MS Dynamics GP How to Reconcile Bank Statement with cleared amount difference.

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Occasionally the bank makes a mistake on a check or deposit because they can’t read it.  For example, you write a check for $420.80 and it clears the bank as $420.00.  To reconcile the bank statement in GP click on Transactions – Financial – Reconcile Bank Statement.

Enter the bank statement ending balance from the bank.

Enter the bank statement ending date and cutoff date and click Transactions.  Clear or mark each transaction on the screen that has cleared the bank.  I like to do Deposits first and then compare the deposits total on the screen to the bank.  Then mark the cleared checks and compare the payments total to the bank.  If you have a large reconcile you can mark ranges.  Click Select Range at the top of the window.  Use Begin Range to mark the starting row of a range, then click End Range to mark the ending row it the range.  You can then Mark or Unmark all transactions in the range.

To handle a check that cleared for a different amount highlight that row then click the blue arrow by payment and enter the amount of the cleared check.  In this case I enter $420.00.

Notice the difference is .80 cents.  Now click OK.  Since the Difference on the reconcile is zero the book balance which is the computer balance now agrees with my bank statement balance from the bank.  Click Reconcile to complete the process.

Print the reconcile reports.  Here is an example.

 

How to correct errors in the PM00400 keys master table in MS Dynamics GP.

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As previous posts point out the PM00400 keys master file can be the source of several errors.  MS does not recommend to delete the PM00400 file and recreate it.  They now recommend that you run check-links.  I have found that check-links will not correct these errors.

A previous post outlined a method to do this manually.  However, a client of mine was kind enough to provide me with a script that automates this entire process or recreating the PM00400 table.

I will post the SQL script here as soon as I can. In the meantime if you need it sooner please contact me via email.

**Update**

This script will recreate the PM00400 file.  Make sure to do a full database backup and have everyone log out of Microsoft Great Plains.  If you have any problems downloading the file, please let us know.

PM00400 GP Script

 

 

 

MS Dynamics Index 0 of array PM Transaction Abbreviation error.

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There seems to be some confusion on various blogs about the difference between the PM10000 table which is the PM Transaction Work File and is part of the PM Transaction Logical group when you run check-links.

The PM00400 table is the PM Keys Master.  The PM00400 table is part of the PM Keys Master Logical group. There is a separate blog post on this site on how to correct errors in the PM00400 table.

This might be a typical error related to the PM Keys Master.  This error was from the Payables Transaction Inquiry by Document screen

 

MS Dynamics GP AP check how to pay a partial amount?

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Sometimes you want to pay a partial amount for a check without doing a scheduled payment.

Once you have selected checks to pay click on the Edit Check Batch button.

If you have selected multiple checks click on Edit Check Batch, or if you have just one check selected you can click Edit Check.  For this example we will click Edit Check Batch.

In the left pane click on the vendor, in this example WESTJUNC0001.  When the right pane is then populated with the details for that vendor, click Edit Check at the bottom of the screen. The Edit Payable Checks window is displayed and populated with the vendor and check information.  Click Apply on this window.

The Apply Payables Document window is then displayed.  To make a partial payment amount click on one of the Apply to Document lines, click in the Apply Amount field.  That is the only field that can be changed.  In this example I type over the $672.56 and change the amount to $100.00.  The Amount Remaining for that line changes from zero to $572.60, and the Apply Amount field is now $100, and the total check amount is now $418.33.  Click OK.

Then click Save on the Edit Payables Checks window, then close the window.

You can now move proceed forward and Print Checks.

 

Trouble installing or uninstalling MS Dynamics GP.

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On some 64 bit computers the MS Dynamics GP install will hang.  Typically you cannot uninstall the program.  Running setup.exe again will launch but when clicking on the install MS Dynamics nothing happens and the screen clears.

In this case you have a partial install.  Attempts to load a service pack result in messages like “Property invalid country code”, and installation of the service pack hangs.

Although you might think this is a rights issue with the user not having Admin rights or a .net issue it most likely is not.  First you should properly uninstall MS Dynamics GP.

Download the MS Fixit program from this link.  This is a download of the pointer to run the program from the MS server.  So you must be online to run the tool.  You cannot download the tool and run it offline. http://support.microsoft.com/mats/Program_Install_and_Uninstall

Follow the prompts to Uninstall the program.  Do not try to fix the MS Dynamics installation.  Uninstall first.

Rerun the MS Dynamics install, right click on the setup.exe and run as Administrator.

How to update Unemployment tax in MS Dynamics GP.

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Unemployment tax is not imported or changed by the payroll tax table update process.  You must update this amount manually.

You received an Employer Tax Rate Notice from your state unemployment division.  Typically you will see a box near the top of the form with a label Total Tax Rate is: 1.74% or some number.  Also, you will see Taxable Wage Base is: $8500.00 or some number for your state.

Click on Tools – Setup – Payroll – Unemployment Tax

MS Dynamics GP printing problem – cannot print multiple copies

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You have just upgraded from a previouse version of MS Windows and now have Windows 7 32 bit 0r 64 bit operating system and can’t print multiple copies in the windows print dialog box.  Also the Quick Print setup in SOP does not work and will not print multiple copies.

This is a windows driver issue.

First, disable the Mopier setting in the printer properties.  Right click on the printer, go to Printer Properties, Device Settings, scroll down until you see Mopier, click disable and Apply and OK.

For an HP printer this should solve the problem.

If you continue to have problems, unplug the printer from the computer, totally uninstall the printer and driver from windows. Restart the computer, then plug the printer in and reinstall. Also make sure you have downloaded to most recent software and drivers for windows 7.

MS Dynamics GP how to print W2′s at year end.

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After all pay runs for the year create the year end wage file.  Tools – Routines – Payroll – Year End Closing.  Input the year and click Process.  In GP you can run this step as many times as needed.  So you can create the file and check reports, make adjustments via payroll manual check or adjusting entries and run the close again.  Here is a sample screen shot where I created the year end file again for 2014.

You can now proceed forward with pay runs in the new year.  You can print your year end wage report, edit w2′s, and print w2′s at any time.

To print the year end wage report go to Tools – Routines – Payroll – Year End Wage Report.

To edit W2′s go to Tools – Routines – Payroll – Edit W2′s.  Why would you need to edit W2′s.  You might need to typically correct a SSN for an employee, an employee address, or a state wage gross amount. If you change an SSA or address you are not correcting this in the master so you should also make those corrections in the payroll master cards.  State gross wages sometimes need to be corrected because at some companies it is popular to pay bonuses and not take federal and state taxes.  If you don’t take state taxes the gross for the state will not be correct on the W2.  I never recommend to run bonus pay without taking state tax.

Next you can print W2′s.  You can print W2′s and the W3 summary to plain paper and check them out if you like.  Or if your feeling lucky you can print a few copies to plain paper and make sure the boxes line up to the W2 forms you purchased for the year.  There are two formats I recommend.  The laser one wide single feed is a six part laser form, with two W2′s on the page.  Using this form you will print the W2′s six times.  If you use this form print the W2′s to the screen first.  Then you will leave the print screen open and just print six times from this screen; it will save you a lot of time.

The other popular format is the four up laser W2  which has four W2′s on each laser page.  If you use this form you will only print the W2′s once.

Here is a sample print screen below:

Make sure to double check your Federal identification number.  Also enter the control number; usually enter and start at 1 each time. Click your desired sort order.  And make sure to click the radio button for W2 forms otherwise you might just print the validation report all day which might become boring.

Once you have printed all your W2 forms run the program one more time and click on the radio button for W3 transmittal.  You can print this to plain paper or use the laser W3 form.

MS Dynamics GP changing deduction rates at the end of the year.

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You can use Quick Assignment at the end of the year to enter new payroll deduction rates for employees.  Cards – Payroll – Quick Assignment.  For example enter a new rate and start date of 1/1/2014 as below.  Change the Deduction amount for EPU from $15 to $20 with a starting date of 1/1/2014.

As soon as you click OK, the deduction card is changed for the employee as below.  There is no process like activating post dated pay rates.  The starting date on the deduction is changed and the amount is changed immediately.  So if you run payroll now with a build date earlier than the start date the deduction won’t come out. The immediate result of clicking OK on the above screen is below.

So, lets expand the scenario. For example, your payroll date range for the last payroll of the year is 12/18/2013 through 12/31/2013.  Your check date will be 1/6/2014.  You have new payroll deduction rates effective 1/1/2014.

If you do your payroll build with what you think is the proper date range none of your new deduction amounts will come out.

So what do you do?  Well first, you can not use Quick Assignment. Second, you could just wait until 12/31 and make all the deduction changes in each payroll card.  Or you can use Quick Assignment which is a lot easier when changing large amounts of data for each employee.  Just change the build date range to go from 12/18/2013 to 01/01/2014 as below.