Here's our slide deck from the Dynamics GP Usergroup on December 3rd, 2013. What's new in Dynamics GP 2013 SP2, The Power of Business Intelligence, and Dynamics GP Tips, Tricks and Traps.

1. Microsoft Dynamics GP
User Group Vancouver
Sky High
December 3rd, 2013

2. Presenters
Tracey Santos, CPA CGA
Account Executive
Joe Horvath
Vice President Sales and Marketing
Arthur Miyazaki
Business Intelligence Analyst

3. Microsoft Dynamics GP 2013
New Licensing Model
Not just a new version
User licensing changes

4. Licensing
Module
Standard
Or
Professional
Module based
Concurrent
users
Perpetual
BRL
Business
Essentials
Starter Pack
Or
Extended
Pack
Advanced
Management
Customization
Pack
Al a carte
items
Full use users
(concurrent)
Concurrent
users
Limited use
users
(concurrent)

5. Perpetual Licensing
4 components:
• Starter Pack
• Extended Pack
• Full User
• Limited User
•
•
New licensing model is incompatible with previous
versions of the products because the security layer
was redesigned to accommodate two distinct
concurrent user types.
Microsoft Dynamics GP 2013 will not be available on
either the Business Ready Licensing (BRL) or the
Module Based Licensing (MBL) models and upgrades
to Microsoft Dynamics GP 2013 require a bridging of
license models.

6. License Migration Transition Upgrade (LMT)
•
In Microsoft Dynamics GP 2013 we are
introducing a new user type, the limited user.
Limited Users have a login to Microsoft Dynamics
GP and get access to inquiry windows and
reports. Business Portal is now in the starter pack
with unlimited users.
•
“Read” access to data contained in the ERP
solution through the Microsoft Windows client
for Microsoft Dynamics GP and web client for
Microsoft Dynamics GP.
•
“Write” access via the time and expense
functionality.

7. License Migration Transition Upgrade (LMT Upgrade)
•
Microsoft wants to encourage customers to benefit from the latest innovations in the product. Customers
with an active Microsoft Dynamics service plan will be able to upgrade to Microsoft Dynamics GP 2013
via a Transition Upgrade path.
•
With the LMT Upgrade, MBL and BRL are mapped to the Perpetual Licensing model to ensure that
customers receive at least their current functionality plus the number of users they have already licensed.
•
The LMT Upgrade must be ordered through Order Central by Encore prior to the actual upgrade.
•
Customers are required to be on BREP when the LMT Upgrade order is placed. The BREP expiration date
and the Protected List Price of the configuration prior to the LMT Upgrade will be carried over to the
Microsoft Dynamics GP 2013 configuration.
•
have access to their prior version license keys after the Transition Upgrade is completed. However,
customers will not be able to add users and/or modules to the prior version(s).

8. Microsoft Dynamics GP 2013 SP2
30 New Features
in
Service Pack 2

9. Service Pack 2
Smartlist usability improvements
Vendor modifier combiner
Customer modifier combiner
Void historical open transactions updates
Smartlist designer
Document attach improvements
Web client shortcuts
Human Resources
AA Integration with Sales Deposits
AA Finance Charge Assignments
Reconcile Bank without marking any
transactions.
PM Trx, change vendor ID, combiner
roll down changes to the account segment
description
Inquiry check history windows
Add email address field to HR Applicant
window
BA New Features
BA on Win8 Phone
Support for RDLX, XLSX, and MR report type
Field Service to Web Client
Project Series to Web Client
BAS, PDM and FAE to Web Client
Payment Services for Web Client

10. Feature: Vendor Combiner and Modifier
Vendor Combiner: This feature will allow the user to combine an existing Vendor ID with another
Vendor ID. Once the Vendor ID (source Vendor ID) is selected to combine with an existing Vendor
ID (destination Vendor ID), the source Vendor ID will be removed from the system. The summary
records are recalculated to include the information of both Vendor IDs and appended to the
destination Vendor ID.
Vendor Modifier: This feature will allow the user to modify an existing Vendor ID. Once the Vendor
ID (source Vendor ID) is selected the user will be able to enter the new ID they would like to use.
Once the modification has completed, the user will not have to re-enter open invoices. The Vendor
ID will be updated for all work, open and history records.

11. Feature: Vendor Combiner and Modifier

12. Feature: Customer Combiner and Modifier
Customer Combiner: This feature will allow the user to combine an existing customer ID within
another customer ID. Once the customer ID (source customer ID) is selected to combine with an
existing customer ID (destination customer ID), the source customer ID will be removed from the
system. The summary records are recalculated to include the information of both customer IDs
and appended to the destination Customer ID.
Customer Modifier: This feature will allow the user to modify an existing customer ID. Once the
customer ID (source customer ID) is selected the user will be able to enter the new ID they would
like to use. Once the modification has completed, the user will not have to re-enter open
invoices. The customer ID will be updated on the existing documents.

13. Feature: Chequebook ID in
Cash Receipts Inquiry
In Cash Receipts Inquiry Zoom, you can now see the Checkbook ID that the
cash receipt was posted to. In Microsoft Dynamics GP2013 SP2, instead of
looking at a posting report to identify the checkbook, the information is
shown on screen.
This will work for transactions that were entered prior to upgrading to SP2 as
well.

14. Feature: Reconcile Non-Active
Chequebook
If you have a checkbook that doesn’t have activity in the month, for audit
purposes you want to indicate that you’ve reconciled the checkbook.
With Microsoft Dynamics GP2013 SP2 you can select a checkbook to
reconcile, enter the reconcile information and without marking any
transactions reconcile the checkbook. The last reconciled date and last
reconciled balance on the checkbook will be updated.

15. Feature: Financial Enhancements

16. Feature: Void Historical/Open Transaction Updates
In Microsoft Dynamics GP 2013 SP2, you can now find and void a transaction
more quickly and easily. The new functionality is added to Void Historical
Payables Transactions as well as Void Open Payables Transactions.
With additional restriction options of Document Number or Document Date,
you can find a specific transaction right away. This will speed your data entry
time and reduce data entry errors.

17. Feature: Void Historical/Open Transaction Updates

18. Feature: Document Attachment Flow from Master Records
Attachments on master records for Vendors, Customers or Items can be
selected to flow to transaction documents. Defaults can be set to allow all
attachments to flow or attachments can be set on an individual basis to flow
or not flow.
When looking at the Document Attachment Management window a simple
icon indicator shows the user which attachments flowed from the master
records.

19. Feature: Document Attachment Flow from Master Records

20. Feature: Document Attachment
Email
Functionality has been added allowing the user to select specific attachments
to be emailed each time a transaction such as a Sales Order or Purchase
Order is emailed.
Each time an attachment is emailed the action is recorded in the Status
Tracking.

21. Feature: Document Attachment
Email

22. Feature: Document Attachment –
Attachment Properties
Attachment properties allow defining the flow characteristics of an
attachment, defining attributes and setting whether an attachment is able to
be emailed.
Attributes can be defined in Setup and can be assigned for each attachment
in Attachment Properties. This is particularly useful to classify an attachment
such as a Item Picture or bar code.

23. Feature: Document Attachment –
Attachment Properties

24. Feature: SmartList Usability Enhancements
Users have been frustrated in the past with the amount of space that the Favorites pane in
SmartList takes away from the space that displays the data returned from the query. In
Dynamics GP2013 SP2 you can collapse this area entirely or have it set to auto-hide after you
select a favorite to display. Also, by right-clicking on the Favorites pane or using the Favorites
Pane SmartList menu, you can increase or decrease the width of the Favorites pane.
Finally, all of these settings will be automatically saved for each user once they are set so that
you only need to do it once. These features will give your SmartList results the most space
possible.

25. Feature: SmartList Designer
This new feature is an extension to the Smartlist tool that will allow an end
user the ability to create a new list from scratch, or use an existing list to add
more information within the list.
The SmartList Designer window is a very similar experience to Report Builder
(SQL Reporting Services tool). All of the steps to create a smartlist are
consolidated into one window making the experience of creating a SmartList
streamlined. The user is able to select SQL tables and views to generate a
query, create table relationships, create calculated fields, filter the query and
get a quick view of the results all within one form.

26. Some of our FAVOURITE improvements for GP2013
Reprint AP remittance
Assign SSRS reports to windows
Email with password for attachments
Purchase Order Close
Purchase Order Tolerance
Serial Number Selection
GL Inquiry for history
M/C new rates – average
Bank to GL reconcile
Inventory to GL reconcile
Year end close options and…
14 new features for FA
Additional filters on lookups
Select Printer at time of PRINT!

27. Microsoft Dynamics GP 2013
Financial Reporting
Using Management Reporter

28. Management Reporter 2012
Interactive Report Viewing
• Attach comments to important rows in a report version
• Copy comments from one version of a report to another
• Quickly create a chart based upon selected report rows and
columns
• Collaborate on a report by providing a link to current report and
selected row when launching instant messenger client from
within a report
• Easily page within a report
• Jump to key areas of report for fast analysis
• Locate key features in Report Viewer with enhanced toolbar
• Find a key value in a report, such as account value or
description
Interactive Report
Viewing
Design
Flexibility

29. Management Reporter 2012
Report Collaboration
• Personalized and secured view of data for all output
types
• More secured report output options
• Publish to a read-only (.xps) report format
• Publish a personalized Microsoft® Excel® (.xlsx) file
• More report distribution flexibility
• Schedule reports to generate on a periodic basis
• Publish reports to multiple Microsoft® SharePoint®
or any network location
• E-mail reports via SharePoint alerts
Interactive Report
Viewing
Design
Flexibility

30. Microsoft Dynamics GP 2013
Operational Reporting
Leveraging
Out of the box tools

31. K, Now that I have put all that data in – where can I
see it in a meaningful format?
Adhoc
• Excel
reporting
• Smartlist
• Navigation
lists
In depth
External
• Analysis cubes
• SSRS
• Management
Reporter
• Word
Template
• Report Writer
• Letter writing
assistant

32. Microsoft Dynamics GP 2013
Tips
Tricks
Traps

33. Keys to the 50 Tips
 This session is very fast.
 Write down the numbers of the tips that
interest you.
 Follow up later with materials provided.
 Relax and enjoy.

34. System
1.
2.
3.
4.
Improve date entry
Get the date right on startup
Clean up by closing windows
Improve entry with Keyboard Shortcuts

35. System
5. Get more features by adding PSTL menus
6. Replicate records with triggers
7. Copy companies for easy test and setup
8. Gain control with right click

36. System
9. Clean up by removing auto complete entries
10.Protect yourself when using fiscal period
modifier
11.Improve experience by silently updating the
date
12.Connect with custom links

37. System
13.Prevent errors with DocDate verify
14.Improve user setup by copying shortcuts
15.Control maintenance by locking out
companies
16.Control the environment by locking out TS

38. System
17.Improve SQL backup reliability with
monitoring
18.MSSQL tips script
19.Improve security by minimizing the SA login

39. SmartList
20.Rename Smartlist columns
21.One or more
22.Any Field
23.Build a better GP - Connect

40. Financial
24.Improve stats by clearing unit accounts
25.Identify responsibility with account UDF
26.Use account categories
27.Roll down account segment name changes
1

41. Financial
28. Really inactivate accounts for better control
29. Identify segment names for better reporting
30. Change the account separator for long accounts
31. Merge budgets to improve the budgeting process

42. Financial
32.Speed entry with negative debits
33.Show allocations with breakdown allocation
accounts

43. Payables Management
34.Speed entry with vendor default accounts
35.Reduce payments with minimum cheque
amounts

44. Fixed Assets
36.Don't Leave off Assets beginning with ‘Z’
37.Reduce Asset work by renumbering Fixed Assets
38.Keep Assets in Balance with GL by Transferring
Accounts
39.Speed entry by auto numbering Fixed Assets
40.View Fixed Assets accounts in a SmartList

45. Receivables Management and SOP
41. Improve cash application with receivables unapply
42. Seed chequebook inquiry with this tip
43. Gain clarity with SOP GL reference
44. Speed returns with SOP auto return
45. Find information with custom links to shipping
46. Let GP suggest related sales items

46. Purchasing and Inventory
47. Follow up on receipts with PO receipt status
48. Invoice match extended price for rounded units
49. Cleanup received not invoiced for proper accrued
purchases
50. Fix PO number issues with this PO tool
51. Clean up sites by unlinking inventory

47. Integrations
52. Save Time by Stopping a Hung Integration
53. Improve Data by Understanding Excel and Leading
Zeros
54. Reduce Work By Removing Duplicates in Excel
55. Integrate Data with the Free GP Excel Paste

48. Reporting
56. Save Management Reporter with a Save Warning
57. Sort Management Report Drilldown for Better Clarity
58. Get to the transaction by drilling down from Excel
59. Automatically refresh Excel reports
60. Run the AR historical trial balance report in Excel

49. The Power of Business Intelligence

50. Challenges
 Staying organized is hard
Combining Sources
Different Versions
Checking Data
Missing File
Final Calculated Copy

51. Challenges
 There is no consistency
Person 1
Copy Built
Numbers do not
match...
1.
Why?? 2.
Person 2
Copy Built
3.
Different Time of
Download
Different
Calculations
Different Sources of
Data

52. Challenges
 Presentability of Spreadsheet

53. Real Life Challenges
 About 800 stores
 2 Major Manufacturing Points
 50 Warehouses
Pain points:
Shipping
Manufacturing
Scheduling

54. What We Can Do?
 Pull in the Point of Sales Data
 Build Out a Centralized Repository of Data
 Analysis to Predict Inventory
 Pre-Fill out Store Inventory Forms

55. If you can relate to any of the challenges you
see here today come visit us!
Prophix Software
Jet Reports
Microsoft PowerPivot
Tableau Desktop

56. Microsoft Dynamics GP 2013
Year End Procedures
Best Practices

57. Module
Impacted
Closing Routine
Sales Order Processing
Y
N
Purchase Order Processing
Y
Optional
N
Inventory
Y
N
Receivables
Y
Y
Payables
Y
Y
Analytical Accounting
Y
N
Fixed Assets
Y
N
General Ledger
Y
N
Canadian Payroll
Y
N

58. Inventory
When
The Inventory module should be closed at the end of your Fiscal year, before any new transactions that would affect
inventory quantities are posted
What does the year end close process do and/or affect?
•
•
•
•
Transfers all summarized current-year Quantity, Cost and Sales amounts to last-year for the Items for which
you have been keeping summarized Sales History
Updates each Item’s Beginning Quantity from the Quantity on Hand at each site
Zeros the Quantity Sold field in the Item Quantities Maintenance (Cards - Inventory – Quantities/Sites) for
each Site
Gives you the option to: Remove Discontinued Items, Remove Sold Receipts, Remove Sold Lot Attributes,
and Update Item’s Standard Cost
What steps should I take to close the year?
•
Enter and post all Purchase Order Processing, Invoicing/Sales Order Processing, and Inventory transactions
for the current year – the steps..

59. Receivables Management Year End
Payables and Receivables – to close or not to close?
When
• The Calendar Year end close should be done at the end of the calendar year prior to posting any transactions in the next
calendar year
• The Fiscal Year end close should be done at the end of the fiscal year prior to posting any transactions in the next fiscal
year
What does the year end close process do and/or affect?
The Calendar Year end close clears the Calendar Year-to-Date Finance Charges and moves them to the Last
Year Calendar field in Customer Finance Charge Summary (Cards – Sales – Summary – Finance Charges)
The Fiscal Year end close transfers all amounts other than the Calendar YTD Finance Charge amount to the
Last Year column in Customer Summary using the Amounts Since Last Closed View (Cards – Sales –
Summary)
What steps should I take to close the year?

60. Payables Management Year End
When should the Year End Close be done?
•
The Calendar Year End Close Routine should be run at the end of the Calendar year prior to posting transactions in the next
Calendar year – Not necessary used more for 1099 filing. (US)
•
The Fiscal Year End Close Routine should be run at the end of the Fiscal year prior to posting transactions in the next Fiscal year
What does the Year End Close Process do?
• The Calendar Year End Close process transfers the 1099 Amounts from the Year to Date column to the Last Year column in the
Amounts Since Last Close view in the Vendor Yearly Summary window
• The Fiscal Year End Close Process transfers all other amounts from the Year to Date column to the Last Year column in the Amounts
Since Last Close view
What steps should I take to close the year?
•
•
•
•
•
•
Post all transactions for the current year
Make sure transactions for the new year are saved, not posted *****
Print the Vendor Period Analysis Report.
Make a backup that is named "Pre Year-End."
Close the fiscal year.
Close the fiscal periods.
Make a backup that is named "Post Year-End.“

61. Fixed Assets Year End Close
When should the Year End Close be done?
• The Fixed Assets Year End Close should be run after you close Payables Management, but before you close the General Ledger
• You can close each book separately, but you must close all books before you can do any processing in Fixed Assets for the new year
What does the Year End Close process do?
• In the Asset General Information Window (Cards | Fixed Assets | General):
• The YTD Maintenance amount is cleared from the Expand last Maintenance Date Window
• The Quantity is copied to the Begin Quantity field in the Expand Quantity Window
• In the Asset Book Window (Cards | Fixed Assets | Book):
• The YTD Depreciation Amount is cleared
• Cost Basis is copied to Begin Year Cost field
• Life to Date Depreciation is copied to Begin Reserve field
• Salvage Value is copied to Begin Salvage field
• The Current Fiscal Year is increased for each closed book
What steps should I take to close the year?
You must depreciate all assets through the last day of the current FA year before you close the year
Print all the reports that you will need for the year you are closing
Make a backup

62. Analytical Accounting Year End
AA Year End Closing Procedures and FAQ
When the year-end close process is run for General Ledger in Microsoft Dynamics GP, it automatically moves the Analytical
Accounting transactions from the AAG30000 historical tables to the AAG40000 series tables.
There is no separate closing procedure that must be run in Analytical Accounting.
You may select which dimensions that you want to be consolidated during the year-end process.
In General Ledger, balance sheet dimensions will roll forward, and P&L dimensions will close to Retained Earnings. In Analytical
Accounting, Balance Brought Forward entries are created in the AAG30000 tables for those dimensions that were marked to be
included in the year-end process, and then the detail is moved to the AAG40000 series tables.
With Dynamics GP 2010 and Dynamics GP 10.0 SP2 or later there is an Analytical Accounting year end close option
This option enables balance brought forward entries on dimensions
Analytical Accounting data closes with General Ledger regardless of whether this option is marked

63. Analytical Accounting Year End
 What are some important points to
remember?
 Revised KB960356 : “The year-end close
procedures
for Analytical Accounting”
 New scripts to verify AA data
 Management Reporter (Data Mart) reads
from AA tables
 Make sure AA is installed and enabled on
workstation where GL is being closed!

64. General Ledger Year End Close
General Ledger Year End Close
What does the Year End Close process do?
•
•
•
•
•
Closes out P&L accounts
Balance sheet accounts are updated with the beginning balance in the new year
R/E earnings are updated
Moves all open year transactions from GL20000 to GL30000
The Fiscal Period tables are updated to mark the year that you are closing as historical
– When should I close the year?
•
Basically anytime after your fiscal year end. GP allows you to post to a closed year so why wait for final
adjustments
•
GP only allows you to post to one closed year so if you know that you will never post back two years – close the
year
•
If you need to run financial statements at the end of your 1 st period before final adjustments then close the year
•
Balance forwards will not roll forward to the Balance Sheet accounts until your close the year.

65. General Ledger Year End Close
General Ledger Year End Close
– What steps should I take to close the year?
•
•
GL Year End Procedures and FAQ (KB 888003)
What are some important points to remember?
•
Remember to make restorable backups
•
Check Account setup to ensure correct posting type – Balance Sheet vs P&L
•
Make sure that you have enough free space on the server to allow for the GL20000 table to double in size
•
Perform the Year End Close at the server
•
Have all other users out of Dynamics GP when you perform the year end close

66. General Ledger Year End Close
 What are some important points to remember?
 Issue with Divisional Retained Earnings checkbox
does not update GL40000 table if marked and
unmarked
 Fixed in GP 2013
 Microsoft Dynamics GP 2013




Maintain inactive accounts in YEC window
Progress bar in YEC window
Unit Accounts have option to clear balance during YEC
New Features video: General Ledger
https://mbs.microsoft.com/customersource/documentat
ion/userguides/MDGP2013_TechnicalReadiness

67. Additional Resources




Blog
https://community.dynamics.com/product/gp/gptechnical/b/dy
namicsgp/default.aspx
Year-end update on CustomerSource
https://mbs.microsoft.com/customersource/downloads/taxupd
ates
Microsoft Dynamics Support
https://mbs.microsoft.com/support/newstart.aspx
Microsoft Dynamics Community
https://community.dynamics.com/default.aspx

68. Thank you for spending the morning
with the team at Encore!