Cheat Sheet

Microsoft Dynamics GP For Dummies

If you're accountable for accounting in a mid-level business, Microsoft Dynamics GP accounting software can be your friend. Find out how to make your time in Dynamics GP go quickly and easily with these shortcuts and time-savers. And when you hit a snag, there are plenty of places to find even more help online.

Commonly Overlooked Microsoft Dynamics GP Timesavers

Microsoft Dynamics GP is designed to make accounting easier and quicker. Make it quicker still by incorporating these commonly overlooked keyboard shortcuts and time-saving features in Dynamic GP.

Time-saver Description
Selecting IDs While entering transactions, you place the insertion point in an ID field and type the first few letters of the ID; Microsoft Dynamics GP displays a drop-down list that contains all IDs that match the letters you type.
Opening Lookup windows You can place the insertion point in a field that contains a magnifying glass and press Ctrl+L to display the associated lookup window.
Keying dates When you enter a transaction, Microsoft Dynamics GP suggests by default the system date on your computer. You can click the calendar beside the Date field to select a different date or you can place the insertion point in the date field and press + to increment the date by one day or – to decrement the date by one day. Each subsequent time you press + or –, Microsoft Dynamics GP increments or decrements the date by one day. When you type a date, you don't need to key the year if the year is the same as the system date, and you don't need to type any dashes or slashes; you can simply type the two digit month and two digit day and then tab out of the field.
Automatically navigating to the Batch window for a particular transaction While viewing a transaction in a transaction entry window, you can navigate to the batch containing the transaction if you click the expansion arrow beside the Batch ID field. After the batch window opens, you can close the transaction entry window, which will now appear behind the Batch window, so that you can edit or delete the batch.
Mass Modify Use the Mass Modify chart of Accounts window to easily create new accounts using information from existing accounts. You also can use this window to move, make inactive, or delete an account or a range of accounts. Choose Cards→Financial→Mass Modify.
Item Copy Use the Item Copy window to quickly create a new item using the attributes of an existing item. Choose Cards→Inventory→Item, enter a new Item ID number, and choose Copy. When prompted, select the existing item you want to use as the foundation for the new item.
Auto Apply Use this time-saving feature in Receivables Management and Payables Management to automatically apply credit transactions, credit memos, and returns to as many documents as possible. Choose Transactions→Sales→Apply Sales Documents or Transactions→Purchasing→Apply To.

Find Microsoft Dynamics GP Help Online

If you come across a problem or question that you can't find the answer to in Microsoft Dynamics GP, you can turn to the Internet for the information you need. Here are some great places online to learn more about Dynamics GP:

Page URL and description
Microsoft Dynamics GP Home page www.microsoft.com/dynamics/gp/default.mspx
Using Microsoft Dynamics GP page www.microsoft.com/dynamics/gp/using/default.mspx
This page includes information and tools to help you deploy, use, customize, and maintain Microsoft Dynamics GP 10.0.
Customer Source www.microsoft.com/dynamics/customersource.mspx
Customer Source is a password-protected site for customers using Microsoft Dynamics GP and related business products. Customer Source is provided as a benefit of a service plan; use it to search the knowledgebase, download updates, view online training and find other information resources. You need a login and password to use Customer Source.
Benefits of Customer Source page www.microsoft.com/dynamics/customersource_article.mspx
Read here about the benefits of Customer Source.
Customer Source Demo www.microsoft.com/Dynamics/demos/customersource/index.html
Use this demo to get yourself using Customer Source quickly.
Microsoft Dynamics GP Developer's Center on MSDN http://msdn.microsoft.com/en-us/dynamics/gp/default.aspx
Use this site to help you find and share information with other Microsoft Dynamics GP users and developers.

Create and Use Shortcuts in the Dynamic GP Navigation Pane

Microsoft Dynamics GP shortcuts appear in the upper part of the Navigation pane when you display your Dynamics GP Home page. Use shortcuts to quickly open frequently used windows and resources within Dynamics GP. For example, you can create one set of shortcuts to the windows you use regularly and another set for the ones you use for month-end procedures.

Default shortcuts are available to each new user created in Microsoft Dynamics GP. Any shortcuts that you move into the Startup folder start automatically when you log in to a company in Dynamics GP.

You can take the following actions regarding shortcuts and their folders:

Action What to Do
Open a shortcut Click the shortcut.
Open a shortcut in a folder Click a folder name to expand its contents and click the shortcut.
Add a new shortcut folder Right-click anywhere in the list of shortcuts and choose Add→Folder.
Move a shortcut into a folder Select the shortcut and drag it into a shortcut folder.
Delete a shortcut or folder Right-click the shortcut or folder and choose Delete.

To create a shortcut to a Dynamics GP window, open the window for which you want to add a shortcut. Then choose File→Add to Shortcuts.

To create a shortcut to a Dynamics GP SmartList, follow these steps:

  1. Right-click anywhere in the list of shortcuts in the Navigation pane and choose Add→Add SmartList.

  2. In the Add SmartList Favorite Shortcut window that appears, locate and select the favorite for which you want to create a shortcut.

    The favorite appears in the SmartList favorite field.

  3. Accept the default name or enter a new name, up to 79 characters, in the Name field.

  4. Choose Add and then choose Done.

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