Codename GP "12" Preliminary Features Series – 2 of 4

November 18, 2011

Codename GP “12” Preliminary Features – Part 2 

This is article is part 2 of 4 from the series Codename GP “12” Preliminary Features. Some images and content reproduced with express permission from Microsoft Business Solutions, a division of Microsoft Corporation.

DISCLAIMER: These features are subject to change.


Yesterday, in Part 1 of the Series we saw some of the new features in the Simplicity pillar: Select printer at Print Time, improvements in the Fixed Assets calendar setup process, reprinting of check remittances, and the ability to print SSRS reports directly from within Microsoft Dynamics GP, in what seems to be a race to replace Report Writer reports.

Today, we will take a look at some of the features in the Productivity pillar, whose aim is to “enhance productivity from application configuration to frequently performed tasks”.

Productivity Features

System Enhancements

Among the features being worked, the Named System Database and Multi-tenant Applications are two of the most important features aimed to change Microsoft Dynamics GP architecture. I have covered these two features extensively in my Microsoft Dynamics Communities column articles:

Microsoft Dynamics GP “12” Named System Database Architecture
Microsoft Dynamics GP “12” Multitenant Service Architecture

Bank Reconciliation Enhancements

In the Bank Reconciliation front, you can expect the new Sub Ledger Reconcile BR to GL feature. If you are worried about your checkbook balance and GL cash account not matching, this new option will present you with reason for the out of balance conditions: a batch not posted, a voided GL entry, etc. This new feature also looks at the Receivables and Payables module.

By adding the checkbook ID as a field, you can compare the checkbook balance to the Cash Account in GL. This new reconcile tool will attempt to match records on transaction source, date, and amount and will report matched transactions, unmatched transactions, and potentially matched transactions, with the capability to drill back to the document and/or journal entry.

You can then save the output file and date when the reconciliation was performed so you don’t need to run the reconcile again. This option has been retrofitted to the other reconciliation processes.

Fixed Assets Enhancements

Yesterday I talked about the Fixed Assets Calendar Setup enhancements. You can expect other enhancements in the Fixed Assets GL Posting process – you will now be able to create batches of fixed assets transaction. As with every other batch in the system, you will now be able to review what is going to post to GL before it is posted, via an edit list.

You can build the batch, insert restrictions – today, you are only able to enter a date range and Fixed Assets pulls everything – such as dates, transaction type (depreciation, transfer, retire, addition) review the batch, make changes, and post. You can post in detail vs. post in summary – the only option available today. Going forward, each distribution line in Fixed Assets will have an equivalent distribution line in GL.

Other enhancements in Fixed assets will entail Mass Depreciation Reversal. This one is much needed as, if you have depreciated 1,000 assets through the end of the year by mistake, you would have to manually back out each of the 1,000 assets. In GP “12”, you will be able to perform a mass reversal of the depreciation – all assets at once.

EFT Enhancements

EFT Payables and Receivables will see the introduction of the Bank Administration Institute (BAI). The process will use the current Configurator to setup an EFT file based on BAI standards.

Distribution Enhancements

Purchasing Receivings will now see Tolerance Levels handling for quantities being received. If you setup a tolerance level, any quantities not received within the tolerance limits will automatically be cancelled on the Purchase Order. You will have the option to setup whether you want to do this automatically or prompted.

SOP and POP Drop Ship for Serial/Lots items – GP “12” will allow you to track serial/lot numbers from vendors. Users will have the ability to enter the serial numbers for any product being drop-shipped, unlike current released versions of GP. If you have a SOP invoice linked to a PO then the Serial/Lot will come across onto the SOP invoice.

As you can see, there are tons of enhancements in all of the above modules. GP “12” is geared towards solving some of the complexities in business processes that were a bit neglected in current releases.

Until next post!

MG.-
Mariano Gomez, MVP
IntellPartners, LLC
http://www.IntellPartners.com/

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Year-to-year Inventory Margin Report using the PIVOT operator in T-SQL – Follow up!

September 23, 2011

Ok, of course my dear friend Corey in Louisville, Ohio had to challenge my post from yesterday and ask a question that is, frankly, a logical and natural progression of things – see Year-to-year Inventory Margin Report using the PIVOT operator in T-SQL.

In yesterday’s post I showed a query that could create a year-to-year Inventory Margin report using T-SQL’s PIVOT operator. The query, while very useful, hardcodes the years you want to display in the pivoted columns list. An excerpt of the PIVOT operator and the pivoted columns list as follows:

.
.
.
PIVOT (
SUM(MARGIN)
FOR TRXYEAR IN ([2014], [2015], [2016], [2017])
) AS pvt

So naturally, Corey’s question was, “What if I want to add the pivoted columns list dynamically, instead of hardcoding them?“. Since all transactions have a date, it would make sense to add the list of years based on the document dates. The good news is this is possible. For this we would need to create a dynamic pivoted list using, well, dynamic SQL, as follows:

DECLARE @listCol NVARCHAR(MAX), @sqlstmt NVARCHAR(MAX);

SELECT @listCol = STUFF(
( SELECT DISTINCT '],[' + CONVERT(NVARCHAR(5), YEAR(DOCDATE))
FROM SOP30200
ORDER BY '],[' + CONVERT(NVARCHAR(5), YEAR(DOCDATE))
FOR XML PATH('')
),
1,
2,
'') + ']'

SET @sqlstmt =
N';WITH CTE AS (
SELECT YEAR(b.DOCDATE) AS TRXYEAR, a.ITEMNMBR, a.ITEMDESC, SUM(a.XTNDPRCE) AS XTNDPRCE, SUM(a.EXTDCOST) AS EXTDCOST, SUM(a.XTNDPRCE - a.EXTDCOST) AS MARGIN
FROM SOP30300 a LEFT OUTER JOIN SOP30200 b ON (a.SOPTYPE = b.SOPTYPE) AND (a.SOPNUMBE = b.SOPNUMBE)
WHERE (b.SOPTYPE = 3) AND (b.VOIDSTTS = 0)
GROUP BY YEAR(b.DOCDATE), a.ITEMNMBR, a.ITEMDESC
)
SELECT ITEMNMBR AS [Item Number], ITEMDESC AS [Item Description],' + @listCol + N'
FROM (
SELECT TRXYEAR, ITEMNMBR, ITEMDESC, MARGIN
FROM CTE
) p
PIVOT (
SUM(MARGIN)
FOR TRXYEAR IN (' + @listCol + N')
) AS pvt
ORDER BY ITEMNMBR;';

EXEC sp_executesql @sqlstmt;

Couple observations…

We use the FOR XML clause with the PATH mode to build a list of elements and attributes based on the distinct year values stored in the document date (DOCDATE) column in our SOP30200 (SOP History) table, which we store in the @listcol variable length Unicode character data type (NVARCHAR).

Our CTE is now embedded in an NVARCHAR variable, which we call @sqlstmt, with just the right breaks to concatenate our pivoted column list variable, @listcol as part of the overall SQL statement character string that will be executed.

We finally use the sp_executesql system stored procedure to run our dynamic SQL query and produce the results below:

Item Number Item Description 2014 2015 2016 2017 2018
100XLG Green Phone NULL NULL 307.05000 40.05000 NULL
3-B3813A Keyboard NULL NULL NULL 40.00000 NULL
3-C2924A SCSI Cable, 2.5m. 68-pin HI-Density NULL NULL NULL 148.50000 NULL
3-C2924A T0101 - SCSI Cable, 2.5m. 68-pin HI-Density NULL NULL NULL NULL 84.38000
3-C2924A T0102 - SCSI Cable, 2.5m. 68-pin HI-Density NULL NULL NULL NULL 67.50000

Finally, you will notice NULL values for some of the years where there was no sales activity for an item. You can take care of these and how they display, directly on your report or Excel spreadsheet.

Not bad at all!

For a primer on the Do’s and Don’ts of dynamic SQL, I invite you to read SQL Server MVP, Earland Sommarskog article, The Curse and Blessings of Dynamic SQL.

Until next post!

MG.-
Mariano Gomez, MVP
IntellPartners, LLC
http://www.IntellPartners.com/


Year-to-year Inventory Margin Report using the PIVOT operator in T-SQL

September 22, 2011

As of late I have been camping out at the SQL Developer Center’s  Transact-SQL Forum and I have to say, I have learned a great deal from my fellow SQL Server MVPs. Very alike the Microsoft Dynamics GP MVPs, these folks are willing to resolve pretty much any T-SQL request that comes across the forum.

So long you follow some simple posting guides, like including your table definitions, providing some sample data and detailing your expected results, there’s nothing these folks won’t do for you.

I decided to put some of what I have learned to the test by creating a T-SQL query that would produce a Year-to-year Inventory Margin Report (in currency) by using the T-SQL PIVOT operator. My fellow MVP Mark Polino is very well versed with Microsoft Excel and PowerPivot and I thought this would be a way to demonstrate that you can still use T-SQL to resolve some very complex issues which otherwise would require the use of front-end tool or some back-end cubes.

The following query can be run against the Fabrikam test company and adjusted to meet your specific needs:

;WITH CTE AS (
SELECT YEAR(b.DOCDATE) AS TRXYEAR, a.ITEMNMBR, a.ITEMDESC, SUM(a.XTNDPRCE) AS XTNDPRCE, SUM(a.EXTDCOST) AS EXTDCOST, SUM(a.XTNDPRCE - a.EXTDCOST) AS MARGIN
FROM SOP30300 a LEFT OUTER JOIN SOP30200 b ON (a.SOPTYPE = b.SOPTYPE) AND (a.SOPNUMBE = b.SOPNUMBE)
WHERE (b.SOPTYPE = 3) AND (b.VOIDSTTS = 0)
GROUP BY YEAR(b.DOCDATE), a.ITEMNMBR, a.ITEMDESC
)
SELECT ITEMNMBR AS [Item Number], ITEMDESC AS [Item Description],
COALESCE([2014], 0) AS Y2014,
COALESCE([2015], 0) AS Y2015,
COALESCE([2016], 0) AS Y2016,
COALESCE([2017], 0) AS Y2017
FROM (
SELECT TRXYEAR, ITEMNMBR, ITEMDESC, MARGIN
FROM CTE
) p
PIVOT (
SUM(MARGIN)
FOR TRXYEAR IN ([2014], [2015], [2016], [2017])
) AS pvt
ORDER BY ITEMNMBR;

The script uses a query encapsulated in a Common Table Expression (CTE) to produce a temporary result for the sales data by item, grouped over each year. However, this result would produce rows of records for each year, as shown below:

SELECT YEAR(b.DOCDATE) AS TRXYEAR, a.ITEMNMBR, a.ITEMDESC, SUM(a.XTNDPRCE) AS XTNDPRCE, SUM(a.EXTDCOST) AS EXTDCOST, SUM(a.XTNDPRCE - a.EXTDCOST) AS MARGIN
FROM SOP30300 a LEFT OUTER JOIN SOP30200 b ON (a.SOPTYPE = b.SOPTYPE) AND (a.SOPNUMBE = b.SOPNUMBE)
WHERE (b.SOPTYPE = 3) AND (b.VOIDSTTS = 0)
GROUP BY YEAR(b.DOCDATE), a.ITEMNMBR, a.ITEMDESC

/* Results */

TRXYEAR ITEMNMBR ITEMDESC XTNDPRCE EXTDCOST MARGIN
2014 ACCS-CRD-12WH Phone Cord - 12' White 39.80000 13.16000 26.64000
2014 ACCS-RST-DXBK Shoulder Rest-Deluxe Black 29.85000 13.65000 16.20000
2014 ACCS-RST-DXWH Shoulder Rest - Deluxe White 39.80000 18.20000 21.60000
2014 ANSW-ATT-1000 Attractive Answering System 1000 119.95000 59.29000 60.66000
2014 ANSW-PAN-1450 Panache KX-T1450 answer 219.90000 100.50000 119.40000
2014 FAXX-CAN-9800 Cantata FaxPhone 9800 23999.50000 11970.00000 12029.50000
2014 FAXX-HLP-5433 Hewlett Packard FAX-310 854.50000 395.10000 459.40000
2014 FAXX-SLK-0172 Sleek UX-172 fax 2699.90000 1349.00000 1350.90000
2014 HDWR-PNL-0001 Control Panel 609.95000 303.85000 306.10000
2014 HDWR-PRO-4862 Processor 486/25MHz 5999.95000 2998.15000 3001.80000
2014 PHON-ATT-53BL Cordless-Attractive 5352-Blue 1139.70000 561.30000 578.40000
2014 PHON-ATT-53WH Cordless-Attractive 5352-White 189.95000 92.59000 97.36000
2014 PHON-BUS-1250 Handset,multi-line 359.95000 165.85000 194.10000
2014 PHON-PAN-2315 Panache KX-T231 wall 119.90000 59.50000 60.40000
2014 WIRE-SCD-0001 Single conductor wire 8.75000 4.00000 4.75000
2016 100XLG Green Phone 4136.55000 3829.50000 307.05000

But in order to produce the results we want, having a true year by year comparison, it is necessary to pivot the results of the above query. Here’s where the PIVOT operator comes into play, as shown in the initial query. This is the output produced:

Item Number       Item Description      Y2014  Y2015  Y2016  Y2017
100XLG Green Phone 0.00000 0.00000 307.05000 40.05000
3-B3813A Keyboard 0.00000 0.00000 0.00000 40.00000
3-C2924A SCSI Cable, 2.5m. 68-pin HI-Density 0.00000 0.00000 0.00000 148.50000
3-C2924A T0101 - SCSI Cable, 2.5m. 68-pin HI-Density 0.00000 0.00000 0.00000 0.00000
3-C2924A T0102 - SCSI Cable, 2.5m. 68-pin HI-Density 0.00000 0.00000 0.00000 0.00000
3-D2657A T0101 - DB 15 Male Adapter 0.00000 0.00000 0.00000 0.00000
3-D2657A T0102 - DB 15 Male Adapter 0.00000 0.00000 0.00000 0.00000
3-D2659A T0101 - DB 25 Female Adapter 0.00000 0.00000 0.00000 0.00000
3-D2659A T0102 - DB 25 Female Adapter 0.00000 0.00000 0.00000 0.00000
3-E4471A HP Extractor Fan, 200-240V 0.00000 0.00000 0.00000 134.00000
3-E4592A SurgeArrest Plus 0.00000 0.00000 0.00000 180.00000
3-E4592A T0101 - SurgeArrest Plus 0.00000 0.00000 0.00000 0.00000
3-E4592A T0106 - SurgeArrest Plus 0.00000 0.00000 0.00000 0.00000
3-J2094A HP-PB 16 Channel RS-232C Modem Conn MUX 0.00000 0.00000 0.00000 473.00000
4-A3666A 4.2GB LP Disk Drive 0.00000 0.00000 0.00000 350.00000
5-FEE Per Call Fee 0.00000 0.00000 0.00000 0.00000
5-FEE T0101 - Per Call Fee 0.00000 0.00000 0.00000 0.00000
5-FEE T0102 - Per Call Fee 0.00000 0.00000 0.00000 0.00000
5-OVTLABOR T0101 - Overtime service labor 0.00000 0.00000 0.00000 0.00000
5-OVTLABOR T0102 - Overtime service labor 0.00000 0.00000 0.00000 0.00000
5-STDLABOR T0101 - Standard service labor 0.00000 0.00000 0.00000 0.00000
5-STDLABOR T0102 - Standard service labor 0.00000 0.00000 0.00000 0.00000
5-STDLABOR T0106 - Standard service labor 0.00000 0.00000 0.00000 0.00000
5-TVLLABOR T0101 - Travel Labor 0.00000 0.00000 0.00000 0.00000
5-TVLLABOR T0102 - Travel Labor 0.00000 0.00000 0.00000 0.00000
5-TVLLABOR T0106 - Travel Labor 0.00000 0.00000 0.00000 0.00000
ACCS-CRD-12WH Phone Cord - 12' White 26.64000 0.00000 199.80000 226.44000
ACCS-CRD-25BK Phone Cord - 25' Black 0.00000 0.00000 69.85000 83.82000
ACCS-HDS-1EAR Headset-Single Ear 0.00000 0.00000 1034.00000 813.35000
ACCS-HDS-2EAR Headset - Dual Ear 0.00000 0.00000 0.00000 527.67000
ACCS-RST-DXBK Shoulder Rest-Deluxe Black 16.20000 0.00000 226.80000 226.80000
ACCS-RST-DXWH Shoulder Rest - Deluxe White 21.60000 0.00000 163.20000 205.20000
ANSW-ATT-1000 Attractive Answering System 1000 60.66000 0.00000 242.64000 303.30000
ANSW-PAN-1450 Panache KX-T1450 answer 119.40000 0.00000 1194.00000 1134.30000
ANSW-PAN-2460 Panache KX-T2460 answer 0.00000 0.00000 149.60000 169.60000
FAXX-CAN-9800 Cantata FaxPhone 9800 12029.50000 0.00000 66987.41000 51129.85000
FAXX-HLP-5433 Hewlett Packard FAX-310 459.40000 0.00000 0.00000 0.00000
FAXX-RIC-060E Richelieu Fax 60E 0.00000 0.00000 2404.50000 2404.50000
FAXX-SLK-0172 Sleek UX-172 fax 1350.90000 0.00000 1350.90000 675.45000

Happy pivoting.

Until next post!

MG.-
Mariano Gomez, MVP
IntellPartners, LLC
http://www.IntellPartners.com/


Defaulting "Include Totals and Deposits" in Sales Transfer Entry with the Support Debugging Tool

July 26, 2011

More times than I care to count I have been called in to fix records left behind because the Include Totals and Deposits option was not marked when transferring a sales document from an existing order to an invoice. The problem is, it is so easy to forget to mark that box if you are doing this for hundreds of transactions fractured in multiple batches, especially at the end of the week when invoices need to be submitted to customers, prior to the FedEx truck arriving at 4:00 PM.

Sales Transfer Documents window

While this “fix” has been provided as a Modifier with VBA project before, I thought, why not really prop this up a bit with a Support Debugging Tool non-logging trigger and take advantage of the Automatic Debugger Mode functionality? Well, I have done just that!

The first thing we need to do is setup the trigger itself. In this case, we want to select a Focus Event trigger that will fire exactly on a field change condition. The field in question is the ‘(L) Order To Invoice CB’ checkbox field. You can use the lookup button next to the Form Name field on the Resource tab to open the Support Debugging Tool’s Resource Explorer window and locate the field and select it.

Trigger Setup

Since this will be a non-logging trigger, we will want to check the Do not activate Logging Mode option on the window. And to make sure the trigger always starts up with Microsoft Dynamics GP, we will want to check the Start Trigger Automatically on Login option as well.

Second, we can choose to have the Support Debugging Tool perform certain actions when the event fires – the event being when the checkbox is marked. If you happen to be running build 15 of the SDT, you can have a message display as a desktop alert on the lower right corner of your screen, similar to when you receive a Microsoft Outlook message.

For the purpose of this trigger, we will not take any actions when the trigger fires.

Third, we must add the processing script. The Support Debugging Tool does a really good job at providing a helper to build upon. So all we need to do is add the little bit to process the Include Totals and Deposits checkbox field, after the Transfer to Invoice checkbox has been marked. This is the final script:

Trigger processing script

Finally, since this is a non-logging trigger, the Options tab will show all logging options disabled. However, you can still choose a date range for this trigger to take effect.

Options tab

Since the goal is to have this trigger available at all times, there’s no need to add a start and end date. It’s now time to save the trigger and enable it.

We can choose to turn on our Non Logging Automatic Start Only triggers. Since our SOP_XFER trigger has been marked as a non-logging automatic trigger we should be able to see it in the Automatic Debugger Mode Status window.

Automatic Debugger Mode Status window

This is really all there is to it! The trigger should now cause the Include Totals and Deposits checkbox to activate automatically when we choose the Orders to Invoices checkbox.

I have attached the configuration file to be imported with the Support Debugging Tool’s Configuration Export/Import window. Once you import the XML file just activate your trigger as indicated above and you should be good to go. No more forgetting to mark Include Totals and Deposits when transferring orders to invoices.

Include Totals and Deposits trigger – SOP_XFER.zip

The Support Debugging Tool’s non-logging triggers functionality is a very powerful way to deploy simple scripts that can take care of every day headaches. All you need is a bit of creativity and the tool itself – see David Musgrave’s article Support Debugging Tool Build 15 released for more on the latest Support Debugging Tool build.

Until next post!

MG.-
Mariano Gomez, MVP
IntellPartners, LLC
http://www.IntellPartners.com/


How to resize logo in Microsoft Dynamics GP Word Templates

September 30, 2010
Getting used to the new Word Templates functionality can be a bit challenging at times. One of those challenges came in the form or a simple question: “How to resize the logo on the template?”. One thing to keep in mind is that most objects on a Microsoft Dynamics GP Word Template document live inside of content controls. With that said, here are the steps to achieve this, taking the SOP Blank Invoice Form Template* as an example:

1. Under Report Template Maintenance, select the SOP Blank Invoice Form template from the More Reports list.
2. Click the New button to create a new template. For this example, we will create the template based on the existing template and we will call it SOP Blank Invoice Form Icon. Click Ok to continue.
3. Highlight the newly created template, then click the Modify button to open Microsoft Word.

4. Click on the Picture content control to add a logo image.

Note: This image must also exist in the Image library under Template Configuration.

5. Select the logo, right-click, and chose Remove Content Control.

6. Highlight the image and resize accordingly. The following is a sample of the resized image with some extra text to go along:

NOTE: The logo is part of the Header section of the document.

7. Save the modified template to a different directory where it can be imported from later on, for example, My Documents. Close Microsoft Word.

8. Back to Report Template Maintenance, click the Add Template button and select the newly modified template from the My Documents folder. Replace the existing one when prompted.

9. Click the Assign button, then mark the company you want to assign the template to. Then, click on Set as Default to make the new template the default template for the company. Click Save to continue. Click Save to continue.

10. Back to the Report Template Maintenance window, highlight the original template and click the Assign button and choose Company. Unmark the company and choose Save.

NOTE: This will ensure that the copied version of the original template prints always.

11. To test, select a SOP invoice and print.

Hope you found these steps simple to follow and that you are enjoying the new Word Templates feature in Microsoft Dynamics GP 2010.

Until next post!

MG.-
Mariano Gomez, MVP
Maximum Global Business, LLC
http://www.maximumglobalbusiness.com/


Mass emailing customer documents with Microsoft Dynamics GP 2010

September 20, 2010

In a previous article, I detailed the steps required to setup the email feature in Microsoft Dynamics GP 2010 – see Configuring Email for Sales and Purchasing Documents in Microsoft Dynamics GP 2010. Now, I will show you how to take advantage of a few Dynamics GP features to mass email customer documents. That’s right! En mass, bulk, or simply a bunch of them at a time!

First up, is the Print Sales Documents window, Transactions > Sales > Print Sales Documents, or if you prefer, click Sales on the Navigation Bar, then click the Print Sales Documents link under the Transactions web part.

Use this window to mass email sales documents when your ranges are predictable, for example, when you are emailing documents that are in sequence, or belong to the same date or consecutive dates, or based on the batch number or batch status.

Second up is the Sales Navigation Lists. By clicking on Sales on the Navigation Bar, then choosing Sales Order Transactions, you can display all transactions. The beauty of the Navigation List is that you can print transactions in any sequence, for any customer, and for any document types.

In addition, you can apply specific filter criteria for submitting emails to customers.

Until next post!

MG.-
Mariano Gomez, MVP
Maximum Global Business, LLC
http://www.maximumglobalbusiness.com/


Configuring Email for Sales and Purchasing Documents in Microsoft Dynamics GP 2010

September 15, 2010

Recently, I have been receiving a number of questions on the new Sales documents email functionality in Microsoft Dynamics GP 2010 and how to get it configured and working adequately. If you know me by now, I love to translate those questions into useful articles for the Microsoft Dynamics GP community at large.

Fortunately enough, the configuration process is not that difficult. Microsoft Dynamics GP 2010 allows this feature to be configured in a top-down approach which in turn ensures that all related areas of the application are email-aware.

As a first step, there is a setup needed to be done at the company level – MSDGP > Setup > Company > E-mail Settings, or if you prefer, click on Administration on the Navigation Bar, then locate the E-mail Settings link under the Setup web-part:


The first settings you will be able to configure is whether you want the actual document embedded as part of the email body or as an attachment to the email itself. My preference is the latter as it allows for a cleaner look when the email is received by the recipient. Microsoft Dynamics GP supports 4 different attachment formats, DOCX, HTML, PDF and XPS.

Since Microsoft Word and Adobe Acrobat are widely available and have been around for a while, I strongly suggest selecting at least these 2 options. XPS has only been around as a document standard since 2009 (released in 2006) and has native support on Windows Vista and Windows 7, hence recipients running Windows XP may experience some difficulty opening attachments in this format, especially if they are unaware of the XPS viewer’s download location.

NOTE: The IE-hosted XPS viewer and the XPS Document Writer are also available to Windows XP users with the download and installation of Microsoft .NET Framework 3.0.

Once you have defined the initial settings, you may then proceed to enable the email documents that can be submitted from your Microsoft Dynamics GP application. You will be able to define settings for both the Sales and the Purchasing series, as shown below:

Sales E-mail Setup

Purchasing E-mail Setup

The Sales E-mail Setup and Purchasing E-mail Setup windows can also be accessed under the respective series setup menus.

Of special importance is to setup the different labels for each document that will be enabled for submission. Also, if you are expecting the recipient to reply to your emails, select the mail boxes to which replies will be delivered using the Select Names button. My personal preference is to setup general mailboxes on your Microsoft Exchange Server or any other email hosting application. For example, your sales orders can have a general mailbox such as orders@fabrikam.com, or accounts_receivable@fabrikam.com if you are expecting replies to things like AR credit memos or debit memos from the recipients Accounts Payable team. You may do the same for purchasing. This overall approach ensures that emails are delivered to one location or an individual in charge of monitoring these replies.

Finally, you may further tailor specific settings for customer and vendor records, which will allow you to define at a granular level wheter the recipient will receive multiple attachments per email and the specific format for each document that will be attached to the email. You may also choose to enable or disable specific documents that may be submitted to the recipient.

Customer E-mail Options

Vendor E-mail Options

A feature I find particularly useful is, if you have customers or vendors that have size limits to their mailboxes, you can tailor Microsoft Dynamics GP to not allow file sizes above those limits.

I hope this review of the email capabilties of sales and purchasing documents has been useful. Please drop your comments and let me know whether you are using these features today in your business and if it has aliviated any of the past pains you’ve experienced by not having the functionality or in turn has created new problems.

Until next post!

MG.-
Mariano Gomez, MVP
Maximum Global Business, LLC
http://www.maximumglobalbusiness.com/