GPUG® Summit 2011November 8-11
Caesars Palace – Las Vegas, NV
The Best of50 Tips in 50 Minutes for Microsoft Dynamics GP
Mark Polino, CPA - I.B.I.S., Inc.Principal Consultant, Microsoft
MVP
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Keys to the 50 Tips This session is very fast. Write down the numbers of the tips that interest
you. Follow up later with detail slides at the end. Version numbers show the minimum version for
each tip. Tips go from simple to more complex
(User > Power User > Rock Star) in each section.
Relax and enjoy.
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Agenda System General Ledger Purchasing and Inventory Sales Fixed Assets Navigation Reporting Security Integration SQL Support
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System - User
1. Speed date entry using only the day (GP 6+)
2. Gain control with right click (GP 2010)
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System – Power user
3. Cleanup by Removing Auto Complete Entries (GP 8+)
4. Get the date right on startup (GP 6+)
5. Connect with Custom Links (GP 8+)
6. Warn About Test Companies (GP 6+)
7. Personalize Internet Options with Internet User Defined fields (GP 8+)
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System – Rock Star
8. Get fine grain control with a list of Dex.ini settings (GP 6+)
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General Ledger – User
9. Fix Errors with Correcting Journal Entries (GP 9+)
10.Drilldown with Account Rollups (GP 8+)
11.Improve consistency by copying GL Distribution References (GP 6+)
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General Ledger – Power User
12.Control closing with Mass Close (GP 6+)
13.Control Entry with Allow Transaction Entry(GP 6+)
14.Expand the GL with Reporting Ledgers (GP 2010)
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General Ledger – Rock Star
15.Speed up the Population of the JE numbers on the Correct Journal Entry Screen (GP 9-10 Only)
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AP, P.O., Inventory - User
16.Pay better with Vendor Priority (GP 6+)
17.Defer expenses via AP (GP 8+)
18.Copy a Purchase Order (GP 8+)
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AP, P.O., Inventory – Power User
19.Prevent Errors with DocDateVerify (GP 9+)
20.Control Your Inventory by Preventing the Sale of Discontinued Items (GP 8+)
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AR, SOP – User
21.Speed Up AR Aging by NOT Printing the Report (GP 6+)
22.Get paid with Scheduled Payments (GP 10+)
23.Add Invoice Notes as Comments Without a Comment ID (GP 6+)
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AR, SOP – Power User
24. Speed Up Collections Management with Paid Transaction Removal (GP 8+)
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Fixed Assets - User
25.Gain Clarity with Separate Depreciation Posting (GP 6+)
26.Speed up month end by posting depreciation sooner (GP 6+)
27.Collect tangible personal property tax information (GP 6+)
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Fixed Assets – Power User
28.Retain info by Printing Year End Reports (GP 6+)
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Fixed Assets – Rock Star
29.Find Fixed Asset Transaction Details (GP 6+)
30.Fix Errors by Undoing Depreciation (GP 8+)
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Navigation - User31.Explore GP with Area Pages (GP 10+)
32.Become mission control with Navigation Lists (GP 10+)
33.Get Some Help (GP 6+)
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Reporting - User34.Improve Clarity by Renaming SmartList
Columns (GP 6+)
35.Analyze data with Navigation Lists Exports (GP 10+)
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Reporting – Power User36.Free your data with the new Excel
reports (GP 10+)
37.Gain Insight with the Home Page Metrics (GP 2010)
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Reporting – Rock Star38.Improve SmartList search with SQL
Search Shortcuts (GP 8+)
39.Speed SmartList exports to Excel with a Dex.ini setting (GP 10+)
40.Turbo charge analysis with PowerPivot (SQL Server 2008 R2)
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Security – Power User
41.Protect yourself with Account Security (GP 6+)
42.Give users more chances by increasing password tries (GP 6+)
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Security – Rock Star
43.Make Logging On Easier with a Caps Lock is On Warning (VBA) (GP 8+)
44.Control Licensing By Preventing Users from Logging In To Multiple Companies (VBA) (GP 8+)
45.Troubleshoot Security Issues with the Security Profiler (GP 8+)
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Integration – User
46.Skip the CSV middleman and integrate transactions with Integration Manager and Excel (GP 8+)
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SQL – Rock Star
47.Copy and Paste Header with Data in SQL Management Studio (SQL 2000+)
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Support
48.Use Screen Shot Capture and Email from the Support Debugging Tool for Precision Help (GP 8+)
49.Reduce Errors with Colored Backgrounds Per Company (GP 8+)
50.Find GP articles and support with MyGPSearch.com (GP 6+)
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Secret Bonus Tips
1. Find a Missing Debit or Credit in SmartList with Match 1 or More (GP 6+)
2. Find results in Any field with SmartList (GP 8+)
3. Find similar data in GP via Excel Fuzzy Lookup (Excel 2003+)
4. Build a better Dynamics GP with Microsoft Connect (GP 6+)
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More Tips Microsoft Dynamics GP 2010
Cookbook Book, Kindle and PDF options
Amazon, Barnes and Noble, Packt Publishing
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Follow Up• Follow up PowerPoint deck has lots of
detail and links for more information• Fill out your evaluation!• Follow up:
• [email protected]• www.DynamicAccounting.net• Twitter.com/DynAcctNet• Facebook.com/DynAcctNet
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System - User1. Speed date entry using only the day (GP
6+)Keying on the day number in a date field will cause Dynamics GP to fill in the current month and year. For example, keying “23” on 9/5/10 will input the date 9/23/10 in the date box. Thanks to Todd McDaniel for reminding me of this one.
2. Gain control with right click (GP 2010)GP 2010 adds right click functionality for cut/copy/paste and Insert/Delete Row. Details at http://msdynamicsgp.blogspot.com/2010/02/gp-2010-beta-right-click-functionality.html
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System – Power user3. Cleanup by Removing Auto Complete Entries (GP 8+)
Auto Complete finishes your entries for you. It’s great until you misspell something and are stuck with it forever.To get rid of it, start typing until the error shows up in Auto Complete. Right click and hit Remove from List.
4. Get the date right on startup (GP 6+)Control the system date, especially at month end, by adding it to the startup folder. Details here: http://msdynamicsgp.blogspot.com/2010/07/weekly-dynamicssystem-date-on-startup.html
5. Connect with Custom Links (GP 8+)Custom links let you associate a web page with master records. For example, you can associate a bank’s web page with a bank account. Clicking on the bank account link now gives you an option to go to either the bank account setup or the bank’s web page. Setup is done in Tools-Setup-Company-Custom Link. Details here: http://msdynamicsgp.blogspot.com/2006/07/weekly-dynamiccustom-links.html
6. Warn About Test Companies (GP 6+)Add <TEST> next to company name in GP. Warning message will pop up when users log in. More info here: http://msdynamicsgp.blogspot.com/2008/10/activating-test-company-message.html
7. Personalize Internet Options with Internet User Defined fields (GP 8+)
The titles for Internet User Defined fields can be changed globally. This allows the use of more than one email or web address throughout the system. Tools->Setup->Company->Company, Click “Internet User Defined” http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-internet-user-defined.html
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System – Rock Star8. Get fine grain control with a list of Dex.ini
settings (GP 6+)Fellow MVP Leslie Vail has compiled a huge list of Dex.ini settings into one easy to use document. Details here: http://msdynamicsgp.blogspot.com/2010/07/dexini-switches-for-dynamics-gp-now.html
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General Ledger – User9. Fix Errors with Correcting Journal Entries
(GP 9+)Reverse and Replace a Journal Entry using functionality found in Transactions > Financial > General > Correct. Details at: http://msdynamicsgp.blogspot.com/2005/09/weekly-feature-extreme-makeover-je.html
10. Drilldown with Account Rollups (GP 8+)Account Rollups let you consolidate information from various accounts and then be able to drill down into the account details. Useful for things like departmental totals with drilldowns. Accounts do not have to be consecutive. Rollups can include Actual, Budget and Calculated information. Details at: http://msdynamicsgp.blogspot.com/2005/09/weekly-feature-account-rollup.html
11.Improve consistency by copying GL Distribution References (GP 6+)To easily copy GL distribution references down, enter the first reference. Select CTRL+C to copy. Hit the down arrow to move to the next distribution line. Click CTRL+V to paste. Hit the down arrow and CTRL+V. Repeat. http://msdynamicsgp.blogspot.com/2010/11/weekly-dynamic-copying-distribution.html
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General Ledger – Power User
12.Control closing with Mass Close (GP 6+)Use Mass Close in fiscal periods to prevent certain types of entries without closing an entire series. More info at: http://blogs.msdn.com/b/gp/archive/2010/03/25/feature-of-the-day-general-ledger-budget-transactions.aspx
13.Control Entry with Allow Transaction Entry(GP 6+)
Force sub ledger entries by preventing journal entries to certain accounts like AR and AP . Cards->Financial->Account, Key or Lookup Account . Uncheck Allow Account Entry http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-improve-balancing-with.html
14. Expand the GL with Reporting Ledgers (GP 2010)GP 2010 adds reporting ledgers for better financial reporting control including accounting under IFRS. Details at: http://blogs.msdn.com/b/gp/archive/2010/04/14/feature-of-the-day-general-ledger-reporting-ledgers.aspx
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General Ledger – Rock Star15.Speed up the Population of the JE
numbers on the Correct Journal Entry Screen (GP 9-10 Only)
Looking up Journal Entry corrections is slow because of the number of transactions.GP provides an index for that table that can speed lookups.KB 925326 contains a small SQL Script to apply a non-clustered index to the GL20000 and GL30000 tables and this solves the problem. KB article is located here: https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?WTNTZSMNWUKNTMMYKORSXPPNNWUNVVRWVWKNTNUKQZPXMSVKKVLKYQWQQQQTQLWR
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AP, P.O., Inventory - User16. Prioritize Your Vendors (GP 6+)
Payables Management includes a 3 digit alphanumeric field used to prioritize vendors.A simple ABC is generally more effective than a bunch of 3 digit numbers. For example, A could be used for highest priority vendors like a newsprint supplier for a newspaper.Use this to actively decide which vendors are critical now, not when a crisis hits.This field can be used to select vendors during the check selection process.
17. Defer expenses via AP (GP 8+)Dynamics GP can defer AP transaction lines directly from the distribution window. In Distributions, select the AP line to defer and pick Additional | Deferrals from the menu. Follow up at http://msdynamicsgp.blogspot.com/2010/09/weekly-dynamic-defer-accounts-payable.html
18. Copy a Purchase Order (GP 8+)Transactions->Purchasing->Purchase Order Entry, Actions->Create->Copy New POSelect parts/lines to copy and press CopyMore info at http://msdynamicsgp.blogspot.com/2008/12/weekly-dynamic-copy-po.html
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AP, P.O., Inventory – Power User
19. Prevent Errors with DocDateVerify (GP 9+)
– Free DocDateVerify utility from MS prevents subledger entry to non-existent fiscal years.– Contact MS or your Partner for a copy.– For GP 2010 this is a free tool included with the Professional Service Tools
20. Control Your Inventory by Preventing the Sale of Discontinued Items (GP 8+)
– Discontinued items can be sold until gone by default. Typical advice is to write off items to prevent sale if necessary
– A setting can prevent the sale of discontinued items without writing off the items– Turn it on at Tools->Setup->Sales->Sales Order Processing, Options, Uncheck “Allow Sales
of Discontinued Items” in the bottom grid area. Can add Password control here too.– http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-prevent-sale-of.html
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AR, SOP – User21.Speed Up AR Aging by NOT Printing the Report
(GP 6+)AR Aging is a routine run at regular intervalsTurning off the option to print the report after aging can significantly speed up the AR Aging processhttp://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-speed-up-receivables.html
22.Get paid with Scheduled Payments (GP 10+)In GP users can setup scheduled payments, with or without interest for regular client payment and interest management. Specifics here: http://msdynamicsgp.blogspot.com/2010/03/weekly-dynamic-receivables-scheduled.html
23. Add Invoice Notes as Comments Without a Comment ID (GP 6+)
Comments were originally intended to be reusable so they include a comment ID, but most companies don’t use them that way. To skip the ID, just hit the blue arrow and add your comment. An indicator turns on to show you that there is a comment. Comments print on default quotes, orders and invoices without customization. Info here: http://msdynamicsgp.blogspot.com/2008/07/weekly-dynamic-comments-without-comment.html
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AR, SOP – Power User24. Speed Up Collections Management with
Paid Transaction Removal (GP 8+)With a large number of open transactions, the Collections Management windows can bog down and move slowlyThe only solution is to run the Paid Transaction Removal routineRun the Paid Transaction Removal Routine in Project Accounting first (if applicable) then in ARPaid Transaction Removal moves paid transactions from Open to History. It does not delete datahttp://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-speed-up-collections.html
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Fixed Assets - User25. Gain Clarity with Separate Depreciation Posting (GP
6+)Post Depreciation to the GL separately from New Assets and Retirements.Separating these allows easy review of Asset Additions/Retirement for correctness without having to wade through all of the depreciation posting entries.Details here: http://msdynamicsgp.blogspot.com/2006/05/weekly-dynamicfixed-assetgl-best.html
26.Speed up month end by posting depreciation sooner (GP 6+)
If possible, switch your depreciation to start “Next Month”. Then you can run depreciation early in the month and not worry about new asset additions since they won’t start depreciating until next month.If that’s not possible, run depreciation at the beginning of the month anyway.Then run it again at month end. It will only pick up new assets and be very fast.Benefits include visibility into depreciation throughout the month and faster month end processing by moving most of depreciation out of month end.
27. Collect tangible personal property tax information (GP 6+)
Location ID in Fixed Assets is designed to hold tangible personal property tax information. It includes State, City and County fields. Enter this for all your assets and then you can use a SmartList to pull the basic information you need to start tangible personal property tax returns.Details here: http://msdynamicsgp.blogspot.com/2007/12/tangible-personal-property-tax-in.html 11
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Fixed Assets – Power User28.Retain info by Printing Year End Reports
(GP 6+)The Fixed Asset module’s biggest flaw is past years reporting.Print FA reports at year end and keep them somewhere safe.Consider printing a copy to an electronic file as well.
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Fixed Assets – Rock Star
29. Find Fixed Asset Transaction Details (GP 6+)
The Fixed Asset Financial Detail window is a view into an asset’s soul. Every FA transaction is shown in here including links back to the GL. If you don’t know what is going on with a Fixed Asset, this is the place to look.More info here: http://msdynamicsgp.blogspot.com/2006/04/weekly-dynamic-putting-fix-in-fixed.html
30.Fix Errors by Undoing Depreciation (GP 8+)Depreciation can be backed out for one asset by running depreciation for a single asset and setting the date backwards. Details here: http://msdynamicsgp.blogspot.com/2011/02/weekly-dynamic-undo-depreciation.html
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Navigation - User31. Explore GP with Area Pages (GP 10+)
Use the Navigation bar on the left and the Home Pages for each section to better display all the options in Dynamics GPIn many windows a ribbon style menu bar is available for quick access to informationhttp://msdynamicsgp.blogspot.com/2009/04/weekly-dynamic-module-homepages-in.html
32. Become mission control with Navigation Lists (GP 10+)Navigation Lists are designed to provide all the information needed to work within a particular functional area of Dynamics GP. More information here: http://msdynamicsgp.blogspot.com/2010/03/leveraging-navigation-lists-in-gp-v100.html
33. Get Some Help (GP 6+)Ever wanted to know what a certain field does? Put your cursor in the field and hit the F1 key for help. In the main GP system, there is a “fields” hyperlink up top that takes you to a definition of every field on the window. In some modules, there is no “fields” button, but field specifics are included in the main help window.
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Reporting - User34. Rename SmartList Columns (GP 6+)
If you don’t like columns with names like ATYALLOC in your SmartList simply rename them.Open a SmartList and click Columns. Change a column name in the Display Name column and save the SmartList as a favorite.Information here: http://msdynamicsgp.blogspot.com/2006/06/weekly-dynamic-change-column-titles-in.html
35. Analyze data with Navigation Lists Exports (GP 10+)Like SmartLists, Navigation Lists can export to Excel. Details here: http://msdynamicsgp.blogspot.com/2010/06/weekly-dynamic-export-navigation-lists.html
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Reporting – Power User36.Free your data with the new Excel
reports (GP 10+)New Excel Reports push live (meaning you can refresh it) data from GP to Excel.Microsoft Office Sharepoint Server (MOSS) is not required, just a file share.Lot of default reports, new one can be built with SmartList builder.Details here: http://msdynamicsgp.blogspot.com/2008/03/weekly-dynamicexcel-reports-in-dynamics.html
37. Gain Insight with the Home Page Metrics (GP 2010)
New GP Metrics can show more than one metric on the pagehttp://blogs.msdn.com/b/gp/archive/2010/02/01/feature-of-the-day-home-page-metrics.aspx
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Reporting – Rock Star38. Improve SmartList search with SQL Search Shortcuts (GP
8+)You can use SQL search shortcuts in SmartList searches. Details here: http://gp2themax.blogspot.com/search?q=sql+search Thanks to Frank Hamelly
39. Speed SmartList exports to Excel with a Dex.ini setting… (GP 10+) Undocumented Dex.ini switch SmartlistEnhancedExcelExport=TRUE dramatically speeds up SmartList exports to Excel. Details here: http://msdynamicsgp.blogspot.com/2010/05/read-this-right-now-smartlist-exports.html
40. Turbo charge analysis with PowerPivot (SQL 2008 R2 and Excel 2010)PowerPivot brings BI to the Power User with the familiarity of Excel and power that Excel has only dreamed of. Details at http://www.powerpivot.com/
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Security – Power User41.Protect yourself with Account Security
(GP 6+)Account Security limits the accounts that users can access.It requires setup via Organizational Structure.If you don’t set up Organizational Structures prior to turning this on, it appears that the chart of accounts has been wiped out. This can be a career killer.Account Security is turned on with a check box in Tools->Setup->Company->Company.Know what you are doing before activating this.More info here: http://msdynamicsgp.blogspot.com/2008/07/weekly-dynamic-account-security.html
42. Give users more chances by increasing password tries (GP 6+)The Dex.ini setting SQLNumLoginTries = number lets you set the number of tries before GP closes. Details at: http://msdynamicsgp.blogspot.com/2011/01/weekly-dynamic-increase-number-of.html
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Security – Rock Star43. Make Logging On Easier with a Caps Lock is On
Warning(VBA) (GP 8+)Microsoft offers an unsupported VBA add on that will notify a user if Caps Lock is on during login http://msdynamicsgp.blogspot.com/2009/07/is-caps-lock-on-when-logging-into.html
44. Control Licensing By Preventing Users from Logging In To Multiple Companies (VBA) GP 8+)
David Musgrave of Microsoft has provided unsupported VBA code designed to prevent users from logging in more than once This reduces the number of licenses in use at one time to help control costs http://blogs.msdn.com/developingfordynamicsgp/archive/2008/08/25/preventing-users-from-logging-into-multiple-companies-example.aspx
45. Troubleshoot Security Issues with the Security Profiler (GP 8+)
Part of the Support Debugging Tool. Provides additional security information including who has what access to what window. Tools->Support Debugging Tool->Debugger->Security Profiler ->Tools->Start Manual Logging Open Forms or Objects and review in Security Profiler Window. Drill Deeper with Security button http://blogs.msdn.com/developingfordynamicsgp/pages/support-debugging-tool.aspx
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Integration – User
46.Skip the CSV middleman and integrate transactions with Integration Manager and Excel (GP 8+)Use a simple ODBC source instead of a text file to integrate directly from Excel file and skip the CSV middleman. You’ll need to name the range in Excel. Follow up details at http://msdynamicsgp.blogspot.com/2010/10/weekly-dynamic-integration-manager-and.html
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SQL – Rock Star
47.Copy and Paste Header with Data in SQL Management Studio (SQL Server 2000+)
SQL Management Studio doesn’t copy headers with data by default. The setting to change this is in Tools | Options | Query Results | SQL Server | Results to Grid |check the box "Include Column headers when copying or saving the results." http://msdynamicsgp.blogspot.com/2009/10/weekly-dynamic-copy-headings-and-data.html
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Support48.Use Screen Shot Capture and Email from the Support
Debugging Tool for Precision Help (GP 8+)Support Debugging tool provides screen capture and email functionalityClick the Camera Icon installed with the debuggerChoose whether to include certain system filesOptionally email for supporthttp://blogs.msdn.com/developingfordynamicsgp/pages/support-debugging-tool.aspx
49.Reduce Errors with Colored Backgrounds Per Company (GP 8+)Unsupported add in from Microsoft, the Support Debugging Tool offers an option to change the background color of Windows based on the company.Useful to ensure entry in the correct companySupport Debugging Tool is available only via the partner at no costhttp://blogs.msdn.com/developingfordynamicsgp/archive/2009/06/05/support-debugging-tool-build-11-released.aspx
50. Find GP articles and support with MyGPSearch.com (GP 6+)Search more than a hundred sites for support information on Dynamics GP. http://www.MyGPSearch.com
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Secret Bonus Tips1. Find a Missing Debit or Credit Amount in SmartList with
Match 1 or More (GP 6+)http://msdynamicsgp.blogspot.com/2011/05/weekly-dynamic-find-debit-or-credit.html
2. Find results in Any field with SmartList (GP 8+)http://msdynamicsgp.blogspot.com/2011/05/weekly-dynamic-smartlist-any-field.html
3. Find similar data in GP via Excel Fuzzy Lookup (Excel 2003+)http://msdynamicsgp.blogspot.com/2011/04/weekly-dynamic-fuzzy-lookup-add-in-for.html
4. Build a better Dynamics GP with Microsoft Connect (GP 6+)http://msdynamicsgp.blogspot.com/2011/04/weekly-dynamic-microsoft-connect.html
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Follow Up• Follow up PowerPoint deck has lots of
detail and links for more information• Fill out your evaluation!• Follow up:
• [email protected]• www.DynamicAccounting.net• Twitter.com/DynAcctNet• Facebook.com/DynAcctNet
