Hands On With MDGP 2018 RTM New Features: Copy User Access Across AA Dimensions

Microsoft Dynamics GPMicrosoft Dynamics GP 2018 RTM has now been released and I have been taking a Hands On look at the installation and configuration of the new version.

I am now going to take a hands on look at the new and enhanced features introduced in Microsoft Dynamics GP. Rather than do this as a continuation of the Hands On series I wrote in December, as originally intended, I am going to split it out into a separate hands On With the features post. The series index is for this new features series, can be found here.

The seventeenth feature of the day is Copy User Access Across AA Dimensions.

Analytical Accounting is one of those modules which I, and a lot of other consultants, will try to guide clients away from. It is overly complex and time consuming to setup, use and, most certainly, to report from.

This new feature should, somewhat, simplify the configuration of access to alphanumeric dimensions by allowing the granted access to be copied between users.

To do this, open the User Access to Trx Dimension Codes window (Administration area page >> Setup >> Company >> Analytical Accounting >> User Access) and click the Copy button:

User Access to Trx Dimension Codes

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Analytical Accounting Microsoft Dynamics GP 2018 Upgrade Error

Microsoft Dynamics GPOver the last couple of weeks we have been on a bit of an upgrade splurge with clients; a number of them are doing test upgrades to Microsoft Dynamics GP 2018 from a variety of versions. One client is upgrading from Microsoft Dynamics GP 2016 RTM to 2018 RTM; according to the Upgrading Microsoft Dynamics GP hot topic, Microsoft Dynamics GP 2016 can be upgraded from version 16.00.0439 or later; however, when Analytical Accounting is installed, this is not correct.

To upgrade the client, we upgraded them to the last hotfix for Microsoft Dynamics GP 2016 (KB4056559 which is version 16.00.0641) and then to 2018; however, GP Utilities for 2018 errored saying that it could not upgrade Analytical Accounting from that version. Fortunately, we did not have to go back to a backup and redo the upgrade, as, while AA in installed, this particular client does not use the module.

I used the scripts to remove the tables and other database objects and was then able to run the 2018 GP Utilities to do the database upgrade without further issue.

I have previously upgraded a test system from 2016 to 2018 without issue; this was from KB3194397 (version 16.00.0558). We do have a small number of other clients with AA installed, so we now know what version of GP 2016 to upgrade them from to avoid this issue.

Scripts to Remove Analytical Accounting

Microsoft Dynamics GPBack in February 2017, I posted about a Microsoft Knowledge Base article on removing Analytical Accounting (AA) from Microsoft Dynamics GP. At the time, the KB article was unavailable, but the download links still worked (if you knew what they are).

I was contacted by someone recently asking if I had a copy of the scripts as the download links no longer work (the KB article itself is available).

This was unusual timing as I had just been onsite with a client where we encountered issues upgrading their system from 2016 RTM to 2018 RTM. In that case, the solution was to remove AA from the system as they had the module used, but never implemented it.

To remove AA, I dipped into my script library for the AA removal scripts from KB915903. After being alerted at the scripts were no longer available, I thought it might be useful to others to post them here.

The scripts are available from the following links:

  1. KB915903_AA_Remove_AACompete_DYNAMICS_10 – this script needs to be run against the system database (typically called DYNAMICS.
  2. KB915903_10 – this script should be run against all of the company databases.
  3. KB915903_DYNAMICS_Remove_DB_Upgrade_10 – this script is run against the system database.

MDGP 2018 RTM Feature of the Day: Copy User Access Across AA Dimensions

Microsoft Dynamics GPThe Inside Microsoft Dynamics GP blog has started a series Feature of the Day posts for Microsoft Dynamics GP 2018 RTM; as the most recent versions have been, these posts are in the form of PowerPoint slides; I am reposting them here so they can be read more easily as well as adding my own commentary.

The series index for this series of posts is here.

The fifteenth Feature of the Day is Copy User Access Across AA Dimensions. A new button has been introduced to the User Access to Trx Dimensions window which allows setup to be copied between users:

User Access to Trx Dimensions

All alphanumeric dimensions in AA need to have access configured on a per user basis; this can mean a lot of work to both setup and maintain. This new functionality should at least make it a little easier by allowing you to copy settings between users.

Click to show/hide the MDGP 2018 RTM Feature of the Day Series Index

Microsoft’s Migration To A New Knowledge Base System Is Now Complete

Microsoft Dynamics GPMicrosoft have been migrating their Knowledge Base to a new system, making some articles unavailable, but have announced the migration is now complete and the articles should now be available again.

Or at least most of them; in the post, Cheryl does say that”outdated content or rarely used content (i.e. no page views in recent years)”; I have mixed feelings about this as I have occasionally stumbled across articles for GP 8 or 9 which have still fixed an issue I’ve had with the most recent versions of Microsoft Dynamics GP.

The migration means that a link like https://support.microsoft.com/kb/915903 is now https://support.microsoft.com/help/915903.

You may need to update any bookmarks or links you have on the old pattern, but at least for the ones I have checked, the old pattern is being forwarded to the old.

This change is why the above link was unavailable when I wrote the Removing Analytical Accounting from Microsoft Dynamics GP post.

KB articles are available by either searching in PartnerSource or CustomerSource (and may the God of your choice answer your prayers for assistance) or by using the search engine of your choice.

Removing Analytical Accounting from Microsoft Dynamics GP

Microsoft Dynamics GPI recently posted a script to remove the Fixed Asset Management tables from Microsoft Dynamics GP. I wrote that script for a client who wanted to start using Fixed Asset Management, but it turned out the module had been installed at some point in the past and then removed and the client wanted to reintroduce it.

We’ve just had a similar instance come up with a client upgrading from Microsoft Dynamics GP 2013 SP2 to 2016 R2 where Analytical Accountijng has been installed at some stage and removed and was stopping the upgrade from going through.

In this case though, there was (operative word was) a Knowledge Base article from Microsoft on how to remove Analytical Accounting which is no longer available (hopefully it will be back as I understand Microsoft are moving to a new KB system).

The script was available when we had the issue, but a couple of weeks later, the question was asked by one of the other MVPs. By the time I saw the question, they’d been emailed the scripts by one of the others.

However, when my colleague downloaded the scripts they had also saved a copy of the web page, which meant I could grab the download links for the scripts.

  1. Company Database Script
  2. System Database Script

After running the Microsoft scripts, you’ve downloaded using the above links, run the below script on the system database to remove the Analytical Accounting entries from the upgrade tables:

DECLARE @PRODID INT = 3180

DELETE DB_Upgrade WHERE PRODID = @PRODID
DELETE DU000020 WHERE PRODID = @PRODID

As always before running scripts, make sure you have a good backup of your databases.

UPDATED 20/01/2018: Download links updated to working ones

New Microsoft Dynamics GP Sample Data

Microsoft Dynamics GPMicrosoft have been adding quite a lot of new functionality to Microsoft Dynamics in recent versions, but the sample data has not been getting updated.

To remedy this, Terry Heley on the Dynamics GP Support and Services Blog has shared some macros, for Dynamics GP 2016, which add sample data into the Fabrikam sample data.

The new sample data focuses on a few modules:

  • Advanced Human Resources
  • Analytical Accounting
  • Workflow for HRP
  • Project Accounting Time and Expense
  • PTO Manager
  • Employee Self Service

Terry points out that this is a run at your own risk macro built on GP 2016, although it would probably be usable on Dynamics GP 2015 as well.

There are instruction documents with each macro as macros can crash based on the menu bar selected in user Preferences.

Also note that there is no support for these macros so no cases can be logged if issues are found.

The download link is available at the end of the post.

MDGP 2016 R1 Feature of the Day: Analytical Accounting User Access Settings

In Microsoft Dynamics GP 2016 R1 Analytical Accounting has been enhanced to add an option to allow users to be given access to all transaction dimensions:

Analytical Accounting User Access Settings

This is a nice simple feature but one which will make maintaining Analytical Accounting so much easier. I have more clients using the old Multi-Dimensional Analysis than AA, with maintaining access being one of the sticking points so I may have to have a chat with them and see if this changes the equation.

Click to show/hide the MDGP 2016 R1 Feature of the Day Series Index

MDGP 2015 R2 Feature of the Day: Analytical Accounting Transaction Lists

Microsoft Dynamics GPMicrosoft Dynamics GP 2015 R2 will soon be released (due late May/early June and, as with previous releases, Microsoft have started a Feature of the Day series on the Inside Microsoft Dynamics GP Team blog. As I have done with the last three series, I’ll be reposting these blog posts here with a little commentary.

The fourth Feature of the Day is Analytical Accounting Transaction Lists.

This feature provides improvements to SmartLists and Excel Reports for Analytical Accounting (AA) transaction information. The first improvement is an expansion of the amount of information available to be included as columns in the AA SmartLists and Excel Reports. AA tracks a lot of information for each record, and we’ve included more of this data in the SmartLists and Excel Reports.

Microsoft have also improved the way the AA dimension code information displays in the lists. In prior releases, the lists contained a single column for the AA transaction dimension code. Thus, if the company is tracking more than one dimension on a transaction, multiple lines were required in the list for a distribution entry.

In GP2015 R2, they have updated the SmartLists and Excel Reports to display a column for each transaction dimension, showing the code assigned for that dimension.

For example, the below SmartList shows how the list would display for a company tracking Cost Center and Project as AA transaction dimensions.

Analytical Accounting SmartList

The change in how the data displays improves readability of the report, and also improves the ease with which users can summarize and work with the data in Excel using pivot table functionality.

Analytical Accounting is one of the modules which is not much used, but can add substantial analysis without needing the chart of accounts to be overly complicated.

If you’re thinking of starting to use Analytical Accounting, more information is available in my second book, Microsoft Dynamics GP Financial Management:

Amazon.com Amazon.co.uk

Click to show/hide the MDGP 2015 R2 Feature of the Day Series Index

MDGP 2015 Feature of the Day: Management Reporter Data Integration

Microsoft Dynamics GPThe Inside Microsoft Dynamics GP blog has started a series of posts on the new features of, the soon to be released, Microsoft Dynamics GP 2015. As I have done for the last two releases, I intend to shadow these posts and add my own opinions on these new feature; the series index is here.

The thirty third Feature of the Day is Management Reporter Data Integration. In Microsoft Dynamics GP 2015, the user can determine the data that is available to the Microsoft Dynamics Management Reporter DataMart, improving the performance and giving the user control over the data selected.

The user can choose per company (including sample company) if they want the General Ledger data available for reporting.

The user also has the ability to include or exclude Analytical Accounting data for each company:

Company Setup Options

I am slightly puzzled by this feature of the day as you can simply not import a company into Management Reporter if you don;t want to report on it. While I steer clients away from AA where possible, I am not entirely opposed to it, but I do wonder who would want to report on AA without also wanting to be able to report on the GL.

The roles targeted by this feature are:

  • All

Click to show/hide MDGP 2015 Feature of the Day Series Index