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14 new features you are missing out on if you aren’t on Dynamics GP 18.5

If you are a business that is currently not using the latest version of Dynamics GP, which is 18.5, you could be missing out on some of the latest improvements even if you are on Dynamics GP 18.4 currently. 

It is also important to note that unlike other ERP solutions within the Microsoft stack, the updates for Dynamics GP are more major than most and include some game-changing new features. 

In our latest blog article, we are going to provide you with 14 new features that you are missing out on if you aren’t on Dynamics GP 18.5. 

1 - The ability to print cash receipts 

Microsoft added the ability to print a cash receipt document. The way in which this works is the fact that it is set up as both a Report Writer report and as a Word form, so that the cash receipt can be assigned to specific customers. From this, you will then be able to add a cash receipt transaction, from which you will be able to either print it or email it to the customer directly. 

2 – Post an EFT or credit card batch in summary 

You will notice that you are now able to post an electronic funds transfer or credit card batch in summary during the bank reconciliation process. After the option has been configured from within the Payables Setup, you will see that a drop-down menu will show in the Payables Batch Entry for EFT as well as credit card payments. 

3 – Inactivate Vendor Address ID 

If you are a regular user of Dynamics GP, you will have noticed that you weren’t able to mark a vendor address record as not needed or do not use. This is now included in Dynamics GP 18.5 as you can set the status of a vendor address record as inactive. 

To go into this in a little more detail, you will find in the Vendor Address Maintenance window that a report can be printed which will show you all the transactions that have the Vendor Address ID currently being used in Dynamics GP. After the address ID has been marked as inactive, you will notice that a warning will be shown on the selection, on edit lists as well as on posting reports that have the inactive address ID being used. From this point, you will be able to use the vendor address ID, however, you will be clearly told about this. This means that you will be allowed to continue to pay or process any existing transactions with the vendor address ID or change them before you post them. 

4 – Account Category Lookup Enhancement 

You will be delighted to know that you can now change the sort for the Account Category Lookup as well as being able to search within the lookup to quickly and easily find the Account Category you would like to use at this point. 

5 – Account Segment Lookup 

This is very similar to the feature above but now this has been extended to include an Account Segment Lookup. You will be able to change the sort to description for the Account Segment Number Lookup. This will allow you to use the search within the lookup to easily find the Account Segment number you would like to use. 

6 – Journal Entry Inquiry View Workflow History 

Microsoft has added the capability for you to view workflow history in Journal Entry Inquiry when the transaction type is a Reversing Journal Entry. In the past, if the user chose a reversing journal entry, the workflow history button was unable to be used.  

This has changed as it can be enabled only if the Workflow is being used along with a reversing journal entry being selected so that the user can then see all of the information related to the reversing entry. 

7 – Transaction Level Post through the GL without Printing GL Posting Journal 

In the past, you could setup Payables Transaction Entries posting to Post Through GL, although this needed the GL Posting Journal to be marked in the Posting Setup for General Journal Entry. This requirement is no longer needed. 

You will find that both Payables Transaction Entry and Payables Manual Payment Entry will allow you to successfully post transaction level through the General Ledger without marking the General Posting Journal. 

8 – Reprint Bank Journals 

Don’t miss out on the options available when it comes to reprinting the Bank Journals. In the Bank Deposit Journal, Multicurrency Bank Deposit Journal, Cleared Transactions Journal and Outstanding Transactions Report, you are now able to restrict these by a range of Audit Trail to make it much easier to identify the data you need to add into the reprint report. 

9 – Print Bank History Reports 

During the process of setting up the report options for the Bank History reports, you are able to make use of the date range restriction to further filter your reports. This will enable you to find information quickly and easily. Furthermore, the date range will be printed on the header of the report, so you are visually able to see how you restricted the report information. 

You will notice that the report option range is available to use for the Bank Adjustments Reprint Journal, Bank Deposit Reprint Journal, Bank Transaction History Report, Multicurrency Bank Adjustments Reprint Journal, Multicurrency Bank Deposit Reprint Journal and the Outstanding Transactions Report – Reprint. 

10 – Print and send POP and SOP documents at the same time 

When choosing Print in Email, you will now see two options: 

  • Print a Copy which will print all selected documents but will only send out those that have been told to be sent by email 
  • Print remaining will email documents set up to be sent via email and will print out the rest.  

You will notice that if you don’t select either option, only documents that are able to be emailed out will be sent. 

11 – Workflow History Option for No Approval Needed Steps 

You have the ability to decide whether to save history when a Workflow Step has no approval required. 

This is a per workflow setting where you can decide to select or not the no approval needed steps to Workflow History. You will find that this option will help to limit the amount of data that is saved in the workflow history. 

12 – Filter selected navigation lists 

You also have the ability to filter selected navigation lists by Batch ID or Batch Source and add the display to the navigation list. You can apply this feature to most lists and transactions. 

13 – Add Time option to Report Scheduler 

You will have noticed that in the Report Scheduler functionality, you have the option to either print a report or schedule check links. In the past, you would need to run these automatically on the date that was chosen.  

However, you can now use this functionality to enable the user to set a time for the report or check links process to run. This means that you are now able to run these processes out of office hours or during weekends.  

14 – Automatically post a batch after email approval 

You will find that once the workflow task has been approved from an email and the process is completed, the system starts a task to automatically post the batch. You can apply this feature to the general ledger, accounts receivable and accounts payable batches that already have a workflow assigned to them. 

Next Steps? 

If you are a business that is currently using Dynamics GP 18.4 or below and are looking to upgrade to Dynamics GP 18.5 to take advantage of the features above then please talk to us today to discuss your GP upgrade plan

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