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Wednesday, February 19, 2014

Data flow across ERP Modules – Simplified

 

Users working with Dynamics GP are supposed to be enlightened about a key concept throughout training sessions, it is the overall data flow across modules. Simplified graphs are provided below to meet this need, Arrows directions across modules represent the data flow.

1- The overall Supply Chain and Financial modules are shown below;

1

 

2- Cards, are the primary entities in each module on which transactions are recorded

1 Cards

3- Posting an AP Transaction, such as a manual payment

2- AP

4- Posting an AR Transaction, such as an invoice

4- BR Cash Receip

 

5- Posting a bank transaction such as increase, decrease adjustment or bank transfer

4- BR Cash Receip

6- Posting a POP shipment invoice

6- POP Shipment Invoice

7- Posting an SOP sales invoice

7- SOP Sales Invoice

 

Best Regards,
Mahmoud M. AlSaadi

Friday, February 14, 2014

Don’t delete the item-site assignment .. Inactivate the site !

 

In a previous post; Item Site Assignment, the results of deleting item-site assignment were thoroughly illustrated. The bottom line is, all you purchase receipt layers work and details for this item-site relation will be removed.

Although History transactions remain, the fact of deleting purchase receipt layers itself is not an option for most of GP Clients.

In GP 2013, you can inactivate the site so you no longer can perform any transactions on the it.

Untitled

 

Best Regards,
Mahmoud M. AlSaadi

Change Decimal Places – Inventory Utility

 

In Inventory Module, the quantity decimal places is configured on two levels primarily, which are the Item and Unit of Measurement Schedule level. After that, an item is assigned to a certain UOM schedule provided that they both; item and UOM have the same quantity decimals.

1- Unit of Measurement Schedule

At the UOM schedule window (Microsoft Dynamics GP > Tools > Setup > Inventory > UOM Schedule), you define the number of quantity decimals for this specific UOM regardless of items.

Quantity decimals could have a value between (0) decimals to maximum of (5)decimals.

Helping Note !

Quantity decimals values are not stored in the database with the same values shown on the screen.

IV00101.DECPLQTY Values:

  • 1 = 0 decimals
  • 2 = 1 decimals
  • 3 = 2 decimals
  • 4 = 3 decimals
  • 5 = 4 decimals
  • 6 = 5 decimals

2- Item Card:

On the item maintenance window, you define a quantity decimals for each item. The field is locked once the item is saved and can’t be changed from item maintenance window anymore.

3- Item and UOM Schedule Assignment

When assigning a UOM schedule to an item number, they should both have the same number of quantity decimals.

Change Decimals Places Utility

This utility is used to change the number of quantity or currency decimals for item numbers specifically. This means, it doesn’t affect the original unit of measurement at all.

1

 

How does it work !

The change decimals utility does the following;

  1. Breaks the UOM Schedule and Item assignment, leaving the field UOM schedule empty in the item card. >> Assign a new UOM schedule with the same quantity decimals.
  2. Related purchase receipts, quantities, vendor information, serial numbers, lot numbers and kits are updated.
  3. Price lists become invalid. >> Create new price lists, and consider checking the item purchasing options as well.
  4. Change decimals utility doesn’t affect the original UOM schedule.

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Best Regards,
Mahmoud M. AlSaadi

Monday, February 3, 2014

Changing/Modifying Item Unit of Measurement Schedule (UOM)

 

Changes in inventory is a common case, which should be well managed in Dynamics GP. Modifying or changing an item’s unit of measurement is one of these common cases that needs to be well considered before applying any changes on the system.

The scenario goes as follows, you have a new packaging for an item which should be considered in your UOM schedule on the item card window. You simply changes the UOM schedule and an alert message pops up as below;

Untitled

It simply states that such a change will delete both; the item price list and purchasing options for this specific Item. That’s absolutely correct and could be acceptable. Although, when changing UOM schedule, the last thing I would think of is the above since it is relatively not quite important. Most importantly, what about transactions history !

The following are facts to consider;

  • Inventory tables (IV10200 and IV10201) records transaction in the base unit of measurement regardless of any equivalent measurement assigned to the item. 
  • Historical Inventory Trial Balance (SEE30303) holds both quantities (Quantity in base and transaction quantity)
  • Most importantly, transaction history (IV30300) records transactions as they were initially entered along with the equivalent factor to convert accordingly to the “reporting” UOM entered either in Item Stock inquiry or Historical Stock Status report (which both retrieves data from IV30300)

Further Explanation and Results

Inventory history transactions recorded in IV30300 holds the historical unit at which the transaction was recorded. When printing a "Historical Stock Status" which retrieves data from IV30300, the unit stored in IV30300 will be compared to the master tables IV40201 and IV40202. Improper modifications of unit of measurement schedule or changing the unit of measurement schedule incorrectly will result with the common (divided by zero) error when printing Historical Stock status.

The bottom line is ... can I change or modify the UOM schedule ? The answer is simply, Yes, but with limitations.

Further explanation can be illustrated in the example below;

Current UOM Schedule: X

  • Base UOM: box
  • Case024 = 24 box

New UOM Schedule : New X

  • Base UOM: box
  • Case06 = 6 Box
  • Case024 = 24 box

The modification in the example above is correct and will result with no errors since changes have been well applied considering the historical transactions.

Another Example;

Current UOM Schedule: X

  • Base UOM: Each
  • Case = 24 Each

New UOM Schedule : New X

  • Base UOM: Can
  • Pack = 6 Can
  • Case  = 24 Can

In this example, the relationships between unit of measurement level is corrupted, and therefore further negative ramifications may result when considering the history.

You may refer to knowledge base article KB Article ID: 878352

Best Regards,
Mahmoud M. AlSaadi