GP has many features that add convenience and power, but many are hidden throughout the software. Some of these features are in the setup areas, often only visited during initial implementation. Furthermore, several of these features are in the Professional Services Tools Library, which the typical end user does not use.  

Several of the recommendations use the Professional Services Tools Library (PSTL). GP Power Users will have access to this on the navigation pane. PSTL tools are powerful. However, they could cause adverse effects if not used carefully. A database backup would be the best practice before using these utilities. 

Make the Smartlist Button Easier to Find

The Smartlist button is part of the standard GP toolbar; however, without a label, most users do not know this. To add a label to this icon, right-click on the toolbar and select Customize. Select the Standard toolbar in the dropdown labeled Choose a toolbar to modify. Highlight Smartlist, click Modify Selection, and select Image and Text. The Smartlist icon will now have the label. 

Doc Date Verify

When entering payables and receivables transactions, GP looks for entries being added to closed periods. However, an unfortunate side effect is that a user can mistakenly key an entry to a future, uncreated period. Since the period is not “closed,” GP will allow entry and posting. Since the period does not exist, the document cannot be voided. 

The fix for this is to enable Doc Date Verify in the PSTL. In the PSTL main screen, select the checkbox (not the radio button) for Doc Date Verify. You can then choose Cancel. This is non-intuitive, but selecting the checkbox enables Doc Date Verify on the fly. 

Separate Payment Distributions

You can create a set of entries to debit and credit payables when a transaction and payment are made simultaneously. From the GL perspective, these transactions were entered separately since we see the in and the out to Accounts Payable. This can be enabled in the Company Setup Options by navigating to Tools -> Setup -> Company -> Company. Select the Options button. 

Distribution without Separate Payment Distributions enabled: 

Distribution with Separate Payment Distributions enabled: 

RM Transaction Unapply

This feature is part of the PSTL and will allow you to unapply RM documents after they have moved to history: Credit Memos, Payments, and Returns. This feature is helpful if it is discovered that a customer payment has been applied incorrectly after Paid Transaction Removal runs. 

We have frequently heard from clients that they delay running Paid Transaction Removal, or neglect it altogether, because of the need to unapply and reapply checks. RM Transaction Unapply helps to remove this objection to Paid Transaction Removal. 

Allow Account Entry

A frequent complaint is that reconciling sub-ledgers to the control accounts can be a headache, all because an erroneous entry was made through a GL entry—or worse, an unrelated module. The GL Account Maintenance screen has a checkbox labeled Allow Account Entry. Clearing this checkbox prevents entries from being keyed to these accounts. 

Then, entry to these accounts is only allowed when they are established as the default posting account. The posting account can default from a vendor card, customer card, item card, or system default. 

Recommended use would be on any control accounts: 

• Cash GL accounts 
• Accounts Receivable 
• Accounts Payable 
• Inventory 
• Accrued Purchases 
• Customer deposits (from Sales Order Processing) 
• Vendor deposits (from Purchase Order Processing) 

Copy User Settings

Some clients have standardized a set of shortcuts for all users. An issue for these clients is that the Shortcuts setup is specific to each user. The Shortcuts Copy in the PSTL allows the shortcuts to be copied from a source user to a destination user. The utility will recommend running a database backup since it will overwrite the destination shortcuts. 

Warn for Open Purchase Orders

Customers using GP distribution or manufacturing are sourcing materials through Purchase Order Processing and receiving in Receivings Transaction Entry. These steps typically go through a purchasing department coordinating with a warehouse or inventory manager. The next step is to match against the inventory receipt using Enter/Match Invoices, and this is where the breakdown often occurs. Accounts payable typically uses Payables Transaction Entry to make entries to A/P without knowledge of purchasing processes. 

GP2015 brings a new option in the Payables setup window: Warn if Vendor has Existing Purchase Order. When entering through Payables Transaction Entry, the user will receive a notification that there is an Open or Un-invoiced Purchase Order and is presented with the option to go to the Purchasing navigation list to research. 

Detail Payroll Activity Tracking

If payroll is going to be used, it is recommended to install the tool called DetailPayrollActivityTracking, available here: 

https://mbs.microsoft.com/partnersource/northamerica/deployment/downloads/service-packs/NOAM_PSTL 

This tool allows you to create Smartlists to track employee changes made, including the date the change was made and the user who made the update. 

Customer/Vendor Combiner Moved from PSTL to GP

The Customer Combiner/Modifier and Vendor Combiner/Modifier have been included in the PSTL for several versions, but in GP2015, these utilities are now accessible through Utilities in Sales and Purchasing. If Combiner is selected, all Work, Open, and History transactions in the source Customer/Vendor are merged into the destination Customer/Vendor. The source Customer/Vendor is then removed from the system. 

When Modifier is selected, the Customer/Vendor ID is updated. As with Combiner, all Work, Open, and History transactions are updated with the new ID. 

A simple Excel file of source IDs and destination IDs can be imported for large sets of changes. As this process irreversibly updates master and transaction records, you should make a backup before implementing changes.