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Microsoft Dynamic GP 2010 : System and Company Setup (part 7) - Company setup - Posting setup, E-mail setup

6/19/2013 3:05:40 AM
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3.9 Posting setup

The two windows that control posting behavior in Dynamics GP are Posting Setup and Posting Accounts Setup.

Posting Setup

Options chosen on the Posting Setup window determine the behavior of each type of transaction that is posted in Dynamics GP. To open the Posting Setup window navigate to Microsoft Dynamics GP | Tools | Setup | Posting | Posting. Transactions on the Posting Setup window are grouped by Series, for example Payables Management and Purchase Order Processing transactions will be under the Purchasing Series. Once you select a Series, the available transactions for the series will populate the Origin drop-down:

Any changes made when the Origin is set to All will propagate to all the transactions for the selected Series when the Save button is clicked. As only changes will propagate, if the All selection already shows the desired setting, it does not necessarily follow that each transaction within the Series has that same setting. So while it may be more time consuming to go through each individual transaction Origin, you are safer doing that than making changes using the All selection.

 The following is a list of the posting settings and recommendations for them:

  • Post to General Ledger: This should be checked for every transaction type.

  • Post Through General Ledger Files: For companies just starting to use Dynamics GP it may be advantageous to leave this option unchecked, so that users have an opportunity to examine the GL transactions that get created as a result of subledger transaction postings. Otherwise, select this setting to automatically post subledger postings through to the General Ledger.

  • Allow Transaction Posting: This is typically left checked, allowing users to post a transaction without having to create a batch.

  • Include Multicurrency Info: If Multicurrency is being used, this should be checked, otherwise it should not.

  • Verify Number of Trx and Verify Batch Amounts: These options are available to help catch mistakes during data entry. If a batch of 20 cash receipts is being entered and the total of the cash receipts is $25,000, these totals would be entered during the creation of the cash receipt batch as control totals. As each cash receipt is saved, the actual totals will be incremented by Dynamics GP. Once transaction entry is done, if the actual totals for the batch do not match the control totals, Dynamics GP will prevent the batch from being posted. Most companies do not choose to verify transaction totals prior to posting batches, as it can slow down transaction entry.

  • Create a Journal Entry Per: The most commonly used setting for this is Transaction, which will allow for the most detailed level of records kept. Companies with very large volumes of certain types of transactions may decide to change this.

  • Posting Date From: The more common setting for this is Transaction, although this can greatly depend on the accounting habits and practices within each company.

  • If Existing Batch: Append is recommended so that your system does not end up with a very large number of batches quickly.

  • Require Batch Approval: Most companies do not use this option, however this is another setting that may depend greatly on your accounting practices and the desired controls.

  • Reports: There are a number of posting reports that print for every transaction posted in Dynamics GP. If you choose a transaction type under Origin you will see the list of reports for that particular transaction type listed at the bottom. When you choose All for Origin you will see every report possible for the Series you have selected.

    By default, all the reports are set to print to the printer and many companies find this to be a big waste of paper. Some reports are quite useful, so it may not be practical to turn all the reports off (which sometimes becomes tempting when fi ve reports come out after posting each transaction). An alternate option may be to change all reports globally to automatically print to the screen, so the user can look at each report and decide whether they want to print that particular report to the printer. You can change all the posting reports to print to the screen by running the following SQL scriptn against your company database in SQL Server Management Studio:

UPDATE SY02200
posting, setting upPosting setupSET PRNTJRNL = 1, ASECTMNT = 0, PRTOPRNT = 0, PRTOSCNT = 1, PRTOFLNT = 0, EXPTTYPE = 0, APNDRPLC = 0


					  

The OK button on the Posting Setup window will close the window, the Save button will apply your selections and clear all the options, but keep the window open.

All changes on the Posting Setup window, except those made using the All origin, are applied right away. If users are posting transactions in Dynamics GP or unposted batches for a particular type of transaction exist, making changes to the posting settings can have unpredictable results.


The following is an example of the Sales Transaction Entry posting settings using the previous recommendations:

Note that this transaction type has seven posting reports associated with it. Typically, companies will decide to turn off at least three or four of these reports, depending on the details of their sales transactions, but it is recommended to have the users take a look at the reports first to see if they are deemed useful.

Posting Accounts

Posting Accounts are company-wide defaults used by Dynamics GP to determine what General Ledger accounts to use for various transaction components. Setting up posting accounts can reduce the amount of time and effort it takes to enter transactions into Dynamics GP, and can also help avoid errors caused by users choosing incorrect accounts during transaction entry.

The company-wide posting accounts will be superseded by the accounts set up on individual objects, such as vendors, customers, inventory items, and multicurrency rate types. Also, during transaction entry, almost every transaction in Dynamics GP allows the user to override defaulted accounts prior to posting the transaction. If there is only one Accounts Receivable or Accounts Payable GL account, consider specifying these globally for the entire company, rather than setting them up for each customer or vendor or having the users type the account numbers in every time a transaction is entered for a customer or vendor.

To set up posting accounts, navigate to Microsoft Dynamics GP | Tools | Setup | Posting | Posting Accounts. The Posting Accounts Setup window will list all available Posting Accounts that can be set up in Dynamics GP. You may find it easier to navigate around this window and find accounts if you choose a series under the Display drop-down first.

There is no requirement to fill in every Posting Account, many companies may not ever enter transactions that will use all the possible accounts listed. Only fill in what is needed and what is global to the entire company. If you have not yet created your entire Chart of Accounts in Dynamics GP, you may want to mark this as a setup task to return to once the GL account numbers are created.

Any changes to posting accounts will only affect future transactions, no existing transactions will be updated when changes are made on the Posting Accounts Setup window.


3.10 E-mail setup

New functionality in Dynamics GP 2010 adds the ability to e-mail certain types of reports directly out of Dynamics GP to your customers and vendors. Each module that allows e-mailing functionality will have some additional setup steps, however first the company e-mail setup must be completed.

Company e-mail setup

To set up the company-wide options for e-mail, navigate to Microsoft Dynamics GP | Tools | Setup | Company | E-mail Settings. On the Company E-mail Setup window, select whether to allow the option to Embed Documents in Message Body on an e-mail, Send Documents as Attachments, or both. If Send Documents as Attachments is selected, choose the File Formats Allowed:

 
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