We’ve had a number of questions recently regarding how to efficiently use the PO returns functionality in GP – particularly how to choose the right Return Type. The selection of the return type is dependent on the type of receipt that you are planning to return. For example, if you are returning product to a vendor that a customer returned to you then you would choose one of the Inventory types. If you are returning a receipt that was created from a PO receipt then you would choose one of the Return types. A quick look at the Inventory Receipt inquiry window will help in that first step. There are four types of returns transactions and the following tips will help you decide which one to use:

Generally, you would choose “Returns” if the product just arrived and upon inspection it was determined to be defective and needed to be immediately returned. In order to use the “Return” type all of the following must be true:

  • The inventory was received against a purchase order and
  • The vendor invoice has not yet been enter/matched and
  • The inventory has not been transferred out of the Location ID where it was first received and
  • The inventory is on-hand and available (ie not allocated to a Sales Order)

Use “Returns with Credit” for the same reasons as above except that the invoice has already been received. In order to use “Return with Credit” the following must be true:

  • The inventory was received against a purchase order and
  • The vendor invoice has been enter/matched and
  • The inventory has not been transferred out of the Location ID where it was first received and
  • The inventory is on-hand and available (ie not allocated to an Sales Order)

The “Inventory” Return Type is probably the least commonly used return type but could be used when the inventory is received and quickly transferred to another location ID but the invoice has still not arrived. To use “Inventory” the following must be true:

  • The inventory was received against a purchase order and
  • The vendor invoice has not yet been entered/matched and
  • The inventory has been transferred out of the Location ID where it was first received and
  • The inventory is on-hand and available (ie not allocated to an Sales Order)
  • OR if you don’t require a credit and the inventory is on-hand and available

Inventory with Credit” is the least restrictive return type as the only requirement is that you have the inventory and if it’s linked to a PO receipt, it’s been paid. To use the Inventory with Credit type, the following must be true:

  • If the receipt is PO receipt then the vendor invoice must be entered/matched and
  • The inventory is on-hand and available (ie not allocated to an Sales Order)

When implementing an ERP system, outside consultants play a critical role in the success of the project. However, the ultimate success of the project actually rests more on the internal project team members. After years of implementations I’ve found three key check-points on an implementation where I like to see the internal project team take an active role in the project.

1. As an outside consultant, we have numerous templates for a project plan that are well suited to implement an ERP system for most clients. We are very comfortable with the details in them and know them well. However, it is quite likely that the client is looking at this for just the first or second time. We encourage our clients to take the time up front to fully understand the plan and not rely too heavily on the outside consultant that it is complete or reasonable. When the internal project team understands the project plan, the project moves along in a much more efficient manner.

2. Training can take many forms during an implementation and might include some online tutorials, onsite training and reading. But before going live with a new system the internal project team has to conclude that their team has been properly trained and is ready to go live. This may take the form of some testing scripts, or some limited testing where each user is tasked with performing one or more actions in the new system.

3. Every implementation needs to have a clear definition of when it is complete. It’s quite common that after a business moves to a new ERP system, the consultants stays involved for 90 days to ensure all loose ends are wrapped up and in many cases, there are follow-up projects that are identified that begin after a client is up and running. However, it’s important that these other projects are considered other projects and not just rolled up into the implementation. The internal project team needs to be sure that the role of the external consultants doesn’t shift after go-live to full time GP administrator (unless of course that’s the plan).

As you’re planning your upcoming ERP implementation, take the time up front to consider your role in these three important steps and you’ll find that not only will the project run more smoothly, but your users will feel more empowered and connected with the new system – and you’re more likely to have a successful implementation.

The Word template functionality in Dynamics GP opens up a number of new options and flexibility in designing forms including Sales Invoices, Purchase Orders, Check Remittances and more. Rather than recreate much of the documentation that has already been produced by the Dynamics GP community we’ll point you to articles and tips that we’ve found most helpful in getting started.

Assuming the template functionality is already installed and you’re attempting to create new templates on your own for the first time, the following article by David Musgrave will get you started and hopefully shorten your learning curve.

Modifying Microsoft Dynamics GP 2010 Word Templates

If the template functionality isn’t installed yet or it’s not working as expected the following tips may help:

  • If you are going to modifying forms, you must install the Microsoft Word Add-in on each computer that will be used to modify forms. Check to make sure it’s installed in Control Panel under Programs and Features or in GP under the menu option “Reports” for “Template Configuration”.
  • When you install Dynamics GP, Open XML SDK 2.0 for Microsoft Office should also install.
  • In Microsoft Word, make sure that you can see the Developer tab, if you can’t, simply add it using the Options tab. Also, when saving templates, always “Save As” and mark the “Maintain Compatibility" option.
  • After creating your templates you may run into the following error the first time you use it. Error- “One or more templates could not be processed. View the exception log for more details”. Dave Dusek details how to turn on the exception logging and how to begin to troubleshoot your issue here.

If you’re still relying on Report Writer for your forms, now may be the time to improve your knowledge of this great functionality and get your forms looking like they should.

Recently Deloitte announced their Fast 500 list of technology companies in US and I was happy to see for the second year in a row that one of our client’s has made the top 40. In 2013 and again in 2014 Maxpoint Technologies has experienced enormous revenue growth (ranked 9th and 40th in 2013 and 2014 respectively) all since implementing Dynamics GP in 2012. As much as I’d like to think that we can take some credit for this, I know that we did nothing more than help them execute their vision – something we take great pride in doing with all our clients. However, I can’t help but wonder what would have happened had they decided to wait even 6 months to move up to Dynamics GP.

Congratulations again to the Maxpoint team!

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