In Help!!! My Dynamics GP SQL Server is out of disk space!!! Steve Endow reminds us of what can go wrong if your log files don’t shrink.
Navigation Lists bring some pretty cool features to Dynamics GP. On the Polino Roundtable GPUG Special Interest group, we stumbled on another. Someone asked if it was possible to mass retire assets. You can, it’s a menu choice under Financial Transactions. But you have to create a group and groups are a pain to create and they aren’t shared among users so the pain of creating one can’t even be diffused among the user group. This is where Navigation Lists come in. To use Navigation Lists to make this process easier:
- In GP, select the Financial Area Page and pick the Assets navigation list on the left.
- Check the box next to several assets not next to each other and click the retire icon.
GP auto creates a group on the fly and opens the Mass Retire window for you to complete the retirement selections.
This works for other mass asset options too, like depreciation and transfers. Also, you have all the filter capability of navigation lists to make it easy to pick the right assets.
GP 2013 brought the ability to suggest related items. If you’re selling computers you can suggest a warranty, or cables, or a case. Whatever. GP 2013 R2 takes this to the next level with both a suggested sales script (eh) and the ability to analyze and previous sales to help figure out what items should be suggested.
In GP 2013 R2, open up an Item in Item Cards and hit the Suggest Items button. Then hit the Analyze button on the ribbon. You can change the dates and items to search for to limit what GP looks for. GP will suggest items to be used as suggested items. I think this is the piece that this feature was missing at release.
With GP 2013 R2, Microsoft has completely reworked the document attachment functionality and christened it Doc Attach 2.0. Here’s what you need to know:
- Attachments have moved from a link to a file to being stored in a database.
- Some windows have dedicated attachment buttons but the old style paperclip now uses Doc Attach 2.0 as well.
- If you are a heavy user of the existing attachment functionality there is a utility to help move those items into the database for use with Doc Attach 2.0.
Here a quick example using a payables transaction:
- Open Payables Transaction Entry
- Click the yellow notes icon next to the voucher number
- Click the paper clip icon to open the Document Attach Management window
- To scan a document, click the Scan button
- To attach an existing document, click Attach and use typical navigation to pick a file.
- Repeat to attach multiple files.
- Click OK to finish
You can add a description to clarify any attachments. Deleting an attachment also adds a notation in the deleted tab for audit purposes.
Doc Attach 2.0 doesn’t have the full functionality of some of the 3rd party document management systems, but it’s designed to be easy to use and it succeeds in that job. For me this is a huge step up. Over at MSDynamicsWorld.com I have more about why I think storing attachments in the database is the right approach.
What do you do when no one has the ‘sa’ password for SQL and none of the typical network users will let you reset the ‘sa’ password? I ran into this recently with a new client. Their previous VAR had managed SQL for them and had never given them the ‘sa’ password. On top of that they had locked out other network users and refused to give the new CTO the ‘sa’ password. If you have access to the SQL Server and if you have a login that is a local administrator on the SQL box, you can work around this. I used the instructions from Tim Radney at http://timradney.com/2013/11/21/how-to-reset-the-sa-password-in-sql-server/ to successfully change the ‘sa’ password and recover access to the SQL Server. It worked out well for us and for them since the SQL Server hadn’t been backed up since 2012. I didn’t leave until we had a good backup and recurring backup set in a maintenance plan.
Before you install Management Reporter, make sure that ALL of your GP companies have a functional currency assigned. All means, all the companies attached to the Dynamics database that you are using. If you have a test company missing a functional currency, the install will fail. Make sure that you check them all.
Alright, it’s time to look at one of the most anticipated new features of GP 2013 R2, copying and pasting from Microsoft Excel to the GP GL.
The process is straight forward. You need the Excel sheet in a specific order:
Description, Account, Debit, Credit.
If you don’t have a description, that column can be blank but it needs to be there.
Use the cursor to select only the data, not any headers, and copy the data (Home>Copy, Right Click + Copy, CTRL+C).
In GP, start a GL transaction (Financial>Transactions>Financial>General)
Click the big Paste button on the ribbon, next to copy. The data will be pasted in.
You still have to fill out the rest of the information, Date, Batch, Reference, etc. Copying and pasting only works one transaction at a time, but it works.
Bob McAdam and Todd McDaniel have started a new Dynamics Podcast. I downloaded and listened to it this weekend. If there’s one thing I’ve said about Bob for years its that he has a face for audio.
All kidding aside, it’s terrific. I had trouble getting the iTunes subscription to work so I downloaded it directly. I’m sure they’ll get that ironed out. It’s probably Apple prejudice or something like that. I know how hard it is to do a regular podcast, mine didn’t make it 10 episodes.
These guys are trying to do something cool with Dynamics GP. It’s important that we come out and support them.
If you’re trying to get started with Management Reporter, but you feel a little stuck, try the Report Wizard. The MR Report Wizard is found under Tools > Report Wizard and it’s a great way to get started. Building a report this way creates the rows, columns and optionally trees for you to see how it’s done. It’s not perfect, but It’s a place to start.
We’ve looked at drilling down from Excel by using a hyperlink to lookup a record in GP. Michelle Kocher was recently looking to do this from SSRS and she was kind enough to share the details.
In the Properties for the Text Box that holds the document that you want to add the hyper link to:
- Pick Action
- Pick Go to URL
- Click the box to add an expression
- Paste in your hyperlink (usually this comes from a refreshable Excel data connection)
- Put an equal sign in front and double quotes around the hyperlink.
- For parameters, close the expression with a double quotes, use the plus + sign to connect fields for lookup.
- You might want to rtrim the items to remove spaces at the right.
In the expression below, Michelle breaks out of the hyperlink to connect a beginning SOP value, continues the hyperlink and breaks out again to connect an ending SOP value. The breakouts are surrounded by plus signs and use rtrim to remove excess spaces.
We both wrestled with this a little bit and couldn’t find a good example of what the expression should look like so we thought we would share this with you and have it available for the next time we need it.