Batches Part 3: Posting a Batch in Microsoft Dynamics GP
Batches are groups of transactions, identified by a name or a number that you can use for identification purposes, and to make the process easier. You can use batches to group similar transactions during data entry and review them before posting at a later time. Similarly, you can identify batches as a group of transactions entered by a specific employee or on a particular date.
Batch posting allows you to post a group of transactions simultaneously. The benefits of batch posting include easier usage and efficiency for entering large quantities of transactions and tracking transactions for audit purposes. Also, for consistency of process, we can even enter and post single transactions by batch.
To get the most benefit from batches, it is experts recommend to always print and review the Batch Edit Lists. You can avoid many posting interruptions simply by printing the Batch Edit List prior to posting and checking for errors. Most importantly, the Batch Edit List can be printed from any module’s Batch Entry window from the printer icon on the top right of the window.
Posting a batch
Use the Payables Batch Entry window to post a batch. Click Purchasing →Transaction →Batches
- Select Batch ID by clicking the lookup or magnifying glass.
- Check the posting date and currency ID.
- Verify the batch total under Actual.
- Click ‘Post’.
Posting makes transactions part of your company’s permanent records. Until they’re posted, transactions can be modified, voided, or deleted. Once we post it, they are not alterable, though you can enter correcting transactions.
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- Published in Add-on, Dynamics GP, Technology
Batches Part 4: Posting batches by series in Microsoft Dynamics GP
Batches are groups of transactions, identified by a name or a number that you can use for identification purposes, and to make the posting process easier. You can use batches to group similar transactions during data entry and review them before posting at a later time. Similarly, you can identify batches as a group of transactions entered by a specific employee or on a particular date. The Series Posting window can save a lot of time because it allows you to post multiple batches for the series (ie: Financial, Sales, Purchasing, Inventory, etc.) you have selected.
Posting batches by series
Use the Purchasing Series Posting window to post Payables batches by series. In other words, series posting lets you post any batch that’s been entered in the Purchasing series. This makes posting easier and less time-consuming. Click Purchasing → Transaction→Series Post
- Click ‘All’ to view all the batches.
- Check the box next to the batches you would like to post or click ‘Mark All’ to mark all the batches.
- To verify what you have marked, click the radio button ‘Marked’ in the Display Batches section.
- Click ‘Post‘ and the batches will post.
The transactions in the batches update vendor summary information, tax records, and distribution accounts, and become part of the company’s permanent records. Your checkbook also is updated if you’re using Bank Reconciliation. Posting journals and distribution breakdown registers might appear for printing, depending on the options you selected in the Posting Setup window.
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Fashion Inventory Matrix in Microsoft Dynamics GP
Fashion Inventory Matrix provides a powerful solution for wholesale and distribution companies dealing with multi-dimensional inventory items. The Fashion Inventory Matrix helps companies provide top-of-line customer service, better manage inventories and improve the purchase ordering process.
If you have ever worked in apparel, footwear, luggage, or any industry that has complicated dimensions, then you’ll know how frustrating it is to create purchase and sales orders.
For example, a footwear wholesaler will need a specific item number for each item that specifies its style, size, and color. A brown hiking boots size 11 will have a different item number than a size 12; or from a black hiking boot of the same size; or even brown dress or shoes of the same size. In short, a change in each dimension will create a distinctly independent item number.
As you can see this means a simple order has become a frantic scavenger hunt for the item numbers needed to fill an order. Luckily, we have a solution that renders this tedious process obsolete: The Inventory Matrix for Microsoft Dynamics GP.
Fashion Inventory Matrix Features
- Create unlimited dimensions – E.g. brand, style, color, size, texture, thickness, etc.
- Create unlimited dimensions members– E.g. black. Brown, blue, green, etc.
- Create unlimited Product Lines – E.g. apparel, footwear, accessories, jackets, etc.
- Assign dimensions to product lines – E.g. type, brand, and style can be assigned to the apparel product line.
- Assign dimension members to product lines – E.g. members of the ‘Brand’ dimension can be assigned to the ‘Apparel’ product line.
Purchase Order Processing Features
- Enhanced Visibility – Visibility of all the available colors, sizes, and quantities assist the buying manager to determine which items need to be ordered.
- Optimum Inventory Levels – Inventory Matrix helps organizations significantly reduce their inventory holding and carrying costs. The 360-degree view available to buying managers and staff through Inventory Matrix enables them to see the quantities available, quantities on the sales order, or on a purchase order for every dimension. It also gives them the added ability to drill down to see which documents make up those quantities.
- Ease of Data Entry and Review – Buying staff can enter the quantities to be ordered in respective cells without the need to remember specific item numbers. After entering the quantities, they can conveniently move back and forth between pages. And review the order and modify quantities, if required, while in Matrix view.
- Matrix Invoicing – Print purchase orders in standard GP format or in standard Matrix format generally used in the industry.
- Analytical Reports – Includes comprehensive analytical purchase and inventory reports. It provides a detailed analysis of quantities in inventory and on purchase orders by different dimensions.
Sales Order Processing Features
- Improved Customer Service – Increased customer satisfaction, when customer questions were immediately answered.
- Enhanced Visibility – Visibility of all the available colors and sizes and available quantities, enable CSRs to up-sell and cross-sell. They can tell customer about a new color or style that is available. The customer may be interested in it.
- Ease of Data Entry and Review – CSRs can enter the order quantities required by the customer in respective cells. That too, without the need to remember the item numbers. They can review the order with the customer by moving back and forth between different pages and modifying the quantities.
- Matrix Invoicing – Print orders and invoices in standard GP format or in standard Matrix format, generally used in the industry
- Analytical Reports – Include comprehensive analytical sales reports which allow the analysis of sales by different dimensions.
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Understanding Vendor Cards in Microsoft Dynamics GP
Use Vendor Cards to track the status of vendors and to print reports. Moreover, it’s important to keep this information up to date to reflect your company’s current activity. So, use the Vendor Maintenance window to create new vendor cards. Before you begin entering the first vendors, consider how to arrange the current and future vendor records. The minimum to set up a vendor is the Vendor ID, Name, and Class ID. You might want to assign specified groups of IDs to different types of vendors. You also might want to assign them to different vendor classes.
Start Microsoft Dynamics GP and click ‘Purchasing’ → click ‘Vendors’ under ‘Cards’ and the following window will appear:
Some fields in the window will have default values. Some default values are the same for all vendor information, but others come from the vendor class information entered in the Vendor Class Setup window.
Steps to set up Vendor Cards
- Select or enter Vendor ID. It is advisable to use similar IDs for all the vendors. Any alphanumeric set of characters is acceptable. Likewise, the maximum length of this field is 15 characters, be sure that all the IDs have the same number of characters. Use the system consistently for the best results when printing reports and using other windows.
- Enter or modify the Name of the vendor. The Short Name can be used in circumstances when the vendor name is too long. Also, the name printed on checks is the Check Name.
- Use status for categorizing your vendors according to their business practices. Vendors can be active, inactive, or temporary. As a result, each of these statuses limits the data entered or posted and places restrictions on deleting or modifying a vendor card.
- Assign the vendor to a class. Once a Class ID is entered, much of the information in this window, the Vendor Maintenance Options window, and Vendor Account Maintenance windows will appear as default values, which can be changed on a per-vendor basis.
- Enter Address ID.
- Click to enter or modify the internet address for a vendor.
- Enter or modify Address, Contact Information, Phone, and Fax Numbers.
- Modify the Tax Schedule and Shipping Method or accept the default.
- Enter or modify Comments for reference purposes. (Optional)
- Click ‘Options’ to open the vendor maintenance window.
- Enter vendor options, or change vendor options from those that are provided as default values from the class. When you’re satisfied with the entries, choose OK.
- Click ‘Accounts’ to open the vendor account maintenance window.
- Enter the Account number for the vendor or change from those that are provided as default account numbers from the class. Finally, when satisfied with the entries, choose OK.
- If the vendor has multiple addresses, click ‘Address’ to enter a different address for the same vendor.
- Click the printer button to print the contact card or click ‘Save’ to save the vendor card.
- If you want to delete any vendor card, select vendor ID and click ‘Delete’.
More Info
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- Published in Add-on, Dynamics GP, eCommerce Solutions for Microsoft Dynamics, Mobile, Technology
Scheduled Payments in Microsoft Dynamics GP
Scheduled Payments in Microsoft Dynamics GP enables greater automation and better accuracy in any company’s Accounts Payable (AP) Management.
You can choose the interest rate, payment frequency, and other information when you create a payment schedule, and you can create a payment schedule using any posted document. Payment schedules are created from documents. However, payment schedules may vary based on the vendor or the kind of goods or services that are being purchased. You can edit any information on unposted payment schedules, as well as the interest and number of payments for posted payment schedules.
When you create payment schedules, you select specific accounts to distribute the interest and principal portions between. The following chart shows what accounts to use and how they are debited and credited. Use the Payables Scheduled Payments Entry window to enter payment schedules. When you are creating a payment schedule, the information from the original invoice will appear in several fields in the window.
STEPS TO CREATE SCHEDULED PAYMENTS
- First, Open the Payables Scheduled Payments Entry window. (Transactions → Purchasing → Scheduled Payments)
- Enter a schedule number and description.
- Select the original document number. Default entries will appear in multiple fields in this window after you have selected a document.
- Verify the date in the Schedule Document Date field. The default entry comes from the original invoice and is the general ledger posting date.
- Enter the scheduled amount. The default entry in this field is the total schedule amount, and it is equal to the amount remaining on the original invoice.
- Mark either compound or simple interest. Enter the rate in the Schedule Interest Rate field. If you enter 1, the interest rate will be 1%. (Calculate simple interest from the first payment rather than the scheduled date. If the payment schedule is from an existing invoice, then calculate the interest from the date of the original invoice.)
- Enter the number of payments for the payment schedule.
- Enter or select the payment frequency. This field is to define how often the payments will be made.
- Select the dates, and verify and enter the accounts for the payment schedule. The default entries are from the original document.
- Choose Calculate to update the amount displayed in the Calculated Payment Amount field.
- Finally, Save to save the payment schedule or Post to post it.
If you are using vendor approval workflow, the vendor must have the workflow status of Approved or No Approval Needed before you can post.
If you post the transaction, the Payables Scheduled Payments Posting Journal, Payables Posting Journal, Distribution Breakdown Register – Detail, and Distribution Breakdown Register – Summary will print when you close the window.
For more information, please visit us at Microsoft Dynamics GP – Great Plains.
- Published in Add-on, Dynamics GP, eCommerce Solutions for Microsoft Dynamics, Technology
How to Create Payment Methods in Magento and Map them with Dynamics GP
A payment gateway is a key to securing an E-commerce business. So, selecting payment methods that are suitable for your business type deserves proper attention. In short, a wrong choice is going to be a disaster for your payment system. Moreover, a customer’s trust and loyalty depend on the payment processing system you offer.
Magento is a robust and powerful eCommerce solution. Being the market leader, Magento strives to remain at the top by adapting to the new development in the eCommerce sphere. In addition, the ability to interface with a variety of payment methods including credit and debit cards, bank transfers, etc. is one of the strengths of Magento.
CREATE PAYMENT METHODS IN MAGENTO
Go to Magento Admin Panel and to Configuration→Sales → Payment Methods. As a result, the system will display all the enabled payment methods on your Magento website. Select the payment methods that you want to use and configure them. However, if the payment method that you want to use doesn’t exist in the list, you may need to find the plugins developed by your payment service provider that interface with Magento eCommerce.
Steps to add a Custom Payment Method in Magento:
- Register Payment Module in Magento
- Declare Payment Module Name
- Add Payment Method Configuration Settings
- Add Default System Configuration Values
- Create Payment Method Model
- Configure Dependency Injection
- Add Payment Method Renderer
- Declare Payment Method Renderer
- Create Payment Method Template
- Show Payment Method in Checkout
MAPPING MAGENTO PAYMENT METHOD WITH DYNAMICS GP
Open the Payment Mapping window to see all the payment methods in Magento on this screen (see below) before the last time the automatic scheduler has updated the Magento data into GP. However, if you do not see the payment method that you are looking for, click on ‘Synchronize Default Values’ and ‘Start’. In conclusion, this will bring all the values defined in Magento to GP.
Select the Magento Payment method in the list and use the browser to select the corresponding GP Payment type. As a result, this will map the shipping method in Magento with the payment method in GP. You can also mark the create receipt button to generate the cash receipt for selected Payment types.
For more information, please visit us at Microsoft Dynamics GP – Great Plains.
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- Published in Add-on, Dynamics GP, eCommerce Solutions for Microsoft Dynamics, Magento, Technology
Uploading inventory items from Microsoft Dynamics GP to Magento eCommerce
Export Inventory from GP
It is easy to upload inventory items from GP to Magento. Items to be uploaded to Magento e-commerce are marked in GP. They should include quantities, multi-tier price levels, attributes, and meta information.
If the item is modified manually in GP, the data is updated as soon as the changes are saved. If the items are modified in bulk, for example, through export and import features, they can be updated when the next scheduled data transmission takes place. You can also use the procedure below to update it.
Step-1: Log on to Microsoft Dynamics GP.
Step-2: Click on the E-commerce button in the left navigation bar.
Step-3: Click on the Data Synchronize link in the utility Section.
Step-4: Select items module from the drop-down menu.
Step-5: Hit the process button and the items will start uploading to Magento instantly.
Importing and Exporting Inventory in Magento
For catalogs with a large number of products, use the native Import and Export features. Use it along with expanded Inventory Management options to update sources and quantities by SKU. So, you can add new sources and update inventory quantities for all or a specific source.
- Commerce automatically assigns the Default Source to your products when upgrading Commerce or importing new products. If you import products with a custom source assigned, the Default Source will still be added with a quantity of 0. To update sources and quantities, use these import instructions.
- Single Source merchants use import to update only product quantities. In short, all existing and added products are assigned to the Default Source.
- Multi-Source merchants use import to add multiple sources and quantities per row per SKU.
To import updates, firstly, export a CSV file for specific or all sources. Then, edit the CSV file and add a row per SKU for each source and quantity. You need the source’s code when adding a new source and adding quantities of stock. However, you cannot add or update stocks using import-export features.
Export product data for all sources
- On the Admin sidebar, go to System > Data Transfer > Export.
- For the Entity Type menu, choose Stock Sources. The export only extracts data for products with an SKU.
- Click Continue. The file generates and downloads to open and edit.
After updating inventory amounts and product data, import the file back into Commerce.
Export product data for a specific source
- On the Admin sidebar, go to System > Data Transfer > Export.
- For the Entity Type menu, choose Stock Sources. The export only extracts data for products with an SKU.
- Use the Entity Attributes to filter the exported products for a specific source. For source_code, enter the code for the source in the filter field.
- Click Continue. Consequently, the file generates and downloads to open and edit.
Finally, after updating inventory amounts and product data, import the file back into Commerce.
Import product data
- On the Admin sidebar, go to System > Data Transfer > Import.
- For the Entity Type menu, choose Stock Sources. As a result, the export only extracts data for products with an SKU.
- Select configurations for the Import Behavior.
- Select the .csv file to import.
- Finally, click Check Data and complete the import.
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How to Create Webstore Catalog from Microsoft Dynamics GP
Webstore Catalog – Microsoft Dynamics GP
One of the essential requirements of any eCommerce solution is the creation of a catalog. We create catalogs for the purpose of grouping and categorizing similar items together. Catalogs make it easy for the site visitor to search and browse. It enables them to find the items they are looking for with the minimum number of clicks. x2x Connect e-commerce module for Dynamics GP allows you to create the web catalog from inside of GP. One has to create categories and subcategories under the e-commerce tab to do this. Each one of these categories and subcategories represents an individual catalog page on your e-commerce website catalog.
Adding Categories
To create a new category select a parent category and just type the name of the new category. We enter the required information and click save. After that, a new Catalogs page is created on your e-commerce website. You can also define the category name and description or link a video to one of the catalogs fields. Defining the Meta information will make the catalog page SEO friendly. At any point in time, you can include or exclude a catalogs page on your website by checking a box.
Assigning items to Catalog Pages
x2x Connect e-commerce module in GP enables you to manage your products and catalogs. You can assign every item with one or more pages in your catalogs. For example, you may have a camera on multiple catalog pages on your website including Digital Camera, Camcorder, and Electronics. Usually, all the items are shown on the ‘details’ page. But, only the main attractions are shown on the Category Header Catalogs. For example, a site may have 50 different cameras cataloged and shown under their respective heads. We mostly show only a few, most popular ones on the Camera page. The ability to assign an item to any catalogs page visually makes it very easy to make this happen. If you want to change items from the hot items page and put new ones, just check a few boxes.
The export and import features make this even easier. It allows you to export item catalog relationships to excel, assign items to the main or sub-catalogs, and import them back. At any point in time, you can add or remove any item from any catalog page from inside of GP with just a simple click.
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- Published in Dynamics GP, Mobile, Technology
How to handle customer specific pricing in Magento from Dynamics GP
Customers viewing your Magento website have different needs depending on how they will ultimately use your products and/or services. Many of them are the end-users of the products. However, their purchase can be either personal or business-related. For example, a customer buys a printer for personal use. His needs and price range, however, will be different if the printer was for office use. Additionally, a deal on large quantities of a product, such as paper, is not attractive for customers. But, to someone making business-related purchases, it will be a very good deal.
x2x Connect
Having different price levels and quantity-based discount is a great strategy to retain existing customers and attract new ones. Magento eCommerce platform allows you to create different price levels and tiers for each specific customer group. In order to benefit from this feature, X2X connect is capable of importing the price level data between the Microsoft Dynamics GP and Magento.
Most organizations would not like to create an account for each customer who registers on their website. So, they would opt to only include the larger, commercial customers in their accounting records. The information of certain customers can be recorded into a generic customer account in Dynamics GP using X2X Connect. Thanks to this feature, non-commercial customers can benefit from price levels and quantity breaks as well.
Customer Specific Pricing in Magento
By default, Magento creates two customer groups. They are, ‘General’ for consumers registering at the website and ‘NOT LOGGED IN’ for those who prefer to checkout as Guests. We are recommending you create additional customer groups for each Price Level defined in GP. Your website will use this. Such as, ‘Retailers’ for resellers who will later sell the product to consumers, and ‘Wholesalers’ who will similarly sell the product to retailers and other intermediaries. While adding a new customer price with this Magento product price per customer module, you need to select a product by name or SKU, specify a quantity to apply the discount, set a new price, and choose its type. Also, the Custom price will be applied based on the dates you select.
Mapping Magento Customer Group with Dynamics GP
Open the General Mapping window and select the Price Level dropdown. You will see all the Customer groups defined in Magento before the automatic scheduler’s previous update of the Magento data. If you don’t see all the groups, click on ‘Synchronize Default Values’ and ‘Start’. This will bring all the values defined in Magento to GP.
Select the Magento Customer Group in the list and browse to select the corresponding GP price level. This will map the customer group in Magento with the price level in GP.
Conclusion
So, in conclusion, for each customer that is entitled to special pricing, you can create a unique Customer Group. You could then set the appropriate Group Prices. Depending on how many customers are getting completely unique pricing, this can get unwieldy at some point. It’s a best practice though since it’s Magento Open-Sources native functionality, which is why it is worth utilizing. The ecosystem provides different Magento prices per customer solutions suitable for businesses of all sizes. It covers everything from the basic functionality to the advanced feature sets. So, you can choose the B2B module that copes with your e-commerce needs. And then implement Magento customer-specific pricing in the way your business requires.
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- Published in Dynamics GP, Mobile, Technology, Uncategorized
Batches Part 2: Modifying or Deleting a Batch in Dynamics GP
Batches are groups of transactions, identified by a name or a number. You can use it for identification purposes and to make the posting process easier. You use a batch to group similar transactions during data entry. So, you can review them before posting at a later time. Likewise, you can also identify batches as a group of transactions entered by a specific employee or on a particular date.
Like most ERP systems, Microsoft Dynamics GP also allows users to create transaction batches to manage a large volume of payments. For instance, issues can arise which can cause a batch to get hung up in the system or fail to post. When a batch fails, GP will usually prompt the user to use the GP Batch Recovery window. It lets you try and reset or recover the batch.
Modifying or deleting batches
Use the Payables Batch Entry window to correct or delete a batch. You can change or delete unposted batches at any time. Recurring batches are deleted after the batch has been posted the number of times you specify in the Recurring Posting field.
Purchasing →Transaction→ Batches
- To modify batch information, select the Batch ID by clicking lookup or magnifying glass. Modify the information that you want to. To change information in any transaction of the batch, click ‘Transactions’. Then you can modify the transaction that you want to change.
- To delete a batch, select the batch ID by clicking lookup or magnifying glass and click ‘Delete’.
Want to know more about batches in Microsoft Dynamics GP? Then visit us at Microsoft Dynamics GP – Great Plains.
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- Published in Add-on, Dynamics GP, Technology
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