Editing 1099 Vendor’s Transaction Information in GP2013

In GP2013, a new feature has been added to correct the 1099 transaction information. In this new feature, user can track and modify 1099 amounts or change 1099 tax types easily. Once the changes are done the transactions are updated in the Open and History tables.

Steps to Edit 1099 Transaction Details:
1. Go to Transactions  à  Purchasing  à  Edit 1099 Transaction Information to open Edit 1099 Transaction Information window.

2. Enter 1099 Vendor to display the list of vendor transactions.

3. From the displayed list, user can change the Tax type to Interest or Miscellaneous or Dividend and change the 1099 Amount, if required. Once the changes are done, click Process button to reflect the changes in open and historical transactions.

Hope this Helps!!!

Dynamics GP - 1099 Vendor

What is 1099 vendor?

A 1099 vendor is a vendor for whom you are required by law to report payment for services to the Internal Revenue Service (IRS) in accordance with Internal Revenue code. Sole proprietorship's, individuals, medical or health providers and partnerships are all considered 1099 vendors and will require a 1099.

A 1099 vendor is a designation, or flag, listed in each of the records in the vendor master file that is part of an accounting software package. If one designates a vendor as a 1099 vendor, the system will print a Form 1099 for the vendor as part of the 1099 batch processing that follows the end of the calendar year. The company then sends the resulting 1099 form to the vendor, which the vendor should use for tax filing purposes.

The software should not print a Form 1099 for any vendor for which the company has issued cumulative payments for the full calendar year of less than $600. One can send a copy of this report to the Internal Revenue Service (IRS). The intent of the 1099 vendor designation is to ensure that suppliers report the correct amount of income to the IRS for income tax reporting purposes.

One should apply the 1099 vendor designation to any supplier that has the following characteristics (this is a partial list)

• Professional services fees
• Commissions paid to non-employees
• Fees paid to independent contractors
• Taxable fringe benefits for non-employees
• Director's fees
• Fish purchased for cash
• Golden parachute payments

Generally, this designation is for a vendor entity that is not a corporation. The best practice for designating a 1099 vendor is to have all suppliers fill out and submit a Form W-9, Request for Taxpayer Identification Number and Certification, before paying them.

How to handle 1099 Vendor in GP?

In GP, one can setup 1099 vendor through

Microsoft Dynamics GP àTools à Setup à Purchasing à Payables to open Payables Management Setup.

Click 1099 Setup button to set the amount for 1099 Setup Tax type which may be Dividend, Interest, Miscellaneous. 

To check the vendor as 1099 vendor, go to Cards àPurchasing àVendor to open Vendor Maintenance and click options to check the vendor tax type.

Note: Vendor tax type as Not a 1099 vendor option then the vendor is not a 1099 vendor.

More details about 1099 Vendor process will be coming soon in this blog...

Hope this helps!

Mail Server Settings in GP 2013

In Dynamics GP 2013, there is a new option to select the Email server type either to MAPI or Exchange.

Set Email Preferences in GP2013.

Go to Tools àSetup àSystem àSystem Preferences to open System Preferences screen in GP where one can set the email preferences.

There are 2 server types under Email preferences

• MAPI
• Exchange

MAPI– This option uses the Microsoft Outlook profile of the user logged onto the machine and only works if the 32-bit version of Microsoft Outlook is installed.  A Microsoft Outlook profile must be setup and functional.  This option is similar to how email integration worked in Microsoft Dynamics GP 2010.

Exchange – This option requires use of the Microsoft Exchange Auto Discover Service, which must be operational on the local network.  If you have the 64-bit version of Microsoft Office installed, one must use this option and have the Microsoft Exchange Auto Discover Service enabled in order to email documents from within Microsoft Dynamics GP.

Microsoft Dynamics GP 2013 allows one to email documents to customers from the Sales Series and vendors from the Purchasing Series.  One will access the Email Settings windows from the ToolsSetup menus for either the Sales or Purchasing Series.  If one can select the Exchange Server Type on your email configuration, the system will first prompt you to enter an email address and password in order to connect to the Exchange Server prior to displaying the Email Setup window for the series.

Note:

In previous Dynamics GP versions, Microsoft Outlook connector on the user home page was turned on by default.  But in GP2013, Microsoft Outlook Inbox is removed from Microsoft Dynamics GP.

Hope this helps!!!

How to customize Toolbars in Dynamics GP?

In Dynamics GP, one can customize tool bars based on their choice. Customizing toolbars deals about adding existing forms, reports from menus to the toolbar. This enables the navigation of certain forms by adding particular windows shortcuts to the toolbar.

Steps to customize the toolbar
Right click the Toolbar à click Customize to open the Toolbar Customization window.

Add button
Opens the Add Command window, where one can choose a command to add to the toolbar selected.
Delete button
Removes the selected command from the toolbar.
Cancel button
Closes the window without saving changes.
Move Down button
Moves the selected command down in the list of controls.
Move Up button
Moves the selected command up in the list of controls.
OK button
Saves current changes and closes the window.
Reset Toolbar button
Changes the selected toolbar to the default settings.
Modify Selection button
Displays a list of actions one can complete for the selected command in the Controls pane.

• Reset Changes the selected command back to the default settings.
• Name Opens the Change Name window, where one can change the name of a command.
• Change Button Image Opens the Change Icon window, where one can change the icon associated with a command.
• Default Style Select this option to set the appearance of the selected command on the toolbar to what it was when one can first installed Microsoft Dynamics GP.
• Image Only Select this option to have the image of the selected command appear on the toolbar without text.
• Text Only Select this option to have the name of the selected command appear on the toolbar without an image.
• Image and Text Select this option to have both the image and the text for this command appear on the toolbar.
• Insert Divider Line Choose to insert a divider line before the selected command on the toolbar. Add a divider line to divide a toolbar into smaller sections.

The user can drag the selected section of the toolbar to a new place if the lock toolbar option is not selected. Only the selected module related tools will get reflected in the GP toolbar.

Dynamics GP 2013: New Features in User Setup

In GP2013, 3 new features have been added in User Setup Screen.

• Status
• User Type
• Summary

Status

         Set the status for the user as Active or In Active. An inactive user cannot log in to Microsoft Dynamics GP or Microsoft Dynamics GP Utilities. Changing a user’s status to inactive does not change the user’s company or security access. Even if a user has an Inactive status, you can still administer the company and security access for the user.

User Type

Set the user type as Limited or Full. for sa and DYNSA, default user type as Full and cannot be changed.

• Full User means a user who has unrestricted access to all of the functionality in the server software including setting-up, administering and managing all parameters or functional processes across Dynamics GP. 
• Limited User means a user who accesses Dynamics GP directly or indirectly for purposes of completing only the tasks described below. Any access beyond these limitations requires a Full User. 

1.  “Read” access to data contained in the ERP solution through any client for Microsoft Dynamics GP.
2. “Write” access via the time and expense functionality.
3. “Write” access through non-Microsoft created windows through any client accessing the ERP solution.

User Summary

Opens the User Summary window, where one can view the number of users who are currently logged in to Microsoft Dynamics GP, the number of users allowed to log in to Microsoft Dynamics GP, user status, and user type.

Hope this helps!!!

How to use calculated field in the smartlist

Smartlist report can be used the calculated fields which is created by using smartlist builder. Smartlist builder has some inbuilt functions to create calculated fields. Those functions are available at function lists and they are categorized into five groups.

• Arithmetic Operators
• Date Functions
• Mathematical Functions
• System Functions
• String Functions

Below are the detailed steps to create calculated fields using Smartlist builder.

To add a calculated field:
1. Open or create smartlist report in Smartlist Builder.
2. Click calculations to open the calculated field window. This window displays a list of calculated fields created for particular Smartlist.

3. Click the Add button above the calculated fields list to open the Add calculated field window.

4. Enter the field name of the calculated field. This is the name of the field that will be displayed in Smartlist.
5. Select the field type.
6. Write the script using inbuilt functions.
7. Click save button.

8. Now the calculated field is added in the smartlist report.
9. Mark the Display and Default check box.

10. Now the calculated field (“Aged Days”) is added for displaying the data in smartlist report.

11. Click “Save” button.
12. Go to Microsoft Dynamics GP à Smartlist to open smartlist window and expand the report(E.g. Sample).

Hope this Helps!!!

Dynamics GP – Not able to change the user password

One of our customer reported that they cannot change their user’s password and got the below error message.

“The creation of login failed for an unknown reason. Contact your SQL Server administrator for assistance.”

Error:

We have analyzed and found the cause of the issue as follows,

Cause:
The user (Demo User) does not have a corresponding SQL login.

However, the user is present in the GP (TWO) company database and the DYNAMICS database.

Resolution:
To resolve this issue, User ID needs to be re-created. Follow the below steps to recreate the issue:
1. Note down the tasks, roles, company access assigned for the particular user.
2. Go to Microsoft Dynamics GPàToolsàSetupàSystemàUser.
3. Delete the particular user.
4. Make sure that the particular user is deleted from GP (TWO) company database and DYNAMICS database in the SQL Server.
5. Now, recreate the user with the same User ID and assign the corresponding roles and tasks.

Hope this helps!!!

How to set a password for a field in Dynamics GP without customization?

There are scenarios in which management doesn't allow to edit sensitive fields like Item Cost, Price, etc. by a GP user without knowing a password. This is one of the most essential needs for any customer in their daily business routine.

We quite often receiving questions like,

“Is there any way I can set a password for a particular field before editing?”

“Would it be possible to hide or disable a particular field?”

“Is there any add-ons available to set the security for the fields?”

The questions may be different but the answer/solution is one which is Field Level Security tool available in GP. If the tool has been already registered then we can set the password in no time. Otherwise, purchase this tool from your Partner.

Let us see how to set a password for Standard Cost field in Item Maintenance window.

Before following the below steps make sure the Field Level Security is registered in GP.
(Microsoft Dynamics GPàToolsàSetupàSystemàRegistration)

Prompt password for editing Item standard cost for a particular user:

1. Go to: Microsoft Dynamics GPàToolsàSetupàSystemàField Level Security.

2. In the Field Level Security window, click the Add button.

3. Enter Field Security ID and Description then click the below marked lookup button to open Resource Description window.

4. In the left pane of the Resource Description window, expand Microsoft Dynamics GP then select desired product and module.

5. Then expand the Item Maintenance form and select the desired window. In the right pane double click the desired field you want to set password.

6. Select the Security Mode as “Password After”.

7. Enter the Password ID.

8. Click Add button.

9. In the Password Maintenance window enterPassword ID, Description and Password and click Save.

10. Click Save in the Field Security Maintenance window.

11. In the Field Level Security Window, select User and Company to set password protection and mark the Field Security ID then click Apply button.

12. Finally click OK button.

13. Login with the user that you had set the password protection in Field Level Security.

14. If the user tries to modify the Standard Cost then system will prompt for a password.

Other Security Features available in Field Level Security

You can select the following security modes from the Field Level Security Maintenance window to give security to fields, forms, or windows.

Password Before   You must enter a password before getting access to a field.
Password After   You must enter a password after modifying a field for the changes to be saved.
Warning Before   A warning will be displayed and access to that field will be denied.
Lock Field   You can’t use or modify the field.
Disable Field   The field will be displayed but it will not be available.
Hide Field   The field won’t be displayed.
Password Window   You must to enter a password before access to the window is permitted.
Disable Window   Enter the system administrator’s password to have access to the window.
Password Form   Users or classes must enter the correct password before access to the form is permitted.
Disable Form   You must enter the system administrator’s password to modify the form.

Hope this helps!!!

How to customize module area page in GP2013

In previous versions of GP doesn't have the option to customize the contents in module area page. Also containers/Sections are fixed.

i.e. sales module area page in GP2010

In GP2013, it has a feature to customize the module area page by using Customize this Page option.

i.e. sales module area page in GP (current version-2013)

To customize the module area page,
1. Click Customize this page link.
2. It opens Customize Area Page window.
3. Select require options by clicking the check boxes.

4. Based on the options selected in the window, module area page gets reflected as shown below.

Below are few new features in the module page area.

1. Users can simply drag and set the containers in the module page area as they need.
2. Each Containers/sections (Setup, Cards, etc.,) has maximize and minimize options.

Hope this helps!!!

How to disable homepage features in Dynamics GP through SQL Server???

Dynamics GP homepage can be customized for each user or role. GP don’t have an option to disable a particular or all features for all the users.

Follow the below steps to disable the homepage features for all the users: 
1. Open SQL Server Management Studio.
2. Take a backup of the DYNAMICS database.
3. Execute the following query in DYNAMICS database.


UPDATE DYNAMICS.dbo.SY08100 SET COLNUMBR = 0, SEQNUMBR = 0, Visible = 0 WHERE
    (DICTID = 0) AND ((COLNUMBR <> 0) OR (SEQNUMBR <> 0) OR (Visible <> 0)) AND USERID not in ('sa', 'DYNSA')


This script will disable all the homepage features for all users except sa and DYNSA.

Execute the below query to disable a particular feature:

UPDATE DYNAMICS.dbo.SY08100 SET COLNUMBR = 0, SEQNUMBR = 0, Visible = 0 WHERE (SectionID in (1, 2, 3, 4, 5, 6)) AND
    (DICTID = 0) AND ((COLNUMBR <> 0) OR (SEQNUMBR <> 0) OR (Visible <> 0)) AND USERID not in ('sa', 'DYNSA')

SectionID field values and the corresponding homepage feature:

1 à To Do list
2 à Quick Links
3 à Metrics
4 à My Reports
5 à Microsoft Office Outlook
6 à Connect

It is highly recommended to execute these scripts only by GP administrator. Also, during this script execution process all the users should be out of GP.

Note: If the Customize Home Page task is assigned to the User’s role then users can enable the features in Dynamics GP.

To restrict the Customize Home Page option, remove the Customize Home Page task from the corresponding user’s role by following steps

1. On the Microsoft Dynamics GP menu, click Tools, click Setup, click System, and then click Security Tasks.
2. In the Task ID area, select the <User Role> (or DEFAULTUSER).
3. In the Product area, select Microsoft Dynamics GP.
4. In the Type area, select Windows.
5. In the Series area, select System.
6. Click to clear the Customize Home Page check box to remove access to the window.
7. Click OK.


Hope this helps!!!

Adding Smartlist report to Dynamics GP Reminder

In Dynamics GP, we can easily create a remainder using standard and custom smartlist. The following steps clearly illustrates about the creation of custom smartlist reminder in Dynamics GP.

Steps to create Smartlist reminder:

1. Go to Microsoft Dynamics GP à Smartlist to open any smartlist report.
2. Click Favorites to open Add or Remove Favorites.
3. Enter the Smartlist name in name field (Ex: Customers Over Credit Limit)

4. Click Add favorite and reminder to open Custom Reminder window and select the Remind me when   condition based on the requirement. Click OK to set the reminder.

5. Go to Microsoft Dynamics GP àReminders, to find our custom smartlist report.

6. Check the GP Home page to view the custom Smartlist reminder.

7. The details of the reminder can be viewed through smartlist by clicking the reminder (Customer over Credit Limit).

Hope this helps!!!

How to configure Management Reporter reports to Sharepoint library???

In Management reporter 2012, we can deploy the reports directly to Sharepoint library. Below are the steps to configure the Management Reporter reports to Sharepoint library.

1. Open Sharepoint site in Internet Explorer.

2. In Home Page, click View All Site Content.

3. Click Create option.

4. Click Document Library.

5. Create a library.

6. Go to Library page and Click Settings.

7. Click Document Library settings.

8. Click Advanced settings in General settings section.

9. Select ‘Yes’ in Allow Management option.

10. Click Ok to save.

11. In Document Library setting page, Click Add from existing site content types (In content Types section).

12. Select "Link to a Document" in available Site Content Types.

13. Click Add and click OK.

14. Open SharePoint Central Administration.

15. Click Operations.

16. In Security Configuration section, click Blocked file types.

17. Remove the "Url" type in the list (Only if exists).

18. Close Central Administration.

19. Open Management Reporter report definitions in Report designer.

20. Go to Output and Distribution tab.

21. Type your Sharepoint library URL (Ex: http://servername/library name).

Note: If you select Generate to multiple report library locations then you have to enter library URL in Related Report link Location.

22. Click Save.

23. Now generate and check the reports in Sharepoint library.

Hope this helps!!!