Enabling Workflow Approvals For Both Purchase Requisitions & Purchase Orders

● Ian Grieve ●  ● 1 Comment   ● 

Microsoft Dynamics GPWorkflow 2.0 has workflow types for both purchase requisitions (PRs) and purchase orders (POs). When Workflow 2.0 first came out there was a bit of talk about how you could only use one or the other, but not both.

This is not true; you can have approval workflows enabled for both PRs and POs at the same time without having to approve at both stages.

This is done by building up a condition on a workflow step which include the PO line origin. Microsoft have a blog post which covers how to do this step-by-step. There is only one problem; the blog post is incorrect in one critical point:

Workflow MaintenanceWorkflow Maintenance image from the Dynamics GP Support and Services Blog

The problem with the blog, is that Microsoft show the Purchase Order Line field Line Origin being set to Manual. However, Line Origin is a numeric field which does not allow a word like Manual to be entered.

But, all is not lost; you can follow Microsoft’s blog post, but check for the numeric values for Purchase Order Line.Line Origin:

  • 1 = line manually entered on a purchase order
  • 10 = line created from a purchase requisition.

This information has come in very handy recently for two different clients where we assisted them in creating workflows which required approval of purchase requisiitons and purchase orders where lines had not come from a purchase requisition.

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MDGP 2016 R2 Feature of the Day: POP to FA Link to Include Taxes

● Ian Grieve ●  ● 0 Comments   ● 

Microsoft Dynamics GPThe Inside Microsoft Dynamics GP blog has started a series Feature of the Day posts for Microsoft Dynamics GP 2016 R2; 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.

The series index for this series of posts is here.

The thirteenth Feature of the Day is POP to FA link to include taxes.

An option to include tax as part of the acquisition cost when adding a capital item in Fixed Assets from a purchase receipt.

The first change is to the Fixed Assets Company Setup window which sets the default value:

Fixed Assets Company Setup

Continue reading → MDGP 2016 R2 Feature of the Day: POP to FA Link to Include Taxes

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MDGP 2016 R2 Feature of the Day: Requisition Inquiry Icon

● Ian Grieve ●  ● 0 Comments   ● 

Microsoft Dynamics GPThe Inside Microsoft Dynamics GP blog has started a series Feature of the Day posts for Microsoft Dynamics GP 2016 R2; 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.

The series index for this series of posts is here

The fifth Feature of the Day is Requisition Inquiry Icon:

Purchase Requisition Entry Inquiry

This Feature of the Day is a fairly simple one. The Purchase Requisition Entry Inquiry window will show a different icon if the purchase order created from the requisition has been updated so the requisition quantity will not be fully updated. The usual chain link icon is replaced with one which has a line striking through it.

Click to show/hide the MDGP 2016 R2 Feature of the Day Series Index

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MDGP 2016 R2 Feature of the Day: Cancel PO Linked To A Requisition

● Ian Grieve ●  ● 0 Comments   ● 

Microsoft Dynamics GPThe Inside Microsoft Dynamics GP blog has started a series Feature of the Day posts for Microsoft Dynamics GP 2016 R2; 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.

The series index for this series of posts is here.

The third Feature of the Day is the ability to Cancel a PO Linked To A Requisition. The Purchase Order Entry (Purchasing area page >> Transactions >> Purchase Order Entry) window shows a chain link icon on a line from a purchase requisition. This feature allows the user to enter a Cancelled Quantity on these lines:

Continue reading → MDGP 2016 R2 Feature of the Day: Cancel PO Linked To A Requisition

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Weird Duplicate PO Issue

● Ian Grieve ●  ● 3 Comments   ● 

Microsoft Dynamics GPThis is going to be a more wordy post than usual as I have no screenshots of the issue or resolution.

When I returned to the office on Wednesday after being away at reIMAGINE for a few days and then being on holiday in Kentucky, I was asked for assistance by Jason on our service desk.

A client had logged an issue with a PO; lets say the PO Number was PO34791 for the sake of argument (I don’t actually recall what it was).

When the PO Documents Enquiry (Inquiry) window was used, the PO looked fine; the creditor (vendor) was the correct one and all other values were okay and the PO showed as received.

However, the PO was also showing in PO Entry with a different creditor id.

Jason showed me two SQL queries;

  • The first, was a select on POP10100 WHERE PONUMBER = ‘PO34791’ and showed the correct PO.
  • The second, was a select on POP10100 WHERE VENDORID = ‘1ST001’ AND DOCAMNT = ‘791.50’ and this showed the other PO which the PO Entry window was loading. This query could be run for any information unique to the PO and it would return this PO instead of the correct one; ibncluding the PONUMBER field in the select would cause it to return nothing.

All very unusual.

I ran another query against POP10100 WHERE PONUMBER LIKE ‘PO34791%’ and this returned two lines of information both showing a PONUMBER field of PO34791.

in SQL Server Management Studio I dragged the values from the recordset into the query window to compare them; one was shorter than the other. The cause was that one of them (the one for the Vendor ID 1st001) contained a control character which is why it appeared shorter.

We’re not sure what the user had done, but the second, incorrect, PO was entered with a PO Number containing a control character; they’d been able to successfully enter the PO, but GP was then becoming confused about which one should be loaded when the user typed, or did a lookup, for PO34791.

We copied the live company into test and deleted the second PO (for vendor 1st001) from all tables (it had lines and tax and so on) and then verified the data with a Check Links and Reconcile and asked the user to double check.

This process would then be repeated on live with the PO being re-keyed (it was only a single line).

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MDGP 2016 R1 Feature of the Day: Prepayments on Purchase Orders

● Ian Grieve ●  ● 1 Comment   ● 

MDGP 2016 R1 Feature of the Day: Prepayments on Purchase Orders

Again this feature of the day is building on one introduced in a recent version. Prepayments were introduced in Microsoft Dynamics GP 2013 R2, but all the clients I spoke to about it said that it wasn’t useful as the prepayment could only cover the subtotal.

This feature of the day allows the prepayment amount to cover taxes, freight and miscellaneous:

Prepayments on Purchase Orders

The main features of are:

  • Prepayment amount on purchase orders can now include Taxes, Freight and Miscellaneous
  • Entire PO amount can be included in the prepayment

This update to prepayments finally makes them usable. I’ll need to remember the clients I have previously discussed it with and let them know of the new functionality.

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

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MDGP 2016 R1 Feature of the Day: Project Accounting on Requisitions

● Ian Grieve ●  ● 0 Comments   ● 

Microsoft Dynamics GP 2013 R2 saw the introduction of the purchase requisitions and they are being enhanced further with integration with Project Accounting:

Project Accounting on Requisitions

The main features of are:

  • Project Number and Cost Category ID fields available in Purchase Requisition Entry window
  • Requisitions with project and cost category can still go through workflow process
  • Project and cost category will flow to Purchase Order

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

● Categories: Dynamics, GP, Microsoft, Project Accounting ● Tags: , , , , , , , ,  ● Permalink ● Shortlink ●

MS Connect Suggestion: Add Workflow To Receivings Transaction Entry and Enter/Match Invoice

● Ian Grieve ●  ● 4 Comments   ● 

Microsoft Dynamics GPThis has come up from a couple of different clients in the last few weeks. It would be good if approval workflows could be added to Receivings Transaction Entry and also the Enter/Match Invoices windows.

While there is workflow on the PO, a PO might not be fully received/invoiced so it would be good to have approval of the receivings document or the invoice.

The MS Connect suggestion can be found here.

Please take a look and cast your vote.

● Categories: Dynamics, GP, Microsoft, Microsoft Connect, Workflow ● Tags: , , , , , , ,  ● Permalink ● Shortlink ●

SQL Trigger To Automatically Enable Email Documents In Purchasing – All

● Ian Grieve ●  ● 2 Comments   ● 

Microsoft Dynamics GPThis post includes a script which amalgamates the previous two posted triggers to enable email documents (purchase orders and check remittances) into one.

The below script creates a trigger on the SY04905 table to automatically flag the remittance and purchase orders to be emailed out in PDF format and using Message IDs of REMITTANCE and PURCHASEORDER respectively.

/*
Created by Ian Grieve of azurecurve|Ramblings of a Dynamics GP Consultant (http://www.azurecurve.co.uk)
This code is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International (CC BY-NC-SA 4.0 Int).
*/
CREATE TRIGGER utr_AZRCRV_Update_SY04905_Activate_All ON dbo.SY04905 AFTER Insert AS
	-- Enable Purchase Order
	UPDATE
		Email
	SET
		EmailDocumentEnabled = 1
		,EmailMessageID = 'PURCHASEORDER'
		,EmailDocumentFormat = 3
	FROM
		SY04905 AS Email
	INNER JOIN
		inserted
			ON Email.EmailDictionaryID = 0
				AND Email.EmailSeriesID = 4
				AND Email.MODULE1 = 12
				AND Email.EmailCardID = inserted.EmailCardID
				AND Email.EmailDocumentID = 1
	-- Enable Remittance
	UPDATE
		Email
	SET
		EmailDocumentEnabled = 1
		,EmailMessageID = 'REMITTANCE'
		,EmailDocumentFormat = 3
	FROM
		SY04905 AS Email
	INNER JOIN
		inserted
			ON Email.EmailDictionaryID = 0
				AND Email.EmailSeriesID = 4
				AND Email.MODULE1 = 19
				AND Email.EmailCardID = inserted.EmailCardID
				AND Email.EmailDocumentID = 6
GO
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SQL Trigger To Automatically Enable Email Documents In Purchasing – Purchase Orders

● Ian Grieve ●  ● 2 Comments   ● 

Microsoft Dynamics GPWhen creating a new vendor there is a fair bit of information which needs to be entered and it is sometimes nice to reduce the amount which needs to be done manually; in the last post I had a script to enable the email document for Check Remittances.

The below script creates a trigger on the SY04905 table to automatically flag the purchase orders to be emailed out in PDF format and using a Message ID of PURCHASEORDER respectively.

/*
Created by Ian Grieve of azurecurve|Ramblings of a Dynamics GP Consultant (http://www.azurecurve.co.uk)
This code is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International (CC BY-NC-SA 4.0 Int).
*/
CREATE TRIGGER utr_AZRCRV_Update_SY04905_Activate_PO ON dbo.SY04905 AFTER Insert AS
	-- Enable Purchase Order
	UPDATE
		Email
	SET
		EmailDocumentEnabled = 1
		,EmailMessageID = 'PURCHASEORDER'
		,EmailDocumentFormat = 3
	FROM
		SY04905 AS Email
	INNER JOIN
		inserted
			ON Email.EmailDictionaryID = 0
				AND Email.EmailSeriesID = 4
				AND Email.MODULE1 = 12
				AND Email.EmailCardID = inserted.EmailCardID
				AND Email.EmailDocumentID = 1
GO
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