GP PowerPack Manual

Download PDF version here.

  1. Copyright
  2. Installation
  3. Registration
  4. About
  5. Security
  6. Setup
  7. Alerts
    1. Alerts Setup
    2. Alert Builder
    3. Modifying System Alerts
    4. Creating New Alerts
    5. Deleting An Alert
  8. Banking Enhancements
    1. BE Setup
    2. Bank Deposit Entry
    3. Bank Reconciliation
    4. Checkbook Register Inquiry
  9. Bin to Bin Transfers
  10. Client Version Tracking
  11. Color Settings
  12. Do My Job For Me
  13. Extended Lot Attributes
  14. GPEmail
  15. GPTalk
  16. ID Modifier
  17. IV Mass Transaction
  18. Kit Transactions
  19. Login Monitor
  20. Mass Batch Change
  21. Most Recently Used List
  22. Next Number Generator
  23. Note Locks
  24. PO Document IDs
  25. Posting Controls
  26. Sales Pro
  27. Select Checks Filters
  28. Series Post Filter
  29. Shortage Inquiry
  30. Site To Bin Migration
  31. SmartList Analyzer
  32. SOP Auto-Select Bins
  33. SOP Revision Levels
  34. System Access Lock
  35. U of M Schedule Change
  36. Void Historical Payables Filters
  37. Void Open Payables Filters
  38. Tweaks
    1. GL Account Copy Paste
    2. GL Auto Fill Distribution Ref
    3. GL Auto Fill Distributions
    4. GL Copy UDFs During Mass Modify
    5. GL Reconcile To GL Date Validation
    6. INV Allow IV Discontinue
    7. INV Lock Item History Fields
    8. INV Remove Bins Fix
    9. INV Set IV Batch Post To GL Checkbox
    10. PM PM Apply Zoom-Zoom To Document
    11. PM PM Inquiry-Bank Rec Link
    12. PM Prompt To Add PURCH Acct To Vendor
    13. PM Relabel Process Button As Run
    14. PM Select Checks Defaults
    15. PM Select Checks Status Message
    16. PM Unmark Select Checks Apply Boxes
    17. PM Vendor Approval
    18. POP Allow SO Commitments
    19. POP Auto Close Child Windows
    20. POP Calculate Release Date
    21. POP Lock Last Cost
    22. POP Lock PO Cost Fields
    23. POP Non-Inventory Password
    24. POP Non-Inventory Unit of Measure
    25. POP PO Receipt Type Control
    26. POP Prevent Use Of Non-Inventory Items
    27. POP Prompt To Add Non-Inventory Items
    28. POP PURCH Distributions Override
    29. POP Require PURCH Account in PO Entry
    30. POP Sync PO Lines To SOP
    31. RM Applied Status
    32. RM Cash Receipt Report
    33. RM Customer Address UDF Labels
    34. SOP Auto-Apply Return To Copied Invoice
    35. SOP Auto-Close Child Windows
    36. SOP Auto-Fill GL Reference
    37. SOP Auto-Open Customer Detail
    38. SOP Auto-Set Qty To Backorder
    39. SOP Cancel Drop-Ship
    40. SOP Clear Default Site
    41. SOP Credit Limit Alert
    42. SOP Customer PO Check For Duplicate
    43. SOP Customer PO Require Unique
    44. SOP Customer PO Required
    45. SOP Display Shipping Weight In Title Bar
    46. SOP Document Detail Inquiry Document Zoom
    47. SOP Doc Detail Voids Asterisk
    48. SOP Duplicate Items Warning
    49. SOP Email History
    50. SOP Freight Field Controls
    51. SOP Non-Inventory Unit Of Measure
    52. SOP Non-Tracked Item Serial/Lot Entry
    53. SOP Payment Zoom
    54. SOP Print Options Defaults
    55. SOP Quick Print Mail Labels
    56. SOP Require Customer Item
    57. SOP Req. Ship Date Auto-Calculate
    58. SOP Req. Ship Date Rolldown
    59. SOP Req. Ship Date SOP Line - MOP/POP Link
    60. SOP Reset Document Date
    61. SOP Reset Pack Slip Num On Transfer
    62. SOP Reset Pick Ticket Num On Transfer
    63. SOP Rules
    64. SOP SO-PO Dropship Item Cost From SO
    65. SOP SO-PO Non-IV Item Cost From SO
    66. SOP Trade Discount Calculation
    67. SOP Transfer Doc Auto-Mark Options
    68. SOP Use Item Default Site
    69. SYS Cache System Password
    70. SYS Dynamics GP User Setup
    71. SYS iNet Info Button Highlight
    72. SYS Login Controls
    73. SYS Note Activity Locking
    74. SYS Password Expiration Alert
    75. SYS SmartList Favorite Lock
    76. SYS SmartList Hide Treeview
    77. SYS SmartList Keep Favorite Open
    78. SYS SmartList Resize
    79. SYS Window Note OLE Container
    80. UPR Relabel Process Button As RUN

2.Installation #

The installation process for all WilloWare products is identical.  Please review the general installation instructions at www.willoware.com/install.

3.Registration #

All WilloWare software uses the same Registration window.  See the general Registration Window instructions here:

//willoware.com/online/registration-window/

4.About #

The About Window for all WilloWare products is identical.  Open the About Window by going to Help >> About Microsoft Dynamics GP.  From that window select Additional >> About {WilloWare Product/Customization}.

{WilloWare Product/Customization} = the installed product, such as GP PowerPack or LabelLink.

Please refer to the general About Window guide here: www.willoware.com/online/about-window

5.Security #

Security

The Installation routine will automatically create a Security Task called GPPP, and a Security Role called GPPP.

The Task will have access to all windows in GP PowerPack, and the Task will be assigned to the Role.

To give a user access to GP PowerPack you can either assign the Task to an existing Role, or assign the new GPPP Role to a user.

Do NOT modify the GPPP Security Task. Each time an update is installed for GP PowerPack it will recreate the Task so it has access to everything in the suite, and any changes will be lost.

6.Setup #

Setup

HelpID:502622002

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

This section provides a general overview of how the Setup window works, but it does not discuss the specific setup for each Feature or Tweak. Each Feature or Tweak is covered in the following sections. The subsequent sections will refer back to this Setup section when discussing enabling or disabling the Feature/Tweak.

GP PowerPack contains Modules (more full-featured enhancements to Dynamics GP), and Tweaks (small enhancements or “tweaks” to GP functionality). Each Module or Tweak must be enabled before it can be used—by default NOTHING is enabled regardless of the registration key. This provides a fine level of control over which features are active in your system.

For most Modules/Tweaks, the Registration Key makes them visible in the Setup window, but they are disabled by default. Only the Modules/Tweaks for which you are registered will appear in the Setup window.

A few Modules/Tweaks are available only via the GoTo button if you are registered for them (they are not listed in the main Setup window). For example, the Alerts module setup is accessed from the GoTo button, and that window is used to activate/inactive specific types of Alerts.

Asterisk = Has Additional Setup

Items listed in the Setup window with an ASTERISK have additional setup. Double-click on the Module or Tweak to open the additional setup window. When additional setup is required the message box at the bottom of the window will display “Double-click for additional setup.” In the example above, double click on the words “TWK-SOP: Customer PO – Required*” to open the additional setup window.

For the user making changes in the Setup window, many changes will immediately enable/disable upon closing the Setup window. All other users need to log out then back in to have the new Modules/Tweaks become active/inactive.

If a Module or Tweak does not immediately enable or disable, you may need to log-out of Dynamics GP, and then log back in for the feature change to take effect.

The Modules are listed first, followed by the Tweaks. All Modules and Tweaks are presented in alphabetical order in the Setup window and in this Manual.

Find: The Find box restricts the setup window to show only Modules/Tweaks containing the search term you enter. For example, if you enter “SOP” the window will redisplay to show all Modules/Tweaks containing the word “SOP”. Clear the box to redisplay with all items.

Show Enabled Only: redisplays the Setup window to show only the enabled Modules/Tweaks.

7.Alerts #

Overview

Alerts “sticky notes” that you can attach to master records and documents in Dynamics GP.  Everywhere that master record (such as an Item Number) or transaction (such as a Sales Transaction) is used the Alert will pop-open to present the alert to the user.

Alerts in some transactions trace links to other documents and will show linked alerts.  For example, Alerts in Sales Transaction Entry will display linked PO Alerts.

Alerts comes with a large number of pre-built alerts.  These “System Alerts” are enabled/disabled per window.  Enabling Alerts for a window may turn on an entire group of alerts, such as item alerts, customer alerts, vendor alerts, and document alerts.  Enabling alerts on Sales Transaction Entry, for example, turns on Customer, Item, and Sales Transaction Alerts.

If multiple System Alerts are enabled for a window, such as Sales Transaction Entry, you can use Alert Builder to further customize the Alerts by turning specific Alerts on or off, and changing the navigation to reach the alerts. For example, enabling the System Alerts on the Service Depot Entry window adds a Work Order Alert, two different Item Alerts, Equipment Alerts, Customer Alerts, and PO Alerts.  If only the Work Order Alert is needed on this window, use the Alert Builder window to disable the other alerts.

Alert Builder is used to tailor the System Alerts, as well as to create new Alerts on 3rd Party Product windows or customizations.

“Out of the box” Alerts can be created for:

    • Customers
    • Inventory Transactions
    • Inventory Transfers
    • Items
    • Purchase Orders
    • Receivables Transactions
    • Sales Transactions
    • Service Calls
    • Service Configurations
    • Service Contracts
    • Service Equipment
    • Service RMAs
    • Service Transfers
    • Service Work Orders
    • Vendors

 

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack.  On the GP PowerPack window click the GoTo button >> Alerts – Enable/Disable

 The Alerts Setup window is used to enable/disable a set of System Alerts by GP window.  System Alerts are pre-defined Alerts that are part of the Alerts module.  The Alert Build window is used to create new, User Alerts.

Enabling Alerts for a window may turn on a large number of alerts, some of which you may not want to have active.  Alert Builder, covered in the next section, can be used to further refine Alerts by enabling/disabling specific Alerts on each window.

Alerts

Buttons

GoTo

Alert Errors reports any errors encountered by Alerts when registering Alert triggers, or when attempting to display Alerts.  If an Alert is not working as expected, check for Errors.

Fields

Alert Background Color: Set a background color for the Alert View window (shown below).  Setting a bright color can help grab attention when the Alert pops-open.

Alerts

Alert Window Type: There are two options: (1) Require Acknowledgement, and (2) Allow to Remain Open.  The first option opens the Alert as a “warning”—the window comes to the foreground and it must be closed before continuing.

The second option displays Alerts as informational messages, similar to how Notes windows work.  The Alert will pop into the foreground when it needs to display a new Alert, but the window can remain open.  Additionally, multiple Alerts windows can be open at the same time (i.e. if there is a Customer Alert on Sales Transaction Entry, and then also an Item Alert).

The following table shows the Alerts enabled by marking each checkbox in the Alert Setup window.

 

System Alerts

Location Alerts
IV: Item Maintenance Add/Edit Item Alert

Alert pop-up when Item Number is entered

This alert must be enabled to be able to create Item Alerts.  In any other location that refers to “View Item Alert”, the Item Alert is created by the Add/Edit Alert menu on Item Maintenance.
IV: Item Transaction Entry Add/Edit Item Transaction Alert (attached to the transaction)

Alert pop-up when Transaction is selected

View Item Alert

Item Alert pop-up when Item is entered
IV: Item Transaction Inquiry – Add/Edit Alert Add/Edit Transaction Alert. Since the inquiry displays posted transactions, enabling Add/Edit on the Inquiry window means that an Alert on a posted transaction could be edited.

Alert pop-up when Transaction is selected

View Item Alert
IV: Item Transaction Inquiry – View Only Alert View Transaction Alert. The Alert is not editable

Alert pop-up when Transaction is selected

View Item Alert
IV: Item Transfer Entry Add/Edit Item Transfer Alert (attached to the transaction)

Alert pop-up when a transaction is selected

View Item Alert

Alert pop-up when Item is selected
PM: Apply Payables Documents View Vendor Alert

Alert pop-up when Vendor is selected
PM: Payables Manual Payment Entry View Vendor Alert

Alert pop-up when Vendor is selected
PM:Payables Transaction Entry View Vendor Alert

Alert pop-up when Vendor is selected
PM: Vendor Maintenance Add/Edit Vendor Alert

Alert pop-up when Vendor is selected

This alert must be enabled to be able to create Vendor Alerts.  For other location that refers to View Vendor Alert, the Vendor Alert is created by the Add/Edit Alert menu on Vendor Maintenance.
POP: Purchase Order Entry Add/Edit Purchase Order Alert

Purchase Order Alert pop-up when PO is selected

View Vendor Alert

Vendor Alert pop-up when Vendor is selected

View Item Alert

Item Alert pop-up when Item is selected

The Item Alerts in this location work on both the main window, and the Detail Entry window.

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.
POP: Purchase Order Inquiry Zoom – Add/Edit Alert View PO Alert

PO Alert pop-up when PO is selected

View Item Alert

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.
POP: Purchase Order Inquiry Zoom – View Only Alert View PO Alert

PO Alert pop-up when PO is selected

View Item Alert

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.
POP: Purchasing Invoice Entry View PO Alert

PO Alert pop-up when PO is selected

View Vendor Alert

Vendor Alert pop-up when Vendor is selected

View Item Alert

Item Alert pop-up when Item is selected

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.
POP: Receivings Transaction Entry View PO Alert

PO Alert pop-up when PO is selected

View Vendor Alert

Vendor Alert pop-up when Vendor is selected

View Item Alert

Item Alert pop-up when Item is selected

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.
RM: Apply Sales Documents View Customer Alert

Customer Alert pop-up when Customer is selected

View Credit Document Alert (i.e. an Alert attached to a Cash Receipt)

View Debit Document Alert (i.e. an Alert attached to a Sales Invoice)
RM: Cash Receipts Entry Add/Edit Cash Receipt Alert

Cash Receipt Alert pop-up when document is selected

View Customer Alert

Customer Alert pop-up when Customer is selected
RM: Customer Maintenance Add/Edit Customer Alert

Customer Alert pop-up when Customer is selected

This alert must be enabled to create Customer Alerts.  Any location that refers to View Customer Alert will display the Alert created on the Customer in Customer Maintenance.
RM: Receivables Transaction Entry Add/Edit Receivables Transaction alert (an Alert attached to the transaction)

Receivables Transaction Alert pop-up when transaction is selected

View Customer Alert

Customer Alert pop-up when Customer is selected
SOP: Sales Transaction Entry Add/Edit Transaction Alert

Transaction Alert pop-up when a transaction is selected

View Customer Alert

Customer Alert pop-up when Customer is selected

View Item Alert

Item Alert pop-up when Item is selected

Item Alerts work on both the main window and the Detail Entry window.

The Transaction Alert links to POP and Customer Alerts.  If there is a SOP-POP link and the PO has an Alert, it will pop-up when the Sales Transaction is selected.  Likewise, if the Customer has an alert, it will pop-open when the transaction is selected.
SOP: Sales Transaction Inquiry Zoom – Add/Edit Add/Edit transaction Alert

Transaction alert pop-up when transaction is selected
SOP: Sales Transaction Inquiry Zoom – View Only View transaction Alert

Transaction alert pop-up when transaction is selected
SVC: Configuration Maintenance Add/Edit Configuration Alert

Configuration Alert pop-up when Configuration is selected

View Equipment Alert

Equipment Alert pop-up when Equipment is selected

View Customer Alert

Customer Alert pop-up when Customer is selected

View Item Alert

Item Alert pop-up when Item is selected
SVC: Contract Entry/Update Add/Edit Contract Alert

Contract Alert pop-up when a Contract is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

View Item Alert – Contract

Item Alert pop-up when a contract Item is selected

View Item Alert – Non Covered

Item Alert pop-up when a non-covered Item is selected

View Equipment Alert

Equipment Alert pop-up when an Equipment record is selected
SVC: Desktop Audit View Equipment Alert

Equipment Alert pop-up when an Equipment record is selected
SVC: Equipment Inquiry – Add/Edit Add/Edit Equipment Alert

Equipment Alert pop-up when an Equipment record is selected
SVC: Equipment Inquiry – View Only View Equipment Alert

Equipment Alert pop-up when an Equipment record is selected
SVC: Equipment Maintenance Add/Edit Equipment Alert

Equipment Alert pop-up when an Equipment record is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

This alert must be enabled to add/edit Alerts on Equipment records.  Any location that refers to View Equipment Alert will display the Alert attached to the Equipment record created in this window.
SVC: Equipment Service Calls This is not the Service Call window.  Go to Inquiry >> Service Call Mgmt >> Equipment Service Calls

View Equipment Alert

Equipment Alert pop-up when an Equipment record is selected

View Service Call alert
SVC: Inventory Receipts View Transfer Alert

Transfer Alert pop-up when a transaction is selected

View Item Alert
SVC: Inventory Transfers Add/Edit Transfer Alert

Transfer Alert pop-up when a transaction is selected

View Item Alert

Item Alert pop-up when an Item is selected
SVC: RMA Entry/Update Add/Edit RMA Alert

RMA Alert pop-up when an RMA is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

View Item Alert – Return Item

Return Item Alert pop-up when a Return Item is selected

View Item Alert – Misc Item

Misc Item Alert pop-up when a Misc Item is selected

View Equipment Alert – Misc

Misc Item Equipment Alert pop-up when an Equipment record is selected
SVC: Service Call Entry/Update Add/Edit Service Call Alert

Service Call Alert pop-up and a Service Call is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

View Item Alert

Item Alert pop-up when an Item is selected

View Item Alert – Parts

Item Alert pop-up when a Parts Item is selected

View Item Alert – Additional

Item Alert pop-up when an Additional Item is selected

View Equipment Alert

Equipment Alert pop-up and an Equipment record is selected

View PO Alert – Additional

View PO Alert – Expenses

View PO Alert – Parts
SVC: Service Call Inquiry – Add/Edit Add/Edit Service Call Alert

Service Call Alert pop-up when a Service Call is selected

View Customer Alert

View Item Alert

View Item Alert – Parts

View Item Alert – Additional

View Equipment Alert

View PO Alert – Additional

View PO Alert – Expenses

View PO Alert – Parts
SVC: Service Call Inquiry – View Only View Service Call Alert

Service Call Alert pop-up when a Service Call is selected

View Customer Alert

View Item Alert

View Item Alert – Parts

View Item Alert – Additional

View Equipment Alert

View PO Alert – Additional

View PO Alert – Expenses

View PO Alert – Parts
SVC: Work Order Entry/Update Add/Edit Depot Work Order Alert

Work Order Alert pop-up when a WO is selected

View Item Alert – Inbound

Inbound Item Alert pop-up and an Item is selected

View Item Alert – Outbound

Outbound Item Alert pop-up when an Item is selected

View Item Alert – Parts

Parts list Item Alert pop-up when an Item is selected

View Equipment Alert – Inbound

Equipment Alert pop-up and an Inbound Equipment record is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

View PO Alert – Parts

 

Alert Builder

Use Alert Builder to create new Alerts attached to GP window, or windows in 3rd party products or customizations.  Alert Builder can also make some changes to the pre-built System Alerts.

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack.  On the GP PowerPack window click the GoTo button >> Alert Builder

Buttons

NEW

Start a new custom alert by clicking the NEW button.  Alerts will be numbered starting at 22,000.  The System Alerts provided with the product all have IDs below 22,000.  You can view System Alerts by marking the Show System Alerts checkbox in the Lookup Alert ID window:

Alerts

No changes can be made to System Alerts.  However, they are a good resource for learning how to create custom Alerts.

SAVE

Save the currently displayed Alert.

DELETE

You will be prompted to confirm you want to delete the Alert.  User Alerts can be deleted, System Alerts cannot.  Deleting an Alert ONLY deletes the “trigger” for the Alert.  It does NOT delete the data saved for the Alert.  For example, deleting a SOP Alert would remove the trigger from setup, but it would not delete the alerts attached to SOP Documents.

COPY

You can copy a System Alert or a User Alert.  First select the Alert you want to copy, then click the Copy button.  It will be copied to a new Alert ID.

Fields

Alert ID

Enter the ID for an existing Alert, or select one from the Lookup.  Click the NEW button to create a new Alert ID.

Alert Type

Select the location (window/series/module) where the Alert will be attached.  If you are creating an alert for a location/window/product that does not exist in the dropdown list, select Custom.

Alert Window

Select Alert Entry to create an “Add/Edit” Alert window.

Select Alert View to create a View Only Alert window.  Use this type to create the “alert pop-up”.

You will often need to create two Alerts, one using the Alert Entry window so you have the ability to create new Alerts, and one using the Alert View window so the Alerts will pop-up when the record is selected.

Hot Key

Either type of window can be assigned to a Hot Key (i.e. CTRL+T).

The following Hot Keys can be used:

A to Z (capital A to capital Z)

p to z (lower case p to lower case z). These map to F1 to F11, so using “p” will result in the Hot Key CTRL + F1, and “q” will result in CTRL+F2.

0-9

Menu Name

Enter a name for the menu option that will appear in the Additional Menu.  For example, “Add/Edit Alert” or “View Alert”.

 

Trigger Type

FORM is used to add an Additional Menu option to open the Alert window.

FOCUS is used to provide the automatic pop-open of an Alert.  The FOCUS trigger will be on a field on the window.  For example, a Customer Alert would have a FOCUS trigger on the Customer Number field so that when a value is entered into that field it “triggers” the Alerts module to check for and display an Alert.

Attachment

This is only used with FOCUS triggers.  Normally you will use CHANGE.  This means that the FOCUS trigger will fire after the field CHANGEs.

Trigger Point

A Trigger Point is the dexterity Form (for FORM triggers), or a dexterity field (for CHANGE triggers).  You can type this directly into the field, but it may be easier (and more accurate) to use the Lookup Resource window.

alerts5

For a FORM trigger (which adds the Additional Menu navigation), select the Product, Series and Form name.

Alerts

For a CHANGE trigger, select the Product, Series, Form, Window and Field.

Keys For Record

Select one or more fields from your custom window which define a unique record.  For example, on the Item Maintenance window, “Item Number” is enough to define a unique record because each Item Number is unique.  However, on Sales Transaction Entry you need two keys (SOP Type and SOP Number) to define a unique record (depending on how the document numbering sequences are set up, it is possible that Orders and Invoices could have the same document number, so the SOP Type is needed to identify one from the other).

You can use up to four fields.  It is required to have at least one.

Keys For Display

As you select Keys For Record, they will automatically populate into the Keys For Display fields.  The Display Keys are used on the Alert Window (and report) as a “label” for the Alert.  In a composite key (where more than one field is needed), you may want only one or two of the fields to “display” when showing the Alert.  For example, for a SOP Alert you might show only the SOP Number.

Activate

Mark the Activate checkbox to make the new Alert active.  Then click the GoTo button and select Re-Register Alerts Triggers.  This process will enable the new triggers for the current user (other users will need to close GP and log-in again).

 

Re-Register Alerts

Navigation: GoTo Button >> Re-Register Alerts Triggers

Alerts

Click the button to re-register the Alerts triggers.  These changes become active for the current user.  Other users will need to close GP and then log-in again for any changes to be activated.

Export Alerts

Navigation: GoTo Button >> Export Alerts

You can export one Alert, all System Alerts, or all User Alerts.  To export a single Alert, select it so it is displayed in the Alert Build window before opening Export Alerts.

Alerts

Select a folder where you want to save the Alert(s), and provide a name for the file.  The Alerts will be exported as a CSV file.  You do not need to add the file extension to the file name.

Click the EXPORT button.

Import Alerts

Navigation: GoTo Button >> Import Alerts

Alerts

Select an Alert Export file, then click the Import button.  Alert IDs will NOT be overwritten.  New IDs will be created for each imported Alert.

 

Creating a New Alert

Creating Custom Alerts requires a high degree of familiarity with Dexterity.  WilloWare Support can create Custom Alerts for you.  Please contact support@willoware.com for rates.

Alerts are, in general, created using two types of “triggers”.

      1. A trigger on a “form” (a GP window) which adds the Additional menu option to Add/Edit or View the Alert.  This is a FORM Trigger.
      2. A trigger on a field change script which causes an Alert to pop-open.  This is a FOCUS Trigger.

When creating a new Alert the first step is to create a Form Trigger.  The Form Trigger adds the Additional Menu navigation to open the Alert Entry window or Alert View window.  If you are adding the Alert to a Maintenance or Transaction Entry window, you should add navigation to the Alert Entry window.  If you are adding the Alert to an Inquiry window, you should add navigation to the Alert View window.

However, you can have the Alert Entry window open from Inquiry windows too, if you want users to have the ability to Add/Edit Alerts, but not have access to the Maintenance or Transaction window where the records are created.

Each Alert usually requires at least one other trigger—a trigger to make the Alert pop open.  This is usually a Focus Trigger on a field on the window.  For example, a Focus Trigger on the CHANGE of Item Number on Item Maintenance could be used to pop-open Alert View.

The following steps will add a new alert on Kit Maintenance.  Before creating a new alert you need to gather information about the location where the Alert will be added.  You will need to know the dexterity technical name of the form, window, and field.  A good way to get this information is to open the desired window in Modifier.

Alerts

In Modifier you can see several important pieces of information:

  • Series = Inventory
  • Form Name = IV_Item_Kits
  • Window = IV_Item_Kits
  • Field = Item Number

In the Properties window (below) you can see the Title of the window is “Item Kit Maintenance”.  This is what will appear in the Window Name field in the Resource Lookup window.

Alerts

Click the NEW button on Alert Builder to generated the next Alert ID.

Alert ID: This must be generated by the system.  User Alerts are numbered 22,000 and up.  The System Alerts are numbered 1 to 21,999.  The System Alerts can be viewed, but cannot be changed or deleted.  Viewing the existing System Alerts is a good way to see how to create new alerts.

Alert Type: select Custom.

Alert Window: select Alert Entry.  The Alert View window is used for the “pop-up” Alert display.  As described in more detail below, the Alert View is usually launched by a field change trigger.  The Alert Entry window is used to create and maintain an Alert, and is usually accessed only via the Additional menu on the primary window associated with the Alert Type.

Trigger Type: select FORM.  Form triggers are used to add navigation to manually open the Alert Entry or Alert View window.

Hot Key: This is used only for Form Triggers (Additional Menu navigation), and provides a keyboard shortcut to open the window.  Enter Hot Key = E, and Menu Name = Add/Edit Alert.

Trigger Point: For a Form Trigger the Trigger Point is just the name of the form.  We found this earlier by opening the form in Modifier, so you can enter IV_Item_Kits.  The capitalization needs to match exactly.  You can also lookup the form.  Using the Lookup window ensures correct spelling and capitalization.

Alerts

Keys For Record: Select one or more fields from the window that are the record key.  You may need to look up the Table Definition to see what the primary key is.  For an Item Alert the key is the Item Number field.  For a SOP Alert the key is SOP Type and SOP Number.  For Alerts that have multiple keys, such as a SOP Alert, it is important that the key fields be entered in the correct order.  Look at the System Alerts if you are unsure what the key fields are.

If you are familiar with Dexterity syntax you can manually type in the field name.  However, to ensure correct spelling and punctuation, use the Lookup.

Alerts

Select the Item Number field, then click SELECT.

Keys For Display: The Keys for Display will fill-in automatically as you select the Keys for Record.  The Keys for Display have no effect on the storage or retrieval of the alert.  Normally they are the same as the Keys For Record, but they do not need to be.  For the SOP Alerts, for example, the only field selected for Keys for Display is the SOP Number field.  If both SOP Number and SOP Type were included in the Keys for Display the top of the Alert window would show “Alert for B000003~2”, which is a combination of the SOP Number and the numeric value which corresponds to “Order”.

Alerts

Your Alert Builder window should now look like the sample shown below.

Alerts

Click the SAVE button.

The second trigger is the one that makes the Alert pop-open automatically.  On Item Kit Maintenance the obvious place to put this trigger is on the Item Number field.  It appears that when you enter an Item Number, select one from the Lookup, or use the scrolling buttons, the Item Number field “changes”.

However, this is often not the case.  The auto-open Alert trigger requires more investigation.  The best way to do this is with a dex script log.  If you are not familiar with editing the dex.ini file or how to create a dex script log, do not proceed with these steps.

Alerts

As shown above, add the following line to the dex.ini file: ScriptDebugger=TRUE.  This will add a new Menu to GP through which you can enable/disable script logging from inside GP so that you can capture a log of just the activity you want to examine.

Log-in to GP and open the Item Kit Maintenance window.

Alerts

From the Debug menu, select Log Scripts.  Save the file to your Desktop (or another location you can find easily).

Type in a Kit Item Number and press the TAB key.  This will cause the Item Number “change script” to run.  Go back to Debug and unmark Log Scripts.

Alerts

Open the script log.  You can see that the first line (IV_Item_Kits Item_Number_CHG) is the Item Number “change script” running.  Then “Display() of form IV_Item_Kits” runs.  When you see parentheses after a word that means it is a FUNCTION.  ExistsForItemID() and Create() are also functions.  SetRangeItemID does not have parentheses, so it is a PROCEDURE.

Record another script of clicking once on the scrolling buttons.  In that script you will also find Display() of form IV_Item_Kits, but you will NOT find IV_Item_Kits Item_Number_CHG.  This means that the Item Number “change script” does not run each time the Item Number changes.  However, Display() of form IV_Item_Kits does run regardless of how the Item Number is entered/selected.

So, the “pop up Alert” trigger will need to be a Function Trigger.

Click NEW to start a new trigger.

Alert Type: Select Custom

Alert Window: Select Alert View

Trigger Type: Select Function

Trigger Point: enter the following: Display of form IV_Item_Kits

There is no Lookup to find this—it must be manually entered.  Note that the parentheses are NOT included.

Keys for Record: This is the same key used for the Additional Menu trigger.  The Alert is attached to the Kit Item Number.

Keys for Display: this will populate automatically with the Item Number entered in the Record Keys.

Click SAVE.

To activate newly created Alerts, click the GoTo button and select Re-Register Alerts Triggers.  On the Register window click the Register Alerts Triggers button.

This will only activate the new Alerts for the current user.  Other logged-in users must restart GP for the changes to take effect.

 

Tables

Table Name Physical Name Purpose
wAlertErr W5026AlertErr Stores errors encountered by Alerts when it attempts to register Alert triggers, or display Alerts.
wAlerts W5026105 Stores the Alerts.  Alert Key is a composite field that may contain up to four pieces of information.  The fields are separate with "~".  So SOP Type Invoice and SOP Number "STDINV2233" will appear as "3~STDINV2233".
wAlertSetup W5026AlertSetup Stores the Alert Triggers.  Both System and User Alerts are stored in this table.

7.1.Alerts Setup #

Alerts Setup

HelpID: 502622107

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack. On the GP PowerPack window click the GoTo button >> Alerts – Enable/Disable

The Alerts Setup window is used to enable/disable a set of Alerts by GP window. Enabling Alerts for a window may turn on a large number of alerts, some of which you may not want to have active. Alert Builder, covered in the next section, can be used to further refine Alerts by enabling/disabling specific Alerts on each window.

Alert Background Color: Set a background color for the Alert View window (shown below). Setting a bright color can help grab attention when the Alert pops-open.

Alert Window Type: There are two options: (1) Require Acknowledgement, and (2) Allow to Remain Open. The first option opens the Alert as a “warning”—the window comes to the foreground and it must be closed before continuing.

The second option displays Alerts as informational messages, similar to how Notes windows work. The Alert will pop into the foreground when it needs to display a new Alert, but the window can remain open. Additionally, multiple Alerts windows can be open at the same time (i.e. if there is a Customer Alert on Sales Transaction Entry, and then also an Item Alert).

The following table shows the Alerts enabled by marking each checkbox in the Alert Setup window.

Location Alerts
IV: Item Maintenance Add/Edit Item Alert

Alert pop-up when Item Number is entered

This alert must be enabled to be able to create Item Alerts. In any other location that refers to “View Item Alert”, the Item Alert is created by the Add/Edit Alert menu on Item Maintenance.

IV: Item Transaction Entry Add/Edit Item Transaction Alert (attached to the transaction)

Alert pop-up when Transaction is selected

View Item Alert.

Item Alert pop-up when Item is entered

IV: Item Transaction Inquiry – Add/Edit Alert Add/Edit Transaction Alert. Since the inquiry displays posted transactions, enabling Add/Edit on the Inquiry window means that an Alert on a posted transaction could be edited.

Alert pop-up when Transaction is selected

View Item Alert

IV: Item Transaction Inquiry – View Only Alert View Transaction Alert. The Alert is not editable.

Alert pop-up when Transaction is selected.

View Item Alert

IV: Item Transfer Entry Add/Edit Item Transfer Alert (attached to the transaction).

Alert pop-up when a transaction is selected

View Item Alert

Alert pop-up when Item is selected

PM: Apply Payables Documents View Vendor Alert

Alert pop-up when Vendor is selected

PM: Payables Manual Payment Entry View Vendor Alert

Alert pop-up when Vendor is selected

PM:Payables Transaction Entry View Vendor Alert

Alert pop-up when Vendor is selected

PM: Vendor Maintenance Add/Edit Vendor Alert

Alert pop-up when Vendor is selected.

This alert must be enabled to be able to create Vendor Alerts. For other location that refers to View Vendor Alert, the Vendor Alert is created by the Add/Edit Alert menu on Vendor Maintenance.

POP: Purchase Order Entry Add/Edit Purchase Order Alert

Purchase Order Alert pop-up when PO is selected

View Vendor Alert

Vendor Alert pop-up when Vendor is selected

View Item Alert

Item Alert pop-up when Item is selected

The Item Alerts in this location work on both the main window, and the Detail Entry window.

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.

POP: Purchase Order Inquiry Zoom – Add/Edit Alert Add/Edit Purchase Order Alert. Since this is an Inquiry window, enabling the Add/Edit Alert allows adding or changing alerts on historical documents.

PO Alert pop-up when PO is selected

View Item Alert

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.

POP: Purchase Order Inquiry Zoom – View Only Alert View PO Alert

PO Alert pop-up when PO is selected

View Item Alert

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.

POP: Purchasing Invoice Entry View PO Alert

PO Alert pop-up when PO is selected

View Vendor Alert

Vendor Alert pop-up when Vendor is selected

View Item Alert

Item Alert pop-up when Item is selected

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.

POP: Receivings Transaction Entry View PO Alert

PO Alert pop-up when PO is selected

View Vendor Alert

Vendor Alert pop-up when Vendor is selected

View Item Alert

Item Alert pop-up when Item is selected

The PO Alert links to Vendor, Sales (SOP-POP Links), and Service Call Alerts, so if a PO has a SOP-POP Link and the linked Sales Order has an Alert, that alert will pull-through and display when the PO is selected.

RM: Apply Sales Documents View Customer Alert

Customer Alert pop-up when Customer is selected

View Credit Document Alert (i.e. an Alert attached to a Cash Receipt)

View Debit Document Alert (i.e. an Alert attached to a Sales Invoice).

RM: Cash Receipts Entry Add/Edit Cash Receipt Alert

Cash Receipt Alert pop-up when document is selected

View Customer Alert

Customer Alert pop-up when Customer is selected

RM: Customer Maintenance Add/Edit Customer Alert

Customer Alert pop-up when Customer is selected

This alert must be enabled to create Customer Alerts. Any location that refers to View Customer Alert will display the Alert created on the Customer in Customer Maintenance.

RM: Receivables Transaction Entry Add/Edit Receivables Transaction alert (an Alert attached to the transaction)

Receivables Transaction Alert pop-up when transaction is selected

View Customer Alert

Customer Alert pop-up when Customer is selected

SOP: Sales Transaction Entry Add/Edit Transaction Alert

Transaction Alert pop-up when a transaction is selected

View Customer Alert

Customer Alert pop-up when Customer is selected

View Item Alert

Item Alert pop-up when Item is selected.

Item Alerts work on both the main window and the Detail Entry window.

The Transaction Alert links to POP and Customer Alerts. If there is a SOP-POP link and the PO has an Alert, it will pop-up when the Sales Transaction is selected. Likewise, if the Customer has an alert, it will pop-open when the transaction is selected.

SOP: Sales Transaction Inquiry Zoom – Add/Edit Add/Edit transaction Alert

Transaction alert pop-up when transaction is selected

SOP: Sales Transaction Inquiry Zoom – View Only View transaction Alert

Transaction alert pop-up when transaction is selected

SVC: Configuration Maintenance Add/Edit Configuration Alert

Configuration Alert pop-up when Configuration is selected

View Equipment Alert

Equipment Alert pop-up when Equipment is selected

View Customer Alert

Customer Alert pop-up when Customer is selected

View Item Alert

Item Alert pop-up when Item is selected

SVC: Contract Entry/Update Add/Edit Contract Alert

Contract Alert pop-up when a Contract is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

View Item Alert – Contract

Item Alert pop-up when a contract Item is selected

View Item Alert – Non Covered

Item Alert pop-up when a non-covered Item is selected

View Equipment Alert

Equipment Alert pop-up when an Equipment record is selected

SVC: Desktop Audit View Equipment Alert

Equipment Alert pop-up when an Equipment record is selected

SVC: Equipment Inquiry – Add/Edit Add/Edit Equipment Alert

Equipment Alert pop-up when an Equipment record is selected.

SVC: Equipment Inquiry – View Only View Equipment Alert

Equipment Alert pop-up when an Equipment record is selected.

SVC: Equipment Maintenance Add/Edit Equipment Alert

Equipment Alert pop-up when an Equipment record is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected.

This alert must be enabled to add/edit Alerts on Equipment records. Any location that refers to View Equipment Alert will display the Alert attached to the Equipment record created in this window.

SVC: Equipment Service Calls This is not the Service Call window. Go to Inquiry >> Service Call Mgmt >> Equipment Service Calls

View Equipment Alert

Equipment Alert pop-up when an Equipment record is selected

View Service Call alert

SVC: Inventory Receipts View Transfer Alert

Transfer Alert pop-up when a transaction is selected

View Item Alert

SVC: Inventory Transfers Add/Edit Transfer Alert

Transfer Alert pop-up when a transaction is selected

View Item Alert

Item Alert pop-up when an Item is selected

SVC: RMA Entry/Update Add/Edit RMA Alert

RMA Alert pop-up when an RMA is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

View Item Alert – Return Item

Return Item Alert pop-up when a Return Item is selected

View Item Alert – Misc Item

Misc Item Alert pop-up when a Misc Item is selected

View Equipment Alert – Misc

Misc Item Equipment Alert pop-up when an Equipment record is selected

SVC: Service Call Entry/Update Add/Edit Service Call Alert

Service Call Alert pop-up and a Service Call is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

View Item Alert

Item Alert pop-up when an Item is selected

View Item Alert – Parts

Item Alert pop-up when a Parts Item is selected

View Item Alert – Additional

Item Alert pop-up when an Additional Item is selected

View Equipment Alert

Equipment Alert pop-up and an Equipment record is selected

View PO Alert – Additional

View PO Alert – Expenses

View PO Alert – Parts

SVC: Service Call Inquiry – Add/Edit Add/Edit Service Call Alert

Service Call Alert pop-up when a Service Call is selected

View Customer Alert

View Item Alert

View Item Alert – Parts

View Item Alert – Additional

View Equipment Alert

View PO Alert – Additional

View PO Alert – Expenses

View PO Alert – Parts

SVC: Service Call Inquiry – View Only View Service Call Alert

Service Call Alert pop-up when a Service Call is selected

View Customer Alert

View Item Alert

View Item Alert – Parts

View Item Alert – Additional

View Equipment Alert

View PO Alert – Additional

View PO Alert – Expenses

View PO Alert – Parts

SVC: Work Order Entry/Update Add/Edit Depot Work Order Alert

Work Order Alert pop-up when a WO is selected

View Item Alert – Inbound

Inbound Item Alert pop-up and an Item is selected

View Item Alert – Outbound

Outbound Item Alert pop-up when an Item is selected

View Item Alert – Parts

Parts list Item Alert pop-up when an Item is selected

View Equipment Alert – Inbound

Equipment Alert pop-up and an Inbound Equipment record is selected

View Customer Alert

Customer Alert pop-up when a Customer is selected

View PO Alert – Parts

Alert Background Color: the color of the Alert View window can be changed to help draw attention to the alert.

7.2.Alert Builder #

Alert Builder

HelpID: 502622025, 502622024

Use Alert Builder to create new Alerts attached to GP window, or windows in 3rd party products or customizations. Alert Builder can also make some changes to the pre-built System Alerts. Creating Alerts requires a certain level of familiarity with Dexterity. Please contact support@willoware.com to inquire about consulting services if you need assistance.

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack. On the GP PowerPack window click the GoTo button >> Alert Builder

Creating a new Alert usually involves creating at least two Alert IDs: (1) an Alert View and (2) and Alert Entry, and you may also want to create an Alert ID that adds an Additional Menu option to manually open the Alert View window.

Adding an existing Alert Type (i.e. Item) to a new location will involve two Alert IDs:

A FORM Trigger to add an Additional Menu to access Alert View:

  • Alert Type = Item
  • Alert Window = Alert View
  • Trigger Type = Form

A FOCUS Trigger to pop-open the Alert:

  • Alert Type = Item
  • Alert Window = Alert View
  • Trigger Type = Focus
  • Attachment = Change

Creating a NEW Alert on an ID field that is not already supported will involve three Alert IDs. Two that are set up as described above, plus:

A FORM Trigger to add an Additional Menu to access Alert Entry:

  • Alert Type = Item
  • Alert Window = Alert Entry
  • Trigger Type = Form

See the section CREATING NEW ALERTS for more detail.

Alert ID: click NEW to generate the next Alert ID

Alert Type: there are two options—either you are adding an existing supported Alert Type (such as and Item Alert or Customer Alert) to a new location (i.e. a window that is not supported by the Alerts provided with the product), or, you are adding an Alert to a new type of ID field (such as Project ID in WennSoft). In the first scenario, select one of the existing Alert Types from the drop-down list (such as Item). In the second scenario, select CUSTOM (the last option in the list).

Alert Window: “Alert View” is the window that pops-open to display the Alert, and it is also the window that opens via an Additional Menu. “Alert Entry” is used to create or maintain the Alert. If you are adding a new location for a supported Alert Type, select “Alert View”. If you are creating a new type of Alert, you will need to create at least two Alert IDs, one using each Alert Window—start with Alert Entry.

Hot Key: This is only used for Alert View. Enter a letter or number. This will become the “hot key” to open the Alert View window (such as CTRL+K). Hot Key is not required. The following Hot Keys can be used:

    • A to Z (capital A to capital Z)
    • p to z (lower case p to lower case z). These map to F1 to F11, so using “p” will result in the Hot Key CTRL + F1, and “q” will result in CTRL+F2.
    • 0-9

ACTIVATE: You must mark this box to ENABLE the Alert.

Menu Name: This is only used when the Trigger Type is FORM. This is the menu that will appear when you select Additional >> “menu name”.

Product ID: Enter the Product ID for the product containing the window where you want to add the Alert.

Trigger Type: “Form” is used to add an Additional Menu. “Focus” is used to create an Alert that pops-open an Alert. The other options are advanced and are not discussed here.

Attachment: This is only used with Focus triggers. You will typically use “CHANGE”. Trigger Type and Attachment work together. For example, a Focus-Change trigger on the Item Number field on Item Maintenance will run whenever something is entered into the Item Number field AND the user tabs out of the field (or uses the mouse to move the cursor to another field). When the Focus-Change trigger runs, it will check if the Item Number has an Alert, and if so, open the Alert View window to display the Alert.

Trigger Point: For a Form trigger, the Trigger Point will be the form name. For a Focus trigger, this usually be a field. For example, adding a Form trigger on the Field Service Return To Vendor window would be:

Adding a Focus trigger on the Return Item Number on that window would look like this:

Click the Lookup button to the right or Trigger Point to open the Lookup Resource window.

The Type and Product will be selected automatically based on the information already provided on the Alert Builder window. Choosing the correct Series may require some hunting because windows are not always located where you might expect. Select a Series and then search through the Form list.

In Dexterity each Window is contained in a Form. Think of Form like a Folder, and each Window like a picture in the folder. A Form trigger adds an Additional Menu to all windows contained in the Form. For example, IV_Item_Maintenance contains five windows—the primary Item Maintenance window plus four other “sub” windows. The same Additional Menu will appear on all of them.

If you are creating a Focus Trigger, you will need to also select the Window and Field.

Keys for Record: use the Resource Lookup window again to select the field, or fields, that are used to identify the record. To do this correctly you need to be familiar with how the data is stored in the database—you need to be familiar with SQL table keys. For example, the “key” for the Item Master is the Item Number field. The “key” for a Customer Address is Customer Number AND Address Code.

Keys for Display: these fields will populate automatically as you enter the Keys For Record. Keys For Display are just used to display information in the “Alert For” box on the Alert View and Alert Entry windows, they do not affect how the Alert is retrieved or saved. The Keys for Display also appear in the Title Bar of the Alert windows. For this reason, you may want to change the Keys for Display to remove one or more fields to make the display easier to read.

SAVE: when the above information is complete, click the SAVE button. Then click GoTo >> Re-Register Alerts Triggers.

Click the Register Alerts Triggers button. The new Alerts will be activated for the current user. They will not become available for other users until the next time they log-in to GP (if they are currently logged-in, they will need to log-out first).

7.3.Modifying System Alerts #

Modifying System Alerts

Use Alert Builder to enable/disable specific System Alerts that were added by the Alert Setup window. The Hot Key and Menu Name can also be changed.

The Alert ID for System Alerts is auto-generated when Alerts for a window are enabled in Alert Setup. System Alert IDs are between 1 and 21,999. User-created Alerts are numbered 22,000 and above.

In the example below we are going to change the Hot Key and Menu Name that are used to open the Add/Edit Alert window for a Sales Transaction. We will also disable the Customer Alert pop-up. To follow along with these steps, first, in Alert Setup mark the box next to SOP: Sales Transaction Entry.

The first step is to locate the Alert you want to change. This requires some understanding of the Dexterity names of windows and fields. For example, Sales Transaction Entry is called SOP_Entry.

Click the Alert ID Lookup button to open the Lookup Alert ID window:

Mark the Show System Alerts box. The window will redisplay to show System Alerts.

Change the Alert Type dropdown box to SOP, then enter sop_entry into the Containing search box.

The window will now show only Alert triggers attached to the SOP_Entry window.

Expand the Scrolling window view:

The Alert ID will not necessarily be 1. System Alerts are numbered in the sequence by which they were enabled. Double-click on the Alert shown above.

Limited changes are allowed to System Alerts. You can Activate/Deactivate a System Alert, or change its Hot Key and Menu Name.

The following Hot Keys can be used:

    • A to Z (capital A to capital Z)
    • p to z (lower case p to lower case z). These map to F1 to F11, so using “p” will result in the Hot Key CTRL + F1, and “q” will result in CTRL+F2.
    • 0-9

Click SAVE to save the changed Alert.

Return to the Alert Lookup, repeat the steps above to restrict the display to SOP_Entry, and locate the Alert shown below.

The pop-up alerts are usually generated by a “focus” trigger on a field. For a Customer Alert, the “focus” trigger on Customer Number fires when a Customer Number is entered into the field.

Double-click on the Alert shown above. On the Alert Builder window, unmark the ACTIVATE checkbox, and save the Alert. The “View Customer Alert” menu option will still be available, but the Alert will no longer pop-open when a Customer Number is entered.

7.4.Creating New Alerts #

Creating New Alerts

Creating Custom Alerts requires a high degree of familiarity with Dexterity. WilloWare Support can create Custom Alerts for you. Please contact support@willoware.com for rates.

Alerts are, in general, created using two types of “triggers”.

  • A trigger on a “form” (a GP window) which adds the Additional menu option to Add/Edit or View the Alert. This is a FORM Trigger.
  • A trigger on a field change script which causes an Alert to pop-open. This is a FOCUS Trigger.

When creating a new Alert the first step is to create a Form Trigger. The Form Trigger adds the Additional Menu navigation to open the Alert Entry window or Alert View window. If you are adding the Alert to a Maintenance or Transaction Entry window, you should add navigation to the Alert Entry window. If you are adding the Alert to an Inquiry window, you should add navigation to the Alert View window.

However, you can have the Alert Entry window open from Inquiry windows too, if you want users to have the ability to Add/Edit Alerts, but not have access to the Maintenance or Transaction window where the records are created.

Each Alert usually requires at least one other trigger—a trigger to make the Alert pop open. This is usually a Focus Trigger on a field on the window. For example, a Focus Trigger on the CHANGE of Item Number on Item Maintenance could be used to pop-open Alert View.

The following steps will add a new alert on Kit Maintenance. Before creating a new Alert you need to gather information about the location where the Alert will be added. You will need to know the dexterity technical name of the form, window, and field. A good way to get this information is to open the desired window in Modifier.

In Modifier you can see several important pieces of information:

    • Series = Inventory
    • Form Name = IV_Item_Kits
    • Window = IV_Item_Kits
    • Field = Item Number

In the Properties window (below) you can see the Title of the window is “Item Kit Maintenance”. This is what will appear in the Window Name field in the Resource Lookup window.

Click the NEW button on Alert Builder to generated the next Alert ID.

Alert ID: This must be generated by the system. User Alerts are numbered 22,000 and up. The System Alerts are numbered 1 to 21,999. The System Alerts can be viewed, but cannot be changed or deleted. Viewing the existing System Alerts is a good way to see how to create new alerts.

Alert Type: select Custom.

Alert Window: select Alert Entry. The Alert View window is used for the “pop-up” Alert display. As described in more detail below, the Alert View is usually launched by a field change trigger. The Alert Entry window is used to create and maintain an Alert, and is usually accessed only via the Additional menu on the primary window associated with the Alert Type.

Trigger Type: select FORM. Form triggers are used to add navigation to manually open the Alert Entry or Alert View window.

Hot Key: This is used only for Form Triggers (Additional Menu navigation), and provides a keyboard shortcut to open the window. Acceptable hot keys are:

    • 0-9
    • A-Z
    • p-z (these map to F1 to F11, so the p = ctrl + F1, q = ctrl + F2, etc)

Enter Hot Key = E, and Menu Name = Add/Edit Alert

Trigger Point: For a Form Trigger the Trigger Point is just the name of the form. We found this earlier by opening the form in Modifier, so you can enter IV_Item_Kits. The capitalization needs to match exactly. You can also lookup the form.

Keys For Record: Select one or more fields from the window that are the record key. You may need to look up the Table Definition to see what the primary key is. For an Item Alert the key is the Item Number field. For a SOP Alert the key is SOP Type and SOP Number. For Alerts that have multiple keys, such as a SOP Alert, it is important that the key fields be entered in the correct order. Look at the System Alerts if you are unsure what the key fields are.

If you are familiar with Dexterity syntax you can manually type in the field name. However, to ensure correct spelling and punctuation, use the Lookup.

Select the Item Number field, then click SELECT.

Keys For Display: The Keys for Display will fill-in automatically as you select the Keys for Record. The Keys for Display have no effect on the storage or retrieval of the alert. Normally they are the same as the Keys For Record, but they do not need to be. For the SOP Alerts, for example, the only field selected for Keys for Display is the SOP Number field. If both SOP Number and SOP Type were included in the Keys for Display the top of the Alert window would show “Alert for B000003~2”, which is a combination of the SOP Number and the numeric value which corresponds to “Order”.

Your Alert Builder window should now look like the sample shown below.

Click the SAVE button.

The second trigger is the one that makes the Alert pop-open automatically. On Item Kit Maintenance the obvious place to put this trigger is on the Item Number field. It appears that when you enter an Item Number, select one from the Lookup, or use the scrolling buttons, the Item Number field “changes”.

However, this is often not the case. The auto-open Alert trigger requires more investigation. The best way to do this is with a dex script log. If you are not familiar with editing the dex.ini file or how to create a dex script log,

As shown above, add the following line to the dex.ini file: ScriptDebugger=TRUE. This will add a new Menu to GP through which you can enable/disable script logging from inside GP so that you can capture a log of just the activity you want to examine.

Log-in to GP and open the Item Kit Maintenance window.

From the Debug menu, select Log Scripts. Save the file to your Desktop (or another location you can find easily).

Type in a Kit Item Number and press the TAB key. This will cause the Item Number “change script” to run. Go back to Debug and unmark Log Scripts.

Open the script log. You can see that the first line (IV_Item_Kits Item_Number_CHG) is the Item Number “change script” running. Then “Display() of form IV_Item_Kits” runs. When you see parentheses after a word that means it is a FUNCTION. ExistsForItemID() and Create() are also functions. SetRangeItemID does not have parentheses, so it is a PROCEDURE.

Record another script of clicking once on the scrolling buttons. In that script you will also find Display() of form IV_Item_Kits, but you will NOT find IV_Item_Kits Item_Number_CHG. This means that the Item Number “change script” does not run each time the Item Number changes. However, Display() of form IV_Item_Kits does run regardless of how the Item Number is entered/selected.

So, the “pop up Alert” trigger will need to be a Function Trigger.

Click NEW to start a new trigger.

Alert Type: Select Custom

Alert Window: Select Alert View

Trigger Type: Select Function

Trigger Point: enter the following:

Display of form IV_Item_Kits

There is no Lookup to find this—it must be manually entered. Note that the parentheses are NOT included.

Keys for Record: This is the same key used for the Additional Menu trigger. The Alert is attached to the Kit Item Number.

Keys for Display: this will populate automatically with the Item Number.

Click SAVE.

To activate newly created Alerts, click the GoTo button and select Re-Register Alerts Triggers. On the Register window click the Register Alerts Triggers button.

This will only activate the new Alerts for the current user. Other logged-in users must restart GP for the changes to take effect.

7.5.Deleting An Alert #

Deleting an Alert

System Alerts cannot be deleted.

User Alerts can be deleted. NOTE: this only deletes the triggers for creating and displaying the alert, the actual alert “notes” are not affected. If you later re-create the same Alert, the data will still be available.

Select an Alert ID, click the DELETE button. You will be prompted to confirm before the Alert is deleted.

8.Banking Enhancements #

Banking Enhancements

Overview

GP PowerPack’s Banking Enhancements for Dynamics GP add a number of features to several areas of the GP Banking functionality which make it quicker and easier to use.

Some of the enhancements include:

  • Advanced Filters provide additional methods for sorting and restricting data in the Banking windows.
  • Additional information about transactions is displayed on the Banking windows to reduce the time it takes to locate specific documents.
  • The Document Type columns display additional codes to provide a more detailed categorization.
  • Auto-Zoom automatically refreshes zoom windows

Bank Enhancements includes the GP PowerPack module that was previously called Bank Deposit Filters.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

The Banking Enhancements on each window can be enabled separately.

Mark the box next to MODULE: “BE-Bank Deposit Entry”, “BE-Bank Reconciliation”, and/or “BE-Checkbook Inquiry”.

Click DONE to enable the features.

The feature will be enabled for the current user.  Other users must restart their Dynamics GP client to enable this feature.

8.1.BE Setup #

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

The Banking Enhancements on each window can be enabled separately.

Mark the box next to MODULE: “BE-Bank Deposit Entry”, “BE-Bank Reconciliation”, and/or “BE-Checkbook Inquiry”.

Click DONE to enable the features.

The feature will be enabled for the current user.  Other users must restart their Dynamics GP client to enable this feature.

8.2.Bank Deposit Entry #

Bank Deposit Entry

HelpID: 502622044

Open the Bank Deposit Entry window (Transactions >> Financial >> Bank Deposits).

Open the Bank Deposit Filters window (Additional >> Advanced Filters)

Restrictions

Credit Card: restrict the display by Credit Card Name.  For example, see only charges for Visa or AMEX.

Customer: restrict the display by Customer ID.

Date: see only cash receipts that occurred on a particular date, or in a date range.

Amount: see only cash receipts for a specific amount, or within a range.

Sort By

  • Currency ID
  • Credit Card
  • Customer
  • Date
  • Amount
  • Receipt Number
  • Receipt Type

 

If you use a Restriction (such as Credit Card), it must also be one of the sorting options.  The Filters window will try to set the Sorting options for you automatically, but you can change them as needed.

After making Restriction and sorting selections, click the Redisplay button.

Receipts can be marked for deposit, then you can change the filters and redisplay, then mark additional receipts for deposit.

Mark All can only be used once.  If you change the filters and click Mark All again, the previous selections will be cleared, and the new documents marked.  For example, if you select a range of deposit using the Credit Card called GOLD CREDIT, click Mark All, then change to the PLATINUM CREDIT Credit Card, and Mark All, the deposit will contain only the PLATINUM CREDIT payments.

The Title Bar of the Bank Deposit window will display the Transaction Description for any record selected in the Bank Deposit scrolling window:

Banking Enhancements

8.3.Bank Reconciliation #

Bank Reconciliation

HelpID: 502622044

Open the Reconcile Bank Statements window: Transactions >> Financial >> Reconcile Bank Statement.  Enter required fields, then click the TRANSACTIONS button.

Banking Enhancements

The TYPE field for deposits is changed from DEP to a code that provides more information about the document(s) contained in the deposit.

K = Checks

S = Cash

C = Credit Cards

If the deposit contains ONLY Credit Cards, the Credit Card deposits are further coded based on the Credit Card Name.  The first letter of the Card Name will be displayed for up to three cards.  If there are more than three card types, then C* will be displayed.

As shown above, “BGP” indicates the deposit contains Bankcard, Gold Credit, and Platinum Credit.

Banking Enhancements

When a record is selected in the scrolling window, the Transaction Description will be displayed in the Title Bar of the Select Bank Transactions window.

 

Auto-Zoom

Auto-Zoom automatically refreshes any of the open Zoom windows when a new document is selected in the Bank Rec window.  For example, once you have opened Bank Deposit Entry Zoom, each time you click on a new deposit, the zoom window will automatically refresh with the selected deposit.

 

Advanced Filters

Advanced Filters provide the ability to sort and restrict the Bank Rec window by any of the Type values.  Open the Filters window by selecting Additional >> Advanced Filters.

Banking Enhancements

Restrict the scrolling window to one or more document types by marking the checkbox next to the Type you want to show.  Click the Refresh Bank Rec button to redisplay the scrolling window.

Mark Sort By Amount to sort the scrolling window by amount.

Solver

Sometimes the way deposits are recorded in GP is not how they are received at the bank, which can result in a single deposit on the Bank Statement being comprised of multiple deposits in the GP Bank Rec window.  Trying to find which combination of deposits adds up to the Bank Rec amount can be very time consuming.  The Solver integration addresses this need.

Begin by restricting the Bank Transactions window by Type.  For example, mark the box(es) next to one or more Credit Cards.  In the field next to the Solver button, enter the Amount you need to find.  Click the Solver button.  The displayed transactions will be sent to Excel with the Excel Solver Add-In loaded.

There are instructions in the Solver.xlsx template (which opens when you click the Solver button). Click the INSTRUCTIONS Tab and follow the instructions in the spreadsheet for how to use Solver.

8.4.Checkbook Register Inquiry #

Checkbook Register Inquiry

HelpID: 502622121

Open Checkbook Register Inquiry (Inquiry >> Financial >> Checkbook Register)

Banking Enhancements

The TYPE field for deposits is changed from DEP to a code that provides more information about the document(s) contained in the deposit.

K = Checks

S = Cash

C = Credit Cards

If the deposit contains ONLY Credit Cards, the Credit Card deposits are further coded based on the Credit Card Name.  The first letter of the Card Name will be displayed for up to three cards.  If there are more than three card types, then C* will be displayed.

As shown above, “BGP” indicates the deposit contains Bankcard, Gold Credit, and Platinum Credit.

Banking Enhancements

When a record is selected in the scrolling window, the Transaction Description will be displayed in the Title Bar of the window.

Auto-Zoom

Auto-Zoom automatically refreshes any of the open Zoom windows when a new document is selected in the Bank Rec window.  For example, once you have opened Bank Deposit Entry Zoom, each time you click on a new deposit, the zoom window will automatically refresh with the selected deposit.

Advanced Filters

Advanced Filters provide the ability to sort and restrict the Bank Rec window by any of the Type values.  Open the Filters window by selecting Additional >> Advanced Filters.

Banking Enhancements

Restrict the scrolling window to one or more document types by marking the checkbox next to the Type you want to show.  Click the Refresh Checkbook button to redisplay the scrolling window.

Mark Sort By Amount to sort the scrolling window by amount.

Search for documents using the Paid To/Received From and Description fields.  The scrolling window will show only document CONTAINING the term(s) you enter.  For example, entering “Tele” in the To/From field will return “International TeleCom Accoc”, “WestAmerican Telphone Co”, “Superior Telephone Systems”, and so on.

9.Bin to Bin Transfers #

Bin-to-Bin Transfers

HelpID: 502622045

Bin-to-Bin Transfers creates a bin-to-bin inventory transfer with a transaction record, whereas the GP Bin-to-Bin Transfer window creates an “instantaneous” transfer with no record in history.

The WilloWare Bin-to-Bin transaction, is a real inventory transfer transaction which once posted, appears in inventory history inquiries just like any other inventory transfer or transaction. The benefits are:

    • The ability to create a Bin-to-Bin Transfer using the regular Item Transfer Entry window with which users are already familiar
    • The Bin-to-Bin Transfer creates an actual transaction in GP to document the movement of inventory
    • Create large transfers involving many different items at one time
    • Save and post Bin-to-Bin Transfers in Batches

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Bin-to-Bin Transfers, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Bin-to-Bin Transfers

Navigation: Transactions >> Inventory >> Transfer Entry

From the Item Transfer Entry window, select Extras >> Additional >> Bin To Bin On/Off (or press CTRL+B).

Making this selection will toggle the Bin-to-Bin Transfer enhancements. When it is ON, the Title Bar of the window will change to:

Item Transfer Entry – Bin To Bin ENABLED

Also, the TO “Default Site ID” field will be locked. When the FROM site is entered, the TO site will default to the same value (the two must be the same when entering a bin-to-bin transfer). Before you can click into the scrolling window the system will check that the FROM/TO sites are populated.

In this mode, when you enter lines on the transaction they will be created as bin-to-bin transfer lines between bins in the same Site.

You can turn off the enhancement to add regular lines on the same transaction, or, you can simply change the From or To Sites as needed to perform a transfer between sites in a multi-bin environment.

The Quantity Type on bin-to-bin lines cannot be changes. If you click into an existing Bin-to-Bin line on the transaction, and click the Quantity Type button, the following message will be displayed:

Bin to Bin Transfer line. Quantity Type cannot be changed.

A Transfer with Bin-to-Bin lines can be posted from

    • Item Transfer Entry
    • Inventory Batch Entry
    • Inventory Series Posting
    • Master Posting

Two additional enhancements have been added to the Inventory Transaction Inquiry window for viewing Bin-to-Bin information on posted transactions. Clicking the BINS button or SERIAL/LOT button will open new Inquiry windows that display both the From and To bins used by that transaction.

From the Inventory Transaction Inquiry window, select a Bin-to-Bin transfer. Select one of the lines, then click the BINS button. The window below will open:

Bin-to-Bin Transfer Inquiry Window

For Serial/Lot numbered items, click the SERIAL/LOT button to open a similar window showing the From/To bins for each serial or lot number:

10.Client Version Tracking #

Client Version Tracking

HelpID: 502622059

Client Version Tracking reports the version information of all dexterity products installed on each GP client. Use Client Version Tracking to ensure all GP clients are up to date and have the same version installed of all GP modules and 3rd Party Products. It also records the pathnames to shared forms and reports dictionaries on each client, so you can see if any client is not pointed to the correct shared forms and reports dictionaries.

Client Version Tracking can be configured to prevent a GP client from logging-in to GP if any of its modules are out of date with a specified Version Control Server.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Client Version Tracking, then click DONE.

Restart your Dynamics GP client.

Using Client Version Tracking

Navigation: Tools >> Utilities >> System >> Client Version Tracking

The System Password is required to access this window.

After enabling Client Version Tracking the system will begin recording the client version information each time a GP client logs into GP. It will record the module name and version information for each dexterity product installed on the GP client.

You can designate one GP client configuration as the Version Control Server (VCS). This does not have to be a “server”, it is just one GP client that will be the source of the “current” configuration. When a VCS is specified the Show Conflicts with Server box will be enabled.

Set as Version Control Server: Use the Computer dropdown list to select a Computer. This will enable the Set as Version Control Server checkbox. Mark the checkbox to set the selected computer as the VCS.

Show Conflicts with Server: when a VCS is specified, marking this box will refresh the window to show only modules on GP clients where the version information is not the same as the VCS. All module information will be displayed for the VCS so that any conflicts can be compared to the VCS information.

Lockout Client w/Version Conflict: when a VCS is specified, marking this box will prevent clients with conflicting version information from logging-in to GP. During an attempted log-in Client Version Tracking will validate the client information against the VCS. If any conflicts are found the user will receive a warning about the version conflict, and GP will close.

Expand the scrolling window to see pathname information for each product. The pathname is stored in the Dynamics.set file on each GP client, and tells GP where to locate shared forms and reports dictionaries. If a client is not pointed to the correct forms and reports dictionary location, the user may not see the same windows/reports that other users see.

11.Color Settings #

Color Settings

HelpID: 502622051

Color Settings provides a detailed level of control over the user-interface colors used by Dynamics GP. Color Settings can set the color of fields, labels, scrolling window lines, tool bars, and much more. Use Color Settings to:

    • Set different Toolbar colors in each company to help ensure transactions are entered into the correct company
    • Change scrolling window colors to work better with Citrix and Terminal Server
    • Create high-contrast display for low visibility environments, such as the shop floor.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Color Settings

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

NOTE: Color Settings must be enabled for each Company Database if you want it to be active in each Company Database.

Using Color Settings

Navigation: Tools >> Setup >> System >> Color Settings or GP Menu >> User Preferences >> Display >> Additional >> Color Settings.

NOTE: If you set up Color Settings for a Company, but Color Settings is not enabled in that Company in the GP PowerPack Setup window, Color Settings will not be applied in that company. You must enable Color Settings in each Company where it should be active.

When the Color Settings window is opened by SA, both the Company ID field and User ID field will be enabled. SA has authority to set any color setting by Company, User, or Company & User.

Color Settings can be established for:

    • All Users in a Company (colors by Company)
    • All Companies for a user (colors by User)
    • A Company & User combination

When a regular (non SA) user opens the window, Company ID and User ID will be disabled and automatically populated with the Company ID they are currently logged into, and their User ID. Regular users can only create Company-User settings for themselves, in the current company.

When logging into a company, or switching companies, Color Settings will look for color setup in the following order:

    • Company-User Settings. If Company-User settings are found, they take precedence.
    • Company Settings. If Company settings are found, they will be used for all users, unless there are Company-User settings for a specific user.
    • User Settings.

If you see the message above after selecting the Company ID it means that the Company was not included when GP PowerPack installation was performed. To enable the Company database, please refer to the installation instructions for information on how to re-run the installation.

If you see the message above after selecting the Company ID it means that Color Settings has not been enabled (marked) in the GP PowerPack Setup window inside the selected company. GP PowerPack Setup is company-specific. You must enable Color Settings in each company database where you want the color settings applied.

12.Do My Job For Me #

Do My Job For Me

The ultimate add-on for Dynamics GP. Just click the button and the system will automatically do your job.

After logging-in, press <CTRL><ALT><SHIFT>+J

13.Extended Lot Attributes #

Extended Lot Attributes

HelpID: 502622089, 502622090, 502622091, 502622092

Extended Lot Attributes (ELA) provides an unlimited number of user-defined lot attributes beyond the normal five provided by Dynamics GP. The ELA fields are “attached” to the Lot Number, so they are available no matter where the Lot Number is used. The ELA fields can be of any datatype, have one or more set as required, and have pre-defined values accessed from a Lookup.

Extended Lot Attributes integrates with:

    • Item Transaction Entry
    • Item Transfer Entry
    • PO Receipt Entry
    • Sales Transaction Entry
    • MO Receipt Entry

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Extended Lot Attributes

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Configuring ELA

Navigation: Tools >> Setup >> Inventory >> Lot Category

The first time this window is opened it will check to see if there is existing setup for Lot Categories, and if so, it will synchronize ELA to the existing Lot Categories.

ELA ties the first seven attributes to the existing lot attributes (and dates). So if you already had a Lot Category with the first string Attribute defined, it will appear as the first field in ELA’s Lot Category Maintenance. This is shown above as “Attrib1”. The other attributes were not set up for PAPER, so those are labeled as “<not used>”. The synchronization ensures existing lot attribute labels and data are pulled into these seven fields.

If you are implementing ELA and have not previously used lot numbering in GP, you may decide not to use the first five attributes. If the Attribute Labels are left blank, the fields will not appear in the Lot Attribute Entry window. One benefit of using the first five fields is these “core” lot attributes will automatically be available to all other parts of GP, whereas report modification is needed to pull the ELA attributes onto GP reports.

Manufactured Date and Expiration Date are part of many windows in GP, and Expiration Date has some additional functionality in Dynamics GP (such as not allowing use of expired inventory), so those fields should be used for their intended purpose. This is also why these attributes are synchronized between ELA and Dynamics GP.

The Datatype for the first seven attributes cannot be changed because these fields will be synchronized between ELA and the Dynamics GP Lot Attribute table (IV00301) and Lot Master (IV00300 for MFG and EXP Date). You can use some of the additional ELA controls on these fields, such as making them Required, Upper Case, or controlling the length (however, the maximum length for the string fields is limited to 10).

All new attributes above #7 (beyond Expiration Date) will be stored only within the ELA tables.

Lot Category: The Lot Category is assigned to Items on the Item Options window. It links the Item Number to a specific set of attributes.

Attribute Label: Enter a label for the attribute.

Datatype: For the first seven attributes, if you use them, the datatype will be set automatically so that it matches the Dynamics GP attribute. For attributes above #7 you can select one of the following datatypes:

    • Checkbox
    • Date
    • Number
    • String (Free Type)
    • String (Lookup)- you will have to define a list of allowed values when using this datatype. On the fly entry of new values is not allowed in the Attribute Entry window.

Number Format: For the Number datatype you can select how the number should be formatted (i.e. currency or not, and the number of decimals).

Req: any attribute can be set as Required. When entering new Lot Numbers, if the Lot Category assigned to the Item has one or more Required attributes, the Lot Attribute Entry window will open automatically and the user will have to provide entries for the required fields.

Upper: string attributes can be set to only allow Upper Case.

Length: string attributes can have the length set to control the number of characters a user can enter into the field. The first three attributes are limited to 10-characters so that they match with the Dynamics GP Lot Attributes. The maximum length is 60 for all string attributes above #7.

+Days: This applies to the Expiration Date field only. If a value is entered in this field for the Expiration Date, the Expiration Date will be calculated automatically by adding the specified number of days to the Manufactured Date.

Attrib #: This is a system assigned number. It is used to identify the attribute when adding Extended Lot Attributes to reports with Report Writer. See below for more information about using Report Writer with ELA.

The GoTo Button contains three utilities:

    • Sync Ext. Lot Categories to GP Lot Categories:
    • Sync Ext. Lot Attributes to GP Lot Attributes
    • Create SQL View.

The two SYNC utilities are run automatically when Lot Category Maintenance is opened for the first time after enabling the module. If the module has been disabled, then re-enabled, or for some other reason Lot Categories have been created, and or new lots entered without ELA being enabled, you can re-run the two utilities to ensure ELA is in-sync with the GP Lot Attributes. Running these utilities will not damage the existing data.

Create SQL View builds a SQL View for the ELA Lot Category. If the view already exists, it will create it. ELA stores the ELA attributes in a list, rather than as columns in a table. This can make reporting on the data difficult. The views generated by ELA put each attribute into its own column. The view will be named “wv” + Lot Category. For example, the view for PAPER would be wvPAPER.

Using ELA

When a transaction adds inventory to GP, and the Item’s Lot Type has one or more required attributes, the Lot Attribute Entry window will open automatically.

A value must be provided for required fields. Required fields are indicated with a Red Dot. If the Required Fields are String Lookups which have a Default Value set, those will be populated automatically. If there are default values for all of the required fields, the Lot Attribute Entry window will not open

If there are no required fields, the Lot Attribute Entry window can be manually opened by clicking the Expansion Button adjacent to the Lot Number field (this applies to all Lot Entry windows in GP).

To enter Attributes, click on one of the lines in the scrolling window. The scrolling window will expand to show the data entry field.

Enter the attribute, then click Next/Previous, or collapse the scrolling window again and select the next attribute.

Editing Lot Attributes

ELA replaces the Dynamics GP “Edit Lot Number Attributes” window with the ELA window “Lot Attribute Maintenance”.

Navigation: Tools >> Utilities >> Edit Lot Number Attributes

The Lot Attributes for any existing Lot Number can be added or changed in this window.

The scrolling buttons in the bottom left-hand corner of the window will scroll through the Lot Numbered inventory items.

Report Writer

Extended Lot Attributes can be added to any GP Report Form by using the Report Writer User Defined function called rw_TableLineString. Follow the steps below to add Revision Level to any SOP Report.

rw_TableLineString has the parameters shown below.:

    • Dictionary ID: this will be 5026, the Dictionary ID for GP PowerPack
    • Report Name: this field will be used to pass in Item Number
    • Doc Number: this field will be used to pass in Lot Number
    • Doc Type: not used. Always zero.
    • Sequence One: this field will contain the Attribute Number from the ELA Lot Category Maintenance window.
    • Sequence Two: not used. Always zero.
    • Control: this field will be used to pass in the type of data you want to retrieve. 1 = the Lot Attribute Value, 2 = the Field Label for the Attribute.

You will need to create a calculated field for each Attribute you want to add to the report. The example below names the field sAttrib, but you might want to name it for the field value, such as sTestMatl or sVerifiedBy.

Create a calculated field for Lot Attribute:

  1. Select Calculated Fields from the Toolbox, then click NEW
  2. Name the field: sAttrib
  3. Result Type = String
  4. Click the FUNCTIONS tab, click User-Defined, select Core = System, then Function = rw_TableLineString
  5. Click Add
  6. Add the Product ID
    1. Click the CONSTANTS tab, select Type = Integer, enter 5026, then click ADD.
  7. Add the Report Name
    1. The “Report Name” parameter should contain the Item Number. Click on the FIELDS table, in Resources select a report table that contains Item Number, and in Field select the Item Number field. Click ADD.
  8. Add the Document Number
    1. The “Document Number” parameter should contain the Lot Number. Click on the FIELDS table, in Resources select a report table that contains Lot Number, and in Field select the Lot Number field. Click ADD.
  9. Add the Document Type
    1. This is not used. Select Constants, Type = Integer, Constant = 0.
  10. Add Sequence One
    1. The “Sequence One” parameter contains the Attribute Number. Look at the ELA Lot Category Maintenance window to find the Attribute Number for the field you want to retrieve. Click on the Constants tab, Type = Currency, Constant = Attribute Number.
  11. Add Sequence Two
    1. This is not used. Select Constants, Type = Currency, Constant = 0.
  12. Add the Data Control
    1. This is an integer that tells ELA which type of data to return: 1 = attribute value, 2= attribute label. Click the Constants tab, select Type = Integer, enter 1 or 2, then click ADD.
  13. Click OK to save the calculated field.

Add sAttrib to the modified Report Form, and format as needed. Repeat the steps above to add other Lot Attributes to the report.

14.GPEmail #

GPEmail

HelpID: 502622018

GPEmail generates emails of Sales Transactions directly from GP to any MAPI-compliant email client. Use GPEmail to quickly send Order confirmations, or to verify Quotes.

NOTE: Dynamics GP added Word Template emailing functionality in GP2010. GPEmail is no longer being developed or supported. It remains in GP PowerPack for legacy customers.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: GP Email, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

GPEmail uses the email address stored in the Internet Information window for the Ship To Address on the sales transactions.

Navigation: Cards >> Sales >> Addresses

Select a Customer Address record, then click the “i” button (Internet Information). Enter an Email Address for the selected Address.

Using GPEmail

From Sales Transaction Entry, select a sales document, then click Extras >> Additional >> Email Document.

The email will be generated using the current Windows User’s email account.

The email will open in the Preview window. Additional email addresses can be added, or changed. The subject and body can be edited. Use caution when changing the layout of the body of the email containing the Sales Transaction information as this has been carefully formatted to look correct as an email. The formatting may not look correct in the Preview window.

The Header and Footer buttons open the Add Header/Footer window. The Comment ID drop-down list shows Sales Comment IDs. Select a Comment ID displays the Comment Text in the bottom section of the window. The text can be edited here before being added to the email. Changes made here do not change the actual comment text.

15.GPTalk #

GPTalk

HelpID: 502622020

GPTalk is a text messenger utility that runs inside of Dynamics GP.

NOTE: GP2013R2 added functionality which allows an administrator to send messages to users in June, 2014. It is a one way communication from the Administrator to one or more users. GPTalk was added to GPPowerPack in November, 2008 as a two-way chat utility to support communication between multiple users.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: GP Talk, then click DONE.

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Using GPTalk

Navigation: Tools >> Utilities >> System >> GPTalk

On-going message threads are displayed at the top. Click on a row in the top window (Conversations) to display that message thread. A green dot indicates there is a new message/response.

Start a new thread by typing a message into the message box at the bottom of the window, select a user in the “TO” drop-down box, and click SEND.

Click REFRESH to update the status of message. NOTE: unlike internet messenger tools, this window will not automatically display new messages until you click Refresh. The potential load on the database of many GPTalk sessions automatically checking for new messages could be detrimental to performance. If a user does not have GPTalk open, it will open automatically when the user receives a new message.

“To ALL USERS”: the last option in the “TO” drop-down box is “ALL USERS”. If you select this option you will have to provide the System Password.

GPTalk will monitor for a new message and pop-open if a new message has been received. The monitoring function is activated by user activity in GP, such as opening a new window. If the user is not active in GP, GPTalk will not open.

Close a discussion by selecting the thread, then clicking the delete button.

16.ID Modifier #

idModifier

idModifier is a utility for changing ID fields throughout the system. Use idModifier to fix a mistake in an ID field, or to update to a new naming convention.

idModifier works differently than other ID conversion utilities. Other utilities have a predefined list of tables and fields that are updated. For example, when converting a Customer Number, a specific list of tables is updated, which means it can miss 3rd Party Products and even GP modules like Project Accounting and Field Service. In contrast, idModifier is “trained” by providing it with sample data. It searches the database for the sample data to identify the tables and fields containing the samples. From this it develops a target list of tables and fields that need to be updated. This method allows it to identify core GP tables, 3rd Party Product tables, and even tables belonging to customizations.

PERFORM A BACKUP BEFORE STARTING! This utility will make changes at the database level to many tables. Try this in a TEST Company before making changes in LIVE.

IMPORTANT:

Using idModifier can cause severe database corruption if not performed carefully. Since idModifier searches for tables to update based on user provided samples, it can incorrectly include a table if the sample data is not unique, or miss a table if it is not provided with good sample data. For example, if WAREHOUSE is used as an Address Code and Location Code, idModifier will find tables including both.

It is imperative that you create a database backup prior to running the utility.

It is imperative that you thoroughly test the impact of this utility in a TEST COMPANY before running updates on a live database.

WilloWare Inc assumes no responsibility for damage to your database due to the use of this utility. Run this utility at your own risk.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: idModifier, then click DONE.

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Adding IDs

HelpID: 502622113

Navigation: Tools >> Setup >> System >> idModifier Setup

Use the ID Add window to “train” idModifier to update an ID field in Dynamics GP. The training process works as follows:

  • Provide a sample value for the ID field you want to modify. For example, to train it to modify Item Numbers using the Fabrikam database, you might give it the Item Number “128 SDRAM”.
  • Click the FIND button to search for the sample data
  • idModifier looks at every string field in every table in the company database. When it finds a table and field containing the sample data it records the Table Name and Target Field Name.
  • The searching process is slightly different when searching a 2-part key. For example, searching for a Customer Address Code. You might provide it with AARONFIT0001 (the Customer Number) and PRIMARY (the Address Code). It searches first for “PRIMARY”. When it locates a table with a string field containing PRIMARY, it then searches all other string fields in that table to see if it can find AARONFIT0001. Only if it finds both values will it record the Table Name, Key Field name, and Target Field name.
  • Repeat the process with additional sample values until the “Total Records” (total number of Table..Field combinations) does not change.
  • Review each Table/Field located by ID Add window to ensure it located a valid table to update

ID: Enter a name for the ID you plan to change, such as ItemNumber or CustomerNumber.

Description: Provide a description for what field will be modified.

ID Type: The update can be based on a single field (such as Item Number) or two fields (such as Customer Address Code or Item Lot Number). idModifier cannot be used to update data that requires three or more fields to locate a unique value.

Key Label: If the update is based on two fields, the Key Label field will be enabled. The Key Label will appear on the idModifier window to prompt for a Key Field value. For example, in a two-part key, such as Customer Address Code, the Key Field Label would be “Customer Number”.

Target Label: Enter a label for the field that will be updated. This would be “Item Number” if updating items, or for a two-part key like Customer Address Code, the Target Label would be “Address Code”.

Key Field Value: If the update is based on two fields, use this field to provide a sample value for the first part of the key. For example, with Customer Address Code, provide a Customer Number such as AARONFIT0001.

Target Value: Provide a sample value for the field that will be updated. If updating Item Numbers, provide an Item Number such as 128 SDRAM. If the update is based on two fields, such as Customer Address Code, provide an address code (such as PRIMARY) that is valid for the Customer Number entered in the Key Field.

Show: Once a table/field is located, it is retained for the ID and either “included” or “excluded”. The Delete Row button on the scrolling window toggles a flag on the record that controls whether the record is included or excluded, but it does not “delete” the record from the ID. This allows idModifier to perform multiple searches on sample data and skip tables that have been excluded based on a prior review. Changing the Show dropdown makes either the Included or Excluded tables display in the scrolling window.

Total Records: Displays the total number of Table-Field records in the scrolling window. When “training” idModifier, provide it with multiple data samples until the Total Records count does not change.

Manually Adding Records: Tables can be manually added by keying in the Table Name and Field/Fields to update.

Reviewing Training

HelpID: 502622118

The “training” process identifies POTENTIAL updates to perform. If given representative samples to search for, it will locate matches in all GP Company Database tables. However, there is a risk of “false positives”—tables that appear to have the correct data but which SHOULD NOT be updated.

Binoculars: In the ID Add window, select a record in the scrolling window by clicking into the row, then click the Binoculars to open idModifier’s Query window. The Query window will show data from the selected table. If Key Field Value and Target Value are provided, the query will restrict the data to show only records containing the sample data.

It is CRITICAL to review each table/field identified by the training process to check if a “valid” record has been identified. For example, if you have both Address Codes and Location Codes called “WAREHOUSE”, the search process will find both records containing the Address Code WAREHOUSE and records containing the Location Code WAREHOUSE. When incorrect Table/Field records are found, select them and click the Delete Row button to move them into the Excluded List.

It is possible that the search process could identify multiple potential updates in a single table. For example, it could find Customer AARONFIT0001 with Address Code WAREHOUSE and Location Code WAREHOUSE all in the Sales Header table (as shown above). In such a case there will be two separate records. The SOP10100 – CUSTNMBR – LOCNCODE record is not valid. Select it and click the Delete Row button to move it to the Excluded List.

Pre/Post Scripts

HelpID: 502622104

A pre/post script can be attached to each update. The pre- or post-script is a SQL Script. In the ID Add scrolling window, click the checkbox below PRE or POST to open the script editor window.

When idModifier updates the selected table, it will run the PRE script before it updates the table, and run the POST script after the table is updated. The SQL script can update ANY table, not just the selected table. Attaching a pre/post script to a specific table affects the TIMING of when the script is executed, not WHAT the script performs. idModifier executes the updates in alphabetical order based on Table Name.

With that in mind, the BM010415 PRE script will run AFTER updates to all tables above it in the scrolling window. It will run before BM010415 is updated, and before all other tables following BM010415.

Before executing a script, idModifier appends a “header” to it as shown below:

For example, if you are updating the Customer Address for AARONFIT0001 from WAREHOUSE to AF1, the header would look like this:

If updating a 1-part key, such as Item Number, the header would look like this:

The pre- and post-scripts can use any of the parameters set in the header: @Key, @TargetPre, and @TargetPost. Using the simple update script shown at the beginning of this section, the script would be executed as shown below:

Using idModifier

HelpID: 502622043

Navigation: Tools >> Utilities >> System >> idModifier

idModifier can change any ID (string) field in the Dynamics GP Company database. If not used with abundant caution, planning and testing, it can severely corrupt the database. Every time the idModifier window opens, you will be asked to acknowledge that you understand and accept this risk. The warning message reads:

idModifier can mass change ID fields in Dynamics GP and 3rd Party Products.

Using idModifier incorrectly can cause severe database corruption!

* Read the manual carefully

* Test comprehensively in a TEST company

* Make a backup before performing an update

You assume ALL RISKS with the use of this utility.

Select the ID to update. See the Adding IDs section for information about how to create new IDs.

For a two-part key (such as Customer Address), provide the Key Field (such as Customer Number), and the Old and New target values (such as the Address Codes WAREHOUSE and AF1).

For a one-part key (such as Item Number), provide the Old and New target values (such as the Item Numbers 128 SDRAM and 128-SDRAM).

Click MODIFY to start the update.

You will be asked to confirm you have a backup. Then asked to confirm you are ready to update.

The update is performed as follows:

  • Check each table/field for the NEW target value. For example, if updating Item Numbers, it checks every table that will be updated to make sure the “new” Item Number does not already exist. If the new target value exists, it will be reported in the Update window:

The information in the Update window can be sent to Excel. Click the GoTo button, then select Send To Excel.

  • If the target NEW value is not found in any of the update tables, the update proceeds with the tables in alphabetical order.

17.IV Mass Transaction #

IV Mass Transaction

HelpID: 502622067

The IV Mass Transaction feature creates an Inventory Transaction (Adjustment or Variance) or Inventory Transfer for all inventory in a specified Site, or Site-Bin if multi-bins is enables.

IV Mass Transaction is used when a business process puts inventory into a “staging” location (which could be a site or bin), and a subsequent process requires moving all of that inventory into a different location (again, this could be a different site, or bin).

For example, a PO Receipt puts inventory into a QA Site-QA Bin. When the material passes QA inspection, it is transferred (using a Bin-to-Bin Transfer) into the QA Site-Released Bin. When a truck arrives to transport the inventory to the distribution center, all of the inventory needs to be transferred from the QA Site-Released Bin into an In-Transit Site/Bin or into a Finished Goods receiving site/bin.

IV Mass Transfer would be used to create the transfer of all inventory in the QA Site-Released Bin into the next location.

IV Mass Transaction may be used to clean out a site of “remnant” inventory. For example, due to rounding in material usage on manufacturing orders, small amounts of inventory can be left in a material issue bin. All inventory can be quickly adjusted out using IV Mass Transaction.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: IV Mass Transaction and/or MODULE: IV Mass Transfer. Mass Transfer and Mass Transaction can be enabled individually. After marking the checkboxes, click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using IV Mass Transaction

IV Mass Transaction is accessed from the Item Transaction Entry window (Transactions >> Inventory >> Transaction Entry).

Start a transaction by selecting the Document Type (Adjustment or Variance) and clicking into the Document Number field. IV Mass Transaction will not start until a Document Number exists on the window. The only difference between the two transaction types is the offsetting GL Account. For Adjustments the transaction will credit Inventory and debit Cost of Goods. For Variance the transaction will credit Inventory and debit IV Variance.

The Mass IV Transaction will use the account(s) from the Item, if present, or default accounts from Posting Account Setup. In the event appropriate accounts cannot be found, those items will not be placed on the transaction and an error log report will print showing the items with missing accounts.

Open IV Mass Transaction by selecting Additional >> Mass IV Transaction.

IV Mass Transaction works with or without multi-bins enabled. If multi-bins is enabled you will have to select both a From Site and Bin.

Click CREATE. You will be prompted to confirm you are ready to proceed.

The utility will search for available inventory in the From Site/Bin, and add it to the Transaction. If there are any items which cannot be added, they will appear on an error log report.

The Item Transaction Entry window will redisplay showing all of the added inventory items. If Serial and Lot controlled inventory is present, all of the available serial numbers or lot numbers will be auto-selected and added to the transaction.

The transaction can be reviewed and edited prior to posting.

IV Mass Transaction can quickly remove a large amount (all) inventory from a site. To prevent accidents, consider removing Inventory Posting permissions for users who also have access to the IV Mass Transaction window.

 

Using IV Mass Transfer

IV Mass Transfer is accessed from the Item Transfer Entry window (Transactions >> Inventory >> Transfer Entry).

IV Mass Transfer will not start until a Document Number exists on the window. Make sure a Document Number exists before opening the IV Mass Transfer window.

 

IV Mass Transfer can be used together with WilloWare’s Bin-to-Bin Transfer Module. Enable Bin-To-Bin Transfers BEFORE starting the IV Mass Transfer utility.

Open IV Mass Transaction by selecting Additional >> Mass IV Transfer.

Select the From and To Sites and bins (if multi-bins is enabled).

Select the From Site ID and Bin.

If WilloWare’s Bin-to-Bin Transfer is being used the To Site ID will be locked and automatically set to match the From Site ID.  Otherwise, when performing a site-to-site transfer, select the To Site ID.

To Bin is a default bin.  It must be populated. This bin will be used in the event the method selected for To Bin Source cannot locate a bin.

To Bin Source: When the transfer is created, it will attempt to locate a bin using an option selected from the To Bin Source drop-down list. The drop-down list contains all of the Bins listed on the Item Site Default Bins window.  Selecting “Purchasing Receipts” will create a transfer into the Item-Site “Purchase Receipts” bin.

//willoware.com/wp-content/uploads/2016/12/IVMassTrxn6.png

Additionally, the first item in the list is “To Bin Field”, which indicates the transfer should use the default bin.  And the last option in the list is “Custom”.  See Custom Bin Source below.

The From/To Bins cannot be the same when doing a same-site bin-to-bin transfer.  Also, all items in the from Site/Bin must be assigned to the To Site.  If an Item-Site record does not exist for an item, it will not be included on the transfer and an error log report will print.

Click CREATE.  You will be prompted to confirm you are ready to proceed.

The utility will locate all available inventory and add it to the transfer.

If there are any items which cannot be added, they will appear on an error log report.  The Item Transfer Entry window will redisplay showing all of the added inventory items.  If Serial and Lot controlled inventory is present, all of the available serial numbers or lot numbers will be auto-selected and added to the transfer.

Custom Bin Source

The GP PowerPack installation routine creates a stored procedure called wspGPPPToBin.  The out-of-the-box stored procedure simply returns the Default Bin, however you can make changes to the stored procedure to return a bin based on your unique business requirements.

//willoware.com/wp-content/uploads/2016/12/IVMassTrxn7.png

The unedited stored procedure is shown above.

//willoware.com/wp-content/uploads/2016/12/IVMassTrxn8.png

A simple example is shown above where the ToBin returns the PO Receipt Bin.

The table below lists several important bin-related tables.

SQL Name Dexterity Name Description
IV00102 IV_Item_MSTR_QTYS Item Quantity Master
IV00112 ivItemSiteBinMstr Item Site Bin Master
IV00117 ivItemSiteBinPriority Item Site Bin Priorities
IV00200 IV_Serial_MSTR Item Serial Number Master
IV00300 IV_Lot_MSTR Item Lot Number Master

As an example, the Custom To Bin stored procedure could be used to retrieve a bin from the Bin Priorities table, perhaps selecting a bin based on a given priority, or by determining an available bin by looking at the Min/Max quantities.

18.Kit Transactions #

Kit Transactions

HelpID: 502622030

The Kit Transaction feature provides an easy way to create Inventory Transfers, Adjustments or Variances, and In-Transit Transfers using Kits. The Kit Transaction feature adds all of the components to a transaction, and auto-allocates inventory at the serial/lot and/or bin level.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Kit Transactions, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Kit Transactions

Navigation:

    • Transfers: Transactions >> Inventory >> Transfer Entry, then Additional >> Kit Transfer
    • Adjustments/Variances: Transactions >> Inventory >> Transaction Entry, then Additional >> Kit Transaction
    • In-Transit Transfers: Transactions >> Inventory >> In-Transit Transfer Entry, then Additional >> Kit Transfer

Kit Item Number: Select a Kit Item Number.

Quantity: Enter the Quantity for the transaction. The component quantities will be calculated based on the kit quantity. For Transfers the Quantity must be greater than zero. For Adjustments/Variances the Quantity may be negative.

From Site: Enter the From Site. This is required for Inventory Transfers, Adjustments and Variances. For In-Transit Transfers, you must enter the From and To Sites on the In-Transit Transfer window before opening the Kit Transfer window.

To Site: For Inventory Transfers you will have to enter a To Site.

BIN: If Multi-Bins is enabled you will need to provide a Bin for Inventory Transfers, In-Transit Transfers, and for Adjustments/Variances when the Quantity is greater than zero. For negative Adjustments/Variances the inventory will be automatically allocated from available bins.

When ready to add the Kit Components to the transaction, click PROCESS.

You will be prompted to confirm you are ready to perform the transaction.

The Kit Transaction routine will first check that the Item-Site combinations that would be created are all valid. If a Via Site ID is entered on the In-Transit Transfer window, the Item-Site assignments will also be checked for the Kit Components in that site.

It will then check if there is enough available inventory for each of the components (for Transfers and negative Adjustments/Variances) before creating the transaction.

If either of the above checks finds errors, an Error Log will print and no Components will be added to the transaction/transfer.

Error Log showing a kit component shortage

If there are no errors, each component in the kit will be added to the transaction.

Kit Transfers can be used with multi-bins enabled. The transaction will be created for each of the items on the kit, and inventory will be auto-allocated at the bin level from available inventory. If there is a discrepancy between the Bin inventory availability and the Site inventory the Kit Transaction will only allocate what it can based on the Bin-Level inventory quantities.

When doing a positive adjustment/variance with a Kit that includes serial/lot tracked inventory, the Kit Transaction will add the items to the transaction without serial or lot numbers. You will then need to select those lines, and click the Serial/Lot button to manually enter serial/lot numbers for the items. The transaction will not post until serial/lot numbers have been entered. Print the Edit List will show which items need serial/lot numbers.

19.Login Monitor #

Login Monitor

HelpID: 502622095, 502622100, 502622108

 

Login Monitor reduces the need for additional Dynamics GP User Licenses by automatically logging-out inactive users. Inactive users can be removed from the system on an as-needed basis when a new user attempts to log-in, or they can be more aggressively removed when their inactivity reaches a pre-determined time period.

Login Monitor checks for activity, such as a long running posting process or an open transaction, before attempting to remove a user.

Login Monitor can also reserve a specific number of seats for a User Class, such as ADMIN, so that there are always logins available for those users.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack >> GoTo Button >> Login Monitor

If you are registered for Login Monitor, or have the GP PowerPack Suite License, Login Monitor will appear in the GP PowerPack Setup window and on the GoTo menu. The settings for Login Monitor are global and apply to all company databases.

Changes to Login Monitor options do not take effect until you restart the GP client. Users already logged-in to GP will not be affected until they close GP and log-in again.

Remove Users: Options include:

  • During Log-in
  • When Expired
  • Disable Login Monitor – By default, Login Monitor is disabled

During Log-In

this control method only logs-out users when (1) a new user attempts to log-in, (2) the user count is at a maximum, and (3) there are inactive users who have exceeded the Allowed Inactivity period.

This method allows user to remain in the system indefinitely if the total user count is below the maximum allowed. Use this setting to make maximum use of your user licenses, while allowing as many users as possible to be in the system.

When a user logs-in and the system is at the maximum allowed user count, the Login screen (below) will show that the Current Users equals the Users Allowed.

If there are inactive users Login Monitor will remove them and you will be allowed to log-in. All inactive users will be removed at this point.

If there are NO inactive users you will receive the normal user maximum users warning shown below:

When Expired

This control method logs-out users after they have exceeded the Allowed Inactivity period. Use this setting if security is a concern and having idle, unattended GP clients provides an opportunity for unauthorized access to data.

The user’s GP client will check every minute to see if the user has been inactive for a time period greater than the Allowed Inactivity. If so, Login Monitor will remove the user’s log-in from the system. It will also automatically close the GP client (see Silently Close Client).

Disable Login Monitor

Turns off Login Monitor. Disabling Login Monitor immediately takes effect for all logged-in users (they do not need to restart GP). When changing to When Expired or During Log-In users will need to restart their GP client for the new setting to take effect.

Allowed Inactivity (hrs): enter the allowed inactivity specified in hours.

    • 0.01 is rounded up to 1-minute
    • 0.25 = 15 minutes
    • 0.50 = 30 minutes
    • 0.75 = 45 minutes

The field allows .01 of an hour (just under 1-minute). Any time entered is rounded up to a whole minute.

Polling Frequency (min): Polling Frequency determines how often Login Monitor runs to check for inactivity. It affects the two log-out methods differently.

The “When Expired” Login Monitor control method periodically checks for inactive users and removes them from the system. Polling Frequency determines how often this check is performed. Since Login Monitor runs from each GP client, in a large system there can be many clients checking for inactivity on a regular basis. If you have 20 users logged-in, each polling once per minute, the overall frequency of checking for inactivity is very high.

When setting Polling Frequency, consider how many users are typically logged-in at one time, and that they do not all log-in at the same time, so their individual timers will check for inactivity at different times.

For example, take 20 users logging-in to GP starting at 9:00AM, each 1-minute apart between 9:00 and 9:20. With a 20-minute polling frequency this would result in the combined clients checking for inactivity once every minute (each client would check once every 20-minutes, but since they logged-in 1-minute apart, inactivity gets checked every minute).

The “During Login” method logs-out inactive users when a new user attempts to log-in to GP. Login Monitor running on the inactive GP client periodically checks if it has been logged-out of the SQL Server, and if so, closes the GP client. The Polling Frequency setting determines how often the inactive client checks if it needs to close itself.

On Forced Logout Failure: See the Login Monitor History window section below for details on Force Logout Failure error codes. Most of the codes indicate that the GP client is probably busy performing some task that does not appear as “activity” within the GP client. For example, building a check batch is a process that occurs mostly on the SQL server, during which time the GP client itself appears to be inactive.

On the other hand, another error code indicates there are records in the DEX_LOCKS table. This could mean the user has Sales Transaction Entry open, which is locking a record, or it could mean there are stranded records in the table.

In either case, Login Monitor will not force the GP client to close because it cannot determine if it is safe to do so.

The “On Forced Logout Failure” setting controls how Login Monitor reacts to these conditions. There are two options in the drop-down list:

  • Reset User Activity Timer: this option makes Login Monitor interpret the Forced Logout Failure as-if the user is Active, so it resets their timer. If the Allowed Inactivity is 1-hour, when their timer resets Login Monitor will not attempt to remove them for another hour.
  • Repeat Removal Attempt: this option enters a “pending removal” mode where it tries again to remove the user every 15-minutes.

Silently Close Client: when marked, the GP client application will be closed when the user login is removed from the system, and the Logout Message will NOT be presented to the user. See Logout Message below.

Track Login Failures: If a user attempts to log-in but cannot do so because user count is at maximum, the failed log-in attempt will be recorded in the Login Monitor History window. Login Failures can be tracked regardless of the Remove Users setting.

    • If Login Monitor is set to “When Inactive” and a new user logs-in and the user count is at maximum, the new user will not be able to log-in and the failure will be recorded. The user will have to wait and try again. If a user has reached their Allowed Inactivity they will be removed automatically and the user count will be reduced.
    • If Login Monitor is set to “During Login” and a new user logs-in and the user count is at maximum, Login Monitor will attempt to remove inactive users. If none is active, the user count will remain at maximum, the new user will not be able to log-in and the failure will be recorded.

Track Forced Lot-outs: with either Remove Users setting, when an inactive user is removed from the system it will be recorded in Login Monitor History.

Track Log-out Failures: if Login Monitor attempts to close a user’s GP Client, but cannot do so because they have a document open, this ‘log-out failure’ will be recorded in Login Monitor History.

Logout Message: if a user has been removed from the system due to inactivity and the Silently Close Client box is NOT marked, the Logout Message will be presented. If a custom message in not entered in the Logout Message field, a default message will be used:

You have been logged-out due to inactivity.

The Logout Message is displayed in the Default Web Browser installed on the computer (for example, Internet Explorer). Displaying the Logout Message in a Web Browser allows Login Monitor to leave a message for the user while also closing GP.

An example of a custom message is shown below:

Since the message is displayed in HTML you can add formatting to the message by including HTML tags in the message. The message above was created from the text below:

Due to <font color=”red”>inactivity</font>, you have been logged-out of Dynamics GP by Login Monitor.

Before removing a user from the system, Login Monitor checks for activity that would prevent the user from being removed. See section below on Activity Checks.

Excluded Users: Change the VIEW setting to “Excluded Users”. Add users to the list who should NEVER be removed from the system.

User-Specific Inactivity Time: Changed the VIEW setting to “User-Specific Inactivity Time”. The Allowed Inactivity at the top of the Login Monitor Setup window provides a default. If a user does not have a user specific inactivity time the default value will be used. Enter a User ID and a value for the Allowed Inactivity Hrs. Login Monitor will check first for a user-specific value and use that instead of the default value.

Reserved Seats: Reserved Seats keeps a certain number of seats available for users in a User Class, such as ADMIN. It effectively reduces the total available User Count by the number of seats reserved to a User Class. For example, if you have a total of 20 concurrent users available, and have 2 reserved for the ADMIN class, there will be 18 seats left for all other users.

If, as shown above, there are 2 seats reserved for ADMIN, and a third ADMIN user attempts to login, they will consume a non-reserved user seat if one is available.

Disable Reserved Seats either by setting the number of reserved seats to zero or deleting the User Class from the scrolling window.

Reserved Seats functionality is not applied when SA or DYNSA attempt to login, so those User IDs always have access to all available seats. Since they cannot be assigned to a User Class, seats cannot be specifically reserved for them. However, you can create a “dummy” class (i.e. SYSADMIN) that reserves 1 seat to ensure there is always 1 seat available. SA or DYNSA will be able to use the one available seat.

Reserved Seats only works with “concurrent user” licensing, it does not work with “named user” licensing. It also cannot be used to reserve “limited user” licenses.

 

Login Monitor Inquiry

Navigation: Inquiry >> System >> Login Monitor Inquiry

View current users being tracked by Login Monitor in the Login Monitor Inquiry window.

This window shows users currently logged-in to GP and how long they have been inactive.

Icon Meaning
User has been inactive for longer than is allowed, but in in the Excluded Users list, so they will not be logged-out of the system automatically.
User has been inactive for longer than is allowed, and will be logged-out of the system. If Login Monitor is set to Remove Users During Log-In you may see expired users still in the system if no other user has needed to access the system.

 

Login Monitor History

Navigation: Inquiry >> System >> Login Monitor History

Login Monitor can track Forced Lot-Outs, Failed Log-Ins, and Failed Log-outs (see Setup). Change the View setting to view either of these tracking reports.

CLEAR LOG will delete all records in the currently displayed view (for example, all of the Forced Log-Outs). Before deleting the records you will be asked to confirm you want to clear the selected log.

The Failed Log-Outs report shows users that should have been logged-out because they were inactive, but they could not be logged-out because they had a GP process blocking the ability to log them out safely. Lookup the Error Code in the table below.

Error Code Meaning
1 The Company ID does not exist. This is not a normal error code but could occur in a test environment where company databases were not restored.
2 The current user does not have access to the database containing the inactive user. This code will only occur if Login Monitor is using the “Remove Users During Login” method, and you have multiple company databases, and the inactive user is in a company database to which the logging-in user does not have access.
3 The inactive user is not in the GP Activity table. This code will only occur if the inactive user logs-out manually at exactly the same moment Login Monitor is attempting to remove them.
4 The inactive user is running system utilities.
5 The inactive user is running a financials process.
6 The inactive user is running a GL consolidation.
7 The inactive user is running a payroll process.
8 The inactive user is posting.
9 The inactive user is building a check batch.
10 The inactive user has a financials transaction window open with a transaction displayed.
11 The inactive user has record(s) in the dex_lock table (see below for more information)
12 The inactive user has a manufacturing transaction open
13 The inactive user is running checklinks/reconcile

To track activity in GP, Login Monitor requires the user to “do something” inside GP. There are many long running processes, such as building a large check batch, which will cause the GP client to appear inactive even though processing is occurring on the server.

“Starting” a long running process appears as activity, but while the process is running the GP Client appears to be inactive. This can cause the user to appear as a Failed Log-out because when Login Monitor attempts to remove them from the system it finds a running process that blocks user removal.

Error Codes 11 and 12 indicate the user probably left GP open with a transaction displayed.

DEX_LOCK

DEX_LOCK is located in the tempdb. GP adds records to this table when a user has a transaction open in GP. For example:

  • Sales Transaction Entry
  • Purchase Order Entry
  • Inventory Transfers and Transactions
  • Cash Receipt Entry
  • Payables Manual Payment Entry
  • Inventory Assembly Entry
  • Many more

Activity Checks

Before attempting to remove a user, Login Monitor checks the following for activity:

    • Check posting
    • Financials Posting/Report printing
    • GL Period Consolidation
    • Payroll processing
    • Batch Posting
    • Payables Select Checks building a batch
    • A Financials window with a Journal Entry displayed
    • File Maintenance (Check Links)
    • Reconcile
    • Routines
    • Open Transaction windows with documents displayed. This check is based primarily on windows which use “active locking”, which creates records in the tempdb..DEX_LOCK table.
    • Manufacturing window with a transaction displayed
    • Field Service window with a transaction displayed

20.Mass Batch Change #

Mass Batch Change

HelpID: 502622031, 502622114

Mass Batch Change is a utility for quickly transferring a large number of documents between Batches. Mass Batch Change can transfer documents between batches for the following transactions:

    • Sales Transactions (SOP)
    • Receivables Transactions
    • Cash Receipts
    • Payables Transactions
    • Manual Payments
    • Inventory Assembly Transactions
    • Purchasing Invoice (Enter/Match Invoices)
    • Purchasing Receipts (Receivings Transaction Entry)

The Restriction Builder can create complex restriction criteria using a large number of fields from the transaction. The query can be saved and reused.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Mass Batch Change, then click DONE.

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Using Mass Batch Change

Navigation: Tools >> Utilities >> (Sales or Purchasing or Inventory) >> Mass Batch Change

Query ID: If you plan to save the Query, enter a Query ID.

Query Description: Enter a description of the Query. This will appear in the Lookup to help you identify the query.

Batch Source: Select the Batch Source (Sales Transactions, Receivables Transactions, etc.).

Destination Batch ID: select the batch that will receive the documents.

Custom Query: Write a custom record selection statement. The only requirement is that the first two fields returned by the query match the list below, in the order shown below. For example, a query to locate Sales Documents must return SOPNUMBER, SOPTYPE. The query can contain other fields as long as the key fields for the record are displayed first. Including a large number of columns will take a long time to display. Avoid a query containing “all” fields, such as this:

select SOPNUMBE, SOPTYPE, * from SOP10100

Click the GoTo button >> Custom Query to open the Custom Query window.

The first fields in the query must be the key fields for the document, as shown below. They must be in the order shown below. For example, when creating a Custom Query for Sales Transactions, the first two fields in the query must be SOP1000.SOPNUMBE and SOP10100.SOPTYPE.

For example:

select SOPNUMBE, SOPTYPE from SOP10100 where FULFILDAT <> ‘19000101’

Transaction Source Field(s)
Sales Transaction Entry SOP10100.SOPNUMBE

SOP10100.SOPTYPE

RM Transaction Entry RM10301.DOCNUMBR

RM10301.DOCTYPE

RM Cash Receipt Entry RM10201.DOCNUMBR

RM10201.RMDTYPAL

PM Transaction Entry PM10000.VCHNUMWK

PM10000.DOCTYPE

PM Manual Payment Entry PM10300.PMNTNMBR

PM10300.DOCTYPE

BM Transaction Entry BM10200.TRX_ID

BM10200.BM_Trx_Status

Purchasing Invoices POP10300.POPRCTNM

POP10300.POPTYPE

WHERE POP10300.POPTYPE = 2

Purchasing Receipts POP10300.POPRCTNM

POP10300.POPTYPE

WHERE POP10300.POPTYPE IN (1,3,8)

NOTE: For Purchasing Receipts and Invoices your custom query MUST contain the POPTYPE restriction shown in the table above.

The Custom Query must return distinct records (no duplicates). Use “distinct” and “group by” as needed to ensure unique records are returned.

CAUTION: Set security on the Custom Query window so that only appropriate users can access the window to enter or make changes to the custom query. Users do NOT need access to the window in order to run Mass Batch Change using a custom query.

Building restriction criteria

You need to identify which transactions to transfer by creating one or more restriction criteria. For example:

“SOP Type equals Invoice”

This restriction would narrow the list of documents to transfer to only Invoices.

The restriction criteria are built by selecting a Field, an Operation, and a Value. The Fields list contains a large number of fields from the transaction tables (such as Document Number, Customer ID, Document Date, etc.).

When you select a Field, the Values drop down list will populate with values currently being used in that field from the appropriate table. For example, if you select Salesperson ID, the drop down will only show Salesperson IDs that are on un-posted sales documents. It will not show all available Salesperson IDs (if the salesperson does not have an open document, their ID will not appear).

You can also manually type a value into the Values list. Partial values can also be used. For example, you might create a criterion for Customer IDs that begin with “D”.

After making your restriction criteria selections, click the + (plus) button to add it to the restriction list. Repeat the process to add as many restrictions as you need.

Click FIND at any time to retrieve documents.

Remove a restriction by selecting it in the restrictions list, and clicking the X (remove) button.

Once documents are displayed, you can open the document by double-clicking on it. You can multi-select from the list by using CTRL+click, or SHIFT+click if you only want to transfer some of the documents you retrieved.

Click TRANSFER to transfer the documents to the Destination Batch. If a document is currently being edited by another user, it will not transfer. As documents are transferred they are removed from the documents list. When the transfer is complete, any documents remaining in the documents list were either (1) not selected for transfer, or (2) were locked and could not be transferred.

The selected documents window will always display the key fields for the transaction (such as Document Number and Document Type). It will also display a column for any column used in a restriction. For example, if you have a restriction on Salesperson ID, the Salesperson ID column will be displayed. For Custom Queries only the key fields will be displayed.

You can add other columns to the display by creating ‘empty’ restriction criteria, or criteria that would include all records. For example, to show Document Date, add a restriction where Document Date is greater than 1/1/1900, or to show Customer Name add a restriction where Customer Name is not equal to {empty value} (do not enter anything in the Value field).

21.Most Recently Used List #

Most Recently Used List

HelpID: 502622022, 502622021

The Most Recently Used List works just like “History” in Internet Explorer, or the Most Recently Used documents list in Word or Excel. The MRU window displays the users most recently viewed Sales Transactions or Purchase Orders. The list is user-specific, and will be available regardless of which GP client they are logged into.

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Most Recently Used Lists, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Sales MRU

From Sales Transaction Entry, go to Extras >> Additional >> Recently Viewed Documents, or press CTRL+R.

Double-click on a document to open it in Sales Transaction Entry. This list is specific to each GP User ID, and shows the 50 most recently viewed documents. The most recently viewed are displayed first.

Purchasing MRU

From Purchase Order Entry, go to Extras >> Additional >> Recently Viewed Documents, or press CTRL+R.

Double-click on a document to open it in Purchase Order Entry. This list is specific to each GP User ID, and shows the 50 most recently viewed documents. The most recently viewed are displayed first.

22.Next Number Generator #

Next Number Generator

HelpID: 502622029, 502622036

The Next Number Generator is a utility for creating system maintained numbering sequences for any ID field in GP or any 3rd Party Product.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Next Number Generator*

This feature requires additional setup. Double-click on “Next Number Generator*” to open the Next Number Setup window (see below).

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Next Number Generator Setup

Tools >> Setup >> Company >> Setup GP PowerPack. Double-click on “MODULE: Next Number Generator*”.

ID Type: the default options include Item, Customer, Prospect, Vendor, and Other. Additional ID Types can be added (see below Adding ID Types). Select the type of ID for which you want to create a numbering sequence.

ID Name: you may choose to create an unlimited quantity of numbering sequences. This field is an identifier for a specific number sequence. As shown above, the as asterisk before MAIN ensures that numbering sequence will always appear at the top of the list of available numbering sequences.

Only one sequence is allowed that does NOT have a Prefix. The prefix is used when creating the new ID, such as AP00001, to ensure a unique range of number is generated. The AP-range of numbers will not overlap with the SM-range. If there is no prefix, the ID will simply be a zero-filled string, such as 0000023.

Prefix: provide an alpha-numeric prefix. This field is not required, but it can only be left blank for one numbering sequence.

Next Number: provide the starting number. This is the numeric part of the numbering sequence, so you might start at 1, or a random looking number such as 1734.

Length: the system will set this to the maximum length for the selected ID Type (such as 30 for Items). When an ID is generated it will combine the Prefix and the Next Number, with leading zeros padding the numeric portion so that the total length equals the value you entered into the Length field. Carefully plan this so that the Length you select provides enough room for growth of the number.

In the example above, with a prefix of SM, a starting number of 133, and a length of 7, the next number would be SM00133.

Adding ID Types

Click the GoTo button on the Next Number Setup window and select Add ID Type.

ID Type: provide a description for the ID, such as “Employee”. This label will be used when the Menu is added to the window, such as “Next Employee”.

Max Length: enter the maximum length of the field. The Item Number field, for example, has a maximum length of 30-characters. The value you enter here should be the maximum number of characters the field can hold. This is NOT the maximum length of the ID you will use—that might be significantly shorter. The maximum length for the ID is set in the Next Number Setup window.

Product ID: enter the Product ID. If the field is on a core GP window, the Product ID is 0 (zero), and for Manufacturing it is 346. You can locate the Product ID by looking at the Launch File window (Tools >> Setup >> System >> Edit Launch File), or by looking at the Dynamics.SET file.

Hot Key: set a hot key to open Next Number via a keyboard shortcut, such as CTRL + N. A Hot Key is not required, and may be left blank. The following Hot Keys can be used:

    • A to Z (capital A to capital Z)
    • p to z (lower case p to lower case z). These map to F1 to F11, so using “p” will result in the Hot Key CTRL + F1, and “q” will result in CTRL+F2.
    • 0-9

Form/Window/Field Names: This information can be found in the Resource Descriptions. An easy way to find this information is to open in Modifier the window where you want to add Next Number Generator. As shown below, Modifier shows the Field, Window and Form names.

After providing the requiring information, click the Binoculars (“Test ID Location”) to validate that the information provided is a field that can be located by Next Number Generator. Next Number Generator will attempt to open the specified window and locate the field.

If the window cannot be opened, you will receive a warning message that the field/window/form information is not correct. Either there is an error in the field/window/form, or Next Number Generator was not able to open the specified window. Try manually opening the window where the field is located, then click the Binoculars again. If Next Number Generator still reports a problem with the field, check the Form, Window and Field name.

TIP: Most window and form names do not have spaces, however some do, and many field names do have spaces. If a form/window/field name has spaces in it, you must surround it with apostrophes. For example:

‘Employee ID’ of window UPR_Employee_MNT of form UPR_Employee_MNT

Using Next Number Generator

When the module is enabled, navigation is added to each of the windows where an ID Type has been created. On these windows the Next Number Lookup can be opened from the Additional menu, or by pressing CTRL+N.

When using Next Number Generator to create “other” ID fields, the easiest way to open Next Number Generator is to add a Shortcut, and assign it to a Keyboard Shortcut Key. To do this, open the Next Number Generator using the navigation above.

    • On the Next Number Generator window, click File >> Add to Shortcuts
    • Right-click on the Shortcut for Next Number Generator, select Shortcut Properties…
    • Choose a Keyboard Shortcut and click OK.

The ID Type will automatically set based on which window you have open:

    • Item Maintenance >> Items
    • Customer Maintenance >> Customers
    • Prospect Maintenance >> Prospects
    • Vendor Maintenance >> Vendors
    • Etc

Double-click on the Next Number you want to use. It will be returned to the ID field (such as returning a new Item Number to the Item Maintenance window).

When creating “Other” IDs from the Next Number Lookup, double-click on an ID Class you want to use.

Next Number Generator can be accessed programmatically from outside of GP using a stored procedure called wNextNum. Sample code is shown below:

The parameters are:

ID Type – find IDType in W5026221 for the type of ID you want to generate. For example, 1 = Item.

ID Class – find Class in W5026220.

The example code above would return the Next ID for the Item Number ID-Class of APPLES.

The stored procedure (wNextNum) does not validate whether the ID already exists. When calling wNextNum, your code should validate whether or not the new ID exists in the destination table, and if it does, it should call wNextNum again until it arrives at a new, unique ID. Repeatedly calling wNextNum will increment the next number in the Next Number Generator tables.

23.Note Locks #

Note Locks

HelpID: 502622033

Note Locking provides the ability to lock a Dynamics GP Note window so that the note is not editable.

Any Note can be locked. This includes Form-level notes (such as the Note on the bottom, right-hand corner of Item Maintenance), Record-level notes (such as the Note just right of the Item Number field on Item Maintenance), and User Notes (attached to the User Setup window).

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Note Locking, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Note Locks

Open a Form-level or Record-level note. With the Note window open, go to Extras >> Additional >> Lock/Unlock Note (or press CTRL + K).

When the Note is unlocked, the Note Lock window will display three buttons: Lock, Lock with Password, and Cancel.

When the Note is locked, the Note Lock window will display three buttons: Unlock, Unlock with Password (if a password was used, otherwise this button is disabled), and Cancel.

The Lock/Unlock feature provides a “soft” lock, in that the Note can be easily unlocked by opening the Note Lock window and clicking Unlock. It is intended to prevent accidental changes to a Note.

The Lock/Unlock with Password feature provides a “hard” lock, in that locking/unlocking the Note requires entering the System Password. It is intended to prevent access to a Note that should not be changed, such as on historical documents.

Note Lock locks the text field, so that the note cannot be edited, and the Attach and Delete buttons. The OLE Attachment button is not locked because it would then be impossible to view the OLE Attachments. Further, there is no way to prevent editing such attachments if they exist.

24.PO Document IDs #

PO Document IDs

HelpID: 502622014, 502622011

PO Document IDs allow creation of an unlimited number of PO Document IDs, each one with a unique, system maintained document numbering sequence. This feature gives Purchase Order Processing the same type of document numbering found in Sales Order Processing, where you can have many different types of Sales Order Numbers.

Use this feature to create PO Numbering sequences that are used for special projects, to help identify purchase orders for specific types of inventory, or to easily identify purchase order by buyer or location.

PO Document IDs work with:

  • PO Entry
  • PO Generator
  • SOP PO Preview (POs generated from Sales Transaction Entry)
  • Manufacturing MRP Planned Orders (POs generated from MRP)
  • Manufacturing MOP-POP Link (Outsourcing Purchase Orders)

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: PO Document IDs*

This feature requires additional setup. Double-click on “MODULE: PO Document IDs*” to open then PO Document ID Setup window (see below).

After completing setup, click DONE on the GP PowerPack Setup window to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

PO Document ID Setup

On the GP PowerPack Setup window, double-click on “MODULE: PO Document IDs*” to open the PO Document ID Setup window.

In the PO Document ID Setup window, enter a Purchase Order ID (PO ID), and a Next PO Number for the PO ID. The Next PO Number should contain Letters and Numbers, in the format PRJ000001. Be sure to allow enough space in the numeric portion to handle the number of purchase orders you will create.

The PO ID is similar to a Sales Document ID, such as STDORD, in that it is a label used in the Next PO Number Lookup window to help identify the numbering sequence to use.

Using PO Document IDs

For the windows that are activated for PO Document IDs (see above for “PO Document IDs Work With”), the title bar of the window will display the currently selected PO Document ID.

The default PO Number maintained by Dynamics GP will be indicated by “Dynamics GP”, meaning the “normal” PO Number is being used.

For example, the PO Entry window title bar will display:

Purchase Order Entry *** PO Doc ID: Dynamics GP ***

If you have a PO Document ID called PRT for Prototypes, the title bar would show:

Purchase Order Entry *** PO Doc ID: PRT ***

All POs will be generated using the currently selected PO Document ID.

The Set PO Document ID window is used to change the current Document ID selection. It is accessed from all window locations via Extras >> Additional >> Set PO Doc ID.

25.Posting Controls #

Posting Controls

HelpID: 502622007

Posting Controls will allow you to establish an authorized dollar amount that a user is allowed to post. In other words, a user-specific allowed batch or transaction posting amount. For Batches the control is applied to both the ability to Approve a batch and the ability to Post a batch.

Posting Controls are available for the following transactions:

  • Financial
    • Transaction Entry
    • Quick Journal
    • Batch Entry
    • Bank Deposit Entry
    • Miscellaneous Check
    • Bank Transfer Entry
  • Sales
    • Sales Transaction Entry
    • Sales Batch Entry
    • Invoice Entry
    • Invoice Batch Entry
    • Receivables Transaction Entry
    • Cash Receipts Entry
    • Receivables Batch Entry
  • Purchasing
    • Purchase Order Entry (ability to Print a PO)
    • Purchasing Batch Entry
    • Receivings Transaction Entry
    • Purchasing Invoice Entry
    • Payables Transaction Entry
    • Payables Manual Payment Entry
    • Select Payables Checks (ability to Print)
    • Print Payables Checks (ability to Process)
    • Payables Batch Entry

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Posting Controls*.

This feature requires additional setup. Double-click on “MODULE: Posting Controls*” to open the Posting Control Setup window (see below).

When done with Posting Control Setup, click the DONE button on GP PowerPack Setup to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Posting Control Setup

On the GP PowerPack Setup window, double-click on “MODULE: Posting Controls*” to open the Posting Control Setup window.

In the Posting Control Setup window, select a User ID. Then select the Series (Financial, Sales, and Purchasing) and a Window where you want to apply the control.

The Posting Controls are applied on a company-basis. If you have multiple company databases, the same setup will need to be repeated for each company a user has access to.

If a user attempts to Approve a batch, or post a batch or transaction where the total of the document (or documents) is above their approved limit, they will receive this warning message:

The transaction or batch total exceeds your approval limit.

They will be prevented from approving or posting the batch, or posting the transaction.

26.Sales Pro #

Sales Pro

HelpID: 502622063

Sales Pro adds a sophisticated Item Lookup to Sales Transaction Entry which dramatically improves a user’s ability to service a customer, respond knowledgeably and quickly to customer inquiries, and to suggestively sell additional items.

Sales Pro highlights:

  • Perform a wild-card search to locate items quickly
  • See a list of items previously purchased by the customer
  • Locate available inventory in multiple sites
  • See sales analysis for items, such as min/max/avg quantity purchased, and min/max price paid on historical invoices
  • See other items previously bought along with another selected item

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Sales Pro, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Sales Pro

Sales Pro is an enhanced Item Lookup, and in many ways behaves exactly like the normal Item Lookup. Once exception, however, is the Wild Card Search, which is described further below.

From Sales Transaction Entry, click the Lookup button to open Sales Pro. You can also press CTRL+L. If you put in the first few characters of an Item Number, such as “FA”, before opening Sales Pro, the Sales Pro item list will be positioned to “FA” in the list of items.

The Sales Pro window shows a large amount of information about a customer’s order history and order patterns. By default, the main “lookup” window (window A) displays Customer History. This is a list of all items previously purchased (invoiced) by this customer.

The first line of the Customer History view shows the columns listed below. Aside from Quantity Available, all fields are based on invoices selected for the Customer ID and Ship To Address Code. If no Address Code is selected, then all invoices for the Customer are selected regardless of the Ship To.

  • Item Number
  • Quantity Available – this is the Quantity On Hand minus Quantity Allocated for the Site ID shown in the upper-right hand corner.
  • Minimum Quantity Ordered
  • Maximum Quantity Ordered
  • Average Order Quantity
  • Minimum Price paid
  • Maximum Price paid

Expanding Window A shows the fields listed below. Times Ordered, First Ordered and Recent Order are based on the selected Ship To Address Code. If no Address Code is selected, those fields are based on all invoices for the Customer.

  • Item Description
  • QTY On Order – for the site shown in the upper-right
  • QTY On Hand – for the site shown in the upper-right
  • QTY Allocated – for the site shown in the upper-right
  • QTY on BO – for the site shown in the upper-right
  • Times Ordered – a count of the number of invoices containing the item
  • First Ordered – first invoice date of an invoice containing the item
  • Recent Order – the most recent invoice date of an invoice containing the item

Clicking on an item in Window A causes Windows B and C to redisplay. The selected item is also displayed in the upper right-hand corner of the window.

The GoTo button uses the “selected item” displayed in the right-hand corner of the window, the Customer ID, and the Site ID to populate the corresponding fields when windows are opened via the GoTo button. NOTE: The menu items available on the GoTo button are controlled by Dynamics GP User Security, so all options may not be available for all users.

To select an item onto Sales Transaction Entry, either click on the item and click SELECT, or simply double-click on the Item Number.

Window B – Inventory Availability

The default view for this window is to show only sites that have Quantity Available greater than zero. The SHOW drop-down box changes the view to show:

  • All Sites: the inventory quantities in all sites, regardless of actual availability
  • Qty On Hand: all sites that have ANY quantity on hand, regardless of availability.

The TOTAL row always appears at the top and is the sum of the displayed sites.

Window C – Invoice History / Co-Purchased Items

The default view shows all invoices containing the selected item. The list sorts by the Ship Date. The SHOW drop-down box changes the view to show “Items bought with the selected item”.

The “Items bought with selected item” looks at historical invoices to see what items appeared on invoices along with the selected item.

The ALL ITEMS view (upper left corner) changes the Lookup window (Window A) to show all inventory items (just like the normal Item Lookup).

Search for items in either the Customer History or All Items view by putting one or more characters into the Find Item field.

When you tab-out of the field (or click Refresh), the Lookup window will reposition to display the list starting with the entered character. For example, entering “T” will reposition the list to the beginning of the “T” item numbers.

Sales Pro also performs a “contains” search.

To perform a “contains” search, enter a question mark followed by the term for which you want to search. As shown above, “?BLUE” returns all items containing the word BLUE in the Item Number or Item Description.

The contains search can also be executed directly from Sales Transaction Entry.

To perform a contains search from Sales Transaction Entry, enter a question mark followed by the search term (i.e. BLUE), then press CTRL+L or click the Lookup button to open Sales Pro.

27.Select Checks Filters #

Select Checks Filters

HelpID: 502622099

Select Checks Filters adds a sophisticated query builder, to the Select Checks window, which creates Filters used to identify a group of documents to submit to the Select Checks window.

You can create and save an unlimited number of Filters, and each Filter can have an unlimited number of criteria.

NOTE: In earlier releases of GP PowerPack this feature was called Mass Apply AP.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Select Checks Filters, then click DONE.

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Using Select Checks Filters

Navigation: Transactions >> Purchasing >> Select Checks >> Additional >> Select Checks Filters

The Select Checks Filters window is used to select an existing Filter, preview the documents selected by the filter, manually exclude specific documents if needed, and Apply the filter.

To create a filter, click the FILTERS button.

Filter ID: enter a new ID, or select one from the Lookup

To create a new criteria for the Filter, click the NEW button. The drop-down boxes correspond to the column headers directly below each one.

Field: A large number of fields from the payables transactions and vendor master are available, including all of the Receivings User Defined fields. Note that the Receivings User Defined fields only appear in the Field List if a label has been created for the field in Purchase Order Processing Setup. The available UDF fields appear at the bottom of the Fields List, prefaced with “UDF”. “Distribution Account” has special properties and is discussed in more detail below.

Distribution Type: this is only enabled when Distribution Account is selected (see below).

Compare: There are two options: “Does/Is” and “Does/Is Not”. This field is used together with the Operator to create expressions like “Is Equal To”, “Does Contain”, “Does Not Begin With” or “Is Not Equal To”.

Operator: The operators include Equal To, Begins With, Ends With, Contains, and so on. The available operators will change depending on the Field selection. For example, if a date Field is selected the Operator will include “On or Before” and “On or After”. If Distribution Account is selected the Operator will include “Contains Only” (see below).

Date Option: If a date Field is selected, the Date Option will be enabled. The Date Options are “Today”, “End of Month”, and “Date”. “Date” is selected when you want to provide a list of specific dates in the Values list.

Values: For most Operators you can specify a List of Values. For example, if the Operator is “Contains”, you might have a list of values, such as this:

  • “Transaction Description” “Does” “Contain”: “Meals”, “Ent”, “Fuel”

After selecting a Field, Compare option, Operator option (and the others as appropriate), click into the Values window and enter one or more Values.

The Values window will show either a date field, string field, or account number, depending on the selected Field.

After entering values, click the SAVE button. The filter criteria will be added to the “criteria list” (the scrolling window on the bottom left).

To modify existing criteria, click on in the Criteria List.

This will select it, as shown above, and put it up into the entry fields. You can also add/edit/delete the Values after selecting criteria.

To remove a record from the Criteria List, select it, then click the DELETE button located immediately above the Criteria List. The Delete button at the top of the window deletes the entire Filter.

To remove a value from the Values list, click into the row you want to delete, then select Edit >> Delete Row.

When a Filter is applied the “criteria” are added together with “and” clauses. So:

  • Where Vendor ID = “ABC” and
  • Vendor Class ID = “MAIN” and
  • Due Date = End of Month

If the Compare Option is “Does/Is”, the Values are added together with “or” clauses. For example:

  • Where Vendor ID Is Equal To “ACE” or Is Equal To “BLUE” or Is Equal to “HARRIS”…and….
  • Vendor Class ID Is Equal To “MAIN” or Is Equal To “SOUTH” or Is Equal To “WEST”….and…
  • Document ID Does Begin With “A460” or Begins With “A470” or Begins With “A480”

If the Compare Option is “Does/Is NOT”, the Values are added together with “and” clauses. For example:

  • Where Vendor ID Is Not Equal To “ACE” and Is Not Equal To “BLUE” and Is Not Equal to “HARRIS”…and….
  • Vendor Class ID Is Not Equal To “MAIN” and Is Not Equal To “SOUTH” and Is Not Equal To “WEST”….and…
  • Document ID Does Not Begin With “A460” and Does Not Begin With “A470” and Does Not Begin With “A480”

Working with Distribution Accounts

When “Distribution Account” is selected as the Field it enables the Distribution Type drop-down. You must select a Distribution Type. Since criteria are added together with “and”, you should only use one Distribution Type per Filter. When documents are selected the query will include a clause like “where Distribution Type is PURCH”. If you have multiple Distribution Account criteria, one using Distribution Type = PURCH and another using TAX, the resulting query would include “where Distribution type is PURCH and Distribution Type is TAX”. This would return no records because a Distribution Type cannot be both values at the same time.

Selecting Distribution Account also adds “Contains Only” to the Operators. If your payables transactions could be coded to multiple PURCH accounts, you could select transactions that have one and only one PURCH distribution by creating this filter:

  • Distribution Account PURCH Does Contain Only “200-100-01”

The account numbers entered into the Values list can be complete accounts, or just one segment, or a portion of a segment.

The criteria shown above would select documents where the PURCH distribution(s) for a transaction use only accounts beginning with “NP” or “NF”.

You can even provide partial values for multiple segments. The example shown above would locate accounts beginning with NP or NF in the first segment, and beginning with “2” in the second segment.

If you build a criteria that uses “Does/Is Not” and “Contain Only”, the resulting query will find transactions where there distributions contain multiple purchases distributions to different accounts where at least one of the distributions meets the specified criteria. In the example above this would be transactions having more than one PURCH distribution where at least one of the distributions has an account number like:

  • NP**-2**-** or
  • NF**-2**-**

Applying Filters

Once you have created a Filter, select it on the Select Checks Filters window. The window will display the documents located by the Filter.

Documents that are On Hold or Voided will not be included, and Vendors which are On Hold will not be included. There are additional rules used during the Build Batch process that may cause documents shown in Select Checks Filters to NOT be included in the Check Batch. Some examples are:

  • In a multicurrency environment if Select Checks window is set to Batch Currency Only and the Currency ID on the Batch is not used on any of the selected transactions.
  • If the Check Batch is EFT but none of the selected transactions are for an EFT Vendor.
  • If after displaying documents in Select Checks Filters another user creates a Check Batch that includes one of the documents.

The Select Checks Filters window displays a list of POTENTIAL documents to be included in a Check Batch. GP is going to apply additional rules when building the Check Batch which may cause one of the selected documents to not be included in the Batch, but it will not include any documents that are NOT displayed by the Filter (the Filter results are the only documents from which GP can choose for inclusion in the Check Batch).

You can unmark specific documents if you wish to exclude them. The “X” column header will mark all/un-mark all when the X is clicked.

FIND: locate specific documents by using the Find….Containing search fields. Select a Field from the Fields dropdown list, then enter a search term. A “contains” search will locate all documents where the selected field contains the value entered. In the example above a search for Document Number containing “AS” would locate two documents. Clear the search term field to redisplay all documents.

ADD VOUCHER: single documents can be manually added to the list of selected documents. You might use this when the Filter selects most, but not all, of the documents you want to apply.

REFRESH: The Refresh button re-executes the Filter’s query. If documents have been marked/unmarked, that work will be lost. Refreshing the query will pull in new documents if additional documents were created after the Filter was selected.

CLEAR: Clearing the window will un-apply a currently applied Filter, and clear any currently selected documents.

SORT: You can build custom sorting options. By default the window sorts by Document Type then Voucher Number.

To create a new Sort, either type a name for the new sort into the Sort box, or click the Sort Zoom (blue underlined “Sort”).

Sort: Enter a Description for the Sort. The Sort options are visible within the GP Company database (they are not specific to the user but are visible to anybody who has access to the Select Checks Filters window).

Field: Select the field on which you want to sort. Click the PLUS button to add the field to the sort. Add fields in the order by which you want the documents sorted. As shown above, the documents will be sorted first by Transaction Description then by Document Date.

You cannot re-order the fields. If you make a mistake in the fields selected, or the order of the fields, you must delete the Sort and re-enter it.

Delete: deletes the Sort.

Applying Filters:

When you are ready to create a Check Batch for the selected documents, click the APPLY button. The Select Checks Filters window will remain open.

Build a Check Batch as you normally would using the Select Payables Checks window.

You can select a different Filter, apply it, and add additional transactions to the batch.

The filter will remain active until you click CLEAR on the Select Checks Filters window, or until you close the Select Checks Filters window. If you close Select Checks Filters before clicking Build Batch on Select Payables Checks it will clear the filter and the batch will be built with NO filter.

28.Series Post Filter #

Series Post Filter

HelpID: 502622058

The Series Post windows for Financials, Receivables, Payables and Inventory can be cumbersome to work with because there is no ability to restrict the display to certain types of batches. Often when batches are not posted to GL, there is a review process before posting, which might, for example, require reviewing all batches created during a week. The Series Post windows in GP require manually locating specific batches, marking them, and then posting.

The Series Post Filter window adds multiple search criteria with which to the list of available batches can be restricted. For example, if a user creates a Batch ID each day containing their User ID, Series Post Filter can restrict the display to show just Batches containing the User ID.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Series Post Filter

Click Done to enable this feature. Other users will need to restart Dynamics GP to enable this feature.

Using Series Post Filter

Series Post Filter is available from Financials, Receivables, Payables and Inventory Series Post. Select Additional >> Series Post Filter, or press CTRL + 1.

Mark a filter to use, then click Refresh. The Series Post window will redisplay to show only batches meeting the selected criteria.

MARK ALL will mark to post all batches that meet the criteria, and UNMARK ALL will unmark all batches that meet the selection criteria. You can repeat this process multiple times, adding more batches to post each time. Just enter new selection criteria, click Redisplay, then click Mark All to mark the batches.

UNMARK ALL will unmark batches based on the displayed selection criteria. If you clear the selection criteria, then click Unmark All, there will be no batches marked for posting.

29.Shortage Inquiry #

Shortage Inquiry

HelpID: 502622046

Shortage Inquiry provides a list of documents in Dynamics GP that need inventory. Shortages are identified in SOP (Backordered quantities), GP Manufacturing (Picklist Shortages), and GP Field Service (Service Call Parts).

When inventory is received into the system, such as when posting a PO Receipt, Shortage Inquiry launches automatically to look for transactions the need the new inventory. If it finds a requirement, the Shortage Inquiry window opens displaying the document(s) which need the inventory.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Shortage Inquiry, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Shortage Inquiry

Shortage Inquiry is available from the Additional Menu on the following windows in GP that add inventory to the system:

  • Item Transfer Entry
  • Item Transaction Entry (positive quantity adjustments)
  • Bin to Bin Transfer Entry
  • PO Receipt Entry
  • MO Receipt Entry

It can also be opened directly via Inquiry >> Inventory >> Shortage Inquiry

When a transaction is posted from any of the above windows, Shortage Inquiry will check if there are any transactions needing the inventory in the site where the inventory was posted. If it finds a transaction which needs the new inventory, Shortage Inquiry will open to display the shortages.

The Shortage Inquiry window provides zooms to the document entry window for the shortage document, giving the user quick access to those documents so they can allocate the newly available inventory. Select a row in the scrolling window, then click the blue “Document Number” zoom to open the document in a transaction entry window. For Sales Transactions, the scrolling window will be set so that the selected “short item” is displayed at the top of the window.

Shortage Inquiry is also available on the Item Inquiry Additional menu, where it will display shortages for the selected Item Number and Site (if a Site is selected).

30.Site To Bin Migration #

Site to Bin Migration Utility

HelpID: 502622017

When implementing Multi-Bins in the Dynamics GP, the Site To Bin Migration Tool provides an easy way to quickly move all On Hand inventory from multiple Locations into meaningful, named Bins in a new Master Site. In other words, the utility performs an automated conversion from a Multiple-Site implementation, to a Single-Site with Multiple-Bins implementation, where each Site Name is converted into a Bin Name in a new “Master Site”.

Without the Site-To-Bin Migration Utility, when multi-bins is enabled GP will put all inventory into a single bin called AUTOCREATE, and inventory must be manually transferred into named bins.

Every Location Code in the current environment will become a Bin inside of the new Master Site, and an Inventory Transfer will move all inventory from existing Locations into the Bins in the new site.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Site to Bin Migration Utility.

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Using Site-to-Bin Migration Utility

Navigation: Tools >> Utilities >> Inventory >> Site to Bin Migration Tool

IMPORTANT: The following steps must be executed in order:

  1. Enable Multi-Bins. Follow the instructions in the Inventory Manual, and run the suggested Reconcile and Checklinks procedures. Be sure to re-run Inventory Reconcile at least once to confirm no errors are generated. After enabling multi-bins and running the reconcile procedures, all inventory will exist in a Bin in each site called AUTOCREATE.
  2. Create a new Master Site with no bins. All inventory will be migrated to this new site.
  3. Open the Site To Bin Migration window. This must be run by SA, and no other users can be logged into the Company. Site To Bin Migration will open only if both conditions are met.

 

Create or select an Inventory Batch, then pick the Destination Site.

In the scrolling window map Source Sites to Destination Bins. You can keep the same name for the Bin as was used for the Site, or use the migration process as an opportunity to rename the Sites/Bins.

The first step of the migration process will create the new Bins in the Destination Site using the Bins provided in the mapping window.

Multiple Sites can be migrated to the same bin.

Click the PROCESS button. You will be asked to confirm you are ready to begin.

The first step will create a Bin in the Destination Site for each of the original Sites using the Site-Bin mapping. In the example above, NORTH and SOUTH are both mapped to a Bin called MAIN.

All Available Inventory will be transferred. Allocated Inventory quantities will remain in the original Sites. With Lots and Serials it is possible to allocate inventory without allocating specific Lots or Serials. For these items enough of a Lot or Serial will be left in the original Site to fulfill the allocation.

New Item-Site, and Item-Site-Bin records will be added as needed.

Progress will be displayed in the box at the bottom of the window.

When the migration is complete the status will display DONE.

Click on the Document Number Zoom to open the Inventory Transfer.

Posting the transfer will move all un-allocated inventory to the new site and bins.

31.SmartList Analyzer #

SmartList Analyzer

HelpID: 502622057

SmartList Analyzer adds to SmartList the ability to perform calculations and analytical functions on the columns of data in the SmartList window.

Available functions are:

  • Sum – adds all numbers in a column
  • Average – add all numbers in a column and divides by the number of records
  • Mode – finds the most frequently occurring value
  • Standard Deviation – calculates the statistical amount of variance in the numbers in a column
  • Frequency – calculates the frequency with which each value appears in the column.

The Mode and Frequency functions work on all types of data, whereas the Sum, Average, and Standard Deviation functions work only with numeric data.

SmartList Analyzer can also add Calculated Columns to any existing SmartList Favorite.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: SmartList Analyzer, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using SmartList Analyzer

Navigation: Open SmartList, then select Extras >> Additional >> SmartList Analyzer

SmartList Analyzer shows the currently selected SmartList Favorite across the top of the window.

The first list shows all of the columns in the Favorite. Select a Column from the Columns list by clicking on it. The selected column is indicated with a blue dot.

Select an Operation from the Operations list. The Operation selection is indicated with a blue dot, and the calculation begins immediately.

To change the selection, click on another Operation or Column. The current calculation, if running, will stop automatically and the new calculation will begin.

The Results window will display the result.

 

Calculated Columns can be added to any SmartList Favorite. Click the Calculated Columns button.

The Calculated Columns window is used to build the formula for the calculated column.

Enter a Column Name for the new column.

A calculated column must be built from at least one Column or Fixed Value.

To add a column, either (1) double-click on the column name, or (2) select it and click the Add Column button as shown above.

Add an Operation by clicking one of the Operator buttons.

To add a Fixed Value, enter the desired numeric value in the Fixed Value field, then click the Add Fixed Value button.

Remove elements from the formula by selecting it, then clicking the Remove button (the Arrow pointing Left).

Finish the formula by adding additional columns and operators, then click the Add Column button. The column will be added to the right-hand side of the SmartList.

The progress bar on the bottom right hand corner of the window will display progress as the column is added and the formula is calculated.

32.SOP Auto-Select Bins #

SOP Auto-Select Bins

SOP Auto-Select Bins will automatically fulfill a sales line from multiple bins without requiring manual selection by the user. After attempting to allocate from the default Sales Order Fulfillment Bin, inventory will be allocated from other bins.

An attempt is first made to select bins based on the Bin Priority listing on Item Site Default Bins. If the Priority listing exists, inventory will be allocated from the bin from highest priority to lowest.

If Bin Priorities have not been set up for the Item-Site, bins will be selected in Alpha-numeric order.

Normally Dynamics GP will allocate from the Sales Order Fulfillment Bin, and if there is not enough inventory available, the user will have to make manual selections.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: SOP Auto-Select Bins, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using SOP Auto-Select Bins

The bin information on Item Site Default Bins determines how SOP Auto-Select Bins will move through the bins to allocate inventory.

  • If a Sales Order Fulfillment bin is present, that will always be used first for non-Serial/Lot controlled inventory. For serial/lot controlled inventory SOP Auto-Select Bins will use only the Bin Priority list, or Bins in Alpha-Numeric order.
  • If no Bins are entered into the Priority List, bins will next be selected in alphanumeric order.
  • If Bins are entered into the Priority List, bins will be selected in the order presented in the list (the #1 bin is selected first).

If Bins are entered in the Priority List, only those bins will be used by SOP Auto-Select Bins. If there is shortage after checking the specified Bins, the Bin Quantity Entry window will open.

33.SOP Revision Levels #

SOP Revision Levels

HelpID: 502622103, 502622101, 502622040, 502622056, 502622053

SOP Revision Levels provides for tracking customer requested revisions levels of your products. It maintains a change history to record changes in the requested Revision Level, with a reason code for the change.

The Revision Level can be added to any existing modified SOP Report form.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: SOP Revision Levels*.

This feature requires additional setup. Double-click on “MODULE: SOP Revision Levels*”.

Allow adding new Revs in Sales Transaction Entry: when marked, users will be able to add a new revision level on-the-fly from Sales Transaction Entry. If unmarked, users will only be able to enter/select existing revisions levels that were defined on in Customer-Item Revision Maintenance, or Item Revision Maintenance.

SOP Rev Level Label: When the Rev Level prints on a SOP Report (see below for adding it to SOP reports), it can be prefixed with the label entered here. For example, the label could be “Rev Level: “.

If no label is provided the report field will just show the revision level. In this case you might want to add a column header to the report for “Rev Level”.

Using SOP Revision Levels

When an Item is added to a Sales Transaction an Inital Rev Level will be recorded automatically, if one can be found.

SOP Rev Levels looks three places to find the Current Rev for an Item, in the following order:

      1. Customer-Item Revision Maintenance
      2. Item Revision Maintenance
      3. Item Engineering (if GP Manufacturing is installed).

Revision Levels for an Item on a Sales Line can also be manually entered based on customer input.

Customer Item Revision Maintenance

Navigation: Cards >> Sales >> Customer Item Revisions

The Customer Item Revision Maintenance is used to record the default Revision Level requested by the Customer for an Item. It also tracks a history of changes to that Revision Level.

Customer Number: Enter a Customer Number, or select one from the Lookup. The scrolling buttons at the bottom of the window will move sequentially through each Customer.

Item Number: Enter an Item Number, or select one from the Lookup. The arrow buttons on either side of the Item Number field will move through the Customer-Item Revision records for the selected customer.

New Rev Level: enter the Revision Level requested by the Customer.

Description: enter a description for the change to the Revision Level.

A Customer Item Revision is NOT required. If a Customer Item Revision is not available for an Item, SOP Rev Levels will look to the Item Revision Maintenance window (see below).

Item Revision Maintenance

Navigation: Cards >> Inventory >> Item Revisions

The Item Revision Maintenance is used to record the Revision Level history for an Item.

If GP Manufacturing is installed and SOP Rev Levels is enabled, the Item Revision Maintenance window must be used to enter/update the Revision Level as the Revision Level field will be locked on Item Engineering. Changes made to the Revision Level in Item Revision Maintenance will be reflected on Item Engineering. The Item Engineering window will always display the Current Rev.

MFG PowerPack from WilloWare includes PO Rev Levels, and has an identical Item Revision Maintenance window. Regardless of whether Item Revision Maintenance is accessed through GP PowerPack or MFG PowerPack the Item Revision information in the same table.

Item Number: Enter an Item Number, or select one from the Lookup. The arrow buttons on the bottom of the window move through all Item Numbers.

New Rev Level: enter the Revision Level for the Item Number.

Description: enter a description for the change to the Revision Level.

If Item Engineering Data is imported (such as through a PLM Adapter) and the Revision Level is changed in the Item Engineering table it will not be reflected in the Item Revision Maintenance. You must also add a record to the Item Revisions table with each update to Item Engineering. Please contact support@willoware.com for assistance.

Recording Revision Levels in Sales Transaction Entry

A Revision Level can be added to any sales line of any document type.

When a document is transferred, the revision levels for the transferred lines will follow to the new document. Once a document is transferred the revision levels are tracked separately on the originating document (i.e. the Order) and the new document (i.e. the Invoice). If changes are made to the revision level of an item on either document, no changes are made to the linked document. In other words, if a partial quantity is transferred from Order to Invoice, and the rev level on the Order line is changed, it does not flow-forward to update the Invoice line. At that point they are treated as separate documents.

Add, update, or view a Revision Level by clicking on a sales line, then select Additional >> Revision Level Entry (CTRL + 9). Pressing CTRL+9 will also open the window.

Revision Level Entry is also available from the Sales Item Detail Entry widow.

When a new sales line is entered, SOP Rev Levels will capture the initial revision level. The initial revision level is located as follows:

  1. Customer-Item Revision Maintenance. A Customer-Item Rev is used first, if one is found.
  2. Item Revision Maintenance. An Item Rev is used second, if one is found. If GP Manufacturing is installed it moves to #3. Otherwise NO revision level is recorded.
  3. Item Engineering. If Item Engineering has a Revision Level, it will be used last. If the Revision Level field is blank, NO revision level is recorded.

Current Rev: this field displays the Current Rev for the Item (from Customer Item Revisions, Item Revisions, or Item Engineering).

Initial Rev: this always displays the first Rev recorded for the line.

Ordered Rev: this displays the most recently entered Rev for the line.

New Rev: If Customer-Item Revisions exist, the drop-down box will contain a list of all Revs for the Customer-Item. If Customer-Item Revisions do NOT exist, the list will fill with Item Revisions (if they exist). Otherwise the field will be blank.

You can select a different Rev by selecting a Rev from the drop-down list. Or, you can manually type in a Revision Level. A manually entered Revision Level will be checked against Customer Item Revisions and Item Revisions to see if it exists. If it does not you will be warned, but allowed to continue.

Revision Inquiry

Revision Level Inquiry is available from the Sales Transaction Inquiry Zoom window, and Sales Item Detail Inquiry Zoom via the Additional Menu.

Report Writer

Revision Level can be added to any SOP Report Form by using the Report Writer User Defined function called rw_TableLineString. Follow the steps below to add Revision Level to any SOP Report.

Step-1: Create calculated fields to change the datatype of Line Item Sequence and Component Sequence to be currency. The rw_TableLineString function requires inputs for these two field using currency datatypes, but the fields are long integers. The following steps explain how to create the conversion fields.

 

  1. Open the SOP Report Form in Report Writer
  2. Select Calculated Fields from the Toolbox, then click NEW
  3. Name the field: cyLineSeq
  4. Result Type = Currency
  5. Click the FIELDS tab.
  6. In the Resources list, select Sales Transaction Amounts Work. Select the Line Item Sequence field.
  7. Click Add
  8. Click OK to save the Calculated Field.
  9. Select Calculated Fields from the Toolbox, then click NEW
  10. Name the field: cyCompSeq
  11. Result Type = Currency
  12. Click the FIELDS tab.
  13. In the Resources list, select Sales Transaction Amounts Work. Select the Component Sequence field.
  14. Click Add
  15. Click OK to save the Calculated Field.

Step-2: Create a calculated field for Revision Level.

  1. Select Calculated Fields from the Toolbox, then click NEW
  2. Name the field: sRevLevel
  3. Result Type = String
  4. Click the FUNCTIONS tab, click User-Defined, select Core = System, then Function = rw_TableLineString
  5. Click Add
  6. Add the Product ID
    1. Click the CONSTANTS tab, select Type = Integer, enter 5026, then click ADD.
  7. Add the Report Name
    1. On the Contants Tab, select Type = String, enter SOP, then click ADD. GP PowerPack is expecting the string “SOP”, do not enter the actual name of the report.
  8. Add the Document Number
    1. On the Fields tab, select Resources = Sales Document Header Temp, select Field = SOP Number, then click ADD.
  9. Add the Document Type
    1. On the Fields tab, select Resources = Sales Document Header Temp, select Field = SOP Type, then click ADD.
  10. Add the Line Item Sequence
    1. This is where you use the cyLineSeq created above. Click the Fields tab, select Resources = Calculated Fields, select Field = cyLineSeq, then click ADD.
  11. Add the Component Sequence
    1. This is where you use the cyCompSeq created above. Click the Fields tab, select Resources = Calculated Fields, select Field = cyCompSeq, then click ADD.
  12. Add the Data Control
    1. This is an integer that tells GP PowerPack which piece of data to return. In this case there is only one, Rev Level, so add an Integer Constant of 1. Click the Constants tab, select Type = Integer, enter 1, then click ADD.
  13. Click OK to save the calculated field.

Add sRevLevel to the modified SOP Form, and format as needed.

Using the technique above, Rev Level can be added to any report.

34.System Access Lock #

System Access Lock

HelpID: 502622061

System Access Lock (SAL) provides a quick way to lock all users out of the system during closing or maintenance processes. When a company is locked and a user logs-in, they will receive a user-defined warning message, and be kicked-out of GP.

The GP Company Access window could be used to remove user access to companies, and thereby keep them from logging in, but removing a user’s access to a company also deletes their security setup. Additionally, if there are a large number of users, and/or a large number of companies, using Company Access would be very cumbersome.

SAL can “add all” companies to the locked companies list in a single click. It also assumes that all users are locked out by default. “Allowed” users are then added as exceptions.

NOTE: The default security task created by the GP PowerPack Installation is called GPPP. It has access to all windows in the product, including the SAL window. You may want to restrict access to this window.

NOTE: SAL is enabled automatically for all companies based on your registration key. If you have the Suite License, SAL is also automatically enabled. The module does not have any effect on logging-in if there are no companies in the “Locked Companies” list.

NOTE: GP2013R2 added similar functionality with the ability to take a company “offline”. However, the GP version allows all Power Users into the system, while System Access Lock only gives access to SA and DYNSA, and other users only if they are granted specific permission to do so.

Using System Access Lock

Navigation: Tools >> Utilities >> System >> System Access Lock

Login Message: enter the warning message that is presented to users when they attempt to log-in.

Current Activity Tab: this tab shows users currently logged-in to a GP company. Use this window to see which users need to be notified that they should log-out. If a user needs to be removed, use the GP User Activity window (Tools >> Utilities >> System >> User Activity), which can be opened directly via the GoTo Button.

Lock Companies Tab: use this tab to select which company or companies should be locked.

    • > = insert one selected database (lock the selected database)
    • >> = insert all databases (lock all databases)
    • << = remove all databases (unlock all databases)
    • < = remove one selected database (unlock the selected database).

As soon as you add a database to the Locked list, it will be locked for all users attempting to log-in except SA. To unlock a company, remove it from this list.

NOTE: The SA and DYNSA users can always log-in to all companies regardless of the System Access Lock setup.

Users will be able to log-in as they normally would. However, once they reach the main GP Home Page, SAL will check whether the database is locked, and whether or not the user is Allowed. If they cannot be in GP, the application will close. There is no way for the user to bypass this control.

Allowed Users Tab: by default, the SA user can always log-in. Select one or more users who are also allowed to log-in while the databases are locked. These are the users who will be performing the closing process or system maintenance.

35.U of M Schedule Change #

U of M Schedule Change Utility

HelpID: 502622049

The U of M Schedule Change utility converts all Master Records and Transactions for an Item to use a new U of M Schedule and Unit of Measure, where the Quantity Decimal Places is the same or larger.

Changing an Item’s Unit of Measure Schedule on the Item Maintenance window deletes the Item Purchasing Options and the Price List. The new unit of measure (i.e. the new Base Unit of Measure) does not flow through to the rest of GP, and affected records need to be manually changed. For example, an affected sales transaction will not post until a user manually changes the U of M on the sales line to be a new, valid Unit of Measure.

The U of M Schedule Change utility automatically updates all affected tables throughout the system. It has two methods of performing updates:

  • First, it always tries to map the old U of M to a new U of M by the conversion quantity to the base unit. For example, if the old Schedule has Case = 10 Each, the new Schedule might have CS = 10 EA. If it can find a map-able unit of measure, transactions will be updated to CS.
  • Second, if no mapping can be found, it converts the quantity to the quantity in base, and changes the U of M to the base. For example, if the old Schedule has Case = 10 Each but the new schedule only has the base conversion (EA = 1 EA), or it has a new Case conversion (CA = 12 EA), any affected transactions will be converted to the base quantity using the old Schedule (Case = 10 Each), and the U of M will be set to the new base (EA).

The U of M Change Utility updates the Item Master. Do NOT change the Unit of Measure Schedule in the Item Maintenance window.

The U of M Schedule Change Utility can change the Quantity Decimals during the conversion process. The new U of M Schedule can have a LARGER number of quantity decimals (i.e. going from 2-decimals to 5-decimals). The new U of M Schedule must have the SAME or GREATER quantity decimals as the original U of M Schedule.

Serial Numbered items must have 0-quantity decimals. This setting cannot be changed.

Testing the Utility. We strongly encourage you to test the utility in a test company before trying it on live data. 3rd Party Products and/or customizations may cause unexpected effects on the conversion process, so you should test carefully and validate the conversion occurred successfully in a test system.

SQL Table Triggers. The utility was developed and tested using a standard GP deployment with all of the GP modules installed from the installation media. 3rd Party Products and/or customizations might add sql table triggers which may interfere with the U of M Schedule change process.

For example, as shown below for the Price List table (IV00108), Scribe has added several triggers. The “zDT” triggers are part of normal out-of-the-box installation of Dynamics GP.

cid:image001.jpg@01D1AC2F.6F92D830

If you encounter problems with the conversion, the first thing to check for are non-standard SQL Table Triggers on the tables where data did not convert correctly.

IMPORTANT: 3RD Party Products, customizations, and table triggers added by a 3rd Party Product may cause the utility to fail.  You must take care to test the utility in a test company prior to running it against live data.  Furthermore, the product cannot update 3rd Party Products.  Any SQL tables containing Unit of Measure information that are NOT part of core Dynamics GP, must be updated manually.  See the UPDATED TABLES list for the tables covered by this utility.

All users must be out of the system. The utility does NOT check for activity on records and it assumes no other users will be in the system when the update is performed. The utility can be run by any user (it does not need to be run by SA).

Using U of M Schedule Change Utility

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: UM Change Utility.

You will need to restart Dynamics GP to enable this feature.

Navigation: Tools >> Utilities >> Inventory >> UM Change

    • Select the Item Number to update
    • Select the new Unit of Measure Schedule
    • Click Process

Be sure to test the utility on actual company data in a TEST Company database before trying it in the live database. Make sure you understand the impact the tool will have on price lists, purchasing options, and extended pricing.

As part of the update process, if you increase the Quantity Decimals, the utility will adjust the quantity breaks in the Price List. For example, a price list is shown below for an item with zero quantity decimals.

The same Price List is shown below, after changing the item to a new U of M Schedule with 2-decimal places.

Note that the lowest end of the quantity range was changed to 0.01 from 1. And the upper end of each range was extended to account for the additional decimals (i.e. 9 became 9.99).

Suppress Report: when the update process completes, a report prints showing all of the records that were updated. This can be a very long report. When this box is marked the system will perform the updates, but not print the report. You might do this if using a macro to update a large number of items.

Mass Updates

A GP Macro can be used to process a large number of items automatically. The utility will not generate error messages which interfere with a macro, as all errors are sent to the report. Mark the Suppress Report box to keep the report from printing after every item.

IV Price List Reconcile Utility

From the GoTo button select Reconcile IV Price List. NOTE: the utility is run automatically during the conversion process and should not normally need to be run manually.

Before running the utility ensure that no users are in Sales Transaction Entry. Also, make a backup of the company database. When you click the reconcile button you will be asked to confirm no users are in Sales Transaction Entry, and that you have made a backup. Progress will be displayed in the Status Box at the bottom of the window.

Updated Tables

The U of M Schedule Change utility updates table in GP, Manufacturing and Service.

The chart below lists all of the tables updated by the U of M Schedule Change utility. Unless otherwise noted, all tables are updated using the logic described above.

Some tables in GP store the transaction quantity and unit of measure (i.e. 1-Case), and any other quantities related to the transaction are in the base quantity (i.e. 10 Each). Sales Transaction Lines are stored in this manner (SOP10200). Other tables store every quantity using the base quantity (i.e. 10 Each), but display in the user interface based on the U of M selected (i.e. Case). A Manufacturing table (BMMU0001) uses this method. When checking the results of an update using this tool, keep in mind that different tables store quantities and units of measure in different ways that may appear inconsistent, but are correct when viewed from inside GP.

Physical Name Display Name Product Update/Comment
BM00101 Bill of Materials Header GP
BM010115 Bill of Material Line File MFG
BM010117 BOM Mass Changes Line Defaults MFG
BM10300 Assembly Component GP
BMMU0001 BOM Mass Changes Work MFG
CT00102 IC Cost Item Master MFG Updates the U of M Schedule
IS010210 Shipping Line Work MFG
IV00101 Item Master GP Changes the Unit of Measure Schedule
IV00103 Item Vendor Master GP Default Purchasing UofM
IV00104 Item Kit Master GP
IV00106 Item Purchasing GP The Item Purchasing options are normally deleted when you change the U of M Schedule on Item Maintenance. The Utility will delete the old purchasing options, but it will automatically create new purchasing items (all units set to Whole if there are no quantity decimals, or Whole and Fractional if there are quantity decimals). The default purchasing U of M will be set to the base unit.
IV00107 Item Price List Options GP This table is normally completely deleted when changing the UofM Schedule through Item Maintenance. The Utility keeps as many records as possible by mapping to the new Schedule. It deletes all units that cannot be mapped. The remaining records are changed to the new mapped unit.
IV00108 Item Price List GP See IV00107
IV10001 Inventory Transaction Amounts Work GP
IV10303 Stock Count U of M GP Converts all UofM counted quantities to base.
IV10402 Extended Pricing Price Sheet UofM work GP Converts mapped units, deletes all others.
IV10403 Extended Pricing Promotion Free Item GP Converts mapped units, deletes all others.
IVC10101 Invoicing Transaction Amounts Work GP
MOP1210 MOP Pick Doc Line MFG
MRP0100 MRP Items List MFG Updates base unit
MRP1600 MRP Planned Orders MFG Updates base unit
OC010100 Option Category Line MFG Updates base unit
PK010033 Picklist File MFG
POP10110 Purchase Order Line GP
POP10310 Purchasing Receipt Line GP
POP10500 Purchasing Receipt Line Quantities GP
SOP10200 Sales Transaction Amounts Work GP
SOP10204 Extended Pricing Promotion Work GP There are no quantities in this table. UofM is changed with to a mapped unit, or to the base unit. This will match the same change made to the Sales Line.
SOP60100 SOP-POP Link GP
SVC00203 Service Call Line Detail SVC
SVC00601 Service Contract Line SVC
SVC00701 Service Transfer Line SVC
SVC00710 Service Inventory Requirements SVC
SVC00851 ECO Line SVC
SVC05015 RMA Receiving Work SVC
SVC05200 Returns Line Master SVC
SVC05601 RTV Line SVC
SVC06101 Depot Master Line SVC
SVC07511 Expense Form Line SVC
SVC8001 Maintenance Detail Line SVC

36.Void Historical Payables Filters #

Void Historical Payables Transaction Filters

HelpID: 502622064

Void Historical Payables Transaction Filters (VHP Filters) adds a number of different search fields to the VHP window so that you can quickly locate a specific transaction without the need to scroll through thousands of records.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Void Hist PM Trxn Filters, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using VHP Filters

Navigation: Transactions >> Purchasing >> Void Historical Transactions

Then select Additional >> Filters

The VHP Filters window can locate documents by:

    • Vendor ID
    • Vendor Name
    • Document Number
    • Payment Number
    • Transaction Date
    • Document Amount

The first four fields (Vendor ID to Payment Number) perform a “contains” search. For example, entering “COM” in the Vendor ID field will restrict the display to documents where the Vendor ID contains COM. The VHP window will update its display as soon as you tab out of a filter field.

Click CLEAR to remove all restrictions.

Mark the document you want to void, then click VOID. If you mark one or more documents and then change the Filters, the previously marked documents will become unmarked.

Void Historical Payables Transaction Filters

HelpID: 502622064

Void Historical Payables Transaction Filters (VHP Filters) adds a number of different search fields to the VHP window so that you can quickly locate a specific transaction without the need to scroll through thousands of records.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Void Hist PM Trxn Filters, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using VHP Filters

Navigation: Transactions >> Purchasing >> Void Historical Transactions

Then select Additional >> Filters

The VHP Filters window can locate documents by:

    • Vendor ID
    • Vendor Name
    • Document Number
    • Payment Number
    • Transaction Date
    • Document Amount

The first four fields (Vendor ID to Payment Number) perform a “contains” search. For example, entering “COM” in the Vendor ID field will restrict the display to documents where the Vendor ID contains COM. The VHP window will update its display as soon as you tab out of a filter field.

Click CLEAR to remove all restrictions.

Mark the document you want to void, then click VOID. If you mark one or more documents and then change the Filters, the previously marked documents will become unmarked.

37.Void Open Payables Filters #

Void Open Payables Transaction Filters

HelpID: 502622066

Void Open Payables Transaction Filters (VOP Filters) adds a number of different search fields to the VOP window so you can quickly locate a specific transaction without the need to scroll through thousands of records.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Void Open PM Trxn Filters, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using VOP Filters

Navigation: Transactions >> Purchasing >> Void Open Transactions

Select a Vendor ID, then select Additional >> Filters

The VHP Filters window can locate documents by:

    • Voucher Number
    • Document Number
    • Transaction Date
    • Document Amount

When searching on Voucher or Document Number the filters apply a “contains” restriction. For example, entering “18” in the Voucher Number field will restrict the display to documents where the Voucher Number contains “18”. The VOP window will update its display as soon as you tab out of a filter field.

Click CLEAR to remove all restrictions.

Mark the document you want to void, then click VOID. If you mark one or more documents and then change the Filters, the previously marked documents will become unmarked.

38.Tweaks #

Tweaks

HelpID: 502622004

GP PowerPack Tweaks is collection of a large number of enhancements for Dynamics GP. Each Tweak can be enabled individually in the Setup window, so you can choose which Tweaks you want to use.

A Tweak is enabled by marking the checkbox next to the Tweak (all Tweaks start with TWK in the main Setup window). If a Tweak has an asterisk (such as “Select Checks Defaults*”), there is additional Setup. Double-Click on the words “Select Checks Defaults*” to open the Setup window for that Tweak.

Some Tweaks have their own Setup window, but most of them have options on the main Tweaks Setup shown above. Consult the individual Tweak section for more detail.

38.1.GL Account Copy Paste #

GL: Account Copy/Paste

Copy and Paste an Account Number from one row to another in distribution scrolling windows. Copy/Paste is supported in the following windows:

    • GL Transaction Entry
    • GL Quick Journal Entry
    • Bank Transaction Entry
    • Sales Transaction Entry Distributions
    • Receivables Transaction Entry Distributions
    • Cash Receipts Entry Distributions
    • Purchasing Receivings Transaction Entry Distributions
    • Purchasing Invoice Entry Distributions
    • Purchasing Returns Entry Distributions
    • Payables Transaction Entry Distributions

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-GL: Account Copy/Paste, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Account Copy/Paste

Click into the distribution account you want to copy. Click Additional >> Account Copy, or press CTRL + Q.

Click into a new line, then click Additional >> Account Paste, or press CTRL + W.

38.2.GL Auto Fill Distribution Ref #

GL: Auto-fill Distribution Reference

Auto-fill Distribution Reference copies the Reference field from the transaction header to each new GL transaction line.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-GL: Auto-fill Distribution Reference, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Auto-fill Distribution Reference

Enter information into the Reference field on the GL Transaction Header. As each new distribution line is added, the Distribution Reference will be populated with the Reference.

If you change the Distribution Reference it will not be over-written with the Reference.

38.3.GL Auto Fill Distributions #

GL: Auto-Fill Distributions

Auto-Fill Distributions calculates the remaining credit or debit amount when entering transaction distributions and enters that amount automatically when a new distribution account is added. Auto-Fill Distributions is available for the following transactions:

    • GL Transaction Entry
    • Payables Transaction Entry
    • Payables Manual Payment Entry
    • Payables Edit Payables Checks
    • Purchasing Invoice Entry
    • Receivings Transaction Entry
    • Purchasing Returns Transaction Entry
    • Receivables Transaction Entry
    • Receivables Cash Receipt Entry
    • Sales Transaction Entry

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to “TWK-SYS: Auto-Fill Distributions*”. This Tweak requires additional setup. Double-click “TWK-SYS: Auto-Fill Distributions*” to open the Tweaks Setup window. Locate the “GL: Auto-Fill Distributions” section:

Mark the transaction for which you want to enable Auto-Fill Distributions.

After saving the settings and closing the GP PowerPack Setup window, the feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.4.GL Copy UDFs During Mass Modify #

GL: Copy UDFs during Mass Modify-Copy

HelpID:502622071

The Financials Mass Modify Chart of Accounts utility copies two of the four User Defined Fields when copying existing accounts to new accounts. This Tweaks ensures all of the UDF fields are copied to the new account(s).

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-GL: Copy UDFs during Mass Modify-Copy, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Copy UDFs during Mass Modify-Copy

Open the Mass Modify window (Cards >> Financial Mass Modify), then open the Mass Modify Options window via Additional >> UDF Copy Options.

Select which UDFs you want to include in the copy process, then click SAVE.

By default all UDFs will be copied when this Tweak is enabled (no changes need to be made to the Mass Modify Options window).

38.5.GL Reconcile To GL Date Validation #

GL: Reconcile To GL Date Validation

In the Reconcile to GL window, the Start/End Dates validate the Start Date as soon as a date is entered. If the Start Date is after the End Date defaulted by GP, it generates a warning that the Start Date must be before the End Date. This Tweak automatically sets the End Date equal to the Start Date to prevent this warning message.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-GL: Reconcile To GL Date Validation, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Reconcile To GL Date Validation

Navigation: Tools >> Routines >> Financial >> Reconcile to GL

Normally changing the From Date from 03/01/2017 to 04/01/2017 would result in a warning message:

With this Tweak enabled, the To Date will automatically be set to the From Date after you change the From Date.

38.6.INV Allow IV Discontinue #

INV: Allow IV Discontinue

Allow Discontinue adds the ability to change the Item Type of non-Sales Inventory type items to Discontinued. GP normally allows only Sales Inventory type items to be Discontinued. With this Tweak enabled, Service, Flat Fee, Miscellaneous and Kit items can all be set to Discontinued.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-INV: Allow IV Discontinue, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Allow IV Discontinue

Locate a Services, Miscellaneous, Kit, or Flat Fee item that needs to be discontinued. Change the Item Type to Discontinued and click SAVE.

38.7.INV Lock Item History Fields #

INV: Lock Item History Fields

Many of the fields on Item History are editable and can accidentally be changed. The Lock Item History Fields feature makes these fields un-editable.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-INV: Lock Item History Fields, then click DONE. The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Lock Item History Fields

The following fields on Item History will be locked:

    • Current Year:
      1. Sales Quantity
      2. Sales Cost
      3. Sales Amount
    • Last Year
      1. Sales Quantity
      2. Sales Cost
      3. Sales Amount
    • Add Period Button, and all scrolling window fields

38.8.INV Remove Bins Fix #

INV: Remove Bins Fix

The Inventory Utility to remove unused bins is supposed to check if a Bin is assigned as a Default Bin on the Item-Site (Item Quantities Maintenance >> Bins button). It does not perform this check, and removes bins even if they are assigned as defaults on the Item-Site. The Remove Bins Fix ensures that the Remove Bins tool does not remove bins if they are set as a default.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-INV: Remove Bins Fix, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Remove Bins Fix

Run the Remove Bins utility from Tools >> Utilities >> Inventory >> Remove Bins.

38.9.INV Set IV Batch Post To GL Checkbox #

INV: Set IV Batch Post to GL checkbox

When Inventory Batches are created the Post to General Ledger box is not automatically checked. This can lead to batches that unexpectedly post through the Inventory module but not through GL. Enabling this feature will ensure the box is always checked by default, and that batches always post to the GL.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-INV: Set IV Batch Post To GL checkbox, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Set IV Batch Post to GL checkbox

When a new Inventory batch is created the Post to General Ledger box will automatically be marked. If you un-mark it, the box will stay un-marked.

38.10.PM PM Apply Zoom-Zoom To Document #

PM: PM Apply Zoom-Zoom to Document

PM ApplyZoom-Zoom to Document adds an Additional Menu option on the Payables Apply Zoom window which allows selecting a document in the “Applied To” scrolling window, and opening it in the appropriate transaction inquiry window.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-PM: PM Apply Zoom-Zoom to Document, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using PM Apply Zoom-Zoom to Document

In the Payables Apply Zoom window, select a document in the scrolling window, then select Additional >> Zoom To Document, or press CTRL+Z.

38.12.PM Prompt To Add PURCH Acct To Vendor #

PM: Prompt to Add PURCH Acct to Vendor

When manually selecting a new PURCH account on a payables transaction this Tweak will prompt to add the account to the vendor’s Additional Accounts list.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-PM: Prompt to add PURCH Acct to Vendor, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Prompt to Add PURCH Acct to Vendor

When you select PURCH account on Payables Transaction Entry Distributions, if the account is not already the Vendor’s default Purchases Account and is not on the Vendor’s Additional Accounts list, you will be asked whether or not you would like to add the account to the Vendor’s Additional Accounts.

38.13.PM Relabel Process Button As Run #

PM: Relabel Process Button as RUN

The Post Payables Checks window has a drop-down list field called Process, and two buttons labeled “Process” and “Process Later”. Avoid confusion by relabeling the two buttons as “Run”.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-PM: Relabel Process Button as RUN, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Relabel Process Button as RUN

The “Process” and “Process Later” buttons will be relabeled as “Run” and “Run Later” when the Post Payables Checks window opens.

38.14.PM Select Checks Defaults #

PM: Select Checks Defaults

HelpID: 502622111

The Select Checks Defaults Tweak controls the options on the Select Checks window (such as the “Apply Existing” settings) based on the Checkbook assigned to the Batch ID for the check run.

Different settings can be applied to each Checkbook.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-PM: Select Checks Defaults*.

This Tweak requires additional set up. Double-click on “Select Checks Defaults*” to open the Setup window.

Select a Checkbook ID. Set the options as you want them to appear when creating a Check Batch using the selected Checkbook.

Save the settings, then close the Select Checks Defaults window and the Setup GP PowerPack window.

The Tweak will be enabled for the current user. Other users must restart their Dynamics GP client to enable this Tweak.

Using Select Checks Defaults

Create a new Check Batch ID in the Payables Batch Entry window:

Assign a Checkbook ID (above shown as FIRST BANK).

In the Select Payables Checks window, select the Batch ID.

The settings at the bottom of the window will change based on the Checkbook assigned to the selected Batch ID. If the Checkbook does not have defaults set for it the window will revert to the “normal” default settings for the options.

38.15.PM Select Checks Status Message #

PM: Select Checks Status Message

When the “Add To Batch” button is clicked on Select Payables Checks, the process of building the check batch can run for several minutes during which time there is no indication on the window that anything is happening. The only indication that the process has completed is when the Batch Total updates. If nothing needs to be paid, the Batch Total remains zero, and it can be difficult to know when the process has completed.

The Select Checks Status Message Tweak puts a status message into the Title Bar of the window while the check batch is being built.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-PM: Select Checks Status Message.

This Tweak requires additional set up. Double-click on “Select Checks Defaults*” to open the Setup window.

The Tweak will be enabled for the current user. Other users must restart their Dynamics GP client to enable this Tweak.

Using Select Checks Status Message

Create a new Check Batch ID in the Payables Batch Entry window, then click “Add to Batch”. The Title Bar will change to display “<< Building Batch >>” while the process is running.

38.16.PM Unmark Select Checks Apply Boxes #

PM: Unmark Select Checks Apply Boxes

On the Select Payables Checks window there are three check boxes in a section called “Automatically Apply Existing Unapplied”:

    • Payments
    • Credit Memos
    • Returns

Normally these are always marked by default, and there is no way to keep them unmarked. The Unmark Select Checks Apply Boxes will always UNMARK those options.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-PM: Unmark Select Checks Apply Boxes, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Unmark Select Checks Apply Boxes

When you open Select Payables Checks, the three credit document types will always be unmarked by default, rather than marked.

38.17.PM Vendor Approval #

PM: Vendor Approval

HelpID: 502622060

Vendor Approval adds a control to the system which prevents placing purchase order with a new Vendor, or a Vendor on Hold, until the Hold is removed. This is a change to the normal Dynamics GP behavior which prompts the user that a Vendor is on Hold, but still allows the user to create a Purchase Order with the “unapproved” (On Hold) Vendor.

When Vendor Approval is enabled, purchase orders cannot be created for the vendor, and newly created vendors will automatically be put on Hold.

GP does prevent paying Vendors which are On Hold.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-PM: Enable Vendor Approval*

This Tweak requires additional setup. Double-click on “TWK-POP: Enable Vendor Approval*” to open the Vendor Approval Security window.

In the Security window, enter Users who will be allowed to remove a Vendor Hold. Removing the Hold signals that the Vendor is Approved.

Any user with access to the Vendor Maintenance window can create a vendor, or make changes, but new Vendors automatically go on Hold. A purchase order cannot be created for a new Vendor until the Hold is removed by an authorized User.

Close the Vendor Approval Security window, then click DONE on the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Vendor Approval

Place vendors on Hold in Vendor Maintenance. The Vendor Approval control uses the Hold checkbox on Vendor Maintenance.

When this box is marked, users will be prevented from created a Purchase Order for that vendor. When a new vendor is created in Vendor Maintenance, the Hold box will automatically be marked.

When you select a Vendor on Purchase Order Entry where that Vendor is on Hold (not Approved), the following message is displayed:

This Vendor has not been Approved, or is on Hold.

After clicking OK the Vendor ID field is cleared.

GP already has controls to prevent paying a Vendor that is On Hold. You will not be able to manually create a payment for such a Vendor, and their documents will be excluded by the Select Checks routine.

Payables Setup (Tools >> Setup >> Purchasing Payables) has a field for a “Remove Hold” password. If you populate this field, not only will users have to be in the Vendor Approval Security list, they will also have to provide a password before removing a Vendor Hold.

38.18.POP Allow SO Commitments #

POP: Allow SO Commitments

When a new PO is created the Allow Sales Document Commitments will always be marked.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Allow SO Commitments, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.19.POP Auto Close Child Windows #

POP: Auto-Close Child Windows

There are a number of “child” windows opened from the main Purchase Order Entry window, and a PO cannot be saved until they are all closed. Auto-Close Child Windows will automatically close any of these open windows when the Save button is clicked on Purchase Order Entry.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Auto-Close child windows, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.20.POP Calculate Release Date #

POP: Calculate Release Date

Recalculates the Release Date whenever the Required Date is changed. It sets the Release Date to:

    • First: Required Date minus Item-Vendor Planning Lead Time (vPLT), if vPLT is greater than zero. vPLT is on Item Vendors Maintenance.
    • Second: Required Date minus Item-Site Purchasing Lead Time (sPLT), if vPLT is zero and sPLT is greater than zero. sPLT is on Item Resource Planning Maintenance.
    • Last: Release Date is set to Required Date.

Purchasing Setup (Tools >> Setup >> Purchasing >> Purchase Order Processing) has a setup option to “Calculate Line Item’s Release by Date Based on Vendor Lead Time”, however this only happens when the line is first entered. The “Calculate Release Date” Tweak ensures the date is recalculated if the Required Date is changed.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Calculate Release Date, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.21.POP Lock Last Cost #

POP: Lock Last Cost

Lock Last Cost allows the user to manually set the Last Invoice Cost on Item Vendors Maintenance, and keep it from being changed when PO Receipts are posted. This ensures that a set cost negotiated with a Vendor is not changed as a result of other costs added to the PO/PO Receipt.

Lock Last Cost can also prevent changes to the Item Cost on a PO, or only allow changes within a set percent variance.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to “TWK-POP: Lock Last Cost*”. The asterisk indicates that this Tweak requires additional setup. Double-click on “TWK-POP: Lock Last Cost” to open the Tweaks Setup window. Locate the POP: Lock Last Cost section:

Password: Provide the password needed to unlock the Last Receipt Cost on Item Vendors Maintenance. The same password will be required to enter a PO Cost when it exceeds the Allowable Variance.

Control PO Cost: If marked, the Unit Cost on a PO will be controlled so that changes beyond the Allowable Variance can only be done with the Last Cost Password.

Allowable Variance: If Control PO Cost is marked, you can set an allowable variance. This value can be zero, which means no changes are allowed to the PO Cost.

Using POP:Lock Last Cost

Once this Tweak is enabled, posting PO Receipts will no longer update the Last Receipt Cost and Last Originating Invoice Cost fields. Additionally, while the Last Invoice Cost is normally locked (when registered for POP), the Last Originating Invoice Cost will also be locked.

When “Edit Last Cost” is selected you will have to enter the password set in the Lock Last Cost Password window. If the password cannot be provided, the Last Cost fields will remain locked. When the correct password is entered, the Last Cost fields will become editable so you can manually set what the cost should be. The new cost will appear on all new Purchase Orders.

If PO Cost Control is enabled, changing the Unit or Extended Cost to a value that exceeds the Allowable Variance will result in a warning that the change exceeds the allowable variance. The user will then be prompted for the Last Cost Password. Entering an incorrect password, or clicking Cancel on the password window, will result in the cost being reset to its original value.

38.22.POP Lock PO Cost Fields #

POP: Lock PO Cost Fields

There are three different places on the PO Receipt/Invoice windows where Item Cost could be changed. These can be locked individually so that you can lock the fields selectively.

POP: Lock PO Invoice Cost Fields

The Lock PO Invoice Cost Fields control prevents editing of the Unit and Extended cost when entering a PO Invoice. The fields are locked on the main scrolling window, and on the Detail Entry window.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Lock PO Invoice Cost Fields, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

POP: Lock PO Receipt Cost Fields

The Lock PO Receipt Cost Fields control prevents editing of the Unit and Extended cost when entering a PO Receipt. The fields are locked on the main scrolling window, and on the Detail Entry window.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Lock PO Receipt Cost Fields, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

POP: Lock Select PO Items Cost Fields

The Lock Select PO Items Cost Fields control prevents editing of the Unit cost when using the “Auto-Invoice” or “Auto-Receive” window (they are the same window).

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Lock Select PO Items Cost Fields, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.23.POP Non-Inventory Password #

POP: Non-Inventory Password

Require entry of a password to use a non-inventory item on a Purchase Order.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Non-Inventory Password*

This tweak requires additional setup. Double-click on “TWK-POP: Non-Inventory Password*” to open the Tweaks Setup window. Locate the POP: Non-Inventory Password section:

Enter the password (it is not encrypted on this window, but it is encrypted on the password entry window). Click SAVE.

Click DONE on the Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.24.POP Non-Inventory Unit of Measure #

POP: Non-Inventory Unit of Measure

Provide your own Unit of Measure to use for non-inventory item purchases. This overrides Dynamics GP’s default use of “Each” for non-inventory items.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Non-Inventory Unit of Measure*

This Tweak requires additional setup. Double-click on “Non-Inventory Unit of Measure*” to open the Tweaks Setup window. Locate the POP: Non-Inventory U of M section:

Enter the new default Unit of Measure, then click SAVE.

Click DONE on the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.25.POP PO Receipt Type Control #

POP: PO Receipt Type Control

HelpID: 502622012

The PO Receipt Type Control allows you to establish rules about which user can access which PO Receipt Type, and also to establish a default PO Receipt Type by Vendor ID.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: PO Receipt Type Control*.

This feature requires additional setup. Double-click on TWK-POP: PO Receipt Type Control* to open the PO Receipt Type Setup window.

To set up User ID controls, click the User ID radio button.

If a User control exists, the PO Receipt Type field will be set based on the selection you make here, and the field will be locked. The user will not be able to change the setting. If the Vendor has a default Receipt Type, that will override the User’s setting. The combination of these two allows you to create a default Vendor Receipt Type that the user is not allowed to change.

To set up Vendor ID controls, click the Vendor ID radio button.

The Vendor ID setting provides a default. When the Vendor ID is selected on Receivings Transaction Entry the PO Receipt Type will be set accordingly. The Receipt Type will be editable and can be changed if needed.

However, if the user entering the receipt is also set up in PO Receipt Type control, the field will be locked and not allow changes. The combination of these two settings means that the Vendor will always have a particular type of PO Receipt, and it cannot be changed by the user. The vendor setting overrides the user setting.

The controls also extend to the PO Entry window, where the options under the “Actions Button” will be restricted by the Receipt Type Control.

  • If the user has “Shipment” access
    • “Receive and Invoice the PO Items” and “Invoice the PO Items” are both removed.
  • If the user has “Shipment / Invoice” access
    • “Receive the PO Items” is removed

38.26.POP Prevent Use Of Non-Inventory Items #

POP: Prevent use of Non-Inventory Items

Purchase Order Processing will allow users to enter non-inventory items on-the-fly. In some cases this can accidentally result in manually entering an item number that is close to an item number that exists in the Inventory Master. The Prevent Use of Non-Inventory Items feature will check that any item number entered exists as an item in your Inventory Master.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Prevent Use of Non-Inventory Items, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Prevent Use of Non-Inventory Items

When you enter a Vendor Item Number on a PO that has not been set up in Item Vendors Maintenance, you will receive a warning message and the field will be cleared.

A similar message appears when entering Item Numbers (if the option to View Vendor Items is shut off). The same controls will also be applied to the Purchasing Item Detail Entry window.

38.27.POP Prompt To Add Non-Inventory Items #

POP: Prompt to Add Non-Inventory Items

If the Item Numbered entered (or Vendor Item Number) does not exist in the Item Master (or Vendor Item Master), the user will be prompted to add it.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Prompt to Add Non-Inventory Items, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Prompt to Add Non-Inventory Items

When you enter an Item Number on a PO that does not exist in the Item Master, you will be prompted to ADD it, or CONTINUE with the non-inventory Item Number.

38.28.POP PURCH Distributions Override #

POP: PURCH Distributions Override

HelpID: 502622010

BEFORE ENABLING THIS TWEAK, PLEASE READ THE STATEMENT BELOW- IT DESCRIBES WHY MICROSOFT RESTRICTED THIS FUNCTIONALITY.

In order to facilitate the matching of the inventory value in the Inventory module to the inventory value in the General Ledger module, a change was made beginning in Microsoft Dynamics GP 9.0 Service Pack 3 and Microsoft Dynamics GP 10.0 Service Pack 2. You can no longer edit the inventory account number in the Purchase Order Processing module. This change applies to summary level changes made in the Purchasing Distribution Entry window for the PURCH account type. This change also enables the Historical Inventory Trial Balance (HITB) report to balance.

If this activity were allowed, it could cause a situation where the inventory value in the Inventory module would not match the inventory value in the General Ledger module.

Enabling POP Receipt Distributions Override re-enables the ability to edit the PURCH account distribution on a PO Receipt. This was disabled in a Version 10 Service Pack.

This feature also adds the ability to re-create the Distributions with one distribution line per item received (Distributions per Line Item). If multiple items have the same Inventory Account, this feature will create one distribution line per line-item, so that each distribution line shows the dollar amount attributable to each Item Number received. It also adds the Item Number to the Reference field.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: PURCH Distributions Override.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using PURCH Distributions Override

From the Receivings Transaction Entry window, or Invoice Entry window, click the Distributions button.

In the Distributions window select a line you want to change and press CTRL + E (for “Edit”). This opens the selected line in the Purchasing Distribution line edit window. From here you can modify the selected line, make changes and insert it as a new line, or delete the selected line.

SAVE: saves changes to the current line, such as changing the account or amount.

INSERT: creates a new distribution line.

DELETE: deletes the selected line.

You must start by selecting a PURCH distribution line, before opening the Purchasing Distribution window shown above.

Editing the Distributions may temporarily create unbalanced distributions. When you click Save, Insert or Delete you may see the window shown below. If you see this message, click YES to continue past it.

Distributions By Line

This Tweak also adds a new way to recalculate the distributions, Distributions By Line. This will create a PURCH distribution for each line-item on the PO Receipt using the inventory account assigned to the item.

Create Distributions by Line Item from the Purchasing Distribution Entry window by going to Additional >> Distributions by Line Item.

In the event that you make mistakes and the distributions are unbalanced, click the DEFAULT button to force GP to recalculate the distributions.

38.29.POP Require PURCH Account in PO Entry #

POP: Require PURCH Acct in PO Entry

Enabling this Tweak makes the Inventory/Purchases/Drop-Ship Account a required field. This is intended primarily for use when entering a Purchase Order for Non-Inventory Items, where the Purchases Account should be entered on each line to correctly track the expense.

If a default account is provided through the setup on the Item, Vendor, or Posting Account Setup, enabling this Tweak will have no effect because the Account Number will always be populated.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Require PURCH Acct in PO Entry

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Require PURCH Acct in PO Entry

This Tweak forces use of the Purchasing Item Detail Entry window to enter new lines. If you click into an empty line on the main PO Entry window, the Item Detail Entry window will open automatically.

After entering the Item Number, if the Inventory/Purchases/Drop-Ship Account is empty, the field will turn red, and it will also become required. An Account Number must be provided in order to save the record.

38.30.POP Sync PO Lines To SOP #

POP: Sync PO Lines To SOP

Enabling this Tweak makes adds an Additional Menu to Purchase Order Entry that will allow re-ordering the PO Lines to match the order in which the Items appear on a linked Sales Order. Also, if a PO is generated from Sales Transaction Entry, those lines will be automatically reordered.

Without this Tweak the PO Lines on a PO generated from a Sales Order will be alphanumeric order by Item Number.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-POP: Sync PO Lines to SOP

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Sync PO Lines to SOP

To reorder the lines on an existing PO, select the PO in Purchase Order Entry, then click Additional >> Sync PO Lines to SOP.

You will be asked to confirm you want to reorder the lines. Reordering the lines will not occur if the PO:

  • Has any received lines
  • Has any invoiced lines
  • Has any unlinked lines
  • Is linked to more than one Sales Order

Purchase Orders created from Sales Transaction Entry (Actions >> Purchase) will be automatically reordered as they are created.

38.31.RM Applied Status #

RM: Applied Status

The RM Applied Status Tweak adds a visual indicator of the applied status to the Receivables Transaction Inquiry-Customer window, and the Receivables Transaction Inquiry – Document windows.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-RM: Applied Status, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using RM Applied Status

As shown above, the following Status Codes will be added to the Origin field:

  • C = Completely paid/applied
  • U = Unpaid/Unapplied

38.32.RM Cash Receipt Report #

RM: Cash Receipt Report

The Receivables Cash Receipt Report adds a new report to Dynamics GP that prints documentation of a Cash Receipt for your customers. Dynamics GP does not otherwise have the ability to provide a Customer with documentation of a Cash Receipt.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-RM: Cash Receipt Report, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Cash Receipt Report

From the Cash Receipts Entry window select Extras >> Additional >> Cash Receipt Report, or press CTRL+R.

To run the report you will be required to save the Cash Receipt, so you must provide a Batch ID. If you will make frequent use of the Cash Receipt Report, and do transaction-level posting, consider creating a Batch called TEMP that is just used temporarily when printing the report. The Batch ID field would be cleared after printing, and the transaction posted.

38.33.RM Customer Address UDF Labels #

RM: Customer Address UDF Labels

Define your own labels for the User Defined Fields on the Customer Address Maintenance window.

(Microsoft added this feature to Dynamics GP in GP2013. See Tools >> Setup >> Sales >> Options)

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-RM: Customer Address UDFs*.

This Tweak requires additional setup. Double-click on “TWK-RM: Customer Address UDFs*” to open the Tweaks Setup window. Locate the RM: Customer Address UDF Labels section:

Enter the desired labels, then click SAVE. Close the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.34.SOP Auto-Apply Return To Copied Invoice #

SOP: Auto-apply Return to Copied Invoice

A common scenario with Dynamics GP is to ‘void’ a Sales Invoice by creating a Return and applying the Return to the Invoice in Apply Sales Documents. The Copy function is used to copy the original Invoice to create the Return.

The Auto-apply Return to Copied Invoice Tweak will automatically apply the Return, when it is posted, to the Invoice.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Auto-apply Return to Copied Invoice*

This Tweak has additional setup. Double-click on “Auto-apply Return to Copied Invoice*” to open the Tweaks Setup window. Locate the SOP: Auto-Apply Return to Copied Invoice section:

The Dates on the Return Document can be changed to match the Invoice, or left as-is using the default GP date. Changing the Dates on the Return can be useful if your posting setup uses Posting Date From Batch (see Tools >> Setup >> Posting >> Posting). Save the Return Date setting.

Click DONE on the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Auto-apply Return to Copied Invoice

The Tweak only works when applying a Return to an Invoice.

Fill in the ‘header’ fields on the Sales Return.

Select Actions >> Copy

Select the Invoice to copy from. To have the Return applied to the Invoice, the Customer ID must be the same on both documents. Click the COPY button.

You will be asked if you want to apply the Return to the Invoice. If you answer NO, posting the Return will have no effect on the Invoice. If you answer YES, when the Return is posted it will be applied to the Invoice.

As shown above, when the Return is posted, it is applied to the Invoice from which it was copied.

For the Auto-Apply to work, the Invoice must have an Amount Remaining equal to, or greater than the Document Amount on the Return. The typical usage for this Tweak is ‘voiding’ a Sales Invoice, so the entire Invoice is copied to the Return and no payments have been applied to the Invoice. However, you could also return only some lines, thus creating a partial return, and apply that amount to the Invoice.

You should NOT copy more than once Invoice to the Return. Nothing will prevent this from happening, however the Tweak tracks only the last invoice copied to the return, so the Return document will be applied to the last invoice selected.

When an Invoice is copied to a Return, the Invoice will appear in the Originating Document in Sales Document Detail Inquiry Zoom.

38.35.SOP Auto-Close Child Windows #

SOP: Auto-Close Child Windows

When attempting to save a document, if child windows are open, such as the Distributions window or Document Detail Entry, SOP will present a warning that the window must be closed before saving the document, but GP will not move the window forward to be closed or close it for you. This tweak will auto-close any open SOP child-windows when SAVE is clicked.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Auto-Close Child Windows, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.36.SOP Auto-Fill GL Reference #

SOP: Auto-Fill GL Reference

Auto-Fill GL Reference populates the GL Reference fields on the Sales Document Detail Entry window with the SOP Number.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-INV: Allow IV Discontinue, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Auto-Fill GL Reference

When creating a new Sales Transaction the SOP Number (Document Number) will be copied into the GL Reference on the Sales Document Detail Entry window.

38.37.SOP Auto-Open Customer Detail #

SOP: Auto-Open Customer Detail

Auto-open Customer Detail pops-open the Customer Detail Entry window immediately after beginning a new Sales Transaction. The Customer Detail Entry window provides a number of fields that are not available on the main Sales Transaction Entry window, such as Bill To Address, Shipping Method, and Payment Terms. If you need to frequently change this information on each new transaction, beginning a transaction from the Customer Detail Entry window can save time by not having to repeatedly open the window, and it also prompts users to enter critical information which may be skipped over if the window must be opened manually.

This Tweak works on both Sales Transaction Entry and Invoice Entry.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Auto-Open Customer Detail, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Auto-Open Customer Detail

Start a new sales transaction. Immediately after the cursor leaves the Document Number field the Sales Customer Detail Entry window will pop-open. Select the Customer ID, then enter any other information, such as the Customer PO, or make needed changes.

Click OK to return to Sales Transaction Entry.

38.38.SOP Auto-Set Qty To Backorder #

SOP: Auto-Set Qty To Backorder

Auto-Set Qty To Backorder calculates the Quantity To Back Order when the Quantity Fulfilled is set to a value less than the Order Quantity (or Invoice Quantity).

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Auto-Set Qty To Backorder, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Auto-Set Qty To Backorder

After changing the Billed Quantity (or Invoice Quantity) and Qty Fulfilled, GP will calculate the balance and update the Qty to Back Order field. This will work with regular inventory, as well as serial/lot controlled inventory, and on both the main Sales Transaction Entry window and the Sales Item Detail Entry window.

38.39.SOP Cancel Drop-Ship #

SOP: Cancel Drop-Ship

HelpID: 502622076

Cancel Drop-Ship adds the ability to cancel the drop-ship quantity remaining on a sales line linked to a PO. Normally GP would require that the SOP-POP link be broken first before allowing the quantity to be canceled. With Cancel Drop-Ship, the entire quantity, or a partial quantity, can be canceled while keeping the SOP-POP link.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Cancel Drop-Ship., then click DONE.

Restart GP to enable this feature for the current user. Other users must also restart their Dynamics GP client to enable this feature.

Using Cancel Drop-Ship

In Sales Transaction Entry click into the line which is linked to a Drop-Ship PO, then select Additional >> Cancel Drop-Ship.

Before continuing the system will:

  • Check if the selected line is a Drop-Ship
  • Check if a PO is linked to the line
  • Check that the PO is NOT fully received (so there is still a quantity that can be canceled).

You will then be prompted to confirm you want to cancel the remaining quantity.

Cancel Drop-Ship will cancel a partial quantity (if one or more PO Invoices have already been posted), or the entire quantity if the PO is released but not yet received. The canceled lines can be viewed in the SOP-POP Cancels window.

Navigation: Inquiry >> Purchasing >> SOP-POP Cancels

Since cancelling a PO can make it no longer visible in PO Entry, use the SOP-POP Cancels window to manage cancellations. Whenever a quantity is canceled from Sales Transaction Entry, it will appear in the SOP-POP Cancels window.

Purchasing can use this window to track when a drop-ship is canceled so that the Vendor can be notified.

After the cancellation has been addressed in purchasing, rows can be removed from the window by clicking on a row, then selecting Edit >> Delete Row.

The SOP-POP Cancels table can also be pulled into SmartList with SmartList Builder. The dexterity table name is wSOPOCancel, and the SQL name is W5026SOPOCancel.

38.40.SOP Clear Default Site #

SOP: Clear Default Site

When a document is saved in Sales Transaction Entry the window remembers the last used Default Site ID. This can cause the user to accidentally enter a sales transaction using the wrong site. When the Clear SOP Default Site feature is enabled, the Default Site ID field will be cleared when a document is saved.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Clear Default Site, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.41.SOP Credit Limit Alert #

SOP: Credit Limit Alert

Credit Limit Alert sets the background color of the Customer Number field to red when the Customer is above their credit limit.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Credit Limit Alert, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Credit Limit Alert

The Customer Number field will be red for existing documents, and when creating a new document, if the Customer is above their credit limit.

38.42.SOP Customer PO Check For Duplicate #

SOP: Customer PO – Check for Duplicates

Check for Duplicates will check the Customer PO entered on the sales transaction against all open and posted transactions for the customer. If the same Customer PO was used on another document, the Customer PO Inquiry window will pop-open to display all of the documents using the same Customer PO. Duplicates will be allowed. This Tweak will alert you if there are duplicates, but a duplicate Customer PO can still be used.

This Tweak does not require that a Customer PO be provided, so the Customer PO field can be blank.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Customer PO – Check for Duplicates, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

All SOP document types are affected when this feature is enabled. Customer PO Numbers will be checked for a Customer on all open and historical documents, for all SOP Types (Quotes, Orders, Invoices, etc).

Using SOP:Customer PO – Check for Duplicate

The Customer PO Inquiry window will open automatically after entering a Customer PO Number on Sales Transaction Entry, if the Customer PO Number has been used previously on another sales document.

38.43.SOP Customer PO Require Unique #

SOP: Customer PO – Require Unique

HelpID: 502622034

If a Customer PO Number is provided on Sales Transaction Entry, this Tweak will check all open and historical documents to see if the PO Number has been used before. If the Customer PO Number has been used, the Customer PO Inquiry window will pop-open displaying all un-posted and posted transactions for the Customer that have the same Customer PO Number. The documents can be opened from Customer PO Inquiry.

If a Customer PO Number is provided, duplicates will not be allowed. However, the Customer PO Number can be left blank.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Customer PO – Require Unique, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

This feature will not require the use of Customer PO Numbers, but will prevent the use of a duplicate Customer PO.

Using SOP:Customer PO – Require Unique

The Customer PO Inquiry window will open automatically after entering a Customer PO Number on Sales Transaction Entry, if the Customer PO Number has been used previously on another sales document.

38.44.SOP Customer PO Required #

SOP: Customer PO – Required

HelpID: 502622009

Customer PO-Required supports making the Customer PO Number field required for All Customers, or only for specific Customers. This Tweak can be used together with the Require Unique Tweak so ensure both that a PO is provided and that there are no duplicates. Or, it can be used together with Check For Duplicates to both require a PO and warn the user if there is a duplicate.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Customer PO – Required*.

This feature requires additional setup. Double-click on TWK-SOP: Customer PO – Required* to open the SOP Customer PO Setup window.

In the SOP Customer PO Setup window, enter Customers who require a Customer PO Number on sales transactions. Or, mark the Apply To All Customers checkbox.

Click DONE.

Click DONE on the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

All document types are affected when this feature is enabled. The Customer PO Number field will be set as a required field. Like other required fields, you will not be able to save the document without providing a value for the field.

The control will also be applied to existing documents. For example, if you scroll through documents using the scroll buttons and retrieve a document for a Required PO customer, you will prompted to Save the document before leaving the document. If no Customer PO Number has been provided, this will trigger the Required Fields logic to ask you to provide data for all required fields.

This Tweak has an integration to Compass Retail Point of Sale. If a Customer requires a Customer PO, when the user clicks into the scrolling window in the Sale window, the Customer Detail window will open and the Customer PO Number field will be required.

38.45.SOP Display Shipping Weight In Title Bar #

SOP: Display Ship Weight in Title Bar

This Tweak calculates the shipping weight for the document and displays it in the title bar of the Sales Transaction Entry window.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Display Ship Weight in Title Bar*.

This Tweak requires additional setup. Double-click on “TWK-SOP: Display Ship Weight in Title Bar*” to open the Tweaks Setup window. Locate the TWK-SOP: Display Ship Weight in Title Bar section:

The Shipping Weight for Kits can come from either the Kit Item (the parent Item), or the Components of the Kit. Select an option then click SAVE.

Click DONE on the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.46.SOP Document Detail Inquiry Document Zoom #

SOP: Document Detail Inquiry Document Zoom

The Sales Document Detail Inquiry Zoom window lists the document history of the current document (such as the Order that was transferred to create the Invoice), but you cannot zoom to the source document. This tweak adds an Extras option to zoom to the source document from the Inquiry Zoom window.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Doc. Detail Inquiry Doc. Zoom, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Document Detail Inquiry Document Zoom

Once you follow a document trail through to the Sales Document Detail Inquiry Zoom window, there is not a way to drill into further documents. This Tweak adds an Additional menu option (Zoom SOP Document) to zoom back further.

The example above traces backwards from an Invoice, to the Order, to the original Quote.

38.47.SOP Doc Detail Voids Asterisk #

SOP: Doc Detail Voids Asterisk

The Document Detail Entry and Document Detail Inquiry windows do not indicate which documents are voided. This Tweak adds an asterisk before the SOP Type label to indicate voided documents.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Doc Detail Voids Asterisk, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Doc Detail Voids Asterisk

On the Sales Document Detail Entry or Inquiry windows, voided documents will be indicated by an asterisk in front of the Type field.

38.48.SOP Duplicate Items Warning #

SOP: Duplicate Items Warning

When entering sales transactions with a large number of lines, it can be difficult to track whether a specific item number has already been entered. Enabling this feature will provide the user with a warning if the item number already exists on the sales transactions.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Duplicate Items warning, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Duplicate Items Warning

When a duplicate item number is entered (there is already a Sales Line for the same item), a warning will be displayed showing the duplicate item number. For example:

100XLG already exists on this transaction.

The user will be allowed to continue with the item. All subsequent duplicates will also generate a warning.

38.49.SOP Email History #

SOP: Email History

HelpID: 502622117

Email History creates a log of who emailed a Sales Document, when it was sent, and provides a place for the user to record comments. It also adds a prompt to the Email Documents button so the user has a chance to confirm they are ready to email before the email is generated.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Email History, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Email History

When the Email Document button is clicked, you will be prompted to confirm you are ready to generate the email.

If you click yes, Dynamics GP will begin preparing the email, and the Email History window will open.

A comment can be added each time an email is sent to explain why it was sent/resent. The log of each email is visible in the bottom half of the window. Clicking on a “Previously Emailed” line will display the Comment for that line.

Sales Email History is available on both Sales Transaction Inquiry and Sales Transaction Inquiry Zoom via Additional >> View Email History.

38.50.SOP Freight Field Controls #

SOP: Freight Field Controls

HelpID: 502622003

The SOP Freight Field Controls will conditionally lock the Freight field on Sales Transaction Entry. Use this Tweak to prevent users from editing the Freight amount.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Freight Field Controls*.

This item requires additional setup. Double-click on TWK-SOP: Freight Field Controls to open the SOP Freight Setup window.

Marking “Disable Freight Per Document” will add an Extras menu option to Sales Transaction Entry that will allow you to lock/unlock the freight field for a specific document.

Any customer added to the “always locked” list will always have the Freight field locked. Even if Disable Freight Per Document is marked, documents for these customers cannot be unlocked.

Click DONE to save these settings. Then click DONE on the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Freight Field Controls

In Sales Transaction Entry, go to Extras >> Additional >> Lock/Unlock Freight Field (if Disable Freight Per Document was marked).

You will be asked to confirm if you want to lock, or unlock, the document.

The locks placed on a per-document basis will follow the document as it is transferred to other document types.

38.51.SOP Non-Inventory Unit Of Measure #

SOP: Non-Inventory Unit Of Measure

The SOP Non-Inventory Unit of Measure Tweak will override the default Dynamics GP Unit of Measure for Non-Inventory items, which is “Each.” This Tweak allows you to specify your own Unit of Measure to use for Non-Inventory Items that may be more appropriate for your business, such as TON or BAG.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Non-Inventory U of M*.

This item requires additional setup. Double-click on “TWK-SOP: Non-Inventory U of M*” to open the Tweaks Setup window. Locate the SOP: Non-Inventory U of M section:

Enter the Unit of Measure you want to use for all Non-Inventory items on Sales Transaction Entry. Click SAVE.

Click DONE on the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Non-Inventory Default Unit of Measure

On Sales Transaction Entry the new Unit of Measure will be entered into the U of M field for all non-inventory items, and the cursor focus will be placed into the U of M field to make it easier to manually enter a different U of M if necessary (normally GP skips the U of M field and goes straight to the QTY field).

38.52.SOP Non-Tracked Item Serial/Lot Entry #

SOP: Non-Tracked Item Serial/Lot Entry

HelpID: 502622032

Non-Tracked Item Serial/Lot enables recording of serial/lot numbers for any type of inventory item—non-inventory items, non-tracked items (not serial/lot tracked), and any item-type on a drop-shipped line. This functionality allows tracking which customers received a specific serial number or lot number, without requiring use of serial/lot numbers in GP Inventory.

It also allows serial/lot numbers to be track on non-inventory items (item entered in SOP that do not exist in GP inventory).

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Non-Tracked Item Serial/Lot Entry*.

This item requires additional setup. Double-click on “TWK-SOP: Non-Tracked Item Serial/Lot Entry*” to open the Tweaks Setup window. Locate the SOP: Non-Tracked Serial/Lot section:

Mark “Require Drop-Ship Serial Numbers” or “Require Drop-Shop Lot Numbers” to have the system require serial/lot entry for serial/lot items that are drop-shipped. If these options are not marked the user can still manually open the Non-Tracked Item Serial/Lot Entry window as needed. Click SAVE when done.

Click DONE on the GP PowerPack Setup window.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Non-Tracked Serial/Lot Entry

From Sales Transaction Entry, select a line item, then go to Extras >> Additional >> Non-Tracked Item Serial/Lot.

In the Serial/Lot Entry window, enter the serial or lot numbers. The Manufacture Date, Expiration Date, and Quantity fields are also available. The window will total the quantity, but does not require that the quantity entered match the Sales Line Quantity.

Serial/Lot numbers will print on the Sales Reports, such as an Order or an Invoice without changes to the existing reports.

Serial/Lot numbers also follow a document when transferred. Dynamics GP normally transfers serial/lot numbers from an Order to an Invoice, so that after the transfer, you are no longer able to view the serial/lot numbers that had been assigned to the order. The Non-Inventory Serial/Lot numbers follow the same logic, and are transferred to the Invoice, making them no longer visible on the Order.

Non-Inventory Serial/Lot also enables serial/lot tracking in the Sales Serial-Lot Number Inquiry window (Inquiry >> Sales >> Sales Serial/Lots). Any Item Number from a Sales Line, including non-inventory items, can be entered and traced through this window.

Inquiry showing Lot Numbers on the non-inventory item “SEED”

38.53.SOP Payment Zoom #

SOP: Payment Zoom

The Payment Zoom Tweak adds a payment status indicator to the Sales Transaction Inquiry Zoom window, and an Additional menu to payments/credits applied to the document.

 

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Payment Zoom, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Payment Zoom

The SOP Type field on Sales Transaction Inquiry Zoom will display payment status:

= Complete (Fully paid/applied)

= Unpaid/Unapplied

= Partially paid/applied

= Voided

To view payments/credits applied to the invoice (or how a return is applied), select Additional >> View Applied.

38.54.SOP Print Options Defaults #

SOP: Print Options Defaults

HelpID: 502622125

Print Options Defaults provides default settings for all of the drop-down boxes and checkboxes on the Sales Document Print Options window.

For example, when printing Picking Tickets if you always have to mark “Print Separate Picking Ticket Per Site” and “Include Line Item Comments”, the Defaults window can automatically set those options.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Print Options Defaults*.

Then double-click on “SOP: Print Options Defaults*” to open the setup window.

Mark checkboxes, or select options from drop-down lists, as desired. Click the Red X to close the window and save your selections.

None of the Document Format options are editable because the default report format can be set in Sales Order Processing setup.

38.55.SOP Quick Print Mail Labels #

SOP: Quick Print Mail Labels

Print Mailing Labels directly from Sales Transaction Entry for the Customer Displayed on the window.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Quick Print Mail Labels, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Creating a Mailing Label

Quick Print Mail Labels requires a Mailing Labels Report Option called AUTOPRINT.

Navigation: Reports >> Company >> Mailing Labels.

Select Report Type = Customer Labels

Click NEW

The Option Name must be AUTOPRINT (upper case).

Set the remaining options as needed for your environment, such as the Number Across and Number of Copies.

Do not create any Restrictions. When the report runs it will be set to print based on the Customer ID displayed on Sales Transaction Entry. Any Restrictions added in the Mailing Label Report Options window will be ignored.

Save the Report Option.

Using Quick Print Mail Labels

When a transaction is displayed in the Sales Transaction Entry window, select Extras >> Additional >> Print Mail Labels.

38.56.SOP Require Customer Item #

SOP: Require Customer Item

Require Customer Item prevents selling an Item to a Customer if a Customer-Item record does not exist. This Tweak can be used to support a sales environment where customers must be approved to purchase items, or where customers can only buy certain groups of items, such as private label inventory for a specific customer.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Require Customer Item

Restart Dynamics GP to enable this feature.

Using Require Customer Item

Create Customer-Item records using the Customer Item Maintenance window (Cards >> Sales >> Customer Items).

Note that it is possible to have a Customer-Item record without a Customer Item Number (as shown above). Having a blank Customer Item Number will also prevent selling the Item to the selected Customer.

When an Item is entered in Sales Transaction Entry that does not have a Customer Item Number assigned, a warning will be presented, and the user will be prevented from using that item.

The Item Number Lookup can be set to default to show only Customer Items.

38.57.SOP Req. Ship Date Auto-Calculate #

SOP: Req. Ship Date Auto-Calculate

HelpID: 502622105, 502622106

Requested Ship Date (RSD) Auto-Calculate adds the ability to have Dynamics GP calculate the RSD based on the Customer’s Shipping Method and UPS Zone (or one of several other fields).

The RSD calculation can take into consideration weekends, and holidays.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Req. Ship Date Auto-Calculate*.

This Tweak requires additional setup. Double-click on TWK-SOP: Req. Ship Date Auto-Calculate* to open the Ship Date Options window.

Ship Date Options

The left-hand window is used to setup Shipping Methods for the RSD Calculation. If a shipping method is not included in this list, the RSD will not be calculated. The “Based On” field has four options:

    • UPS Zone
    • User Defined 1
    • User Defined 2
    • ZIP Code

These fields are all on the Customer Address Maintenance window.

Expanding the Shipping Methods scrolling window shows two additional fields:

    • Include Saturday
    • Include Sunday

By default the system will NOT include weekends when calculating the RSD. So, if the Ship Date Offset is 5-days, and today is Friday, the RSD will be the following Friday. Each Shipping Method can have different settings for Based On, and Include weekends.

The Expansion button (the blue arrow in the Include Saturday/Sunday column header) opens the Down Days window (see below).

Use this window to specify additional dates that should NOT be used when calculating the RSD (such as holidays). The dates are per Shipping Method, so if December 25th is not a shipping day, it must be specified for each Shipping Method.

The right-hand scrolling window is the Ship Days Offset window. The column headers for this window depend on how you have configured the Shipping Method in the Shipping Methods window. For example, if your Shipping Method is COURIER, and your Based On setting is UPS ZONE, the Ship Days Offset window will show COURIER and UPS ZONE. The two columns in this window are then used to enter UPS Zones and a number of days Offset for each Zone.

For example, UPS Zone 1 might be close to you, so the Offset Days is 2. The RSD will then be calculated by adding 2-days to the current date (not including weekends and holidays, depending on setup).

If the Based On setting is User Defined 1, User Defined 2, or Zip Code, the calculation will be based on a value in User Defined 1 (for example) and the number of days in the Days column.

Using Ship Date Auto-Calculate

The RSD will calculate automatically (or be recalculated) when:

    • You enter the Customer Number on Sales Transaction Entry
    • You enter or change the Primary Ship To Address Code on Sales Transaction Entry
    • You change the UPS Zone, Shipping Method or Zip Code on Sales Customer Detail Entry

If RSD Rolldown is enabled and a new RSD is calculated by RSD Auto-Calculate you will be prompted to rolldown the change.

38.58.SOP Req. Ship Date Rolldown #

SOP: Req. Ship Date Rolldown

Requested Ship Date (RSD) Rolldown will roll down to all Sales Lines a change to the RSD made in the Sales Date Entry window or calculated by RSD Auto-Calculate.

Additionally, it will also attempt to apply the date change to any linked Purchase Order or Manufacturing Orders.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Req. Ship Date Rolldown*.

This Tweak requires additional setup. Double-click on “TWK-SOP: Req. Ship Date Rolldown*” to open the Tweaks Setup window. Locate the SOP: RSD Rolldown Options section of the window.

  • Show Prompts: Mark this box to be prompted (described below). If un-marked the rolldown happens automatically as soon as the RSD field is changed.
  • Show Report: Mark this box to have a report print after the rolldown showing how each line was updated. In particular, this report shows the status of linked Manufacturing and Purchase orders.

Restart Dynamics GP to enable this feature.

Using Requested Ship Date Rolldown

When you change the RSD in Sales Date Entry, you will be asked if you want to roll down the change to all lines. Answering NO results in the change only being applied to the Sales Header (document level). New lines will default with the new RSD.

If RSD Auto-Calculate is enabled and causes a change to the RSD, this will also result in the Rolldown tweak prompting to rolldown the new date.

If you answer YES, it will then check if any of the lines are linked to Purchase Orders or Manufacturing Orders.

If there are linked manufacturing orders, you will have these options:

  • Do not change the RSD on linked lines
  • Change the date
    • Do not attempt to Reschedule the linked Manufacturing Order
    • Reschedule the Manufacturing Order

The Manufacturing Order will only be rescheduled if the status is Quote or Open, and it is linked to only one sales line.

If there are linked purchase orders, you will have these options:

  • Do not change the RSD on linked lines
  • Change the date
    • Do not attempt to change Required Date on the linked PO lines
    • Attempt to change the Required Date on the linked PO lines

The PO Line Required Date will be set to the RSD only if the PO Line is linked to only one sales line.

An error log will print to the screen after performing the rolldown.

38.60.SOP Reset Document Date #

SOP: Reset Document Date

When a document is saved in Sales Transaction Entry, the window remembers the last used Document Date. This can cause users to accidentally enter a new transaction using the wrong date. When the Reset SOP Date feature is enabled, the Document Date field will be automatically reset to the User Date.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Reset Document Date, the click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.61.SOP Reset Pack Slip Num On Transfer #

SOP: Reset Pack Slip Num on Transfer

This Tweak is used when your sales fulfillment process includes multiple partial fulfillments (where some less-than-complete quantity is transferred from Order to Invoice) and you want to print a Packing Slip for each partial fulfillment that has a unique Packing Slip Number. Each time lines from the Order are transferred to Invoice the Packing Slip Number field will be cleared, and the “reprint” flag will be reset on the order. The Packing Slip Number stays on the Invoice.

This Tweak should only be used if Sales Order Processing is setup to generate unique Packing Slip Numbers. See Tools >> Setup >> Sales >> Sales Order Processing >> “Numbers” button.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Reset Packing Slip Num on Transfer, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.62.SOP Reset Pick Ticket Num On Transfer #

SOP: Reset Pick Ticket Num on Transfer

This Tweak is used when your sales fulfillment process includes multiple partial fulfillments (where some less-than-complete quantity is transferred from Order to Invoice) and you want to print a Picking Ticket for each partial fulfillment that has a unique Picking Ticket Number. Each time lines from the Order are transferred to Invoice the Picking Ticket Number field will be cleared on the Order, and the “reprint” flag will be reset on the order. The Picking Ticket Number stays on the Invoice.

This Tweak should only be used if Sales Order Processing is setup to generate unique Picking Ticket Numbers. See Tools >> Setup >> Sales >> Sales Order Processing >> “Numbers” button.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Reset Pick Ticket Num on Transfer, then click DONE.

The tweak will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.63.SOP Rules #

SOP: Rules

HelpID: 502622028

SOP Rules are a sub-set of Tweaks that, in general, set the value of one field on Sales Transaction Entry based on the value of another. SOP Rules provides a collection of “automations” for Sales Transaction Entry. For example, there is are SOP Rules for “Default Location Code by User ID” and “Default Document Type by User”.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack >> GoTo button >> SOP Rules

Performing Setup

  1. Select a Rule Type
  2. Provide the required fields in the top section of the window (such as User ID and Batch ID).
  3. Click SAVE.
  4. The new Rule will display in the list view window at the bottom of the SOP Rules Setup window.

Editing or Deleting a Rule

  1. Select a Rule Type
  2. Double-click on a Rule in the list view. The Rule will populate the fields in the top section of the window.
  3. Make changes, or, click the Delete button to remove the rule.

IMPORTANT: several rules have similar and/or potentially conflicting functions. The system will not prevent you from creating conflicting rules. For example, you could define a Default Site by User that conflicts with Default Site by Customer.

Using SOP Rules

Batch ID Change on Fulfillment

For an Order or Invoice Document ID, assign a “Ready To Invoice” Batch ID. When a transaction is saved with any quantity fulfilled on the lines, the Batch ID will automatically be changed to the Ready To Invoice Batch ID.

Use this rule to automate a business process where one person (or group) performs fulfillment and another person (or group) performs invoicing. The fulfillment person does not need to remember to change the Batch ID after fulfilling, and the invoicing person can just watch for new documents in the Ready To Invoice Batch.

Batch ID Default by User ID

Assign a SOP Batch ID by User. When the user creates a new transaction the Batch ID will default in automatically. An optional setting allows locking the Batch ID field so it cannot be changed by the user.

Document Type Default by User ID

Assign a default Document Type ID by User ID. For example, each Sales Order created by LESSONUSER1 will default to “SORD” while those for LESSONUSER2 will default to “NORD”.

Document Type Required UDFs

Make any of the ten SOP User Defined Fields a Required Field. The setup is done per SOP Document Type ID (i.e. STDORD vs. PHNORD), so different fields can be required for each Document ID. For example, STDORD orders might require a Confirmation field, while STDQTE quotes might require a custom Date field.

When enter a new document, if the Document ID has required fields, when the Customer ID is selected the User Defined Fields Entry window will open. Required Fields will be shown in Bold, Red font. The window cannot be closed until the required fields are provided.

Location Default by Customer ID

Assign a default Location Code by Customer ID. An optional setting allows the field to be locked so it cannot be changed. All sales transactions for a Customer will automatically be assigned to their Default Site.

The lines will also default to the Default Site. This overrides the normal GP logic that sets the Site on a new line based on the Site used on the previous line. With this Rule enabled a user can change the site on a per line basis, but all new lines will still default to the Default Site.

Location Default by User ID

Assign a default Location Code by User ID. An optional setting allows the field to be locked so it cannot be changed. All sales transactions created by a User will automatically be assigned to their Default Site.

The lines will also default to the Default Site. This overrides the normal GP logic that sets the Site on a new line based on the Site used on the previous line. With this Rule enabled a user can change the site on a per line basis, but all new lines will still default to the Default Site.

Secure Batch by User ID

A Secure Batch prevents users from accessing another user’s transactions in Sales Transactions Entry. Only the user (or users) assigned to a given Batch to access transactions in that Batch. All other users will receive a warning when trying to access these documents, and they will not be allowed to put a new document into a Secure Batch that does not belong to them.

Transfer To Doc ID – Batch ID

Normally GP keeps documents in the original batch, so if an order is transferred to an invoice, it might still be in a batch called MAY_ORDERS. Transfer To Doc ID – Batch ID links a destination Batch ID with the “transfer to” Document ID.

For example, if the Order ID of STDORD is set up to use the Invoice ID of STDINV, you can link STDINV to a Destination Batch ID of READY2INV. When orders are transferred to invoice they automatically go into a new batch.

Once this Rule has been set up, it will be applied to all newly created documents. Also, any document that is viewed in Sales Transaction Entry will also be updated (i.e. the transfer to Batch ID will be set), if the Transfer To Batch ID is blank.

If the assigned Batch ID does not exist, it will be created automatically. The Checkbook ID from Sales Order Processing Setup will be assigned to the Batch.

38.64.SOP SO-PO Dropship Item Cost From SO #

SOP: SO-PO Drop-Ship Item Cost from SO

SO-PO Drop-Ship Item Cost from SO makes the Cost entered on the Sales Line appear as the Unit Cost for the Item in the Purchase Orders Preview window (the window that opens from Sales Transaction Entry >> Actions >> Purchase).

Without this Tweak GP will either default to $0, or if the Drop-Ship Item Number has been used before it will default to the last cost.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: SO-PO Drop-Ship Item Cost from SO

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using SO-PO Drop-Ship Item Cost from SO

Enter a Sales Line with a Drop-Ship Item, and enter the Unit Cost.

When finished, select Actions >> Purchase

The cost from the Sales Line will become the Unit Cost in the PO Preview window. The Sales Line Cost will override Last Cost (if there is a previous PO for the same Item).

When this Tweak is enabled, the following fields will be locked: Qty To Purchase, U of M, Unit Cost, and Extended Cost.

38.65.SOP SO-PO Non-IV Item Cost From SO #

SOP: SO-PO Non-IV Item Cost from SO

SO-PO Non-IV Item Cost from SO makes the Cost entered on the Sales Line appear as the Unit Cost for the Item in the Purchase Orders Preview window (the window that opens from Sales Transaction Entry >> Actions >> Purchase).

Without this Tweak GP will either default to $0, or if the non-inventory Item Number has been used before it will default to the last cost.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: SO-PO Non-IV Item Cost from SO

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using SO-PO Non-IV Item Cost from SO

Enter a Sales Line with a Non-Inventory Item (the Item Number does not exist in the GP Item Master). Enter the Unit Cost.

When finished, select Actions >> Purchase

The cost from the Sales Line will become the Unit Cost in the PO Preview window. The Sales Line Cost will override Last Cost (if there is a previous PO for the same Item).

When this Tweak is enabled, the following fields will be locked: Qty To Purchase, U of M, Unit Cost, and Extended Cost.

38.66.SOP Trade Discount Calculation #

SOP: Trade Discount Calculation

Automatically calculates the Trade Discount field on Sales Transaction Entry.

The Tweak uses a SQL Stored procedure to calculate the Trade Discount. The stored procedure can be edited to calculate the Trade Discount based on custom business rules.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Trade Discount Calculation, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

The GP PowerPack installation process creates a SQL Stored Procedure in the company database called wspTradeDiscountCalc. The stored procedure does not contain any code, so be default it will return $0.00. Enabling this Tweak before coding the stored procedure will result in Trade Discount always being set to $0.00.

The business logic for calculating the Trade Discount must be added to the stored procedure. WilloWare consulting services can be purchased to assist with modifying the stored procedure.

When a new Sales Transaction is created, Dynamics GP saves a mostly empty header record into the Sales Transaction Header table (SOP10100), and with existing transactions it does not update changes into SOP10100 until the document is saved. GP PowerPack creates a mirror table of SOP10100 called W5026SOPHdr, which is updated with data from the Sales Transaction Entry window so that the header fields are available to the wsopTradeDiscountCalc stored procedure. The following events cause the W5026SOPHdr table to be updated:

  • Sales Line changes
  • Sales Customer Detail Entry changes
  • Primary Ship To Address Code change
  • Sales Item Detail Entry changes

If the Trade Discount logic requires using SOP Header fields, use the W5026SOPHdr table rather than SOP10100.

The Trade Discount calculation should return a dollar amount, not a percentage. Sales Transaction Entry has several requirements on the Trade Discount Amount field, which will be applied to the dollar amount returned by the stored procedure.

  • It cannot exceed the Subtotal. If it does, no change will be made to the Trade Discount.
  • It can only be negative when the document is an Invoice and the Invoice has “returns” (i.e. negative quantity lines). If Trade Discount is negative, and negatives should not be allowed, no change will be made to the Trade Discount.
  • The Trade Discount Amount must be compatible with the Currency Decimals used by the transaction. The Trade Discount Amount will be rounded to be compatible with the Currency Decimals.

Using Trade Discount Calculation

The Trade Discount will be automatically calculated and updated in the Sales Transaction Entry window when any of the following occur:

  • Sales Line changes
  • Sales Customer Detail Entry changes
  • Primary Ship To Address Code change
  • Sales Item Detail Entry changes

The Trade Discount Calculation can also be run manually by navigating to Additional >> Trade Discount Recalc.

The Trade Discount field will still be editable and will allow manual changes. However, manual changes to the Trade Discount field will be overwritten if any of the events described above trigger recalculation of the Trade Discount.

38.67.SOP Transfer Doc Auto-Mark Options #

SOP: Transfer Doc. Auto-Mark Options

Transfer Doc Auto-Mark Options will set the checkboxes on the Sales Transfer Documents window automatically depending on the type of document being transferred, and the quantities on the line items.

An order, for example, with a backordered quantity on a line, will have the Create Back Order and Include Totals and Deposits boxes automatically marked.

This Tweak works when transferring documents from Sales Transaction Entry, and Sales Batch Entry.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Transfer Doc. Auto-Mark Options, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Transfer Doc. Auto-Mark Options

Depending on the SOP Type being transferred (i.e. Order) and the line quantities, this Tweak will automatically mark the transfer options checkboxes. If an order has one or more lines with a Quantity To Invoice, the “Transfer to Invoice” and “Includes Totals and Deposits” boxes will be marked. If an order has one or more lines with a Quantity To Backorder, the “Create Back Order” and “Include Totals and Deposits” boxes will be marked.

In the event a document has quantities to transfer to two different document types, the Totals and Deposits box will be marked for the Invoice.

When transferring a Batch, boxes will be marked based on the documents in the Batch.

38.68.SOP Use Item Default Site #

SOP: Use Item’s Default Site

Instead of using the default site assigned at the SOP Document level, this tweak will make each SOP Line use the Default Site assigned to the Item on Item Quantities Maintenance. If an Item does not have a Default Site, the SOP Document site will be used.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SOP: Use Item’s Default Site, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.69.SYS Cache System Password #

SYS: Cache System Password

After entering the System Password the first time, GP will remember it so that other System-level windows can be accessed without requiring the password for each window. The password remains cached until the GP client is restarted.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: Cache System Password, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Cache System Password

The first time the System Password is required after logging-in to GP, the normal Password box will appear. If the password is entered successfully, it will not be required again until the GP client is restarted (log-out).

38.70.SYS Dynamics GP User Setup #

SYS: Dynamics GP User Setup

Dynamics GP does not allow you to specify if new users should be created in Dynamics GP only, or also added as SQL users. When using Personal Data Keeper you may want to create users only in Dynamics GP to limit the number of User IDs that have access to the SQL Server. The Dynamics User Setup window returns the ability to create a User ID that exists in Dynamics GP only.

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: Enable Dynamics GP User Setup.

Restart Dynamics GP to enable this feature.

A new navigation item will be added to access the Dynamics User window.

You must be logged-in as SA to create users.

Go to Tools >> Setup >> System >> User.

Select Extras >> Additional >> Enable Dynamics User Setup.

On the Enable Dynamics User Setup window, click ENABLE DYNAMICS USERS. The status bar on the window will indicate that the feature has been enabled. Leave this window open.

The User Setup window will automatically close and reopen. If there is a System Password, you will have to re-enter the System Password after clicking ENABLE DYNAMICS USERS.

The Enable Dynamics User Setup window must remain open while creating Dynamics only users.

When the Enable Dynamics User Setup window is closed it will automatically run the RESTORE NORMAL FUNCTION procedure.

Refer to the Dynamics GP User Documentation for how to create Users.

38.71.SYS iNet Info Button Highlight #

SYS: iNet Info Button Highlight

iNet Info Button Highlight turns the iNet Info buttons yellow where there is internet information for the selected record. The following iNet Info Buttons are addressed:

    • Item Maintenance
    • Company Setup and Company Address
    • Employee Maintenance and Employee Address
    • Customer Maintenance and Customer Address
    • Salesperson Maintenance
    • Vendor Maintenance and Vendor Address

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: iNet Infor Button Hightlight, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

38.72.SYS Login Controls #

SYS: Login Controls

Login Controls provides the ability to:

  1. Prevent the user from changing the Server (Datasource) during log-in
  2. Default the Company that the user logs in to (user specific)

Lock Datasource

The Lock Datasource feature will prevent the user from changing the Server (Datasource) during log-in.

Dynamics GP normally stores the last used datasource, and will default to that datasource (server) for the next log-in. The Lock Datasource feature, when enabled, makes the Server field un-editable so the user must use the Datasource (Server) that is recorded in the dex.ini file.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Click the Go To button and select Login Controls. Locate the SYS:Login Controls section of the Tweaks Setup window.

Lock Datasource (Server): mark this to lock the datasource (i.e. Server Name/ODBC) option in the login window. This setting needs to be stored in the dex.ini file because it is activated before there is a connection to the server—the datasource needs to be locked as soon as the GP client is launched. It takes a couple of steps before this setting will become active for all users:

  • Activate the setting and Save it.
  • When a user logs-in, GP PowerPack will check if LockDatasource is enabled, and if so, add this switch to the GP client dex.ini file: LockDatasource=TRUE
  • The next time the user logs-in, the Datasource will be locked

Default Company Options

When there is more than one company database, the Company drop-down list on the log-in window will be blank, and you will have to select which company they want to log-in to. When there is only one company, the system will default the drop-down selection to show that one company.

The Default Company options provide two methods of forcing a default company to always be presented.

The Default Last Used Company option will (1) store the last company the user logged in to and then make that the default the next time they log in, or (2) allow the administrator to pick which company is the default and have that always be presented as the default.

Regardless of the option you pick, the system will only present the Default Company if the user has access to log-in to that company. If the Default Company is not one the user has access to, when they reach the log-in screen the Company field will be blank and they will need to select a Company.

Default Last Company is different than the “Remember Company” option on the login window. “Remember Company” defaults the selected Company AND automatically selects it, which bypasses the option to choose a different company. Default Last Company sets the drop-down list to the default company, but a different company can still be chosen if desired.

38.73.SYS Note Activity Locking #

SYS: Note Activity Locking

Note Activity Locking provides record-level activity tracking and locking for Record Notes in GP. If two users attempt to edit the same note, the second user to open the note will receive a warning message which indicates the note is lock, and by whom, and the Note window will be completely uneditable.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: Note Activity Locking, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using Note Activity Locking

When the same Record-level note is opened by more than one user, the first user will have full-editable access to the note.

Subsequent users will receive a warning that the note is locked, and by which user.

The note will be locked, along with the buttons along the bottom of the window.

The Note Activity Locking feature uses the DEX_LOCK table in the tempdb. The lock is added when a user opens the note, and removed when the user closes the note. In the event a note becomes locked and there are no users with it open, delete records from the DEX_LOCK table where the table_path_name = TWO.dbo.SY03900 (replace TWO with the correct company name).

38.74.SYS Password Expiration Alert #

SYS: Password Expiration Alert

GP User Setup provides several Advanced SQL Server Options, one of which is to Enforce Password Expiration. If the user fails to change their password before the expiration, their password expires, and they cannot log-in to the system. An administrator needs to reset the user’s password before they can log-in.

Password Alert Expiration notifies users before their password expires so they have time to change it.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: Password Expiration Alert*

The feature requires additional setup. Double-click on “Password Expiration Alert*”.

In the Tweaks Setup window, locate the “SYS: Password Expiration Alert” section:

Enter the number of days before expiration when users should be alerted about the need to change their password. Save the setting.

38.75.SYS SmartList Favorite Lock #

SYS: SmartList Favorite Lock

HelpID: 502622072

SmartList Favorite Lock adds the ability to lock and password-protect any Favorite. Locking a Favorite prevents accidental changes.

Microsoft added similar functionality to GP2016 R2.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: SmartList Favorite Lock, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using SmartList Favorite Lock

SmartList Favorite Lock adds a new option to the SmartList “Add or Remove Favorites” window. As shown above, “Lock/Unlock” will appear on the ADD drop-down list when the Favorite is a user-created Favorite (System Favorites cannot be modified).

Mark the LOCK box to add a Lock. You will be prompted to enter a Password.

To remove a lock, unmark the LOCK box. You will have to provide the password which was used to lock the Favorite.

When a Favorite is locked, the following fields will be disabled on the “Add or Remove Favorites” window:

    • Name
    • Visible To
    • Remove
    • Modify

38.76.SYS SmartList Hide Treeview #

SYS: SmartList Hide Treeview

SmartList Hide TreeView expands the available screen space for the results window (the “listview”) by hiding the navigation pane (the “treeview”) and stretching the listview to fill the entire window. SmartList Hide TreeView toggles between hiding the treeview and showing the treeview.

Microsoft added similar functionality in GP2013 R2.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: SmartList Hide Treeview, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using SmartList Hide Treeview

In SmartList select Additional >> Hide Treeview (ctrl + 8).

The navigation pane (treeview) will disappear and the data view will expand to take up the entire window. Hiding the treeview works best if you first expand the SmartList window to a larger size. This can be done by clicking on the lower right-hand corner of the window and dragging it down to the right to expand the window.

You can hide the treeview by pressing CTRL + 8.

Redisplay the treeview by pressing CTRL + 9 (or Additional >> Show Treeview).

38.77.SYS SmartList Keep Favorite Open #

SYS: SmartList Keep Favorite Open

Keep up to five SmartList Favorites open at the same time.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: SmartList Keep Favorite Open, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using SmartList Keep Favorite Open

Select a Favorite you want to keep open, then select Keep Open from the Additional Menu on the SmartList window.

Navigation: SmartList >> Additional >> Keep Open (CTRL + O)

Up to five SmartList Favorites can be opened at the same time.

REFRESH- If data changes often, click the Refresh button to retrieve current information.

PRINT- Print the open SmartList Favorite.

EXCEL- Sends the open SmartList Favorite to Excel.

The SmartList Favorite has built-in search functionality to quickly locate information within the open SmartList. Select the column on which you want to search by dragging it into the first position. As shown above, Customer Name is being dragged to the first position.

Click on the Column Header to sort the column by Customer Name. Click into the Search Box (shown above with the Red Arrow), and enter the search term. The window will perform a “contains” search. In this case the search term is “dollis”. Press the TAB key to move out of the Search Term field, or click the NEXT button (the Blue Arrow pointing to the right) to search. The window will perform a “contains” search. The first Customer Name that contains “dollis” anywhere in the name will be located.

The window will scroll until it finds the first matching record.

Tips for searching:

    • Search for a date by entering the entire date, such as “1/1/2018” (include the “/” when entering dates)
    • Search for document numbers by entering just the last portion of a document number. For example, STDINV000010123 could be located by entering just “123”.
    • Search for a dollar amount by entering the dollar amount as a string, such as $1,423.45 (include the dollar sign, comma, and period).
    • Reset the display by clicking into the Search Term field, deleting it, then pressing TAB to leave the field.

38.78.SYS SmartList Resize #

SYS: SmartList Resize

HelpID: 502622074, 502622075

When SmartList is resized by dragging a corner of the window, the Treeview expands as must as the Listview (“results”). SmartList Resize adds the ability to create system-level “default” sizes, as well as user-defined sizes, which resize the SmartList window to maximize the results pane while keeping the treeview company.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: SmartList Resize, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

Using SmartList Resize

“SA” can define “System Sizes” which will be available to all users. All other users can define their own, user-specific sizes.

Navigation: SmartList >> Additional >> Define SmartList Size

Only SA will be able to mark the Define System Sizes box. The Sizes will be added to the “Select Sizes” window (see below) in alphanumeric order, with the System Sizes being added first (at the top of the list). Use a special character, or naming convention, to help highlight System Sizes versus User Sizes.

Each Size definition can expand the Horizontal and/or Vertical dimensions of the window.

Marking a Size as “Default” will cause the SmartList window to automatically be resized when it opens. A User Size marked as Default will be used before a System default.

Navigation: SmartList >> Additional >> Select Size

Select which size to use.

SmartList Resize will stretch the window to maximize the size of the results, while keeping the Treeview more compact.

38.79.SYS Window Note OLE Container #

SYS: Window Note OLE Container

Attach Word documents, PDFs, graphics, and other files to GP windows using the same OLE Container available for Record Level Notes.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-SYS: Window Note OLE, then click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

NOTE: The OLE attachments on a Window are stored in the Company OLE Folder. To make the same instructions visible to multiple companies, the instructions must be linked to the window while logged-in to each company.

38.80.UPR Relabel Process Button As RUN #

UPR: Relabel Process Button as RUN

On the two US Payroll windows, Print Checks and Post Checks, there is both a Process drop-down list and a Process button. To avoid confusion the Button is relabeled as RUN.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to TWK-UPR: Relabel Process Button as RUN, the click DONE.

The feature will be enabled for the current user. Other users must restart their Dynamics GP client to enable this feature.

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