Monthly Archives: March 2011

MS Dynamics GP Accounts Payable check batch in printing status.

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You have processed checks. You have the checks in hand.  However the process was interrupted and now the status of the check batch says printing.

Click on the MS Dynamics GP button.  Go to Tools – Routines – Batch Recovery.  If the batch is listed there mark the batch and click process or continue.

I have found it helpful at this point to do two things.  One, do a complete backup of the company database, especially if you have a large check batch.  Two, check links the Purchasing Transaction Logical file in Maintenance – Check Links – Purchasing series.

At this point you should be able the Post the checks.  Go to Transactions – Purchasing – Post Checks.  Select the batch, then click Process. If you have not printed the remittance advice report you will be prompted to print it.  This is required.  Make sure to change the selection to Remittance Form and off Remittance Alignment Form.  Once you have printed the remittance click Post, and then Process.

Here it the MS Techknowledge article ID 855595 which could be helpful.

SYMPTOMS

If you click Process Later in the Post Payables Checks window for a computer check, and then you print the check, you receive the following status message: 

Check Printing

You continue to receive this message even after you try the busy batch procedures.

For more information about the busy batch procedures, click the following article number to view the article in the Microsoft Knowledge Base:

850289 A batch is held in the Posting, Receiving, Busy, Marked, Locked, or Edited status in Microsoft Dynamics GP

MORE INFORMATION

The Check Printing status persists for the computer check batch until you actually post the batch. 

You can select the batch in the Post Payables Checks window. To do this, click Transactions, click Purchasing, and then click Post Checks.

You cannot select the batch in the Batches window. If you try to do this, you receive the following warning message:

You cannot edit the batch or transactions in the batch. Use Post Payable Checks window to continue processing.

 

MS Dynamics GP and Inventory Adjustments

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Inventory Adjustments can be confusing.  You need to know how these work in GP.  If you are importing inventory adjustment batches from other systems the way GP works will affect your methodology for designing the import and posting process.

The most useful screen to see this is Inquiry – Inventory – Receipts.  Think of each line as a bucket of inventory.  In the case of FIFO inventory GP will use up what’s in the first bucket and then move on the the next bucket.

The problem is adjustments that have a zero cost.  GP will use the zero cost for any transaction that pulls that inventory from the bucket;  Project Accounting, Sales Order, etc.

When you do a plus one adjustment for example in Transaction Entry, a new bucket or line in the Inventory Receipts would be created, with the cost that was used on the adjustment transaction in GP.  So if you used zero that’s a problem.  The on hand and available quantity is increased as you would expect.

What is interesting is that on a decrease adjustment you can’t enter a cost.  Why?  Because it adjusts the first bucket or line that it comes to in the Inventory Receipts with a quantity that is available to be used.  That is, the quantity received is still less than the quantity sold.  So a minus adjustment uses the cost that is on that bucket or line.  Again, if it’s zero then we have a problem, mostly for GL in this case.  The on hand and available quantity is decreased as you would expect.

 

 

MS Dynamics GP how to void a payroll check in a prior year.

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Here is the trick. Change your GP user date to a date in the last payroll year.

Go to Transactions – Payroll – Void Checks.

Select the check number to void.  As a general rule you would want to void the check from the employee in the year in which the wages were paid, in this case last year.  This is the Check Date field and is required.  Since you changed the user date you can now override the date.

The Posting Date is the general ledger date.  As a general rule that would be a date in your current fiscal year.  Check with your CFO or accounting manager to determine the correct period for posting.

Click the Void check box next to the check and Process.  The wages, deductions, and taxes will be backed out to the previous years payroll information.  The general ledger will be reversed in the current year.

 

MS Dynamics GP payroll deduction sequence not working.

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If you are having problems with Employee deductions not calculating properly and/or the net pay not coming out correctly try this trick.  Go to Cards – Employee – Deduction.  Click on Deduction Sequence.  Instead of using the Employee sequence click on Company and Save.

In Tools – Setup – Payroll – Deduction Sequence setup the deduction sequence you want. This should solve the problem.

All TSA, Garnishments, and 401k deductions should be inserted first.  Then insert the other deductions in the order you want.

MS Dynamics GP how to setup a shift code for payroll.

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Use a differential shift pay code to automatically add premium pay to a pay code in MS Dynamics GP.

For example, you have a pay code setup for hourly pay, an employee that works on the weekend is allowed an additional .50 cents per hour additional pay.

Each pay code in MS Dynamics GP can have one attached shift pay code.  If you need multiple shift codes for hourly pay for example, you will need to setup multiple hourly pay codes to cover those varied situations.

Here are the steps to use shift codes in MS Dynamics GP.

1) Go to Tools – Setup – Payroll – Shift Code.  Enter the shift code id, ex. WKEND, enter a description for example Week End Hourly Shift. Click on Amount or Percentage. In this case we will use Amount and enter .50 cents.

2) Now assign the shift code to the pay code.  Here you have two choices.  To permanently assign the shift code to a pay code go to Tools – Setup – Payroll – Pay Code.  Pull up the pay code and fill in the shift code.  Now when you assign the pay code to an employee the shift code will automatically be attached.  As an alternative you can go to Cards – Payroll – Pay Code, pull up the employee, pull up the pay code, then fill in the shift code.

3) When the pay code is processed in the payroll transaction batch in Transactions – Payroll – Transaction Entry the premium hourly pay from the shift code will automatically be included.

4) Of course you can always key in the shift code on the fly as you are doing payroll transaction entry.