GP 2013 R2 – Take Company offline for Maintenance

Scheduled maintenance is always interrupted by users logging in to Dynamics GP, now with the new feature of taking the company offline, you can ensure that no interruption will be encountered.

In order to take the company offline, Go to Microsoft Dynamics GP > Tools > Utilities > System > Take company offline

 

The following are to be considered when taking a company offline:

• More than one company can be taken offline
• Taking the company offline will not kick any of the users logged in Dynamics GP, you can send either default of customer messages for the users
• When the company is offline, no users can log in except for the user who has access to work offline

Helping Note !

In order to grant an offline access for a specific GP user, Go to Microsoft Dynamics GP > Tools > Setup > Company > Company. Include a specific user in the “users with offline access”

At any time, you can still send messages to Dynamics GP users as reminders or notifications

Best Regards,
Mahmoud M. AlSaadi

GP 2013 R2 – Assign Item to All Sites

In previous versions of Dynamics GP, item site assignment was limited to assigning an item to one site, or assign a site to one or several items. The assignment relationship was limited to the following options:

• Item Site Assignment: one item to one site
• Site Item Assignment: one site to many items

Now with Dynamics GP 2013 R2, you will be able to assign one item to many sites. In order to do so, Go to Cards > Inventory > Quantities/Sites > GO To Button > Site Item Assignments

Select the range of sites you want to assign this specific item. Although, you need to consider the “Item Print Option”. As provided in the documentation “This field is available only if you’re using advanced picking. You can select a picking ticket print option to assign to the selected site. You can choose from Individual, Bulk, or Both.”

One more essential thing to consider, you can inactive the item/site assignment rather than deleting the assignment. This is primarily because deleting the item assignment will delete all associated cost layers in both (IV10200 and IV10201). Further details can be found on Don’t delete the item-site assignment .. Inactivate the Site

In this essence, I would like to thank Ms. Leslie Vail for the case opened previously on MS Connect ID: 763003. The request for this nice feature and the votes have truly made a difference.

Best Regards,
Mahmoud M. AlSaadi

GP 2013 R2- Purchase Requisitions Inquiry, Smartlists and Home Page Preferences

In previous posts, requisitions workflow and entry have been illustrated. It’s the time now to understand the inquiry, smartlists and home page preferences for purchase requisitions.

Purchase Requisition Inquiry

Go to Inquiry > Purchasing > Purchase Requisition Inquiry.

Through the inquiry, you can choose one or more of the following options:

• Saved Requisition: a requisition that is saved (not submitted for approvals yet) and can not be purchased
• Submitted Requisition: a requisition can be submitted directly without being saved, so that it can be purchased
• Partially Purchased: once at least one line item from the requisition is purchased, the status changes to partially received
• History: if you are maintaining history for requisition, requisition move to this status after being fully purchased.

Helping Note !

In order to maintain history for purchase requisitions, Go to Microsoft Dynamics GP > Tools > Setup > Purchase Order Processing

Purchase Requisition – Home Page

You can customize your home page in order to view a summary report of the purchase requisitions. On your Dynamics GP Homepage, go to Customize this page and check the option for procurement option

Once you check the procurement option, your Dynamics GP homepage will include a purchasing requisition summary and details as shown below:

Helping Note!

As previously illustrated, saved requisition can not be purchased, which is why they do not show under the “ready to be purchased category”, this tab only shows the requisition that can be purchased “for instance, submitted”

Purchase Requisition Smartlists

Two new smartlists for requisitions have been added in GP 2013 R2, in order to primarily view the purchase requisitions and their associated details. Go to Microsoft Dynamics GP > Smartlists> Purchasing Series

Further posts will shed a light on the technical perspective of purchase requisition, such as the new requisition tables and more.

Best Regards,
Mahmoud M. AlSaadi

GP 2013 R2 – Purchase Requisition Entry

 

In the previous post, GP 2013 R2 – New Requisitions Workflow was illustrated to shed a light on the requisition workflow setup primarily. In this post, the new purchase requisition transaction entry window is to be clarified.

Requisition Setup

Go to Microsoft Dynamics GP > Tools > Setup > Purchasing > Purchase Order Processing > Requisitions

 

In addition to the usual setup commonly known for purchase order regarding requisition date default value, vendor selection criteria, cost selection ..etc. User defined fields is available for requisitions, as explained below:

On the requisition level, there are two user defined fields.

• User Defined 1
• User Defined 2

On the requisition line item level, there are another two user defined fields which are:

• Line User Defined 1
• Line User Defined 2

Helping Note !

Unlike Item User defined fields, these fields are text fields that could have any value, not limited to specific list of values.

Purchase Requisition Entry

Go to Transactions > Purchasing > Purchase Entry Requisition

In this window, you can enter your purchase requisitions, along with all the associated details that could be required for requisition.

Helping Note !

Requisition number is setup on the purchase order setup window depending on any specific criteria for document numbers generally in Dynamics GP

The line item status could have one value of three options which are:

• New, as long as the item is on the requisition and not assigned to PO it has the new status even if changes occurs
• Ordered, once the item is put on a purchase order, the status will be changed automatically into ordered.
• Canceled, items can be canceled before being assigned to PO.

Item status is illustrated below:

 

Attachment can simply be attached now to the requisition with no need for any work around solutions. The document attachment functionality cover the requisition management by now.

 

Once the purchase requisition is submitted, it will go through the requisition workflow before it becomes a purchase order.

In the next post, I will be shedding a light on the inquiries, smart lists and home page dashboard for the requisitions.

Best Regards,
Mahmoud M. AlSaadi