Microsoft Dynamics GP For Dummies Cheat Sheet - dummies
Cheat Sheet

Microsoft Dynamics GP For Dummies Cheat Sheet

From Microsoft Dynamics GP For Dummies

By Renato Bellu

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
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
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
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
Using Microsoft Dynamics GP page
This page includes information and tools to help you deploy, use,
customize, and maintain Microsoft Dynamics GP 10.0.
Customer Source
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

Read here about the benefits of Customer Source.
Customer Source Demo

Use this demo to get yourself using Customer Source quickly.
Microsoft Dynamics GP Developer’s Center on MSDN
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.