Cancelling a PO Line Created From a Purchase Requisition

● Ian Grieve ●  ● 0 Comments   ● 

Microsoft Dynamics GPCancelling a purchase order line which came from a purchase requisition should, one would think, be a simple task. However, prior to Microsoft Dynamics GP 2016 R2, this was not necessarily the case.

This recently came back to mind when a client, who has recently implemented Purchase Order Processing with Workflow approvals on the requisitions (PO Entry window has been customised to lock a lot of the fields) raised an issue with me about not being able to cancel a line on the PO. After writing and demoing the functionality of Dynamics GP 2016 R2 a few times recently, it took a few minutes to identify a workaround for them as the client was running Dynamics GP 2015 R2 (14.00.1016).

The problem, is that you cannot cancel the link to the requisition in the same way you would a Sales commitment. If you try to cancel by entering a Qty Canceled, you get this error:

Microsoft Dynamics GP - The quantity can't be changed because the remaining quantity doesn't satisfy the commitments for this line item

Microsoft Dynamics GP

The purchase order commitment can't be deleted; an attached sales line item is in use or is in history. Line items that weren't in use or in history are no longer committed to a purchase order.

Continue reading → Cancelling a PO Line Created From a Purchase Requisition

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Dynamics GP Tech Conference 2017: New Features In Workflow

● Ian Grieve ●  ● 3 Comments   ● 

Microsoft Dynamics GPThis post is part of the series I am doing on the Dynamics GP Tech Conference 2017.

There have been new features in other areas, which I will come back to, but Workflow is sort of “my thing”, so I’m going to mention the new features which are being added to Workflow 4.0 (I apparently missed the boat somewhere on the name change to Workflow 3.0?).

The coming new features are:

  • Reminder emails for Workflow – this is a feature which has been requested of ym by a couple of clients recently, so nice that I’ll be able to go back and tell them it will be in the next version.
  • Copy Workflow Step – nice to see this one added as it was one of my suggestions on MS Connect.
  • Reporting for Workflow – I’m not sure what is coming in this, but it would be nice to have some default reports showing the history of documents as they passed through the Workflow.
  • Payables Transaction Workflow – additional fields
  • PO Workflow Messages – additional fields – there are never enough fields available for the Workflow, so nice to know more will be available by default.
  • Add EFT/Bank Details to Vendor Approval Workflow – if this one is as it sounds, that will be fantastic as so many clients want this functionality. I think it only took so long as EFT isn’t anywhere near as big in the US as it is in the UK.
  • GL Account Workflow Approval – I have a couple of clients who can ditch some customisations with this one. And a few more who will be delighted so see this added.
  • Purchase Receiving Workflow – I have a few customers waiting for this one to be introduced.
  • Purchase Enter/Match Invoice Workflow – as above, a few clients are waiting for this one.

I know we can’t have everything we want, and the above are good additions to Workflow, but I still want more!

Click to show/hide the Dynamics GP Tech Conference 2017 Series Index

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Microsoft Dynamics GP July Hotfix – 2017 Mid Year Tax Update Now Available

● Ian Grieve ●  ● 4 Comments   ● 

Microsoft Dynamics GPThe Dynamics GP Support and Services Blog blog announced the availability of the Microsoft Dynamics GP July Hotfix – 2017 Mid Year Tax Update towards the end of June.

This hotfix is available for Microsoft Dynamics GP 2013 R2, 2015 r2 and 2016 R2.

While all of them have updates for the US and Canadian Payroll systems, there were three changes in the 2016 version which caught my eye:

  • Financials

    • You may not be able to view any document attachment for any OPEN Payables Document.
    • Invoice Receipt Date field added for UK installs, click here for details.
  • System

    • Scan functionality may not function with document attach

The fixes to Document Attachment are good to see, but the Invoice Receipt Date was especially interesting as it results from new legislation which came into effect on April 1st for businesses of a certain size in the UK with a duty to report on their payment practices, policies and performance. This new requirement was introduced to protect smaller businesses that suffer from late payments, which can adversely affect their cash flow and jeopardize their ability to trade.

The new Invoice Receipt Date field is available on Payables Transaction Entry (Purchasing >> Transactions >> Transaction Entry), Receivings Transaction Entry (Purchasing >> Transactions >> Receivings Transaction Entry) and Purchasing Invoice Entry (Purchasing >> Transactions >> Enter/Match Invoice).

The Doc Attach changes only effect 2016, but the new field is available in 2013, 2015 and 2016.

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Enabling the PO Email Document Without an Exchange Account.

● Ian Grieve ●  ● 4 Comments   ● 

Microsoft Dynamics GPI am very much an advocate for using the Microsoft Dynamics GP application for making changes to configuration or data rather than jumping straight to the SQL database. However, sometimes needs really must.

I was onsite with a client a few weeks ago to assist them in implementing Purchase Order Processing and, as part of this implementation, I needed to enable the emailing of the purchase order. Typically, I would do this through the Company E-mail Setup (Administration >> Setup >> Company >>
E-mail Setup
)) window, but the client is configured to use Exchange for emails and I don’t have an Exchange account on their system.

Due to my location compared to the users, it was quicker to create an SQL script to enable the email rather than trying to locate a user with the relevant permissions to screen share with:

UPDATE
	SY04903
SET
	EmailDocumentEnabled = 1
	,EmailMessageID = 'PO'
WHERE
	EmailDictionaryID = 0
AND
	EmailSeriesID = 4
AND
	MODULE1 = 12
AND
	EmailDocumentID = 1

The highlighted section is the name of the Message ID for the PO.

As always before running a script, ensure you test the script and have a good backup of your company database.

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“You cannot receive against unauthorised purchase orders.”

● Ian Grieve ●  ● 0 Comments   ● 

Microsoft Dynamics GPI am working with a client at the moment on a large scale roll-out of Purchase Order Processing with a large, complex Workflow approval process. The project started towards the end of the last financial year and into the current one. While users were performing UAT, an issue suddenly arose where a goods receipt notes could not be entered in Receivings Transaction Entry (test). When the user tried, they received the following error:

You cannot receive against unauthorised purchase orders.

Microsoft Dynamics GP

You cannot receive against unauthorised purchase orders.

Continue reading → “You cannot receive against unauthorised purchase orders.”

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Deploy SQL View to All Databases

● Ian Grieve ●  ● 1 Comment   ● 

Microsoft Dynamics GPI have a few clients who have quite a few company databases in Microsoft Dynamics GP. One of them has well over a hundred live companies. This can make deploying reports somewhat long winded when you need to deploy an SQL view to all of the databases.

Fortunately, Microsoft SQL Server has ways and means which you can use to make the process a lot easier. In this case, I am using a SQL cursor to select all of the databases from the Company Master (SY01500) and loop through them to deploy the view; the deployment is in three phases:

  • Delete any existing view with the same name (this allows for an easy redeployment).
  • Create the view.
  • Grant the SELECT permission to DYNGRP.
  • The script is posted below with a simplified PO report being created; the view name is set in the highlighted parameter near the top of the script.

    The large highlighted section is where you please the content of the view which is to be deployed.
    Continue reading → Deploy SQL View to All Databases

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    Stored Procedure To Get Next Purchase Receipt Number

    ● Ian Grieve ●  ● 1 Comment   ● 

    Microsoft Dynamics GPThis stored procedure can be executed to generate the next sequential purchase receipt number which can be used for both receivings transactions (Shipment and Shipment/Invoice) and invoices; the generated invoice was then added to the integration file which was then submitted to eConnect. I’ve written this stored procedure at least three times for different integrations, so thought it best to post it here so I don’t write it again.

    -- drop stored proc if it exists
    IF OBJECT_ID (N'usp_AZRCRV_GetNextPOPReceiptNumber', N'P') IS NOT NULL
        DROP PROCEDURE usp_AZRCRV_GetNextPOPReceiptNumber
    GO
    -- create stored proc
    CREATE PROCEDURE usp_AZRCRV_GetNextPOPReceiptNumber AS
    /*
    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 2.0 UK: England & Wales (CC BY-NC-SA 2.0 UK).
    */
    BEGIN
    	DECLARE @return_value INT
    	DECLARE @I_vInc_Dec TINYINT = 1
    	DECLARE @O_vPOPRCTNM AS VARCHAR(17)
    	DECLARE @O_iErrorState INT
    
    	exec @return_value = taGetPurchReceiptNextNumber  @I_vInc_Dec, @O_vPOPRCTNM = @O_vPOPRCTNM OUTPUT,  @O_iErrorState = @O_iErrorState OUTPUT
    	SELECT @O_vPOPRCTNM
    END
    GO
    
    -- grant execute permission on stored proc to DYNGRP
    GRANT EXECUTE ON usp_AZRCRV_GetNextPOPReceiptNumber TO DYNGRP
    GO
    
    -- execute stored proc
    EXEC usp_AZRCRV_GetNextPOPReceiptNumber
    GO

    The stored proc calls a Microsoft Dynamics GP stored procedure which actually does the work, so we are still getting the receipt number using standard functionality.

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    SQL Script Linking Purchase Orders to Purchase Requisitions

    ● Ian Grieve ●  ● 2 Comments   ● 

    Microsoft Dynamics GPI have been doing a lot of work recently on Purchase Order Processing and Workflow 2.0. One of the requests I had was for a SmartList report which allowed the purchase order (PO) to be compared back to the purchase requisition (PR) it originated from. I had to take a few minutes to investigate as I knew the link from PR to PO was maintained within the system, but I wasn’t sure of the table.

    It took me a little longer to determine which table held the link as I was expecting a company table, but instead found that the link was stored in the SOP_POPLink table (SOP60100). One fairly quick view later and I have the basis for the required report, and probably for some others in future too.

    Continue reading → SQL Script Linking Purchase Orders to Purchase Requisitions

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    You Cannot Print An Unauthorized Purchase Order

    ● Ian Grieve ●  ● 0 Comments   ● 

    Microsoft Dynamics GPThe below error message was reported to me by a user performing UAT (User Acceptance Testing) on an implementation of Purchase Order Processing and Workflow 2.0:

    Microsoft Dynamics GP - You cannot print an unauthorized purchase order

    Microsoft Dynamics GP

    You cannot print an unauthorized purchase order

    This error was somewhat surprising as it was produced when trying to print a purchase order (PO) which had been converted from a purchase requisition (PR). There was a workflow process on the PR, which had been final approved and the PO created, but there was not a workflow on the PO.

    I double checked to make sure that the old Purchase Order Enhancements (POE) Approvals functionality was disabled (it was) as the customer had previously been using this.

    It was when I was checking for POE Approvals, that I realised that, as part of the project, we had enabled the PO Commitments part of POE.

    The warning message was being produced as the PO line had exceeded the commitment budget value. Loading the PO, clicking the save button, accepting the override of the commitment budget value, reloading the PO and clicking the Print button successfully printed the PO.

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    Purchase Order Approval Workflow Automatically Rejected

    ● Ian Grieve ●  ● 4 Comments   ● 

    Microsoft Dynamics GPA client reported a problem with their PO Approval Workflow process failing whenever a PO was submitted for approval. As soon as the Submit button was pressed, the document was rejected, but did not show a user:

    Purchase Order Entry

    Continue reading → Purchase Order Approval Workflow Automatically Rejected

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