
3. To print the selected document, or all the documents in the selected batch, select Documents.
Options in Return Document Options are available to add more detail to the printed document.
To include tax details on the printed document, mark Include Tax Details. For the tax details to print on return
documents, Print on Documents must be marked in the Tax Detail Maintenance window.
Selecting Line Item and Summary Taxes prints the tax details for each item. A summary of the tax details of all
line items is printed at the bottom.
Selecting Summary taxes prints a summary of the tax details of all line tems at the bottom.
To select the currency that should be used on the printed document, select the Currency to Print. This option is
available only if Multicurrency Management is registered.
Selecting Functional prints amounts on the return document in currency your ompany uses. This may be useful if
the document will be used by others in our organization.
Selecting Originating prints amounts in the currency your vendor uses. This an help in communicating with the
vendor about the document.
4. To print the documents, select Print.
If you select both Documents and Edit List, the edit list will print first ollowed by the selected document or batches
of documents.
Entering detail information for a return
Use the Returns Transaction Entry scrolling detail view to add or modify ine item information such as extended
cost or to change a line item’s posting accounts.
To enter detail information for a return:
1. In the navigation pane, choose the Purchasing button, and then choose the All Purchasing Transactions
list.
2. Choose Purchase Returns Transactions and then select a document type to open the Returns Transaction
Entry window.
3. Enter document information, including return number, vendor document number, date, and vendor ID.
4. Enter or select the item to be returned and enter line item information.
5. If you are entering a project return-from-inventory transaction, you can modify the billing rate for Time
and Materials Projects and the markup percentage for all project types.
6. The default inventory and purchase price variance accounts for posting the return will be displayed. If no
accounts are displayed, you can enter them.
7. Enter a comment ID (optional).
8. You may change the extended cost for returns with credit, if necessary.
9. For returns with credit, you may change the item tax option, the item tax schedule, the tax schedule, and
the calculated tax when the Advanced Tax Calculation method has been selected in Purchase Order
Processing Setup Options window.
Refer to the Default tax schedules for return items for more information about the tax schedule field.
10 Choose the Show button to display details about line items. You can then modify line item detail information
or you can choose the Add Row or Delete Row buttons to add or delete line items.
You also can choose the arrow beside Transactions by Order Entered and select an option from the list to add or
delete a row or show or hide details.
Entering Intrastat trade statistics for returns
that you submit to your government, and the EC Sales List, which displays cumulative goods value totals by each
vendor or customer tax registration number. You can enter line items along with trade statistics.
If Intrastat information was entered for the ship-from address ID for the vendor, that information will be
displayed in this window. Each time that you enter a new line item, the Intrastat statistics entered for the first line
item will be applied as the default values for the new line item—except for the Transaction Nature field. The
default value of the Transaction Nature field for each individual line will be determined by the setup information
in the Intrastat Setup window. You can use the Purchasing Intrastat Entry window to change Intrastat information
for an individual transaction, or to enter Intrastat information if none was entered for the vendor.
To use the EU Transaction option, your system must be set up in the Company Setup Options window to track
Intrastat statistics.
To enter Intrastat trade statistics for returns:
2. Enter return information, including return type, return number, vendor document number, date, and
vendor ID.
3. Mark EU Transaction.
4. Enter or select the item to be returned and enter the line item information.
5. Choose the EU expansion button to open the Purchasing Intrastat Entry window, where you can enter or
change Intrastat information.
6. In the Net Unit Mass field, enter the weight of the goods in kilograms or accept the default entry. The
default entry is from the shipping weight of the item, the default weight of non-inventoried items is 0.
The Quantity field displays the quantity of the goods you are returning.
The Line Mass field displays the total mass per item and is calculated automatically. The line mass total is equal to
the amount entered in the Net Unit Mass field multiplied by the amount in the Quantity field.
7. If applicable, enter a supplementary units amount or accept the default entry. The supplementary units
amount is a second quantity. Supplementary unit amounts are required by the EU Combine Nomenclature for
certain goods.
If Supplementary Units Required is not marked in the Tax Commodity Code Maintenance window, the
Supplementary Units field is unavailable.
8. In the Traders Reference field, enter a reference code, such as an invoice or dispatch number, or other
Multiple bins in purchase order returns
sites, with multiple bins you can track item quantities in bins that reside within each site. Bin quantities are
processed and displayed in the item’s base unit of measure.
You can set up bin information when multiple bins functionality has been installed and registered. However, you
must also enable this feature in Inventory Control before you can use bins to track items. For more information
about enabling multiple bins, see the Inventory Control documentation.
could be created for return transactions at your warehouse site. Default bins also can be identified for a particular
item and transaction type at a site. If you always use Bin A when returning a certain item from your main site, for
example, you can set up Bin A as the default purchase purchase returns bin for the item at the main site.
Microsoft Dynamics GP automatically creates item-site-bin relationships the first time a bin is used for a
transaction.
serial or lot number and you won’t be able to change the bin.
For more information about setting up and using multiple bins, see the Inventory Control documentation
Changing bins for a return transaction
If you’re using multiple bins, use the Bin Quantity Entry window to verify or change bin allocations for items that
are not tracked by serial or lot numbers. For items that are tracked by serial or lot numbers, you can verify bins in
the Purchasing Returns Serial Number Entry window or the Purchasing Returns Lot Number Entry window. For
more information, see Assigning lot numbers to a return or Assigning serial numbers to a return.
You can select from more than one bin per site for an item that tracks serial or lot numbers. For example, if the
quantity returned is 20, you can select 15 from Site A, Bin 1 and 5 from Site A, Bin 2.
To change bins for a return transaction:
2. Enter document information, including return type, return number, vendor document number, date, and
vendor ID.
3. Select a sales inventory or discontinued item that isn’t tracked by serial or lot numbers and choose the
Bins button to open the Bin Quantity Entry window.
4. From the list of available bins, select one to use. You also can enter a bin that hasn’t been created yet.
5. Enter a quantity for the item.
6. Choose Insert.
8. Save your changes and close the Returns Transaction Entry window.
Assigning lot numbers to a return
Use the Purchasing Returns Lot Number Entry window to assign lot numbers for returned items. This window
will open automatically when you leave the line after entering a lot-numbered item in the Returns Transaction
Entry window. If the quantity returned matches the quantity available in the lot or lots, the lot numbers are
displayed automatically.
To assign lot numbers to a return:
2. Enter a document information, including return type, return number, vendor document number, date, and
vendor ID.
3. If you are entering a project return-from-inventory transaction, enter or select a project and cost category.
4. Enter or select the lot-numbered item to be returned and enter line item information. The Purchasing
Returns Lot Number Entry window will open automatically when you leave the line in the Returns
Transaction Entry scrolling window.
To open the Purchasing Returns Lot Number Entry window manually, choose the Show Details button on the
Returns Transaction Entry window and then choose Serial/Lot.
5. Select a lot number from the Available column of the scrolling window. You also can enter an available lot
number in the Lot Number field.
An icon appears in the Lot Number field and the Expiration Date field if the lot has already expired.
6. Enter the quantity you want to return from the lot number in the Quantity Selected column and then
choose Insert. The Bin columns display the number of the bin containing the available or selected lot-
numbered item.
If you entered a lot number using the Lot Number field, enter the quantity that you want to return
from this lot number in the Quantity Selected field and then choose Insert.
To remove a selected lot number, choose Remove. To remove all selected lot numbers, choose
Remove All.
7. Repeat steps 4 and 5 until all desired lot numbers have been selected.
8. Choose OK to save your changes to the window.
Assigning serial numbers to a return
Use the Purchasing Returns Serial Number Entry window to assign serial numbers for returned items. This
window will open automatically when you leave the line after entering a serial-numbered item in the Returns
Transaction Entry window. If the quantity returned matches the quantity available in the lot or lots, Microsoft
Dynamics GP will select and display the serial numbers automatically.
To assign serial numbers to a return:
vendor ID.
3. If you are entering a project return-from-inventory transaction, enter or select a project and cost category.
4. Enter or select the serial-numbered item to be returned and enter line item information. The Purchasing
Returns Serial Number Entry window will open automatically when you leave the line in the Returns
Transaction Entry scrolling window.
You can open the Purchasing Returns Serial Number Entry window manually by choosing the Show Details
button on the Returns Transaction Entry window and then choosing Serial/Lot.
5. Select a serial number from the Available column and choose Insert. You also can enter an available serial
number in the Serial Number field and choose Insert. The Bin columns display the number of the bin
containing the serialnumbered item.
To remove a selected serial number, choose Remove.
To remove all selected serial numbers, choose Remove All.
6. Repeat step 4 until all desired serial numbers have been selected.
7. Choose OK to save your changes to the window.
Distributing return transaction amounts
Use the Purchasing Returns Distribution Entry window to view or modify the Returns distribution transaction.
Return transaction amounts are distributed to posting accounts automatically based on the document type. The
distributions can be edited.
For more information about the origin of account default entries, see Return distribution accounts.
To distribute return transaction amounts:
2. Enter document information, including return type, vendor document number, date, and vendor ID.
4. Choose Distributions to open the Purchasing Returns Distribution Entry window.
If you are using Multicurrency Management and if the originating debits and credits balance but the functional
equivalents do not balance, the difference will be posted automatically to the Rounding Difference account. This
also occurs when Euro currency relationships are enabled and the functional amounts balance, but there are
amounts remaining in the originating currency. For more information on multicurrency transactions with
Purchase Order Processing, see the Purchase Order Processing documentation.
5. Enter a reference for the return or accept the default entry. The reference entered will post to the General
Ledger as the reference for the return.
6. Enter or accept the default amounts.
See Entering detail information for a return for more information on entering these details.
To distribute a transaction to multiple posting accounts, change the default amount in the scrolling window. In the
next available line, enter or select another distribution account, choose the distribution type and enter the
amount.
7. Continue entering distribution amounts until your transaction is fully distributed.
8. Enter a distribution reference (optional). This reference will be posted to the General Ledger as the
distribution reference for the account.
9. Choose OK to save your entries and continue entering the return. You can save the return if it’s not fully
distributed, but you won’t be allowed to post until the full amount is distributed and debits equal credits.
Return distribution accounts
The posting accounts will distribute as shown in the following table:
ACCOUNT DOCUMENT TYPE DEFAULT ENTRY
PURCH (Inventory) Return, Return w/Credit Shipment receipt.
Inventory, Inventory w/ Accounts set up for the item or vendor

item. If accounts haven’t been set up
for the item or vendor item, then the
accounts assigned in the Posting Setup
window will be used.
PURCH (PPV) Return, Return w/Credit Shipment receipt. If not found then the
accounts set up for the item or vendor
item will be used. If accounts haven’t
been set up for the item or vendor
item, then the accounts assigned in the
Posting Setup window will be used.
Inventory w/Credit Accounts set up for the item/vendor

window will be used.
PURCH (UPPV) Return Shipment receipt. Applicable to item

types Sales Inventory and Discontinued
using the Periodic valuation method.
ACCRUED Return Shipment receipt. If not found, then the

window for the Purchasing Series will
be used.
Inventory (if Variance) Variance account set up for the item or

vendor item. If an account hasn’t been
set up for the item or vendor item,
then the variance account assigned in
the Posting Setup window for the
Inventory Series will be used.
Inventory (if Inventory offset account set up for the

item or vendor item. If an account
hasn’t been set up for the item or
vendor item, then the inventory offset
account assigned in the Posting Setup
window for the Inventory Series will be
used.
PAY, TRADE, FREIGHT, Return w/Credit, Accounts set up for the vendor. If
accounts haven’t been set up for the
vendor, then the accounts assigned in
the Posting Setup window will be used.
ROUND All return document types Rate type. If the rate type hasn’t been
set up, then the rounding account set
up in the Currency setup window will
be used.
OVHD, APP-OVHD Return or Return w/ Posted shipment receipt.

ACCOUNT DOCUMENT TYPE DEFAULT ENTRY
Inventory or Inventory w/Credit Accounts set up for the item or vendor

window for the Manufacturing Series
will be used.
Credit
(not applicable to Inventory return document type)
(not applicable to other return document types)
Adjustment, Transfer or Sales Return)
MISC, TAX
Inventory w/Credit
Credit
Processing manual adjustments for returns when closing purchase order lines
Some manual adjustments are required for Return type return documents based on the particular circumstances
of that transaction. Purchase order lines are closed automatically when they are completely invoiced. If the
returned item is not going to be replaced or if the replacement item will be received on a new purchase order, you
must manually close the purchase order line. If the purchase order has been partially invoiced, the purchase
receipt cost will be adjusted incorrectly. To correct this, you will need to manually adjust the inventory unit costs
and create an adjusting journal entry.
If the returned item will be replaced, we recommend that you close the purchase order line after the non-
returned items have been invoiced.
To process manual adjustments for returns when closing purchase order lines:
1. Open the Edit Purchase Orders window. (Purchasing >> Transactions >> Edit Purchase Orders)
3. Change the purchase order line item status to Closed.
For more information about editing purchase order status, refer to the Purchase Order Processing
documentation.
4. Use the posting journal and distribution breakdown registers to check the adjustment entries created by
Purchase Order Processing when closing the purchase order.
5. If the purchase receipt cost has been adjusted incorrectly—this happens when the purchase order has
been partially invoiced—adjust the Inventory Unit Cost using the Inventory Adjust Costs window
(Inventory >> Utilities >> Adjust Costs).
For more information about adjusting the purchase receipt cost of an item, refer to the Inventory Control
documentation.
6. If necessary, create an adjusting journal entry to correct the accrued and the inventory accounts.
Refer to the General Ledger documentation for information about correcting General Ledger entries.
Chapter 24: Taxes for returns

Taxes for returns with credit can be calculated, modified, and distributed in purchase order approvals. Taxes are
calculated automatically when you leave the line in the Returns Transaction Entry window. Taxes for freight and
miscellaneous are calculated automatically when you enter those fields. The total tax amount for the return is
displayed in the Tax field.
If your system is set up to allow editing summary-level taxes, use the Returns Tax Summary Entry window to
change tax distributions for returns. To change tax details or the tax distribution for individual line items, use the
Returns Line Item Tax Detail Entry window.
If your system is set up to specify tax details for automatic tax calculation, only those tax details that are marked
in the Tax Schedule Maintenance window will be used to calculate taxes automatically.
Default tax schedules for return documents
Calculating and distributing summary taxes for returns
Default item tax schedules
Default tax schedules for return items
Calculating and distributing detail taxes for return line items
Returns for Australia/New Zealand
Default tax schedules for return documents
The tax calculation option assigned in the Purchase Order Processing Setup window is used to determine which
default tax schedule will be assigned to the return document. The shipping method assigned to the vendor’s
purchase address is checked as well to determine where the exchange of goods took place. Together the shipping
method and the tax calculation option determine which tax schedule appears as a default tax schedule for the
return document.
Refer to the following table for the default tax schedules for a return document.
TAX CALCULATION OPTION SHIPPING METHOD DEFAULT TAX SCHEDULE FOR THE RETURN
Single Not applicable Single tax schedule assigned in the

Purchase Order Processing Setup
Options window
Advanced Pickup OR No shipping method Tax schedule assigned to the vendor’s

purchase address
Advanced Delivery Purchases tax schedule assigned in the

Company Setup window
If you decided not to use the shipping method to determine the default tax schedule, the tax schedule assigned to
the vendor’s purchase address will be the default tax schedule no matter what tax calculation method you
selected to use.
Calculating and distributing summary taxes for returns
Use the Returns Tax Summary Entry window to add, change, delete, or view summarized tax amounts and the
posting accounts for a return. Taxes are calculated automatically as you enter each tax detail or edit the Total
Returns amount. Summary tax edits won’t change the taxes calculated for each line item in the Returns Line Item
Tax Detail Entry window.
If your system isn’t set up to allow editing summary-level taxes, you can’t change the tax amount in the Returns
Transaction Entry window or the tax information in the Returns Tax Summary Entry window, except for the
account.
If you are using Project Accounting, you can’t change the tax amount in the Returns
Transaction Entry window or the tax information in the Returns Tax Summary Entry window for return and return
with credit transactions even if your system is set up to allow editing summary-level taxes.
Regardless of how your system is set up, you will be able to change the account for tax included in item price
taxes at the summary level. For more information on setup options, see the System Setup instructions (Help >>
Contents >> select Setting up the System).
To calculate and distribute summary taxes for returns:
vendor ID. You cannot enter tax information for returns without credit.
4. Choose the Tax expansion button to open the Returns Tax Summary Entry window where you can view or
edit the tax distribution amounts.
Currency amounts in this window may be displayed in the functional or originating currency depending on the
view selected in the Returns Transaction Entry window.
5. To edit tax information, enter a tax detail ID, total returns, total taxable returns, tax amount, or select a new
account. (The tax amount for the detail will be posted to the account).
To delete a single tax detail, select the row containing it and choose Edit >> Delete Row. To delete all the tax
distributions, choose Delete.
To restore the default tax information, choose Default.
6. Continue entering tax details until the tax is fully distributed. See Entering detail information for a return for
more information on entering these details.
7. Choose OK to save your entries and return to the Returns Transaction Entry window.
Returns Transaction Entry window, the tax amount will be adjusted to match the total tax amount.
Default item tax schedules
The Item Tax Schedule field on the detail view of the Returns Transaction Entry window displays the default tax
schedule assigned to the item that is applicable to this return line. The item tax schedule that will be used
depends on the return type and the tax calculation method assigned in Purchase Order Processing Setup
Options window. Refer to the following table for the item tax schedule default values:
RETURN TYPE TAX CALCULATION OPTION DEFAULT ITEM TAX SCHEDULE
Return w/Credit OR Single schedule None
Inventory w/Credit Advanced Purchase tax schedule assigned to the

item in the Item
Return w/Credit Advanced Tax schedule assigned to the item on

the original receipt
Inventory w/Credit
Maintenance window
Default tax schedules for return items
When the Single Tax Calculation method is selected in Purchase Order Processing Setup Options window, tax is
calculated for each individual return line based on the tax schedule assigned to the return document.
When the Advanced tax calculation method is selected in Purchase Order Processing Setup Options window,
taxes are calculated for individual return lines based on the item taxable option as follows:
When the item taxable option is Taxable, the item tax schedule IDs are masked against the tax schedule IDs
assigned to the return line. Masking means that only tax details that exist in both schedules will be used.
When the item taxable option is Nontaxable, no tax is calculated.
When the item taxable option is Base on Vendor, the tax schedule IDs assigned to the return line will be
used to calculate taxes.
Refer to the following table for the default tax schedules for return lines.
RETURN TYPE TAX CALCULATION OPTION SHIPPING METHOD DEFAULT TAX SCHEDULE
Return w/Credit or Single Not applicable Single tax schedule assigned

Processing Setup
Return w/Credit Advanced Not applicable Tax schedule assigned to the

original purchase receipt
Inventory w/Credit Advanced Pickup OR Tax schedule assigned to the

return
Inventory w/Credit Advanced Delivery Purchase tax schedule

assigned to the site
Inventory w/Credit
window
No shipping method
Calculating and distributing detail taxes for return line items
Use the Returns Line Item Tax Detail Entry window to add, change, delete, or view tax amounts calculated on an
individual line item. Taxes are calculated automatically as you enter each tax detail or edit the Total Returns
amount. Summary tax edits won’t change the taxes calculated for each line item in the Returns Line Item Tax
Detail Entry window. However, tax edits made for each return line will change the summary tax amounts in the
Returns Tax Summary Entry window.
To calculate and distribute detail taxes for return line items:
vendor ID. You cannot enter tax information for returns without credit.
4. Enter a calculated tax amount or choose the Calculated Tax expansion button to open the Returns Line
Item Tax Detail Entry window, where you can view or edit tax distribution amounts.
If your system is set up to enable GST for Australia/New Zealand, you also can change the account.
5. To edit tax information, enter a tax detail ID, total returns or tax amount for the line item. (The tax amount for
the detail will be posted to the account.) See Entering detail information for a return for more information on
entering these details.
To delete all the tax details, choose Delete.
To delete a single tax detail, select the row containing it and choose Edit >> Delete Row. To delete all the tax
distributions, choose Delete.
6. Choose OK to save your entries and return to the Returns Transaction Entry window.
If there is a difference between the total tax amount distributed to tax details and the calculated tax amount
entered in the scrolling window of the Returns Transaction Entry window, the calculated tax amount will be
adjusted to match the total tax amount distributed to tax details.
Returns for Australia/New Zealand
If your system is set up to enable GST for Australia/New Zealand, you can indicate whether a tax invoice has
been received for the return transaction. You also will be able to print a Recipient Created Adjustment Note from
the Returns Batch Entry window or from the Returns Transaction Entry window.
Indicating that a tax invoice has been received
The Returns Transaction Entry window displays Tax Invoice Received and Tax Invoice Required options for returns
with credit when your system is set up to enable GST for Australia/New Zealand. The information from these
options will be provided to the Tax Invoice Required and Tax Invoice Received reports available to you from the
Tax Invoice Received window.
Use the Tax Invoice Received option to indicate whether a tax invoice has been received for this return
transaction. For more information about the Tax Invoice Required and Tax Invoice Received reports, refer to the
GST and Australian Taxes documentation.
To indicate that a tax invoice has been received:
2. Enter document information, including return type, vendor document number, date, and vendor ID. You
cannot enter tax information for returns without credit.
If you enter a vendor who has the Tax Invoice Received option marked in the Vendor Maintenance Options
window, the Tax Invoice Received option in this window will be marked.
4. To indicate that a tax invoice has been received for this return, mark the Tax Invoice Received option.
If the Tax Invoice Required option in the Tax Detail Maintenance window is marked for any tax detail for this
transaction, the Tax Invoice Required option in this window will be marked.
5. Complete the return transaction as explained in Processing purchasing return transactions or in Processing
project return-from -inventory transactions.
Recipient Created Adjustment Note for Returns
An adjustment note shows the corrections made on the Business Activity Statement, which usually means the
GST charges or input tax credits attributed to the statement are less or more than they should be. The report
shows the same information printed in a tax invoice, with the transaction amount modified.
The following table lists the windows from which you can print an adjustment note.
WINDOW NAVIGATION
Returns Transaction Entry (Purchasing >> Transactions >> Reports button

Returns Transaction Entry)
Reports Batch Entry (Purchasing >> Transactions >> Returns Reports button
Batches)
For more information about Recipient Created Adjustment Notes, refer to the GST and Australian Taxes
documentation.
See Also
Part 3: Receipts
Part 6: Utilities
Purchase Order Processing Part 5: Inquiries and
reports
This part of the documentation explains how to use inquiries and reports to analyze your purchasing and
receiving activity. You can analyze transaction and item information, and display the information either on screen
or on a printed report.
In Purchase Order Processing, inquiries allow you to quickly view both current and historical purchase order
information. You can review information in summary or detailed form, with the option of printing the
information in the window by choosing File >> Print.
Purchase Order Processing reports help you analyze your overall business activity. Some reports are important
for the audit trail, to ensure that you’re tracking every transaction that’s been entered.
Chapter 25, “Inquiries,” explains how to use Purchase Order Processing inquiry windows to view
document and item information.
Chapter 26, “Reports,” describes how to use reports to analyze purchasing and receiving activity and
pinpoint errors in transaction entry.

You can view important information about your purchasing and receiving activity on-screen using the Inquiry
windows. These windows provide easy access to detailed and summarized Purchase Order Processing
information.
Viewing purchasing documents
You also can use the currency list button in the windows that support changing the currency view. The View >>
Currency menu option and currency list button are available in the following windows:
Purchase Order Inquiry Zoom
Receivings Transaction Inquiry Zoom
Purchasing Invoice Inquiry Zoom
inquiries and reports. For example, if the Canadian dollar is the functional currency for a company, you can set up
the euro as your reporting currency to view an inquiry window with currency amounts displayed in the euro
currency.
During the reporting currency setup in Multicurrency Management, you’ll set up a reporting currency and enter
a default exchange rate and rate calculation method. Depending on how your system is set up, you may be able
to override the default reporting currency exchange rate or rate calculation method on inquiries and reports. To
change the default reporting currency exchange rate, choose View >> Currency >> Modify Reporting Rate to
Viewing purchasing documents
Use the Purchase Order Processing Document Inquiry window to view information about documents you’ve
entered in Purchase Order Processing. This window provides easy access to detailed or summarized information
about purchase orders and receipts.
You can view information as it was originally entered by clicking on link fields. For example, you can select a
purchase order and click on the PO Number label to the Purchase Order Inquiry Zoom window to view the
purchase order as it was entered.
You can choose File >> Print in the Purchase Order Inquiry Zoom window to print and send the purchase order
in e-mail, even if the purchase order is in history. When you choose to print from this window, the Purchase
Order Print Options window will open, where you can select to print or send the document in the functional,
originating, or reporting currency.
To view a receipt, select it in the Purchase Order Processing Document Inquiry window and click on the Receipt
No. label. To view an in-transit transfer, select it in the Purchase Order Processing Document Inquiry window and
click on the Transfer Number label.
To view purchasing documents:
1. Open the Purchase Order Processing Document Inquiry window. (Purchasing >> Inquiry >> Purchase Order
Documents)
2. Select all vendors or a range of vendors.
To view in-transit transfer inventory receipts, select to view all vendors or leave the From field blank if you want
to view a specific range. In-transit transfer inventory receipts aren’t assigned to vendor IDs.
3. In the Documents list, select PO Number, Receipt Number, or Purchase Order Date as the sorting order.
4. Select to view all documents or a range of documents.
5. To display only purchase orders that are on hold, mark Include POs On Hold Only.
6. Mark which documents you want to include in the inquiry. When you restrict by PO Number, Receipt
Number, or Purchase Order Date, the options that appear next to the Include field will change.
The following table shows Documents List selections and their corresponding Include options:
DOCUMENTS LIST SELECTION INCLUDE OPTIONS
PO Number Open Purchase Orders
Receipt Number Unposted Receipts
Purchase Order Date Open documents
Historical Purchase Orders

Receipts Received
Historical Receipts
Assigned PO
Historical documents
7. Choose Redisplay to display the documents in the scrolling window. To print the Purchasing Document
Inquiry Report, choose File >> Print.
8. Highlight a record and click a link to open a window to view more detailed information (optional).
The following table shows the link field and the window that the link opens:
LINK FIELD WINDOW THAT OPENS
PO Number* Purchase Order Inquiry Zoom window
Transfer Number In-Transit Transfer Inquiry Zoom window
Receipt No. Receivings Transaction Inquiry Zoom window or Purchasing

Invoice Inquiry Zoom window, depending on the type of
receipt selected Returns Transaction Inquiry Zoom window
Vendor ID Vendor Inquiry window
*Because one receipt can be associated with multiple purchase orders, you will not be able to use the link on the
purchase order field if you select Receipt Number from the Documents list and mark to include Assigned PO.
Use the Purchase Order Processing Item Inquiry window to view items assigned to purchase orders and receipts.
Control blanket line items for blanket and drop-ship blanket purchase orders won’t be displayed in the window. If
you are restricting by the on-order quantity, line items that don’t have an on-order quantity won’t be displayed.
Line items entered on drop-ship purchase orders or drop-ship blanket purchase orders won’t be displayed
because the line items don’t update the onorder quantity. Line items entered on a standard or blanket purchase
orders with a status of New, Canceled, Closed, or Received also won’t be displayed because they don’t have an
on-order quantity.
To view items by the vendor’s item number, choose Options >> Display Vendor Item. The Vendor Item label will
be displayed in the Purchase Order Processing Item Inquiry scrolling window. If Display Vendor Item isn’t
selected, the Item label will be displayed in the Purchase Order Item Inquiry scrolling window and you can view
items using your item number.
the Purchase Order Processing Item Inquiry scrolling window.
You can view information as it was originally entered by clicking on link fields. For example, you can select an
item and click on the Qty Shipped label to open the Purchasing Item Receipts Zoom window, where you can view
the invoiced and shipped quantities of the item.
To view item information for purchasing documents:

1. Open the Purchase Order Processing Item Inquiry window. (Purchasing >> Inquiry >> Purchase Order
Items)
2. From the Items list, select Item (your item number) or Vendor Item (your vendor’s item number).
3. Select All to view all items or select a range of items.
4. From the Restrict By list, select an additional range to further restrict your inquiry. You can select one of
the following options from the list.
Promised Date To view items from the date the vendor promised that you would receive the merchandise or
services.
Required Date To view items from the date you must receive all the items.
Promised Ship Date To view items from the date the vendor promised to ship the merchandise or services
you’ve ordered.
Requested By To view the items ordered by a department or person.
Vendor ID To view items from a particular vendor.
Description or Vendor Description (if you are viewing vendor items) To restrict items by description.
On Order Qty To view the items by their on order quantities.
Project Number To view items assigned to a project. This option is available if you are using Project Accounting.
Cost Category ID To view items assigned to a cost category ID. This option is available if you are using Project
Accounting.
5. Select All or select a range of items that meet the additional restriction.
6. Select whether to display items at all sites or a specific site.
7. Select to sort results by purchase order number or vendor ID.
8. Select whether to include open purchase orders, historical purchase orders or both.
9. Choose Redisplay to display the items in the scrolling window. To print the Purchase Order Processing
Item Inquiry Report, choose File >> Print.
10. Highlight a record and click a link to open a window to view more detailed information (optional).
The following table shows the link field and the window that the link opens.
PO Number Purchase Order Inquiry Zoom window
Vendor ID Vendor Inquiry window
Vendor Item Item Vendors Maintenance window
Item Item Inquiry window
Qty Shipped and Qty Invoiced Purchasing Item Receipts Zoom window
Project Number (available if you are using Project PA Project Inquiry window
Accounting)
Cost Category ID (available if you are using Project Cost Category Maintenance Inquiry window
Accounting)
Chapter 26: Reports

Purchase Order Processing reports help you analyze purchasing and receiving activity and pinpoint errors in
transaction entry. Use this information to guide you through printing reports, and working with report options.
For more information about creating and printing reports, using sample reports and modified reports from the
Reports Library, and the various reporting tools that you can use with Microsoft Dynamics GP, refer to your
System User's Guide (Help >> Contents >> select Using The System).
Purchase Order Processing standard reports summary
Specifying a Purchase Order Processing report option
Microsoft SQL Server® Reporting Services reports in Purchase Order Processing
Purchase Order Processing standard reports summary
You can print several types of reports using Purchase Order Processing. Some reports automatically are printed
when you complete certain procedures; for example, posting journals can be printed automatically when you
post transactions, depending on how your posting options are set up. You can choose to print some reports
during procedures; for example, you can print an edit list when entering transactions by choosing the Print
button in the batch entry window. In order to print some reports, such as analysis or history reports, you must
set up report options to specify sorting options and ranges of information to include on the report. For more
information, refer to Specifying a Purchase Order Processing report option.
The following table lists the report types available in Purchase Order Processing and the reports that fall into
those categories. (Reports printed using Payables Management are printed using many of the same windows.
Refer to the Payables Management documentation for information about reports printed in that module.)
| Report type | Report | Printing method | |-----------------------|--------------------|-----| | Setup reports/Lists |
Buyer ID List | Choose File >> Print in the setup windows or create report options in the Purchasing Setup
Reports window. | | Documents | Purchase Order *† | Select a document in the MISSINGCONTENT
* Indicates reports that can be printed with multicurrency information displayed. | Purchase Order Generator Site
Mapping List
Purchase Order Processing Setup List
Receivings User-Defined Fields Setup List
Blanket Purchase Order Delivery Schedule*
Purchase Order Entry window and choose File >> Print to print a single document or choose File >> Print in the
Purchase Order Inquiry Zoom window. Choose Transactions >> Print Purchasing Documents to print a range of
documents.
† Indicates reports that can be assigned to named printers. For more information, refer to your System
| Report type | Report | Printing method | |------------------------|--------------------------------|--------------------
-------------| | Posting reports | Back Ordered Items Received | Choose File >> Print in the window you use to
complete the procedure or some will be printed automatically when you complete the procedure. | | Edit lists |
Purchasing Invoice Edit List* | Choose File >> Print in the window you used to complete the procedure. | |
History reports | Distribution History Report | Create report options in the Purchasing History Reports window.
* Indicates reports that can be printed with multicurrency information displayed. | Report
Purchasing Voided Journal*
Purchasing Voided Journal Currency Summary*
Cost Variance Journal*
Invoice Cost Variance Journal
Edit PO Status Cost Variance Journal
Edit PO Status Distribution Detail
Purchase Receipts Update Detail
Purchasing Invoice Distribution Detail*
Purchasing Invoice Posting Journal*
Purchasing Invoice Posting Journal
Currency Summary*
Receivings Distribution Detail*
Receivings Posting Journal*
Receivings Posting Journal Currency Summary*
Receivings Voided Journal*
Receivings Voided Journal
Currency Summary*
Returns Posting Journal*
Returns Posting Journal Currency
Summary
Returns Distribution Detail*
Returns Cost Variance Journal*
Voided Purchase Invoice Journal*
Voided Purchase Invoice Journal
Currency Summary*
Purchasing Invoice Edit List
Currency Summary*
Receivings Edit List*
Receivings Edit List Currency Summary*
Returns documents*
Returns Edit List*
Returns Edit List Currency Summary*
Suggested Purchase Orders
Distribution Detail History
(purchase order returns)
Purchase Order History Report
Receivings Trx History Report
Returns Trx History – Summary
Returns Trx History – Detail
† Indicates reports that can be assigned to named printers. For more information, refer to your System
Utility reports Account Distribution Removal Report These reports will be printed when you
Completed PO Removal Report Journal complete the corresponding procedure.
History Removal Report Purchase
Order Trx History Removal Report
Receivings Trx Removal Report
Reconcile Purchasing Documents
Report
Analysis reports Back-Ordered Items Received† Create report options in the

Expected Shipments† Purchase Order Purchasing Analysis Reports window.
Analysis† Purchase Order Status
Report† PO Line Items to Release
Report† Received/Not Invoiced Report†
Shipment/Invoice Matching Activity
Report†
Processing reports Print Documents Exception Report These reports will be printed when you
Purchase Order Edited Status Journal complete the corresponding procedure.
Purchase Order Generated Purchase
Order Generated Error Log Purchasing
Voided Journal* Purchasing Voided
Journal Currency Summary*
Inquiry reports Purchase Order Processing Item Choose File >> Print in the
Inquiry Document Inquiry Report corresponding Inquiry window.
* Indicates reports that can be printed

with multicurrency information
displayed. † Indicates reports that can
be assigned to named printers. For
more information, refer to your System
Administrator’s Guide (Help >>
Contents >> select System
Administration).
Specifying a Purchase Order Processing report option

print several Purchase Order Processing reports, you must first create a report option. Each report can have
several different options so that you can easily print the information you need. For example, you can create
report options for the Purchase Order Status Report that show either detailed or summary information.
A single report option can’t be used by multiple reports. If you want identical options for several reports, you
must create them separately.
Use the Purchasing series report options windows to create sorting, restriction, and printing options for the
reports that have been included with Purchase Order Processing.
To specify a Purchase Order Processing report option:
1. Open a Purchasing reports window. There are separate windows for each report type. (Purchasing >>
Reports >> Setup/Lists) (Purchasing >> Reports >> Analysis) (Purchasing >> Reports >> Posting
Journals) (Purchasing >> Reports >> History)
window appears.
You can enter only one restriction for each restriction type. For instance, you can insert one vendor ID restriction
(ADVANCED0001 to BEAUMONT0001 ) or one document number restriction (PO0001 to PO0299 ).
file or to any combination of these options. If you select Ask Each Time, you can select printing options
For more information about printing reports, refer to your System User's Guide (Help >> Contents >> select
Using The System).
Microsoft SQL Server® Reporting Services reports in Purchase Order Processing
You can view Purchase Order Processing Reporting Services reports from the Reporting Services Reports list. If
you are using Reporting Services 2008, purchasing metrics for your home page also appear in the Reporting
your Reporting Services reports using the Reporting Tools Setup window. See your System Setup Guide (Help
>> Contents >> select Setting up the System) for more information.
The following Reporting Services reports are available for Purchase Order Processing.
BACK-ORDERED ITEMS RECEIVED PURCHASE ORDER STATUS
Expected Shipments Received Not Invoiced
Purchase Order History Receivings Trx History
To print a Reporting Services report:

1. In the navigation pane, choose the Purchasing button, and then choose the Reporting Services Reports list.
2. Mark the Purchase Order Processing report that you want to print.
After viewing the report, select a format and print the report.
See Also
Part 3: Receipts
Part 6: Utilities
Purchase Order Processing Part 6: Utilities
This part of the documentation explains how to maintain your Purchase Order Processing data. Once you’ve
determined how much historical information is necessary, you can remove the information that’s no longer
needed.
Be sure to back up your accounting data before performing any of these procedures, because they remove
historical data from your system.
Chapter 27, “Purchase order history removal,” explains the different types of historical information you can
keep in Purchase Order Processing, and describes how remove historical information that is no longer
needed.
Chapter 28, “Purchase order reconciliation,” describes reconciliation, the process of verifying that your
accounting records are accurate.
Chapter 27: Purchase order history removal

History records provide useful information for auditing purposes. If you’re keeping history, you can maintain and
review records for an unlimited number of years. Because historical records increase the amount of hard disk
space needed, you should remove history periodically to ensure that you’re keeping only the information you
need.
Removing purchasing history
Purchase Order Processing allows you to maintain four types of history: purchase order, receipt, account
distribution, and journal. When you remove purchasing history, select one of the four history types for the date
range you want to remove.
Account Distributions Select Account Distributions to remove account distribution history without also
removing receipts. Distribution history includes a detailed list of each account and amount posted to the General
Ledger, including the audit trail code, account number, account description, debit or credit amount. Once account
distribution history has been removed, the documents in the range you’ve removed won’t be printed on the
Distribution History Report.
Purchase Order Select Purchase Order to remove purchase order history. If you’re keeping purchase order
history, line-by-line detail of all the information entered for each purchase order has been kept. When voiding a
new purchase order or removing a completed purchase order, the purchase order is transferred to history. Once
purchase order history has been removed, the documents in the range you’ve removed won’t be printed on the
Purchase Order History Report.
When removing purchase order history, you can remove document attachments with the purchase orders or just
the attachments assigned to purchase orders. The attachments are not removed from where they are stored. The
Attachments Only option is available if you are using document attachments or have attachments assigned to
purchase orders or purchase order line items.
Receipt Select Receipt to remove detailed information about shipment and invoice receipts. If you’re keeping
receipt history, line-by-line detail of all the information entered on each receipt has been kept, including landed
costs, lot numbers, serial numbers, and bin information. Once receipt history has been removed, the documents
in the range you’ve removed won’t be printed on the Receivings Transaction History Report.
When removing receipt history, you can remove document attachments with the receipts or just the attachments
assigned to receipts. The attachments are not removed from where they are stored. The Attachments Only
option is available if you are using document attachments or have attachments assigned to receipts or receipt
line items.
By selecting Receipt, you also can remove purchase order returns history.
If you’ve marked Receipt, you can select to remove both the receipts and the account distribution history for the
receipts. Distribution history is a detailed record of how receipt transactions have affected the balances of
posting accounts in General Ledger. When you remove account distribution history, the audit trail code, account,
account description, debit or credit amounts and other information about receipts will be removed.
Journal Select Journal to remove posting journal history. If you’ve selected to reprint Purchase Order
Processing posting journals in the Audit Trail Codes Setup window, the system will maintain the history
necessary to reprint posting journals whether you’ve marked to maintain history or not in the Purchase Order
Processing Setup window. Once journal history has been removed, you won’t be able to reprint posting journals
for the range of information you’re removing.
If you haven’t selected to maintain purchase order and receipt history in the Purchase Order Processing Setup
window, purchase orders will be deleted when they’re removed using the Remove Completed Purchase Orders
window. Receipts will be deleted after they’ve been posted unless you’ve selected to reprint Purchase Order
Processing posting journals in the Audit Trail Codes Setup window. In this case, the system will maintain the
history necessary to reprint posting journals.
If you are maintaining purchase order history, you may want to use the Remove Completed Purchase Orders
window to transfer closed or canceled purchase orders to history.
Removing purchasing history
Use the Remove Purchasing History window to remove Purchase Order Processing history. You also can remove
Purchase Order Returns history. When you remove history, any corresponding multicurrency information will be
removed, as well.
Before removing history, back up your company’s accounting data. For more information about making
backups, refer to your System Administrator’s Guide (Help >> Contents >> select System Administration).
To remove purchasing history
1. Open the Remove Purchasing History window. (Purchasing >> Utilities >> Remove Purchasing History)
2. Select a history type to remove.
If you remove purchase order history but not receipt history, you may notice that information is missing when
you view your receipts. The required date, promised date, promised ship date, and comment ID information for
the purchase order will not appear when you view the receipt in the Receivings Item Detail Inquiry Zoom
window.
3. Select whether you want to remove history and print the history removal report.
To remove attachments without removing purchase order or receipt history, mark Attachments
Only. This option is available if you are using document attachments or have attachments assigned
to purchase orders, receipts or line items.
To print a history removal report without removing history, mark Print Report Only.
Depending on the type of history you’re removing, you can print one of the following reports:
Purchase Order Transaction History Removal Report
Receivings Transaction Removal Report
Account Distribution Removal Report
Journal History Removal Report
4. Using the All, From, and To fields, define a restriction.
If you enter a value in only one of the restriction fields, purchasing history will be removed from the value you
enter to either the beginning or end of the records. For example, if you enter a starting value and the ending
value is blank, all purchasing history from the starting value to the end of the records will be removed.
5. Choose Process to remove history or to print the removal report.
If you aren’t keeping history and select to print the history removal report, the report will be blank. The report
also will be blank if no records exist within the range you specified.
specify will be removed. Once tax history has been removed, the tax details in the range you’ve removed won’t
be printed on tax reports.
backups in Microsoft Dynamics GP, refer to your System Administrator’s Guide (Help >> Contents >> select
System Administration).
To remove tax history
2. Select whether you want to remove tax detail transactions and print the Tax History Removal Report,
remove the tax detail transactions, or print the Tax History Removal Report.
the Intrastat records for the range you specify will be removed.
backups in Microsoft Dynamics GP, refer to your System Administrator’s Guide (Help >> Contents >> select
System Administration).
Once history has been removed, you won’t be able to print the Intrastat removal reports for the ranges of
information you’ve removed.
To remove Intrastat history
1. Open the Remove Intrastat History window. (Administration >> Utilities >> Company >> Remove
Intrastat History)
2. Select a range type for the historical information you want to remove. Define the beginning and the end of
the range, then choose Insert to display the range.
example, if you enter a restriction specifying that history should be deleted for customer records
COMPUTER0003 through GRAHAMAR0001, you can’t enter another restriction for customer IDs
CONTINEN0001 through EXECUTIV0001.
3. Mark Remove Transactions, then mark Print Report to print the Intrastat removal reports for the range of
customer records or vendor records you’ve specified. Print these reports to retain a permanent record of your
past Intrastat records after you’ve cleared history.
You can print the Intrastat removal reports without removing history. To do so, mark only Print Report and
choose OK.
Chapter 28: Purchase order reconciliation

Reconciling is the process of verifying that your accounting records are accurate. Reconcile Purchase Order
Processing before reconciling Payables Management or Inventory Control. It’s important that the purchasing
documents are correct since purchasing information may be altered and is used when reconciling inventory
quantities and payables accounts.
Before reconciling purchase orders, back up your company’s accounting data. For more information about
making backups, refer to your System Administrator’s Guide (Help >> Contents >> select System
Administration).
Printing a reconcile report
Reconciling purchase orders
Printing a reconcile report
Use the Reconcile Purchasing Documents window to print the Reconcile Purchasing Documents Report without
reconciling your purchasing records. You can print the report for all documents or a selected range of
documents.
If you print this report before you reconcile, you can verify which documents in the range will be reconciled
before you actually reconcile the records.
To print a reconcile report
1. Open the Reconcile Purchasing Documents window. (Purchasing >> Utilities >> Reconcile Purchasing
Documents)
2. Using the All, To, and From fields, select a document range.
If you’re creating a range, you must enter at least one value in the restriction fields. If you enter a value in only
one of the restriction fields, the report will show purchase orders from the value you enter to either the beginning
or end of the records. For example, if you enter a starting value and the ending value is blank, all purchase
orders from the starting value to the end of the records will be reconciled.
3. Select Print Report Only to print the Reconcile Purchasing Documents Report without reconciling.
4. Choose Process. When processing is complete, the Reconcile Purchasing Documents Report will be
printed. This report lists the purchasing documents that will be reconciled.
If the Reconcile Purchasing Documents Report indicates that an amount will be adjusted for a specific purchasing
document, review the document to verify the accuracy of the changes that were made.
Reconciling purchase orders
Use the Reconcile Purchasing Documents window to reconcile your purchasing records. You can reconcile all
records or a selected range of records.
When you reconcile purchase orders, the following information will be recalculated and adjusted, if needed:
Document quantity canceled
Quantities linked to sales line items
Line item status
Purchase order status
Line item extended cost
Remaining purchase order subtotals
Document subtotals
Document extended costs
Discount available
Trade discount
Taxes
Quantity ordered for the control blanket line item on blanket purchase orders and drop-ship blanket
purchase orders
To reconcile purchase orders
1. Open the Reconcile Purchasing Documents window. (Purchasing >> Utilities >> Reconcile Purchasing
Documents)
2. Using the All, To, and From fields, select a document range.
If you’re creating a range, you must enter at least one value in the restriction fields. If you enter a value in only
one of the restriction fields, purchase orders will be reconciled from the value you enter to either the beginning or
end of the records. For example, if you enter a starting value and the ending value is blank, all purchase orders
from the starting value to the end of the records will be reconciled.
3. Select to reconcile and print the Reconcile Purchasing Documents Report.
Select Print Report Only to print the Reconcile Purchasing Documents Report without reconciling. If you select
the Print Report Only option before you reconcile and print, you can verify which documents in the range will be
reconciled before you actually reconcile the documents.
4. Choose Process to reconcile purchasing documents. When processing is complete, the Reconcile Purchasing
Documents Report will be printed. This report lists the purchasing documents that were reconciled.
If the Reconcile Purchasing Documents Report indicates that an amount has been adjusted for a specific
purchasing document, review the document to verify the accuracy of the changes that were made.
See Also
Part 3: Receipts
Sales Order Processing in Dynamics GP
You can use Sales Order Processing to enter and print quotes, orders, invoices, back orders, and returns individually
or in batches.
When necessary, you can enter drop-ship items on sales documents and determine how quantity shortages will be
handled for individual items or for entire documents or batches.
You also can use Sales Order Processing to complete the following tasks:
Transfer customer information from one document type to another
Transfer item information and quantities from one document type to another
Enter and post sales deposits
Allocate and fulfill items on orders, fulfillment orders, and invoices
Fulfill items separately from item allocation
If you use Purchase Order Processing, you can generate purchase orders from sales documents.
If you use Receivables Management, customer balances are updated after the sales transactions are posted.
If you use Inventory Control, item prices are calculated automatically on sales documents and inventory quantities
are adjusted when the sales documents are posted.
Sales Order Processing Part 1: Setup introduces Sales Order Processing and explains the setup of the
module.
Sales Order Processing Part 2: Transaction entry explains how to enter sales documents.
Sales Order Processing Part 3: Allocation, Fulfillment, and Purchasing explains how inventory items are
allocated and fulfilled, and how to create purchase orders from sales documents.
Sales Order Processing Part 4: Transaction activity explains how to post, print and transfer sales documents.
Sales Order Processing Part 5: Inquiries and reports explains how to use inquiries and reports to analyze
your sales information.
Sales Order Processing Part 6: Utilities describes procedures you can use to reconcile sales documents or
remove sales history.
Part 1: Setup
This part of the documentation includes information that will help you set up Sales Order Processing. The setup
procedures generally need to be completed once, but you can refer to this information at other times for
Chapter 1, “Setup overview,” lists the setup tasks you need to complete in other modules and describes the
Sales Order Processing setup routine.
Chapter 2, “Module setup,” provides instructions for setting up the Sales Order Processing module.
Chapter 3, “Document setup,” provides instructions for setting up the document types—quotes, orders,
fulfillment orders/invoices, back orders and returns—used in Sales Order Processing.
Chapter 4, “Sales fulfillment workflow setup,” explains how to set up document statuses to assign to
fulfillment orders.
Chapter 5, “Document ID maintenance,” explains how to modify or delete document types.
Chapter 6, “Customer item and substitute item maintenance,” explains how to create or delete item numbers
for customers and substitutes.

Use this information to learn about and set up Sales Order Processing. The setup procedures are organized in an
order that will ensure Sales Order Processing is set up properly.
When you set up Sales Order Processing, you can open each setup window and enter information, or you can use
the Setup Checklist window (Administration >> Setup >> Setup Checklist) to guide you through the setup process.
See your System Setup Guide (Help >> Contents >> select Setting up the System) for more information about the
Setup Checklist window.
Sales Order Processing document types
Before you set up Sales Order Processing
Customer credit limit override approval workflow
Use Sales Order Processing to enter, print, and post sales documents. You can transfer sales documents from one
type to another and, if you’re using Purchase Order Processing, you can create purchase orders from orders and
back orders. You can set up the following types of documents to use in Sales Order Processing:
Quote A proposal for a specified sale or transaction at some point in the future for a specified price. Quotes
aren‘t posted, but the information on them can be transferred to orders, invoices, or fulfillment orders.
Order A document used when the customer has agreed to make a purchase. You can transfer sales
information from a quote or back order to an order. Orders aren‘t posted but the information on them can
be transferred to invoices, back orders, or fulfillment orders. Purchase orders also can be created from sales
orders.
Back Order A document used when an item quantity shortage is discovered during transaction entry. You
can transfer information from orders, invoices, or fulfillment orders to back orders. Back orders aren‘t posted
but the information on them can be transferred to invoices or orders when the shortage items are available.
Purchase orders also can be created from back orders.
Fulfillment Order A document used to track workflow capability when a customer has agreed to make a
purchase. You can transfer sales information from a quote, back order, or order to a fulfillment order. After
you’ve tracked the fulfillment order through workflow, the fulfillment order becomes an invoice. You also can
transfer a fulfillment order to a back order. This document is available only if you’re using sales fulfillment
workflow.
Invoice A legally binding document that records the price and details of the transaction. You can transfer
sales information from a quote, order, or back order to an invoice. Invoices are posted and the information
from them can be transferred to back orders.
Return A document used to record the return of a previously sold item. Returns are posted and can‘t be
transferred to other documents.
Before setting up Sales Order Processing, you should complete the setup procedures for Receivables Management
and Inventory Control, including the following tasks:
Enter Receivables Management and Inventory Control settings
Enter customer records, salesperson records, and sales territories
Enter items (including price lists and vendor items)
Set up item sites
Enter beginning quantities for inventory items
Set up inventory and sales posting accounts in the Posting Accounts Setup window
For more information, see the Receivables Management and Inventory Control documentation.
TIP
Choose Administration >> Setup >> Posting >> Posting Accounts to open the Posting Accounts Setup window, where you
can select to view Inventory or Sales accounts.
You also must complete the setup procedures for your company, currency, accounts, checkbooks, and posting
options. Tax schedules and tax details also should be set up. For more information, see the System Setup
If you‘re using Sales Order Processing with Multicurrency Management, be sure you‘ve also set up currencies,
exchange rate tables, exchange rates, access to currencies and exchange rate tables, and Multicurrency default
entries. For more information about using and setting up Multicurrency Management, refer to the Multicurrency
If you plan to print multicurrency versions of your posting journals and reports, be sure to mark Include
Multicurrency Info for the Sales series in the Posting Setup window (Administration >> Setup >> Posting >>
Posting).
Your company can use the customer credit limit override workflow feature as part of its business controls. If you
use this feature, you can define how orders, fulfillment orders, and invoices must be approved if the documents
exceed the set credit limits for customers. You can define the credit limit for each customer in the Customer
Maintenance Options window. The rules for approving orders, fulfillment orders, and invoices can be defined to fit
your organization’s needs.
When an order, fulfillment order, or invoice is ready to be approved, approvers can be notified and the document
can be approved, using Microsoft Office Outlook, Microsoft Dynamics GP, or SharePoint. When a document
completes Workflow, you can print, transfer, or post the document.
Before you can use the customer credit limit override approval workflow for Sales Order Processing, you must
remove the password from the Exceed Credit Limit option in the Receivables Management Setup window (Sales
>> Setup >> Receivables).

Module setup involves setting up your Sales Order Processing preferences such as default entries, tax calculation
options, starting document numbers, and whether to maintain document history.
The module setup information contains the following sections:
Setting up Sales Order Processing default entries
Setting up taxes and options
Setting up document numbers
Setting up user-defined fields
Setting up process holds
Selecting a pricing method
Enabling extended pricing
Setting up advanced picking
Use the Sales Order Processing Setup window to set up preferences, default entries, the types of history to
maintain, and which posting accounts to use when distributing sales amounts. You also can open additional
windows to set up sales documents, taxes, default entries for purchase orders, and options to use with daily sales
transactions.
To set up Sales Order Processing default entries
1. Open the Sales Order Processing Setup window. (Sales >> Setup >> Sales Order Processing)
2. Specify how Sales Order Processing transactions will be tracked and displayed during transaction entry. You
can select the following options.
Display Item Unit Cost Mark to display the unit cost of each item on the document during
transaction entry. The unit cost displayed will be the current cost or the standard cost of the item,
depending on the inventory valuation method assigned to each item.
For more information about item cost, see the Inventory Control documentation.
Track Voided Transactions in History Mark to maintain a historical record of voided transactions. If
you don‘t mark this option, voided documents will be removed after posting and won‘t be included on
reports. Voided document numbers cannot be used again.
Calculate Kit Price Based on Component Cost If you‘re using a percent markup or percent
margin pricing method and you mark this option, the current or standard cost of the kit components
will be used to calculate the total cost for the kit. The percent markup or percent margin will be
calculated on that cost.
Display Quantity Distribution Warning If you mark this option, an alert message will be displayed
during transaction entry when the quantity ordered, invoiced, back ordered, or quoted hasn‘t been
fully distributed. If you do not mark this option, a message won‘t be displayed.
Search for New Rates During Transfer Process When marked, the system will determine if a
different exchange rate should be used when the document is transferred to a new document. If this
option is not marked, the new document will use the same exchange rate as the document it was
transferred from.
For more information about exchange rates and transferring, see Multicurrency and transfers.
Track Master Numbers Mark to track master numbers that identify original documents and track
the flow of documents. Each subsequent document created from that original document will have the
same master number.
Enter the next master number in the Next Master Number field. This field will be available only if
you’ve marked Track Master Numbers.
Prices Not Required in Price List This option is available only if you’re using Inventory Control.
Mark this option if you don‘t maintain prices for every item.
When this option is marked and a price isn‘t found for the item during transaction entry, the price will
be zero and you can enter a price. You can enter a password for this option if you want to limit the
users who can enter item prices. If this option is not marked, you can’t enter items that don’t have
prices in the system.
Convert Functional Price Mark this option if you want the functional currency price to be converted
if a price can’t be found in the originating currency for an item. If a functional currency price isn‘t
available, the price will be zero. This field is available only if you‘ve marked Prices Not Required in
Price List.
3. Select data entry default settings.
Quantity Shortage Select the default option to use when you have fewer items in inventory than a
customer requests.
Document Date Select which date to use as a default date when you open the Sales Transaction
Entry window. You can use the date from the last document you entered or the User Date.
Price Warning Select a price warning to alert users when the default price for the item is used on a
sales document instead of the default price for the customer.
NOTE
This option does not apply if you’re using extended pricing.
The price of an item on a sales document is determined by the price level for the customer in the
Customer Maintenance window. If one isn‘t available, the default price level in Receivables
Management Setup window is used. If a default price level is not found there, the default price level
for the item will be used.
Requested Ship Date Select the default requested ship date for line items in the Sales Date Entry
window. If you select Days After Doc. Date, enter the number of days after the document date that the
items should be shipped.
4. Enter document default information, including the IDs of the site, checkbook, quote, order, fulfillment order
—if you’re using sales fulfillment workflow — invoice, back order, and return you use most often. The entries
you make here will appear as the default entries in the Sales Transaction Entry window.
If you haven‘t set up quotes, orders, back orders, fulfillment orders, invoices, and returns, skip the document
default entries at this time. Later, after you‘ve set up at least one type of quote, order, back order, fulfillment
order, invoice, and return, you can complete these entries. For more information about setting up document
types, see Chapter 3, “Document setup.”
5. Mark Customer or Item to specify whether the posting accounts associated with the customer or with the
item should appear as the default entries during transaction entry. This option determines which Sales and
Cost of Goods Sold accounts to use for a sales transaction.
6. Mark whether to maintain history for sales documents and account distributions. If you choose to maintain
history, a detailed copy of the sales document will be kept after it is transferred, voided, or posted.
For account distributions, a detailed record of transaction distributions that are posted through General
Ledger will be kept. Account distribution history includes the audit trail code, account, account description,
debit or credit amount, and other information about each transaction.
If you don‘t select to maintain history, quotes, orders, and back orders will be deleted when they‘re
transferred or voided. Invoices and returns will be deleted when they‘re posted.
NOTE
Keeping history will increase the amount of hard disk space needed to run Microsoft Dynamics GP. Periodically, you
can remove history to ensure that you‘re keeping only the records you need. For more information, see Chapter 31,
“Sales history removal.”
7. Enter the number of decimal places to use when displaying and entering quantity amounts for non-
inventoried items.
8. If you aren‘t using Multicurrency Management, enter the number of decimal places to use when displaying
and entering currency amounts for noninventoried items.
If you‘re using Multicurrency Management, choose the expansion button to open the Sales Non-Inventoried
Currency Decimals Setup window where you can define currency decimal places for each currency to which
9. Choose File >> Print or the printer icon button to print the Sales Order Processing Setup List. You also can
print the report using the Sales Setup Reports window.
10. Choose OK to save your setup options.
Setting up currency decimal places for noninventoried items
If you are using Multicurrency Management, you can use the Sales Non-Inventoried Currency Decimals Setup
window to define currency decimal places for noninventoried items for each currency that your company uses.
Amounts will appear in the format defined in this window whenever you enter a non-inventoried item for a specific
currency.
If you aren‘t using Multicurrency Management, use the Sales Order Processing Setup window to define the
number of decimal places when displaying currency amounts for non-inventoried items.
You can change the non-inventoried currency decimal places for a currency at any time. Changing the decimal place
setting for a currency won’t change the decimal place settings of non-inventoried items already entered on existing
sales documents. The settings will be applied to new items added to existing transactions or to new transactions.
To set up currency decimal places for non-inventoried items
1. Open the Sales Non-Inventoried Currency Decimals Setup window. (Sales >> Setup >> Sales Order
Processing >> Currency expansion button)
2. Enter or select the number of decimal places to use when displaying currency amounts for non-inventoried
items.
3. Continue defining decimal places for all the currencies displayed in the window.
4. Choose File >> Print to print the Sales Non-Inventoried Currency Decimals Setup List.
You can use the Sales Order Processing Setup Options window to specify a method for calculating taxes,
preferences for generating purchase orders (if you’re using Purchase Order Processing), and to set up other sales
options.
You can further restrict each option by assigning a password to it. If the option is marked but no password is
entered, anyone who has access to the related windows can use the option.
If you’re using advanced picking, you can select to sort individual picking tickets by bin sequence. If you’re using
advanced picking and multiple bins, you can select to print default bins or all available bins when a default bin isn’t
found.
To set up taxes and options
1. Open the Sales Order Processing Setup Options window. (Sales >> Setup >> Sales Order Processing >>
Options button)
2. Mark the type of tax calculation to use on sales documents.
Advanced Mark Advanced to specify a tax schedule to use for noninventoried items and freight and
miscellaneous charges. For inventory items, the tax schedule you chose for each item in the Item
Maintenance window will be used.
Single Schedule Mark Single Schedule to specify one tax schedule for all items on all documents.
Items on each sales document will be taxed using the tax details in the schedule you specify here, even
if the item is nontaxable or if the customer is tax exempt. Taxes won‘t be calculated on freight or
miscellaneous charges.
For more information about calculating and distributing sales tax amounts, see Chapter 18, “Sales
Order Processing taxes.”
3. If you selected to use advanced tax calculations, enter or select tax options for non-inventoried items, freight,
and miscellaneous charges. You can change the tax schedules used for a transaction in the Sales Tax
Schedule Entry window during transaction entry. The tax options are:
Taxable The default tax details for the customer or site will be compared to the tax details in the tax
Base on customers The tax details from the customer tax schedule or the site tax schedule will be the
default, depending on whether the shipping method is delivery or pickup.
4. Select a default sorting option for picking tickets. Your selection determines how information is printed on
picking tickets. The sorting options are:
Standard Pick Ticket Items will be printed on the picking ticket in the order that they were entered
in the Sales Transaction Entry window.
Bin Sequence Items will be printed on the picking ticket sorted by bins and then items.
5. If you’re using multiple bins, select when to print bins on blank individual picking tickets. The options are:
Always Default bin information and additional available bin information always will be printed on the
picking ticket.
When Default Bin can’t be Found Additional available bin information will be printed on the
picking ticket only when a default bin can’t be found for an item.
6. If you’re using Purchase Order Processing, select a default site to use when generating purchase orders
from sales orders and back orders. Your selection determines how purchase orders and purchase order line
items are created. The choices are:
Don’t Combine Items with Different Sites on Same PO If you select this option, items with
different sites on a sales order document will be listed on separate purchase orders. For example, on a
sales order document, ITEMA is assigned to the NORTH site and ITEMB is assigned the SOUTH site.
When you generate the purchase orders, ITEMA and ITEMB would be listed on two separate
purchase orders.
Combine Items with Different Sites on Same PO If you select this option, items with different
sites on a sales order document will be listed on the same purchase order if they have the same
vendor. For example, on a sales order document, ITEMA is assigned to the NORTH site, ITEMB is
assigned to the SOUTH site and ITEMA and ITEMB have the same primary vendor. When you
generate the purchase order, ITEMA and ITEMB would be listed as two line items on a single
purchase order.
Use a Single Site for All POs If you select Use a Single Site for All POs, you can enter the site
where all items will be received in the Site ID field. After the quantities are received, you must transfer
the quantities from the receiving site to the sites listed on the sales order document.
7. If you’re using Purchase Order Processing, select a default required date. This date is set for each line item
and is the date by which you must receive the item on a purchase order. This date can be viewed or changed
in the Purchasing Item Detail Entry window.
If you select Days Prior to Requested Ship Date, enter the number of days you want to receive the purchase
order line items before the requested ship date of the sales line items. For example, if you enter 2 as the
number of days before the requested ship date and a sales item has a requested ship date of April 29, the
required date of the purchase order line item will be April 27. The user date will be used as the required date
when the required date could be calculated in the past.
8. If you’re using Purchase Order Processing, select the default unit of measure that will be used when
purchase orders are generated from orders and back orders. You can use the U of M from the sales line item
or use the item‘s default purchasing U of M.
9. If you’re using Purchase Order Processing, mark Combine Similar Line Items Into a Single PO Line to
combine an item listed several times on a purchase order into one purchase order line item. If this option
isn‘t marked, an item could be listed on the purchase order multiple times—once for each sales document
that includes a shortage for the item and is linked to the purchase order.
For example, suppose Order11 has a quantity to purchase of 2 for ITEMA for the NORTH Site and Order15
has a quantity to purchase of 3 for ITEMA for the NORTH Site. If you mark this option, ITEMA will be listed
once on a purchase order for a quantity of 5. If you don‘t mark this option, ITEMA will be listed twice on the
purchase order.
10. If you’re using Purchase Order Processing, you can combine drop ship items onto one purchase order,
rather than creating separate purchase orders for the same item. There are two options for drop ship items:
Combine Different Ship-To Addresses into one PO Mark this option to create one purchase order
from one sales order with multiple lines that contains different ship-to addresses. This is useful when you
have a sales order for one company and you’re drop shipping to multiple locations. When used in
conjunction with the Combine Similar Items into a Single PO Line option, similar items with the same
ship to address are combined into one line. If this option is not marked, individual purchase orders are
created for each item.
For example, ORDER01 contains ITEM A with a quantity of 2 to the SHIPPING 1 ship-to address. Line 2 is
for ITEM A with a quantity of 3 to the SHIPPING 2 ship-to address, and you are drop shipping all items.
One purchase order with two lines will be created. The shipping address will print with the corresponding
lines.
Combine Different Ship-To Addresses from Different Sales Orders into one PO Mark to create
one purchase order from multiple sales orders when drop shipping to multiple shipping addresses.
This is useful when you have several sales orders and you’re drop shipping the same item to multiple
locations, only one purchase order is necessary to purchase the correct quantity of the items. When
used in conjunction with the Combine Similar Items into a Single PO Line option, the item quantities
with the same shipping address are summed onto one line on the PO.
For example, with all the options marked, you have ORDER01 for ITEM A with a quantity of 2 to
SHIPPING 1 ship-to address, ORDER02 is for ITEM A with a quantity of 1 to SHIPPING 2 ship-to
address, and ORDER03 is for ITEM A with a quantity of 2 to SHIPPING 1 ship-to address, and you
are drop shipping all items. On the purchase order, you’ll see Line 1 for ITEM A with a quantity of 4,
and Line 2 for ITEM A with a quantity of 1. The shipping address will print with the corresponding
lines.
Mark sales options. You can further restrict each option by assigning a password to it.
Allow Markdown Mark to allow users to enter a currency amount or percentage by which the
extended price of individual line items will be reduced using the Sales Markdown Entry window.
Auto-Assign Lot Numbers Mark to automatically assign lot numbers to items. Lot numbers can be
assigned by receipt date or by expiration date, depending on how you selected to automatically assign
lot numbers in the Inventory Control Setup window. If lot numbers are assigned by receipt date, the
assignment is based on the valuation method when the items are entered or fulfilled on a sales
document. If lot numbers are assigned by expiration date, the lot numbers nearing expiration are used
first. Lot numbers without an expiration date aren’t assigned. Lot numbers can be changed after
they‘ve been assigned and before posting using the Sales Lot Number Entry window.
When automatically assigning lot numbers, expired lots aren’t used even if you marked the Other
Transactions option in the Inventory Control Setup window.
-Auto-Assign Serial Numbers Mark to automatically assign serial numbers to items according to their
valuation method when the items are entered or fulfilled on a sales document. Serial numbers can be
changed after they‘ve been assigned and before posting using the Sales Serial Number Entry window.
Enter Non-Inventoried Items Mark to allow users to enter noninventoried items in the Sales
Transaction Entry window or Sales Item Detail Entry window without first creating records for those
items. If you don‘t mark this option, only items that exist in your inventory can be sold.
Allow Price Below Cost Mark to allow users to enter prices in the Sales Transaction Entry window
that are lower than the current cost of an item. If you don‘t mark this option, prices below the current
cost won't be allowed.
Override Prices Mark to allow users to override the default unit price and the extended price that is
automatically calculated when you enter items in the Sales Transaction Entry window or Sales Item
Detail Entry window. If you don‘t mark this option, you can‘t change either amount.
Override Quantity Shortages Mark to allow users to sell more items than are currently available in
inventory. If you mark this option and a quantity entered in the Sales Transaction Entry window is
greater than the quantity available, the Sales Quantity Shortage Options window will open and you
can select to override the quantity available. If you don‘t mark this option, only the quantity available
can be sold.
Override Price Levels Mark this option to allow users to override price levels for customers or items
on a sales document. If you don‘t mark Override Price Levels, you can‘t change the price levels. This
could cause problems if no prices are set up in the price list for the price level.
For example, suppose you select a customer that is assigned to a retail price level and you only have
prices set up in the price list for the wholesale price level. You can‘t complete the transaction because
you can‘t change the price level on the transaction for the customer.
NOTE
Allow Deletion of PO Commitments Mark to allows users to break the commitment between a
sales document and a purchase order in Sales Order Processing. If this option isn‘t marked, you can
only break the commitment in Purchase Order Processing.
Allow Sale of Discontinued Items Unmark if you don’t want to sell discontinued items. If this
option is marked, you can sell discontinued items.
11. Choose File >> Print to print the Sales Order Processing Setup List.
12. Choose OK.
Use the Sales Document Numbers Setup window to enter document numbers, codes, and printing formats for
quotes, orders, fulfillment orders, back orders, invoices, and returns.
To set up document numbers
1. Open the Sales Document Numbers Setup window. (Sales >> Setup >> Sales Order Processing >>
Numbers button)
2. Enter or accept the default document codes, next numbers, and printing formats for quotes, orders,
fulfillment orders/invoices, returns, and back orders.
Code The code is a three-character prefix that will be printed on posting journals and edit lists to
identify the type of document entered.
Next Number These numbers will be used as the document numbers in the Sales Transaction Entry
window if the document ID you‘re using has not been set up to use its own numbering system. Each
time you enter a transaction, the number will increase by one to the next available number.
For example, assume you set up three types of invoice IDs—retail, wholesale, and catalog—and you
enter an invoice next number for the retail invoice ID in the Sales Invoice Setup window. Invoices
using the wholesale and catalog invoice IDs will use the next number from the Sales Document
Numbers Setup window, but invoices based on the retail invoice ID will be assigned the number you
entered in the Sales Invoice Setup window. For more information about document IDs, see Chapter 3,
“Document setup.”
IMPORTANT
Be sure to enter a next number that is large enough to accommodate your business volume. For example, if
you enter ORD001 as the next order number, you‘ll be able to enter up to 999 orders. If you enter
ORD00001, you‘ll be able to enter 99,999 orders.
Format Select the default format for each type of document—blank paper, short form, long form, or
other form. You can change the format before printing the document.
3. Enter or accept the default document codes, next numbers, and formats, and the document numbers you
want to use for packing slips and picking tickets.
If you select Document, the document numbers from the orders or invoices will be used.
If you select Packing Slip or Picking Ticket, the next number you‘ve entered here for packing slips and
picking tickets will be used.
NOTE
Typically, businesses use the same document numbers on packing slips and picking tickets that were used on the
orders or invoices from which they were created. For this reason, the same document numbers will be used unless you
specify a different next number here.
4. Choose OK.
Use the Sales User-Defined Fields Setup window to enter names for up to ten userdefined fields to further identify
quotes, orders, back orders, invoices, and returns. Later, when you enter sales transactions, the names will appear in
the Sales UserDefined Fields Entry window, where you can enter information that is unique to the transaction. You
can set up the following types of user-defined fields.
List Use list fields to predefine options to track information that is specific to your business. For example, to
track the origin of orders, you could name the list Order Origin and enter Fax, Phone, and Mail as values for
the list. When you enter transactions, Order Origin will appear as a field in the Sales User-Defined Fields
Entry window and you can specify where the order originated or include additional values.
Date Use date fields to record additional dates that affect your sales documents. For instance, if you want to
track the date that an installation was complete, enter Install Date in a date field.
Text Use text fields to record additional information about the transactions you enter in the Sales
Transaction Entry window. For example, to track special ID numbers for shipped equipment, you can enter
Shipping ID in the text field.
Prospect Maintenance Use Prospect Maintenance to track additional information about your prospective
customers. For example, to track which prospects are good, very good, and excellent, enter Lead Status in a
prospect maintenance field. You can enter information in these fields in the Sales Prospect Maintenance
window.
Customer/Item Maintenance Use Customer/Item Maintenance to track additional information about
your customer item numbers. For example, to track the distributor with the fastest delivery time for an item,
enter Quickest Distributor in a customer/item maintenance field. You can enter information in these fields in
the Customer Item Maintenance window.
To set up user-defined fields
1. Open the Sales User-Defined Fields Setup window. (Sales >> Setup >> Sales Order Processing >> User-
Defined button)
2. Enter names for as many as three list fields. Choose the expansion button next to each this window to enter
values for each list.
3. Enter names for one or two date fields to record additional dates that affect your sales documents.
4. Enter names for as many as five text fields to track additional information about your customers.
5. Enter names for one or two prospect maintenance text fields.
6. Enter names for as many as five customer/item maintenance text fields.
7. Choose File >> Print to print the Sales User-Defined Fields Setup List.
You can use the Sales Process Holds Setup window to create process holds to assign to your sales documents.
Process holds are user-defined restrictions that control the processing of sales documents at different stages of the
sales cycle. For example, you can set up process holds to:
Require a manager‘s approval before a return can be posted.
Prevent posting of documents until a manager approves the transactions.
Restrict the printing of invoices until addresses have been verified.
Stop the order fulfillment process because a part has been recalled by the manufacturer.
Prevent the transferring of a quote to an order if the customer is over its credit limit.
Stop a document status from advancing to the next tracked status.
For more information about using process holds, see Assigning process holds to a document.
You can set up passwords to further restrict processing. The user must enter the password to remove holds from
documents. If you don‘t use passwords, you can set up a process hold to remind the user to complete a task before
processing a sales document. Once the task is completed, the user must remove the hold from the document
before processing occurs. You can apply process holds to any document type.
To set up process holds
1. Open the Sales Process Holds Setup window. (Sales >> Setup >> Process Holds)
2. Enter a name and description for a process hold. You can assign a password to remove this process hold.
3. Mark any of the processes you want to restrict with this process hold.
Transferring Documents Mark to stop the transfer of documents from one document type to
another until the hold is removed. (This option has no effect on return documents since they cannot
be transferred to other document types.) Posting Mark to stop the posting of invoices or returns until
the hold is removed. If you have orders that contain a deposit amount, the deposit amount will be
posted when the document is saved, regardless of whether a posting hold has been assigned.
Fulfillment Advancement Mark to stop the advancement of fulfillment order document statuses
until the hold is removed.
Fulfilling Documents Mark to stop the fulfillment of orders or invoices until the hold is removed.
Printing Documents Mark to stop the printing of documents until the hold is removed. If you
restrict the printing of an order, invoice, or fulfillment order, the picking ticket and packing slip won‘t
be printed either. This will eliminate the possibility of shipping items for documents that are on hold.
4. Choose Save to save the information you’ve entered.
To review the entries and selections you’ve made for a specific process hold, print the Sales Process Holds
Setup Report by choosing File >> Print or the printer icon button while the Sales Process Holds Setup
window is displayed.
To review the entries for all process holds, print the Sales Process Holds Setup Report (Sales >> Reports >>
Setup).
You can use either standard or extended pricing. In both pricing systems, you can set up different pricing structures
—price levels in standard pricing, or price sheets and price books in extended pricing. You can create different
pricing for different currencies and different units of measure. Either system can be used to create pricing structures
with quantity breaks. However, you must choose one pricing system and use it exclusively; you can’t use both
systems simultaneously.
PRICING METHOD DESCRIPTION

Standard pricing Standard pricing might be a better option for your company if
any of the following conditions are true:
- You’re using Invoicing. (Extended pricing doesn’t work with
Invoicing.)
- You want price lists to be updated automatically when the
current cost or standard cost of an item changes.
- You have a fairly simple pricing structure, and don’t need
additional tiers.
For more information about standard pricing structures, see
the Inventory Control documentation.
Extended pricing Extended pricing might be a better option for your company if
- You want to use date-specific pricing.
- You want to create promotions for special pricing, for value-
off pricing, or for free items with the purchase of another item.
- You have a complex pricing structure: you want to use more
tiers or you want to apply multiple promotions simultaneously.
For more information about extended pricing, see the
Inventory Control documentation.

Use the Enable Extended Pricing window to activate or inactivate extended pricing functionality.
You can use either standard or extended pricing. You must choose one pricing system and use it exclusively; you
can’t use both systems simultaneously. For more information on selecting a pricing method, see Selecting a pricing
method. For more information on how each pricing method works, see the Inventory Control documentation.
To enable extended pricing
1. Open the Enable Extended Pricing window. (Sales >> Setup >> Extended Pricing)
2. Select whether to use standard or extended pricing. Standard pricing is the default method.
If you’re using advanced picking, use the Advanced Picking Setup window to assign a picking ticket printing option
to a selected site and items that are assigned to that site. For example, if a site has small items that can be picked in
bulk, you could select Bulk for that site. If a site has items that are picked only individually, you could select
Individual for that site. And, if a site has items that are picked both individually and in bulk, you could select Both
for that site.
If you select Both for a site, you can use the Item Print Option Preview window or the Item Quantities Maintenance
window to change the item print option for selected items within the site. For more information, refer to the
You also can indicate the character of the bin number to create a page break on. The character string—up to and
including the selected character—is sorted alphabetically. Characters after the selected character will not be
considered in the sort.
To set up advanced picking
1. Open the Advanced Picking Setup window. (Sales >> Setup >> Advanced Picking Setup)
2. Enter or select a site ID.

3. Select a general print option for the site.
Individual When the selected site is included on a fulfillment order, order, invoice, or return,
individual picking tickets will be printed. Items assigned to the selected site will be printed only on
individual picking tickets.
Bulk When the selected site is included on a fulfillment order/invoice, bulk picking tickets will be
printed. Items assigned to the selected site will be printed only on bulk picking tickets. You can print
bulk picking tickets for fulfillment orders only.
Both When the selected site is included on a fulfillment order, order, invoice, or return, you can select
to print individual picking tickets or bulk picking tickets. Items assigned to the selected site will be
printed on both individual and bulk picking tickets.
4. Select the bin character to indicate a page break on the picking ticket.
For example, suppose that a warehouse names bins by warehouse, aisle, rack, and shelf. Bin A123 reflects
warehouse A, aisle 1, rack 2, and shelf 3, and the following bins are included on a picking ticket: A116, A123,
A127, A224, A226, and A267. To print a separate picking ticket for each rack, you would select the third
character of the bin number for the site.
The following table lists the bins in alphabetical order with the page that will be displayed on the picking
tickets.
PAGE NUMBER BIN NUMBERS
Page 1 A116
Page 2 A123, A127
Page 3 A224, A226
Page 4 A267
5. Choose Save.
Chapter 3: Document setup

You can set up and customize an unlimited number of quote, order, back order, fulfillment order, invoice, and return
document IDs and specify different options for each document ID. You must set up at least one document ID for
each document type that you’ll use in your organization.
You can modify a document ID at any time. The changes will affect future transactions that use the document ID
but won’t change the information for existing transactions. There are several settings that can’t be changed if there
are unposted documents using the document ID. For more information about modifying document IDs, see
Chapter 5, “Document ID maintenance.”
The document setup information contains the following sections:
Setting up quotes
Setting up orders
Setting up fulfillment orders or invoices
Setting up back orders
Setting up invoices
Setting up returns
Assigning process holds to sales document IDs
Setting up quotes
Use the Sales Quote Setup window to set up and customize an unlimited number of quote IDs, which you can use
for different situations. For example, if you need separate quote IDs for your wholesale, retail, and catalog
customers, you can set up separate quote IDs for each of these customer groups. When you enter a quote in the
Sales Transaction Entry window, you can select the type of quote from the list of quote IDs you’ve set up.
You can set up a quote ID to expire in a certain number of days. The number you enter will be added to the quote
date in the Sales Date Entry window to determine the date the quote will expire. After a quote expires, it can’t be
transferred to an order or to an invoice, and it will remain in the system until it is voided or deleted.
You can choose whether to use a quote ID for repeating quotes. A repeating quote is a quote that is saved in a
batch and used more than once. When you transfer a quote to an order or invoice, the quote will remain in the
batch so it can be used again. Using repeating quotes saves time if you frequently print quotes with the same line
item information for the same customer.
To set up quotes
1. Open the Sales Quote Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Quote option)
2. Enter a Quote ID and, if you want this quote ID to have a unique document numbering system, enter a
Quote ID Next Number.
You can set up a different next number for each quote ID. When you enter a quote in the Sales Transaction
Entry window, the next number for the quote ID is used as the document number. If you don’t enter a next
number for the quote ID, the next quote number from the Sales Document Numbers Setup window is used.
3. Enter the days to expire. If you don’t want the quote to expire, leave the value at zero.
4. You can enter a Comment ID. The comment ID you enter will appear as the default comment ID in the Sales
Transaction Entry window, where you can change it, if necessary.
5. You can select the format to use when you print a quote with this quote ID — blank paper, short form, long
form, or other form. You can change the format before printing the document.
6. Mark the options to transfer this quote ID to orders, invoices, or both, and select an ID for each document.
The order and invoice IDs you enter will appear in the Sales Document Detail Entry window as the default
document type, but can be changed before transferring the quote.
If you’re using sales fulfillment workflow, you can transfer this quote ID to fulfillment orders and select a
fulfillment order ID.
7. If you marked a transfer option, you can specify whether item quantities will appear in the Quantity to Order
or Quantity to Invoice fields on the quote in the Sales Transaction Entry window.
To Order Item quantities will appear as the quantity to order in the Sales Transaction Entry window
when you use this quote ID. This selection is the best choice if you transfer a quote to an order more
often than you transfer a quote to an invoice.
To Invoice Item quantities will appear as the quantity to invoice in the Sales Transaction Entry
window when you use this quote ID.
None You will need to enter item quantities manually in the Sales Transaction Entry window.
8. You can mark options to use this quote ID for prospective customers and to allow repeating quotes.
Use Prospects Mark to allow users to enter documents with this quote ID for prospective customers.
Allow Repeating Documents Mark to allow users to set up repeating quotes with this ID. You can
assign repeating information, such as the number of times to repeat and days to increment, in the
Sales Document Detail Entry window.
9. Mark the options for entering documents using this quote ID. You can enter a password to restrict a user
from using the option during transaction entry. If an option is marked but no password is entered, anyone
who has access to the window can use the option.
You can set up these options differently for each quote ID.
Delete Documents Mark to allow users to delete quotes. If you delete a quote, all the information
associated with the quote will be removed. If unmarked, you can’t delete quotes in the Sales
Edit Printed Documents Mark to allow users to make changes to quotes after they’ve been printed.
Override Document Numbers Mark to allow users to change the document number that is
assigned in the Sales Transaction Entry window. If unmarked, the next available quote number will be
assigned and you can’t change it.
Void Documents Mark to allow users to void quotes after they’ve been entered. If marked and
you’ve selected to track voided transaction history in the Sales Order Processing Setup window,
voided quotes will be saved in history. If unmarked, you can’t void quotes in the Sales Transaction
Entry window.
10. Choose Holds and assign process holds to the quote ID to stop processing on particular document IDs or
documents. For more information about assigning process holds, see Assigning process holds to sales
document IDs.
11. Choose Save to save the quote information you’ve entered.
To review the entries and selections you’ve made for a specific quote ID, print the Sales Quote Setup List by
choosing File >> Print or the printer button while the Sales Quote Setup window is displayed.
To review the entries for all quote IDs, print the Sales Quote Setup List (Reports >> Sales >> Setup).
Setting up orders
Use the Sales Order Setup window to set up and customize an unlimited number of order IDs, which you can use
for different situations. For example, if you need separate order IDs for your wholesale, retail, and catalog order
customers, you can set up separate order IDs for each of these customer groups. When you enter an order in the
Sales Transaction Entry window, you’ll select the type of order from the list of order IDs you’ve set up.
You can choose whether to use an order ID for repeating orders. A repeating order is an order that is saved in a
batch and used more than once. When you transfer an order to a back order or invoice, the order will remain in the
batch so it can be used again. Using repeating orders saves time if you frequently print orders with the same line
To set up orders
1. Open the Sales Order Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Order button)
2. Enter an Order ID and, if you want this order ID to have a unique document numbering system, enter an
Order ID Next Number.
You can set up a different next number for each order ID. When you enter an order in the Sales Transaction
Entry window, the next number for the order ID is used as the document number. If you don’t enter a next
number for the order ID, the next order number from the Sales Document Numbers Setup window is used.
4. You can select the format to use when you print an order with this order ID — blank paper, short form, long
5. Mark Transfer Order to Back Order to allow transferring this order ID to back orders, and enter a back order
ID. If you don’t mark this option, you can’t enter back order quantities on an order using this order ID.
The back order ID you enter will appear in the Sales Document Detail Entry window as the default document
type, but can be changed before transferring the order.
6. Enter the Invoice ID to use when transferring orders to invoices.
If you’re using sales fulfillment workflow, enter the fulfillment order ID to use when transferring orders to
fulfillment orders.
The invoice ID you enter will appear in the Sales Document Detail Entry window as the default document
7. You can mark to allow repeating documents. You might want to do this if, for example, you have a customer
who orders the same items on a regular basis.
If you mark this option, the Frequency and Times to Repeat fields in the Sales Document Detail Entry
window will be available and you can enter repeating information as you enter orders.
NOTE
You can select Allow Repeating Documents only if you’re allocating by Document/ Batch or None.
8. Mark the Use Separate Fulfillment Process option to use a separate fulfillment process to verify the items
that are picked to fill the order. If this option is not marked, the fulfillment is done when the item is allocated.
For more information about allocating and fulfilling, see Chapter 19, “Allocating item quantities.”
9. You can mark Allow all Back Ordered Items to Print on Invoice to print backordered items on the invoice
created from an order.
10. You can enter or select a Credit Limit Hold ID to apply to the order ID to stop processing a sales document
that will result in a customer’s receivables balance exceeding their credit limit.
11. You can mark the Override Quantity to Invoice with Quantity Fulfilled option to display the same quantity in
the Quantity to Invoice field in the Sales Transaction Entry window as the Quantity Fulfilled field in the Sales
Order Fulfillment window. This ensures that the quantity invoiced equals the quantity fulfilled.
You can set up additional options differently for each order ID.
Enable Quantity to Back Order in Sales Order Fulfillment Mark this option to enter or change
information in the Qty to Back Order field in the Sales Order Fulfillment window.
Enable Quantity Canceled in Sales Order Fulfillment Mark this option to enter or change
information in the Qty Canceled field in the Sales Order Fulfillment window.
For example, suppose you create an order for widgets and enter 10 in the Original Quantity field, 10 in the
Qty Ready to Fulfill field, and 0 in the Qty Fulfilled field. However, when you fulfill the order, there are only 8
widgets available to fill the order, so you enter 8 in the Qty Fulfilled field. The Qty Ready to Fulfill field also
will display 8. The remaining quantity will be back ordered or canceled, depending on the option you select
here and in the Customer Maintenance Options window. For more information, refer to the Receivables
12. Select a method for allocating item quantities—the process of reserving inventory items so the available
quantity is reduced by the quantity ordered.
Line Item Item quantities are allocated as you enter them on an order. If this option is marked, you’ll
be required to make quantity shortage decisions as each item is entered.
If marked and you’re not using a separate fulfillment process, item quantities will be fulfilled as well.
Document/Batch Entire orders or batches of orders are allocated using the Sales
Allocation/Fulfillment Options window. This option allows for faster data entry because items won’t
be checked for quantity shortages as they’re entered on sales documents.
None Item quantities are allocated when you transfer an order to an invoice using the allocation
options for the invoice ID. You won’t be able to allocate item quantities for orders.
13. Mark the options for entering documents using this order ID. You can enter a password to restrict a user
from using the option during transaction entry. If an option is marked but a password hasn’t been entered,
anyone who has access to the window can use the option.
You can set up these options differently for each order ID.
Allow Invoicing of Unfulfilled or Partially Fulfilled Orders Mark to allow users to transfer an
order to an invoice when the order is partially fulfilled. If unmarked, only completely allocated or
fulfilled orders will be transferred to invoices.
Delete Documents Mark to allow users to delete orders after they’ve been saved. If you delete an
order, all the information associated with the order will be erased. If unmarked, you can’t delete orders
Edit Printed Documents Mark to allow users to make changes to orders after they’ve been printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available order number will be
Void Documents Mark to allow users to void orders after they’ve been entered. If marked and
voided orders will be saved in history. If unmarked, you can’t void orders in the Sales Transaction
Entry window.
14. Choose Holds to assign process holds to the order ID to stop processing. For more information about
assigning process holds, see Assigning process holds to sales document IDs.
15. Choose Save to save the order information you’ve entered.
To review the entries and selections you’ve made for a specific order ID, print the Sales Order Setup List by
choosing File >> Print or the printer button while the Sales Order Setup window is displayed.
To review the entries for all order IDs, print the Sales Order Setup List (Reports >> Sales >> Setup).
If you’re using sales fulfillment workflow, use the Sales Fulfillment Order/Invoice Setup window to set up an
unlimited number of fulfillment order IDs and invoice IDs, which you can use for different situations. For example,
you can set up separate fulfillment order IDs or invoice IDs for wholesale, retail, and catalog customers. When you
enter a fulfillment order or an invoice in the Sales Transaction Entry window, you can select the type of fulfillment
order or invoice from the list of fulfillment order IDs and invoice IDs you’ve set up.
If you’re not using sales fulfillment workflow, the window name will be Sales Invoice Setup. Refer to Setting up
invoices for more information.
To set up fulfillment orders or invoices
1. Open the Sales Fulfillment Order/Invoice Setup window. (Sales >> Setup >> Sales Order Processing >>
Sales Document Setup button >> select the Fulfillment Order/Invoice option)
2. Enter a fulfillment order/invoice ID. If the ID should have a unique document numbering system, enter a
Fulfillment Order/Invoice ID Next Number.
You can set up a different next number for each fulfillment order/invoice ID. When you enter a fulfillment
order or invoice in the Sales Transaction Entry window, the next number for the fulfillment order/invoice ID
is used as the document number. If you don’t enter a next number for the fulfillment order/ invoice ID, the
next fulfillment order number or invoice number from the Sales Document Numbers Setup window is used.
3. You can enter a comment ID. The comment ID you enter will appear as the default comment ID in the Sales
4. You can select the format to use when you print a fulfillment order or an invoice with this fulfillment
order/invoice ID. You can use blank paper, short form, long form, or other form, and you can change the
format before printing the document.
5. Select the method used to allocate item quantities—the process of reserving inventory items so the available
quantity is reduced by the quantity billed.
Line Item Select this method to allocate item quantities as you enter them on a fulfillment order or
an invoice. If you select this method, you’ll be required to make quantity shortage decisions as each
item is entered.
If you’ve selected to allocate by line item and you’re not using a separate fulfillment process, item
quantities will be fulfilled, as well.
Document/Batch Select this method to allocate entire fulfillment orders, invoices, batches of
fulfillment orders, or batches of invoices using the Sales Allocation/Fulfillment Options window. This
option allows for faster data entry because items won’t be checked for quantity shortages as they’re
entered on sales documents.
6. Mark Transfer Fulfillment Order/Invoice to Back Order to be able to transfer this fulfillment order or invoice
to a back order and enter the back order ID that will be used.
type, but can be changed before transferring the fulfillment order or invoice.
7. Mark the Use Separate Fulfillment Process option if item quantities should not be fulfilled during allocation.
If this option is not marked, the fulfillment is completed when the item is allocated. For more information
about allocating and fulfilling items, see Chapter 19, “Allocating item quantities.”
8. You can enter or select a Credit Limit Hold ID to apply to the order ID to stop processing on documents that
exceed the set credit limit for the customer.
9. Mark the Enable Fulfillment Workflow option to track document statuses. You can enter or select a
fulfillment workflow hold ID. For more information, refer to Setting up fulfillment workflow for sales.
10. If you marked the Enable Fulfillment Workflow option, you can mark other options.
This table describes each option that you can mark.
OPTION DESCRIPTION
Update Actual Ship Date During Confirm Ship If you marked the Enable Fulfillment Workflow option, you
can mark this option to display the date that you
confirmed shipment of the items. The date that you chose
Confirm >> Ship in the Sales Transaction Entry window will
be displayed in the Date Shipped field in the Sales
Override Billed Quantity with Quantity Fulfilled You can mark this option to display the same quantity in
the Quantity Billed field in the Sales Transaction Entry
window as the Quantity Fulfilled field in the Sales Order
Fulfillment window. This option is marked automatically
when the Enable Fulfillment Workflow option is marked.
Enable Quantity Canceled in Sales Order Fulfillment You can mark this option to enter or change information in
the Qty Canceled field in the Sales Order Fulfillment
window. Refer to Setting up fulfillment orders or invoices
Enable Quantity to Back Order in Sales Order Fulfillment You can mark this option to enter or change information in
the Qty to Back Order field in the Sales Order Fulfillment
window. This option is available only when you’ve selected
the Transfer Order to Back Order option in the Sales Order
Setup window or the Transfer Fulfillment Order/Invoice to
Back Order option in the Sales Fulfillment Order/Invoice
Setup window. Refer to Setting up fulfillment orders or
Update Invoice Date on First Print If you marked the Enable Fulfillment Workflow option, you
can mark this option to display the date that the invoice is
printed in the Invoice Date field in the Sales Date Entry
window. This option is marked automatically when sales
fulfillment workflow is registered.
11. If you marked the Transfer Fulfillment Order/Invoice to Back Order option, you can mark the Enable
Quantity to Back Order in Sales Order Fulfillment option to enter or change information in the Qty to Back
Order field in the Sales Order Fulfillment window.
12. Mark options for documents using this fulfillment order ID or invoice ID. You can enter a password to
restrict a user from using the option during transaction entry. If an option is marked but no password is
entered, anyone who has access to the window can use the option.
You can mark options for any or all of the fulfillment order IDs or invoice IDs.
Delete Documents Mark to allow users to delete fulfillment orders or invoices after they’ve been
saved. If you delete a fulfillment order or an invoice, all the information associated with the fulfillment
order or invoice will be deleted. If unmarked, you can’t delete fulfillment orders or invoices in the
Edit Printed Documents Mark to allow users to make changes to fulfillment orders or invoices after
they’ve been printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available fulfillment order
number or invoice number will be assigned and you can’t change it.
Void Invoice Documents Mark to allow users to void invoices after they’ve been entered. If marked
and you’ve selected to track voided transaction history in the Sales Order Processing Setup window,
voided invoices will be saved in history. If unmarked, you can’t void invoices in the Sales Transaction
Entry window.
13. Choose Holds to assign process holds to the fulfillment order ID or invoice ID. For more information about
14. Choose Workflow to select the document statuses to track. For more information, see Setting up fulfillment
workflow for sales.
15. Choose Save to save the fulfillment order or invoice information you’ve entered.
To review the entries and selections you’ve made for a specific fulfillment order ID or invoice ID, choose File >>
Print in the Sales Fulfillment Order/Invoice Setup window to print the Sales Invoice Setup List.
To review the entries for all fulfillment order IDs or invoice IDs, print the Sales Invoice Setup List (Sales >> Reports
>> Setup).
Use the Sales Back Order Setup window to set up and customize an unlimited number of back order IDs, which
you can use for different situations. For example, you can set up separate back order IDs for retail sales and
wholesale sales. When you enter a back order in the Sales Transaction Entry window, you can select the back order
ID from the list of back order IDs you’ve set up.
To set up back orders
1. Open the Sales Back Order Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Back Order option)
2. Enter a Back Order ID and, if you want this order ID to have a unique document numbering system, enter a
Back Order ID Next Number.
You can set up a different next number for each back order ID. When you enter a back order in the Sales
Transaction Entry window, the next number for the back order ID is used as the document number. If you
don’t enter a next number for the back order ID, the next back order number from the Sales Document
Numbers Setup window is used.
4. You can select the format to use when you print a back order with this back order ID —blank paper, short
form, long form, or other form. You can change the format before printing the document.
5. Mark the options to transfer this back order ID to orders, invoices, or both, and select an ID for each
document.
If you’re using sales fulfillment workflow, you can transfer this back order ID to fulfillment orders and select
a fulfillment order ID.
document type, but can be changed before transferring the back order.
or Quantity to Invoice fields on the back order in the Sales Transaction Entry window.
when you use this back order ID. This selection is the best choice if you transfer a back order to an
order more often than you transfer a back order to an invoice.
window when you use this back order ID.
7. Mark the options for entering documents using this back order ID. You can enter a password to restrict a
user from using the option during transaction entry. If an option is marked but no password is entered,
You can set up these options differently for each back order ID.
Delete Documents Mark to allow users to delete back orders after they’ve been saved. If you delete
a back order, all the information associated with the back order will be erased. If unmarked, you can’t
delete back orders in the Sales Transaction Entry window.
Edit Printed Documents Mark to allow users to make changes to back orders after they’ve been
printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available back order number
will be assigned and you can’t change it.
Void Documents Mark to allow users to void back orders after they’ve been entered. If marked and
you’ve selected to track voided transaction history, voided back orders will be saved in history. If
unmarked, you can’t void back orders in the Sales Transaction Entry window.
8. Choose Holds to assign process holds to the back order ID to stop processing. For more information about
9. Choose Save to save the back order information you’ve entered.
To review the entries and selections you’ve made for a specific back order ID, print the Sales Back Order Setup List
by choosing File >> Print or the printer button while the Sales Back Order Setup window is displayed.
To review the entries for all back order IDs, print the Sales Back Order Setup List (Sales >> Reports >> Setup).
Setting up invoices
Use the Sales Invoice Setup window to set up and customize an unlimited number of invoice IDs, which you can
use for different situations. For example, you can set up separate invoice IDs for wholesale, retail, and catalog
customers. When you enter an invoice in the Sales Transaction Entry window, you can select the type of invoice
from the list of invoice IDs you’ve set up.
If you’re using sales fulfillment workflow, the window name will be Sales Fulfillment Order/Invoice Setup. Refer to
Setting up fulfillment orders or invoices for more information.
To set up invoices
1. Open the Sales Invoice Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Invoice option)
2. Enter an Invoice ID and, if you want this invoice ID to have a unique document numbering system, enter an
Invoice ID Next Number.
You can set up a different next number for each invoice ID. When you enter an invoice in the Sales
Transaction Entry window, the next number for the invoice ID is used as the document number. If you don’t
enter a next number for the invoice ID, the next invoice number from the Sales Document Numbers Setup
window is used.
4. You can select the format to use when you print an invoice with this invoice ID —blank paper, short form,
long form, or other form. You can change the format before printing the document.
5. Mark Transfer Invoice to Back Order if you want to be able to transfer this invoice to a back order and enter
the back order ID that will be used.
type, but can be changed before transferring the invoice.
6. Mark the Use Separate Fulfillment Process option if you don’t want item quantities to be fulfilled during
allocation. If this option is not marked, the fulfillment is done when the item is allocated. For more
information about allocating and fulfilling, see Chapter 19, “Allocating item quantities.”
7. You can enter or select a Credit Limit Hold ID to place a hold on documents that exceed the set credit limit
for the customer.
8. You can mark other options for the invoice ID.
OPTION DESCRIPTION
Override Billed Quantity with Quantity Fulfilled Mark this option to display the same quantity in the
Quantity to Invoice field as the Quantity Fulfilled field.
Enable Quantity Canceled in Sales Order Fulfillment Mark this option to enter or change information in the Qty
Canceled field in the Sales Order Fulfillment window.
Enable Quantity to Back Order in Sales Order Fulfillment Mark this option to enter or change information in the Qty
to Back Order field in the Sales Order Fulfillment window.
9. Select the method used to allocate item quantities—the process of reserving inventory items so the available
quantity is reduced by the quantity billed.
Line Item Item quantities are allocated as you enter them on an invoice. If this option is marked,
you’ll be required to make quantity shortage decisions as each item is entered.
quantities will be fulfilled as well.
Document/Batch Entire invoices or batches of invoices are allocated using the Sales
10. Mark the options for entering documents using this invoice ID. You can enter a password to restrict a user
You can set up these options differently for each invoice ID.
Delete Documents Mark to allow users to delete invoices after they’ve been saved. If you delete an
invoice, all the information associated with the invoice will be erased. If unmarked, you can’t delete
invoices in the Sales Transaction Entry window.
Edit Printed Documents Mark to allow users to make changes to invoices after they’ve been
printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available invoice number will
be assigned and you can’t change it.
Entry window.
11. Choose Holds to assign process holds to the invoice ID to stop processing. For more information about
12. Choose Save to save the invoice information you’ve entered.
To review the entries and selections you’ve made for a specific invoice ID, print the Sales Invoice Setup List by
choosing File >> Print or the printer button while the Sales Invoice Setup window is displayed.
To review the entries for all invoice IDs, print the Sales Invoice Setup List (Sales >> Reports >> Setup).
Setting up returns
Use the Sales Return Setup window to set up and customize an unlimited number of return IDs, which you can use
for different situations. For example, if you use different types of returns for your wholesale, retail, and catalog
customers, you can set up a separate return ID for each type of customer. When you enter a return in the Sales
Transaction Entry window, you can select the type of return from the list of return IDs you’ve set up.
To set up returns
1. Open the Sales Return Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Return option)
2. Enter a Return ID and, if you want this return ID to have a unique document numbering system, enter a
Return ID Next Number.
You can set up a different next number for each return ID. When you enter a return in the Sales Transaction
Entry window, the next number for the return ID is used as the document number. If you don’t enter a next
number for the return ID, the next return number from the Sales Document Numbers Setup window is used.
4. You can select the format to use when you print a return with this return ID — blank paper, short form, long
5. Mark the Use next number from Invoice ID option if you want your return and invoice documents to use the
same sequential numbering system, and enter the invoice ID.
If an Invoice Next Number isn’t entered in the Sales Invoice Setup window, the next number specified for
invoices in the Sales Document Numbers Setup window will be used.
6. Mark the options for entering documents using this return ID. You can enter a password to restrict a user
You can set up these options differently for each return ID.
Delete Documents Mark to allow users to delete returns after they’ve been saved. If you delete a
return, all the information associated with the return will be erased. If unmarked, you can’t delete
returns in the Sales Transaction Entry window.
Edit Printed Documents Mark to allow users to make changes to returns after they’ve been printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available return number will be
Override Item Unit Cost for Returns Mark to allow users to change the unit cost of a returned item.
The default unit cost for returned items will be the item’s current cost. If unmarked, you can’t change
the cost for returned items.
Void Documents Mark to allow users to void returns after they’ve been entered. If marked and
you’ve also selected to track voided transaction history in the Sales Order Processing Setup window,
voided returns will be saved in history. If unmarked, you can’t void returns in the Sales Transaction
Entry window.
7. Choose Holds to assign process holds to the return ID to stop processing. For more information about
8. Choose Save to save the return information you’ve entered.
To review the entries and selections you’ve made for a specific return ID, print the Sales Return Setup List by
choosing File >> Print or the printer button while the Sales Return Setup window is displayed.
To review the entries for all return IDs, print the Sales Return Setup List (Sales >> Reports >> Setup).
sales cycle. You can use process holds to restrict the transfer, fulfillment, printing, or posting of documents. You can
manually assign process holds to individual documents or automatically assign them to documents based on their
document ID. If you assign process holds to a document ID, the process holds will be assigned to each document
that uses the document ID.
For example, a manager’s approval might be required before a return is posted. You can set up a process hold
called Manager Approval, assign a password and apply it to all return documents. Once the process hold is applied,
you must enter the password before the return can be posted.
NOTE
You can’t assign process holds until you’ve set them up using the Sales Process Holds Setup window. For more information,
see Setting up process holds.
For more information about assigning a process hold to an individual document, see Assigning process holds to a
document on page 195.
To assign process holds to sales document IDs
1. Open the Sales Process Holds Assignment window. (Sales >> Setup >> Sales Order Processing >> Sales
Document Setup button >> select the Quote, Order, Back Order, Invoice, or Return option >> Holds button)
2. Select a hold from the Available Process Holds list and choose Insert.
3. Continue this process until all process holds you want to apply are displayed in the Selected Process Holds
list.
Chapter 4: Sales fulfillment workflow setup

If you’re using sales fulfillment workflow, you must set up document statuses to assign to fulfillment orders. These
document statuses indicate typical document processes, such as printing picking tickets, picking out goods from
inventory, printing packing slips, packing and shipping goods, and sending invoices to customers. To use sales
fulfillment workflow, use the Sales Fulfillment Order/ Invoice Setup window to activate workflow for sales.
You can set up picking instruction IDs that you can assign to a customer or an item and then print on a picking
ticket.
Sales fulfillment workflow overview
Setting up fulfillment workflow for sales
Changing fulfillment workflow document status descriptions
Setting up picking instruction IDs
Workflow refers to the automation of a business process, during which tasks are completed and documents are
passed from one participant to another to complete the next task in the process. You can implement workflow
capability into your sales cycle by using a type of sales document called a fulfillment order. You can create a
fulfillment order from a quote, back order, or order, and you can create an invoice from a fulfillment order. For more
information about fulfillment orders, refer to Understanding fulfillment orders.
You can assign up to six workflow document statuses to a fulfillment order. You can use these statuses to track the
document processes, such as printing a picking ticket, retrieving items from inventory, printing a packing slip,
packing and shipping the goods, and sending an invoice to the customer. You must mark Status 6 and at least one
other status to track workflow information.
Each workflow status that you use must have a description. The following descriptions are provided, but you can
change them.
1 = Ready to Print Picking Ticket
2 = Unconfirmed Pick
3 = Confirm Pick/Ready to Pack
4 = Unconfirmed Pack
5 = Shipped
6 = Ready to Print/Post
You can advance the status for one document at a time in the Sales Transaction Entry window by completing the
following appropriate tasks.
STATUS ACTION TO ADVANCE TO THE NEX T TRACKED STATUS
1 Print a picking ticket for the fulfillment order that includes all
line items—except drop-ship—that are not fully canceled or
back ordered. You can print the picking ticket from one of the
following windows: the Sales Transaction Entry window, the
Sales Order Fulfillment window, the Print Sales Documents
window, or the Sales Document Print Options window.
2 Choose Confirm >> Pick in the Sales Transaction Entry

window, the Sales Order Fulfillment window, or the Sales Bulk
Confirmation window.
3 Print a packing slip for the fulfillment order in the Sales

Transaction Entry window, the Sales Order Fulfillment window,
the Print Sales Documents window, or the Sales Document
Print Options window.
4 Choose Confirm >> Pack in the Sales Transaction Entry

5 Choose Confirm >> Ship in the Sales Transaction Entry

window or the Sales Order Fulfillment window.
For example, if you’re tracking all six document statuses and you’ve printed the picking ticket for the items on a
fulfillment order, the current document status is 2. To advance the document status to Status 3, you can choose
Confirm >>Pick in the Sales Transaction Entry window.
You also can advance the status of one or more documents in the Sales Bulk Confirmation window. For more
information, refer to Advancing the document status of one or more fulfillment orders.
If you’re using sales fulfillment workflow, use the Sales Fulfillment Order/Invoice
Setup window to activate workflow for sales. Use the Sales Fulfillment Document Workflow Setup window to
select the workflow statuses to track for a fulfillment order/invoice type ID with the Enable Fulfillment Workflow
option marked. You must mark Status 6 and at least one other status to track workflow information. For more
information, refer to Sales fulfillment workflow overview.
To set up fulfillment workflow for sales
2. Enter or select a fulfillment order ID/invoice ID for the workflow you’re setting up.
3. Mark the Enable Fulfillment Workflow option.
4. Choose Workflow to open the Sales Fulfillment Document Workflow Setup window.
5. To exclude a document status from the workflow process, unmark the Active option for the status. To change
the status descriptions, refer to Changing fulfillment workflow document status descriptions.
6. Choose OK in the Sales Fulfillment Document Workflow Setup window. Choose Save in the Sales
Fulfillment Order/Invoice Setup window.
If you’re using sales fulfillment workflow, use the Sales Fulfillment Workflow Setup window to change the
descriptions of document statuses displayed in the Sales Fulfillment Document Workflow Setup window. For more
information, refer to Setting up fulfillment workflow for sales.
The workflow process that’s used to move from one document status to another won’t change. For example, if your
company uses the term “dispatch” rather than the term “ship”, you could change the description for Status 5 to
Dispatched in the Sales Fulfillment Workflow Setup window. However, to advance the status of a document to
status 6, you need to select Confirm >> Ship in the Sales Transaction Entry window, the Sales Order Fulfillment
window, or the Bulk Confirmation window.
To change fulfillment workflow document status descriptions
1. Open the Sales Fulfillment Workflow Setup window. (Sales >> Setup >> Fulfillment Workflow Setup)
2. You can select the description text and change it.

If you’re using advanced picking, use the Picking Instruction Maintenance window to set up instruction IDs and
enter picking instructions. Picking instructions can include information such as the sequence that an item should be
picked or that a forklift is required to pick an item.
You can assign the instruction IDs to a customer record and item record in the Picking Instruction Preview window.
When you print a picking ticket that includes the customer ID and item ID, and you marked the Print Picking
Instructions option in the Print Sales Documents window or the Sales Document Print Options window, the
instructions also will be printed.
To set up picking instruction IDs
1. Open the Picking Instruction Maintenance window. (Sales >> Cards >> Picking Instructions)
2. Enter an ID to describe the picking instructions you’re creating.

3. In the Instructions field, enter the picking instructions.
For example, to specify that the item should be picked in a specific sequence, you could enter “Pick this item
first-in, first-out (FIFO ) order.” Picking instruction for a specific customer could be “Pick blue-handled paint
brushes only.”
4 Choose Save to save the picking instructions you’ve entered.
Chapter 5: Document ID maintenance

After you’ve set up a quote, order, fulfillment order, back order, invoice, or return ID in Sales Order Processing, you
can revise it as your needs change. You can also delete a document ID if you no longer need it.
The information is divided into the following sections:
Modifying a sales document ID
Deleting a sales document ID
Removing process holds assigned to a sales document ID
You can change most existing document ID settings at any time. The changes will affect future transactions that use
the document ID but won’t change the information in existing transactions.
The following table lists the settings that can’t be changed if there are unposted documents for a document ID.
These settings will be dimmed until you transfer, post, void, or delete the documents.
DOCUMENT TYPE SETTINGS
Quote Use Prospects
Allow Repeating Documents
Order Allow Repeating Documents
Allocate By
Use Separate Fulfillment Process
Invoice Allocate By
Fulfillment Order Enable Fulfillment Workflow
To modify a sales document ID

1. Open the setup window for the document type. (Sales>> Setup >> Sales Order Processing >> Sales
Document Setup button >> select the Quote, Order, Back Order, Fulfillment Order/Invoice, or Return
option)
2. Select the document ID you want to modify and make changes as needed.
3. Choose Save. The changes will affect new documents that use this document ID.
A document ID can be deleted if there are no unposted documents that use the document ID. Posted, transferred,
voided, or deleted documents that use the deleted document ID won’t be affected.
To delete a sales document ID
1. Open the setup window for the document type. (Sales >> Setup >> Sales Order Processing >> Sales
option)
2. Select the document ID you want to delete.
3. Choose Delete.
Use the Sales Process Holds Assignments window to remove process holds assigned to specific document IDs.
sales cycle. Removing a process hold will affect future transactions that use the document ID but won’t change
holds on existing transactions.
For information about setting up process holds, see Setting up process holds. For more information about
removing a process hold from an individual document, see Removing process holds from a document*.
To remove process holds assigned to a sales document ID
Document Setup button >> select the Quote, Order, Back Order, Fulfillment Order/Invoice, or Return option
>> Holds button)
2. Select a process hold from the Selected Process Holds list and choose Remove.
Choose Remove All if you want to remove all the process holds assigned to the document ID.
3. Continue this process to remove additional process holds.
Chapter 6: Customer item and substitute item maintenance

You can set up customer item numbers and substitute item numbers and delete them when they’ve expired. You
can set up substitute item numbers for customers only when you’re using sales fulfillment workflow.
Setting up customer item numbers and substitute item numbers
Removing customer/item substitute items
Use the Customer Item Maintenance window to set up customer item numbers, substitute item numbers for
customers, and user-defined information.
Some customers use different names for items than your company uses. The name that the customer uses is a
customer item. You can set up customer item numbers to make entering orders easier. For example, suppose the
customer calls an item a USB/PS2 Connector, but the item in your inventory is a PS2/USB Connector. Enter
USB/PS2 Connector here. When you enter an order for the customer and type USB/ PS2 Connector in the Item
Number field, the appropriate inventory item number will be displayed in place of the customer item number.
You also can use this window to set up substitute item numbers to sell an item in place of another item. For
example, suppose a specific keyboard is on sale, but your inventory is sold out before the sale is over. You can
substitute another keyboard rather than back ordering the keyboard that is on sale.
To set up customer item numbers and substitute item numbers
1. Open the Customer Item Maintenance window. (Sales >> Cards >> Customer Items)
2. Enter or select a customer and an item number.

3. Enter the item name that the customer uses. When you create a sales order and enter the customer item, the
inventory item number will be displayed.
4. You can enter a customer item description, short name, and generic name.
5. You can enter additional information in the text fields.
6. To assign a substitute item, you can enter or select an item to substitute for the item displayed in the Item
Number field.
7. You can enter a date range for when the substitute item is effective. This date also can be used to remove
customer/item substitute records in the Remove Customer/Item Substitutes window.
8. Choose Save.
Use the Remove Customer/Item Substitutes window to remove customer/item substitute records with expiration
dates equal to or earlier than the date you enter. For example, suppose you enter the date June 23, 2005. All
customer/item substitute records with a date of June 23, 2005 or earlier in the Substitute Item’s Effective Date
Range From field in the Customer Item Maintenance window will be removed.
To remove customer/item substitute items
1. Open the Remove Customer/Item Substitutes window. (Sales >> Utilities >> Remove Substitute Items)
2. Enter the date to remove customer/item substitute records that expired on or earlier than the date.
3. Choose Process. The Customer/Item Substitutes Removed report will be printed.
See Also
Glossary
Sales Order Processing in Dynamics GP
You can use Sales Order Processing to enter and print quotes, orders, invoices, back orders, and returns
individually or in batches.
When necessary, you can enter drop-ship items on sales documents and determine how quantity shortages will be
handled for individual items or for entire documents or batches.
You also can use Sales Order Processing to complete the following tasks:
Transfer customer information from one document type to another
Transfer item information and quantities from one document type to another
Enter and post sales deposits
Allocate and fulfill items on orders, fulfillment orders, and invoices
Fulfill items separately from item allocation
If you use Purchase Order Processing, you can generate purchase orders from sales documents.
If you use Receivables Management, customer balances are updated after the sales transactions are posted.
If you use Inventory Control, item prices are calculated automatically on sales documents and inventory quantities
are adjusted when the sales documents are posted.
Sales Order Processing Part 1: Setup introduces Sales Order Processing and explains the setup of the
module.
Sales Order Processing Part 2: Transaction entry explains how to enter sales documents.
Sales Order Processing Part 3: Allocation, Fulfillment, and Purchasing explains how inventory items are
allocated and fulfilled, and how to create purchase orders from sales documents.
Sales Order Processing Part 4: Transaction activity explains how to post, print and transfer sales documents.
Sales Order Processing Part 5: Inquiries and reports explains how to use inquiries and reports to analyze
your sales information.
Sales Order Processing Part 6: Utilities describes procedures you can use to reconcile sales documents or
remove sales history.
Part 1: Setup
This part of the documentation includes information that will help you set up Sales Order Processing. The setup
procedures generally need to be completed once, but you can refer to this information at other times for
Chapter 1, “Setup overview,” lists the setup tasks you need to complete in other modules and describes the
Sales Order Processing setup routine.
Chapter 2, “Module setup,” provides instructions for setting up the Sales Order Processing module.
Chapter 3, “Document setup,” provides instructions for setting up the document types—quotes, orders,
fulfillment orders/invoices, back orders and returns—used in Sales Order Processing.
Chapter 4, “Sales fulfillment workflow setup,” explains how to set up document statuses to assign to
fulfillment orders.
Chapter 5, “Document ID maintenance,” explains how to modify or delete document types.
Chapter 6, “Customer item and substitute item maintenance,” explains how to create or delete item numbers
for customers and substitutes.

Use this information to learn about and set up Sales Order Processing. The setup procedures are organized in an
order that will ensure Sales Order Processing is set up properly.
When you set up Sales Order Processing, you can open each setup window and enter information, or you can use
the Setup Checklist window (Administration >> Setup >> Setup Checklist) to guide you through the setup
Use Sales Order Processing to enter, print, and post sales documents. You can transfer sales documents from one
type to another and, if you’re using Purchase Order Processing, you can create purchase orders from orders and
back orders. You can set up the following types of documents to use in Sales Order Processing:
Quote A proposal for a specified sale or transaction at some point in the future for a specified price. Quotes
aren‘t posted, but the information on them can be transferred to orders, invoices, or fulfillment orders.
Order A document used when the customer has agreed to make a purchase. You can transfer sales
information from a quote or back order to an order. Orders aren‘t posted but the information on them can
be transferred to invoices, back orders, or fulfillment orders. Purchase orders also can be created from sales
orders.
Back Order A document used when an item quantity shortage is discovered during transaction entry. You
can transfer information from orders, invoices, or fulfillment orders to back orders. Back orders aren‘t
posted but the information on them can be transferred to invoices or orders when the shortage items are
available. Purchase orders also can be created from back orders.
Fulfillment Order A document used to track workflow capability when a customer has agreed to make a
purchase. You can transfer sales information from a quote, back order, or order to a fulfillment order. After
you’ve tracked the fulfillment order through workflow, the fulfillment order becomes an invoice. You also
can transfer a fulfillment order to a back order. This document is available only if you’re using sales
fulfillment workflow.
Invoice A legally binding document that records the price and details of the transaction. You can transfer
sales information from a quote, order, or back order to an invoice. Invoices are posted and the information
from them can be transferred to back orders.
Return A document used to record the return of a previously sold item. Returns are posted and can‘t be
transferred to other documents.
Before setting up Sales Order Processing, you should complete the setup procedures for Receivables Management
and Inventory Control, including the following tasks:
Enter Receivables Management and Inventory Control settings
Enter customer records, salesperson records, and sales territories
Enter items (including price lists and vendor items)
Set up item sites
Enter beginning quantities for inventory items
Set up inventory and sales posting accounts in the Posting Accounts Setup window
For more information, see the Receivables Management and Inventory Control documentation.
TIP
Choose Administration >> Setup >> Posting >> Posting Accounts to open the Posting Accounts Setup window, where you
can select to view Inventory or Sales accounts.
You also must complete the setup procedures for your company, currency, accounts, checkbooks, and posting
options. Tax schedules and tax details also should be set up. For more information, see the System Setup
If you‘re using Sales Order Processing with Multicurrency Management, be sure you‘ve also set up currencies,
exchange rate tables, exchange rates, access to currencies and exchange rate tables, and Multicurrency default
entries. For more information about using and setting up Multicurrency Management, refer to the Multicurrency
If you plan to print multicurrency versions of your posting journals and reports, be sure to mark Include
Multicurrency Info for the Sales series in the Posting Setup window (Administration >> Setup >> Posting >>
Posting).
Your company can use the customer credit limit override workflow feature as part of its business controls. If you
use this feature, you can define how orders, fulfillment orders, and invoices must be approved if the documents
exceed the set credit limits for customers. You can define the credit limit for each customer in the Customer
Maintenance Options window. The rules for approving orders, fulfillment orders, and invoices can be defined to fit
your organization’s needs.
When an order, fulfillment order, or invoice is ready to be approved, approvers can be notified and the document
can be approved, using Microsoft Office Outlook, Microsoft Dynamics GP, or SharePoint. When a document
completes Workflow, you can print, transfer, or post the document.
Before you can use the customer credit limit override approval workflow for Sales Order Processing, you must
remove the password from the Exceed Credit Limit option in the Receivables Management Setup window (Sales
>> Setup >> Receivables).

Module setup involves setting up your Sales Order Processing preferences such as default entries, tax calculation
options, starting document numbers, and whether to maintain document history.
The module setup information contains the following sections:
Use the Sales Order Processing Setup window to set up preferences, default entries, the types of history to
maintain, and which posting accounts to use when distributing sales amounts. You also can open additional
windows to set up sales documents, taxes, default entries for purchase orders, and options to use with daily sales
transactions.
To set up Sales Order Processing default entries
1. Open the Sales Order Processing Setup window. (Sales >> Setup >> Sales Order Processing)
2. Specify how Sales Order Processing transactions will be tracked and displayed during transaction entry. You
can select the following options.
Display Item Unit Cost Mark to display the unit cost of each item on the document during
transaction entry. The unit cost displayed will be the current cost or the standard cost of the item,
depending on the inventory valuation method assigned to each item.
For more information about item cost, see the Inventory Control documentation.
Track Voided Transactions in History Mark to maintain a historical record of voided transactions.
If you don‘t mark this option, voided documents will be removed after posting and won‘t be included
on reports. Voided document numbers cannot be used again.
Calculate Kit Price Based on Component Cost If you‘re using a percent markup or percent
margin pricing method and you mark this option, the current or standard cost of the kit components
will be used to calculate the total cost for the kit. The percent markup or percent margin will be
calculated on that cost.
Display Quantity Distribution Warning If you mark this option, an alert message will be
displayed during transaction entry when the quantity ordered, invoiced, back ordered, or quoted
hasn‘t been fully distributed. If you do not mark this option, a message won‘t be displayed.
Search for New Rates During Transfer Process When marked, the system will determine if a
different exchange rate should be used when the document is transferred to a new document. If this
option is not marked, the new document will use the same exchange rate as the document it was
transferred from.
For more information about exchange rates and transferring, see Multicurrency and transfers.
Track Master Numbers Mark to track master numbers that identify original documents and track
the flow of documents. Each subsequent document created from that original document will have the
same master number.
Enter the next master number in the Next Master Number field. This field will be available only if
you’ve marked Track Master Numbers.
Prices Not Required in Price List This option is available only if you’re using Inventory Control.
Mark this option if you don‘t maintain prices for every item.
When this option is marked and a price isn‘t found for the item during transaction entry, the price will
be zero and you can enter a price. You can enter a password for this option if you want to limit the
users who can enter item prices. If this option is not marked, you can’t enter items that don’t have
prices in the system.
Convert Functional Price Mark this option if you want the functional currency price to be
converted if a price can’t be found in the originating currency for an item. If a functional currency
price isn‘t available, the price will be zero. This field is available only if you‘ve marked Prices Not
Required in Price List.
3. Select data entry default settings.
Quantity Shortage Select the default option to use when you have fewer items in inventory than a
customer requests.
Document Date Select which date to use as a default date when you open the Sales Transaction
Entry window. You can use the date from the last document you entered or the User Date.
Price Warning Select a price warning to alert users when the default price for the item is used on a
sales document instead of the default price for the customer.
NOTE
The price of an item on a sales document is determined by the price level for the customer in the
Customer Maintenance window. If one isn‘t available, the default price level in Receivables
Management Setup window is used. If a default price level is not found there, the default price level
for the item will be used.
Requested Ship Date Select the default requested ship date for line items in the Sales Date Entry
window. If you select Days After Doc. Date, enter the number of days after the document date that
the items should be shipped.
4. Enter document default information, including the IDs of the site, checkbook, quote, order, fulfillment order
—if you’re using sales fulfillment workflow — invoice, back order, and return you use most often. The entries
you make here will appear as the default entries in the Sales Transaction Entry window.
If you haven‘t set up quotes, orders, back orders, fulfillment orders, invoices, and returns, skip the document
default entries at this time. Later, after you‘ve set up at least one type of quote, order, back order, fulfillment
order, invoice, and return, you can complete these entries. For more information about setting up document
types, see Chapter 3, “Document setup.”
5. Mark Customer or Item to specify whether the posting accounts associated with the customer or with the
item should appear as the default entries during transaction entry. This option determines which Sales and
Cost of Goods Sold accounts to use for a sales transaction.
6. Mark whether to maintain history for sales documents and account distributions. If you choose to maintain
history, a detailed copy of the sales document will be kept after it is transferred, voided, or posted.
For account distributions, a detailed record of transaction distributions that are posted through General
Ledger will be kept. Account distribution history includes the audit trail code, account, account description,
debit or credit amount, and other information about each transaction.
If you don‘t select to maintain history, quotes, orders, and back orders will be deleted when they‘re
transferred or voided. Invoices and returns will be deleted when they‘re posted.
NOTE
Keeping history will increase the amount of hard disk space needed to run Microsoft Dynamics GP. Periodically, you
can remove history to ensure that you‘re keeping only the records you need. For more information, see Chapter 31,
“Sales history removal.”
7. Enter the number of decimal places to use when displaying and entering quantity amounts for non-
inventoried items.
8. If you aren‘t using Multicurrency Management, enter the number of decimal places to use when displaying
and entering currency amounts for noninventoried items.
If you‘re using Multicurrency Management, choose the expansion button to open the Sales Non-Inventoried
Currency Decimals Setup window where you can define currency decimal places for each currency to which
9. Choose File >> Print or the printer icon button to print the Sales Order Processing Setup List. You also can
print the report using the Sales Setup Reports window.
10. Choose OK to save your setup options.
Setting up currency decimal places for noninventoried items
If you are using Multicurrency Management, you can use the Sales Non-Inventoried Currency Decimals Setup
window to define currency decimal places for noninventoried items for each currency that your company uses.
Amounts will appear in the format defined in this window whenever you enter a non-inventoried item for a specific
currency.
If you aren‘t using Multicurrency Management, use the Sales Order Processing Setup window to define the
number of decimal places when displaying currency amounts for non-inventoried items.
You can change the non-inventoried currency decimal places for a currency at any time. Changing the decimal
place setting for a currency won’t change the decimal place settings of non-inventoried items already entered on
existing sales documents. The settings will be applied to new items added to existing transactions or to new
transactions.
To set up currency decimal places for non-inventoried items
1. Open the Sales Non-Inventoried Currency Decimals Setup window. (Sales >> Setup >> Sales Order
Processing >> Currency expansion button)
2. Enter or select the number of decimal places to use when displaying currency amounts for non-inventoried
items.
3. Continue defining decimal places for all the currencies displayed in the window.
4. Choose File >> Print to print the Sales Non-Inventoried Currency Decimals Setup List.
You can use the Sales Order Processing Setup Options window to specify a method for calculating taxes,
preferences for generating purchase orders (if you’re using Purchase Order Processing), and to set up other sales
options.
You can further restrict each option by assigning a password to it. If the option is marked but no password is
entered, anyone who has access to the related windows can use the option.
If you’re using advanced picking, you can select to sort individual picking tickets by bin sequence. If you’re using
advanced picking and multiple bins, you can select to print default bins or all available bins when a default bin isn’t
found.
To set up taxes and options
1. Open the Sales Order Processing Setup Options window. (Sales >> Setup >> Sales Order Processing >>
Options button)
2. Mark the type of tax calculation to use on sales documents.
Advanced Mark Advanced to specify a tax schedule to use for noninventoried items and freight and
miscellaneous charges. For inventory items, the tax schedule you chose for each item in the Item
Maintenance window will be used.
Single Schedule Mark Single Schedule to specify one tax schedule for all items on all documents.
Items on each sales document will be taxed using the tax details in the schedule you specify here,
even if the item is nontaxable or if the customer is tax exempt. Taxes won‘t be calculated on freight or
miscellaneous charges.
For more information about calculating and distributing sales tax amounts, see Chapter 18, “Sales
Order Processing taxes.”
3. If you selected to use advanced tax calculations, enter or select tax options for non-inventoried items, freight,
and miscellaneous charges. You can change the tax schedules used for a transaction in the Sales Tax
Schedule Entry window during transaction entry. The tax options are:
Taxable The default tax details for the customer or site will be compared to the tax details in the tax
Base on customers The tax details from the customer tax schedule or the site tax schedule will be
the default, depending on whether the shipping method is delivery or pickup.
4. Select a default sorting option for picking tickets. Your selection determines how information is printed on
picking tickets. The sorting options are:
Standard Pick Ticket Items will be printed on the picking ticket in the order that they were entered
Bin Sequence Items will be printed on the picking ticket sorted by bins and then items.
5. If you’re using multiple bins, select when to print bins on blank individual picking tickets. The options are:
Always Default bin information and additional available bin information always will be printed on
the picking ticket.
When Default Bin can’t be Found Additional available bin information will be printed on the
picking ticket only when a default bin can’t be found for an item.
6. If you’re using Purchase Order Processing, select a default site to use when generating purchase orders
from sales orders and back orders. Your selection determines how purchase orders and purchase order line
items are created. The choices are:
Don’t Combine Items with Different Sites on Same PO If you select this option, items with
different sites on a sales order document will be listed on separate purchase orders. For example, on
a sales order document, ITEMA is assigned to the NORTH site and ITEMB is assigned the SOUTH
site. When you generate the purchase orders, ITEMA and ITEMB would be listed on two separate
purchase orders.
Combine Items with Different Sites on Same PO If you select this option, items with different
sites on a sales order document will be listed on the same purchase order if they have the same
vendor. For example, on a sales order document, ITEMA is assigned to the NORTH site, ITEMB is
assigned to the SOUTH site and ITEMA and ITEMB have the same primary vendor. When you
generate the purchase order, ITEMA and ITEMB would be listed as two line items on a single
purchase order.
Use a Single Site for All POs If you select Use a Single Site for All POs, you can enter the site
where all items will be received in the Site ID field. After the quantities are received, you must
transfer the quantities from the receiving site to the sites listed on the sales order document.
7. If you’re using Purchase Order Processing, select a default required date. This date is set for each line item
and is the date by which you must receive the item on a purchase order. This date can be viewed or changed
in the Purchasing Item Detail Entry window.
If you select Days Prior to Requested Ship Date, enter the number of days you want to receive the purchase
order line items before the requested ship date of the sales line items. For example, if you enter 2 as the
number of days before the requested ship date and a sales item has a requested ship date of April 29, the
required date of the purchase order line item will be April 27. The user date will be used as the required date
when the required date could be calculated in the past.
8. If you’re using Purchase Order Processing, select the default unit of measure that will be used when
purchase orders are generated from orders and back orders. You can use the U of M from the sales line item
or use the item‘s default purchasing U of M.
9. If you’re using Purchase Order Processing, mark Combine Similar Line Items Into a Single PO Line to
combine an item listed several times on a purchase order into one purchase order line item. If this option
isn‘t marked, an item could be listed on the purchase order multiple times—once for each sales document
that includes a shortage for the item and is linked to the purchase order.
For example, suppose Order11 has a quantity to purchase of 2 for ITEMA for the NORTH Site and Order15
has a quantity to purchase of 3 for ITEMA for the NORTH Site. If you mark this option, ITEMA will be listed
once on a purchase order for a quantity of 5. If you don‘t mark this option, ITEMA will be listed twice on the
purchase order.
10. If you’re using Purchase Order Processing, you can combine drop ship items onto one purchase order,
rather than creating separate purchase orders for the same item. There are two options for drop ship items:
Combine Different Ship-To Addresses into one PO Mark this option to create one purchase order
from one sales order with multiple lines that contains different ship-to addresses. This is useful when you
have a sales order for one company and you’re drop shipping to multiple locations. When used in
conjunction with the Combine Similar Items into a Single PO Line option, similar items with the same
ship to address are combined into one line. If this option is not marked, individual purchase orders are
created for each item.
For example, ORDER01 contains ITEM A with a quantity of 2 to the SHIPPING 1 ship-to address. Line 2 is
for ITEM A with a quantity of 3 to the SHIPPING 2 ship-to address, and you are drop shipping all items.
One purchase order with two lines will be created. The shipping address will print with the corresponding
lines.
Combine Different Ship-To Addresses from Different Sales Orders into one PO Mark to
create one purchase order from multiple sales orders when drop shipping to multiple shipping
addresses. This is useful when you have several sales orders and you’re drop shipping the same item
to multiple locations, only one purchase order is necessary to purchase the correct quantity of the
items. When used in conjunction with the Combine Similar Items into a Single PO Line option, the
item quantities with the same shipping address are summed onto one line on the PO.
For example, with all the options marked, you have ORDER01 for ITEM A with a quantity of 2 to
SHIPPING 1 ship-to address, ORDER02 is for ITEM A with a quantity of 1 to SHIPPING 2 ship-to
address, and ORDER03 is for ITEM A with a quantity of 2 to SHIPPING 1 ship-to address, and you
are drop shipping all items. On the purchase order, you’ll see Line 1 for ITEM A with a quantity of 4,
and Line 2 for ITEM A with a quantity of 1. The shipping address will print with the corresponding
lines.
Mark sales options. You can further restrict each option by assigning a password to it.
Allow Markdown Mark to allow users to enter a currency amount or percentage by which the
extended price of individual line items will be reduced using the Sales Markdown Entry window.
Auto-Assign Lot Numbers Mark to automatically assign lot numbers to items. Lot numbers can be
assigned by receipt date or by expiration date, depending on how you selected to automatically
assign lot numbers in the Inventory Control Setup window. If lot numbers are assigned by receipt
date, the assignment is based on the valuation method when the items are entered or fulfilled on a
sales document. If lot numbers are assigned by expiration date, the lot numbers nearing expiration
are used first. Lot numbers without an expiration date aren’t assigned. Lot numbers can be changed
after they‘ve been assigned and before posting using the Sales Lot Number Entry window.
When automatically assigning lot numbers, expired lots aren’t used even if you marked the Other
Transactions option in the Inventory Control Setup window.
-Auto-Assign Serial Numbers Mark to automatically assign serial numbers to items according to their
valuation method when the items are entered or fulfilled on a sales document. Serial numbers can be
changed after they‘ve been assigned and before posting using the Sales Serial Number Entry window.
Enter Non-Inventoried Items Mark to allow users to enter noninventoried items in the Sales
Transaction Entry window or Sales Item Detail Entry window without first creating records for those
items. If you don‘t mark this option, only items that exist in your inventory can be sold.
Allow Price Below Cost Mark to allow users to enter prices in the Sales Transaction Entry window
that are lower than the current cost of an item. If you don‘t mark this option, prices below the current
cost won't be allowed.
Override Prices Mark to allow users to override the default unit price and the extended price that is
automatically calculated when you enter items in the Sales Transaction Entry window or Sales Item
Detail Entry window. If you don‘t mark this option, you can‘t change either amount.
Override Quantity Shortages Mark to allow users to sell more items than are currently available in
inventory. If you mark this option and a quantity entered in the Sales Transaction Entry window is
greater than the quantity available, the Sales Quantity Shortage Options window will open and you
can select to override the quantity available. If you don‘t mark this option, only the quantity available
can be sold.
Override Price Levels Mark this option to allow users to override price levels for customers or
items on a sales document. If you don‘t mark Override Price Levels, you can‘t change the price levels.
This could cause problems if no prices are set up in the price list for the price level.
For example, suppose you select a customer that is assigned to a retail price level and you only have
prices set up in the price list for the wholesale price level. You can‘t complete the transaction because
you can‘t change the price level on the transaction for the customer.
NOTE
Allow Deletion of PO Commitments Mark to allows users to break the commitment between a
sales document and a purchase order in Sales Order Processing. If this option isn‘t marked, you can
only break the commitment in Purchase Order Processing.
Allow Sale of Discontinued Items Unmark if you don’t want to sell discontinued items. If this
option is marked, you can sell discontinued items.
11. Choose File >> Print to print the Sales Order Processing Setup List.
12. Choose OK.
Use the Sales Document Numbers Setup window to enter document numbers, codes, and printing formats for
quotes, orders, fulfillment orders, back orders, invoices, and returns.
To set up document numbers
1. Open the Sales Document Numbers Setup window. (Sales >> Setup >> Sales Order Processing >>
Numbers button)
2. Enter or accept the default document codes, next numbers, and printing formats for quotes, orders,
fulfillment orders/invoices, returns, and back orders.
Code The code is a three-character prefix that will be printed on posting journals and edit lists to
identify the type of document entered.
Next Number These numbers will be used as the document numbers in the Sales Transaction Entry
window if the document ID you‘re using has not been set up to use its own numbering system. Each
time you enter a transaction, the number will increase by one to the next available number.
For example, assume you set up three types of invoice IDs—retail, wholesale, and catalog—and you
enter an invoice next number for the retail invoice ID in the Sales Invoice Setup window. Invoices
using the wholesale and catalog invoice IDs will use the next number from the Sales Document
Numbers Setup window, but invoices based on the retail invoice ID will be assigned the number you
entered in the Sales Invoice Setup window. For more information about document IDs, see Chapter
3, “Document setup.”
IMPORTANT
Be sure to enter a next number that is large enough to accommodate your business volume. For example, if
you enter ORD001 as the next order number, you‘ll be able to enter up to 999 orders. If you enter
ORD00001, you‘ll be able to enter 99,999 orders.
Format Select the default format for each type of document—blank paper, short form, long form, or
other form. You can change the format before printing the document.
3. Enter or accept the default document codes, next numbers, and formats, and the document numbers you
want to use for packing slips and picking tickets.
If you select Document, the document numbers from the orders or invoices will be used.
If you select Packing Slip or Picking Ticket, the next number you‘ve entered here for packing slips and
picking tickets will be used.
NOTE
Typically, businesses use the same document numbers on packing slips and picking tickets that were used on the
orders or invoices from which they were created. For this reason, the same document numbers will be used unless
you specify a different next number here.
4. Choose OK.
Use the Sales User-Defined Fields Setup window to enter names for up to ten userdefined fields to further identify
quotes, orders, back orders, invoices, and returns. Later, when you enter sales transactions, the names will appear
in the Sales UserDefined Fields Entry window, where you can enter information that is unique to the transaction.
You can set up the following types of user-defined fields.
List Use list fields to predefine options to track information that is specific to your business. For example, to
track the origin of orders, you could name the list Order Origin and enter Fax, Phone, and Mail as values for
the list. When you enter transactions, Order Origin will appear as a field in the Sales User-Defined Fields
Entry window and you can specify where the order originated or include additional values.
Date Use date fields to record additional dates that affect your sales documents. For instance, if you want to
track the date that an installation was complete, enter Install Date in a date field.
Text Use text fields to record additional information about the transactions you enter in the Sales
Transaction Entry window. For example, to track special ID numbers for shipped equipment, you can enter
Shipping ID in the text field.
Prospect Maintenance Use Prospect Maintenance to track additional information about your prospective
customers. For example, to track which prospects are good, very good, and excellent, enter Lead Status in a
prospect maintenance field. You can enter information in these fields in the Sales Prospect Maintenance
window.
Customer/Item Maintenance Use Customer/Item Maintenance to track additional information about
your customer item numbers. For example, to track the distributor with the fastest delivery time for an item,
enter Quickest Distributor in a customer/item maintenance field. You can enter information in these fields in
the Customer Item Maintenance window.
To set up user-defined fields
1. Open the Sales User-Defined Fields Setup window. (Sales >> Setup >> Sales Order Processing >> User-
Defined button)
2. Enter names for as many as three list fields. Choose the expansion button next to each this window to enter
values for each list.
3. Enter names for one or two date fields to record additional dates that affect your sales documents.
4. Enter names for as many as five text fields to track additional information about your customers.
5. Enter names for one or two prospect maintenance text fields.
6. Enter names for as many as five customer/item maintenance text fields.
7. Choose File >> Print to print the Sales User-Defined Fields Setup List.
You can use the Sales Process Holds Setup window to create process holds to assign to your sales documents.
sales cycle. For example, you can set up process holds to:
Require a manager‘s approval before a return can be posted.
Prevent posting of documents until a manager approves the transactions.
Restrict the printing of invoices until addresses have been verified.
Stop the order fulfillment process because a part has been recalled by the manufacturer.
Prevent the transferring of a quote to an order if the customer is over its credit limit.
Stop a document status from advancing to the next tracked status.
For more information about using process holds, see Assigning process holds to a document.
You can set up passwords to further restrict processing. The user must enter the password to remove holds from
documents. If you don‘t use passwords, you can set up a process hold to remind the user to complete a task before
processing a sales document. Once the task is completed, the user must remove the hold from the document
before processing occurs. You can apply process holds to any document type.
To set up process holds
1. Open the Sales Process Holds Setup window. (Sales >> Setup >> Process Holds)
2. Enter a name and description for a process hold. You can assign a password to remove this process hold.
3. Mark any of the processes you want to restrict with this process hold.
Transferring Documents Mark to stop the transfer of documents from one document type to
another until the hold is removed. (This option has no effect on return documents since they cannot
be transferred to other document types.) Posting Mark to stop the posting of invoices or returns
until the hold is removed. If you have orders that contain a deposit amount, the deposit amount will
be posted when the document is saved, regardless of whether a posting hold has been assigned.
Fulfillment Advancement Mark to stop the advancement of fulfillment order document statuses
until the hold is removed.
Fulfilling Documents Mark to stop the fulfillment of orders or invoices until the hold is removed.
Printing Documents Mark to stop the printing of documents until the hold is removed. If you
restrict the printing of an order, invoice, or fulfillment order, the picking ticket and packing slip won‘t
be printed either. This will eliminate the possibility of shipping items for documents that are on hold.
4. Choose Save to save the information you’ve entered.
To review the entries and selections you’ve made for a specific process hold, print the Sales Process Holds
Setup Report by choosing File >> Print or the printer icon button while the Sales Process Holds Setup
window is displayed.
To review the entries for all process holds, print the Sales Process Holds Setup Report (Sales >> Reports >>
Setup).
You can use either standard or extended pricing. In both pricing systems, you can set up different pricing structures
—price levels in standard pricing, or price sheets and price books in extended pricing. You can create different
pricing for different currencies and different units of measure. Either system can be used to create pricing
structures with quantity breaks. However, you must choose one pricing system and use it exclusively; you can’t use
both systems simultaneously.

Standard pricing Standard pricing might be a better option for your company if
- You’re using Invoicing. (Extended pricing doesn’t work with
Invoicing.)
- You want price lists to be updated automatically when the
current cost or standard cost of an item changes.
- You have a fairly simple pricing structure, and don’t need
additional tiers.
For more information about standard pricing structures, see
the Inventory Control documentation.
Extended pricing Extended pricing might be a better option for your company if
- You want to use date-specific pricing.
- You want to create promotions for special pricing, for value-
off pricing, or for free items with the purchase of another item.
- You have a complex pricing structure: you want to use more
tiers or you want to apply multiple promotions simultaneously.
For more information about extended pricing, see the

Use the Enable Extended Pricing window to activate or inactivate extended pricing functionality.
You can use either standard or extended pricing. You must choose one pricing system and use it exclusively; you
can’t use both systems simultaneously. For more information on selecting a pricing method, see Selecting a pricing
method. For more information on how each pricing method works, see the Inventory Control documentation.
To enable extended pricing
1. Open the Enable Extended Pricing window. (Sales >> Setup >> Extended Pricing)
2. Select whether to use standard or extended pricing. Standard pricing is the default method.
If you’re using advanced picking, use the Advanced Picking Setup window to assign a picking ticket printing option
to a selected site and items that are assigned to that site. For example, if a site has small items that can be picked in
bulk, you could select Bulk for that site. If a site has items that are picked only individually, you could select
Individual for that site. And, if a site has items that are picked both individually and in bulk, you could select Both
for that site.
If you select Both for a site, you can use the Item Print Option Preview window or the Item Quantities Maintenance
window to change the item print option for selected items within the site. For more information, refer to the
You also can indicate the character of the bin number to create a page break on. The character string—up to and
including the selected character—is sorted alphabetically. Characters after the selected character will not be
considered in the sort.
To set up advanced picking
1. Open the Advanced Picking Setup window. (Sales >> Setup >> Advanced Picking Setup)
2. Enter or select a site ID.

3. Select a general print option for the site.
Individual When the selected site is included on a fulfillment order, order, invoice, or return,
individual picking tickets will be printed. Items assigned to the selected site will be printed only on
individual picking tickets.
Bulk When the selected site is included on a fulfillment order/invoice, bulk picking tickets will be
printed. Items assigned to the selected site will be printed only on bulk picking tickets. You can print
bulk picking tickets for fulfillment orders only.
Both When the selected site is included on a fulfillment order, order, invoice, or return, you can select
to print individual picking tickets or bulk picking tickets. Items assigned to the selected site will be
printed on both individual and bulk picking tickets.
4. Select the bin character to indicate a page break on the picking ticket.
For example, suppose that a warehouse names bins by warehouse, aisle, rack, and shelf. Bin A123 reflects
warehouse A, aisle 1, rack 2, and shelf 3, and the following bins are included on a picking ticket: A116, A123,
A127, A224, A226, and A267. To print a separate picking ticket for each rack, you would select the third
character of the bin number for the site.
The following table lists the bins in alphabetical order with the page that will be displayed on the picking
tickets.
PAGE NUMBER BIN NUMBERS
Page 1 A116
Page 2 A123, A127
Page 3 A224, A226
Page 4 A267
5. Choose Save.
Chapter 3: Document setup

You can set up and customize an unlimited number of quote, order, back order, fulfillment order, invoice, and return
document IDs and specify different options for each document ID. You must set up at least one document ID for
each document type that you’ll use in your organization.
You can modify a document ID at any time. The changes will affect future transactions that use the document ID
but won’t change the information for existing transactions. There are several settings that can’t be changed if there
are unposted documents using the document ID. For more information about modifying document IDs, see
Chapter 5, “Document ID maintenance.”
The document setup information contains the following sections:
Setting up quotes
Setting up orders
Setting up invoices
Setting up returns
Setting up quotes
Use the Sales Quote Setup window to set up and customize an unlimited number of quote IDs, which you can use
for different situations. For example, if you need separate quote IDs for your wholesale, retail, and catalog
customers, you can set up separate quote IDs for each of these customer groups. When you enter a quote in the
Sales Transaction Entry window, you can select the type of quote from the list of quote IDs you’ve set up.
You can set up a quote ID to expire in a certain number of days. The number you enter will be added to the quote
date in the Sales Date Entry window to determine the date the quote will expire. After a quote expires, it can’t be
transferred to an order or to an invoice, and it will remain in the system until it is voided or deleted.
You can choose whether to use a quote ID for repeating quotes. A repeating quote is a quote that is saved in a
batch and used more than once. When you transfer a quote to an order or invoice, the quote will remain in the
batch so it can be used again. Using repeating quotes saves time if you frequently print quotes with the same line
To set up quotes
1. Open the Sales Quote Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Quote option)
2. Enter a Quote ID and, if you want this quote ID to have a unique document numbering system, enter a
Quote ID Next Number.
You can set up a different next number for each quote ID. When you enter a quote in the Sales Transaction
Entry window, the next number for the quote ID is used as the document number. If you don’t enter a next
number for the quote ID, the next quote number from the Sales Document Numbers Setup window is used.
3. Enter the days to expire. If you don’t want the quote to expire, leave the value at zero.
5. You can select the format to use when you print a quote with this quote ID — blank paper, short form, long
6. Mark the options to transfer this quote ID to orders, invoices, or both, and select an ID for each document.
document type, but can be changed before transferring the quote.
If you’re using sales fulfillment workflow, you can transfer this quote ID to fulfillment orders and select a
fulfillment order ID.
or Quantity to Invoice fields on the quote in the Sales Transaction Entry window.
when you use this quote ID. This selection is the best choice if you transfer a quote to an order more
often than you transfer a quote to an invoice.
window when you use this quote ID.
8. You can mark options to use this quote ID for prospective customers and to allow repeating quotes.
Use Prospects Mark to allow users to enter documents with this quote ID for prospective customers.
Allow Repeating Documents Mark to allow users to set up repeating quotes with this ID. You can
assign repeating information, such as the number of times to repeat and days to increment, in the
Sales Document Detail Entry window.
9. Mark the options for entering documents using this quote ID. You can enter a password to restrict a user
You can set up these options differently for each quote ID.
Delete Documents Mark to allow users to delete quotes. If you delete a quote, all the information
associated with the quote will be removed. If unmarked, you can’t delete quotes in the Sales
Edit Printed Documents Mark to allow users to make changes to quotes after they’ve been printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available quote number will be
Void Documents Mark to allow users to void quotes after they’ve been entered. If marked and
voided quotes will be saved in history. If unmarked, you can’t void quotes in the Sales Transaction
Entry window.
10. Choose Holds and assign process holds to the quote ID to stop processing on particular document IDs or
documents. For more information about assigning process holds, see Assigning process holds to sales
document IDs.
11. Choose Save to save the quote information you’ve entered.
To review the entries and selections you’ve made for a specific quote ID, print the Sales Quote Setup List by
choosing File >> Print or the printer button while the Sales Quote Setup window is displayed.
To review the entries for all quote IDs, print the Sales Quote Setup List (Reports >> Sales >> Setup).
Setting up orders
Use the Sales Order Setup window to set up and customize an unlimited number of order IDs, which you can use
for different situations. For example, if you need separate order IDs for your wholesale, retail, and catalog order
customers, you can set up separate order IDs for each of these customer groups. When you enter an order in the
Sales Transaction Entry window, you’ll select the type of order from the list of order IDs you’ve set up.
You can choose whether to use an order ID for repeating orders. A repeating order is an order that is saved in a
batch and used more than once. When you transfer an order to a back order or invoice, the order will remain in the
batch so it can be used again. Using repeating orders saves time if you frequently print orders with the same line
To set up orders
1. Open the Sales Order Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Order button)
2. Enter an Order ID and, if you want this order ID to have a unique document numbering system, enter an
Order ID Next Number.
You can set up a different next number for each order ID. When you enter an order in the Sales Transaction
Entry window, the next number for the order ID is used as the document number. If you don’t enter a next
number for the order ID, the next order number from the Sales Document Numbers Setup window is used.
4. You can select the format to use when you print an order with this order ID — blank paper, short form, long
5. Mark Transfer Order to Back Order to allow transferring this order ID to back orders, and enter a back order
ID. If you don’t mark this option, you can’t enter back order quantities on an order using this order ID.
The back order ID you enter will appear in the Sales Document Detail Entry window as the default
document type, but can be changed before transferring the order.
6. Enter the Invoice ID to use when transferring orders to invoices.
If you’re using sales fulfillment workflow, enter the fulfillment order ID to use when transferring orders to
fulfillment orders.
The invoice ID you enter will appear in the Sales Document Detail Entry window as the default document
7. You can mark to allow repeating documents. You might want to do this if, for example, you have a customer
who orders the same items on a regular basis.
If you mark this option, the Frequency and Times to Repeat fields in the Sales Document Detail Entry
window will be available and you can enter repeating information as you enter orders.
NOTE
You can select Allow Repeating Documents only if you’re allocating by Document/ Batch or None.
8. Mark the Use Separate Fulfillment Process option to use a separate fulfillment process to verify the items
that are picked to fill the order. If this option is not marked, the fulfillment is done when the item is allocated.
For more information about allocating and fulfilling, see Chapter 19, “Allocating item quantities.”
9. You can mark Allow all Back Ordered Items to Print on Invoice to print backordered items on the invoice
created from an order.
10. You can enter or select a Credit Limit Hold ID to apply to the order ID to stop processing a sales document
that will result in a customer’s receivables balance exceeding their credit limit.
11. You can mark the Override Quantity to Invoice with Quantity Fulfilled option to display the same quantity in
the Quantity to Invoice field in the Sales Transaction Entry window as the Quantity Fulfilled field in the Sales
Order Fulfillment window. This ensures that the quantity invoiced equals the quantity fulfilled.
You can set up additional options differently for each order ID.
Enable Quantity to Back Order in Sales Order Fulfillment Mark this option to enter or change
information in the Qty to Back Order field in the Sales Order Fulfillment window.
Enable Quantity Canceled in Sales Order Fulfillment Mark this option to enter or change
information in the Qty Canceled field in the Sales Order Fulfillment window.
For example, suppose you create an order for widgets and enter 10 in the Original Quantity field, 10 in the
Qty Ready to Fulfill field, and 0 in the Qty Fulfilled field. However, when you fulfill the order, there are only 8
widgets available to fill the order, so you enter 8 in the Qty Fulfilled field. The Qty Ready to Fulfill field also
will display 8. The remaining quantity will be back ordered or canceled, depending on the option you select
here and in the Customer Maintenance Options window. For more information, refer to the Receivables
12. Select a method for allocating item quantities—the process of reserving inventory items so the available
quantity is reduced by the quantity ordered.
Line Item Item quantities are allocated as you enter them on an order. If this option is marked, you’ll
be required to make quantity shortage decisions as each item is entered.
If marked and you’re not using a separate fulfillment process, item quantities will be fulfilled as well.
Document/Batch Entire orders or batches of orders are allocated using the Sales
None Item quantities are allocated when you transfer an order to an invoice using the allocation
options for the invoice ID. You won’t be able to allocate item quantities for orders.
13. Mark the options for entering documents using this order ID. You can enter a password to restrict a user
from using the option during transaction entry. If an option is marked but a password hasn’t been entered,
You can set up these options differently for each order ID.
Allow Invoicing of Unfulfilled or Partially Fulfilled Orders Mark to allow users to transfer an
order to an invoice when the order is partially fulfilled. If unmarked, only completely allocated or
fulfilled orders will be transferred to invoices.
Delete Documents Mark to allow users to delete orders after they’ve been saved. If you delete an
order, all the information associated with the order will be erased. If unmarked, you can’t delete
orders in the Sales Transaction Entry window.
Edit Printed Documents Mark to allow users to make changes to orders after they’ve been printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available order number will be
Void Documents Mark to allow users to void orders after they’ve been entered. If marked and
voided orders will be saved in history. If unmarked, you can’t void orders in the Sales Transaction
Entry window.
14. Choose Holds to assign process holds to the order ID to stop processing. For more information about
15. Choose Save to save the order information you’ve entered.
To review the entries and selections you’ve made for a specific order ID, print the Sales Order Setup List by
choosing File >> Print or the printer button while the Sales Order Setup window is displayed.
To review the entries for all order IDs, print the Sales Order Setup List (Reports >> Sales >> Setup).
If you’re using sales fulfillment workflow, use the Sales Fulfillment Order/Invoice Setup window to set up an
unlimited number of fulfillment order IDs and invoice IDs, which you can use for different situations. For example,
you can set up separate fulfillment order IDs or invoice IDs for wholesale, retail, and catalog customers. When you
enter a fulfillment order or an invoice in the Sales Transaction Entry window, you can select the type of fulfillment
order or invoice from the list of fulfillment order IDs and invoice IDs you’ve set up.
If you’re not using sales fulfillment workflow, the window name will be Sales Invoice Setup. Refer to Setting up
To set up fulfillment orders or invoices
2. Enter a fulfillment order/invoice ID. If the ID should have a unique document numbering system, enter a
Fulfillment Order/Invoice ID Next Number.
You can set up a different next number for each fulfillment order/invoice ID. When you enter a fulfillment
order or invoice in the Sales Transaction Entry window, the next number for the fulfillment order/invoice ID
is used as the document number. If you don’t enter a next number for the fulfillment order/ invoice ID, the
next fulfillment order number or invoice number from the Sales Document Numbers Setup window is used.
4. You can select the format to use when you print a fulfillment order or an invoice with this fulfillment
order/invoice ID. You can use blank paper, short form, long form, or other form, and you can change the
format before printing the document.
5. Select the method used to allocate item quantities—the process of reserving inventory items so the
available quantity is reduced by the quantity billed.
Line Item Select this method to allocate item quantities as you enter them on a fulfillment order or
an invoice. If you select this method, you’ll be required to make quantity shortage decisions as each
item is entered.
quantities will be fulfilled, as well.
Document/Batch Select this method to allocate entire fulfillment orders, invoices, batches of
fulfillment orders, or batches of invoices using the Sales Allocation/Fulfillment Options window. This
option allows for faster data entry because items won’t be checked for quantity shortages as they’re
entered on sales documents.
6. Mark Transfer Fulfillment Order/Invoice to Back Order to be able to transfer this fulfillment order or invoice
to a back order and enter the back order ID that will be used.
document type, but can be changed before transferring the fulfillment order or invoice.
7. Mark the Use Separate Fulfillment Process option if item quantities should not be fulfilled during allocation.
If this option is not marked, the fulfillment is completed when the item is allocated. For more information
about allocating and fulfilling items, see Chapter 19, “Allocating item quantities.”
8. You can enter or select a Credit Limit Hold ID to apply to the order ID to stop processing on documents that
exceed the set credit limit for the customer.
9. Mark the Enable Fulfillment Workflow option to track document statuses. You can enter or select a
fulfillment workflow hold ID. For more information, refer to Setting up fulfillment workflow for sales.
10. If you marked the Enable Fulfillment Workflow option, you can mark other options.
OPTION DESCRIPTION
Update Actual Ship Date During Confirm Ship If you marked the Enable Fulfillment Workflow option, you
can mark this option to display the date that you
confirmed shipment of the items. The date that you chose
Confirm >> Ship in the Sales Transaction Entry window will
be displayed in the Date Shipped field in the Sales
Override Billed Quantity with Quantity Fulfilled You can mark this option to display the same quantity in
the Quantity Billed field in the Sales Transaction Entry
window as the Quantity Fulfilled field in the Sales Order
Fulfillment window. This option is marked automatically
when the Enable Fulfillment Workflow option is marked.
Enable Quantity Canceled in Sales Order Fulfillment You can mark this option to enter or change information
in the Qty Canceled field in the Sales Order Fulfillment
window. Refer to Setting up fulfillment orders or invoices
Enable Quantity to Back Order in Sales Order Fulfillment You can mark this option to enter or change information
in the Qty to Back Order field in the Sales Order
Fulfillment window. This option is available only when
you’ve selected the Transfer Order to Back Order option in
the Sales Order Setup window or the Transfer Fulfillment
Order/Invoice to Back Order option in the Sales Fulfillment
Order/Invoice Setup window. Refer to Setting up
fulfillment orders or invoices for more information.
Update Invoice Date on First Print If you marked the Enable Fulfillment Workflow option, you
can mark this option to display the date that the invoice is
printed in the Invoice Date field in the Sales Date Entry
window. This option is marked automatically when sales
fulfillment workflow is registered.
11. If you marked the Transfer Fulfillment Order/Invoice to Back Order option, you can mark the Enable
Quantity to Back Order in Sales Order Fulfillment option to enter or change information in the Qty to Back
Order field in the Sales Order Fulfillment window.
12. Mark options for documents using this fulfillment order ID or invoice ID. You can enter a password to
restrict a user from using the option during transaction entry. If an option is marked but no password is
entered, anyone who has access to the window can use the option.
You can mark options for any or all of the fulfillment order IDs or invoice IDs.
Delete Documents Mark to allow users to delete fulfillment orders or invoices after they’ve been
saved. If you delete a fulfillment order or an invoice, all the information associated with the fulfillment
order or invoice will be deleted. If unmarked, you can’t delete fulfillment orders or invoices in the
Edit Printed Documents Mark to allow users to make changes to fulfillment orders or invoices
after they’ve been printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available fulfillment order
number or invoice number will be assigned and you can’t change it.
Entry window.
13. Choose Holds to assign process holds to the fulfillment order ID or invoice ID. For more information about
14. Choose Workflow to select the document statuses to track. For more information, see Setting up fulfillment
workflow for sales.
15. Choose Save to save the fulfillment order or invoice information you’ve entered.
To review the entries and selections you’ve made for a specific fulfillment order ID or invoice ID, choose File >>
Print in the Sales Fulfillment Order/Invoice Setup window to print the Sales Invoice Setup List.
To review the entries for all fulfillment order IDs or invoice IDs, print the Sales Invoice Setup List (Sales >>
Reports >> Setup).
Use the Sales Back Order Setup window to set up and customize an unlimited number of back order IDs, which
you can use for different situations. For example, you can set up separate back order IDs for retail sales and
wholesale sales. When you enter a back order in the Sales Transaction Entry window, you can select the back order
ID from the list of back order IDs you’ve set up.
To set up back orders
1. Open the Sales Back Order Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Back Order option)
2. Enter a Back Order ID and, if you want this order ID to have a unique document numbering system, enter a
Back Order ID Next Number.
You can set up a different next number for each back order ID. When you enter a back order in the Sales
Transaction Entry window, the next number for the back order ID is used as the document number. If you
don’t enter a next number for the back order ID, the next back order number from the Sales Document
Numbers Setup window is used.
4. You can select the format to use when you print a back order with this back order ID —blank paper, short
form, long form, or other form. You can change the format before printing the document.
5. Mark the options to transfer this back order ID to orders, invoices, or both, and select an ID for each
document.
If you’re using sales fulfillment workflow, you can transfer this back order ID to fulfillment orders and select
a fulfillment order ID.
document type, but can be changed before transferring the back order.
or Quantity to Invoice fields on the back order in the Sales Transaction Entry window.
when you use this back order ID. This selection is the best choice if you transfer a back order to an
order more often than you transfer a back order to an invoice.
window when you use this back order ID.
7. Mark the options for entering documents using this back order ID. You can enter a password to restrict a
user from using the option during transaction entry. If an option is marked but no password is entered,
You can set up these options differently for each back order ID.
Delete Documents Mark to allow users to delete back orders after they’ve been saved. If you delete
a back order, all the information associated with the back order will be erased. If unmarked, you can’t
delete back orders in the Sales Transaction Entry window.
Edit Printed Documents Mark to allow users to make changes to back orders after they’ve been
printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available back order number
will be assigned and you can’t change it.
Void Documents Mark to allow users to void back orders after they’ve been entered. If marked and
you’ve selected to track voided transaction history, voided back orders will be saved in history. If
unmarked, you can’t void back orders in the Sales Transaction Entry window.
8. Choose Holds to assign process holds to the back order ID to stop processing. For more information about
9. Choose Save to save the back order information you’ve entered.
To review the entries and selections you’ve made for a specific back order ID, print the Sales Back Order Setup List
by choosing File >> Print or the printer button while the Sales Back Order Setup window is displayed.
To review the entries for all back order IDs, print the Sales Back Order Setup List (Sales >> Reports >> Setup).
Setting up invoices
Use the Sales Invoice Setup window to set up and customize an unlimited number of invoice IDs, which you can
use for different situations. For example, you can set up separate invoice IDs for wholesale, retail, and catalog
customers. When you enter an invoice in the Sales Transaction Entry window, you can select the type of invoice
from the list of invoice IDs you’ve set up.
If you’re using sales fulfillment workflow, the window name will be Sales Fulfillment Order/Invoice Setup. Refer to
Setting up fulfillment orders or invoices for more information.
To set up invoices
1. Open the Sales Invoice Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Invoice option)
2. Enter an Invoice ID and, if you want this invoice ID to have a unique document numbering system, enter an
Invoice ID Next Number.
You can set up a different next number for each invoice ID. When you enter an invoice in the Sales
Transaction Entry window, the next number for the invoice ID is used as the document number. If you don’t
enter a next number for the invoice ID, the next invoice number from the Sales Document Numbers Setup
window is used.
4. You can select the format to use when you print an invoice with this invoice ID —blank paper, short form,
long form, or other form. You can change the format before printing the document.
5. Mark Transfer Invoice to Back Order if you want to be able to transfer this invoice to a back order and enter
the back order ID that will be used.
document type, but can be changed before transferring the invoice.
6. Mark the Use Separate Fulfillment Process option if you don’t want item quantities to be fulfilled during
allocation. If this option is not marked, the fulfillment is done when the item is allocated. For more
information about allocating and fulfilling, see Chapter 19, “Allocating item quantities.”
7. You can enter or select a Credit Limit Hold ID to place a hold on documents that exceed the set credit limit
for the customer.
8. You can mark other options for the invoice ID.
OPTION DESCRIPTION
Override Billed Quantity with Quantity Fulfilled Mark this option to display the same quantity in the
Quantity to Invoice field as the Quantity Fulfilled field.
Enable Quantity Canceled in Sales Order Fulfillment Mark this option to enter or change information in the
Qty Canceled field in the Sales Order Fulfillment window.
Enable Quantity to Back Order in Sales Order Fulfillment Mark this option to enter or change information in the
Qty to Back Order field in the Sales Order Fulfillment
window.
9. Select the method used to allocate item quantities—the process of reserving inventory items so the
available quantity is reduced by the quantity billed.
Line Item Item quantities are allocated as you enter them on an invoice. If this option is marked,
you’ll be required to make quantity shortage decisions as each item is entered.
quantities will be fulfilled as well.
Document/Batch Entire invoices or batches of invoices are allocated using the Sales
10. Mark the options for entering documents using this invoice ID. You can enter a password to restrict a user
You can set up these options differently for each invoice ID.
Delete Documents Mark to allow users to delete invoices after they’ve been saved. If you delete an
invoice, all the information associated with the invoice will be erased. If unmarked, you can’t delete
invoices in the Sales Transaction Entry window.
Edit Printed Documents Mark to allow users to make changes to invoices after they’ve been
printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available invoice number will
be assigned and you can’t change it.
Entry window.
11. Choose Holds to assign process holds to the invoice ID to stop processing. For more information about
12. Choose Save to save the invoice information you’ve entered.
To review the entries and selections you’ve made for a specific invoice ID, print the Sales Invoice Setup List by
choosing File >> Print or the printer button while the Sales Invoice Setup window is displayed.
To review the entries for all invoice IDs, print the Sales Invoice Setup List (Sales >> Reports >> Setup).
Setting up returns
Use the Sales Return Setup window to set up and customize an unlimited number of return IDs, which you can use
for different situations. For example, if you use different types of returns for your wholesale, retail, and catalog
customers, you can set up a separate return ID for each type of customer. When you enter a return in the Sales
Transaction Entry window, you can select the type of return from the list of return IDs you’ve set up.
To set up returns
1. Open the Sales Return Setup window. (Sales >> Setup >> Sales Order Processing >> Sales Document
Setup button >> select the Return option)
2. Enter a Return ID and, if you want this return ID to have a unique document numbering system, enter a
Return ID Next Number.
You can set up a different next number for each return ID. When you enter a return in the Sales Transaction
Entry window, the next number for the return ID is used as the document number. If you don’t enter a next
number for the return ID, the next return number from the Sales Document Numbers Setup window is
used.
4. You can select the format to use when you print a return with this return ID — blank paper, short form, long
5. Mark the Use next number from Invoice ID option if you want your return and invoice documents to use the
same sequential numbering system, and enter the invoice ID.
If an Invoice Next Number isn’t entered in the Sales Invoice Setup window, the next number specified for
invoices in the Sales Document Numbers Setup window will be used.
6. Mark the options for entering documents using this return ID. You can enter a password to restrict a user
You can set up these options differently for each return ID.
Delete Documents Mark to allow users to delete returns after they’ve been saved. If you delete a
return, all the information associated with the return will be erased. If unmarked, you can’t delete
returns in the Sales Transaction Entry window.
Edit Printed Documents Mark to allow users to make changes to returns after they’ve been
printed.
assigned in the Sales Transaction Entry window. If unmarked, the next available return number will be
Override Item Unit Cost for Returns Mark to allow users to change the unit cost of a returned
item. The default unit cost for returned items will be the item’s current cost. If unmarked, you can’t
change the cost for returned items.
Void Documents Mark to allow users to void returns after they’ve been entered. If marked and
you’ve also selected to track voided transaction history in the Sales Order Processing Setup window,
voided returns will be saved in history. If unmarked, you can’t void returns in the Sales Transaction
Entry window.
7. Choose Holds to assign process holds to the return ID to stop processing. For more information about
8. Choose Save to save the return information you’ve entered.
To review the entries and selections you’ve made for a specific return ID, print the Sales Return Setup List by
choosing File >> Print or the printer button while the Sales Return Setup window is displayed.
To review the entries for all return IDs, print the Sales Return Setup List (Sales >> Reports >> Setup).
sales cycle. You can use process holds to restrict the transfer, fulfillment, printing, or posting of documents. You can
manually assign process holds to individual documents or automatically assign them to documents based on their
document ID. If you assign process holds to a document ID, the process holds will be assigned to each document
that uses the document ID.
For example, a manager’s approval might be required before a return is posted. You can set up a process hold
called Manager Approval, assign a password and apply it to all return documents. Once the process hold is applied,
you must enter the password before the return can be posted.
NOTE
You can’t assign process holds until you’ve set them up using the Sales Process Holds Setup window. For more information,
see Setting up process holds.
For more information about assigning a process hold to an individual document, see Assigning process holds to a
document on page 195.
To assign process holds to sales document IDs
Document Setup button >> select the Quote, Order, Back Order, Invoice, or Return option >> Holds
button)
2. Select a hold from the Available Process Holds list and choose Insert.
3. Continue this process until all process holds you want to apply are displayed in the Selected Process Holds
list.
Chapter 4: Sales fulfillment workflow setup

If you’re using sales fulfillment workflow, you must set up document statuses to assign to fulfillment orders. These
document statuses indicate typical document processes, such as printing picking tickets, picking out goods from
inventory, printing packing slips, packing and shipping goods, and sending invoices to customers. To use sales
fulfillment workflow, use the Sales Fulfillment Order/ Invoice Setup window to activate workflow for sales.
You can set up picking instruction IDs that you can assign to a customer or an item and then print on a picking
ticket.
Workflow refers to the automation of a business process, during which tasks are completed and documents are
passed from one participant to another to complete the next task in the process. You can implement workflow
capability into your sales cycle by using a type of sales document called a fulfillment order. You can create a
fulfillment order from a quote, back order, or order, and you can create an invoice from a fulfillment order. For more
information about fulfillment orders, refer to Understanding fulfillment orders.
You can assign up to six workflow document statuses to a fulfillment order. You can use these statuses to track the
document processes, such as printing a picking ticket, retrieving items from inventory, printing a packing slip,
packing and shipping the goods, and sending an invoice to the customer. You must mark Status 6 and at least one
other status to track workflow information.
Each workflow status that you use must have a description. The following descriptions are provided, but you can
change them.
1 = Ready to Print Picking Ticket
2 = Unconfirmed Pick
3 = Confirm Pick/Ready to Pack
4 = Unconfirmed Pack
5 = Shipped
6 = Ready to Print/Post
You can advance the status for one document at a time in the Sales Transaction Entry window by completing the
following appropriate tasks.
STATUS ACTION TO ADVANCE TO THE NEX T TRACKED STATUS
1 Print a picking ticket for the fulfillment order that includes all
line items—except drop-ship—that are not fully canceled or
back ordered. You can print the picking ticket from one of the
following windows: the Sales Transaction Entry window, the
Sales Order Fulfillment window, the Print Sales Documents
window, or the Sales Document Print Options window.
2 Choose Confirm >> Pick in the Sales Transaction Entry

3 Print a packing slip for the fulfillment order in the Sales

Transaction Entry window, the Sales Order Fulfillment window,
the Print Sales Documents window, or the Sales Document
Print Options window.
4 Choose Confirm >> Pack in the Sales Transaction Entry

5 Choose Confirm >> Ship in the Sales Transaction Entry

window or the Sales Order Fulfillment window.
For example, if you’re tracking all six document statuses and you’ve printed the picking ticket for the items on a
fulfillment order, the current document status is 2. To advance the document status to Status 3, you can choose
Confirm >>Pick in the Sales Transaction Entry window.
You also can advance the status of one or more documents in the Sales Bulk Confirmation window. For more
information, refer to Advancing the document status of one or more fulfillment orders.
If you’re using sales fulfillment workflow, use the Sales Fulfillment Order/Invoice
Setup window to activate workflow for sales. Use the Sales Fulfillment Document Workflow Setup window to
select the workflow statuses to track for a fulfillment order/invoice type ID with the Enable Fulfillment Workflow
option marked. You must mark Status 6 and at least one other status to track workflow information. For more
information, refer to Sales fulfillment workflow overview.
To set up fulfillment workflow for sales
2. Enter or select a fulfillment order ID/invoice ID for the workflow you’re setting up.
3. Mark the Enable Fulfillment Workflow option.
4. Choose Workflow to open the Sales Fulfillment Document Workflow Setup window.
5. To exclude a document status from the workflow process, unmark the Active option for the status. To change
the status descriptions, refer to Changing fulfillment workflow document status descriptions.
6. Choose OK in the Sales Fulfillment Document Workflow Setup window. Choose Save in the Sales
Fulfillment Order/Invoice Setup window.
If you’re using sales fulfillment workflow, use the Sales Fulfillment Workflow Setup window to change the
descriptions of document statuses displayed in the Sales Fulfillment Document Workflow Setup window. For more
information, refer to Setting up fulfillment workflow for sales.
The workflow process that’s used to move from one document status to another won’t change. For example, if your
company uses the term “dispatch” rather than the term “ship”, you could change the description for Status 5 to
Dispatched in the Sales Fulfillment Workflow Setup window. However, to advance the status of a document to
status 6, you need to select Confirm >> Ship in the Sales Transaction Entry window, the Sales Order Fulfillment
window, or the Bulk Confirmation window.
To change fulfillment workflow document status descriptions
1. Open the Sales Fulfillment Workflow Setup window. (Sales >> Setup >> Fulfillment Workflow Setup)
2. You can select the description text and change it.

If you’re using advanced picking, use the Picking Instruction Maintenance window to set up instruction IDs and
enter picking instructions. Picking instructions can include information such as the sequence that an item should be
picked or that a forklift is required to pick an item.
You can assign the instruction IDs to a customer record and item record in the Picking Instruction Preview window.
When you print a picking ticket that includes the customer ID and item ID, and you marked the Print Picking
Instructions option in the Print Sales Documents window or the Sales Document Print Options window, the
instructions also will be printed.
To set up picking instruction IDs
1. Open the Picking Instruction Maintenance window. (Sales >> Cards >> Picking Instructions)
2. Enter an ID to describe the picking instructions you’re creating.

3. In the Instructions field, enter the picking instructions.
For example, to specify that the item should be picked in a specific sequence, you could enter “Pick this item
first-in, first-out (FIFO ) order.” Picking instruction for a specific customer could be “Pick blue-handled paint
brushes only.”
4 Choose Save to save the picking instructions you’ve entered.
Chapter 5: Document ID maintenance

After you’ve set up a quote, order, fulfillment order, back order, invoice, or return ID in Sales Order Processing, you
can revise it as your needs change. You can also delete a document ID if you no longer need it.
You can change most existing document ID settings at any time. The changes will affect future transactions that use
the document ID but won’t change the information in existing transactions.
The following table lists the settings that can’t be changed if there are unposted documents for a document ID.
These settings will be dimmed until you transfer, post, void, or delete the documents.
DOCUMENT TYPE SETTINGS
Quote Use Prospects
Allow Repeating Documents
Order Allow Repeating Documents
Allocate By
Invoice Allocate By
Fulfillment Order Enable Fulfillment Workflow
To modify a sales document ID

1. Open the setup window for the document type. (Sales>> Setup >> Sales Order Processing >> Sales
option)
2. Select the document ID you want to modify and make changes as needed.
3. Choose Save. The changes will affect new documents that use this document ID.
A document ID can be deleted if there are no unposted documents that use the document ID. Posted, transferred,
voided, or deleted documents that use the deleted document ID won’t be affected.
To delete a sales document ID
1. Open the setup window for the document type. (Sales >> Setup >> Sales Order Processing >> Sales
option)
2. Select the document ID you want to delete.
3. Choose Delete.
Use the Sales Process Holds Assignments window to remove process holds assigned to specific document IDs.
sales cycle. Removing a process hold will affect future transactions that use the document ID but won’t change
holds on existing transactions.
For information about setting up process holds, see Setting up process holds. For more information about
removing a process hold from an individual document, see Removing process holds from a document*.
To remove process holds assigned to a sales document ID
option >> Holds button)
2. Select a process hold from the Selected Process Holds list and choose Remove.
Choose Remove All if you want to remove all the process holds assigned to the document ID.
3. Continue this process to remove additional process holds.
Chapter 6: Customer item and substitute item maintenance

You can set up customer item numbers and substitute item numbers and delete them when they’ve expired. You
can set up substitute item numbers for customers only when you’re using sales fulfillment workflow.
Use the Customer Item Maintenance window to set up customer item numbers, substitute item numbers for
customers, and user-defined information.
Some customers use different names for items than your company uses. The name that the customer uses is a
customer item. You can set up customer item numbers to make entering orders easier. For example, suppose the
customer calls an item a USB/PS2 Connector, but the item in your inventory is a PS2/USB Connector. Enter
USB/PS2 Connector here. When you enter an order for the customer and type USB/ PS2 Connector in the Item
Number field, the appropriate inventory item number will be displayed in place of the customer item number.
You also can use this window to set up substitute item numbers to sell an item in place of another item. For
example, suppose a specific keyboard is on sale, but your inventory is sold out before the sale is over. You can
substitute another keyboard rather than back ordering the keyboard that is on sale.
To set up customer item numbers and substitute item numbers
1. Open the Customer Item Maintenance window. (Sales >> Cards >> Customer Items)
2. Enter or select a customer and an item number.

3. Enter the item name that the customer uses. When you create a sales order and enter the customer item, the
inventory item number will be displayed.
4. You can enter a customer item description, short name, and generic name.
5. You can enter additional information in the text fields.
6. To assign a substitute item, you can enter or select an item to substitute for the item displayed in the Item
Number field.
7. You can enter a date range for when the substitute item is effective. This date also can be used to remove
customer/item substitute records in the Remove Customer/Item Substitutes window.
8. Choose Save.
Use the Remove Customer/Item Substitutes window to remove customer/item substitute records with expiration
dates equal to or earlier than the date you enter. For example, suppose you enter the date June 23, 2005. All
customer/item substitute records with a date of June 23, 2005 or earlier in the Substitute Item’s Effective Date
Range From field in the Customer Item Maintenance window will be removed.
To remove customer/item substitute items
1. Open the Remove Customer/Item Substitutes window. (Sales >> Utilities >> Remove Substitute Items)
2. Enter the date to remove customer/item substitute records that expired on or earlier than the date.
3. Choose Process. The Customer/Item Substitutes Removed report will be printed.
See Also
Glossary
This part of the sales order processing documentation explains how to enter sales documents and sales batches.
The data entry windows were designed to resemble actual sales documents, with customer, line item, tax, and
total information. The following topics are discussed:
Chapter 7, “Item information,” describes item tracking and pricing related to Sales Order Processing.
Chapter 8, “Multicurrency transactions,” explains the multicurrency features in Sales Order Processing.
Chapter 9, “Batches,” explains how to use batches to group sales documents for transferring or posting.
Chapter 10, “Quotes,” explains how to enter quotes—including repeating quotes.
Chapter 11, “Orders,” explains how to enter orders—including repeating orders.
Chapter 12, “Fulfillment orders and invoices,” explains how to enter fulfillment orders,
Chapter 13, “Invoices,” explains how to enter invoices.
Chapter 14, “Back orders,” explains how to enter back orders.
Chapter 15, “Returns,” explains how to enter returns and how to use return quantity types.
Chapter 16, “Transaction detail entry,” describes how to enter detailed information about a document,
customer, line item, or other element of a transaction.
Chapter 17, “Payments and deposits,” contains information on entering payments or deposits received for
a document.
Chapter 18, “Sales Order Processing taxes,” explains how sales tax is calculated, modified, and distributed in
Sales Order Processing.
Chapter 7: Item information

Use this information to learn more about handling items in Sales Order Processing. This information is divided
into the following sections:
Drop -ship transactions
Standard pricing calculations
Extended pricing calculations
Unit cost
Multiple bins overview
Non-inventoried items
Adding items
Serial- or lot-numbered items
Kit items
Assigning instruction IDs to customer and item records
Available to promise overview
Drop-ship transactions
Drop-ship transactions are for items that are shipped from your vendor directly to the customer. The item isn’t
received into or sold from your inventory.
To mark all line items on a sales document as drop-ship, choose Options >> Drop Ship Item in the Sales
Transaction Entry window before entering items. When this option is marked, items on the sales document
will be marked as drop-ship as they are entered.
To mark an individual line item as drop-ship, mark the drop-ship box next to the item number in the Sales
Transaction Entry window or the Sales Item Detail Entry window. Kit items can’t be drop-shipped.
NOTE
To change the shipping address for a single line item, choose the Ship to Address ID lookup button in the Sales Transaction
Entry window or the Sales Item Detail Entry window and select a new ship-to address ID. The changes will apply only to the
selected line item. If you enter a new line item, the ship-to address ID will come from the previously entered item.
You can’t enter a return in Sales Order Processing for a drop-ship item. If a customer returns an item, enter a
credit memo in Receivables Management to reduce the customer balance and a credit memo in Payables
Management to reduce the balance you owe the vendor.
You can create a purchase order in Purchase Order Processing automatically for drop-ship items on an order or
back order. There are options in the Sales Order Processing Setup window for combining items on a drop ship
order based on the ship-to address. For more information about creating a purchase order, see Chapter 21, “New
purchase orders.” For more information about drop ship setup options, see Chapter 2, “Module setup.”
Standard pricing calculations
If you’re using standard pricing and entering an inventoried item in the Sales Transaction Entry window, the unit
price*—*the price at which each item is being sold—will be calculated using the information entered for the item
in the Item Price List Maintenance window.
The price for an item is determined by price levels. The system will first check the price level selected on the
customer card. If a price level hasn’t been assigned to the customer, the price level from the Receivables
Management Setup window is used. If there isn’t a price level set up for the customer or for Receivables
Management, the default price level for the item is used.
When you enter an item, the price from the item price list is determined by the price level and the unit of measure
selected on the sales document for the item. If a price hasn’t been set up for the price level, the default price level
for the item will be used to determine the price. You can view the price level used for the item in the Sales Item
Depending on how Sales Order Processing is set up, you may be able to change the unit price on the document
or enter a unit price that is below cost. For more information, see Chapter 2, “Module setup.”
For information on selecting and activating a pricing method, see Selecting a pricing method and Enabling
extended pricing. You can also find more information in the Inventory Control documentation.
Extended pricing calculations
If you are using extended pricing, when you create an order or other sales transaction for a customer, the
following process is used to select the price for each item on the transaction. First, the system searches for item-
specific pricing information, beginning in price sheets assigned directly to the customer (which must be active and
include the current date), followed by price sheets in the price book assigned to the customer, and then the base
price book.
If no item-specific pricing is found, the system searches for a price group that includes the item, beginning in
price sheets assigned directly to the customer, followed by price sheets in the customer’s price book, and finally
the base price book.
If an adjusted value-off or percent-of-list price is found, the rest of the pricing structure is searched for a list price
to apply the discount to. For example, if there’s a value-off price in a price sheet assigned to the customer, the
customer’s price book and the base price book are searched for a list price.
It is possible for the final price to be the result of two adjustments applied to the base price. For example, a
customer sheet might give 2% off the customer price book price, which is itself 5% off the base price. If multiple
promotions are applied, they are applied in the order they are discovered: first the promotions from the first step
of the search, then from the second step, and so on.
For information on selecting and activating a pricing method, see Selecting a pricing method and Enabling
extended pricing. For more information on setting up and using extended pricing, see the Inventory Control
documentation.
Unit cost
If Sales Order Processing was set up to display unit costs, the unit cost will be displayed in the Sales Transaction
Entry window for each sales inventory type item. The unit cost will not be displayed for items that are assigned
the type of service, flat fee, or miscellaneous charge.
The unit cost is the current cost or the standard cost of the item, depending on the inventory valuation method.
The following table shows the default cost that appears as the Unit Cost for each valuation method.
VALUATION METHOD UNIT COST DISPLAYED
FIFO perpetual Current cost
LIFO perpetual Current cost
Average perpetual Current cost
FIFO periodic Standard cost
LIFO periodic Standard cost
The cost displayed might not be the cost used to adjust inventory and cost of goods sold when the document is
posted; this will depend on the valuation method used.
VALUATION METHOD UNIT COST USED IN POSTING
FIFO perpetual Actual cost based on valuation method
LIFO perpetual Actual cost based on valuation method
Average perpetual Current cost
FIFO periodic Standard cost
LIFO periodic Standard cost
For the Average Perpetual valuation method, the current cost represents the average cost of the item and is
updated whenever the item quantity is increased.
If you enter a return, the default entry for the unit cost of a line item is the current cost for the item from the Item
Maintenance window. If returns are set up to allow overriding item cost, you can change the unit cost of the item,
which is the cost used to return the item to inventory.
Multiple bins overview
sites, with multiple bins you can track item quantities in bins at each site. Bin quantities are processed and
displayed in the item’s base unit of measure.
NOTE
You can set up bin information when multiple bins functionality has been installed and registered. However, you must also
enable this feature in Inventory Control before you can use bins to track items. For more information on enabling multiple
bins, see the Inventory Control documentation.
could be created for sales order transactions at your warehouse site. Default bins can also be identified for a
particular item and transaction type at a site. For example, if you always use Bin A when selling a certain item
from your main site, you can set up Bin A as the default sales order bin for the item at the main site. Microsoft
Dynamics GP automatically creates item-sitebin relationships the first time a bin is used for a transaction.
When you enter a transaction, the default bin for the transaction type at the itemsite or the site is used
automatically. If there isn’t a default bin at the item-site or at the site, you will be required to enter a bin. If the
site’s default bin is used, an item-site-bin record is created automatically. If you delete the line or document after
the item-site-bin record is automatically created, that item-site-bin relationship is not deleted.
If serial or lot numbers are assigned to an item on a transaction, the bins for the selected serial or lot numbers will
be assigned to the transaction automatically.
For more information on setting up and using multiple bins, see the Inventory Control documentation.
Non-inventoried items
You can set up Sales Order Processing to allow entering items that don’t exist in your inventory records.
When you enter a non-inventoried item you must enter the item description, unit price, and unit cost. The item
won’t be tracked in inventory, but it will appear on Sales Order Processing analysis and history reports.
The following default accounts are used for non-inventoried items.
ACCOUNT SOURCE
Inventory The account assigned to non-inventoried items for the Sales

series in the Posting Account Setup window.
Returned, In Use, In Service, and Damaged The account assigned to non-inventoried items for the Sales
series in the Posting Account Setup window.
Cost of Goods Sold The account assigned to the customer, if you are using
posting accounts from the customer.
Sales The account assigned to the customer, if you are using

posting accounts from the customer.
Accounts Receivable The customer card. If no account is assigned to the customer,

the system uses the account from the Sales series in the
Posting Account Setup window.
ACCOUNT SOURCE
Markdown The Inventory series in the Posting Account Setup window.
The account from the Inventory series in the Posting Account Setup window, if you are not using posting
accounts from the customer.
The account from the Inventory series in the Posting Account Setup window, if you are not using posting
accounts from the customer.
Adding items
If you enter an item number that doesn’t exist in inventory, you can select Options >> Add Item in the Sales
Transaction Entry window to be prompted to either add the item to your inventory or to choose a different item.
Selecting Add Item can help prevent data entry errors that inadvertently create non-inventoried items. You will be
able to use this option only if Sales Order Processing is set up to allow entering non-inventoried items.
If you select Add Item and you enter an item that isn’t in your inventory, a message will be displayed and you’ll
have the option to add the item. If you choose Add in the message window, the Item Maintenance window will
open and you can enter the item information. Choose Cancel in the message window to delete the item number
and enter a different one.
Add Item will remain marked as long as the Sales Transaction Entry window is open. If you close the window and
open it again, you must select Add Item again.
Serial- or lot-numbered items
If an item is tracked by serial or lot numbers, you must identify the specific item or items being sold, and you
must assign the serial or lot number before you ship the item.
Serial and lot numbers may be automatically assigned to items, depending on how Sales Order Processing is
configured. The serial or lot number will be assigned according to the item’s valuation method.
If Sales Order Processing is not set up to automatically assign serial and lot numbers to items, you can enter or
select a serial or lot number. When the item is fulfilled, the Sales Serial Number Entry window or the Sales Lot
Number Entry window will open and you can assign the serial or lot number to the item. If your system is set up
to automatically assign lot numbers, a message won’t be displayed if the expiration date for the lot number has
expired.
If you’re using multiple bins and serial or lot numbers are assigned to an item on a transaction, the bins for the
selected serial or lot numbers will be assigned to the transaction automatically.
If you add a serial- or lot-numbered item to a return document, the Sales Serial Number Entry or Sales Lot
Number Entry window will open and you can enter the serial or lot number for the item.
NOTE
Don’t override shortages on serial- and lot-numbered items. Your inventory will be overstated when the quantity is
replenished.
You can view or change the serial or lot numbers that are assigned to an item. For more information, see
Changing a serial or lot number. You can also view or change the bins that are assigned to an item. For more
information, see Changing bins in Sales Order Processing.
Kit items
Kit items aren’t tracked in inventory; their components are. If you’re using multiple bins, a kit’s component items
are assigned to bins, but the kit item itself is not. When a kit is allocated, the quantity available in inventory for
each component item is checked for shortages.
Kits are treated differently from other items in Sales Order Processing. You can’t partially transfer kits from one
document to another. For example, if you add a kit item to an order, you must transfer the entire quantity for the
kit item to either an invoice or a back order. Also, you can’t drop-ship a kit item.
The distribution accounts for kits come from several different sources and are summarized in the following table.
ACCOUNT TYPE POSTING ACCOUNT FROM
Receivables Customer
Sales Kit or customer, depending on Sales Order Processing setup
Commission expense Posting Account Setup for Sales
Commission payable Posting Account Setup for Sales
Inventory Kit component or customer, depending on Sales Order

Processing setup
Return types (In Use, In Service, Damaged, and Returned) Kit component or customer, depending on Sales Order
Processing setup
Cost of goods sold Kit component, kit item or customer, depending on Sales
Order Processing setup
Assigning instruction IDs to customer and item records

If you’re using advanced picking, use the Instruction ID Processing window to select the customer/address/item
combination or the customer/item combination to assign an instruction ID to.
Use the Picking Instruction Preview window to assign the instruction ID to the records that match the selected
combinations. For more information about instruction IDs, refer to Setting up picking instruction IDs.
To assign instruction IDs to customer and item records
1. Open the Instruction ID Processing window. (Sales >> Cards >> Process Instructions)
2. Enter or select an instruction ID.

3. To assign the instruction ID to a customer record or an item record, select Assign. To remove the
instruction ID from a customer record or an item record, select Remove.
4. Enter or select a customer ID or range of customer IDs.
5. You can enter or select additional options to display records for, such as customer addresses, item
numbers, item class IDs, and generic descriptions of items.
For example, suppose you have 40 different types of paint brushes in inventory and some of the paint
brushes have a generic description of Watercolor Brush. To assign a specific instruction ID to all brushes
that have a generic description of Watercolor Brush, select From in the Generic Description field and enter
or select Watercolor Brush in the From and To fields.
6. Choose Preview to open the Picking Instruction Preview window and view the records that match your
restrictions.
Unmark records that shouldn’t be assigned to the instruction ID or choose Unmark All.
7. Choose Process to assign the selected instruction ID to the marked item records.
Available to promise overview
Available to promise (ATP ) means that an item is in stock and can be promised to a customer. You can see how
much inventory or projected inventory is not committed to customer orders and is available. ATP is calculated for
an item from the latest document date to the earliest document date for all supply orders, including sales orders,
sales fulfillment orders/invoices, purchase orders, inventory transactions, inventory adjustments, inventory
transfers, assembly transactions, and manufacturing orders.
To determine the item quantities available to promise, you must consider both the actual demand of the item and
meeting that demand as efficiently as possible.
For example, if an order is entered for February 15, 2006, it would be most efficient to fulfill that commitment
from supply expected to be replenished as near to February 15, 2006 as possible.
By knowing how much of each product you have on hand and how much is committed to customer orders, you
can better control your inventory. You also can give customers a firm promise of when a product is deliverable by
viewing existing commitments and eliminating the risk of overselling a product.
You can use the Inventory Available to Promise Inquiry window to view available to promise information for an
item.

If you’re using Multicurrency Management with Sales Order Processing, you can choose the currency you want
to enter on quotes, orders, fulfillment orders, invoices, back orders, and returns.
Viewing multiple currencies for sales transactions
Sales Order Processing amounts
Viewing multiple currencies for sales transactions
You can choose whether you want to view multicurrency transactions in the originating or the functional currency.
Choose View >> Currency >> Functional or Originating while entering a quote, order, fulfillment order, invoice,
back order, or return. The option will be saved on a per user, per window basis.
The Options menu and Currency list button are available in the Sales Transaction Entry window. You also can use
the Currency list button in other windows that support changing the currency view.
The first time you open these windows, all the transactions will be displayed in the originating currency. If you
change the currency view, the option you last used will be the default view the next time you open that window.
If a transaction’s currency ID is not in the functional currency, the rate type and associated exchange rate table
assigned to the selected customer are assigned to the transaction. If a rate type isn’t assigned to the customer, the
default rate type for the Sales series specified in the Multicurrency Setup window is used.
multicurrency transaction, the system searches for a valid exchange rate. If a valid rate doesn’t exist, you can use
the currency expansion button to enter an exchange rate using the Exchange Rate Entry window. You also can use
the Exchange Rate Entry window to view or modify the default exchange rate. If you’ve entered a General Ledger
posting date that’s different from the document date, the exchange rate expiration date must be after the posting
date.
NOTE
If you choose a currency ID for the transaction that is not your functional currency and have the view set to functional,
functional amounts entered might change slightly. This is because the system calculates the originating value of the
functional amount and then recalculates the functional equivalent of the originating amount. This is done so that the
originating amounts will total correctly.

functional equivalents don’t balance, the difference is posted automatically to a Rounding Difference account and
a distribution type of Round identifies the distribution amount in the Sales Distribution Entry window.
For example, assume you’ve entered an invoice in the euro currency, with a sale amount of 30,886.59 EUR, a
trade discount of 586.84 EUR, a discount available of 1544.33 EUR and the exchange rate is 1.0922. The
Accounts Receivable 28,755.42 EUR $31,406.67
Discount Available 1544.33 EUR $1686.72

Sales 30,886.59 EUR $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.34
Sales Order Processing amounts

All amounts on a multicurrency Sales Order Processing document are calculated in the originating and functional
currencies. If you change an exchange rate, the originating amounts are assumed to be correct and the functional
amounts will be recalculated using the new rate. The amounts are calculated as follows:
Subtotal The subtotal is calculated automatically by adding the extended prices in the originating currency
for items. The subtotal in the originating currency is then converted to the functional amount. Thus, the
subtotal in the originating currency will always equal the sum of the extended prices, but the subtotal in the
functional currency might not equal the sum of the items’ extended price in the functional currency.
Taxes Taxes are calculated in the originating currency and then converted into the functional currency. The
tax details are updated only in the functional currency.
Amount Received If you receive a deposit or payment, the amount can be entered in the originating or
functional currency. The exchange rate used for the deposit or payment must be the same rate used for the
document.
Commissions Commissions are calculated using originating amounts, then converted to functional
amounts.
Distributions The distribution accounts must be assigned to the originating currency before the
transaction can be posted in General Ledger. You can post the transaction in Sales Order Processing but it
won’t be posted in General Ledger until the account is assigned to the currency.
Multidimensional Analysis (MDA ) If a transaction includes analysis information, it is updated only in
the functional currency. If the functional amounts are recalculated, the MDA amounts will be recalculated
and any changes made to MDA accounts will be lost.
Rounding When converting amounts from one currency to another, there is the possibility of rounding
differences. Rounding adjustments are posted in the functional currency and are posted to the rounding
account specified for the originating currency. The account can be changed but the rounding amount can’t
be changed.
Chapter 9: Batches
Batches are groups of transactions with something in common that are identified by a unique name or a number.
For example, batches can be a group of transactions entered by a specific employee, or they can be a group of
transactions entered on a particular date.
Creating a batch
Modifying a batch • Deleting a batch
Creating a batch
Use the Sales Batch Entry window to create a batch. You must save quotes, orders, and back orders to a batch.
To create a batch
1. Open the Sales Batch Entry window. (Sales >> Transactions >> Sales Batches)
2. Enter a batch ID, such as your name or the date, to identify the batch.
3. Select the batch origin of Sales Transaction Entry and enter a batch comment, such as a brief description of
the transactions that will be entered in the batch.
4. Enter or accept the posting date. This field will be available only if your system is set up to use the batch
date for posting. If this field is unavailable, the posting date from the Sales Date Entry window for each
transaction will be the posting date for each transaction.
The date you enter is the date the General Ledger records will use. Sales Order Processing records will be
updated according to the document date entered in the Sales Transaction Entry window.
NOTE
The General Ledger posting date only applies to invoices and returns because those are the only document types
that are posted.
For more information about posting settings, see the System Setup instructions (Help >> Contents >>
select Setting Up the System).
5. Select the Checkbook ID that will be affected by the transactions in this batch.
6. If your system uses batch verification, enter the required number of transactions that must be entered
before this batch can be posted.
7. If your system uses batch verification, enter the required currency amount for all transactions you’ll enter
in this batch.
8. Choose Save.
9. When you have entered all your transactions in a batch, you can choose File >> Print or the printer icon
button to print an edit list or batch list to verify your entries.
Edit list Contains the transactions that can be posted—invoices and returns.
Batch list Contains all the transactions saved in the batch, including quotes, orders, back orders,
invoices, and returns.
Modifying a batch
Use the Sales Batch Entry window to make changes to an unposted batch. Transactions can be added only to
batches that have an Available or Unapproved status; you can’t add transactions to batches that have been
approved for posting.
To modify a batch
2. Enter or select a batch ID. If you enter the batch ID, you must also select the origin.
3. Make your corrections and choose Save.
Deleting a batch
Use the Sales Batch Entry window to delete an unposted batch of sales documents. You can’t delete batches that
have been approved for posting.
If a batch contains documents that can’t be deleted, these documents will remain in the batch. Documents that
can’t be deleted are:
Documents that have been printed (except for quotes)
Documents that contain partially transferred items
Documents that contain a posted deposit
Documents that contain line items linked to saved purchase orders
Quotes that have been submitted to sales quote workflow
Orders, fulfillment orders, and invoices that haven’t been submitted to customer credit limit override
workflow
Orders, fulfillment orders, and invoices that have been submitted to customer credit limit override
workflow
To delete a batch
2. Enter or select the batch ID you want to delete. If you enter the batch ID, you must also select the origin.
3. Choose Delete.
Chapter 10: Quotes

Quotes are valuable sales tools because customers or potential customers might request estimates—or quotes—
for the cost of items before they make purchase decisions. You can include items from inventory on a quote, as
well as items that aren’t tracked in inventory, such as installation, labor, and mileage. Your cost and the price to the
customer will be calculated automatically.
Prospect customers
Entering a prospect record
Sales quote approval workflow
Entering a quote
Entering a repeating quote
Prospect customers
Prospect customers are potential customers that you maintain records for, but don’t add to your customer base.
To enter prospects, you must set up the quote ID to allow prospects. Only quotes can be entered for prospect
customers.
To transfer a quote for a prospect customer to an order or to an invoice, you must add the prospect to your
customer base or assign the prospect to an existing customer. The Prospect To Customer window opens when
transferring a quote to an invoice or order so you can transfer a prospect record to a customer record. You can
use the prospect information to create a customer record in the Customer Maintenance window. If you add the
prospect as a customer, the prospect record won’t be deleted automatically. You must delete it in the Sales
Prospect Maintenance window.
For information about creating prospect customer records, see Entering a prospect record.
Entering a prospect record
Use the Sales Prospect Maintenance window to enter prospect customer records. For more information about
prospects, see Prospect customers.
To enter a prospect record:
1. In the navigation pane, choose the Sales button, and then choose the Prospect list.
2. In the New group, choose Prospect to open the Sales Prospect Maintenance window.
3. Enter a prospect ID, name, and contact for the prospect customer.
4. Enter address information for the prospect customer including the street address, city, state, and ZIP code.
5. You can enter or select a class for the prospect customer. For more information about customer classes, see
the Receivables Management documentation.
6. Enter the phone and fax numbers for the prospect customer.
7. Enter or select a shipping method. Because taxes are assessed at the point of exchange, the shipping
method is used to calculate tax amounts.
8. Enter or select a tax schedule that will be used on quotes you enter for this prospect. For more information
about tax schedules, see Setting up taxes and options.
9. Enter a price level for the prospect. The price level will be used as the sales document price level when you
enter a quote for this prospect.
10. If you‘ve set up user-defined fields for prospects in the Sales User-Defined Fields Setup window, you can
enter additional information in those fields. For more information, see Setting up user-defined fields.
11. Save the prospect record.
To review the entries and selections you‘ve made for a specific prospect customer, print the Prospect Setup List by
choosing File >> Print or the printer button while the Sales Prospect Maintenance window is displayed.
To review the entries for all prospective customers, print the Prospect Setup List from the Sales Setup Reports
window (Sales >> Reports >> Setup).
Sales quote approval workflow
Your company can use the sales quote workflow feature as part of its business controls. If you use this feature,
you can define how quotes have to be approved before transferring the quotes to invoices or orders. The rules for
approving quotes can be defined to fit your organization's needs.
When a quote is ready to be approved, approvers can be notified and the quotes can be approved, using Outlook,
Dynamics GP, or SharePoint. After a quote completes the Workflow process, it can be printed, sent in e-mail, or
transferred to an order or invoice.
Entering a quote
You can use the Sales Transaction Entry window to enter and print quotes for your prospects and customers and
to view, void, delete, or transfer existing quotes. You also can send quotes in e-mail.
Sales quotes are saved but not posted, and distributions aren’t calculated on quotes. If a customer decides to
make a purchase based on the quoted price, you can transfer the quote to an order or invoice. When you transfer
a quote to an invoice or order, information about the document, customer, and items will be transferred to the
new document. To transfer a quote for a prospect customer to an order or to an invoice, you must add the
prospect to your customer base or assign the prospect to an existing customer.
You can use the Copy button in the Sales Transaction Entry window to copy line items from one sales document
to another. See Copying sales document items for more information.
To enter a quote
1. In the navigation pane, choose the Sales button, and then choose the Sales Order Transactions list.
2. In the New group or its overflow menu, choose Quote to open the Sales Transaction Entry window.
3. Select the ID of the type of quote you want to enter.

4. Enter a document number or accept the default entry.
5. Enter the document date. If you want the quote to expire in a specified number of days, choose the Date
expansion button and enter an expiration date.
NOTE
After a quote expires it can’t be transferred to an order or invoice. The quote will remain in the system until you
delete or void it.
6. Enter or select the Site ID from which the items will be sold. The site ID is used to allocate items from
inventory and might be used to calculate taxes.
7. Enter or select a batch ID. Quotes must be saved in a batch and will remain there until you void, delete, or
transfer them to another document.
8. Enter or select a customer or prospect ID and enter the purchase order number if the customer has
provided you with one. The purchase order number will appear on the quote.
9. Choose the Customer E -mail Detail Entry expansion button to open the Sales Email Detail Entry window
to update a customer's e-mail information for a transaction. See Updating a customer’s e-mail information
for a sales transaction for more information.
The document type to send in e-mail must be available for the customer before you can open the Sales E -
10. Enter or select a currency ID. If the customer record has a currency ID assigned to it, the customer’s
currency ID will appear as the default entry.
Use the Currency ID expansion button to open the Exchange Rate Entry window, where you can change
the Rate Type ID or the exchange rate. For information about how exchange rates affect the transaction,
see Chapter 8,**“Multicurrency transactions.”
11. Enter or select item numbers, units of measure, and item quantities for the quote. To view additional lines
of information for each item, choose the hide and show button next to the Extended Price prompt.
To view additional lines of information for each item, choose the hide and show button next to the
Extended Price field.
To view available to promise information about the item if you’re using ATP, choose the Quantity
Quoted expansion button to open the Inventory Available to Promise Inquiry window.
Only active items can be entered on a quote. You can continue processing a quote if an item has
been inactivated, but you can’t change the quantity.
If an item has suggested sales items assigned to it for the document type, the Suggest Sales Item
Entry window opens when you press TAB to move to the next line in the scrolling window. You can
use the window to mark the suggested sales items to add to the quote. You also can enter the
suggested quantity and the site ID for each suggested sales item.
To remove an item from the quote, select the item and choose Edit >> Delete Row.
To add an attachment to the item, select the item and choose the Attachment Management icon to
open the Document Attachment Management window.
NOTE
To change the shipping address for a single line item, select the item, expand to the detail view of the
scrolling window, and choose the Ship to Address ID expansion button to open the Sales Ship To Address
Entry window. The changes will apply only to the current line item.
12. Enter the trade discount, freight, and miscellaneous amounts for this quote. Use the Trade Discount
expansion button to open the Sales Trade Discount Entry window, where you can enter or edit a trade
discount for the document. The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window, where you can select the
tax details used to tax freight and miscellaneous amounts.
13. Taxes will be calculated automatically as you enter items and changes made to the tax details will be
transferred to the new document if the document is transferred in full. For more information about
transferring documents, see Transferring totals, deposits, and payments.
14. To add a comment on the quote, enter the comment ID or a one-time comment. For more information
about adding comments, refer to Adding a comment to sales documents.
15. Choose the Attachment Management icon to attach documents to the quote, if applicable.
16. Choose Holds, User-Defined, or Commissions to view or enter additional information about the quote. If a
hold has been assigned to the quote, a stop icon will appear on the Hold button. For more information
about commissions, see Modifying commission information and Splitting commissions.
17. To print the quote or send the quote in e-mail, choose File >> Print. You also can print the quote by
choosing the printer button or send the quote in e-mail by choosing the Send in e-mail button in the upper
right of the Sales Transaction Entry window. For more information about printing and sending sales
documents in e-mail, see Chapter 24, “Printing and sending documents in email.”
NOTE
If you are using sales quote workflow, the quote must be approved before you can print it or send it in e-mail. You
can print a quote or send a quote in e-mail that doesn’t need approval.
18. Save the quote or submit the quote, if you are using sales quote workflow.
Entering a repeating quote
You can create repeating quotes if the quote ID is set up to allow repeating documents. Repeating quotes are
useful if you want to create a template document for a customer that requests the same information multiple
times. Repeating quotes must be set up per customer; you can’t set up one document and use it as a template for
other customers.
You can’t have repeating multicurrency documents. Only documents whose currency ID is the functional currency
can be marked as repeating.
To enter a repeating quote
2. In the New group or its overflow menu, choose Quote to open the Sales Transaction Entry window.
3. Enter or select the type ID.
4. Enter or select a document number and a batch ID.
5. Enter or select a customer ID and enter or accept the currency ID.
6. Choose the document expansion button to open the Sales Document Detail Entry window.
7. Mark Repeating. Enter how many times to repeat the quote and the frequency. Leave the Frequency field
blank to use the quote an unlimited number of times.
8. Choose OK to close the Sales Document Detail Entry window.
9. Continue to enter item and total information on the quote.
10. Save the quote or submit the quote, if you are using sales quote workflow.
Chapter 11: Orders

Sales orders typically are used in businesses where items or services are agreed upon and then exchanged. When
the goods or services are delivered to a customer, you can transfer the order to an invoice. The cost to you and
the price the customer will pay is calculated automatically.
Entering a sales order
Entering a repeating order
Copying sales document items
Previewing sales document line items
Entering a sales order
You can use the Sales Transaction Entry window to enter and print orders for your customers and to view, void,
delete, or transfer existing orders. You also can send orders in e-mail.
Sales orders are saved, but not posted; distributions aren’t calculated on orders. When you ship the items to a
customer, you can transfer the order to an invoice. If ordered items aren’t available in inventory, you can transfer
the order to a fulfillment order or a back order.
You also can create an order by transferring a quote or a back order to an order. When you transfer a quote or
back order document to an order, information about the document, customer, and items will be transferred to the
order.
An order will have one of the following document statuses.
DOCUMENT STATUS DESCRIPTION
New The order has been created and saved.
In Process One or more line items have been transferred to another

document type.
Complete The order has been moved to history.
You can change the shipping address or the site ID for a single line item by choosing the Ship to Address ID
lookup button or the Default Site lookup button in the Sales Transaction Entry window or the Sales Item Detail
Entry window and selecting a new ship-to address ID or site ID. The changes will apply only to the selected line
item. If you enter a new line item, the ship-to address ID or site ID will come from the previously entered item.
You can use the Copy button in the Sales Transaction Entry window to copy line items from one sales order to
another. See Copying sales document items for more information.
To enter a sales order
2. In the New group or its overflow menu, choose Order to open the Sales Transaction Entry window.
3. Enter or select the ID of the type of order to enter.

5. Enter or select a customer ID and enter the purchase order number if the customer has provided you with
one. The purchase order number will appear on the order.
7. Enter the document date. The date you enter will be used to update your sales records. To enter a
requested ship date, choose the Date expansion button.
8. Enter or select a Batch ID. Orders must be saved in a batch and will remain there until you void, delete, or
transfer them to another document.
9. Enter or select the Site ID from which the items on the order will be sold. The site ID is used to allocate
items from inventory and might be used to calculate taxes.
If you’re using multiple bins and you change the Site ID after selecting bins, lot numbers, or serial
numbers for an item, your previous bin, lot number, or serial number selections are discarded.
10. Enter or select a Currency ID. If the customer record has a currency ID assigned to it, the customer’s
currency ID will appear as the default entry. Use the Currency ID expansion button to open the Exchange
Rate Entry window, where you can change the Rate Type ID or the exchange rate. For information about
how exchange rates affect the transaction, see Chapter 8,**“Multicurrency transactions.”
11. Enter or select item numbers, units of measure, and item quantities for the order. To view additional lines of
information for each item, choose the hide and show button next to the Extended Price prompt. If you’re
using multiple bins and you change the quantity ordered or the unit of measure after selecting bins, lot
numbers, or serial numbers for an item, your previous bin, lot number, or serial number selections are
discarded.
To view available to promise information about the item if you’re using ATP, choose the Qty
Ordered expansion button to open the Inventory Available to Promise Inquiry window.
Only active items can be entered on an order. You can continue processing an order if an item has
been inactivated, but you can’t change the quantity.
use the window to mark the suggested sales items to add to the order. You also can enter the
To remove an item from the order, select the item and choose Edit >> Delete Row.
NOTE
To change the shipping address for a single line item, select the item, expand to the detail view of the scrolling
window, and choose the Ship to Address ID expansion button to open the Sales Ship To Address Entry window. The
12. If you’re using extended pricing and a promotion exists for the item you entered, the Promotion Alert
window will open, where you can select whether to apply the promotion to the line. If you accept a free
item promotion, the free item will be added to the order automatically.
14. If the customer makes a deposit or payment on the order, enter the amount in the Amount Received field.
For more information about deposits and payments, see Entering deposits and payments on orders or
back orders.
15. To add a comment on the order, enter the comment ID or a one-time comment. For more information
about adding comments, refer to Adding a comment to sales documents.
16. Enter the trade discount, freight, miscellaneous, and tax amounts for the order. Use the Trade Discount
expansion button to open the Sales Trade Discount Entry window, where you can enter or edit a trade
discount for the document. The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window, where you can select the
tax details used to tax freight and miscellaneous amounts.
18. Choose Holds, User-Defined or Commissions to enter additional information about the order. If a hold has
been assigned to the order, a stop icon will appear on the Hold button. For more information about
commissions, see Modifying commission information and Splitting commissions.
19. To print the order or send the order in e-mail, choose File >> Print. You also can print the order by
choosing the printer button or send the order in e-mail by choosing the Send in e-mail button in the upper
right of the Sales Transaction Entry window. For more information about printing and sending documents
in e-mail, see Chapter 24, “Printing and sending documents in e-mail.”
NOTE
If the order exceeds the customer’s credit limit and you are using customer credit limit override workflow, the order
must be approved before you can print it or send it in e-mail. You can print an order or send an order in e-mail that
doesn’t need approval.
20. Save the order.

Submit the order for approval if the order exceeds the customer’s credit limit and you are using customer credit
limit override workflow.
NOTE
National accounts provide the ability to restrict payments for child customers and apply credit checking, holds and finance
charges at a consolidated national account level, depending on how the account was set up. If you can’t save or post a
transaction, check the status of the options in the National Accounts Maintenance window.
Entering a repeating order

You can create repeating orders if the order ID is set up to allow repeating documents. Repeating orders are
useful if you want to create a template document for a customer that requests the same information multiple
times. Repeating orders must be set up per customer; you can’t set up one document and use it as a template for
other customers.
You can’t have repeating multicurrency documents. Only documents whose currency ID is the functional currency
can be marked as repeating.
To enter a repeating order
2. In the New group or its overflow menu, choose Order to open the Sales Transaction Entry window.
3. Enter or select the type ID.
4. Enter or select a document number and a batch ID.
5. Enter or select a customer ID and enter or accept the currency ID.
6. Choose the document expansion button to open the Sales Document Detail Entry window.
7. Mark Repeating. Enter how many times to repeat the order and the frequency.
Leave the Frequency field blank to use the order an unlimited number of times.
8. Choose OK to close the Sales Document Detail Entry window.
Copying sales document items
Use the Copy a Sales Order window to copy line items from one sales document to another. You can copy
negative line items to Invoice documents and line items with negative prices. You cannot copy discontinued
items.If you are using Analytical Accounting, you can copy analysis information assigned to invoices or returns.
You can copy a quote if you are using sales quote workflow. The new quote is assigned a status of Not Submitted.
You can copy from a quote that is pending approval, but you can’t copy to a quote that is pending approval.
You can copy an order, fulfillment order, or invoice if you are using customer credit limit override workflow. The
new document is assigned a status of No Approval Needed. You can copy from an order, fulfillment order, or
invoice that is pending approval, but you can’t copy to an order, fulfillment order, or invoice that is pending
approval.
If the new and existing documents have different currencies and neither is the functional currency, amounts will
be converted from the currency of the existing document to the functional currency and then to the currency for
the new document.
To copy sales document line items
1. Open the Sales Transaction Entry window. (Sales >> Transactions >> Sales Transaction Entry)
2. Enter or select a document to add line items to. To create a new document, select a type and type ID, then
enter a new document number, customer ID, and currency ID.
3. Choose Copy to open the Copy a Sales Order window.
4. Enter or select the document number for the document that contains the information to copy.
5. Select a price option. If you choose Use Current Pricing, you can unmark the Use Price Level from Target
Document option to use the price level from the existing sales document.
6. Select a site option. If you choose Use Site, enter or select a site.
8. You can choose Preview to open the Preview Line Items window, where you can mark and modify line
items before you copy them. See Previewing sales document line items for more information.
9. Choose Copy.
Previewing sales document line items
Use the Preview Line Items window to mark and modify line items on sales documents before you copy them.
You also can view warnings and correct error messages. You can’t mark a line item that contains an error (red
symbol) until you correct the error. You can mark a line item that contains a warning (yellow symbol).
To preview sales document line items
1. Open the Copy a Sales Order window. (Sales >> Transactions >> Sales Transaction Entry >> select a
document >> Copy)
2. Enter an order number.
4. Choose Preview.
5. If you are previewing a sales order containing a kit item, you can mark Display Kit Components to view
line items included in the kit.
6. If you selected the Mark All Line Items for Copy option, all line items will be marked. You can unmark any
line item you do not want to copy.
7. If a line item contains an error, select the line item and click the expansion button to view the error. Then
you can correct the error and mark the line item.
8. You can change the order quantity of any line item. You can change the unit price of sales document line
items if the Override Prices option in the Sales Order Processing Setup Options window is marked (Sales
>> Setup >> Sales Order Processing >> Options).
9. Choose OK to save your changes and close the Preview Line Items window.
10. Choose Copy to copy the line items to the target document.
11. Continue to enter item and total information on the document.
12. Choose Save.
Chapter 12: Fulfillment orders and invoices

If you’re using sales fulfillment workflow, you can create fulfillment orders. A fulfillment order is a type of sales
document. You can enter a fulfillment order in the Sales Transaction Entry window. You also can create a
fulfillment order from a quote, a back order, or an order and you can create an invoice from a fulfillment order.
Fulfillment orders cannot be posted. If items on a fulfillment order can’t be filled from inventory, you can transfer
the fulfillment order items to a back order.
When the document status of a fulfillment order reaches Status 6, the fulfillment order becomes an invoice. To
view the details about the document status for a fulfillment order, click the Document Status link in the Sales
Transaction Entry window. For more information about document statuses, refer to Setting up fulfillment
workflow for sales.
Because a sales invoice is a legally binding document, it should be posted. The cost of goods sold and the price
for the customer will be calculated automatically. If items on an invoice can’t be filled from inventory, you can
transfer the invoice items to a back order.
Understanding fulfillment orders
Entering a fulfillment order or invoice
Combine multiple fulfillment orders to a single invoice
Understanding fulfillment orders
If you’re using sales fulfillment workflow, you can use the Sales Transaction Entry window to create a fulfillment
order. A fulfillment order is a type of sales document that uses document statuses to provide additional structure
and control over typical sales processes, such as printing the picking ticket, picking the goods, printing the
packing slip, packing and shipping the goods, and invoicing the customer.
You can create a fulfillment order from a quote, a back order, or an order, and you can create an invoice from a
fulfillment order.
When you create a fulfillment order, the document status for the fulfillment order will be the first status that you
track for that type ID. You can’t post a fulfillment order.
You can advance the document status of a fulfillment order by confirming that items on fulfillment orders have
been picked, packed, and shipped in the Sales Transaction Entry window, the Sales Order Fulfillment window, or
the Sales Bulk Confirmation window.
Entering a fulfillment order or invoice
Use this information to enter a fulfillment order or invoice. If you’re not using sales fulfillment workflow refer to
Entering an invoice.
If you’re using sales fulfillment workflow, you can use the Sales Transaction Entry window to enter, print and send
fulfillment orders and invoices in e-mail to your customers. You can view and void existing fulfillment orders. You
can view, void, post, and delete existing invoices. For more information, see Understanding fulfillment orders.
To enter a fulfillment order or invoice
2. In the New group or its overflow menu, choose Fulfillment Order or Invoice to open the Sales Transaction
Entry window.
3. Enter or select the ID of the type of fulfillment order or invoice to enter.

5. Enter or select a customer ID and ship-to address.
7. Enter the document date. The date you enter will be used to update your sales records. To change the
posting date or enter a requested ship date, choose the Date expansion button.
8. You can create or select a batch ID to assign to the fulfillment order or invoice.
9. Enter or select the site ID that the items will be sold from. The site ID will be used to allocate items from
10. Enter the purchase order number if the customer has provided you with one.
The purchase order number will be printed on the fulfillment order or invoice.
the rate type ID or the exchange rate. For information about how exchange rates affect the transaction, see
Chapter 8, “Multicurrency transactions.”
12. Enter or select item numbers, units of measure, and item quantities for the fulfillment order or invoice. To
view additional lines of information for each item, choose the hide and show button next to the Extended
Price field. Only active items can be entered. You can continue processing if an item has been inactivated,
but you can’t change the quantity.
If you’re using multiple bins and you change the site ID, quantity, or unit of measure after selecting bins,
lot numbers, or serial numbers for an item, your previous bin, lot number, or serial number selections are
discarded.
If an item has suggested sales items assigned to it for the document type, the Suggest Sales Item Entry
window opens when you press TAB to move to the next line in the scrolling window. You can use the
window to mark the suggested sales items to add to the fulfillment order. You also can enter the suggested
quantity and the site ID for each suggested sales item.
To remove an item from the fulfillment order or invoice, select the item and choose Edit >> Delete Row.
> [!NOTE]
> To change the shipping address for a single line item, select the item, expand to the detail view of the
scrolling window, and choose the Ship to Address ID expansion button to open the Sales Ship To Address Entry
window. The changes will apply only to the current line item.
Enter the trade discount, freight, miscellaneous, and tax amounts for this fulfillment order or invoice.
Use the Trade Discount expansion button to open the Sales Trade Discount Entry window, where you can enter
or edit a trade discount for the document. The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window, where you can select the tax
details used to tax freight and miscellaneous amounts.
window will open, where you can select to apply the promotion to the line. If you accept a free item
promotion, the free item will be added to the fulfillment order or invoice automatically.
3. Enter the amount received and the terms discount taken on the fulfillment order or invoice. For more
information about entering an amount received, see Entering a payment for an invoice, fulfillment order,
or return.
4. To add a comment on the fulfillment order or invoice, enter the comment ID or a one-time comment. For
more information about adding comments, see Adding a comment to sales documents.
6. Choose Holds or User-Defined to enter additional information about the fulfillment order or invoice. If a
hold has been assigned to the fulfillment order or invoice, a stop icon will appear on the Hold button.
7. Choose Distributions to verify or change distribution accounts.
NOTE
You can distribute amounts to unit accounts to record increases to non-financial accounts. The amounts you
distribute to unit accounts won’t be totaled with other distributions. For more information about unit accounts, see
the General Ledger documentation.
8. Choose Commissions to verify or change the commission amounts. For more information about
9. You can print the fulfillment order or invoice or send the fulfillment order or invoice by choosing File >>
Print. You also can print the fulfillment order or invoice by choosing the printer button or send the
fulfillment order or invoice in e-mail by choosing the Send in e-mail button in the upper right of the Sales
Transaction Entry window. For more information about printing and sending documents in e-mail, see
Chapter 24, “Printing and sending documents in email.”
NOTE
If the fulfillment order or invoice exceeds the customer’s credit limit and you are using customer credit limit override
workflow, the document must be approved before you can print it or send it in e-mail. You can print or send a
fulfillment order or invoice in e-mail that doesn’t need approval.
10. Save the fulfillment order or save or post the invoice.

Submit the fulfillment order or invoice for approval if the document has exceeds the customer’s credit limit and
you are using customer credit limit override workflow. The document must be approved before you can post it.
If you’re using multiple bins and posting fails, bin quantities revert to their previous values.
Combine multiple fulfillment orders to a single invoice
If you’re using sales fulfillment workflow, you can use the Sales Bulk Confirmation window to combine several
fulfillment orders for the same customer to a single invoice. In order to combine fulfillment orders, the following
information must also be the same on the fulfillment orders:
Shipped status
Bill to address ID
Currency ID (including the exchange table ID and exchange rate)
Payment terms
Commission apply information
Other details for the fulfillment orders, such as the amount received, terms discount taken, tracking numbers,
account distributions, trade discounts, comments, and taxes will be combined on the new invoice.
To combine fulfillment orders on a single invoice
1. Open the Sales Bulk Confirmation window. (Sales >> Transactions >> Bulk Confirmation)
2. Select Confirm Ship as the action to complete.
3. To restrict the documents displayed in the window, select the range of documents.
4. Choose Redisplay. The documents that match your range selection will appear in the scrolling window.
5. Mark Create Combined Invoice. Then, select the Type ID that will be used to determine the next number
and default entries for the invoice that is created.
6. Enter or select a destination batch ID for the new invoice.
7. Mark the documents you want to invoice.
8. Choose Process. The fulfillment orders will be combined according to customer ID, then, the other criteria
listed above. If fulfillment orders for multiple customers are marked, the orders will be grouped and
invoiced according to customer. The fulfillment orders and the new invoice are assigned the same new
master number.
Once the process is complete, print the Sales Bulk Confirmation - Combined Invoice Report. This report will
display the invoice number and list the fulfillment orders that were combined onto it.
You can use your usual invoicing process to invoice the customer.
Chapter 13: Invoices

Because sales invoices are legally binding documents that record the prices and details of transactions, they
should be posted. The cost of goods sold and the price for the customer will be calculated automatically. If items
on an invoice can’t be filled from inventory, you can transfer the invoice items to a back order.
Understanding invoices
Entering an invoice
Understanding invoices
You can use the Sales Transaction Entry window to enter, print, and send invoices in e-mail to your customers and
to view, void, post, delete, or transfer existing invoices.
You also can create an invoice by transferring a quote, order, or back order to an invoice. When you transfer a
document to an invoice, information about the document, customer, and items will be transferred to the invoice.
If you’re using sales fulfillment workflow, an invoice is created from a fulfillment order when you advance the
document status to status six. Refer to Understanding fulfillment orders and Entering a fulfillment order or
invoice.
Transaction amounts on an invoice will be distributed automatically to posting accounts. The distribution accounts
and amounts won’t be displayed for Inventory and Cost of Goods Sold. The actual cost will be determined when
you post the invoice and the cost and distribution accounts will be displayed on the posting journal. To verify the
accounts that will be used for each item, choose the Item Number expansion button to open the Sales Item Detail
Entry window. Choose Distribution to view or change the accounts used for that item.
You can enter a negative invoice quantity for a line item, but the negative quantity won’t be allocated or fulfilled.
The negative invoice quantity is assigned the return quantity type of On Hand automatically. You can’t enter a
negative invoice quantity for a drop-ship line item.
If you’re using Multicurrency Management, you can change the distribution amounts only in the originating
currency. If you change an amount in the originating currency, the functional amount will be recalculated.
Entering an invoice
Use this information to enter an invoice. If you’re using sales fulfillment workflow, refer to Entering a fulfillment
order or invoice.
You can use the Sales Transaction Entry window to enter and print invoices for your customers and to view, void,
post, delete, or transfer existing invoices. You also can send invoices in e-mail. For more information, see
Understanding invoices.
You can change the shipping address or the site ID for a single line item by choosing the Ship to Address ID
lookup button or the Default Site lookup button in the Sales Transaction Entry window or the Sales Item Detail
Entry window and selecting a new ship-to address ID or site ID. The changes will apply only to the selected line
item. If you enter a new line item, the ship-to address ID or site ID will come from the previously entered item.
To enter an invoice
2. In the New group or its overflow menu, choose Invoice to open the Sales Transaction Entry window.
3. Enter or select the ID of the type of invoice to enter.

5. Enter the document date. The date you enter will be used to update your sales records. To change the
posting date or enter a requested ship date, choose the Date expansion button.
6. Enter or select the Site ID from which the items will be sold. The site ID will be used to allocate items from
If you’re using multiple bins and you change the Site ID after selecting bins, lot numbers, or serial
numbers for an item, your previous bin, lot number, or serial number selections are discarded.
7. You can create or select a Batch ID to assign to the invoice.
one. The purchase order number will appear on the invoice.
9. Choose the Customer E -mail expansion button to open the Sales E -mail Detail Entry window to update a
customer's e-mail information for a transaction. See Updating a customer’s e-mail information for a sales
transaction for more information.
see Chapter 8, “Multicurrency transactions.”
11. Enter or select item numbers, units of measure, site ID, and item quantities for the invoice. To view
additional lines of information for each item, choose the hide and show button next to the Extended Price
prompt.
If you’re using multiple bins and you change the quantity or unit of measure after selecting bins, lot
numbers, or serial numbers for an item, your previous bin, lot number, or serial number selections are
discarded.
To view available to promise information about the item if you’re using ATP, choose the Invoice
Quantity expansion button to open the Inventory Available to Promise Inquiry window.
Only active items can be entered on an invoice. You can continue processing an invoice if an item
has been inactivated, but you can’t change the quantity.
use the window to mark the suggested sales items to add to the invoice. You also can enter the
To remove an item from the invoice, select the item and choose Edit >> Delete Row.
NOTE
12. Enter the trade discount, freight, miscellaneous, and tax amounts for this invoice.
Use the Trade Discount expansion button to open the Sales Trade Discount Entry window, where you can enter
or edit a trade discount for the document. The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window, where you can select the tax
details used to tax freight and miscellaneous amounts.
item promotion, the free item will be added to the invoice automatically.
3. Enter the amount received and the terms discount taken on the invoice. For more information about
entering an amount received, see Entering a payment for an invoice, fulfillment order, or return.
4. To add a comment on the invoice, enter the comment ID or a one-time comment. For more information
about adding comments, see Adding a comment to sales documents.
6. Choose Holds or User-Defined to enter additional information about the invoice. If a hold has been
assigned to the invoice, a stop icon will appear on the Hold button.
NOTE
9. You can print the invoice or send the invoice in e-mail by choosing File >> Print. You also can print the
invoice by choosing the printer button or send the invoice in e-mail by choosing the Send in e-mail button
in the upper right of the Sales Transaction Entry window. For more information about printing and sending
documents in e-mail, see Chapter 24, “Printing and sending documents in email.”
NOTE
If the invoice exceeds the customer’s credit limit and you are using customer credit limit override workflow, the
invoice must be approved before you can print it or send it in email. You can print or send an invoice in e-mail that
doesn’t need approval.
10. Save or post the invoice.

Submit the invoice for approval if the invoice exceeds the customer’s credit limit and you are using customer
credit limit override workflow. You must approve the document before you can post it.
Chapter 14: Back orders

Enter a back order when you encounter an item shortage while entering an order or invoice in the Sales
Understanding back orders
Entering a back order
Understanding back orders
You can use the Sales Transaction Entry window to enter and print back orders for your customers and to view,
void, delete, or transfer existing back orders.
Back orders are saved but not posted and distributions aren’t calculated on back orders. When an item that has
been back ordered is in stock, you can transfer the back order to an order or an invoice. When you transfer a back
order to an invoice, fulfillment order, or order, information about the document, customer, and items will be
transferred to the new document.
You also can create a back order by transferring an order, fulfillment order, or invoice to a back order. When you
transfer an order or invoice document to a back order, information about the document, customer, and items will
be transferred to the back order. For more information about transferring documents, see Transferring an
individual sales document.
You can link a back order to an existing purchase order or create a new purchase order for back-ordered items.
For more information, see Linking an item to an existing purchase order and Purchase orders from sales
documents.
Entering a back order
You can use the Sales Transaction Entry window to enter and print back orders. For more information about back
orders, see Understanding back orders.
To enter a back order
2. In the New group or its overflow menu, choose Back Order to open the Sales Transaction Entry window.
3. Select Back Order and enter or select the ID of the type of back order to enter.
5. Enter the document date. The date you enter will be used to update your sales records. If you want to enter
a requested ship date, choose the Date expansion button.
6. Enter the Site ID from which the items will be sold. The site ID will be used to allocate items from
7. Create or select a Batch ID. Back orders must be saved in a batch and will remain in the batch until you
void, delete, or transfer them to another document.
one. The purchase order number will be printed on the back order.
10. Enter or select item numbers, units of measure, and item quantities for the back order. To view additional
lines of information for each item, choose the hide and show button next to the Extended Price prompt.
To view available to promise information about the item if you’re using ATP, choose the Qty Back
Ordered expansion button to open the Inventory Available to Promise Inquiry window.
To remove an item from the back order, select the item and choose Edit >> Delete Row.
NOTE
changes will apply only to the current line item.*
11. Enter the trade discount, freight, miscellaneous, and tax amounts for the back order.
Use the Trade Discount expansion button to open the Sales Trade Discount Entry window, where you can
enter or edit a trade discount for the document. The discount can be a percentage or an amount. Use the
freight and miscellaneous expansion buttons to open the Sales Tax Schedule Entry window, where you can
select the tax details used to tax freight and miscellaneous amounts.
item promotion, the free item will be added to the back order automatically.
14. If the customer makes a deposit or payment on the back order, enter the deposit or payment received. For
more information about deposits and payments, see Entering deposits and payments on orders or back
orders.
15. To print a comment on the back order, enter the comment ID or a one-time comment. For more
information about adding comments, see Adding a comment to sales documents.
17. Enter additional information about the back order by choosing Holds, UserDefined, or Commissions. If a
hold has been assigned to the back order, a stop icon will appear on the Hold button.
For more information about commissions, see Modifying commission information and Splitting
commissions.
18. To print the back order, choose File >> Print or the printer icon button. For more information about
printing documents, see Chapter 24, “Printing and sending documents in e-mail.”
19. Choose Save.
Chapter 15: Returns

Return documents record the return of items you previously sold. Returns decrease the customer’s balance on
account and may increase inventory quantities. Because returns record an increase to inventory and a refund of
sales, they should be posted.
Return quantity types
Entering a return
Return quantity types
When a customer returns an item, you must enter the returned item into one or more return quantity types.
Quantity types are used to track whether an item is ready for resale or whether it is damaged, being serviced, or
in use.
The return quantity types are On Hand, Returned, In Use, In Service, and Damaged. If you enter a return that
increases more than one quantity type, separate purchase receipts are created to record the increase for each
quantity type. For example, suppose a customer returns five telephones. Three need service before you can resell
them and the other two are damaged and can’t be repaired. In this case, you’d return three to the In Service
quantity type and two to Damaged. Two purchase receipts are created to track the information. For more
information about purchase receipts, see the Inventory Control documentation.
> [!NOTE]
> If you return an item to a return quantity type other than On Hand, you can’t resell the item. You must
transfer the item to On Hand before it can be sold again. If the item was returned to the Damaged quantity
type and you want to return the item to the vendor, you must transfer the item to On Hand and then enter a
decrease adjustment for the item.
If you’re using multiple bins, you must enter a bin quantity and select a bin for each quantity type you enter. For
example, if the quantity returned is 10 and you entered 8 with a quantity type of On Hand, and 2 with a quantity
type of Damaged, two bin selection records are created: one for 8 on hand at the sales returns default bin, and
one for 2 damaged at the sales returns default bin. For serial- and lot-tracked items, you can change bins or split
the line’s extended quantity among two or more bins for each site and quantity type.
If you enter a kit item on a return document, the Sales Returned Quantities Entry window will open and you can
enter the amount returned for a quantity type. You can’t return a kit to multiple return quantity types. For
example, suppose a customer returns two kits. When you enter the item in the Sales Transaction Entry window
with a quantity returned of 2, the Sales Returned Quantity Entry window opens. You must return the entire
quantity to one quantity type. You can’t return one kit to On Hand and the other to Damaged.
You can use the Sales Kit Return Options window to change the component information for the returned kit. You
can add or delete components from the kit, change the site that a component will be returned to and change the
extended kit quantity of a component.
If you change the extended kit quantity for a component, the Sales Returned Quantities Entry window will open
and you can enter the quantity and quantity type for the component. You can choose a quantity type for the
component that is different from the type chosen for the kit. You can also return the component to more than one
quantity type. You can open the Sales Kit Return Options window from the Sales Transaction Entry window by
highlighting the kit item, then choosing the item expansion button to open the Sales Item Detail Entry window. In
that window, choose Kits to open the Sales Kit Return Options window.
Entering a return
You can use the Sales Transaction Entry window to enter and print returns for your customers and to view, void,
post, or delete existing returns.
You can’t enter a return in Sales Order Processing for a drop-ship item. If a customer returns a drop-ship item,
enter a credit memo in Receivables Management to reduce the customer balance and a credit memo in Payables
Management to reduce the balance you owe the vendor.
If you enter a serial-numbered or lot-numbered item on the return document, the Sales Serial Number Entry
window or the Sales Lot Number Entry window will open and you can enter the serial or lot numbers for the
items being returned.
If you’re using multiple bins and a default sales returns bin exists at either the itemsite or the site, the quantity at
the default bin will increase by the extended quantity for an item not tracked by serial or lot numbers. You can edit
the default bin selections. For serial- and lot-numbered items, the default sales returns bin is the default bin for
the first serial or lot number you enter. If a default sales returns bin can’t be found, you will be required to create
one.
Transaction amounts on a return will be distributed automatically to posting accounts. To verify the accounts that
will be used for each item, select the item expansion button to open the Sales Item Detail Entry window. Choose
Distribution to view or change the accounts used for that item.
If you’re using Multicurrency Management, you can only change the distribution amounts in the originating
currency. If you change an amount in the originating currency, the functional amount will be recalculated.
To enter a return
2. In the New group or its overflow menu, choose Return to open the Sales Transaction Entry window.
3. Select Return and enter or select the ID of the type of return to enter.
5. Enter the document date. The date you enter will be used to update your sales records.
6. Enter the ID of the site to which the items will be returned.
NOTE
If you’re using multiple bins and you change a line’s Site ID after> entering bin quantities, the bins and quantities
entered for the previous site are discarded. If the item is serial- or lot-numbered, the previously entered serial or lot
numbers are discarded, as well.
7. You can create or select a Batch ID to assign to the return.

one.
10. Enter or select item numbers, units of measure, and item quantities for the return. To view additional lines
of information for each item, choose the hide and show button next to the Extended Price prompt.
When you enter an item on a return, the Sales Returned Quantities Entry window will open and you must
enter the quantity being returned to each return quantity type. For more information, see Return quantity
types.
If you’re using multiple bins, the total quantity selected at bins must equal the line’s extended quantity.
To view available to promise information about the item if you’re using ATP, choose the Quantity
Returned expansion button to open the Inventory Available to Promise Inquiry window.
To remove an item from the return, select the item and choose Edit >> Delete Row.
11. Enter the trade discount, freight, miscellaneous, and tax amounts for this return.
Use the Trade Discount expansion button to open the Sales Trade Discount Entry window, where you can
enter or edit a trade discount for the document. The discount can be a percentage or an amount. Use the
freight and miscellaneous expansion buttons to open the Sales Tax Schedule Entry window, where you can
select the tax details used to tax freight and miscellaneous amounts.
12. Taxes for the return will be calculated automatically as you enter items.
13. Enter the amount received and the discount returned on the document.
The amount received is treated as a return of cash or credit to the customer. The Sales Payment Entry
window will open and you can enter information about the payment, such as the payment method. The
payment amount will be posted when you post the return.
NOTE
If you enter an amount received on the return, a voucher or check for the customer won’t be created automatically.
You need to process the amount returned as a separate transaction in Payables Management if a computer-
generated check is needed.
14. If you’ve entered payment terms for this customer and a payment was made at the time of the sale, enter
the terms discount related to the payment.
Use the Discount Returned expansion button to open the Sales Payment Terms Entry window, where you
can view or change the terms discount dates and amounts for the document.
15. To print a comment on the return, enter the comment ID or a one-time comment. For more information
about adding comments, see Adding a comment to sales documents.
17. Enter additional information about the return by choosing Holds or User-Defined. If a hold has been
assigned to the return, a stop icon will appear on the Hold button.
The distribution accounts and amounts will be displayed for Inventory and Cost of Goods Sold. The unit
cost for the returned item will appear in the Sales Transaction Entry window and the default amount will be
the current cost of the item from the Item Maintenance window. You can change the unit cost in the Sales
Transaction Entry window if the return ID is set up to allow overriding item costs.
NOTE
20. To print the return, choose File >> Print or the printer icon button. For more information about printing
documents, see Chapter 24, “Printing and sending documents in e-mail.”
21. Save or post the return.
Chapter 16: Transaction detail entry

The Sales Transaction Entry window is designed to resemble a physical sales document and includes customer,
line item, and total information. Use the expansion buttons in the Sales Transaction Entry window to open
windows where you can enter detailed information about a document, customer, line item, or other element of a
transaction.
Entering document detail information
Updating a customer’s e-mail information for a sales transaction
Entering item detail information
Entering customer detail information
Adding a markdown for an item
Merging trade discounts and markdowns with sales distributions
Entering document detail information
Use the Sales Document Detail Entry window to view or enter information for a repeating quote or order. This
window also contains transfer information about the document.
Documents with the same master number as the current document will be listed in the Sales Document Detail
Entry window. A master number is a single number assigned to a series of documents that is used to track related
documents. For example, when you issue a quote, then transfer it to an order, and then an invoice, each document
will be assigned the same master number. Each document also maintains its own document number.
To enter document detail information
1. Open the Sales Document Detail Entry window.
(Sales >> Transactions >> Sales Transaction Entry >> Document No. expansion button)
2. In the GL Reference field, enter a General Ledger reference number, if necessary.
3. Enter repeating information, if you’re entering a repeating document.
NOTE
You can mark this option only if you marked the Allow Repeating option in the Sales Quote Setup window or Sales
Order Setup window, and if the document does not have a deposit on it.
4. Enter or change the document type ID and the batch ID that will be used when the current document is
transferred.
5. Choose OK to save changes and return to the Sales Transaction Entry window.
Updating a customer’s email information for a sales transaction
Use the Sales E -mail Detail Entry window to update a customer's email information for a transaction. The
customer record for email settings, use the Customer E -mail Options window.
You can change the subject, message ID, and message if the Allow Update of E -mail at Entry option in the Sales
E -mail Setup window is marked. You can update the reply to address if the Changing ’Reply to’ Address option in
the Sales E -mail Setup window is marked.
To update customer’s e-mail information for a sales transaction
2. Enter or select the ID of the type of transaction to enter.
5. Choose the E -mail expansion button to open the Sales E -mail Detail Entry window.
to send transactions in e-mail. The e-mail addresses displayed in the window are assigned to the address
you entered on the transaction. You can update the To, Cc, and Bcc e-mail addresses, if applicable.
9. Edit the message that will appear in the e-mail when sending the transaction.
10. Update the address that a customer can use to send a reply e-mail.
12. Choose Default to restore the default e-mail settings entered for the customer in the Customer E -mail
Options window.
Entering item detail information
Use the Sales Item Detail Entry window to view or edit item information such as the price level, requested ship
date, and site ID. Changes made in this window will apply only to the current document; they won’t affect
information in the Item Maintenance window.
To enter item detail information
1. Open the Sales Item Detail Entry window. (Sales >> Transactions >> Sales Transaction Entry >> Item
Number expansion button)
[TIP ] You also can press CTRL+E to open this window.
2. Change item information, if necessary.

3. To add an attachment to the item, select the item and choose the Attachment Management icon to open
4. If you’re using multiple bins and an item not tracked by serial or lot numbers is displayed, choose the Bins
button to open the Bin Quantity Entry window, where you can view or change bin information for the line
item.
5. Choose the Item Inquiry button to open the Item Inquiry window, where you can view detailed information
about the item.
6. Choose the Kits button to open the Sales Kit Options window, where you can view or enter information
about components of kit items.
For more information about kit items, see Kit items or the Inventory Control documentation.
7. Choose the Serial/Lot button to open the Sales Serial Number Entry window or the Sales Lot Number
Entry window, where you can assign numbers to serial- or lot-numbered items.
For more information about serial- or lot-numbered items, see * Serial- or lotnumbered items or the
8. Choose the Distributions button to open the Sales Line Item Distribution Entry window, where you can
view the posting accounts that will be used for the item.
Choose Delete to delete the current item.
Entering customer detail information
Use the Sales Customer Detail Entry window to view and edit information about the customer, such as the ship-to
and bill-to address, salesperson, territory, and tax and shipping information. Any changes you make to the
information in this window will only apply to the current document; they won’t affect the information in the
Customer Maintenance window.
To enter customer detail information
1. Open the Sales Customer Detail Entry window. (Sales >> Transactions >> Sales Transaction Entry >>
Customer ID expansion button)
2. Choose the expansion button next to Ship To Address ID to open the Sales Ship To Address Entry window,
where you can make changes to the ship-to address for the document.
The changes will apply only to the current document. When you change a document’s ship to address, you
can roll down the changes to line items with the same ship to address ID.
3. Choose the Holds button to open the Sales Process Holds Entry window, where you can assign holds to or
remove holds from the document. A stop icon will appear on the Holds button if a hold has been assigned
to the document.
For more information about holds, see Setting up process holds and Assigning process holds to a
document.
4. Choose the User-Defined button to open the Sales User-Defined Fields Entry window, where you can
enter user-defined information for this document.
For more information about user-defined fields, see Setting up user-defined fields.
5. Choose the Customer button to open the Customer Inquiry window, where you can view payment,
shipping, and billing information about a customer.
6. Choose the Activity button to open the Receivables Transaction InquiryCustomer window, where you can
view summary document information for each customer.
7. Choose the Period button to open the Customer Period Summary Inquiry window, where you can view
customer balances and finance charges by fiscal or calendar period.
8. Choose the Year button to open the Customer Yearly Summary Inquiry window, where you can view
annual sales totals for each customer.
9. Choose the Payments button to open the Customer Payment Summary Inquiry window, where you can
view aging period amounts and payment information for each customer.
10. Choose Save to save your changes and close the window. Choose Cancel to close the window without
saving changes.
Adding a markdown for an item
Use the Sales Markdown Entry window to enter a markdown for an individual line item. A markdown is a price
reduction and can be a set amount or a percentage of the item price.
To add a markdown for an item
2. Select a document.
3. Select an item and choose the Markdown expansion button to open the Sales Markdown Entry window.
4. Select the markdown type—percentage or amount—and enter the percentage or amount. The unit price,
markdown amount, adjusted unit price, and revised extended price are shown in the window.
5. Choose OK. The markdown amount and the revised extended price are displayed in the Sales Transaction
Entry window.
6. Choose Save.
Merging trade discounts and markdowns with sales distributions
If Microsoft Dynamics GP is set up to merge trade discount and markdown distributions, the trade discount and
markdown distributions will be merged with the sales distribution for invoices and returns. If a quote, order, or
back order with a deposit is transferred to an invoice, the trade discount and markdown distributions will be
merged with the sales distributions.
For example, assume that you’ve entered a sales transaction of $100.00 with a trade discount of $15.00 and a
markdown of $10.00. If Dynamics GP is set up to merge trade discount and markdown distributions, the
distributions are merged as in the following example.
Account A SALES $75
Account D RECV $75
If Dynamics GP is not set up to merge trade discount and markdown distributions, the distributions are separated
from the sales distribution.
Account B TRADE $15
Account C MARK $10
Account D RECV $75

Use the Sales Intrastat Entry window to enter the information required to create the Intrastat Trade Report you
submit to your government, and the EC Sales List, which displays cumulative goods value totals by each vendor
or customer Tax Registration number. You can enter Intrastat statistics for each line item.
If Intrastat information was entered for the customer’s ship-to address ID, that information appears in this
window. You can use the Sales Intrastat Entry window to change Intrastat information for an individual
transaction, or to enter Intrastat information if none was entered for the customer.
Be sure the EU Transaction option is marked in the Sales Customer Detail Entry window. If the country code
assigned to the customer’s shipping address is designated an EU country, this option is marked automatically.
NOTE
You can enter Intrastat statistics only if Intrastat tracking is enabled in the Company Setup Options window.
To enter Intrastat trade statistics

2. Enter the EU transaction.
When you press TAB on the Unit Price field after you enter the first line item, the Sales Intrastat Entry
window opens, if you’ve chosen the EU Transaction option. You can also use the EU expansion button on
the Item field to open Sales Intrastat Entry.
The item’s shipping weight from the Item Maintenance window is the default weight. You can change this
information.
5. Change the line mass, if necessary.
The line mass is the total mass per item. The line mass total is equal to the amount entered in the Unit
Mass field multiplied by the amount entered in the Quantity field.
8. Change the goods value, if necessary. The default goods value is the extended price of the item.
9. Change the statistical value, if necessary. The default statistical value is the extended price of the item.
Chapter 17: Payments and deposits

Use the Sales Payment Entry window to enter information about payments or deposits received for a document.
Distributing payments separately
Entering deposits and payments on orders or back orders
Entering a payment for an invoice, fulfillment order, or return
Posting deposits
Posting payments
Removing a deposit or payment
Distributing payments separately
If Sales Order Processing is set up to use separate payment distributions, document and payment distributions
entered on the same transaction will be separated as if the document and payment were entered as separate
transactions. You’ll also be able to enter multiple distributions with the same distribution type and account in the
distribution entry window.
This option applies to both invoices and returns. If a quote, order, or back order with a deposit is transferred to an
invoice, the deposit will have separate distributions from the invoice when this option is marked.
For example, assume that you’ve entered a sales transaction of $100.00 with a cash payment of $20.00. If you are
using separate payment distributions, the payment will be distributed as in the following example.
Account B CASH $20
Account C RECV $100
Account C RECV $20
If you aren’t using separate payment distributions, the distributions that are of the same type with the same
account number are combined.
Account B CASH $20
Account C RECV $80
Entering deposits and payments on orders or back orders

You can enter a deposit or payment amount received from a customer for an order or back order in the Amount
Received field in the Sales Transaction Entry window. Choose the Amount Received expansion button to open the
Sales Payment Entry window where you can enter information about the received amount, such as the payment
method.
For information about removing payments and deposits, see Removing a deposit or payment.
Enter a credit card payment amount if you want to charge the customer’s credit card when the order ships. If you
enter a payment and a partial order is shipped, the customer will be charged only for the shipped portion of the
order.
Enter a deposit if you want the amount to be available to you when the deposit is taken, regardless of when the
order ships. For example, you could use a deposit for an amount received toward a layaway order.
You can split an amount received between payment and deposit types. For example, a payment can consist of a
check deposit for part of the amount and a credit card payment for the remainder.
NOTE
You can’t enter a deposit or payment amount on repeating orders.
You can’t delete or void an order or back order until all deposits on the document have been removed or
transferred. Deposits and payments can be transferred with the order or back order. For more information about
transferring deposits and payments, see Chapter 27, “Transferring documents.”
To enter deposits and payments on orders or back orders
2. Select the document and enter the entire deposit or payment amount in the Amount Received field or
choose the Amount Received expansion button to open the Sales Payment Entry window.
3. Enter or accept the amount in the Amount Received field.

You can enter a payment or deposit amount greater than the document total. However, you can’t transfer a
payment amount greater than the invoice amount to an invoice. You can transfer any deposit amount to an
invoice.
4. Select the payment or deposit type and enter the amount. Enter the remaining information about the
payment or deposit, such as the check number or credit card number.
5. Enter or accept the posting accounts, if you’re entering a deposit.
6. Choose Insert to add the payment or deposit to the list at the bottom of the window.
7. If you are splitting the amount received, select a second payment or deposit type. The amount remaining
from the original amount will appear as a default entry in the Amount field. Enter the remaining
information such as the check number or credit card number. Then choose Insert.
For information on posting deposits, see Posting deposits; for information on posting payments, see
Posting payments.
NOTE
National accounts provide the ability to restrict payments for child customers and apply credit checking, holds and
finance charges at a consolidated national account level, depending on how the account was set up. If you can’t
save or post a transaction, check the status of the options in the National Accounts Maintenance window.
Entering a payment for an invoice, fulfillment order, or return

Use the Sales Payment Entry window to return payments you’ve received for returned items.You can also use this
window to enter payments on invoices and fulfillment orders.
For information about removing payments and deposits, see Removing a deposit or payment.
If a customer pays all or a portion of an invoice balance before the items are shipped, you can enter the amount
in the Amount Received field in the Sales Transaction Entry window. Choose the Amount Received expansion
button to open the Sales Payment Entry window where you can enter information about the payment, such as the
payment method. The amount is posted as a cash receipt in Receivables Management when you post the invoice.
To enter a payment for an invoice, fulfillment order, or return
2. Select a document and enter the payment amount in the Amount Received field or choose the expansion
button for the Amount Received field to open the Sales Payment Entry window.
3. Enter or accept the amount in the Amount Received field.
4. Select the payment type and enter the payment amount. Enter the remaining information about the
payment such as the check number or credit card number.
5. Choose Insert to add the payment to the list at the bottom of the window.
6. If you are splitting the amount between payment types, select a second payment type. The amount
remaining from the original payment amount will appear as a default entry in the Payment Amount field.
Enter the remaining information such as the check number or credit card number. Then choose Insert.
8. You can change the posting accounts used for the payment. In the Sales Transaction Entry window, choose
Distributions to view and change the posting accounts.
NOTE
National accounts provide the ability to restrict payments for child customers and apply credit checking, holds and
finance charges at a consolidated national account level, depending on how the account was set up. If you can’t
save or post a transaction, check the status of the options in the National Accounts Maintenance window.
Posting deposits
A deposit amount on an order or back order will be posted immediately when you close the Sales Payment Entry
window. Deposit amounts will be posted to the Cash account and Deposits Received account in General Ledger.
For example, if you enter a $100.00 deposit, the Cash account entered in the Sales Payment Entry window will be
debited $100.00 and the Deposits Received account entered will be credited $100.00. The Sales Deposits Journal
will be printed when you close the Sales Transaction Entry window. This report displays the deposits entered for
each order or back order and the General Ledger account distributions.
You can change the posting accounts used for the deposit. If you enter a cash deposit, the cash account from the
Checkbook ID will be the default account. If you enter a credit card deposit, the cash account chosen for the credit
card will be the default account.
If you’re using Receivables Management, the deposit won’t be listed in the Receivables Customer Inquiry window
until the order or back order is transferred to an invoice and posted. The deposit amount will appear in the
Customer Payment Summary Inquiry window.
If you remove a deposit, a reversing entry will be posted in General Ledger when you close the Sales Payment
Entry window. The difference will also be reflected in Receivables Management.
Posting payments
A payment amount on an order or back order won’t be posted until the order or back order is transferred to an
invoice and the invoice is posted. Payment amounts will be posted to the Cash account and Sales account in
General Ledger. For example, if you enter a $100.00 payment, the Cash account will be debited $100.00 and the
Sales account will be credited $100.00.
You can change the posting accounts used for the payment after it is transferred to an invoice. If you enter a cash
payment, the cash account from the Checkbook ID will be the default account. If you enter a credit card payment,
the cash account chosen for the credit card will be the default account.
If you’re using Receivables Management, the payment won’t be listed in the Receivables Customer Inquiry
window until the order or back order is transferred to an invoice and posted. Credit card payment amounts will
not appear in the Customer Payment Summary Inquiry window.
Removing a deposit or payment
You can remove a deposit or payment from a sales order, back order, or invoice before transferring or deleting the
document.
To remove a deposit or payment
2. Select a document and choose the Amount Received expansion button to open the Sales Payment Entry
window.
3. Select the payment or deposit in the scrolling window.
4. Choose Remove.
If you remove a partially transferred payment from an order or back order, the amount will be removed from the
current transaction in the Sales Payment Entry window, but you will be able to view the full amount in inquiries.
Chapter 18: Sales Order Processing taxes

Sales tax can be calculated, modified, and distributed in Sales Order Processing. Use the Sales Tax Summary
Entry window to view tax distributions and to change distribution accounts, if your system is set up to allow
editing summary-level taxes. To change tax details or the amounts distributed to tax details for individual line
items, use the Sales Line Item Tax Detail Entry window.
Sales tax calculations
Calculating and distributing summary taxes
Calculating and distributing detail taxes
Sales tax calculations
When you set up Sales Order Processing, you can choose to use a single tax schedule for all items on all
documents or you can mark the advanced option to determine the tax for inventory items, non-inventoried items,
freight, and miscellaneous charges individually. For more information on Sales Order Processing tax setup, see
Setting up taxes and options.
Here are the components of the sales tax calculation if you selected to use an advanced tax schedule when you set
up Sales Order Processing:
Item The tax option for each item on the invoice is used. To view the tax option for an item, choose the
Item Number expansion button to open the Sales Item Detail Entry window.
If the tax option for the item is Nontaxable, no tax is calculated for that item.
If the tax option for the item is Taxable, the tax schedule for the line item is compared to the default
tax schedule from the Item Maintenance window. Taxes will be calculated for tax details found in
both schedules.
If the tax option for the item is Base on Customers, the line item’s tax schedule is used.
Shipping method The shipping method specified for the Ship To Address for each line will be used, if
your system is set up to use the shipping method in tax calculations. For more information on this option,
see the System Setup instructions (Help >> Contents >> select Setting up the System).
To view the shipping method used for a line, expand the Sales Transaction Entry scrolling window and click
the Ship To Address ID link to open the Sales Ship To Address Entry window.
- If the shipping method is a Pickup type, the tax schedule from the Site ID on the line is used.
- If the shipping method is a Delivery type, the tax schedule from the Ship To Address for the line
is used.
The system compares the two tax schedules—the tax schedule for the item and either the tax schedule
for the ship-to address or the schedule for the site. Any details that are in common will be the tax
details used to calculate the sales tax for the item.
To view the tax calculation for an item, choose the Item Number expansion button to open the Sales Item Detail
Entry window. Then choose the Calculated Tax expansion button to open the Sales Line Item Tax Detail Entry
window.
Calculating and distributing summary taxes
Use the Sales Tax Summary Entry window to add, change, delete, or view summarized tax amounts for a
document, as well as the accounts to which the amounts will be posted.
You can’t change the Tax amount in the Sales Transaction Entry window or the tax information in the Sales Tax
Summary Entry window if your system is not set up to allow editing summary-level taxes. For more information
on this setup option, see the System Setup instructions (Help >> Contents >> select Setting Up the System).
To calculate and distribute summary taxes
2. Enter document information, including the document number, the document date, and the site ID.
Choose the Date expansion button to open the Sales Date Entry window, where you can enter a tax date
and posting date that differ from the document date. The tax date you enter is the date your tax records
will be updated.
3. Enter or select a customer ID. Choose the Customer ID expansion button to view address and tax
information about the customer in the Sales Customer Detail Entry window.
4. Enter line item information. To change either the price of a line item or the tax amount, choose the Item
Number expansion button to open the Sales Item Detail Entry window.
5. Enter total information.
6. Choose the Tax expansion button in the Sales Transaction Entry window to open the Sales Tax Summary
Entry window, where you can view or edit the tax distribution accounts and amounts.
7. When you’re finished, choose OK to save changes and return to the Sales Transaction Entry window.
Choose Delete to delete the tax information in the Sales Tax Summary Entry window.
Calculating and distributing detail taxes
Use the Sales Line Item Tax Detail Entry window to add, change, delete, or view tax amounts calculated on an
individual line item. If the tax amount you enter on the document is different than the tax amount that’s been
distributed, the line item can’t be posted.
To calculate and distribute detail taxes
2. Enter document information, including the document number, the document date, the customer ID, and
the site ID.
3. Enter or select a line item and choose the Item Number expansion button to open the Sales Item Detail
Entry window.
4. Choose the Calculated Tax expansion button in the Sales Item Detail Entry window to open the Sales Line
Item Tax Detail Entry window, where you can view or edit tax distribution accounts and amounts.
5. When you’re finished, choose OK to save changes and return to the Sales Item Detail Entry window.
Choose Delete to delete the tax information in the Sales Line Item Tax Detail Entry window.
See Also
Glossary
Sales Order Processing Part 3: Allocation, Fulfillment,
and Purchasing
This part of the sales order processing documentation explains allocating and fulfilling items, and creating or
linking to purchase orders for items with quantity shortages.
Chapter 19, “Allocating item quantities,” describes how items areIf there is a shortage on a sales line item
allocated and fulfilled on orders, fulfillment orders, and invoices.
Chapter 20, “Separate fulfillment,” describes the fulfillment methods if you have chosen to fulfill items
separately from allocation.
Chapter 21, “New purchase orders,” describes how to preview, modify, and create purchase orders from
sales orders and back orders.
Chapter 22, “Links to existing purchase orders,” explains how to add or remove a link from a sales order or
back order to a purchase order.
Chapter 23, “Receiving purchase orders,” describes the allocation and fulfillment of sales documents that
are linked to purchase orders.
Chapter 19: Allocating item quantities

When you allocate an item, it is reserved in inventory and the quantity available for the item and for the site is
reduced in inventory. You must allocate items before you can fulfill them.
If the order ID, fulfillment order/invoice ID, or invoice ID you’re using was not set up to use a separate fulfillment
process, item quantities also will be fulfilled when they’re allocated. For more information about setting up an
order ID or an invoice ID, see Setting up orders or Setting up invoices.
Setup options and allocation
Quantity shortage indicators
Quantity shortage options
Quantity shortages and bins
Selling an item from another site
Substituting an item
Processing kit shortages
Allocating by line item
Allocating items by document or batch
Allocating back-ordered items for orders and fulfillment orders
Quantity allocation problems
Setup options and allocation
You can allocate order, fulfillment order, and invoice documents using several methods—by line item, by
document or batch, or none. The allocation options you select when setting up document IDs determine how
item quantities will be allocated during transaction entry.
Line item
When you allocate by line item, quantities are reserved in inventory when you enter the item and item
quantity in the Sales Transaction Entry window. You must handle each quantity shortage as it arises.
Document/Batch
Allocating by document/batch allows for faster data entry because the quantity available isn’t checked as
the items are entered in the Sales Transaction Entry window. When you allocate by document or batch, the
quantities aren‘t set aside in inventory for the line items and the quantity available isn’t checked for
shortages until you allocate the entire document or batch.
When you allocate item quantities for a document, each item on the document is checked for the quantity
available. If there is a shortage, you can select a quantity shortage option for each item.
When you allocate item quantities for an entire batch, you can select a quantity shortage option that will
be used for all quantity shortages in the batch.
If documents are set up to be allocated by document or batch, additional items entered on the document
after you have allocated the document will be allocated by line, and you must address quantity shortages
as they arise.
NOTE
If you’re entering a repeating order, you must allocate by document/batch.
None
You can choose not to allocate items on orders. Item quantities will be allocated according to the selection
you make when you transfer the order to an invoice. Quantity shortages are addressed based on the
allocation option selected for the invoice ID used.
For more information about setup options, see Setting up orders or Setting up invoices. For more information
about allocating items, see Allocating by line item or Allocating items by document or batch.
Quantity shortage indicators
If there is a quantity shortage and allocation is unsuccessful, an icon appears on the quantity field. When the icon
appears, the Quantity Alert button will become available.
Quantity Alert icon
The quantity alert icon appears next to a quantity field, indicating that allocation has been attempted but
the quantity entered for the item is greater than the quantity that was successfully allocated. The Quantity
Alert icon will also appear if you selected None as the default quantity shortage option and allocation is
unsuccessful.
Quantity Alert button
The Quantity Alert button opens the Sales Quantity Shortage Options window, where you can select
quantity shortage options such as selling the balance, overriding the shortage or back ordering the
balance.
If you’re working with a kit item, this button opens the Sales Kit Options window, where you can attempt
allocation again, substitute components, or decrease component quantities.
Quantity shortage options
Depending on how Sales Order Processing was configured, you may be able to enter a quantity greater than the
quantity that’s available in inventory. Item quantities are checked when an item is allocated. If there is a quantity
shortage, the Sales Quantity Shortage Options window will open and you can select how to treat the quantity
shortage. You can select from the following options.
Sell Balance The quantity available in inventory for the site will be allocated to the document. For
example, if you entered 5 for the quantity ordered on a sales order but have 3 available in inventory, the
quantity ordered and the quantity invoiced for the item is set to 3. The quantity available in inventory for
the item will be zero.
Override Shortage The shortage will be ignored and the entire quantity will be sold. The quantity
available in inventory will be negative. This option isn’t available if you are selling discontinued items.
IMPORTANT
You shouldn’t override a shortage on an item that is tracked by serial or lot numbers. Your inventory will be
overstated when the quantity is replenished.
Back Order All The entire quantity will appear in the Quantity to Back Order field. To create the back
order document, you must transfer the document to a back order.
Depending on how Purchase Order Processing is set up, you may be able to link back-ordered quantities
on sales documents to existing purchase order line items with uncommitted quantities.
For more information about setting up Purchase Order Processing, see the Purchase Order Processing
documentation.
Back Order Balance The quantity shortage will appear in the Quantity to Back Order field and the
quantity you have available will be sold. To create the back order document, you must transfer the
document to a back order.
NOTE
The Back Order All and Back Order Balance options are not available for the item if the item isn not marked to allow
back orders. To mark this option, choose Inventory >> Cards >> Items >> Options.
Depending on how Purchase Order Processing is set up, you may be able to link back-ordered quantities
on sales documents to existing purchase order line items with uncommitted quantities.
Cancel All The entire quantity for the item will be canceled.
Cancel Balance The quantity shortage amount will be canceled and the quantity you have available at the
site will be sold. For example, if you entered 5 for the quantity ordered for an item but have 3 available in
inventory, the quantity ordered remains at 5, the quantity invoiced is set to 3, the quantity canceled is set to
2.
Distribute When you select Distribute and close the Sales Quantity Shortage Options window, the Sales
Item Quantity Distribution Entry window opens. In this window, you can substitute items and sell items
from another site. For more information, see Selling an item from another site or Substituting an item.
If you’re using extended pricing and you choose to distribute the shortage, and if a promotion exists for the item
and quantity you entered, the Promotion Alert window will open, where you can accept or reject the promotion. If
the promotion is for a free item, the Promotion Alert window will not open.
The Distribute option appears in the Sales Quantity Shortage Options window only if one of the following
conditions is true.
The item is not a kit or a kit component.
The quantity previously back ordered equals zero.
The quantity previously invoiced equals zero.
You opened the Sales Quantity Shortage Options window from the Sales Transaction Entry window or the
Sales Item Detail Entry window, or you pressed TAB on a line with an item that needed to be allocated.
You didn’t open the Sales Quantity Shortage Options window from the Sales Allocation-Fulfillment
Options window.
Quantity shortages and bins
Bin selections are needed to keep bin quantity information up-to-date, but they don’t affect posting. From an
accounting perspective, it doesn’t matter if you have 100 widgets at the North site in one bin or in 100 bins: what
matters is that you have 100 widgets at the North site.
Because of this, quantity overrides at the bin level are allowed, even if you haven’t marked the option to allow
overrides.
If you’re using multiple bins and you override a quantity shortage at the site, the system automatically allocates
the default sales order fulfillment bin’s quantity available, and the Bin Quantity Entry window opens so you can
make additional bin selections.
If there is not a quantity shortage at the site but there is a shortage at the default bin, and you choose to override
the bin shortage, the default bin’s quantity available is allocated and the Bin Quantity Entry window opens so you
can make additional bin selections.
If you override a serial- or lot-numbered item’s quantity shortage, you must enter serial or lot numbers for the
additional item quantity. Because allocation happens at the site, and fulfillment allocates quantities at the bin,
selecting serial or lot numbers and bins does not cause additional site allocations.
NOTE
You shouldn’t override a shortage on an item that is tracked by serial or lot numbers. Your inventory will be overstated
when the quantity is replenished.
For more information on multiple bins functionality, see the Inventory Control documentation.
Selling an item from another site
When you enter a document in the Sales Transaction Entry window, you select a default site. If there is a quantity
shortage for an item at the default site, the Sales Quantity Shortage Options window will open and you can
choose the Distribute shortage option to check the quantity available at other sites and allocate the item from
other sites.
To sell an item from another site
1. In the Sales Quantity Shortage Options window, select Distribute to open the Sales Item Quantity
2. Change the Site ID.
3. In the Quantities Available section of the window, see if there is a quantity available for that site. If there is,
enter the quantity needed for the document in the Quantity Selected field.
4. Choose Insert. An entry will appear in the Quantities Selected section of the window.
If you’re using extended pricing and a promotion exists for the item and quantity you entered, the
Promotion Alert window will open, where you can accept or reject the promotion.
5. Repeat the process to choose additional sites to fill the quantity needed. The total quantity selected less the
quantity back ordered and quantity canceled should equal the Original Item Extended Quantity.
Substituting an item
When you enter a document in the Sales Transaction Entry window, you select a default site. If there is a quantity
shortage for an item at the default site, the Sales Quantity Shortage Options window will open and you can select
the Distribute shortage option and choose a substitute item. Substitute items must be set up in inventory and
you can set up two substitute items for each inventory item. For more information about substitute items, see the
To substitute an item
1. In the Sales Quantity Shortage Options window, select the Distribute option to open the Sales Item
Quantity Distribution Entry window.
2. Choose Substitute to open the Sales Substitute Item window. Select a substitute item from the drop-down
list and choose OK.
3. In the Quantities Available section of the Sales Item Quantity Distribution Entry window, check the site to
see the quantity available for the substitute item. Enter an amount for the quantity selected. You can also
enter a quantity canceled and quantity back ordered.
4. Choose Insert. An entry will appear in the Quantities Selected section of the window.
If you’re using extended pricing and a promotion exists for the item and quantity you entered, the
Promotion Alert window will open, where you can accept or reject the promotion.
5. Repeat the process to choose an additional substitute item or site to fill the quantity needed. The total
quantity selected less the quantity back ordered and quantity canceled must equal the Original Item
Extended Quantity.
Processing kit shortages
When you allocate a kit item and there is a quantity shortage for a component of the kit, the Sales Quantity
Shortage Options window will open and you can choose how to treat the quantity shortage. When you’re
allocating a kit, you’re actually allocating the kit components because kit quantities are tracked for the
components, not the kit item as a whole.
NOTE
You shouldn’t override a shortage on a component item that is tracked by serial or lot numbers. Your inventory will be
overstated when the quantity is replenished.
The shortage options available for a kit are different than those for other inventory items. For a kit item, you can’t
split the quantities; therefore, Back Order Balance and Cancel Balance aren’t shortage options for a kit.
NOTE
You can invoice a kit item and back order some of the components. For example, if you’re selling a computer kit, and have
all of the kit components except the mouse pad, you can bill the customer for the entire kit and back order the mouse pad.
To do so, create an invoice for the kit item, and in the Sales Kit Options window, enter a quantity to back order for the
mouse pad. You won’t be able to post the invoice until a back order document has been created. If you invoice the kit
without creating a back order, you won’t be able to change any of the components.
The Back Order All option won’t be available for the kit item or component item if the item isn’t marked to allow
back orders. You can mark the Allow Back Orders option in the Item Maintenance Options window (Inventory >>
Cards >> Items >> Options).
The following shortage options are available for kit items.
SHORTAGE OPTION DESCRIPTION
Sell Balance The balance you have in inventory will be allocated. For
example, if you entered two for the quantity ordered for kit
items on an order but have components to fill only one kit,
the quantity ordered on the kit will be reduced to one and
the components needed for one kit will be allocated in
inventory.
SHORTAGE OPTION DESCRIPTION
Override Shortage The quantity shortage for every component will be

overridden. The quantity available in inventory will be a
negative number for each component with a quantity
shortage. This option isn’t available if you are selling
discontinued items. The quantity allocated for discontinued
items will be the balance of the quantity in inventory.
Back Order All The entire quantity will be back ordered, including each kit
component.
Cancel All The entire quantity will be canceled, including each kit
component.
Allocate Available All components that can be allocated will be allocated. A

Quantity Alert icon will appear next to the quantities for each
component that has a quantity shortage. You can then
handle each component shortage individually with the
following shortage options:
Sell Balance — The quantity you have available in inventory
for the site will be sold.
Override Shortage — The shortage will be ignored and the
entire quantity will be sold. The quantity available in
inventory will be negative. This option isn’t available if you
are selling discontinued items.
Back Order All — The entire quantity will appear in the
Quantity to Back Order field. To create the back order
document, you must transfer this document to a back order.
Cancel All — The entire quantity for the item will be
canceled.
Allocating by line item

In the Sales Transaction Entry window, when you enter an amount in the Quantity Ordered field (on an order) or
the Quantity Invoiced field (on an invoice) for each item, the quantity entered will be allocated. If the order ID or
invoice ID is not set up to use a separate fulfillment process, the item also will be fulfilled at this time.
If Sales Order Processing is not set up to automatically assign serial and lot numbers, you can enter or select a
serial or lot number. When the item is fulfilled, the Sales Serial Number Entry or Sales Lot Number Entry window
will open and you can assign the serial or lot number to the item sold. If a lot-numbered item is fulfilled and your
system is set up to automatically assign lot numbers, a message won’t be displayed if the expiration date for the
lot number has expired.
If there is a quantity shortage on the item, the Sales Quantity Shortage Option window will open and you must
select a shortage option for the item. For more information about shortages, see Quantity shortage options.
If you back order or cancel a quantity, the quantity that was allocated will be reduced by the quantity back
ordered or canceled.
If a Sales Order Processing line item is contained on a purchase order that hasn’t been received against, the line
item cannot be allocated. (You would have to break the link between the sales line item and the purchase order
line item in order to allocate prior to receiving the goods.)
Allocating items by document or batch
If you select to allocate by document/batch for order IDs and invoice IDs, you’ll use the Sales Allocation-
Fulfillment Options window to allocate all the item quantities for a document or a batch. If the order ID or invoice
ID is not set up to use a separate fulfillment process, the item also will be fulfilled at this time. For more
information about setting up allocation options, see Chapter 3, “Document setup.”
If the items on a document have been allocated and you allocate again, the allocated line items won’t be affected.
For example, if the items on a document were previously allocated and the document is assigned to a batch that
you select to allocate, the items on the document won’t be reallocated.
If you back order or cancel an item quantity after you have allocated the document or batch, the quantity that was
allocated will be reduced by the quantity back ordered or canceled.
If you mark the Override Billed Quantity with Quantity Fulfilled option in the Sales Invoice Setup window, the
billed quantity on a fulfillment order will always be equal to the quantity fulfilled when the quantity fulfilled is
greater than zero.
If an order, invoice, or fulfillment order exceeds the customer’s credit limit and you are using customer credit limit
override workflow, the document must be approved before you can allocate items. Orders, invoices, and
fulfillment orders that don’t need approval can be allocated. You can allocate items for orders, invoices, and
fulfillment orders in the Sales Transaction Entry window that are pending approval if you are the current
approver of the documents.
To allocate items by document or batch
1. Open the Sales Allocation-Fulfillment Options window. (Sales >> Transactions >> Sales Transaction Entry
>> select a transaction >> Options >> Allocate or Fulfill) (Sales >> Transactions >> Sales Batches >>
select a batch >> Options >> Allocate or Fulfill)
2. Mark Allocate. If you aren’t using a separate fulfillment process, the item will be fulfilled when it is
allocated.
3. If you are using a separate fulfillment process, you can mark Fulfill in this window or fulfill the document
quantities at a later time. For more information about separate fulfillment, see Chapter 20, “Separate
fulfillment.”
4. Select a default quantity shortage option for items and kits. The kit quantity shortage option will be used
for all shortages on kit items on the document. You can change the option for each item shortage on the
document.
5. Choose OK to close the window and complete the allocation.
Allocating back-ordered items for orders and fulfillment orders
Use the Sales Automatic Order Allocation window to select the documents with items on back order to allocate.
Use the Sales Automatic Order Allocation Preview window to allocate the items.
If you’re using sales fulfillment workflow, you can select a group of documents and then allocate items for those
documents at the same time. To allocate items for only one document, refer to Allocating items by document or
batch.
If an order or fulfillment order exceeds the customer’s credit limit and you are using customer credit limit
override workflow, the document must be approved before you can allocate items. Orders and fulfillment orders
that don’t need approval can be allocated. You can allocate items for orders and fulfillment orders in the Sales
Transaction Entry window that are pending approval if you can approve the documents.
You also can select to allocate items by customer priority or requested ship date. For more information, refer to
the Receivables Management documentation.
To allocate back-ordered items for orders and fulfillment orders
1. Open the Sales Automatic Order Allocation window. (Sales >> Transactions >> Automatic Order
Allocation)
2. Select to allocate documents or preview back orders. To allocate documents, mark to allocate orders,
fulfillment orders, or both.
3. Select how to allocate documents.
Priority Select to allocate documents by customer priority. A priority of None is the lowest priority
and a priority of 1 is the highest priority.
Requested Ship Date Select to allocate documents by the date in the Req Ship Date field in the
4. Enter or select a range of documents to allocate items for and choose Insert.
5. Choose Preview to open the Sales Automatic Order Allocation Preview window and view the documents
that match the selected range.
The documents with items to be allocated will be displayed, depending on whether you selected Customer
Priority or Requested Ship Date in the Sales Automatic Order Allocation window.
6. Mark the Include option to select additional documents with items to allocate.
Unmark the Include option for documents with items that shouldn’t be allocated.
Choose Update Quantities to update the quantity to allocate and the quantity left on back order fields.
7. Choose Allocate to allocate items and update item information.
Quantity allocation problems
Items on orders and invoices must be successfully allocated before they can be fulfilled. The quantity alert icon
indicates that the quantity entered for an item is greater than the quantity that was successfully allocated. For
example, if a customer ordered 20 answering machines, but only 12 were successfully allocated, the quantity alert
icon will appear next to the quantity ordered.
If a quantity alert appears, choose the quantity alert icon button to allocate the item again. If the allocation is
unsuccessful, the Sales Quantity Shortage Options window will open and you can determine how to handle the
shortage. For more information about quantity shortages, see Quantity shortage options.
If you enter a kit item and the quantity alert icon appears, choose the quantity alert icon button to open the Sales
Kit Options window where you can allocate the kit again, substitute components, or decrease component
quantities.
Chapter 20: Separate fulfillment

Fulfillment is the process of verifying that the correct number of items are taken out of inventory to fill item
requests on an order or invoice after they have been allocated. You must fulfill an invoice completely before it can
be posted.
How items quantities are fulfilled is determined when you set up the order ID and invoice ID. If the order ID or
invoice ID you’re using doesn’t use a separate fulfillment process, item quantities will be fulfilled automatically
when they are allocated. For more information about setup options, see Chapter 3, “Document setup.”
Before you attempt to fulfill item quantities, the items must be allocated. For more information about allocation,
see Chapter 19, “Allocating item quantities.”
If you’ve selected to use a separate fulfillment process, you can fulfill item quantities in one of three ways. These
methods are explained in the following sections:
Fulfillment and bins*
Fulfilling quantities for individual items
Fulfilling quantities for all items on a document
Fulfilling quantities for items on previously entered documents
Fulfillment and bins
When you fulfill a sales order or invoice (by line, by document, by batch, or as part of a document transfer),
quantities are allocated at the default sales order fulfillment bin for the item-site or the site. If the default bin’s
quantity available is greater than or equal to the quantity to be fulfilled, the default bin is automatically selected
and the quantity to be fulfilled is allocated at the bin.
If you fulfill by line and the line item’s quantity to be fulfilled is greater than the quantity available at the bin, the
default bin’s quantity available is allocated and the Bin Quantity Entry window opens, where you must manually
select additional bins. If a serial- or lot-numbered item’s quantity to be fulfilled is greater than the bin’s quantity
available, you must select bins and serial or lot numbers at the same time.
In the Bin Quantity Entry window, bin selections are made in the base unit of measure; when you leave the Bin
Quantity Entry window, quantities are updated according to the unit of measure for the transaction.
If you fulfill by document or batch and a line item’s quantity to be fulfilled is greater than the quantity available at
the bin, the default bin’s quantity available is allocated, and the Allocation/Fulfillment Exception report notifies
you that you must select additional bins.
If a default bin can’t be found, the line quantity isn’t fulfilled. The Allocation/ Fulfillment Exception report notifies
Fulfilling quantities for individual items
You can fulfill item quantities using the Sales Transaction Entry window when you add items to an order or
invoice by entering the quantity in the Quantity Fulfilled field for the each item. You must allocate items before
they can be fulfilled.
If a serial- or lot-numbered item is fulfilled and your system isn’t set up to automatically assign serial numbers
and lot numbers, the Sales Lot Number Entry or Sales Serial Number Entry window will open when you fulfill
the item. You’ll be asked to select serial or lot numbers for the item. If a lot-numbered item is fulfilled and your
system is set up to automatically assign lot numbers, a message won’t be displayed if the expiration date for the
lot number has expired.
If you’re using multiple bins and the quantity for a serial-numbered or lotnumbered item to be fulfilled is greater
than the bin’s quantity available, the Sales Serial Number Entry window or Sales Lot Number Entry window will
open automatically. You must select serial or lot numbers and bins at the same time. If you’re using multiple bins
and further bin selections are necessary for an item not tracked by serial or lot numbers, the Bin Quantity Entry
window will open automatically, and you’ll be required to enter bins.
With multiple bins, a line’s quantity fulfilled must equal the total quantity allocated at bins. If the quantity
allocated at bins is less than the quantity to be fulfilled and you leave the Bin Quantity Entry window or the serial
or lot number entry window, the quantity fulfilled changes to equal the actual bin quantity selected.
Fulfilling quantities for all items on a document
You can enter all the items on a document and then use the Allocation-Fulfillment Options window to fulfill all
item quantities on the document at once. You also can use the Allocation-Fulfillment Options window to fulfill all
the items in a batch at once.
If you fulfill by document or batch and a line item’s quantity to be fulfilled is greater than the quantity available at
the bin, the default bin’s quantity available is allocated, and the Allocation/Fulfillment Exception report notifies
To fulfill quantities for all items on a document
1. Open the Sales Allocation-Fulfillment Options window. (Sales >> Transactions >> Sales Transaction Entry
>> select a transaction >> Options >> Allocate or Fulfill) (Sales >> Transactions >> Sales Batches >>
select a batch >> Options >> Allocate or Fulfill)
2. Mark Fulfill and choose OK to fulfill the item and close the window. The Allocation/Fulfillment Exception
Report will be printed.
If a lot-numbered item is fulfilled and your system is set up to automatically assign lot numbers, a
message won’t be displayed if the expiration date for the lot number has expired.
If you are fulfilling a document and Sales Order Processing isn’t set up to automatically assign serial or lot
numbers, you’ll be asked to select serial or lot numbers.
If you are fulfilling a batch and Sales Order Processing is not set up to automatically assign serial or lot
numbers, an alert message will appear on the Allocation/Fulfillment Exception Report. You must manually
assign the serial and lot numbers and fulfill the item.
Fulfilling quantities for items on previously entered documents
You can use the Sales Order Fulfillment window to fulfill items on orders, fulfillment orders, or invoices after
they’ve been entered and saved. This is useful if one person in your organization is responsible for data entry and
someone else is responsible for recording the fulfillment of items from inventory.
However, if you don’t fulfill the entire order quantity and don’t want the entire quantity displayed on the invoice,
you must change the billed quantity in the Sales Transaction Entry window.
If you are using customer credit limit override workflow, orders, fulfillment orders, and invoices must be
approved before you can fulfill items. Orders and fulfillment orders that don’t need approval can be fulfilled. You
can fulfill items for orders and fulfillment orders that are pending approval in the Sales Transaction Entry window
if you can approve the documents.
To fulfill quantities for items on previously entered documents
1. Open the Sales Order Fulfillment window. (Sales >> Transactions >> Order Fulfillment)
2. Select Order, Invoice, or Fulfillment Order as the Type.
3. Enter or select a document number. The items from the document will be displayed in the window.
TIP
To add or remove an attachment to the item, select the item and choose the Attachment Management icon to
4. Verify the date fulfilled and actual ship date. The default date is the user date, but you can change it. The
dates you enter will update the Date Fulfilled and Actual Ship Date fields in the Sales Date Entry window
and Sales Item Detail Entry window.
If the sales document is linked to a purchase order, the default date is the date you received the purchase
order.
5. Enter a Quantity Fulfilled for each item. The quantity entered can’t be greater than the amount in the
Quantity Ready to Fulfill field. To fulfill all item quantities on the document, choose Fulfill All.
If a lot-numbered item is fulfilled and your system is set up to automatically assign lot numbers, a
message won’t be displayed if the expiration date for the lot number has expired.
Lot numbers are assigned automatically by receipt date or the expiration date, depending on how you
selected to automatically assign lot numbers in the Inventory Control Setup window.
If the quantity fulfilled is less than the quantity ordered, you can change the billed quantity, if necessary.
For example, if the order is for 10 items, but only seven items were fulfilled, you could change the billed
quantity to “7” if you’re not going to fulfill the other three items.
If you marked the Enable Quantity to Back Order in Sales Order Fulfillment option or the Enable Quantity
Canceled in Sales Order Fulfillment option in the Sales Order Setup window or the Sales Fulfillment
Order/Invoice Setup window you could also change the quantity back ordered or canceled to “3”.
If a serial- or lot-numbered item is fulfilled and Sales Order Processing is not set up to automatically
assign serial or lot numbers, you’ll be asked to select serial or lot numbers.
NOTE
If you select serial or lot numbers that aren’t equal to the quantity you entered in the Quantity Fulfilled field, the
quantity fulfilled will be changed to the number of serial or lot numbers you entered. For example, if you enter a
quantity fulfilled of 3 and only enter two serial numbers, the quantity fulfilled will be changed to 2.
6. If you’re using multiple bins and you want to view or change bin information for an item not tracked by
serial or lot numbers, choose the Bins button to open the Bin Quantity Entry window.
If further bin selections are necessary, the Bin Quantity Entry window will open automatically. With
multiple bins, a line’s quantity fulfilled must equal the total quantity allocated at bins. If the quantity
allocated at bins is less than the quantity to be fulfilled and you leave the Bin Quantity Entry window, the
quantity fulfilled changes to equal the actual bin quantity selected.
7. Choose the Attachment Management icon to attach documents to or remove documents from the order,
invoice, or fulfillment order, if applicable.
8. Choose the Holds button to open the Sales Process Holds Entry window, where you can assign holds to or
remove holds from the document. A stop icon will appear on the Holds button if a hold has been assigned
to the document.
9. Choose the User-Defined button to open the Sales User-Defined Fields Entry window, where you can
enter user-defined information for this document.
10. Choose the Serial/Lot button to open the Sales Serial Number Entry window or the Sales Lot Number
Entry window, where you can assign numbers and bins to serial- or lot-numbered items.
For more information about serial- or lot-numbered items, see Serial- or lotnumbered items or the
11. Choose Save and close the window. The Order Fulfillment Status Report will be printed.
Chapter 21: New purchase orders

If there is a shortage on a sales line item or an item is back ordered, you can generate a purchase order for the
item. You also can generate purchase orders for drop-ship and non-inventoried items. You can create purchase
orders from orders or back orders in Sales Order Processing or you can link sales documents to existing
purchase orders.
Purchase orders from sales documents
Parts of the Purchase Orders Preview window
Pending purchase order errors and warnings
The tree view
Purchase Order Preview window tabs
Changing a vendor
Modifying a purchase order in the tree view
Modifying a purchase order using the tabs
Generating a purchase order from a single sales document
Generating purchase orders from multiple sales documents
Purchase orders from sales documents
You can use the Purchase Orders Preview window to view and modify pending purchase orders or to generate
purchase orders from orders or back orders. You can also link sales documents to existing purchase orders, if
Sales Order Processing is set up to allow it.
For example, suppose you enter a sales order with three line items. One of the line items is in stock but you need
to order the other two. If you back order the quantities for the two items, you can create a purchase order using
the back-ordered quantity from the sales order instead of reentering the items on a purchase order in Purchase
Order Processing. You can review the purchase order information and make changes before generating the
purchase order for the items.
If you already have entered a purchase order for the back-ordered items, you can link the sales line items to the
purchase order. For more information on linking sales documents to existing purchase orders, see Chapter 22:
Links to existing purchase orders.
When the items on the purchase order are received, they are allocated or fulfilled on the sales document
automatically. For more information, see Chapter 23: Receiving purchase orders
NOTE
For information on setup options related to linking sales orders and purchase orders, see Setting up taxes and options.
View pending purchase orders In the Purchase Orders Preview window, you can view the purchase
orders that could be created from the sales documents you chose.
Modify pending purchase orders You can make changes to the purchase orders shown in the Purchase
Orders Preview window before you generate the purchase orders. You can also modify any pending
purchase orders that contain errors or warnings.
Generate purchase orders You can generate some or all of the purchase orders shown in the Purchase
Orders Preview window.
You can generate more than one purchase order from a sales order or back order. For example, if
you need to order several items for a sales order and you need to use different vendors for different
items, you can generate a purchase order for each vendor from the sales order.
You can’t generate more than one purchase order for each sales line item. For example, if you have
an item back ordered on a sales order, you can’t order the item from two vendors. You can generate
only one purchase order for one vendor for that sales line item.
If the sales document contains a drop-ship item, you can create a separate dropship purchase order
for that item. Drop-ship items will always be on separate purchase orders because they won’t be
received into inventory.
You can’t generate a purchase order for a kit item but you can generate a purchase order for the kit
components. Quantities won’t be tracked for the kit but will be tracked for the components.
If a sales document contains a shortage for a discontinued item, you can’t create a new purchase
order for that item from Sales Order Processing, but you can link the item to an existing purchase
order that contains the discontinued item.
If a sales document contains an inactive item, no purchase order will be created for the item.
Link items to existing purchase orders You can manually link sales line items to existing purchase
orders in the Purchase Orders Preview window. For more information, refer to Chapter 22, “Links to
existing purchase orders.”
A sales line item can be linked to only one purchase order line item. For example, you can’t split the sales line
item quantity between two vendors.
Parts of the Purchase Orders Preview window
The Purchase Orders Preview window shows the pending purchase orders that can be created from selected
sales documents. You can view information about the vendor, purchase order, item, or sales document.
If you open the Purchase Orders Preview window from a sales document in the Sales Transaction Entry window,
you will see the purchase orders that can be generated from that sales document.
If you open the Purchase Orders Preview window from the Sales Range Inquiry window, you will see the
purchase orders that can be generated from the sales documents that are defined in the inquiry window and that
have a Needs purchase commitment status. For more information about commitment statuses, see Checking the
commitment status.
There are several views you can use to display information in the Purchase Orders Preview window. You can use
these views to examine the information on the pending purchase orders and make changes before generating the
purchase orders. Each option includes a tree view and a window. For more information, see Purchase Order
Preview window tabs and The tree view.
The Purchase Orders Preview window contains several buttons and icons to help you view and change
information in the window. These buttons and icons are listed below.
BUTTON OR ICON DESCRIPTION
./media/image47.jpg Error—Appears beside objects in the tree view. You must

correct the error before you can create the purchase order.
For more information on errors, see Pending purchase order
errors and warnings.
./media/image48.jpg Warning—Appears beside objects in the tree view. You can

create a purchase order even if it contains a warning. For
more information on warnings, see Pending purchase order
errors and warnings.
./media/image49.png Expand all objects—Choose to expand the tree view to

display all objects.
./media/image50.png Collapse all objects—Choose to collapse the tree view to

display only the purchase order objects.
./media/image51.png Add vendor—Choose to add a new vendor in the tree view. A

new purchase order will be created under the new vendor
and you can assign line items to the new purchase order.
./media/image52.jpg Organize—Choose to move objects in the tree view. For

example, you can move an item from one vendor to another.
./media/image53.png Ascending/Descending sort button—Use to sort documents

in ascending or descending order in the window view.
Pending purchase order errors and warnings

If a problem is detected on a pending purchase order, an error or warning icon will appear next to the object in
the tree view and an alert message will be displayed when you attempt to generate the purchase orders.
Additional information about the error or warning will be at the bottom of the window.
For more information about the tree view, see The tree view.
Errors A pending purchase order that contains an error won’t be generated. You must correct the error
before generating the purchase order. Examples of errors include no vendor ID, an inactive vendor or no
purchasing unit of measure.
If a primary vendor is not assigned to the item in Item Quantities Maintenance window, an error and (NO
VENDOR ) will be displayed in the tree view for the vendor in the Purchase Orders Preview window. You
must assign a vendor to the pending purchase order by using the purchase order or item tab before you
can generate the purchase order.
If you select a vendor and the item is not assigned to the vendor, an error will be displayed and you can
add the vendor item number. For more information about assigning vendors to items and assigning a
primary vendor to an item, see the Inventory Control documentation.
Warnings Pending purchase orders that contain warnings will be generated or can be linked to existing
purchase orders. The warnings will appear on the Purchase Orders Preview list. For example, you will
receive a warning if a vendor is on hold or if the quantity to purchase is more than the maximum order
quantity for the item.
The tree view
The Purchase Orders Preview window uses a tree view to show pending or existing purchase orders. Each line in
the tree is an object—and the objects are organized first by vendor, then by purchase order, then item, and finally
sales document.
A check mark next to the object—vendor, purchase order, item, or sales document— means that the object will be
included when purchase orders are generated. You can mark or unmark an object before generating the purchase
orders. If you mark or unmark an object, all of the objects associated with that object will be marked or unmarked
also. For example, if you unmark a vendor, all of the purchase orders listed under the vendor in the tree view will
be unmarked.
If an error or warning icon appears next to an object in the tree view, additional information will be displayed at
the bottom of the window. In the Purchase Orders Preview window, you can modify the pending purchase orders
to address the errors and warnings. For more information, see Pending purchase order errors and warnings.
You can print the Purchase Orders Preview list before generating purchase orders by choosing the Print icon
button or by choosing File >> Print in the Purchase Orders Preview window. This report will list all of the
pending purchase order information in the tree view, as well as any errors and warnings.
Purchase Order Preview window tabs
The Purchase Orders Preview window uses tabs to organize the information relating to the pending purchase
orders. Each tab contains a window that displays information about the pending purchase order. You can choose
the tab or choose an object in the tree view to display the information you want.
Vendor tab
Use the Vendor tab to view information about the vendor that is highlighted in the tree view. You can’t
change the information in this view.
If a primary vendor isn’t assigned to an item, (NO VENDOR ) will appear in the vendor ID and an error will
appear next to the vendor in the tree. You must assign a vendor using either the PO tab or Item tab before
a purchase order can be generated. For information about assigning a vendor, see Modifying a purchase
order using the tabs.
The most recent purchase orders for this vendor are listed at the bottom of the window. You can sort the
purchase orders in ascending or descending order by clicking the column heading. The
ascending/descending sort option can be used in any column.
Purchase Order tab
Use the purchase order tab to view information about the pending purchase order that is highlighted in
the tree view, including the vendor ID, purchase order date, currency, and shipping method.
If a primary vendor wasn’t assigned to an item, the vendor ID will be blank. You must assign a vendor
before a purchase order can be generated.
You can change the information in this window. For more information, see *Modifying a purchase order
using the tabs.
Item tab
Use the item tab to view information about the item that is highlighted in the tree view. You can change the
quantity to purchase, vendor ID, vendor item, unit cost, extended cost, and required date on the pending
purchase order. You also can link the item to an existing purchase order by using the purchase order
lookup button. For more information, see Modifying a purchase order using the tabs.
If a primary vendor wasn’t assigned to an item, the vendor ID will be blank. You must assign a vendor
before a purchase order can be generated.
The most recent purchase orders for this item are listed by vendor at the bottom of the window. You can
sort the vendors in ascending or descending order by clicking the column heading. The
ascending/depending sort option can be used in any column.
Sales tab
Use the sales tab to view information about the sales document that is highlighted in the tree view. You
can’t change the information in this view.
Changing a vendor
You can add a vendor to the tree using the tree view, regardless of which tab you are viewing in the Purchase
Orders Preview window. A new purchase order will be created for the new vendor and you can transfer the items
from existing pending purchase orders in the tree view to the new vendor.
NOTE
If you make changes to a pending purchase order in the Purchase Orders Preview window, your changes won’t be saved
when you close the window. You must generate purchase orders that include your changes before closing the window.
To change a vendor
2. Enter or select a sales document with a back-ordered quantity and choose the Purchase button to open the
Purchase Orders Preview window.
3. Choose the add vendor icon button. A message will be displayed and you’ll have the option to create a
standard or drop-ship purchase order.
4. A new vendor object will be inserted into the tree view and the vendor ID will be (NO VENDOR ). A new
purchase order object with no line items will be inserted in the tree view for the new vendor.
5. In the purchase order tab, enter or select a vendor ID for the new vendor object in the tree view.
6. Use the Organize button to move line items from other pending purchase orders to the new purchase
order. You can also move items using the vendor or the item tab. For more information about the Organize
button, see Modifying a purchase order in the tree view.
Modifying a purchase order in the tree view
You can move items from one pending purchase order to another or change the vendor on a pending purchase
order using the tree view. For example, if the vendor you usually order an item from is unable to deliver the
product by the requested date, you can add a different vendor to the tree view and reassign the item to the new
vendor.
Use the Organize button to move objects in the tree view. It doesn’t matter what tab you are viewing in the
Purchase Orders Preview window. You can move the objects as follows:
Purchase order You can move a pending purchase order from one vendor to another. A new pending
purchase order with a new PO number will be created for the vendor and all items associated with the
pending purchase order will move to the new pending purchase order.
Item You can move an item from one vendor to another. A new pending purchase order will be created for
the vendor and the item will be added to the new purchase order.
You can move an item from one pending purchase order to another. The item will be added to the existing
pending purchase order.
Sales document You can move a sales document from one vendor to another. A new pending purchase
order will be created for the vendor and the items associated with the sales document will be added to the
new purchase order.
You can move a sales document to a different pending purchase order. New items will be created on the
pending purchase order for the items associated with the sales document.
To modify a purchase order in the tree view
2. Enter or select the sales document and choose the Purchase button to open the Purchase Orders Preview
window.
3. Choose the organize icon button above the tree view. A message will appear telling you to select a source
and destination object.
4. Select the source object you want to move.
5. Select the destination object in the tree that you want to move the object to.
6. When you have made all the needed changes, choose Generate.
NOTE
If you make changes to a pending purchase order in the Purchase Orders Preview window, your changes won’t be
saved when you close the window. You must generate purchase orders that include your changes before closing the
window.
Modifying a purchase order using the tabs

Use the Purchase Orders Preview window tabs to modify information such as vendor ID and quantity to
purchase on pending purchase orders. The tree view will be updated with the changes automatically.
For example, assume you are short ten items to satisfy a sales order. The pending purchase order will show 10 as
the default quantity to purchase. If you want to stock some extra items, you can increase the quantity to purchase
on the Item tab.
If there are errors or warnings in the tree view relating to a pending purchase order, you can make corrections to
the information before generating the purchase order. For more information about errors and warnings, see
Pending purchase order errors and warnings.
You can change the information on the PO tab and the Item tab, but not the Vendor tab or the Sales tab.
Purchase order tab You can change the vendor ID, purchase order date, currency ID, and the shipping
method used for the purchase order.
Item tab You can change the quantity to purchase, vendor ID, vendor item, unit of measure, unit cost,
extended cost, and required date. The primary vendor will be the default vendor ID.
To modify a purchase order using the tabs
2. Enter or select a sales document with a back-ordered quantity and choose Purchase to open the Purchase
Orders Preview window. Only sales documents that contain items with a Needs Purchase commitment
status appear in the Purchase Orders Preview window.
3. Select either the Item or PO tab and make the changes.
4. When you have made all the needed changes, choose Generate.
NOTE
If you make changes to a pending purchase order in the Purchase Orders Preview window, your changes won’t be saved
when you close the window. You must generate purchase orders that include your changes before closing the window.
Generating a purchase order from a single sales document

After you have viewed and modified a pending purchase order, you must generate the purchase order in the
Purchase Orders Preview window.
To generate a purchase order from a single sales document
2. Enter or select a sales document with a back-ordered quantity.
3. Choose Purchase to open the Purchase Orders Preview window. Only sales documents that contain items
with a Needs Purchase commitment status appear in the Purchase Orders Preview window.
4. Review the information and make any changes to the pending purchase order information.
5. Review the objects in the tree view. A check mark next to an object means that the object will be included
when purchase orders are generated. Click the check mark to remove objects you don’t want to include
when generating purchase orders.
To preview the marked pending purchase order information before you generate purchase orders, print
the Purchase Orders Preview list by choosing File >> Print. The list also shows any errors and warnings.
NOTE
The purchase order numbers listed in the Purchase Orders Preview window are temporary. When purchase orders
are generated, the system will assign the next purchase order number from the Purchase Order Processing Setup
window.
6. Choose Generate.
Taxes will be automatically calculated when you generate purchase orders from the Purchase Orders Preview
window.
Generating purchase orders from multiple sales documents
After you have viewed and modified pending purchase orders, you must generate the purchase orders in the
Purchase Orders Preview window. Depending on how Sales Order Processing is set up, like items may be
combined on the same purchase order.
To generate purchase orders from multiple sales documents
1. Open the Sales Document Range Inquiry window. (Sales >> Inquiry >> Sales Range Inquiry)
2. Choose an existing Inquiry ID or create a new Inquiry ID to select a range of sales documents. For more
information about creating an inquiry ID, see Creating inquiries for sales documents.
3. Choose Redisplay to update the window.
4. Choose Purchase to open the Purchase Orders Preview window. Only sales documents that contain items
with a Needs Purchase commitment status appear in the Purchase Orders Preview window. For more
information about commitment status, see Checking the commitment status.
5. Review the information and make any changes to the pending purchase order information.
6. Review the objects in the tree view. A check mark next to an object means that the object will be included
when purchase orders are generated. Click the check mark to remove objects you don’t want to include
when generating purchase orders.
To preview the marked pending purchase order information before you generate purchase orders, print
the Purchase Orders Preview list by choosing File >> Print. The list also shows any errors and warnings.
7. Choose Generate. The Purchase Orders Generation Register will be printed. This report will list the
purchase orders created and the items and quantities included on the purchase orders.
You can view and print the purchase orders by choosing Purchasing >> Transactions >> Purchase Order
Entry.
Taxes will be automatically calculated when you generate purchase orders from the Purchase Orders
Preview window.
Chapter 22: Links to existing purchase orders

Depending on how Purchase Order Processing was set up, the system can attempt to link sales line items with
quantity shortages to existing purchase orders. If a purchase order exists for the line item, the purchase order will
be listed in the Purchase Orders Preview window. If an existing purchase order doesn’t contain the line item, a
pending purchase order will be created.
You also can manually link a sales line item to an existing purchase order, change existing links or delete existing
links. Once a sales line item has been linked to a purchase order, you can check the status of that purchase order
in the PO Commitment for Sales Document window.
Linking an item to an existing purchase order
Removing an existing link to a purchase order
Changing the link to a purchase order
Checking the commitment status
Linking an item to an existing purchase order
You can manually link a line item to an existing purchase order in the PO Commitment for Sales Document
window or PO Assignment for Sales Document window if the following conditions are met:
The purchase order line item has an uncommitted quantity.
The purchase order allows commitments. Allow Sales Documents Commitments must be marked for the
purchase order in the Purchase Order Entry window.
The uncommitted quantity on the purchase order must be equal to or greater than the quantity needed for
the sales document.
The item numbers match.
The site IDs match (unless Sales Order Processing is set up to use a single site for all purchase orders).
For drop-ship items, the ship-to address on the sales order matches the ship-to address on the purchase
order.
For drop-ship items, the ship-to address and shipping method on the sales order line item matches the
ship-to address and shipping method on the purchase order line item.
You can link drop-ship line items to existing drop-ship purchase orders. You can link non-inventoried items and
discontinued items to existing purchase orders. You must commit the entire line item quantity to one purchase
order.
To link a line item from the Purchase Orders Preview window
2. Enter or select the sales document and highlight a line item to link.
3. Choose Purchase to open the Purchase Orders Preview window.
4. Select the Item tab.
5. Use the PO Number lookup button to open the PO Assignment for Sales Document window.
6. Highlight an existing purchase order to link to the sales line item.
NOTE
Only purchase orders that allow sales order commitments and have an uncommitted quantity equal to or greater
than the quantity to purchase on the sales document will appear in the window, because you can only link one
purchase order to a sales line item.
7. Choose Select to close the PO Assignment for Sales Document window.

8. Choose Generate.
NOTE
If you make changes to the pending purchase orders in the Purchase Orders Preview window, your changes won’t
be saved when you close the window. You must generate the purchase orders that include your changes before
closing the window.
To link a line item from the sales document

2. Enter or select a sales document with a back-ordered quantity and highlight the line item to link.
3. Choose the link purchase order button next to the Quantity Ordered prompt to open the PO Commitment
for Sales Document window.
4. Enter or select the existing purchase order to link to the sales line item.
NOTE
Only purchase orders that allow sales order commitments and have an uncommitted quantity equal to or greater
than the quantity to purchase on the sales document will appear in the window, because you can only link one
purchase order to a sales line item.
5. Choose Save to save the link and close the window. When the link has been added, the link purchase order
icon will appear next to the line item quantity in the Sales Transaction Entry window and the Purchase
Order Entry window.
To link a line item from the purchase order
1. Open the Purchase Order Entry window.
(Purchasing >> Transactions >> Purchase Order Entry)
2. Enter or select a purchase order that allows sales order commitments and highlight the line item you want
to link.
3. Choose the link purchase order button next to the Quantity Ordered prompt to open the Sales
Commitments for Purchase Order window.
4. Choose Add Sales Doc to open the Sales Assignments for Purchase Order window.
5. Highlight the existing sales document to link to the purchase order line item and choose Select.
NOTE
Only sales documents with a quantity to purchase that is equal to or less than the uncommitted quantity on the
purchase order will appear in the window because you can only link one purchase order to a sales line item.*
6. Choose OK to save the link and close the window. When the link has been added, the link purchase order
icon will appear next to the line item in the Purchase Order Entry window and the Sales Transaction Entry
window.
Removing an existing link to a purchase order
Once you link a sales line item to a purchase order, the link purchase order icon will be displayed next to the
quantity for the sales line item in the Sales Transaction Entry window. There are two ways to remove a link to a
purchase order:
You can remove the link from Purchase Order Processing using the Sales Commitments for Purchase
Order window.
You can remove the link from Sales Order Processing using the PO Commitment for Sales Document
window if Sales Order Processing is set up to allow deletion of commitments. For more information on
setup options, see Setting up taxes and options.
NOTE
If the purchase order has been received against, the item will still be allocated on the sales order after you remove
the link.
To remove a link in Purchase Order Processing

1. Open the Purchase Order Entry window.
(Transactions > Purchasing > Purchase Order Entry)
2. Enter or select the purchase order and highlight the line item for which you want to remove the link.
3. Choose the link purchase order button next to the Quantity Ordered field to open the Sales Commitments
for Purchase Order window.
4. Select the sales document and choose Delete Sales Doc. Once the link is removed, the link icon will be
removed from the line item in the Sales Transaction Entry window and the Purchase Order Entry window.
To remove a link in Sales Order Processing
1. Open the Sales Transaction Entry window.
(Transactions > Sales > Sales Transaction Entry)
2. Enter or select the sales document and highlight the line item for which you want to remove the link.
3. Choose the link purchase order button next to the Quantity Ordered field to open the PO Commitment for
Sales Document window.
4. Verify the purchase order number and choose Delete. Once the link is removed, the link icon will be
removed from the line item in the Sales Transaction Entry window and the Purchase Order Entry window.
Changing the link to a purchase order
You can change the link to an existing purchase order by deleting the existing link and then adding a link to a
different purchase order using the PO Commitment for Sales Document window. To delete the existing link in
this window, Sales Order Processing must be set up to allow deletion of purchase order commitments.
You can also delete the link from the Sales Commitments for Purchase Order window in Purchase Order
Processing. For more information, see Removing an existing link to a purchase order.
To change the link to a purchase order
1. Open the Sales Transaction Entry window.
(Transactions > Sales > Sales Transaction Entry)
2. Enter or select the sales document and highlight the line item for which you want to change the link.
3. Choose the link purchase order button next to the Quantity Ordered field to open the PO Commitment for
Sales Document window.
4. The purchase order that is linked to the item will be displayed. Choose Delete to remove this link.
5. Enter or select a different purchase order to link to the sales line item.
6. Choose Save.
Checking the commitment status
For any item on a sales order or back order, you can check the commitment status, which indicates if the item is
committed to a purchase order and what the status of the purchase order is. The commitment status types are:
None The line item has neither a commitment nor a pending commitment on a purchase order.
Needs purchase The line item is available for commitment and the purchase order hasn’t been
generated.
Purchased The line item has a commitment on a purchase order that has been generated, but no receipts
have been posted for the purchase order.
Partially received The line item has a commitment on a purchase that has been generated and receipts
have been posted for the purchase order, but the quantity received on the purchase order is less than the
quantity needed for the sales document.
Fully received The line item has a commitment on a purchase order that has been generated and receipts
have been posted for the purchase order. The quantity received on the purchase order is enough to
complete the sales document.
To check the commitment status
2. Enter or select the sales document in the Sales Transaction Entry window and highlight the line item you
want to link.
3. Choose the link purchase order button next to the Qty Ordered field to open the PO Commitment for
Sales Document window, where the commitment status appears.
Chapter 23: Receiving purchase orders

If you have created a purchase order from a sales document or have linked a sales line item to an existing
purchase order, the quantities can be automatically allocated or fulfilled on the sales order when a shipment or
shipment/invoice is posted for the purchase order. Whether the item is allocated and fulfilled depends on what
type of item it is—an inventory item, a non-inventoried item, or a drop-ship item.
For more information about creating purchase orders or linking to existing purchase orders, see Chapter 21,
“New purchase orders,” or Chapter 22, “Links to existing purchase orders.”
Allocating and fulfilling inventory items
Fulfilling non-inventoried items
Fulfilling drop -ship items
Purchase orders created from back orders
Printing the Back-Ordered Items Received report
Allocating and fulfilling inventory items
When you post a shipment or shipment/invoice that has a commitment to a sales order line item, the site ID will
be checked. If the site IDs match, the sales order line item will be allocated for the quantity shipped. If the order
ID doesn’t use a separate fulfillment process, the line item also will be fulfilled. Also, the quantity back ordered is
decreased and quantity to invoice is increased on the sales order, based on the quantity shipped.
If the purchase order shipment and the sales order site IDs don’t match, the items will not be allocated. You must
transfer the item from the site ID where you received the item to the site where you are selling the item and then
allocate the item manually. For more information about transferring items to a different site, see the Inventory
Control documentation. Any allocation problems will be listed on the Back-Ordered Items Received report. For
more information about this report, see Printing the Back-Ordered Items Received report or the Purchase Order
Processing documentation.
If an item on the sales order can’t be allocated, the Quantity Alert icon will appear for the item when you select
the sales document in the Sales Transaction Entry window. If the item is fully received in Purchase Order
Processing, you can choose the quantity alert icon button and complete the allocation. For more information
about the quantity alert icon button, see Quantity allocation problems.
When a shipment or shipment/invoice is posted in Purchase Order Processing for service, flat fee, or
miscellaneous charge items, the quantity fulfilled is updated on the sales order based on the quantity shipped on
the purchase order. However, if the sales order ID uses separate fulfillment, you will have to fulfill the item
manually.
If you’re using separate fulfillment, service, flat fee, and miscellaneous charge items will not be fulfilled when the
items are received on the purchase order. For more information about separate fulfillment, see Chapter 20:
Separate fulfillment.
The unit cost for a service, flat fee, or miscellaneous charge item on the sales order is updated when an invoice or
shipment/invoice is posted in Purchase Order Processing.
When a purchase order shipment or shipment/invoice is posted and Sales Order Processing is not set up to
automatically assign serial or lot numbers, you must manually fulfill the item.
When a shipment or shipment/invoice is posted in Purchase Order Processing for service, flat fee, or
miscellaneous items, if the item is received at a site that is different from the site on the sales document, the item
is fulfilled and a message regarding the location of the item appears on the Back-Ordered Items Received report.
NOTE
If a sales line item is committed to a purchase order and the purchase order hasn’t been received against, the sales line item
can’t be allocated.
Fulfilling non-inventoried items

When you post a shipment or shipment/invoice that is linked to a non-inventoried item on a sales document, the
quantity fulfilled for the item will be updated on the sales order, based on the quantity shipped on the purchase
order. Also, when you select the document in the Sales Transaction Entry window, the quantity back ordered will
be decreased and quantity to invoice will be increased on the sales order, based on the quantity shipped.
If you are using separate fulfillment for the document ID, the non-inventoried items will not be fulfilled when the
items are received on the purchase order. You must use the Separate Fulfillment window to fulfill these items.
The unit cost for a non-inventoried line item on the sales order is updated when a shipment or shipment/invoice
is posted in Purchase Order Processing.
When a shipment or shipment/invoice is posted for a non-inventoried item, if the item is received at a site that is
different from the site chosen on the sales document, the item is fulfilled on the sales document and a message
regarding the location of the item appears on the Back-Ordered Items Received report.
If a non-inventoried line item is contained on a purchase order that hasn’t been received against, the sales line
item cannot be fulfilled automatically by the system. You must use a separate fulfillment process to fulfill these
items. For more information about separate fulfillment, see Chapter 20, “Separate fulfillment.”
Fulfilling drop-ship items
When you post an invoice for a drop-ship purchase order, the quantity fulfilled will be updated on the sales order
based on the quantity invoiced on the purchase order. The drop-ship item won’t be allocated because the item is
never received into your inventory. Also, when you select the document in the Sales Transaction Entry window,
the quantity back ordered will be decreased and quantity to invoice will be increased on the sales order based on
the quantity shipped.
The unit cost for a drop-ship line item on the sales order is updated when an invoice is posted in Purchase Order
Processing, if the item does not use a periodic valuation method.
For more information about valuation methods, see the Inventory Control documentation.
If a drop-ship item is contained on a purchase order that hasn’t been received against, the sales line item cannot
be fulfilled automatically by the system. You must use a separate fulfillment process to fulfill these items. If you’re
using separate fulfillment, drop-ship items will not be fulfilled when the items are invoiced on the purchase order.
For more information about separate fulfillment, see Chapter 20, “Separate fulfillment.”
Purchase orders created from back orders
For a purchase order created from a back order, use the Back-Ordered Items Received report to determine which
back orders can be transferred to orders or invoices. After you transfer the back order to an order or invoice, you
must manually allocate and fulfill the items on the new order or invoice. For more information, see Printing the
Back-Ordered Items Received report and Chapter 27: Transferring documents.
Printing the Back-Ordered Items Received report
The Back-Ordered Items Received report is an important resource for tracking the items received on a purchase
order. This Purchase Order Processing report shows the open sales documents that contain the items received on
each purchase order.
The Back-Ordered Items Received report shows updated costs and the quantities successfully allocated and
fulfilled on sales orders. The report also shows any problems encountered when allocating and fulfilling items
that are linked to sales orders. If you encounter errors when you print the Back-Ordered Items Received report,
you should reconcile Sales Order Processing records.
The sales documents shown on this report will depend on where the report was printed. If it’s printed from the
Purchasing Invoice Entry window (File >> Print), the report will display only invoiced quantities for sales
documents that were linked with a purchase order.
If you print the report from the reports menu, the report will show receiving information for sales documents
that were linked to purchase orders and then sales documents that were not linked to purchase orders.
You also can print the report for all unposted receipts in Purchase Order Processing from the Purchasing
Analysis Reports window.
To print the Back-Ordered Items Received report
1. Open the Purchasing Analysis Reports window.
(Purchasing >> Reports >> Analysis)
2. Select the Back-Ordered Items Received report and choose New to open the Purchasing Analysis Report
Options window.
3. Enter an option name and create a report option to sort and restrict the report.
4. Choose Destination to specify a printing destination and choose Print.
5. You can print the report from either the Purchasing Analysis Report Options window or the Purchasing
Analysis Reports window. You also can save the report option and print it later.
See Also
Glossary
This part of the sales order processing documentation includes information that will help manage your sales
documents once they are entered. You can transfer, modify, delete, post, and print sales documents. The following
topics are discussed:
Chapter 24, “Printing and sending documents in e-mail,” describes how to print sales documents—quotes,
orders, back orders, invoices, returns, picking tickets, and packing slips. It also explains how to print
shipping labels and COD tags.
Chapter 26, “Posting,” explains how to post an individual sales transaction or a batch of transactions.
Chapter 25, “Sales document maintenance,” explains how to correct, delete, and void sales documents. It
also explains process holds.
Chapter 27, “Transferring documents,” explains how to transfer sales documents as a part of the sales
cycle.
Chapter 24: Printing and sending documents in email

After you enter a quote, order, fulfillment order, invoice, back order, or return, you can print the document and
send it to a customer. You also can print packing slips, picking tickets, shipping labels, and cash on delivery (COD )
tags.
Packing slips and picking tickets overview
Printing options for packing slips and picking tickets
Printing options for sales documents
Requirements for sending sales documents in e-mail
Printing or sending an individual document in e-mail
Printing all documents in a batch
Printing a range of documents
Printing a posted document
Setting up the sales quick print option
Print packing slips using the action pane
Print picking tickets using the action pane
Printing bulk picking tickets
Printing a batch list
Printing shipping labels or COD tags
Packing slips and picking tickets overview
You can print packing slips for orders, fulfillment orders, and invoices and include them in each shipment. A
packing slip displays the items and quantities included on an order or invoice. If items on an invoice have
negative invoice quantities, those items will not be printed on the packing slip. If all the items on an invoice have
a Services item type, a packing slip is not printed. If items on an invoice have Miscellaneous Charges or Flat Fee
item type, a packing slip is printed. If an item on an invoice has a Kit item type and the kit has no items, a packing
slip is not printed. See Printing options for packing slips and picking tickets for printing more information.
You can print picking tickets for orders, fulfillment orders, invoices, and returns. Warehouse personnel use picking
tickets when assembling the items for a shipment. A picking ticket displays the items and quantities needed to
fulfill an order, fulfillment order, or invoice and the location for each item. A picking ticket for a return displays the
items and quantities returned and the site they were returned to. If you reprint a picking ticket, the words
REPRINT will be displayed across the top of the report. Items will not be printed on the picking ticket if they are
drop-ship items, have negative invoice quantities, or have zero quantities. See Printing options for packing slips
and picking tickets for more information.
You can print bulk picking tickets for fulfillment orders and invoices created from fulfillment orders. A bulk
picking ticket displays the items and quantities needed to fulfill more than one fulfillment order or invoice and the
location of each item for a batch of items. A summary line for each item and the total quantity required is
displayed on the picking ticket. If you print a bulk picking ticket and then an individual picking ticket, items
displayed on both picking tickets will be displayed with two asterisks (**) and a reprint icon.
You can print packing slips and picking tickets at the same time you print the sales document and can use three
predefined document formats—blank paper, short form, or long form. A separate packing slip will be printed for
each unique ship-to address and shipping method combination on a sales document.
You can define a default document format when you set up Sales Order Processing and you can change the
format before you print a document. For more information about setting up default document formats, see
Setting up document numbers or Chapter 3, “Document setup.”
If you assigned a print process hold to an order, invoice, or return, this process hold also applies to the picking
ticket and packing slip associated with the sales document.
Printing options for packing slips and picking tickets
When you print packing slips or picking tickets, you can select several printing options in the Sales Document
Print Options window. Depending on the document you print, different printing options will be available. You can
print packing slips or picking tickets at the same time as you print sales documents.
Print Separate Picking Ticket Per Site If the items from a document are stored at different inventory sites,
you can choose to print a picking ticket for each site. If you’re using named printers, refer to the System
Administrator’s Guide (Help >> Contents >> select System Administration) for more information.
Print Separate Packing Slip Per Site If the items from a document are stored at different inventory sites,
you can choose to print a packing slip for each site. If line items on the document have different ship-to
addresses or shipping methods and different inventory sites, you can choose to print a packing slip for each
ship-to address, shipping method, and inventory site combination. If you’re using named printers, refer to the
System Administrator’s Guide (Help >> Contents >> select System Administration) for more information.
Include Line Item Comments Mark this option to include the comments entered for each item on the
packing slip or picking ticket.
Reprint Previously Printed If picking tickets or packing slips have been printed before, you can choose to
reprint those picking tickets or packing slips. If you choose not to reprint previously printed picking tickets or
packing slips, only the picking tickets or packing slips that haven’t been printed before will be printed.
Print Picking Instructions If you’re using advanced picking, have created picking instruction IDs, and
assigned the IDs to customers and items, you can choose to print the instructions on the picking tickets.
Include Drop-ship Items Mark this option to print the drop-ship items on packing slips.
Include Kit Components Mark this option to print the components of the kit on the packing slips or picking
tickets.
Include Incomplete Docs If items from a document that has been marked Ship Complete Document in the
Sales Customer Detail Entry window are to be partially shipped, you can choose to print the partial shipments
on packing slips and picking tickets. If this option isn’t marked, packing slips and picking tickets won’t be
printed for partially shipped documents.
Bin Sequenced Mark this option to sort the items on the picking tickets by site, bin, and item.
Sort Kit Components Mark this option to sort kit components on the picking tickets by site, bin, and item.
Print Customer Item If you use customer item names, you can choose to print the customer item on the
packing slips.
Print Back-Ordered Items Mark this option to print back-ordered items on picking tickets.
Print Ship To Addresses with Lines Mark this option to print the ship to address with the corresponding
line item when it’s different than the ship to address for the document. This option is available for picking
tickets.
Printing options for sales documents
When you print a sales document (a quote, order, fulfillment order, invoice, back order, or return), you can select
several printing options in the Sales Document Print Options window. You also can send quotes, orders,
fulfillment orders, or invoices in e-mail. Depending on the document you print or send in e-mail, different
printing options will be available.
Reprint Previously Printed/Sent If you are printing or sending a batch or range of documents in e-mail,
all of the documents will be printed or sent in e-mail. If you don’t mark this option, only documents that
haven’t been printed or sent in e-mail before will be printed or sent in e-mail.
Include Kit Components The kit item and its components will be printed on the document. If you don’t
mark this option, only the kit item will be printed.
Print Customer Item If the customer uses a different name for an item than your company uses for the
same item, you can choose to print the customer item name on the packing slips and invoices.
Print Ship To Addresses with Lines Mark this option to print the ship to address with the corresponding
line item when it’s different than the ship to address for the document.
Include Tax Details Mark this option and select either Line Item and Summary or Summary Taxes Only.
The tax details that were used to calculate the tax will be printed directly beneath the item on the
document.
Mark Line Item and Summary if you want to include details for line items as well as summary tax
information. Mark Summary Taxes Only if you want to include only the summary of tax detail information
for each printed document.
Currency to Print For multicurrency transactions, you can print documents in either the functional or
originating currency.
Requirements for sending sales documents in e -mail
You can send quotes, orders, fulfillment orders, or invoices in e-mail if the following conditions are met.
The document type to send in e-mail must be available for the customer.
One e-mail address, To, Cc, or Bcc, must be assigned to the customer using the Internet Information
window or the Sales E -mail Detail Entry window.
You can send documents by email if you're using a MAPI-compliant e-mail service or Exchange 2007
Word templates for Microsoft Dynamics GP for the customer and document type must be enabled in the
Template Configuration Manager window before you can send documents as .DOCX, .PDF, or .XPS
attachments.
Depending on the document type and email service, Microsoft Word 2010 or later and Word templates
for Dynamics GP are required.
FILE FORMAT WORD 2010 OR LATER WORD TEMPLATES WEB CLIENT
*Email for Web Client will only be available if you are using Exchange as your server type in the System
Preferences window.
The file size of the document must not be greater than the maximum file size set in the Customer E -mail
Options window.
Depending on the file format you choose to send your documents in e-mail, your customers must be
PDF Adobe Reader
HTML* Internet Explorer 8 Internet Explorer 9
*If you are only using Microsoft Dynamics GP Web Client, your customers and vendors must be using HTML to
view their documents.
Printing or sending an individual document in e -mail
You can print a single quote, order, fulfillment order, invoice, back order, or return when you enter the document
in the Sales Transaction Entry window or the Sales Order Fulfillment window. You also can send quotes, orders,
fulfillment orders or invoices in e-mail.
If the order, fulfillment order, or invoice exceeds the customer’s credit limit and you are using credit limit override
workflow, the document must be approved before you can print it and its picking ticket and packing slip. A
document also must be approved before you can send it in e-mail. You can print a document, picking ticket, and
packing slip that doesn’t need approval. You also can send a document in e-mail that doesn’t need approval.
To print or send quotes individually in e-mail, you must mark Edit Printed Documents in the Sales Quote Setup
window. If you don’t mark this option, you can print or send quotes in e-mail only if they’ve been entered into a
batch. Quotes also must be approved before you can print them or send them in e-mail if you are using sales
quote workflow. You can print or send a quote in e-mail that doesn’t need approval.
Before you print documents, you can print an alignment form to ensure that the information is printed in the
correct fields on the document. To print an alignment form, mark Alignment Form in the Sales Document Print
Options window. You can use four predefined document formats to print documents—blank paper, short form,
long form, or other form.
You also can print packing slips or picking tickets at the same time as you print the sales document. For more
information, see Packing slips and picking tickets overview and Printing options for packing slips and picking
tickets.
To print an individual document
1. Open the Sales Transaction Entry window (Sales >> Transactions >> Sales Transaction Entry) or the Sales
Order Fulfillment window. (Sales >> Transactions >> Order Fulfillment)
2. Enter or select a sales document and open the Sales Document Print Options window by choosing File >>
Print or the printer icon button.
3. Select the document type, a sorting option, and the currency to print.
4. Mark the documents to include and the document formats to use.
NOTE
To send a document in e-mail, the document format must be Blank Paper. Also, at least one e-mail address, To, Cc,
or Bcc, must be assigned to the customer using the Internet Information window or the Sales E-mail Detail Entry
window.
5. Select to print, send the document in e-mail, or both.

6. To print packing slips or picking tickets, mark Packing Slips or Picking Tickets and select a document
format. Packing slips and picking tickets won’t be sent in e-mail.
7. Mark whether to reprint or send previously printed or sent documents. You also can choose to include kit
components, tax details, and dual currencies.
8. If you’re printing packing slips or picking tickets, mark the options to include.
NOTE
If a tax detail doesn’t appear on a document, check the Tax Detail Maintenance window (Administration >> Setup
>> Company >> Tax Details). The Print on Documents option should be marked.
9. Choose Print. Depending on the destination options you selected, the document is printed, sent in e-mail,
or both.
To print an individual document using the action pane
2. Mark the document that you want to print.
3. In the Actions group, choose Print Document.
5. Select a document format.
6. Mark to include kit components, tax details, and the functional and originating currencies.
NOTE
7. Print the document.

To send an individual document in e-mail using the action pane
2. Mark the quote, order, fulfillment order, or invoice that you want to send in email.
3. In the Actions group, choose Send in E -mail.
4. Mark to include kit components and tax details.
5. Send the document.
Printing all documents in a batch
You can print some or all of the documents in a batch. For example, you can print all of the orders you assigned
to a batch, or all of the quotes and orders you assigned to a batch. You also can send a batch of quotes, orders,
fulfillment orders or invoices in e-mail.
If an order, fulfillment order, or invoice exceeds the customer’s credit limit and you are using credit limit override
workflow, the document must be approved before you can print it and its picking ticket, and the packing slip. A
document also must be approved before you can send it in e-mail. You can print a document, picking ticket, and
packing slip that doesn’t need approval. Quotes must be approved before you can print them if you are using
sales quote workflow. You can print a quote that doesn’t need approval. You also can send a document in e-mail
that doesn’t need approval.
Print an alignment form to ensure that the information is printed in the correct fields on the document. You can
use four predefined document formats—blank paper, short form, long form, or other form.
tickets.
The sorting option determines the order the documents are printed. The documents will always be sorted by
document type first. You can then choose whether the documents will be sorted and printed by document
number or by customer ID.
To print all documents in a batch
2. Select a batch and choose File >> Print or the printer icon button to open the Sales Document Print
Options window.
NOTE
To send a quote, order, fulfillment order, or invoice in e-mail, the document format must be Blank Paper.
5. To print packing slips or picking tickets, mark Packing Slips or Picking Tickets and select a document
format.
8. If you’re printing packing slips or picking tickets, mark the options to include.
NOTE
9. Choose Print. Depending on the destination options you selected, the document you've selected is printed,
sent in e-mail, or both.
Printing a range of documents
You can print a range of documents; however, documents that have been completely transferred won’t be
included in the range. For example, you could print a range of documents to view how many returns were
entered in a day. You also can send a batch of quotes, orders, fulfillment orders or invoices in e-mail.
If an order, fulfillment order, or invoice exceeds the customer’s credit limit and you are using credit limit override
workflow, the document must be approved before you can print it, send the document in e-mail, print the
document’s picking ticket, and the packing slip. You can print a document, picking ticket, and packing slip that
doesn’t need approval. Quotes must be approved before you can print them or send them in e-mail if you are
using sales quote workflow. You can print a quote that doesn’t need approval. You also can send a document in e
mail that doesn't need approval.
tickets.
The sorting option determines the order the documents are printed. The documents will always be sorted by
document type first. You can then choose whether the documents will be sorted and printed by document
number or by customer ID.
To print a range of documents
1. Open the Print Sales Documents window. (Sales >> Transactions >> Print Sales Documents)
2. Select the document type and select whether to print documents, historical documents, or an alignment
form.
3. Select a sorting option and the currency.
4. Mark to include documents, picking tickets, or packing slips, or a combination, and select the document
formats to use.
NOTE
To send a quote, order, fulfillment order, or invoice in e-mail, the document format must be Blank Paper.

7. If you’re printing packing slips or picking tickets, mark the options you want to include.
NOTE
8. Enter a range of documents and choose Insert.
Choose Print. Depending on the destination options you selected, the document you've selected is printed, sent in
e-mail, or both.
To print a range of documents using the action pane
2. Mark the documents that you want to print.
3. In the Actions group, choose Print Document.
5. Select a document format.
6. Mark to include kit components, tax details, and the functional and originating currencies.
NOTE
7. Print the document.

To send a range of documents in e-mail using the action pane
2. Mark the quote, order, fulfillment order, or invoice that you want to send in email.
3. In the Actions group, choose Send in E -mail.
4. Mark to include kit components and tax details.
5. Send the document.
Printing a posted document
You can reprint individual sales documents from historical records. You also can resend quotes, orders, fulfillment
orders, or invoices in e-mail. Documents are moved to history when they are transferred to another document,
posted, or voided. You can’t reprint packing slips and picking tickets for documents that have been moved to
history.
NOTE
If you modified the sales document in Report Writer, your changes will not appear when you print a posted document
because a different report is used to print posted documents.
To print a posted document

1. Open the Sales Order Processing Document Inquiry window. (Sales >> Inquiry >> Sales Documents)
2. Select a sorting option or a range of documents.
3. Mark to include history and choose Redisplay.
4. Highlight a document and click on the Document Number link to open the Sales Transaction Inquiry
Zoom window.
5. Choose File >> Print or the printer icon button to open the Sales Document Print Options window.
NOTE
To send a document in e-mail, the document format must be Blank Paper.
8. Select to print, send the document in email, or both.

9. Mark to reprint or send previously printed or sent documents. You also can choose to include kit
components, and tax details.
10. Choose Print. Depending on the destination options you selected, the document you've selected is printed,
sent in email, or both.
Setting up the sales quick print option
You can use the sales quick print option to print a sales order or invoice from the Sales Transaction Entry, Sales
Order Fulfillment, or Sales Transaction Inquiry windows using a keyboard shortcut. You must first set up the
option using the Quick Print Setup window.
To set up the sales quick print option
1. Open the Quick Print Setup window. (Sales >> Transactions >> Sales Transaction Entry or Order
Fulfillment >> Options >> Quick Print Setup)
2. Mark the documents, print options, and print destination.
3. Choose OK.
To print using the sales quick print option
1. Open the Sales Transaction Entry window (Sales >> Transactions >> Sales Transaction Entry), the Sales
Order Fulfillment window (Sales >> Transactions >> Sales Order Fulfillment), or the Sales Transaction
Inquiry Zoom window (Sales >> Inquiry >> Sales Documents).
2. Enter or select the order or invoice you want to print.
If the order, fulfillment order, or invoice exceeds the customer’s credit limit and you are using customer
credit limit override workflow, the document must be approved before you can print it. You can print a
document that doesn’t need approval.
3. Choose CTRL+Q to print the document.
Print packing slips using the action pane
You can print packing slips using the action pane for orders, fulfillment orders, and invoices and include them in
each shipment. A packing slip displays the items and quantities included on an order or invoice. For more
information about packing slips, see Packing slips and picking tickets overview.
To print packing slips using the action pane
2. Mark the orders, fulfillment orders, and invoices that you want to print picking tickets for.
3. In the Adv. Distribution group or Actions group, choose Print Picking Ticket.
4. Select the document format.
5. You can mark the following options.
Print packing slip per site Mark to print a packing slip for each site on the document.
Include item comments Mark to print comments that were entered for items on a packing slip.
Include kit components Mark to print kit components on the picking ticket.
6. Print the packing slips.
Print picking tickets using the action pane
You can print picking tickets using the action pane for orders, fulfillment orders, invoices, and returns. Warehouse
personnel use picking tickets when assembling the items for a shipment. For more information about picking
tickets, see Packing slips and picking tickets overview.
To print picking tickets using the action pane
2. Mark the orders, fulfillment orders, returns, and invoices that you want to print picking tickets for.
3. In the Adv. Distribution group or Actions group, choose Print Picking Ticket.
4. Select the document format.
Print separate picking ticket per site Mark to print a picking ticket for each site on the document.
Include kit components Mark to print kit components on the picking ticket.
Print bulk picking tickets Mark to print bulk picking tickets. After marking this option, the Include
Document Breakdown option and the For site ID option are available. The Print separate picking ticket
per site option isn’t available for bulk picking tickets.
Include Document Breakdown Mark to include the requested shipping date for the item, the
document number, customer ID, picking quantity, unit of measure, line item detail, and customer ship-
to address for the item on the bulk picking ticket.
For site ID: Select the site ID to print picking tickets for.
6. Print the picking tickets.
Printing bulk picking tickets
If you’re using advanced picking, use the Bulk Picking Print window to print bulk picking tickets. A bulk picking
ticket includes the items and quantities for multiple fulfillment orders or invoices, along with the location of each
item, a summary line for each item, and the total quantity required.
You can print bulk picking tickets for items only when the following conditions exist for the fulfillment orders and
invoices that you are printing a picking ticket for.
The Enable Fulfillment Workflow option is marked for the type ID in the Sales Fulfillment Order/Invoice
Setup window.
The general print option for the site is Both or Bulk in the Advanced Picking Setup window.
The item print option for the items is Both or Bulk in the Item Quantities Maintenance window.
If you are using customer credit limit override workflow, the fulfillment orders/invoices must approved or
the fulfillment orders/invoices must not need approval to print picking tickets.
To print bulk picking tickets
1. Open the Bulk Picking Print window. (Sales >> Transactions >> Bulk Print)
2. Enter or select a batch ID and site ID to print picking tickets for.
Print Picking Instructions Mark to print the picking instructions for the item on the picking ticket.
Include Kit Components Mark to print kit components on the picking ticket.
Include Incomplete Docs If items from a document that has been marked Ship Complete Document
in the Sales Customer Detail Entry window are to be partially shipped, you can choose to print the
partial shipments on picking tickets. If this option isn’t marked, picking tickets won’t be printed for
partially shipped documents. This option applies for documents that have unprinted picking tickets.
Print Back-Ordered Items Mark this option to print back-ordered items on picking tickets.
4. You can select to include all item numbers, or enter or select a range of item numbers. Picking tickets will
be printed for only the selected items.
5. Select one or more available picks and choose Insert. Picking tickets will be printed for the group of sales
documents in the available pick.
6. Select one or more document statuses and choose Insert. Picking tickets will be printed for sales
documents that match the selected document statuses.
7. Choose Print.
To print bulk picking tickets using the action pane
2. Mark the fulfillment orders and invoices that you want to print picking tickets for.
3. In the Adv. Distribution group, choose Print Picking Ticket.
Include Kit Components Mark to print kit components on the picking ticket.
Print bulk picking tickets Mark to print bulk picking tickets. The Print separate picking ticket per site
option isn’t available for bulk picking tickets.
For site ID: Select the site ID to print picking tickets for.
5. Print the picking tickets.
Printing a batch list
A batch list is a list of all transactions—quotes, orders, fulfillment orders, invoices, back orders, and returns—in an
unposted batch. You can print a batch list to verify the transactions in the batch. You can print a batch list from the
Sales Batch Entry window or the Sales Transaction Entry window if a batch ID is displayed.
To print a batch list
1. Open the Sales Document Print Options window. (Sales >> Transactions >> Batches >> select a batch >>
File >> Print) (Sales >> Transactions >> Sales Transaction Entry >> select a transaction >> File >> Print)
2. Mark Batch List and choose Print.
3. Select a destination for the report and choose OK.
Printing shipping labels or COD tags
You can use the Mailing Labels window to print shipping labels for a range of unposted transactions in Sales
Order Processing. You can print labels for orders and invoices and can select a range by batch, document ID,
state, ZIP or postal code, customer, or date.
You also can print cash on delivery (COD ) tags for a range of unposted transactions in Sales Order Processing.
An amount must be entered in the COD amount field in the Sales Payment Entry window for a COD transaction.
To print shipping labels or COD tags
1. Open the Mailing Labels window. (Administration >> Reports >> Company >> Mailing Labels)
2. Select Shipping Labels or COD Tags from the Reports list and choose New to open the Mailing Label
Report Options window.
3. Enter an option name, select sorting options, enter restrictions, and mark printing options.
If you’re printing shipping labels, mark a format to use, enter the number of copies to be printed, and mark
which address should be used.
NOTE
If you mark Laser, the labels will be printed two addresses across.
4. Choose Destination to select a printing destination and choose Print. You can save the report option and
print it later from either the Mailing Labels window or the Mailing Labels Report Options window.
Chapter 25: Sales document maintenance

Before you transfer or post a document, you can modify the item, commission, and total information. For
example, you can change quantities, add items, correct addresses, split commissions, or add freight charges. If the
document was entered in error, you can void or delete the document. You also can assign a process hold to a
document to prevent it from being processed further.
If you are entering transactions for customers who are part of a national account, changing the hold or inactive
status can be at an individual customer level or across the national account. If you can’t enter a transaction for a
customer ID, check the status of the Apply Hold/Inactive Status of Parent Across National Account option in the
National Accounts Maintenance window.
Modifying an existing sales document
Adding a comment to sales documents
Changing a serial or lot number
Changing bins in Sales Order Processing
Changing a kit component
Advancing the document status of a fulfillment order
Advancing the document status of one or more fulfillment orders
Assigning process holds to a document
Removing process holds from a document
Assigning process holds to multiple documents
Removing process holds from multiple documents
Reversing the document status of fulfillment orders
Modifying commission information
Splitting commissions
Voiding a document
Deleting a document
Modifying an existing sales document
You can add items, delete items, or change item quantities on a sales document. You also can increase the item
quantity on items that have been transferred.
NOTE
You can’t modify an invoice or return that has been posted. If you discover a mistake after posting a document, you’ll need
to enter a transaction to reverse the original transaction. For example, enter a return to reverse an invoice.
If you are using sales quote workflow or customer credit limit override workflow, you can’t modify a quote, order,
fulfillment order, or invoice that is pending approval. You can modify a document that is pending approval if you
are the current approver of the document. You must resubmit a quote, order, fulfillment order, or invoice after
modifying an approved document or a document that doesn’t need approval.
To modify an existing sales document
2. Select a sales document to edit.
3. In the Modify group, choose Edit to open the Sales Transaction Entry window.
4. Highlight the item to change and enter the correct information.
If documents are set up to be allocated by document or batch, additional items entered on the document
after you have allocated the document will be allocated by line and you must address each quantity
shortage that arises.
If you decrease a Quantity to Back Order or a Quantity Canceled on a document, the item won’t be
reallocated automatically. The Quantity Alert icon will appear next to the quantity and you’ll have to
allocate the quantity again. For more information about allocation, see Chapter 19, “Allocating item
quantities.”
NOTE
To delete an item, highlight the item and choose Edit >> Delete Row. You can’t delete an item that has been
transferred to another document.
5. Save the document.
You might have to resubmit a quote, if you are using sales quote workflow.
If the document exceeds the customer’s credit limit and you are using customer credit limit override workflow,
you can submit the document for approval.
Adding a comment to sales documents
You can add comments to sales documents—quotes, orders, back orders, invoices, or returns—or to individual
line items on a sales document. These comments can be printed on sales documents, including picking tickets
and packing slips. Comments can be predefined on a company-wide basis, and used on Sales Order Processing,
Invoicing, or Purchase Order Processing documents. You can enter the ID of a predefined comment in the Sales
Transaction Entry or Sales Item Detail Entry windows.
NOTE
You can enter up to 200 characters, which will appear on the sales document as four lines of 50 characters each. If you
want longer comments to appear, use Report Writer to modify the document layout.
You can create new comments while you are entering transactions. You can also create custom comments for a
particular document or line item, or modify existing comments. One-time comments or modified comments
won’t be available for other documents or line items.
To create a new comment
1. In the Sales Transaction Entry window or the Sales Item Detail Entry window, enter a new Comment ID,
then press TAB.
2. A message will ask if you want to add this comment ID. Choose Add to display the Comment Setup
window.
3. Select the series this comment will be associated with.
5. Choose Save, then close the Comment Setup window.
To create a one-time comment
1. In the Sales Transaction Entry window or the Sales Item Detail Entry window, choose the Comment ID
expansion button to open the Sales Comment Entry window.
If the Comment ID field contained a value, you’ll be able to modify the existing comment. If the Comment
ID field was blank, you’ll be able to create a new, one-time comment.
3. Choose OK.
Changing a serial or lot number
You can verify or change the serial or lot number assigned to an item before the sale is posted.
To change a serial or lot number
2. Select an item and choose the Quantity Fulfilled expansion button to open the Sales Lot Number Entry
window or Sales Serial Number Entry window. You can also select an item, choose the item expansion
button to open the Sales Item Detail Entry window and choose Serial/Lot.
3. Select the serial or lot number to change and choose Remove.
4. From the list of available serial or lot numbers, select one to use and choose Insert. You can also enter a
serial or lot number that hasn’t been entered. To do so, enter the number in the Serial Number or Lot
Number field and choose Insert.
NOTE
An icon appears in the Lot Number field if you select a lot number that has expired.
5. Choose OK to save your changes and close the lot number or serial number entry window.
6. Save your changes and close the Sales Item Detail Entry window or the Sales Transaction Entry window.
Changing bins in Sales Order Processing
If you’re using multiple bins, use the Bin Quantity Entry window to verify or change bin allocations for items not
tracked by serial or lot numbers. For serial- or lot-numbered items, you can verify or change bins in the Sales
Serial Number Entry window or the Sales Lot Number Entry window. For more information, see Changing a
serial or lot number.
You can select more than one bin per site. For example, if the quantity fulfilled is 20, you can select 15 from Site
A, Bin 1 and 5 from Site A, Bin 2. You may be required to change bin selections manually if you change
quantities, the unit of measure, or the site after bins have been selected.
To change bins in Sales Order Processing
2. Select an item and choose the Quantity Fulfilled expansion button.
For items not tracked by serial or lot numbers, the Bin Quantity Entry window will open. For serial- or lot-
numbered items, the Sales Serial Number Entry window or Sales Lot Number Entry window will open.
You can also select an item and choose the item expansion button to open the Sales Item Detail Entry
window. Choose Bins for an item not tracked by serial or lot numbers. For serial- or lot-numbered items
also tracked in bins, choose Serial/Lot.
3. Select the bin you want to change and choose Remove.
4. From the list of available bins, select one to use. You can also enter a bin that hasn’t been created yet.
5. Enter a quantity for the item.
6. Choose Insert.
7. Choose OK to save your changes and close the Bin Quantity Entry window.
8. Save your changes and close the Sales Item Detail Entry window or the Sales Transaction Entry window.
Changing a kit component
Even though you assign components to a kit in the Item Kit Maintenance window, you can change the
components for a kit item on a specific document in the Sales Kit Options window. If you’re using multiple bins, a
kit’s component items are assigned to bins, but the kit item itself is not.
To change a kit component
2. Select the kit item, choose the item expansion button to open the Sales Item Detail Entry window, and
choose Kits to open the Sales Kit Options window.
3. Add or delete components or change the quantities of the components.
NOTE
To remove a component, select the component and choose Edit >> Delete Row.
4. Choose OK to save the changes and close the window. Choose Save to close the Sales Item Detail Entry
window.
Advancing the document status of a fulfillment order
As you complete each step in your sales fulfillment workflow process, such as printing picking tickets, picking
items, and printing packing slips, you should advance the document status for a fulfillment order to the next
tracked status. Use the Sales Transaction Entry window or the Sales Order Fulfillment window to advance the
document status of a fulfillment order.
For more information about the document statuses, refer to Setting up fulfillment workflow for sales.
To advance the document status of a fulfillment order
1. Open the Sales Transaction Entry window or the Sales Order Fulfillment window. (Sales >> Transactions
>> Sales Transaction Entry or Sales >> Transactions >> Order Fulfillment)
2. Enter or select a fulfillment order.
3. If you’re tracking document Status 1, you can choose the printer button to print the picking ticket and
advance the document status from Status 1 to the next document status that you’re tracking.
NOTE
You must print a bulk picking ticket before you can print an individual picking ticket with one or more line items
that print only on bulk picking tickets.
If you’re tracking document Status 2, you can choose Confirm >> Pick to advance the document status
from Status 2 to the next document status that you’re tracking.
If you’re tracking document Status 3, you can choose the printer button to print the packing slip and
advance the document status from Status 3 to the next document status that you’re tracking.
If you’re tracking document Status 4, you can choose Confirm >> Pack to advance the document status
from Status 4 to the next document status that you’re tracking.
If you’re tracking document Status 5, you can choose Confirm >> Ship to advance the document status
from Status 5 to Status 6. The fulfillment order will become an invoice.
4. Choose Save.
Advancing the document status of one or more fulfillment orders
Typically, a document status will advance to the next tracked status as you complete each step in the sales
fulfillment workflow process. Occasionally, however, you might need to advance the status of a document outside
of the sales fulfillment workflow process.
For example, suppose you’re tracking all six document statuses and you printed picking tickets for multiple
fulfillment orders. The delivery truck arrives early to pick up the orders, so you pack the picking tickets and send
them with the orders. You can advance the document status for multiple documents from 2 to 5, one status at a
time, to update the fulfillment order document status.
Use the Sales Bulk Confirmation window to advance the status of one or more fulfillment orders to Status 3, 4, 5,
or 6.
If you are using customer credit limit override workflow, the fulfillment orders must be approved or the
fulfillment order must not need approval to advance the document status. You can advance the document status
if the fulfillment order is pending approval and you are the current approver of the order.
To advance the document status of one or more fulfillment orders
1. Open the Sales Bulk Confirmation window. (Sales >> Transactions >> Bulk Confirmation)
2. Select the action to complete. The actions available will depend on the statuses you selected to track in the
Sales Fulfillment Document Workflow Setup window, and can include the following actions.
Confirm Pick
Print Packing Slip
Confirm Pack
Confirm Ship
3. To restrict the information displayed in this window, select the appropriate option and enter or select the
starting and ending ranges.
4. Choose Redisplay. The documents that match your selections will be displayed in the scrolling window.
5. Documents that are marked will be processed. You can unmark specific documents or choose Unmark All.
6. To confirm pick, confirm pack, or confirm ship, choose Process. The document status for the selected
documents will be advanced to the next status tracked.
To print packing slips, choose the printer button.
Assigning process holds to a document
You can assign process holds to individual documents. Process holds are userdefined restrictions that control the
processing of sales documents at different stages of the sales cycle. You can use process holds to restrict the
transfer, fulfillment, printing, or posting of a document. Process holds assigned to an order, invoice, or return also
apply to the picking ticket and packing slip associated with the document.
If you are using sales quote workflow, you can’t apply a hold for a quote that is pending approval.
If you are using customer credit limit override workflow, you can apply a hold to an order, fulfillment order, or
invoice that doesn’t require approval or that has been approved. You can’t apply a hold for an order, fulfillment
order, or invoice that is pending approval unless you can approve the document.
If you’re using sales fulfillment workflow, you also can use process holds to restrict the advancement of a
You must set up process holds in Sales Order Processing before they can be assigned to a document. For more
information about setting up process holds, see Setting up process holds.
A process hold also can be assigned to a document ID when you set it up. For more information about assigning
process holds to a document ID, see Assigning process holds to sales document IDs.
To assign process holds to a document
2. Enter or select a document.
3. Choose Holds to open the Sales Process Holds Entry window.
4. Enter or select the process hold to assign to the document and choose Assign. The process hold will be
added to the Assigned Holds list.
To assign process holds from a document using the action pane
2. Mark the document that you want to assign a hold.
3. In the Modify group, choose Apply Hold.
4. Select the process hold and apply the hold.
Removing process holds from a document
If you have assigned a process hold to a sales document, you must remove it before you can complete the
processing. You can use process holds to restrict the transfer, fulfillment, printing, or posting of a document.
If you are using sales quote workflow, you can’t remove a hold for a quote that is pending approval unless you
are the current approver.
If you are using customer credit limit override workflow, you can remove a hold to an order, fulfillment order, or
invoice that doesn’t require approval or that has been approved. You can’t remove a hold for an order, fulfillment
order, or invoice that is pending approval unless you can approve the document.
To remove process holds from a document
2. Enter or select a document.
3. Choose Holds to open the Sales Process Holds Entry window.
4. In the Assigned Holds list, choose a process hold to remove and choose Remove. This process hold will be
added to the Removed Holds list in the window.
5. Choose OK to close the window. A record of removal is stored with the document, along with the user ID
who removed the hold and the date and timeit was removed.
To remove process holds from a document using the action pane
2. Mark the document that you want to release from hold.
3. In the Modify group, choose Remove Hold.
4. Unmark the process hold and enter a password, if required.
5. Remove the process hold.
Assigning process holds to multiple documents
You can assign process holds to multiple sales documents. Process holds are userdefined restrictions that control
the processing of sales documents at different stages of the sales cycle. You can use process holds to restrict the
transfer, fulfillment, printing, or posting of documents. If you’re using sales fulfillment workflow, you also can use
process holds to restrict the advancement of a document status of a fulfillment order. Process holds assigned to
an order, fulfillment order, invoice, or return also apply to the picking ticket and packing slip associated with the
document.
You must set up process holds in Sales Order Processing before they can be assigned to a document. For more
information about setting up process holds, see Setting up process holds.
A process hold also can be assigned to a document ID when you set it up. For more information about assigning
process holds to a document ID, see Assigning process holds to sales document IDs.
If you are using sales quote workflow, you can’t apply a hold to quotes that are pending approval unless you are
the current approver.
To assign process holds to multiple documents
1. Open the Sales Holds Processing window. (Sales >> Transactions >> Holds Processing)
2. Enter or select a process hold.
3. Mark Assign.
4. Define a range restriction of documents to assign the hold to and choose Insert.
5. Choose Restrictions to view the range of the documents you’ve chosen. You can remove an individual
document from the range by unmarking Process for the document.
6. You can choose File >> Print or the printer icon button to print the Holds Processing Preview report
before processing the holds.
7. Choose Process to assign the process hold.
Removing process holds from multiple documents
If you have assigned a process hold to sales documents, you must remove it before you can complete the
processing. You can use process holds to restrict the transfer, fulfillment, printing, or posting of documents.
If you are using sales quote workflow, you can’t remove a hold to quotes that are pending approval unless the
current approver.
To remove process holds from multiple documents
1. Open the Sales Holds Processing window. (Sales >> Transactions >> Holds Processing)
2. Enter or select a process hold.
3. Mark Remove.
4. Define a range restriction of documents to remove the hold from and choose Insert.
5. Choose Restrictions to view the range of the documents you’ve chosen. You can remove an individual
document from the range by unmarking Process for the document.
6. You can choose File >> Print or the printer icon button to print the Holds Processing Preview report
before processing the holds.
7. Choose Process to remove the process hold.
A record of removal is stored with each document, along with the user ID of the user who removed the hold and
the date and time it was removed. You can view this record in the Sales Process Holds Entry window.
Reversing the document status of fulfillment orders
If you’re using sales fulfillment workflow, use the Edit Sales Document Status window to reverse the document
status of fulfillment orders. You can move the document status back one status at a time. For example, suppose
you printed a picking ticket for a customer order—but had not confirmed the pick—and the customer called to
add an item to the order. You could reverse the document status from Status 2 to Status 1, and then continue with
the regular process. You cannot reverse a document status when the fulfillment order document has become an
invoice and the document status is Status 6.
Reversing document statuses does not back out quantity fulfilled or quantity allocated values.
To reverse the document status of fulfillment orders
1. Open the Edit Sales Document Status window. (Sales >> Utilities >> Edit Sales Status)
2. Select how to choose documents using the Documents field.
3. Enter or select a range of documents to reverse statuses for.
4. Select the current document status to change from.
5. Choose Redisplay. Documents that match the criteria specified will be displayed.
6. Documents that are marked will be processed. You can unmark specific documents or choose Unmark All.
7. Choose the printer icon to print a report and view the documents that you’ve selected to reverse statuses
for.
8. Choose Process.
Modifying commission information
Commission amounts on sales documents are calculated using the commission information from the
Salesperson Maintenance window. Commission amounts on return documents will decrease the commissions
payable to a salesperson.
You can modify commission amounts, percentages, and commission sales amounts on invoices and returns. The
commission amounts will be posted when the transaction is posted.
You can modify the commission percent and percent of sale for a salesperson on quotes, orders, and back orders.
However, you can’t modify the commission sales amount or commission amount.
NOTE
Commission amounts on these documents are recalculated when you transfer the document.
To modify commission information

2. Enter or select a sales document. Choose Commissions to open the Sales Commission Entry window.
3. Choose the hide and show button to expand the scrolling window.
4. Make your changes to the commission information. You also can enter or select a different salesperson ID.
NOTE
To remove a commission distribution, select the line and choose Edit >> Delete Row.
If you increase the commission amount rather than the commission percentage, the commission
percentage will remain the same. This way, if you enter another item, the salesperson will receive the
regular commission percentage on the next item.
Splitting commissions
You can split the commission on invoices and returns between multiple salespeople. Commission amounts on
return documents will decrease the commissions payable to a salesperson.
You can add salespeople in the Sales Commission Entry window for quotes, orders, and back orders. However,
you can’t change the commission sales amount or commission amount for salespeople.
NOTE
The commission amounts on these documents are recalculated when you transfer the document. If you added a
salesperson, the new salesperson won’t be transferred and must be entered again on the new document.
To split commissions
2. Enter or select a sales document.
3. Choose Commissions to open the Sales Commission Entry window. Choose the hide and show button to
expand the scrolling window.
4. Change the Percent of Sale amount for the first salesperson listed to the appropriate percentage.
5. In the next available line, enter or select an additional salesperson. Enter an amount in the Percent of Sale
and Commission Sale Amount fields for the additional salesperson. The Commission amount will be
calculated automatically.
You don’t have to fully distribute a sale to individual salespeople; you can distribute any amount, up to 100
percent of the sale.
Voiding a document
You can void a sales document if the document ID is set up to allow voiding. For more information about
document IDs, see Chapter 3, “Document setup.”
If you void a document, the document number can’t be reused. If you have marked to track voided documents in
history, you can view the document after it has been voided. By tracking voided documents, you’ll know why a
document number is missing or out of sequence for auditing and security purposes.
You can only void unposted documents. You must void a sales document—not delete it—if the document has
been printed (except for quotes) or if the document has items that have been partially transferred.
You can’t void documents with deposits, documents that have been posted, or documents with line items linked
to purchase orders. You can’t void quotes that are pending approval or pending changes if you are using sales
quote workflow. You can’t void orders or invoices that are pending approval or pending changes if you are using
customer credit limit override workflow.
To void a document
2. Enter or select the document number you want to void.
3. Choose Void. When you close the Sales Transaction Entry window, the Sales Voided Journal may be
printed, depending on how your system is set up.
Deleting a document
You can delete a sales document if the document ID is set up to allow deleting. For more information about
document IDs, see Chapter 3, “Document setup.”
If you delete a document, the document number can be used again and the document won’t be saved in history.
You can’t delete a sales document if any of the following conditions exist.
The document has been printed (except for quotes). You must void documents that have been printed.
The document has items that have been partially transferred. You must void the document.
The document is assigned to a batch that is marked for posting. You must unmark the batch before you
can delete the document.
The document contains a posted deposit.
A line item is linked to a saved purchase order.
The quote must have a Workflow status of Not Submitted or Submitted if you are using sales quote
workflow.
The order, fulfillment order, or invoice must have a Workflow status of Not Submitted or Submitted if you
are using customer credit limit override workflow.
To delete a document
2. Enter or select the document number to delete.
3. Choose Delete.
Chapter 26: Posting

Posting is the process of transferring unposted transactions to permanent records and updating accounts with
specific transaction amounts. When you enter transactions, they are stored. Until transactions are posted, they
can be changed, voided, or deleted. When you post transactions in Sales Order Processing, they are transferred
to history and can’t be changed or voided.
Posting reports will be printed when you post transactions, either individually or in batches. For more
information about posting reports for Sales Order Processing, refer to Sales Order Processing report summary.
up the System).
Posting overview for Sales Order Processing
Posting a single transaction
Posting a single batch
Posting overview for Sales Order Processing
When you post a batch in Sales Order Processing, the invoices and returns are posted, moved to history and
removed from the batch. Quotes, orders, or back orders will remain in batches until you void, delete, or transfer
them to another document.
When you post an invoice or return in Sales Order Processing, the following transactions and records will be
updated:
Inventory quantities will be adjusted for the items sold or returned.
If you’re using multiple bins, the item’s on-hand quantity and allocated quantity decrease in each bin at the
site when you post an invoice.
If you’re using multiple bins and you post a return, bin quantities increase by the quantity specified in the
Sales Returned Quantities Entry window.
The customer balance and salesperson commission will be updated in Receivables Management. A
transaction will be added in Receivables Management so you can apply payments to the documents.
Sales tax records will be updated for the transaction.
If you’re using Bank Reconciliation, your checkbook will be updated if the transaction has an amount
received or returned.
Transactions will be posted to or through General Ledger, depending on how your system is set up. For
more information about setting up posting options, see the System Setup instructions (Help >> Contents
>> select Setting up the System).
NOTE
National accounts provide the ability to restrict payments for child customers and apply credit checking, holds and finance
charges at a consolidated national account level, depending on how the account was set up. If you can’t save or post a
transaction, check the status of the options in the National Accounts Maintenance window.
Posting a single transaction

After you enter a sales invoice or return, you can post the document or save it to a batch. For more information
about entering invoices or returns, see Entering an invoice or Entering a return. You must approve invoices that
exceeded the customer’s credit limit if you are usingcustomer credit limit override workflow.
To post a single transaction
2. Select or enter the sales transaction information. To enter and post a single transaction, don’t enter a batch
ID. If you select an existing transaction, clear the Batch ID field.
3. Choose Post to post the transaction.
4. Close the window and select which posting reports to print.
NOTE
When transactions are posted using transaction-level posting, the batch control fields on the posting journal always
contain zero amounts. The transactions have been posted, however, even though zeros are displayed. If the transactions
hadn’t been posted, a message would appear on the posting journal.
To post a single transaction using the action pane

2. Mark the invoice or return that you want to post.
3. In the Adv. Distribution group or Actions group, choose Post.
4. Post the transaction and select which posting reports to print.
Posting a single batch
Batch-level posting is one method of posting transactions. Within batch- level posting, there are three types—
batch, series, and master. The only difference among these posting types is the number and types of batches you
post at once.
Batch and series posting are explained in the following procedures. For information about master posting, refer
to the System User’s Guide (Help >> Contents >> select Using the System).
You can use the Sales Batch Entry window to post a single batch. More than one person can enter transactions in
the same batch; however, a batch can’t be posted if anyone is making changes to it. When you post a batch, your
Receivables Management records will be updated to reflect the information from the transactions. Your General
Ledger accounts will be updated, depending on your posting setup selections.
If your system is set up to post to General Ledger, the batch will appear in the Financial Series Posting and
Master Posting windows. You can edit the transactions in the General Ledger Transaction Entry window
before posting them again. Your accounts will be updated when you post the transactions in General
Ledger.
If your system is set up to post through General Ledger, your accounts will be updated at once and you
won’t need to post the batch again in General Ledger.
NOTE
If there are batch total or batch approval requirements in Sales Order Processing and you post a batch through
General Ledger, the batch will be posted through General Ledger regardless of the batch requirements in General
Ledger.
Before you post a batch you should:

Print an edit list and review the transactions in the batch. When you choose to print an edit list, the Sales
Document Print Options window opens where you select to print an edit list. If you need to make
corrections to the transactions or the batch, do so at this time. For more information about printing an edit
list, see the System Setup Guide (Help >> Contents >> select Setting up the System).
Make a backup of your company’s data. Refer to the System Administrator’s Guide (Help >> Contents >>
Approve invoices that exceeded the customer’s credit limit if you are using customer credit limit override
workflow.
To post a single batch
2. Enter or select the batch ID and origin for the batch.
3. Approve the batch for posting, if required. Once approved, a batch can’t be edited unless you unmark
Approved.
NOTE
Once a batch containing recurring documents has been posted, the status automatically will become Unapproved.
If you want to post the recurring documents again, you must approve the batch again before posting it.
4. Choose Post. One or more posting journals will be printed, depending on how your system is set up. A
Report Destination window might appear for each posting journal that is printed.
If you’re verifying batch totals and post a batch that contains erroneous transactions, the control totals will be
adjusted to reflect the transactions that weren’t posted. Any transactions that contain errors will remain in the
batch after posting is complete. The actual number of transactions in the batch will be recalculated and the
control total will become zero. After you’ve corrected the transaction, you’ll need to enter a new control total and
post again.
Chapter 27: Transferring documents

Chapter 27: Transferring documents
You can transfer customer and item information from an existing document to a newly created document of
another type. For example, if a customer decides to place an order based on a quote you provided, you can
transfer the information from the existing quote to a new order. You don’t have to reenter the information.
The following document types can be transferred:
DOCUMENT TYPE TRANSFER TO
Quotes Orders and invoices
Orders Invoices and back orders
Fulfillment Orders Back orders
Invoices Back orders
Back orders Orders and invoices

Multicurrency and transfers
Transfers and setup
Transferring totals, deposits, and payments
Quantity transfers
Document attachments and transfers
Transferring an individual sales document
Transferring a batch of sales documents
Transferring orders and back orders to invoices
Multicurrency and transfers
If Sales Order Processing is set up to search for new exchange rates during transfer, the system will use the
exchange rate table to determine if a valid exchange rate is available.
If Sales Order Processing is not set up to search for new rates, the existing exchange rate for the document will
be used when it is transferred.
Regardless of how Sales Order Processing was set up, the document date of the new document will be compared
to the expiration date of the exchange rate. If you’re transferring the document to an invoice, the posting date
also will be compared to the expiration date of the exchange rate. If a valid exchange rate can’t be found or if the
rate has expired, you can still transfer the document but the transaction can’t be posted until you enter a valid
exchange rate. A message regarding the expired rate will appear on the Sales Transfer Log.
The only exceptions to this setup option is if the document has a deposit, the system won’t search for a new rate,
regardless of how Sales Order Processing is set up. If the exchange rate has expired, you still can transfer the
document and the date for the exchange rate will be set to 00/00/00. This allows you to post the transaction to
General Ledger and Sales Order Processing.
Transfers and setup
When you transfer a document in Sales Order Processing, several setup options for the document type ID are
verified to determine if the transfer can be completed and whether the items on the document will be allocated
and fulfilled.
When you set up a type ID in Sales Order Processing setup for a quote, order, fulfillment order, invoice, or back
order, you can select the document types and type IDs the document will be transferred to. You can choose the
document expansion button in the Sales Transaction Entry window to check the document types that will be used
when a document is transferred.
For example, if you set up a quote type and mark Transfer to Order and Transfer to Invoice, you can transfer
documents with that quote type to invoices and orders. You also can select the order type and invoice type used
for the new documents. If you marked only Transfer to Invoice, you can’t transfer the quote to an order.
The Allocate By fields for order and invoice types also is checked. If this option is set to None, the item won’t be
allocated on the original document. When you transfer the document, the Allocate By option for the new
document type will be used to determine if the item should be allocated and checked for shortages.
For more information about setting up type IDs, refer to Chapter 3, “Document setup.”
Transferring totals, deposits, and payments
When you transfer a document, you can mark Include Totals and Deposits in the Sales Transfer Entry window to
transfer the deposits, freight, and miscellaneous charges to the new document. Deposits If you receive a deposit
before you ship an order, you can transfer the deposit to the invoice or back order. If you partially transfer the
order, you can transfer more than one deposit. For example, you can enter a sales order and transfer a deposit
and some of the items to an invoice. When you are ready to ship the remaining items, you can enter a second
deposit and transfer the remaining items and the second received amount to a second invoice. You can’t transfer
partial deposit amounts.
If you transfer all of the quantities on the document and don’t mark Include Totals and Deposits, the deposit will
remain on the original document. You can’t transfer just the deposit. The only way to move just the deposit is to
delete it on the order and enter it on the new document.
Payments If you receive a credit card payment before you ship an order, you can transfer the payment to
the invoice or back order. If you partially transfer the order, you can transfer more than one payment. For
example, you can enter a sales order and transfer a payment and some of the items to an invoice. When
you are ready to ship the remaining items, you can enter a second payment and transfer the remaining
items and the second received amount to a second invoice. Deposit amounts are considered before
payments during transfer. Payments over the invoice amount will be partially transferred or not
transferred at all. You can’t transfer a payment greater than the invoice amount. Payments will be
transferred regardless of whether you mark Include Totals and Deposits. You can’t transfer just the
payment. The only way to move just the payment is to delete it on the order and enter it on the new
document.
Freight and miscellaneous charges You can transfer freight and miscellaneous charges only once. If
you transfer part of a document, the freight and miscellaneous charges will be transferred, as well. When
you transfer the remaining line items, freight, and miscellaneous charges can’t be changed or transferred
again.
Taxes Taxes will be calculated automatically as you enter items. If you make changes to the tax information
in the Sales Tax Summary Entry window, the changes will be transferred to the new document if the
document is transferred in full. If the order is partially transferred, the taxes will be recalculated and any
changes made to tax details will not be transferred to the new document. You must reenter the changes on
the new back order or invoice created during the transfer.
Trade discounts Trade discounts are transferred differently depending on whether you offer a discount
based on a percentage or amount.
Trade discounts based on a percentage of the total are transferred each time you transfer the
document, regardless of the option to include totals.
Trade discounts based on a flat amount rather than a percentage of the total are transferred only
once if you’ve marked the option to include totals and deposits.
Quantity transfers
When you choose Transfer in the Sales Transaction Entry or Sales Batch Entry window, each document will be
transferred to the transfer document types you specified for the document type ID. The new documents will be
created if you entered quantities on the original document.
For example, suppose you transfer a quote to both an invoice and an order. The amount you entered for the
Quantity to Order field on the quote becomes the Quantity Ordered on the new order. The amount entered for
the Quantity to Invoice on the quote becomes the Invoice Quantity on the new invoice.
NOTE
The user date will be the document date for the new documents that are created.
The following example illustrates how the order and invoice are created.
New order Quantity ordered: 2 Quantity to invoice: 2
ORIGINAL QUOTE
Quantity quoted: 10 Quantity to invoice: 8 Quantity to order: 2 New invoice Invoice quantity: 8 Billed quantity: 8
Total quantity transfers You can transfer some or all of the quantities on a sales document. The following table
describes what happens when you transfer all quantities on a document.
TYPE ACTION
Quotes Individual quotes will be moved to history once the transfer

is complete if you marked the option to maintain history in
the Sales Order Processing Setup window. If you aren’t
maintaining history, the quote will be deleted.
Orders Individual orders will be moved to history once all of the lines
items have been transferred if you marked the option to
maintain history in the Sales Order Processing Setup window.
If you aren’t maintaining history, the order will be deleted.
Repeating orders are moved to history when the documents
have been transferred the specified number of times.
Back Orders Individual back orders will be moved to history once all line
items are transferred if you marked the option to maintain
history in the Sales Order Processing Setup window. If you
aren’t maintaining history, the back order will be deleted.
Repeating quotes are moved to history when the documents have been transferred the specified number of
times.
Partial quantity transfers
If you transfer only some of the line item quantities, the original document won’t be removed and the amounts in
the quantity fields in the original document will be updated to reflect the transfer. In addition, the amount in the
Previously Invoiced field in the Sales Quantity Status window will be updated for each line item.
For example, a customer orders 10 answering machines. He wants 6 this week but can wait for the other 4. You
enter the following amounts in the Sales Transaction Entry window:
Order Quantity 10
Quantity to Invoice 6
Quantity to Back Order 4
After transferring the order to an invoice, the order has the remaining quantities:
Order Quantity 10
Quantity to Invoice 0
Quantity to Back Order 4
Even though the Order Quantity is still 10, the system tracks the quantities that have been transferred and the
quantity remaining to be transferred is 4.
NOTE
Non-repeating quotes can be transferred only once. If you transfer some of the line item quantities, the quote is moved to
history and you won’t be able to transfer the remaining quantities.
The line item information icon will appear next to the item because the Quantity to Back Order of 4 hasn’t been
transferred to a back order document. You will need to cancel, back order, or invoice the remaining quantities.
You can choose the line item information button to open the Sales Quantity Status window and view information
about the selected item, such as the quantities remaining and quantities canceled. You can use the Sales Quantity
Status window to view the status of items if you’ve partially transferred a document or need to know if the item
has been allocated.
Partial line item quantities aren’t transferred if the customer doesn’t accept partial shipments. To allow partial
shipments, unmark the Ship Complete Document option in the Sales Customer Detail Entry window.
Document attachments and transfers
When you choose Transfer in the Sales Transaction Entry or Sales Batch Entry window, attachments assigned to a
document will be transferred to the transfer document types you specified for the document type ID.
Attachments assigned to line items of a document will be transferred to the line items for the new document
type.
For example, a quote has two line items. The quote has an attachment and each line item has an attachment.
When you transfer the second line item of the quote to an order, the attachment assigned to the quote is
transferred to the order and the attachment assigned to the second line item of the quote is transferred to the line
item of the order.
When the first item from the quote is transferred to a different order, the attachment assigned to the quote is
transferred to the new order and the attachment assigned to the first line item of the quote is transferred to the
line item of the new order
Transferring an individual sales document
Use the Sales Transfer Documents window to transfer item quantities from an existing document to a newly
created document of another type. You can include totals and deposit information, which includes the freight and
miscellaneous charges, when the document is transferred.
If the exchange rate for a transaction has expired, you can’t post the new document. You must enter or select a
valid exchange rate for the document in the Exchange Rate Maintenance window. For more information about
exchange rates, see Chapter 8, “Multicurrency transactions.”
Before a you transfer a document, you must:
Verify that there are quantities to transfer to an order, invoice, or back order.
Verify that the appropriate transfer options are marked for the type ID in sales setup.
Enter a batch ID for the document.
Approve the document, if required, if you are using sales quote workflow or customer credit limit override
workflow.
A document with partial quantities won’t be transferred if the Ship Complete Document option is marked in the
Sales Customer Detail Entry window. If a document with the Ship Complete Document Option marked has a line
item that is discontinued and a quantity shortage is overridden, the quantity of the line item that can’t be
allocated will be cancelled when the batch is transferred.
If you’re using multiple bins, quantities are allocated at a default sales order fulfillment bin for sales line items. If
you’re using multiple bins and serial or lot numbers are assigned to an item on a transaction, the bins for the
If you’re using multiple bins and the default sales order fulfillment bin is not found or has a quantity shortage,
you will be required to select additional bins. If you continue the transfer without selecting additional bins, the
line item’s quantity fulfilled will be adjusted to equal the total quantity selected at the default bin.
To transfer an individual document
2. Select a document to transfer.
3. In the Actions group, choose Transfer to open the Sales Transfer Documents window.
4. Select transfer options. The transfer options are limited to the document type that was displayed in the
5. Specify quantity shortage options. The default quantity shortage options in the Sales Transfer Documents
window will be used when transferring a single document.
NOTE
If you select Back Order All or Back Order Balance, the back order for these quantities won’t be created when you
transfer the original document. You must open the new document and transfer the back ordered quantity to a back
order.
You also can select how to process item quantity shortages for kit items. For more information about
quantity shortage options, see Chapter 19, “Allocating item quantities.”
6. Choose Preview to open the Sales Preview Transfer Quantities window to view the quantities that will be
transferred to the different document types.
7. Choose Transfer to transfer the document. The Sales Transfer Log will be printed and any errors
encountered during the transfer process can be reviewed using this report. The newly created document
will be displayed in the Sales Transaction Entry window.
NOTE
If you are transferring a document for a customer who is part of a national account, credit checking and hold or inactive
status can be done at an individual customer level or across the national account. If you can’t transfer a document, check
the status of the options in the National Accounts Maintenance window.
Transferring a batch of sales documents

You can transfer an entire batch of documents to new documents using the Sales Transfer Documents window. A
batch can contain any combination of quotes, orders, invoices, back orders, and returns. You can transfer one type
of document or all documents using this window. You can include totals and deposit information, which includes
freight and miscellaneous charges, when the document is transferred.
If you are using sales quote workflow, quotes must be approved or they won’t be transferred. If you are using
customer credit limit override workflow, orders, fulfillment orders, and invoices must be approved or they won’t
be transferred. You can transfer documents that don’t need approval.
When you transfer a batch, the new documents will be stored in the same batch as the original documents. You
can transfer individual documents to a new batch by choosing the Document Number expansion button to open
the Sales Document Detail Entry window and assigning a new batch ID. The documents will be assigned to the
new batch when the transfer is complete.
The Customer Payment Summary Inquiry window and the Customer Summary window will be updated
immediately to reflect deposit amounts that are transferred to invoices. Payment amounts won’t be updated until
invoices are posted.
If the exchange rate for a transaction has expired, you can’t post the new document. You must enter or select a
valid exchange rate for the document in the Exchange Rate Maintenance window. For more information about
exchange rates, see Chapter 8, “Multicurrency transactions.”
A document with partial quantities won’t be transferred if the Ship Complete Document option is marked in the
Sales Customer Detail Entry window. If a document with the Ship Complete Document Option marked has a line
item that is discontinued and the quantity shortage is overridden, the quantity of the line item that can’t be
allocated will be cancelled when the batch is transferred.
If you’re using multiple bins, quantities are allocated at a default sales order fulfillment bin for sales line items. If
a default sales order fulfillment bin is not found, quantities will not be automatically allocated at a bin, and the
line item will have a quantity fulfilled of zero. The transfer will continue and the Sales Transfer Log will indicate
that bins must be manually selected.
If you’re using multiple bins and serial or lot numbers are assigned to an item on a transaction, the bins for the
NOTE
If you are transferring documents for customers who are part of a national account, credit checking and hold or inactive
status can be done at an individual customer level or across the national account. If you can’t transfer a document, check
the status of the options in the National Accounts Maintenance window.
To transfer a batch of sales documents

2. Select a batch to transfer and choose Transfer. The Sales Transfer Documents window will open.
3. Select transfer options. The transfer options are not limited to the document types contained in the batch.
4. Specify quantity shortage options.
If you choose to transfer a batch of documents, you must decide what to do with quantity shortages
before the new documents are created. The option you select will be used for all quantity shortages in the
batch.
NOTE
If you mark Back Order All or Back Order Balance, the back order for these quantities won’t be created when you
transfer the original document. You must open the new document and transfer it to a back order.
You also can select how to process item quantity shortages for kit items. For more information about
quantity shortage options, see Chapter 19, “Allocating item quantities.”
5. Choose Preview to open the Sales Preview Transfer Quantities window to view the quantities that will be
transferred to the different document types.
6. Choose Transfer to transfer the document. The Sales Transfer Log will be printed and any errors
encountered during the transfer process can be reviewed using this report.
Transferring orders and back orders to invoices
If you’re using sales fulfillment workflow, use the Sales Multiple Orders to Invoices Transfer window to transfer
orders and back orders to invoices. Instead of transferring one document at a time, you can transfer groups of
documents with the same characteristics, such as batch ID, customer ID, or requested ship date. A separate
invoice is created for each order or back order. You also can choose how to handle item quantity shortages and
kit quantity shortages.
If you are using customer credit limit override workflow, orders that exceed the customer’s credit limit won’t be
transferred if they aren’t approved. You can transfer orders that don’t need approval.
To transfer orders and back orders to invoices
1. Open the Sales Multiple Orders to Invoices Transfer window. (Sales >> Transactions >> Transfer Multiple
Orders)
2. Mark to transfer Orders, Back Orders, or both.

3. Enter a batch ID to transfer the orders and back orders into.
4. Select options for when there is an item quantity shortage or a kit quantity shortage.
5. Enter or select a range of documents to transfer.
6. Choose Insert to display the range of documents in the restrictions list.
7. Choose Transfer and close the window. The Sales Transfer Log will be printed.
See Also
Glossary
This part of the sales order processing documentation explains how to use inquiries and reports to analyze your
sales activity. The inquiry windows and reports in Sales Order Processing allow you to access information
quickly and to display the information either on screen or on a printed report. The following topics are discussed:
Chapter 28, “Inquiries,” explains how to use the Sales Order Processing inquiry windows to view
document and item information.
Chapter 29, “Reports,” describes how to use reports to analyze sales activity and determine the status of
sales documents.

Analyzing your sales activity is an important part of your accounting system. You can use inquiry windows to
view transaction, document, item, customer, or salesperson activity. The inquiry windows provide easy access to
detailed or summarized transaction information. You also can create and view customized inquiries based on
multiple range restrictions.
Many of the inquiry windows have a feature that allows you to link to transactions as they were originally
entered. For example, you can select a document number in the Sales Document Inquiry window, then link to the
Transaction Inquiry Zoom window to view the transaction, including distribution and commission information.
The inquiry information is divided into the following sections:
Viewing multiple currencies in sales inquiries
Viewing salesperson information
Viewing sales documents
Creating inquiries for sales documents
Viewing sales information from a custom inquiry
Viewing items sold
Viewing serial or lot numbers of items sold
Viewing sales process holds
Viewing bulk picking ticket details
Viewing document status details for a document
Viewing multiple currencies in sales inquiries
You also can use the Currency list button in the windows that support changing the currency view. View >>
Currency and the Currency list button are available in the following windows:
Sales Order Processing Document Inquiry
Sales Order Processing Item Inquiry
Sales Transaction Inquiry Zoom
A reporting currency is used to convert functional currency amounts to another currency on inquiries and
reports. For example, if the British pound is the functional currency for a company, you can set up the euro as
your reporting currency to view an inquiry window with currency amounts displayed in the euro currency.
During the reporting currency setup in Multicurrency Management, you’ll set up a reporting currency and enter
a default exchange rate and rate calculation method. Depending on how your system is set up, you may be able
to override the default reporting currency exchange rate or rate calculation method on inquiries and reports. To
change the default reporting currency exchange rate, choose View >> Currency >> Modify Reporting Rate to
For more information about reporting currency, see the Multicurrency Management documentation.
Viewing salesperson information
Use the Salesperson Inquiry window to view sales and commission information for your salespeople from
posted and unposted invoices and returns. You also can view records for all salespeople, or for a range of
salespeople.
You can view information as it was originally entered by clicking on link fields. For example, you can select a sales
document and link to the Sales Transaction Inquiry Zoom window to view the original document.
To view salesperson information
1. Open the Salesperson Inquiry window. (Sales >> Inquiry >> Salesperson)
2. Select the Sales Order Processing module.

3. Select a sorting option for range of salesperson records. You can sort by salesperson ID, sales territory ID,
document number, or audit trail code.
4. Choose Redisplay. To view more information about the salesperson, territory, or document in the list,
highlight a record and click a link to open a window displaying the original record.
The following table lists the link fields in the Salesperson Inquiry window.
Salesperson ID Salesperson Maintenance
Sales Territory ID Sales Territory Maintenance
Document Number Sales Transaction Inquiry Zoom
5. To print the contents of this window, choose File >> Print or the printer button.
The Salesperson Inquiry Report will be printed.
Viewing sales documents
Use the Sales Order Processing Document Inquiry window to view documents entered in Sales Order
Processing. You can view records for all documents or for a range of documents.
You can view information as it was originally entered by clicking on link fields. For example, you can select a sales
document and link to the Sales Transaction Inquiry Zoom window to view the original document.
To view sales documents
1. Open the Sales Order Processing Document Inquiry window. (Sales >> Inquiry >> Sales Documents)
2. Select a sorting option for the documents. You can sort by document number, customer ID, document
date, batch ID, document type, or master number.
3. Mark to include unposted documents or documents that have been moved to history.
Unposted These documents are still in process. They can be quotes, orders, or back orders that
haven’t been transferred or invoices and returns that haven’t been posted.
History These documents have been completely processed and moved to history. They include
quotes, orders, and back orders that have been completely transferred, cancelled, or voided, and
invoices and returns that have been posted or voided.
4. Choose Redisplay. The documents included in the inquiry range will be displayed in the scrolling window.
To view more information about a document or customer ID in the list, highlight the record and link to a
window displaying the original record.
If you click the Customer ID link, you can view the information about the customer in the Customer
Inquiry or Sales Prospect Maintenance window. If you click the Document Number link, you can view the
original sales document in the Sales Transaction Inquiry Zoom window.
5. To print the contents of this window, choose File >> Print or the printer icon button or press CTRL+P. The
Document Inquiry Report will be printed.
Creating inquiries for sales documents
Use the Sales Inquiry Restrictions window to set up custom inquiries for your sales information. This is useful if
you frequently view the same document information. For example, you can set up an inquiry to display the
quotes for the month of January that include a particular item.
You can set up an inquiry with multiple restrictions, save it, and use this inquiry whenever you want, instead of
reentering the range restrictions each time you need the information. You can process the inquiry from this
window, or you can use the inquiry in the Sales Document Range Inquiry window.
To create inquiries for sales documents
1. Open the Sales Inquiry Restrictions window. (Sales >> Inquiry >> Restrict Sales Documents)
2. Enter or select an Inquiry ID.

3. Mark to include unposted documents or documents that have been moved to history.
History These documents have been completely processed and moved to history. They can include
4. Select a sorting option and a range restriction for this inquiry ID. You can sort by document type,
customer ID, document date, or document number. Choose Insert after defining each restriction. You can
enter an unlimited number of restrictions.
NOTE
You can enter only one restriction for each restriction type. For example, if you enter a restriction for document
numbers INV1000 through INV1010, you can’t enter another restriction for document numbers INV1100 through
INV1150. To specify multiple ranges, you must create separate inquiry IDs for each range. To enter the range for a
restriction during the actual inquiry, insert a restriction without entering a range. When you use the Inquiry ID,
you’ll be asked to enter the starting and ending values. For example, you can insert a range restriction for the
master number. When you use the Inquiry ID, you will be asked to enter a starting and ending master number.
5. Choose Inquiry to process the inquiry or choose Save to save the inquiry ID.
Viewing sales information from a custom inquiry
Use the Sales Document Range Inquiry window to view customized inquiries based on multiple range
restrictions. This is useful if you frequently view the same document information. For example, you can set up an
inquiry ID to display the quotes for the month of January that contain a particular item.
You can set up inquiry IDs in the Sales Inquiry Restriction window. For more information about customized
inquiries, see Creating inquiries for sales documents.
To view sales information from a custom inquiry
1. Open the Sales Document Range Inquiry window. (Sales >> Inquiry >> Sales Range Inquiry)
2. Choose an Inquiry ID. The documents included in the inquiry range will appear in the scrolling window.
If the inquiry ID has a restriction without a range, you’ll be asked to enter the starting and ending values.
For example, you can insert a range restriction for the master number. When you use the Inquiry ID to
process an inquiry, you’ll be asked to enter a starting and ending master number.
To view more information about a document or customer ID in the list, select the record and click a link to
a window showing more information. If you click the Customer ID link, you can view the information
about the customer in the Customer Inquiry or Sales Prospect Maintenance window. If you click the
Document Number link, you can view the original sales document in the Sales Transaction Inquiry Zoom
window.
3. You can further restrict the documents in the scrolling window by marking Unposted or History and
choosing Redisplay to include unposted documents or documents that have been moved to history.
invoices and returns that have been posted or voided. If you want to see the purchase orders that
would be created from these documents, choose the Purchase button. For more information about
creating purchase orders, see Chapter 21, “New purchase orders.”
Sales Document Inquiry Report by Range will be printed.
Viewing items sold
Use the Sales Order Processing Item Inquiry window to view all documents entered in Sales Order Processing
that include a particular item or range of items. For example, you might want to target a group of customers who
purchased a particular item for an upcoming sales promotion. You can limit the items displayed by specifying a
range of item numbers, document numbers, or document types. You also can limit the number of items displayed
by selecting specific document types and selecting whether you want to view posted or unposted documents.
To view items sold
1. Open the Sales Order Processing Item Inquiry window. (Sales >> Inquiry >> Sales Items)
2. Choose a range of item numbers, document numbers, or document types to view.

3. Choose which document types to include in the inquiry by using the SHIFT or CTRL key in conjunction
with the arrow keys. Mark to include unposted documents or documents that have been moved to history.
History These documents have been completely processed and moved to history. They include quotes,
orders, and back orders that have been completely transferred, cancelled, or voided and invoices and
returns that have been posted or voided.
Highlight a record and link to a window displaying more information to view more information about the
item, customer, or document in the list. The following table lists the link fields in the Sales Order Item
Inquiry window.
Item Number Item Inquiry
Document Number Sales Transaction Inquiry Zoom
Customer ID Customer Inquiry or Sales Prospect Maintenance
Item Inquiry Report will be printed.
Viewing serial or lot numbers of items sold
You can use the Sales Serial-Lot Number Inquiry window to view sold items that are tracked by serial or lot
numbers. For example, you might have been notified by a manufacturer that a specific lot-numbered item is
defective. You can identify every invoice on which items with the specific lot number were sold.
To view serial or lot numbers of items sold
1. Open the Sales Serial-Lot Number Inquiry window. (Sales >> Inquiry >> Sales Serial/Lots)
2. Enter or select an item number.

3. Select the sites to include and mark to include unposted documents or documents that have been moved
to history.
quotes, orders, and back orders that have been completely transferred, cancelled, or voided and
4. Choose to view all the serial/lot number information for this item or choose a range of serial/lot numbers,
customers, or document types. You also can choose a specific site and a date range.
To view more information about a document or customer ID in the list, select the record and link to a
window showing more information.
Inquiry window. If you click the Document Number link, you can view the original sales document in the
Sales Transaction Inquiry Zoom window.
Serial-Lot Number Inquiry Report will be printed.
Viewing sales process holds
Use the Sales Process Holds Inquiry window to view documents that have a process hold assigned to them. For
example, your company might assign a process hold to all discounted orders, which prevents them from being
transferred to an invoice until the transaction is approved. If you’re responsible for approving orders, this
window can provide you with a list of orders that have been assigned that particular process hold.
To view sales process holds
1. Open the Sales Process Holds Inquiry window. (Sales >> Inquiry >> Sales Process Holds)
2. Choose a process hold to view.

3. Mark to display assigned or removed holds and mark to include unposted documents or documents that
have been moved to history.
History These documents have been completely processed and moved to history. They include quotes,
orders, and back orders that have been completely transferred, cancelled, or voided, and invoices and
returns that have been posted or voided.
4. You can enter or select a range of documents to view.
5. Choose Redisplay. The documents assigned to the process hold will appear in the scrolling window. To
view more information about a document or customer ID in the list, select the record, and link to a
window showing more information.
Inquiry or Sales Prospect Maintenance window. If you click the Document Number link, you can view the
original sales document in the Sales Transaction Inquiry Zoom window.
Process Holds Inquiry Report will be printed.
Viewing bulk picking ticket details
If you’re using advanced picking, use the Sales Bulk Pick Detail window to view the details of groups of picking
tickets that have already been printed. This is useful if the physical picking ticket is unavailable and you don’t
want to reprint the ticket.
To view bulk picking ticket details
1. Open the Sales Bulk Pick Detail window. (Sales >> Transactions >> Bulk Print >> select an available pick
>> click the Available Pick link)

Viewing document status details for a document
If you’re using sales fulfillment workflow, use the Sales Document Status Inquiry window to view the document
status details for a document. You can view information such as the date and time that a document status was
changed. You can open this window from the Sales Document Range Inquiry window, the Sales Transaction
Entry window, and the Sales Order Fulfillment window.
To view document status details for a document
1. Open the Sales Document Status Inquiry window. (Sales >> Inquiry >> Sales Range Inquiry >> click the
Document Status Link)
2. When you’ve finished, close the window.
Chapter 29: Reports

You can use Sales Order Processing reports to analyze sales activity and identify errors in transaction entry. You
can also use reports to review setup, posting, and historical information. Other Sales Order Processing reports
are important for the audit trail to ensure that you’re accurately tracking financial data. Use this information to
guide you through printing reports and working with report options.
For more information about creating and printing reports and the various reporting tools that you can use with
Microsoft Dynamics GP, refer to your System User's Guide (Help >> Contents >> select Using The System).
Sales Order Processing report summary
Specifying a Sales Order Processing report option
Microsoft SQL Server Reporting Services reports for Sales Order Processing
Sales Order Processing report summary
You can print several types of reports using Sales Order Processing. Some reports automatically are printed
when you complete certain procedures; for example, posting journals can be printed automatically when you
post transactions, depending on how your posting options are set up. You can choose to print some reports
during procedures; for example, you can print an edit list when entering transactions by choosing the Print
button in the batch entry window. In order to print some reports, such as analysis or history reports, you must
set up report options to specify sorting options and ranges of information to include on the report. For more
information, refer to Specifying a Sales Order Processing report option.
The following table lists the report types available in Sales Order Processing and the reports included in those
categories.

Activity reports Sales Quote Report * Create report options in the Sales
Sales Open Order Report * Activity Reports window.
Sales Back Order Report * * Indicates reports that can be printed
Sales Order Fulfillment Report Sales with multicurrency information
Document Status Report displayed.
† Indicates reports that can be assigned
to named printers.
See “Printers” in the System
Setup reports Sales Order Processing Setup List Choose >> Print in the setup windows
Sales Quote Setup List or create report options in the Sales
Sales Order Setup List Setup Reports window.
Sales Invoice Setup List
Sales Back Order Setup List
Sales Return Setup List
Sales Process Holds Setup List
Prospect Setup List
Prospect List-Detailed Sales User-
defined Fields Setup Lists Picking
Instructions Report Customer Picking
Instructions List Advanced Picking
Setup Sales Fulfillment Workflow Setup
List
Documents Quote *† Select a document in the Sales

Order *† Transaction Entry window and choose
Invoice *† File >> Print to print a single
Back order *† document, select a batch in the Sales
Return *† Batch Entry window and choose File
Picking ticket † >> Print to print an entire batch or
Packing slip † choose Sales >> Transactions >> Print
Bulk Picking ticket † Sales Documents to print a range of
Fulfillment order † documents or choose Sales >> Inquiry
>> Sales Documents to print from
history.
Labels Address labels COD labels Prospect Choose Administration >> Reports >>
mailing labels Company >> Mailing labels and
choose a label type from the reports
list.
Posting reports Sales Edit List * Choose File >> Print in the window
Sales Batch List * you use to complete the procedure or
Sales Posting Journal *† some will be printed automatically
Sales Voided Journal *† when you complete the procedure.
Distribution Breakdown Register *†
Inventory Sales Register *†
Salesperson Register *†
Sales Deposits Journal *†
Edit lists Sales Edit List* Choose File >> Print in the window
Sales Batch List* you used to complete the procedure.
Sales Edit List Currency Summary*†
Edit Sales Document Status
History reports Sales Transaction History Report* Create report options in the Sales
Sales History Register* History Reports window.
Distribution Detail History Report* * Indicates reports that can be printed
Sales Quote History Report* with multicurrency information
Sales Order History Report* displayed.
Sales Serial/Lot History Report* † Indicates reports that can be assigned
to named printers.
See “Printers” in the System
Utility reports Transaction Removal Report These reports will be printed when you
Analysis reports Sales Document Analysis Reports † Create report options in the
MISSINGCONTENT
Processing reports Holds Processing Preview List These reports will be printed when you
Inquiry reports Sales Document Inquiry Report Choose File >> Print in the
corresponding Inquiry window.
* Indicates reports that can be printed
with multicurrency information
displayed.
Journal Removal Report † Indicates reports that can be assigned

Account Distribution Removal Report to named printers.
Deposits Removal Report See “Printers” in the System
Reconcile-Remove Sales Documents Administrator’s Guide (Help >>
Report Contents >> select System
Edit Sales Document Status Report Administration) for more information.
Salesperson Report *†
Inventory Sales Report *†
Sales Analysis Reports window
Sales Holds Processing Journal
Sales Transfer Log
Order Fulfillment Status Report
Allocation/Fulfillment Exception Report
Print Documents Exception Report
Purchase Orders Preview List †
Purchase Orders Generation Register †
Instruction ID Preview List
Instruction ID Processing Journal
Item Print Option Preview List
Item Print Option Processing Journal
Sales Bulk Exception Report
Automatic Order Allocation Report
Document Inquiry Report
Item Inquiry Report
Serial-Lot Number Inquiry Report
Process Holds Inquiry Report
Sales Document Status Inquiry Report
Automatic Allocation Preview Report
Specifying a Sales Order Processing report option

print Sales Order Processing reports, you must first create a report option. Each report can have several different
options so that you can easily print the information you need. For example, you can create report options for the
Sales Quote Report that show either detailed or summary information.
NOTE
A single report option can’t be used by multiple reports. If you want identical options for several reports, you must create
them separately.*
Use the Sales report options windows to create sorting, restriction, printing and emailing options for the reports
that have been included with Sales Order Processing.
To specify a Sales Order Processing report option
1. Open a Sales reports window. There are separate windows for each report type. (Sales >> Reports >>
Setup) (Sales >> Reports >> Posting Journals) (Sales >> Reports >> History) (Sales >> Reports >>
Activity) (Sales >> Reports >> Analysis)
window appears. For report options window information choose Help >> Index; then enter the name of
the specific report options window.
NOTE
You can enter only one restriction for each restriction type. For instance, you can insert one document number
restriction (Order001 to Order099) and one customer ID restriction (AARONFIT0001 to CELLULAR0001).
7. Choose Email to enter email options for the report option. Once the email options are set up, you’ll be
able to send the reports in an email message. You’ll also be able to send this report option in an email
from any list view where the report option is displayed.
file or to any combination of these options. If you mark Ask Each Time, you can select printing options
For more information about creating and printing reports, refer to your System User's Guide (Help >>
Contents >> select Using The System).
9. To print the report option from the report options window, choose Print before saving it. If you don’t want
to print the option now, choose Save and close the window. The report window will be redisplayed.
Microsoft SQL Server Reporting Services reports for Sales Order Processing
You can view Sales Order Processing Reporting Services reports from the Reporting Services Reports list. If you
are using Reporting Services 2008 or later, sales metrics for your home page also appear in the Reporting
your Reporting Services reports using the Reporting Tools Setup window. See your System Setup Guide (Help
>> Contents >> select Setting up the System) for more information.
The following Reporting Services reports are available for Sales Order Processing.
Sales Distribution History
Sales Transaction History Tax Details
Sales Document Status
SOP Document Analysis
Sales Transaction History
SOP Document Analysis by Customer
Sales Transaction History Payment Details
SOP Inventory Sales Report Subreport
To print a Sales Order Processing Reporting Services report
1. In the navigation pane, choose the Sales button, and then choose the Reporting Services Reports list.
2. Mark the Sales Order Processing report that you want to print.
NOTE
In the French and Spanish versions of Dynamics GP, the Sales Blank Order Form and Sales Blank History Order Form
layout is jumbled together. These reports have been updated, and you can download the updated versions using the link
below.
https://mbs2.microsoft.com/fileexchange/?fileID=ab5b2af9-1a01-47e8-b539-3664ad6682cc
See Also
Glossary
This part of the sales order processing documentation contains information about removing sales history and
reconciling sales information. Once you’ve determined how much historical information to retain, you can
remove the information that’s no longer needed. Reconciling is the process of verifying that your unposted sales
documents are accurate. This following topics are discussed:
Chapter 30, “Reconciling and removing sales documents,” explain

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Contents

The long description dDoes not post to the general ledger.

Visual Cue for EFT Vendor on Edit Payment Batch

Payroll option to not include additional withholding

Payroll Reprint pay statements by audit code

Security Tasks Workflow

Type to search and find a company by name.

More than 32 report options in Report Group

Top feature requests

Exclude Inactive Items on Item Price List

Show the User ID in the Item master table

Exclude items on the HITB report with zero quantity or value

Transaction level post through G/L

Duplicate check numbers

Allow partial purchase on a purchase requisition from a purchase order

Add vendor document number to Purchasing All-in-One View

Warning when the vendor is on hold

Date to Print End of Month

Form On Blank Paper Print

For All Options Marked

Human resources & payroll enhancements

Start and end dates for pay codes

Platform and system-wide enhancements

TRANSACTION ENTRY WINDOWS

General Ledger Transaction Entry

Receivables Transaction Entry

Asset General Information (FA)

User experience enhancements

Receivables Transaction Inquiry – Customer

Payables Transaction Inquiry – Vendor

Bank Reconciliation window By payment amount < /br> By deposit amount

Unique passwords can be entered for individual SmartList favorites

Distribution and supply chain enhancements

Human Resources and Payroll enhancements

The following sections describe enhancements included in Dynamics GP 2016 R2.

Business Intelligence changes

Human Resources and Payroll enhancements

The following sections describe enhancements included in Dynamics GP 2016.

Business Intelligence enhancements

Project Accounting enhancements

OBJECTS MODULE IN WHICH THE OBJECT IS ADDED

ServiceGetHRAttendanceInfo Human Resources

ServiceGetTimeCodesListAll Human Resources

ServiceGetHRAttendanceInfo Human Resources

ServiceGetTimeCodesListAll Human Resources

Scriptable Provisioning & Management

Combine General Ledger Inquiry

Enable Email on All Purchase Orders and Sales orders

SELF-SERVICE USER TYPE ASSIGNMENT

POWERUSER No This user has been assigned access to

New User Yes None

Employee Self Service – W2

Time Management App

Microsoft Dynamics GP Servicing

2020 October June November/December To stay current, you

2021 October June November/December To stay current, you

2022 October June November/December To stay current, you

2023 October June November/December To stay current, you

2024 TBA June November/December To stay current, you