GP Tips & Tricks: A Blog for Dynamics GP Users
At a recent customer event that we hosted, we presented a Dynamics GP “Tips and Tricks” session that was meant to highlight some useful features in Dynamics GP as well as some third-party products that are designed to make using Dynamics GP easier and more effective to use. Feedback from the session was very positive, so we decided that we would turn this into a series of regular blog topics. We’ll highlight new functionality that has been recently released by Microsoft as well as some little-known features that may have existed for some time but aren’t well-known for one reason or another. Of course, Microsoft hasn’t thought of everything, so we’ll also include third-party add-ons that we think are worthy of your attention and add value to our Dynamics GP customer base.
Tips and Tricks #1: Change/Merge Vendor and Customer Accounts
Dynamics GP is a powerful ERP system that allows you tremendous flexibility in the design and structure of your Vendor and Customer ID’s. However, once these are set up in your system you might find yourself believing that you are stuck with them for eternity.
In fact, this is not the case at all.
Let’s say, you might set a policy so that all of your Vendor or Customer ID’s begin with the company name, followed by numerical digits for ease of reference. If one of those vendors or customers decides to change their company name, the Vendor/Customer ID associated with that company may no longer make any sense.
Modifying a Vendor Name
If this happens, the easiest way to solve this problem is to launch the Vendor or Customer Modifier Tool in the Dynamics GP Professional Tools Library. This is a free tool that provides you with the ability to modify the Vendor/Customer ID of a single vendor/customer, or upload a file of multiple vendors/customers that need to be changed. The Vendor/Customer Modifier Tool will change the Vendor/Customer ID as requested as well as modify all associated database tables to ensure all work, open, and history records are also updated with the new Vendor/Customer ID.
If you find yourself with duplicate vendor/customer ID’s, the Vendor/Customer Combiner Tool also allows you to merge two vendor or two customer accounts into a single account. Again, once completed the Combiner Tool will adjust all work, open, and history records to be updated and combined into the new vendor/customer record. Be sure to use this tool with extreme caution. Once the Combiner Tool finishes its magic and merges two vendor or customer accounts, this cannot be un-combined!
The function has been added to the Utilities menu for both Sales and Purchasing.
Entering the existing Vendor\Customer ID (the source) and the desired Vendor\Customer ID (the destination) will change all information about the vendor\ customer to reflect the change.
By selecting a tab delimited file you can import a large list by using the validate button to import the list to the screen. Then processing will cause all Vendor\Customers to change accordingly
Next time, I’ll discuss a great third party application that will allow you to go one step further and combine companies! Until then, never hesitate to contact the DTM Systems Team for all of your Dynamics GP questions. To find out more about Dynamics GP, email Jim Slinn directly at jim.slinn[at]dtm.ca.
Jim loves technology. He discovered this while completing his co-op work terms in the IT departments of both Transport Canada and IBM for his bachelors of business degree in 1994. Since then, Jim has blended his love of Accounting and Technology while working for the past 20 years in both private enterprise as well as public service in both the United States and Canada. He understands that every business or organization is unique and the technology that they use can make the difference between success and failure. Jim always keeps his client’s business goals in mind when he recommends a technology plan because he knows that technology is only useful if it is working towards the success of the company.