Consolidating Multiple Requisitions in GP 2013 R2

Go to the Purchase Requisition Inquiry window (Purchasing > Inquiry > Purchase Requisition Inquiry). There you can filter your inquiry list by Vendor ID, Requisitions Number, Requisition Date, etc. Determine your filter selection, check “Submitted” and then click “Redisplay” so you the list of requisitions that fall within your criteria.  Once you have your list, click on the “Purchase” icon located on your toolbar.

GP 2013 R2 Purchase Requisition Inquiry

This will take you to the Purchase Order Preview Window where you confirm all information (Vendor, PO, Item, and Requisition information) before converting any requisitions into a PO.

GP 2013 R2 Purchase Orders Preview

When all the information is confirmed and valid, select the requisitions you would like to convert and click “Generate”. You will be prompted to print the Purchase Orders Generation Register. This report will contain the new PO number for those requisitions.

GP 2013 R2  Purchase Order

This article was written by Shannon Hernandez, Dynamics GP Application Consultant for Tridea Partners. Tridea is a leading Microsoft Dynamics GP  provider serving CA, AZ, UT, CO and surrounding regions.

Professional Services Tools Library – Microsoft Dynamics GP

A great new feature is available to Microsoft Dynamics GP users at no additional cost, the Professional Services Tools Library (PSTL).  Prior to Microsoft Dynamics GP 2010 and 2013, these tools were available by additional purchase, only.  Microsoft Dynamics GP 2010 and 2013 makes them available – absolutely free – to both new and existing users. PSTL can be used throughout most modules.

One of the most commonly used tools is the Account Modifier/Combiner tool which allows users to map old GL accounts to new GL accounts.  It can easily be accomplished through an Excel mapping file (one column for old, one column for new) and uploaded using the Software Administrator (SA) credentials when all users are out of the system.

If an account is setup incorrectly and not determined until posting to that account has occurred, the activity can be transferred to a new account number. In addition, as business needs change, the entire Chart of Accounts can be restructured.  Account numbers and segments can be increased or decreased.

There is also the Vendor Modifier/Combiner, Customer Modifier/Combiner and Item Modifier/Combiner.  It is very similar to the Account, but allows updating of Vendors, Customers and Item Numbers.  These changes will be made throughout the database, including historical year data.

Overall, these tools are easy to use and can be downloaded and installed quickly. Contact Tridea Partners to learn more!

This article was written by Kaydee Baker, Dynamics GP Application Consultant for Tridea Partners. Tridea is a leading Microsoft Dynamics GP provider in Southern California.

5 Steps to a Smooth Dynamics GP Upgrade

New versions of Dynamics GP are released every couple of years. As new versions are released, older versions eventually fall off the supported list at Microsoft. When this happens, it is a good time to consider an upgrade to the current version of Dynamics GP. Don’t worry; your unsupported version will not automatically stop working. However, you do run the risk of having compatibility issues with GP and the other applications that support or interact with GP. Another reason to upgrade is to take advantage of the features introduced in the new version of GP. A list of new features can be obtained on the www.Microsoft.com\dynamics site.

Many accounting and finance users have the “if it aint broke don’t fix it” feeling about upgrades. This sentiment is rooted in the concern that the upgrade will cause some issues that don’t exist today, so why risk it. As a formal accountant, I completely understand the concerns.

After 18+ years supporting GP, and performing over 80 upgrades, I have put together a list of the 5 things you should follow that will all but guarantee a successful upgrade. If you follow these 5 steps, your concerns should subside, and you will be able to reap the benefits of being on the most current version of Dynamics GP.

1)      Know Your GP Environment:

  1. Which GP Modules are installed and in use – Some modules will require special steps during the upgrade.
  2. Are you using any 3rd party (ISV) products – these will need to be installed and upgraded separately.
  3. Do you have any customizations or integrations with GP – these will need special attention and possible modification as part of the upgrade process.
  4. Do you have modified or custom reports – these may also need to be modified as part of the upgrade.

2)      Make sure your IT infrastructure supports the new version of Dynamics GP – You can acquire a list of System Requirements that provide a detail list of what is compatible with the new version of Dynamics GP.

3)      Perform a test upgrade – Completing a Test upgrade is recommended by Microsoft, and is an especially good idea if you have customizations, integrations, 3rd party products, or custom reports. Performing a test upgrade will allow you to identify and address any unforeseen issues that may come up. This will eliminate the downtime that the issues would have otherwise caused.

4)      Include users in the testing process – Whether you are testing the validity of the test upgrade or the live upgrade, the actual GP users need to be included in the testing. It is easy for consultants and managers to compare reports before and after an upgrade (which by the way is a must), but the users will be able to complete the real stress testing of simulated daily use of GP.

5)      Schedule the live upgrade when you have ample time to complete it – Example, if you estimate it will take 16 hours to complete the upgrade, plan to be down for 20, and give yourself ample time to complete some final validity testing.

Good luck!!

This post was written by Andy Warner, Solutions Consultant at Tridea Partners, Southern California Microsoft Dynamics GP Partner. For more information on Microsoft Dynamics GP, visit our website at http://www.trideapartners.com/.