Reversing a Closed Year in Dynamics GP

It's that time of year again. 
The time where you need to close the year in Dynamics GP to roll forward balances but at the same time auditors are needing adjustments. 
The steps below will assist you in reversing a closed year in Dynamics GP. 

With the most recent versions of Microsoft Dynamics GP (2013 R2 and above), you have the ability to open previously closed years in Microsoft Dynamics GP. It is a fairly easy process and can be done by following the steps below.

1.   Get all users out of GP

2.   Make a backup of the company database

3.   Print an trial balance reports for verification (if needed)

4.   Reverse the historical year(s) - (Financial > Routines > Year-End Closing)

Click to enlarge
5.   After you have reversed the year, make sure and reconcile any open years starting with the oldest open year - (Financial > Utilities > Reconcile). *Note: Running this utility does not produce a report.  This step is very important to your inquiry windows being correct.

Click to enlarge

Fixed Assets Webinar- GPUG

Back at  User Group Summit in October, I had two sessions that I taught during the main conference. The first was 50 Things Never to Do in Dynamics GP. I taught with my lovely friend and fellow speaker, Kristen Hosman. We were well prepared for a crowd of 50. Surprisingly enough, we had a huge room that could fit 300 or so individuals, a stage, and two screens. Both of us were in denial that the room would fill up with people to hear us speak, but soon enough, the doors opened and the room was at capacity! It was so amazing, the audience was so engaged, and the cowbells will live in Summit history. 

10 minutes after I left that room, I was to transition straight to my second session down the hall. I get in the room and it is maxed out. A room with 150 chairs is full to capacity, people are lining the walls, doorways, sitting on the floor and behind me. I had to fight my way to the front to present on the most amazing topic ever: Fixed Assets! Due to the high demand of the topic and because people were turned away from the session, Dynamics Communities promised everyone I would do a webinar repeating the session so any of the members could view the same presentation. 

If you are a GPUG member, you can view the materials and the presentation from this link:

If you are using Fixed Assets or plan to use GP Fixed Assets in the future, I highly recommend this session! 

MICR Fonts Available Free in BC

For those of you migrating from Dynamics GP and wanting to replace Mekorma MICR, look no further. With the BC built-in workflow process and the new release in March of this year, there is no longer a need for Mekorma MICR products in the cloud. 

The preview and testing of MICR products will be available in release 15.3 set to release in March. 

This is very excited and much needed! 

Thanks Microsoft! 

For more details and how to test, see this link: 

Microsoft Dynamics 365 Business Central
My Top 10 Favorite Things #5
User Preferences and Personalization
Part 1

Microsoft Dynamics 365 Business Central 
 My Top 10 Favorite Things
#5- User Preferences- Part 1

Sometimes software has really ugly, crowded interfaces. At times you wish you could remove the fields you don't need and add some of the fields you wish you had. There are also times you wish you could create a shortcut to a page you use often. 
What if you could make data entry a whole lot easier by setting your tab/enter keys? 
The Business Central user interface is very user friendly for customization and shortcuts. In this blog, I will show you how.

What Does This Mean? 
Business Central will allow users to hide or add fields based on their own user interface. Users can also add a limited number of fields to forms and lists along with adding shortcuts and pinned pages. 

Do I have to be a programmer or developer to make these changes? 
No, that is the great part of the BC user interface. Making changes is very easy and does not require a developer for most minor changes. 

Why User Customization?  
No everyone enjoys or needs the same amount of data in their software. Customization allow the user to make the software fit their needs while not affecting other users in the system. 

How do I hide fields and areas of the user interface? 
From the main screen or any BC user interface window, click the gear icon and then click on personalize. 

A new ribbon on the page should appear. 

On the window, click on the top right section of an area or field you wish to hide.

Here you can select whether to move or hide this section. If you click hide, the section will be hidden from the screen until you clear any personalizations. 

Now we can see the welcome headline is now hidden. 

When we are done, we will save our personalization. Note: you can hide or move any field during this time. When you are done, you must save.

Excluding Fields from Quick Entry

Fields on an entry window can be hidden, moved, or excluded from quick entry. This means as you hit enter through the fields, the cursor will not land on these fields. This will save time during the time entry portion of BC. To exclude a field from quick entry, go back into the personalize mode from the top-right gear icon. 

Next, click to the right of any field until you see the red arrow. Click on the red arrow and see your available options. Here are the options given on the vendor card: 

1. Show
2. Hide
3. Show under "Show More"
4. Show under "Show Less" 
5. Exclude from Quick Entry

In this case, we will choose number 5 to exclude from quick entry to exclude the cursor from landing on it during entry. We also could choose to hide the field, if we are never going to use it. Show more and show less are BC ways of expanding and contracting the entry forms to make it more user friendly. 

After you are done making your changes, don't forget to save your personalizations. 

Adding a Field to a List

On the lists and forms, you should see the + Add Field Icon on the personalization bar. In my sample, I am on a vendor list and I want to add a field. 

When you click on this, a right navigation list will appear with a list of fields you can add. Note, any field not in this list that you want to add will require a BC extension (Customization). 

To add the field, drag and drop it on the list where the red line appears. In my case, I dragged and dropped vendor posting group. You can also drag and drop the columns to change their order or drag and drop a column off of the list. 

When you are done, don't forget to save your personalizations. 

In my next blog post, I will cover shortcuts and expanding/increasing page size. 

Microsoft Dynamics 365 Business Central My Top 10 Favorite Things #4- Audit Change Logs

Microsoft Dynamics 365 Business Central 
 My Top 10 Favorite Things
#4- Audit Change Logs

Have you ever had data changed or removed in your system and had no idea who, when or how the change happened? Does your system allow users to delete cards, entries, data with no trace? Wouldn't it be nice to be able to review any changes, determine who is making the changes, and then activate workflow to prevent it from happening. Business Central has a great solution for this: Change Logs.

What Does This Mean? 
Business Central will keep track of changes within the system, record the entries, and allow you to view or run reports based on these entries.

Do I have to turn on Change Logs?  
Yes, you must activate change logs in order for it to start recording. You do not have to use this function, but it is highly recommended

Why Change Logs? 
Change logs are great for determining who changed, removed, or edited records. If you auditors or supervisors have questions, you will be able to determine the audit history easily.

How Do I Turn on Change Logs? 
Using Alt & Q to navigate to search or using the look up glass at the top right, search for Change Log Setup. In the setup window, slide the toggle to activated.

From the set-up drop down, choose tables.

In this window, you choose which tables you want to log. You can log three areas: insertion, modification, and deletions. You can also log just certain fields. You can do a combo per table. If you click on edit in excel, you can drop the tables in excel and then upload it back up as well. In my previous log, I talked about filtering columns, that will come in very handy here. Don't forget to use * for your wild card searches. Common tables might be customers and vendors.

If you choose some fields, click on the three little dots next to the selection to choose the fields that you want to log. When you are done, exit the window.

No need to click Save anywhere, Microsoft has your back, this is 2020 after all!

Reviewing Change Logs

Using Alt & Q or the look up glass in the top right corner, search for Change Log Entries. Here you can review the entries, print reports, filter, and/or save to excel! Magic.

Until Next Time... 

Dynamics GP Year-End Payroll Audit List for W-2

It's that wonderful time of year for payroll administrators, where you need to validate employee information prior to sending out your W-2 wage reports. 

The SQL script below can either be ran via SQL or inserted into SmartList Builder as a SQL statement and used to build a SmartList. 

It will return Employee and Employee Address Information.

Run the following Script against each company Database:  


left outer join UPR00102


order by LASTNAME

Dynamics BC Top 10 Favorite Things #4-Viewing any Business Central Table in the Browser

Microsoft Dynamics 365 Business Central 
 My Top 10 Favorite Things
#4- Viewing any Business Central Table in the Browser

For all of those interested in viewing your Business Central data kept in the table versus the interface, I have a cool trick for you! I had to use it today to review some issues we were having with sales tax posting.

I needed to review the table where the data was being stored, as we have been integrating into the tables and review it against what was being manually entered for differences.

It is a very easy process to do this.

1. Open up your BC Environment via URL.
2. Go to the page that you are needing to review.
3. Click on the Question Mark in the upper right corner.
4. Choose help and support
5. Click on inspect pages and data
6. Find the table number on the page inspection page
7. In your current browser URL, find the place where your company name ends and there is a '&' in the URL. Remove everything to the right of your company name in the URL starting with the '&' symbol. 
8. Right after your company name add: &table=18
*replace the numbers with the table number found in inspection

Another cool thing you can do is move the table window to another window, so you can compare your environment to the table side by side. In order to do this, click on the open in another window symbol. 

Before URL:

With Table URL:

More information on this handy tool can be found here: 

Reversing a Closed Year in Dynamics GP

It's that time of year again.  The time where you need to close the year in Dynamics GP to roll forward balances but at the sam...