Hello Canadian Payroll Enthusiasts!

Recently, Service Canada has sent out a notice to Canadian Payroll employers advising that you should provide Records of Employment in a weekly format for 53 weeks, no matter what the employees actual pay schedule is (bi-weekly, semi-monthly, etc.)

Microsoft Dynamics GP back in 2007 (yes, I'm aging myself) added ROE 53 week capability for versions 9.0 and beyond.

In my testing as well as speaking with Service Canada, what our system currently does is acceptable to them.
I also made sure the ROE did not stop at my current pay period per year.
Example, if my current pay period per year is 24, and I have worked for more than 24 pay periods, the ROE will create with additional periods.

At this point, Service Canada is only encouraging customers to report in this fashion.

I think this recent change was more for the paper ROE’s that are still the “older” way of reporting ROE.

Here is a bit more detail about how the ROE calculates in general:

The ROE amounts and hours will pull from the Payroll Employee Summary Expand – Canada window (click Cards, click Payroll – Canada, click Employee, and then click Calculated). The data needs to be listed in the Summary Expand window to generate the ROE. When the ROE is created it will also look at the Calculated field under the LY Calculated window as well (Inquiry | Payroll - Canada | Employee Last Year Information, and then click Calculated) to collect any LY information it needs to complete the ROE.

The following tables are used: 
CPY30250 (Payroll Calculation MSTR File) 
CPY50250 (Payroll Calculation MSTR File LY)

The ROE Total Insurable Earnings information will pull from the PEIInsEarnings24 field in the CPY30250/CPY50250.
The ROE Total Insurable Hours information will pull from the PEIInsHours field in the CPY30250/CPY50250.

Microsoft Dynamics GP will find all of the calculated records for the employee (one record per employee per batch). It finds the newest (by date) record that is not marked off (PMarkOff = 0).
It then finds all of the transactions that made up this batch and grabs the transactions with the highest date.
If this was unsuccessful, and the employee did not get paid in the current year or did not have enough pay periods in the current year, it will repeat this process with the history table (CPY50250).

Be careful of the mark off........ you can check the CPY30250 and CPY50250 to see if the transactions have been marked off (PMarkedOff=1).
The CPY30250 table holds current year information and the PMarkedOff column will be a '0' up until the ROE is generated.
The CPY50250 holds the historical information. When the ROE is generated, the PMarkedOff column will flip to a '1'. So if this is marked, it prevents the information from pulling onto another ROE.

If the transactions are marked off (PMarkedoff = 1) then they will not pull on the ROE and should be reset to 0 if you need them to pull.

Thanks
Terry Heley

With minimal changes this year, yeah, the Canadian Payroll Mid-Year Tax update (effective July 1) has released.

Tax changes included for  New Brunswick

This is for GP 2010 and GP 2013
(You know my spiel, 10 customers need to upgrade as we are not providing tax updates nor year end updates for 10, most are upgrading right to GP 2013 to get the full benefit it has to offer and more changes on the horizon :-))

GP 2010 had Canadian Payroll (11.0.2207) and Project (11.00.2206) changes
GP 2013 had only Canadian Payroll (12.0.1428)

This is posted on our service pack pages for each version and the Canadian Payroll tax page

Microsoft Dynamics GP 2010
File Name MicrosoftDynamicsGP11-KB2853389-ENU.msp
https://mbs.microsoft.com/customersource/downloads/taxupdates/cagptuye2010.htm?printpage=false

Microsoft Dynamics GP 2013
File Name MicrosoftDynamicsGP12-KB2853391-ENU.msp
https://mbs.microsoft.com/customersource/downloads/taxupdates/cagptuye2013.htm?printpage=false

There are a couple of Quality Reports fixed for each version, below is information regarding the fix, fairly low impact.

Project Accounting
After you apply latest GP 2010 patch, the Project button from employee maintenance does not work properly, GP 2010 only.

Canadian Payroll fixed in both GP 2010 and GP 2013
With multi-user environment when two users are updating the same record, data was not saving correctly between CPR and HR
In the TD1 window, Employee Pays Income Tax is marked as NO, but with Bonus income only, tax is still calculated

Translated French will release soon to follow.

Hope everyone is having an awesome summer and taking some well-deserved vacation before we roll into (what I think) a busy year end!

Later,

Terry Heley

If anyone knows anything about me, Human Resource and Payroll is always near and dear to my heart!
I am super excited about what we did in Microsoft Dynamics GP 2013 service pack 2.  Many of you participated in an exercise to vote from a list of features that are most important to your daily job.
Then we compiled the list, (overwhelming response from all)  and took the top items we could get done and put them in a release less than 3 months from asking!

Now how cool is that!  Ask and you shall receive. 

I continually encourage customers and partners to provide feedback on the product and the release above shows we do listen.

All features added are based on customer feedback to make the product better, with your help we will get there.

Thanks again, the HRP following is GREAT and I'm glad to be a part of such an AWESOME group!

Click here to watch the VIDEO!

Enjoy!

Terry Heley

We are down to the last feature blog for Microsoft Dynamics GP 2013 service pack 2 and we saved the best for last!

Whenever you are talking to Microsoft Dynamics GP users, reporting always is a topic of concern.  How can I create this report?  Do you have a report that does this?

With the release of Microsoft Dynamics GP 2013 service pack 2, there is now a really cool and new way to create reports with SmartList Designer. If you have not checked this out, I encourage you to do so.

I'm not a reporting writing guru, but even I have been able to generate some reports with SmartList Designer :-)

SmartList Designer allows you to create reports based on tables found in Microsoft Dynamics GP and any third party application.  You can create new SmartLists or copy an existing SmartList.

When you are creating your report, SmartList Designer gives you a nice Result Preview of the data without going into the report so you know if have joined the tables correctly or even have the right table you wanted.

Also, don't forget when you are in core SmartList there is now collapse and expand of the left navigation pane and splitter views that are really cool, something many customers have asked for.

Check out the VIDEO and enjoy this AWESOME new reporting tool for all Microsoft Dynamics GP 2013 customers that apply service pack 2!

Happy Reporting!!

Terry Heley

The Microsoft Dynamics GP Team will be creating blog posts this year related to year-end closing processes for Microsoft Dynamics GP. Below is the schedule of upcoming blog posts.

November 12, 2013 – Payables Management
November 14, 2013 – US Payroll

November 19, 2013 – Analytical Accounting
November 21, 2013 – Fixed Assets

November 26, 2013 – Install and Upgrade
November 29, 2013 – Inventory

December 03, 2013 – Receivables Management
December 05, 2013 – Canadian Payroll

December 10, 2013 – General Ledger

We will be doing things a little different this year and publishing a slide document for the standard year-end close procedures.  A separate video will be created for all items "new" since last year-end and information we want you to pay particular attention to.  

• Here is a link to the standard Microsoft Dynamics GP "Year-End Closing  Procedures":

https://mbs2.microsoft.com/fileexchange/?fileID=8ea6254d-cd66-431d-9884-0d78029b6298

• Here is a link to the Microsoft Dynamics GP "What's New in Year-End 2013" changes:

https://mbs2.microsoft.com/fileexchange/?fileID=7b508f81-42d7-4b69-aa83-ddc867f6ec3b

• Here is a link to a comprehensive video presentation of Microsoft Dynamics GP "What's New in Year-End 2013" changes:

http://youtu.be/PYz16TPg-f8

Once each individual module is posted to the Microsoft Dynamics GP Support and Services Blog, this post will be updated to include the direct link to the individual module posts. This will enable you to use the schedule post as a main landing page.

NOTE: There will be no year-end or tax update for GP 10.0.  Please refer to Support Life cycle for Microsoft Dynamics GP 10.0.  Technical support for Microsoft Dynamics GP 10.0 will continue to be provided through Extended Support phase which will end on 10/10/2017.

The Dynamics GP team wishes you a seamless 2013 year-end!

Deseree K

It's that time again! The end of the year will be here soon, and I'd like to provide you with information you'll need ensure that your Payroll Year End goes smoothly.

The 2013 Year-End Update for GP 2010 and GP 2013 will be available tomorrow (11/15/2013) to ensure you have plenty of time to install prior to year end. In Support, we are often asked if it is OK to install the 2013 Year End Update even though 2013 payrolls are not completely processed. The answer to that is YES YOU CAN! We release the update early so you have plenty of time to install it.

This update is all inclusive of prior updates for Microsoft Dynamics GP 2010 and GP 2013.

The 2014 Round 1 Tax Update (tax table update only) will be available the week of December 16th, 2013. *Do not install this until ALL pay runs for the 2013 year are completed.

The 2014 Round 2 Tax Update will be available mid January 2014.

Please review all documentation in detail so your are well prepared for the year-end close, specifically around what has changed for this year. Click HERE to download the U.S. 2013 Year End Update manual.

Please Note: The 2013 Year-End Update and 2014 Tax Updates will not be available for Microsoft Dynamics GP 10.0 and prior versions.

When should the Year End Close be done?

The Payroll Year End Close should be processed after all pay runs have been completed in the current year, and before processing any pay runs in the new year.

Are there any changes I should know about related to the Year End Update for Payroll?

•There are NO W2 and W3 form changes

• EFW2 changes, (Electronic Filing) *Recommended if submitting electronically with GP*

• Product Quality Fixes Around Payroll Year End

For a complete list of Quality Product fixes click HERE for Microsoft Dynamics GP 2010 and click HERE for Microsoft Dynamics GP 2013.

What does the Year End Close process do?

Creates the 'Year End Wage' file with annual wage information used to generate W2s, W3s, 1099's, and Magnetic Media for the year being closed.

What steps should I take to close the year? (See KB Article 850663 for detailed instructions on each step listed below):

**First and foremost make a restorable backup of the company database so you can restore should you run into a problem.**

1.  Verify that you have installed the latest 2013 payroll tax updates. The 'Last Tax Update' should read 01/15/2013 or later in the Payroll Tax Setup Window (Microsoft Dynamics GP >> Tools >> Setup >> System >> Payroll Tax).

2.  Complete all pay runs for the current year. 

3.  Complete all month-end, period-end, or quarter-end procedures for the current year. 

4.  Make a backup of the original file.

5.  Install the Year-End Update. 

6.  Create the Year-End file. 

7.  Make a backup of the new file. 

8.  Verify W-2 and 1099-R statement information. 

9.  Print the W-2 statements and the W-3 Transmittal form. 

10. Print the 1099-R forms and the 1096 Transmittal form. 

11. (Optional:) Create the W-2 Electronic file. 

12. (Optional:) Archive inactive employee Human Resources information. 

13. Set up fiscal periods for 2014. 

14. (Optional:) Close fiscal periods for the payroll series for 2013. 

15. Install the payroll tax update for 2014. 

To recap, prior to processing a pay run in 2014 the following is:

Required:

All 2013 pay runs completed.

Year End Wage File created.

Backup of company database made.

Payroll Tax Update  for 2014 (2014 Tax Update Round 1) installed.

Optional:

Print W-2s.

Create W-2 Electronic File.

IMPORTANT TO NOTE THIS YEAR:

If you are using Microsoft Dynamics GP 2013 SP 2 or above AND you use Business Portal Human Resource Self Service Suite you will need to install the BP Hotfix.

There were table changes made in GP 2013 Service Pack 2 around Payroll Direct Deposit affected Business Portal Human Resource Self Service functionality.

Please refer to Terry's Blog 'Microsoft Dynamics GP 2013 Service Pack 2 does not seem to play NICE with Business Portal Human Resource Self Service Suite 6.0' for further details around this:

https://community.dynamics.com/gp/b/dynamicsgp/archive/2013/11/05/microsoft-dynamics-gp-2013-service-pack-2-does-not-seem-to-play-nice-with-business-portal-human-resource-self-service-suite-6-0.aspx

Here is the LINK to download the fix.

If the Year End Update is not installed prior to closing Payroll:

W2 Medicare Taxable Wages may be incorrect on printed W2's (Box 5) for employees making more than 200,000. We recommend you install the 'Year End Update'. However, you can workaround this issue by updating the FICAMWLM field in the UPR10100 table as follows: 

UPDATE UPR10100 set FICAMWLM=' ' WHERE RPTNGYR   ='2013'

Why may those using Microsoft Dynamics GP 10.0 want to upgrade?

941 may be incorrect. There were code changes implemented for the 941 Report last year. Specifically line 5d which sums FICA Medicare Wages and Tips field for employee wages over $200,000, was added . You may see employee wages over 200,000 showing up on line 7 (fractions of cents) if you are using the old 941 form. 

Assistance for Payroll Year End Close

Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx

Microsoft Dynamics Community - https://community.dynamics.com/default.aspx

Microsoft Dynamics Support - https://mbs.microsoft.com/support/newstart.aspx

If you are creating a case with the Technical Support Team for assistance with Year End close for Payroll, please refer to the category selections below to ensure you are routed to the correct Support team for assistance:

     --Support Topic Selection:    Payroll

          --Sub-topic Selection:      Year End Procedures 

Resources:

Year-end closing procedures for the Payroll module in Microsoft Dynamics GP are found in KB 850663:  http://support.microsoft.com/kb/850663

Refer to Microsoft Dynamics GP 2013 Readiness documentation/videos available for Payroll.

The 'Year-End' slide deck and the 'What's New for Year End' video should be complete within the week, and the link will be included on future blog articles.

Be sure to check back to the Year-End Schedule post for current posted blogs and upcoming blog posts related to Year-End Closing for Dynamics GP.

Here are the 2013 Year-End Update pages which will provide you with documentation and installation instructions you’ll need for a successful year-end (Available 11/15/2013):

2013 U.S. Payroll Year End Update for Microsoft Dynamics GP 2013 Download Pages:

https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye2013.htm?printpage=false

https://mbs.microsoft.com/partnersource/downloads/taxupdates/usgpye2013.htm?printpage=false

2013 U.S. Payroll Year End Update for Microsoft Dynamics GP 2010 Download Pages:

https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye2010.htm?printpage=false

https://mbs.microsoft.com/partnersource/downloads/taxupdates/usgpye2010.htm?printpage=false

Here are the pages on which you can access the latest (and previous) Tax Updates:

Latest U.S. Payroll Tax Update for Microsoft Dynamics GP2013:

https://mbs.microsoft.com/partnersource/downloads/taxupdates/tugp2013.htm?printpage=false

https://mbs.microsoft.com/customersource/downloads/taxupdates/tugp2013.htm?printpage=false

Latest U.S. Payroll Tax Update for Microsoft Dynamics GP 2010:

https://mbs.microsoft.com/partnersource/downloads/taxupdates/tugp2010.htm?printpage=false

https://mbs.microsoft.com/customersource/downloads/taxupdates/tugp2010.htm?printpage=false

I hope you find this information helpful!  Here's to a seamless Year End and a Happy New Year!

Andrea Melroe| Microsoft Dynamics GP  | Senior Support Engineer

The end of 2013 is quickly approaching, so let's get ready to close the year in Fixed Assets!  I'd like to provide you with information pertaining to what's new with the Year End Update, what the year end process does, as well as when it should be completed in Fixed Assets.  Good luck!

Changes with the release of the 2013 Year End Update you should be aware of in Fixed Assets:

Luxury Auto Maximum Depreciation Deduction Amounts: The maximum depreciation deduction amounts allowed for luxury vehicles has been updated for assets placed in service in calendar year 2013 to comply with IRS Guidelines:

http://www.irs.gov/irb/2013-12_IRB/ar07.html

Things to keep in mind when closing the year in Fixed Assets:

• When you close the year in Fixed Assets, you have to do it for each book you have setup.
• All books must be closed before you process depreciation for the new year. 
• We recommend you close the Fixed Assets year after you close the year in Payables Management but before you close the General Ledger year.

When you close the year in Fixed Assets, the following fields are updated:    

Asset General Window:

• The YTD Maintenance amount is cleared from the Expand last Maintenance Date Window.
• The Quantity is copied to the Begin Quantity field in the Expand Quantity Window.

 Asset Book Window:

• The YTD Depreciation Amount is cleared.
• Cost Basis is copied to Begin Year Cost field.
• Life to Date Depreciation is copied to Begin Reserve field.
• Salvage Value is copied to Begin Salvage field.

 Book Setup Window:

• The Current Fiscal Year is incremented to the next year.

Steps to complete the year end close process in Fixed Assets:

1. Print all the reports that you will need for the year that you are closing before closing the year.
2. **Make a backup!**
3. Follow the steps in KB865653: “The year-end closing procedures for the Fixed Asset Management module in Microsoft Dynamics GP”.
4. You must process depreciation to the last day of the year that you are closing before you close the year. (The last day of the Fixed Assets year can be confirmed by navigating to Microsoft Dynamics GP >> Tools >> Utilities >> Fixed Assets >> Build Calendar >> Inquire).

Additional information to note:

In Microsoft Dynamics GP 10.0 and Microsoft Dynamics GP 2010 do NOT manually change the year in the Book Setup window so you can run depreciation for the next year before closing the current year.  If you do this, you will encounter problems at the end of the next year.  This is because Fixed Assets compares the Yearly Depreciation Amount field to the YTD Depreciation field.  If you run depreciation for the next year by changing your fiscal year in Book Setup, when you close the current year the YTD Depreciation amount is set back to $0.00.  This includes the amount of depreciation that you calculated for the new year.  As you complete depreciation for the new year, the YTD field will be updated but the amount that was generated for the first month (or months) before the previous year was closed is not included in that YTD total.  When you get to the last period, the depreciation amount will be doubled.  The GP code and procedures will determine that not enough depreciation was taken through the year because the Yearly Depreciation Amount does not equal the YTD amount due to the first month (or months) not being included in the YTD figure.  

Microsoft Dynamics GP 2013 has historical reporting functionality. While you should always print any applicable Fixed Assets reports prior to closing the year, if you need to reprint a prior year Fixed Assets report, you can now do that in Microsoft Dynamics GP 2013!

Assistance for Fixed Assets Year End Close:

Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx

Microsoft Dynamics Community - https://community.dynamics.com/default.aspx

Microsoft Dynamics Support - https://mbs.microsoft.com/support/newstart.aspx

If you are creating a case with the Technical Support Team, please refer to the routing below to ensure you are routed to the correct Professional for assistance:  

Support Topic Selection:  Financial – Fixed Assets

Sub-topic Selection:  Year End Procedures

Resources:

Year-end closing procedures for the Fixed Assets module in Microsoft Dynamics GP: http://support.microsoft.com/kb/865653

Check out the 'What's New for Year-End' video, so COOL!!  

Be sure to check back to the Year-End Schedule post for current posted blogs and upcoming blog posts related to Year-End Closing for Dynamics GP.

Good luck and have a great Year-End!

 Andrea Melroe| Microsoft Dynamics GP  | Senior Support Engineer

Below I have outline major points you need to be aware of and links to KBs that will directly affect the Inventory module.  Year-end is pretty straight forward for Inventory so let's begin!  

When should the Inventory Control Year-end close be done?

1. The Inventory module should be closed at the end of your fiscal year, before any new transactions that would affect inventory quantities are posted.

What does the year end close process do and/or affect?

1. Transfers all of your summarized current-year quantities, costs and sales amounts to last-year, for the items which you are maintaining summarized sales history for.

2. Updates each item’s Beginning Quantity, from the Quantity on Hand, at each site.

3. Zeros the Quantity Sold field in the Item Quantities Maintenance (Cards – Inventory – Quantities/Sites) for each site.

4. Gives you the option to:

a. Remove discontinued items
b. Remove sold purchase receipts
c. Remove sold lot attributes
d. Update items standard cost

What steps should you take to close the year?

1. Enter and post all Purchase Order Processing, Invoicing/Sales Order Processing, and Inventory transactions for the current year and then continue with the steps outlined in KB872713 titled “Inventory year-end closing procedures in Inventory Control in Microsoft Dynamics GP”

Key points to remember:

1. Make restorable backups when it is recommended in KB872713

2. If you are using Sales Order Processing and/or Purchase Order Processing, be sure to reconcile each of these modules along with the Inventory module prior to closing.

a. The order in which to reconcile these modules is: SOP, POP and then Inventory.

Assistance for the Inventory Control Year End Close

Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx

Microsoft Dynamics Community - https://community.dynamics.com/product/GP/default.aspx

Microsoft Dynamics Support - https://mbs.microsoft.com/support/newstart.aspx

Back by popular demand...Microsoft Dynamics GP Year-End closing Blog Series for 2013!

If you are creating a case with the Technical Support Team, please refer to the routing below to ensure you are routed to the correct Professional for assistance.

1. Assistance with the Inventory Control Year End Close
a. Support Topic Selection: Distributions - Inventory
b. Sub-topic Selection: Inventory - Other

Resources:
Inventory year-end closing procedures in Inventory Control in Microsoft Dynamics GP
http://support.microsoft.com/kb/872713

Information about the order in which the reconcile procedures should be run in Microsoft Dynamics GP
http://support.microsoft.com/kb/864622/en-us

Inventory accidentally closed twice
http://support.microsoft.com/kb/855316

The inventory year-end close routine does not remove discontinued items in Microsoft Dynamics GP
http://support.microsoft.com/kb/872182/en-us

Be sure to check back to the Year-End Schedule post for current posted blogs and upcoming blog posts related to Year-End Closing for Dynamics GP.

Have a great Year End!

Warmest Regards,

Deseree Krumm | Microsoft Dynamics GP Support | Senior Support Engineer

I have included below, some tips to help you with the year end process in Canadian Payroll. Please note the 2013 Canadian Year-End file has not been released just yet.  
This is targeted to release the week ending December 16, 2013.

Keep checking back to the Year-End Schedule post for up to date information.

Here is what will be changing related to the Year End Update for Canadian Payroll:
***At this time, there are no required table changes needed for the update***

T4, T4A and RL-1 XML changes
No T4 or T4A form changes

2013 Bulk ROE format changes released by Rev Canada
- Blocks 10, 11 & 12 have had their date format changed
- Block 15C now needs to be blank
- Zero Pay Periods now have to be blank
-XML file format

Tax Changes for 2014
- Canada Employment Insurance (EI)
- Canada Pension Plan (CPP)
- Canada Income Tax
- British Columbia
- New Brunswick
- Newfoundland and Labrador
- Northwest Territories
- Nunavut
- Ontario
- QPIP Tax
- QPP Tax
- Quebec Provincial tax
- Saskatchewan
- Yukon

What steps should I take to close the year?
1.Complete all the pay runs for the current year.
2.Complete any necessary 2013 Payroll reports.
3.Make a backup of the data.
4.Install the 2013 Canadian Payroll Year-End Update/2014 Tax Update.
5.Complete the "Year End File Reset" process.
6.Make a backup of the data.
7.Create the T4, T4A, and RL-1 statements, and print the T4, T4A, and RL-1 reports.
8.Edit the T4, T4A, and RL-1 records as necessary.
9.Create T4, T4A, and RL-1 Summary records.
10.Print the T4, T4A, RL-1 reports and create T4, T4A and RL-1 XML file, if appropriate.
11.Verify that the Pay periods for 2014 are setup correctly.

Key Points to remember:

1.When you do the year end close it moves all your current year data into the Last Year (LY) tables and it doesn't take the date into consideration. For this reason it is very important that you complete ALL 2013 Payrolls (step 1) and then complete at least through the year end file reset (step 5) before doing any 2014 payrolls.
2.It is vital to do your install before the Year End Reset (Steps 4 and 5) because you are prompted during the Year End Reset to update Basic Personal Amounts. If you miss this you will need to restore from a backup.
3.When you do the year end file reset it changes the Basic Personal Amounts for employees. Depending on the Province it will either add a fixed amount or increase the amount by an indexation factor as determined by the Provincial Authority.
4.The 2013 Quebec Software number is not yet available but when it is issued you can find it on the Year End Release found in the Resources below.
5.Be sure to make backups when indicated in the complete steps.

Assistance for Canadian Payroll Year End Close:

Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx
Microsoft Dynamics Community - https://community.dynamics.com/product/GP/default.aspx
Microsoft Dynamics Support - https://mbs.microsoft.com/support/newstart.aspx

Resources:

Year-end closing procedure for the Canadian Payroll module in Microsoft Dynamics GP:
https://support.microsoft.com/kb/861806

Partner Download:

GP2013
https://mbs.microsoft.com/partnersource/downloads/taxupdates/cagptuye2013.htm?printpage=false
GP2010
https://mbs.microsoft.com/partnersource/downloads/taxupdates/cagptuye2010.htm?printpage-false

Customer Download:

GP2013
https://mbs.microsoft.com/customersource/downloads/taxupdates/cagptuye2013.htm?printpage=false
GP2010
https://mbs.microsoft.com/customersource/downloads/taxupdates/cagptuye2010.htm?printpage=false

Back by popular demand...Microsoft Dynamics GP Year-End Closing Blog Series for 2013!

https://community.dynamics.com/gp/b/dynamicsgp/archive/2013/11/07/back-by-popular-demand-microsoft-dynamics-gp-year-end-closing-blog-series-for-2013.aspx?WT.mc_id=BlogPost

Be sure to check back to the Year-End Schedule post for current posted blogs and upcoming blog posts related to Year-End Closing for Dynamics GP.

Good luck and have a great Year-End 2013!

Warmest Regards,

Deseree Krumm | Microsoft Dynamics GP Support | Senior Support Engineer

Hello Everyone!   This is the final article in the 2013 Year End Close blog series.  I hope this information has been helpful to you.  This article focuses on the Year-End Close procedures for General Ledger.

Does the Year-End Update include any changes for the General Ledger Year-End Closing process?

No, there are no changes in the Year End Update for the General Ledger year-end closing process.  

Is there any new functionality in Microsoft Dynamics GP 2013 for the GL YEC process?

Yes, there is some new functionality for the GL YEC process in Microsoft Dynamics GP 2013 that may be useful to you.  The new features around the Year-End close process include:

• The Year-End Closing window now has a checkbox for Maintain Inactive Accounts.  If this is unmarked, then any inactive GL accounts without any activity or a balance will be removed during the YEC process (See KB 2452542 for criteria).  If you mark this checkbox, then you have the option to keep All Inactive Accounts, or just those With Budget Amounts. 
• The Year-End Closing window now has a progress bar on it with 7 steps.  Hopefully having a progress bar will allow the user to see that it is still running, so they can just let it run to completion.
• In the Unit Account Maintenance window, there is a new checkbox to Clear Balance During Year-End Close, so you can have the unit account balances automatically cleared for you.  (KB 857582 will still work as well.)  

When should the Year End Close for General Ledger be done?

The Year-End Close (YEC) process for General Ledger should be done after you have completed the Year End close process for all other modules.  (See KB 888003 for the suggested order to close the modules.)

What does the Year End Close Process do and /or affect?

The GL Year-End Close process closes all Profit and Loss accounts to the Retained Earnings account.  All Balance Sheet account balances are rolled forward to the new year by having Balance Brought Forward (BBF) entries created.  All GL open records (GL20000) are moved to the historical table (GL30000).   Inactive GL accounts without a balance and no historical transactions are removed.  The Year  that was just closed is marked as historical.   If installed and activated, the Analytical Accounting (AA) module is also automatically closed along with GL.

What steps should I take to close the year?

Print and follow the checklist available for the Year-End close process for General Ledger in KB 888003 - Year End closing procedures for General Ledger in MIcrosoft Dynamics GP.   This article provides great information for all aspects of the Year End Close process, links to sub-module KB articles, the suggested order to close the sub-modules, as well as a valuable Frequently Asked Question section at the end of the article which addresses many common customer concerns with YEC. 

Key points to remember:

• ALWAYS have a current backup before you close the year!  If you receive any errors during the year-end close process, make a screenprint of the error message, and restore to your backup immediately.

• Have all users out of Dynamics GP when you perform the YEC process.

• Perform the YEC process at the server. 

• Make sure there is enough room for the files to double in size at one point during the YEC process.  

• Follow the checklist and suggested order to close the modules as listed in KB 888003.  Review the FAQ section at the end of this document for common issues.

• By far the greatest numbers of support cases we see have to do with the Account Posting Types (ie. Balance Sheet or Profit & Loss) not being set correctly before the YEC takes place. It may be time-consuming task to review all GL account types beforehand, but this is essential to avoid an unwanted balance getting closed or carried forward or an incorrect Retained Earnings amount getting generated because of the incorrect account type.

• It is always recommended to perform a test run of the GL close in a TEST Company first to determine if there will be any unexpected errors or warning messages during the close (such as running out of processing space or getting a message to Move Data to History in the Analytical Accounting module, etc.). It also lets the user gauge how long the actual close will take. The resulting YEC report can then be reviewed for accuracy and account balances can be verified by the accounting team.  If the close is not correct in the TEST company, the user can then adjust the Account Posting Type settings in the LIVE company and help avoid post-close account adjustments (or SQL corrections) that may raise inquiry in future audit-type activity.

• The second most common case we see in Support is the user not letting the YEC process run to completion.  The system might appear to hang or stop processing and the user may be unsure if the process is still running.  The majority of the YEC activity is being performed at the SQL server, where the table data is getting created, cleared and moved at a rapid rate.  The last step is to print the YEC report so is the best indicator that the process has completed.   So make sure users know to just LET IT RUN to completion no matter how long it may take.

• We have also see users click the 'Close Year' button twice on the YEC window and two years get closed by mistake.  Although the user is likely to get prompted by a default warning (open batches exist or the next fiscal year has not been created) that will allow them to stop the close, we do see several incidents where the second closing is accidentally started in error and then stopped by the user. This often leaves invalid data in the tables as well as incorrect historical year assignments that may need to be corrected with SQL data-fixing activities. In this circumstance it is best to immediately restore to the backup made before the close and restart the closing process again for the correct year and insure the second close-out is avoided.  If there is no backup, a consulting service will be needed to reopen the year.

• We do stress that Backups be made (and kept in a separate location) for the pre-close and post-close company databases. This recommendation is just in case something does go wrong during the close that may not be immediately recognized by the accounting team afterward.  Having the pre/post close databases will allow the user to recreate the close again in a TEST environment and better determine if there was a processing issue during the close or if there was faulty data present in pre-close environment that has just recently been detected in the LIVE data.

• Please note that there is not a utility or SQL scripting option available to “re-open” a closed year through the regular support channels to make a historical year change. Unfortunately, we have been seeing more instances of Bootleg-type of SQL scripting being made available to users to re-open the closed year independently. We need to stress this is not recommended or even supported through our regular support channels.

Microsoft does offer a ‘GL Year-End Undo' service for to reopen a closed year. As this is a billed consulting service, it is provided on a case-by-case basis and usually offered as a last-ditch effort to correct closed year issues or to perform audit adjustments to closed years. If needed, please make the request through a regular support case or contact the Partner Advisory Team at PAT@Microsoft.com .  (Please note that Partner Advisory Hours (PAH) will be decremented to pay for the service.)

• One additional GL YEC item I would like to point out is an issue we have been seeing in regards to Multicurrency. If you are not using Multicurrency and NOT closing to divisional accounts, you need to not only insure that Close To Divisional Account Segments is not selected in the General Ledger Setup window (Microsoft Dynamics GP menu | Tools | Setup | Financial | General Ledger), you need to insure the GL Setup Table (GL40000) holds this distinction correctly.  If you mark and unmark it, the SQL table may still hold the incorrect setting for this checkbox, which causes issues with the non-Multicurrency version of the YEC report and the Retained Earnings amount may display incorrectly (even though the actual YEC JE was created correctly). Please note that this issue was fixed in Microsoft Dynamics GP 2013.

In order to avoid such result in this circumstance, you can run the following SQL script against the company database to insure the GL40000 is set correctly before the close:

                  update GL40000 set DIVACTSG = 0

• Last, the YEC report does not have a reprint capability.  If the user needs to regenerate this report the best option would be to restore the backup made prior to the close into a TEST environment, repeat the close  in the TEST environment toregenerate the report. The report should be identical to the actual YEC report.

Assistance for General Ledger Year End Close

Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx
Microsoft Dynamics Community - https://community.dynamics.com/default.aspx
Microsoft Dynamics Support - https://mbs.microsoft.com/support/newstart.aspx

Reach the proper support team for your questions directly related to General Ledger by using the follow categories when logging the support incident:
   -Support Topic: General Ledger
   --Sub-Topic: Year End Closing

Please be sure to enter a detailed description of the issue you have or a screen print of the error received.

Resources:
A few additional KB articles that point out other common issues for the YEC process in GL are:

864913 – Changing the posting type on an account after you close the year in General Ledger in Microsoft Dynamics GP
http://support.microsoft.com/kb/864913

871679 - How to set up an adjusting period in General Ledger in Microsoft Dynamics GP
http://support.microsoft.com/kb/871679

850615 - How to use divisional retained earnings accounts in General Ledger in Microsoft Dynamics GP
http://support.microsoft.com/kb/850615

850741 - Error message when you try to perform the year-end closing process in General Ledger in Microsoft Dynamics GP: "Retained Earnings account not found”
http://support.microsoft.com/kb/850741

857582 How to clear beginning balances for unit accounts in General Ledger in Microsoft Dynamics GP
http://support.microsoft.com/kb/857582

856550 – Error message when you try to post a transaction in General Ledger in Microsoft Dynamics GP after the year is closed: “Year End Close is still in process and batches cannot be posted”
http://support.microsoft.com/kb/856550

2452542  - Inactive GL Accounts deleted during Year-End Close process for General Ledger in Microsoft Dynamics GP
http://support.microsoft.com/kb/2452542

YEC Links:

 To check out the Year-End Close blog schedule and other YEC information, please click HERE.

*** To check out the 2013 Year-End Video presentation, please click HERE: ***

We hope that you found this information helpful and that you have a successful Year-End!!  If there is any feedback or suggestions on this YEC blog series, please let us know.  Have a great year-end!

Thank you!
Cheryl W. | Microsoft Dynamics GP | Financials Support

The most common reason we are seeing the Benefit, Deduction and/or Pay Code amounts appearing as doubled on the W-2 is as follows:

The Benefit, Deduction and/or Pay Code contain the same W-2 Box and W-2 Label more than once.  To verify if this is your situation, please check out the following:

A. Benefit:

Open the HR and Payroll Navigation Pane. On the Cards menu, select Benefit.  In the Employee Benefit Maintenance window, select the Employee ID and the Benefit Code.  We have four boxes available to enter box and label information.  Click the W-2 Box field’s right scrolling arrow.  Does the value change to 0 or a different value for the W-2 Box and blank or a different value for the W-2 Label?  If not, you probably have the same W-2 Box and W-2 Label entered more than once for this specific Employee ID and Benefit Code.  

Note: If this Benefit has the same W-2 Box and W-2 Label entered more than once for a benefit it shouldn’t be, you can change it at the Benefit Setup (on the Setup menu, select Benefit) level and roll down your changes.  Before making a change at the Benefit Setup level and rolling down the changes in the live company, make sure you make a complete restorable backup in case there is any unwanted data changes and/or losses.  You could set up a test company to verify your testing as well.  Here is a KB on how to do this:

885542  How to create a test or historical company in Payroll or in Canadian Payroll in Microsoft Dynamics GP
http://support.microsoft.com/kb/885542/en-US

You could also look at the UPR00600 table (Payroll Benefit Master).  This table is what the Employee Benefit Maintenance window pulls from.  For example, in SQL Server Management Studio, you could run the following select statement against the company database:

select W2BXNMBR, W2BXLABL,
       W2BXNMBR2, W2BXLABL2,
       W2BXNMBR3, W2BXLABL3,
       W2BXNMBR4, W2BXLABL4, x.*
from UPR00600 x
inner join (select EMPLOYID, BENEFIT from       
              (select EMPLOYID, BENEFIT, cast(W2BXNMBR as char(50))+W2BXLABL as CombinedStr from UPR00600 a where W2BXNMBR <> 0
              union all
              select EMPLOYID, BENEFIT, cast(W2BXNMBR2 as char(50))+W2BXLABL2 as CombinedStr from UPR00600 b where W2BXNMBR2 <> 0
              union all
              select EMPLOYID, BENEFIT, cast(W2BXNMBR3 as char(50))+W2BXLABL3 as CombinedStr from UPR00600 c where W2BXNMBR3 <> 0
              union all
              select EMPLOYID, BENEFIT, cast(W2BXNMBR4 as char(50))+W2BXLABL4 as CombinedStr from UPR00600 d where W2BXNMBR4 <> 0) e
              group by EMPLOYID, BENEFIT, CombinedStr
              having count(*) > 1) y
              on x.EMPLOYID = y.EMPLOYID and x.BENEFIT = y.BENEFIT


If you find values returned that are not supposed to have duplicates, here is a specific update statement for the scenario where first W-2 Box and W-2 Label and second W-2 Box and W-2 Label are the duplicated and the second W-2 Box and W-2 Label are supposed to be blank.  

update UPR00600
set W2BXNMBR2 = '', W2BXLABL2 = ''
where ((W2BXNMBR=W2BXNMBR2) and (W2BXLABL=W2BXLABL2))
and W2BXNMBR > ''
and W2BXLABL > ''
and DEX_ROW_ID = XXX

Replace XXX with the DEX_ROW_ID of the record that needs to be updated.

B. Deduction:

Open the HR and Payroll Navigation Pane. On the Cards menu, select Deduction.  In the Employee Deduction Maintenance window, select the Employee ID and the Deduction Code.  We have four boxes available to enter box and label information.  Click the W-2 Box field’s right scrolling arrow.  Does the value change to 0 or a different value for the W-2 Box and blank or a different value for the W-2 Label?  If not, you probably have the same W-2 Box and W-2 Label entered more than once for this specific Employee ID and Deduction Code.  

Note: If this Deduction has the same W-2 Box and W-2 Label entered more than once for all employees and it shouldn’t be, you can change it at the Deduction Setup (on the Setup menu, select Deduction) level and roll down your changes.  Before making a change at the Deduction Setup level and rolling down the changes in the live company, make sure you make a complete restorable backup in case there is any unwanted data changes and/or losses.  You could set up a test company to verify your testing as well.  Here is a KB on how to do this:

885542  How to create a test or historical company in Payroll or in Canadian Payroll in Microsoft Dynamics GP
http://support.microsoft.com/kb/885542/en-US

You could also look at the UPR00500 table (Payroll Deduction Master).  This table is what the Employee Deduction Maintenance window pulls from.  For example, in SQL Server Management Studio, you could run the following select statement against the company database:

select W2BXNMBR, W2BXLABL,
       W2BXNMBR2, W2BXLABL2,
       W2BXNMBR3, W2BXLABL3,
       W2BXNMBR4, W2BXLABL4, x.*
from UPR00500 x
inner join (select EMPLOYID, DEDUCTON from      
              (select EMPLOYID, DEDUCTON, cast(W2BXNMBR as char(50))+W2BXLABL as CombinedStr from UPR00500 a where W2BXNMBR <> 0
              union all
              select EMPLOYID, DEDUCTON, cast(W2BXNMBR2 as char(50))+W2BXLABL2 as CombinedStr from UPR00500 b where W2BXNMBR2 <> 0
              union all
              select EMPLOYID, DEDUCTON, cast(W2BXNMBR3 as char(50))+W2BXLABL3 as CombinedStr from UPR00500 c where W2BXNMBR3 <> 0
              union all
              select EMPLOYID, DEDUCTON, cast(W2BXNMBR4 as char(50))+W2BXLABL4 as CombinedStr from UPR00500 d where W2BXNMBR4 <> 0) e
              group by EMPLOYID, DEDUCTON, CombinedStr
              having count(*) > 1) y
              on x.EMPLOYID = y.EMPLOYID and x.DEDUCTON = y.DEDUCTON

If you find values returned that are not supposed to have duplicates, here is a specific update statement for the scenario where first W-2 Box and W-2 Label and second W-2 Box and W-2 Label are the duplicated and the second W-2 Box and W-2 Label are supposed to be blank.  

update UPR00500
set W2BXNMBR2 = '', W2BXLABL2 = ''
where ((W2BXNMBR=W2BXNMBR2) and (W2BXLABL=W2BXLABL2))
and W2BXNMBR > ''
and W2BXLABL > ''
and DEX_ROW_ID = XXX

Replace XXX with the DEX_ROW_ID of the record that needs to be updated.

C. Pay Code

Open the HR and Payroll Navigation Pane. On the Cards menu, select Pay Code .  In the Employee Pay Code Maintenance window, select the Employee ID and the Pay Code.  We have four boxes available to enter box and label information.  Click the W-2 Box field’s right scrolling arrow.  Does the value change to 0 or a different value for the W-2 Box and blank or a different value for the W-2 Label?  If not, you probably have the same W-2 Box and W-2 Label entered more than once for this specific Employee ID and Pay Code.  

Note: If this Pay Code has the same W-2 Box and W-2 Label entered more than once for all employees and it shouldn’t be, you can change it at the Pay Code Setup (on the Setup menu, select Pay Code) level and roll down your changes.  Before making a change at the Pay Code Setup level and rolling down the changes in the live company, make sure you make a complete restorable backup in case there is any unwanted data changes and/or losses.  You could set up a test company to verify your testing as well.  Here is a KB on how to do this:

885542  How to create a test or historical company in Payroll or in Canadian Payroll in Microsoft Dynamics GP
http://support.microsoft.com/kb/885542/en-US

You could also look at the UPR00400 table (Payroll Pay Code Master).  This table is what the Employee Pay Code Maintenance window pulls from.  For example, in SQL Server Management Studio, you could run the following select statement against the company database:

select W2BXNMBR, W2BXLABL,
    W2BXNMBR2, W2BXLABL2,
    W2BXNMBR3, W2BXLABL3,
    W2BXNMBR4, W2BXLABL4, x.*
from UPR00400 x
inner join (select EMPLOYID, PAYRCORD from     
    (select EMPLOYID, PAYRCORD, cast(W2BXNMBR as char(50))+W2BXLABL as CombinedStr from UPR00400 a where W2BXNMBR <> 0
    union all
    select EMPLOYID, PAYRCORD, cast(W2BXNMBR2 as char(50))+W2BXLABL2 as CombinedStr from UPR00400 b where W2BXNMBR2 <> 0
    union all
    select EMPLOYID, PAYRCORD, cast(W2BXNMBR3 as char(50))+W2BXLABL3 as CombinedStr from UPR00400 c where W2BXNMBR3 <> 0
    union all
    select EMPLOYID, PAYRCORD, cast(W2BXNMBR4 as char(50))+W2BXLABL4 as CombinedStr from UPR00400 d where W2BXNMBR4 <> 0) e
    group by EMPLOYID, PAYRCORD, CombinedStr
    having count(*) > 1) y
    on x.EMPLOYID = y.EMPLOYID and x.PAYRCORD = y.PAYRCORD

If you find values returned that are not supposed to have duplicates, here is a specific update statement for the scenario where first W-2 Box and W-2 Label and second W-2 Box and W-2 Label are the duplicated and the second W-2 Box and W-2 Label are supposed to be blank. 

update UPR00400
set W2BXNMBR2 = '', W2BXLABL2 = ''
where ((W2BXNMBR=W2BXNMBR2) and (W2BXLABL=W2BXLABL2))
and W2BXNMBR > ''
and W2BXLABL > ''
and DEX_ROW_ID = XXX

Replace XXX with the DEX_ROW_ID of the record that needs to be updated.

Once the field(s) are updated correctly in the table(s), for the W-2s to be updated automatically, you can recreate your year end wage file.  However, if you have made numerous edits to your W-2s, if the year end wage file is removed, these edits will be removed as well.  To maintain your W-2 edits, you would want to edit the W-2s again to adjust the doubled amounts so they are correct.

I hope this helps you with fixing any Benefit, Deduction and/or Pay Code amounts that are incorrectly doubled on the W-2!

Hello there and greetings from GP Support!  

I am not sure if all users are aware the popular PSTL tool (Professional Services Tool Library) is now available for you to install from the media for version 2010 sp4 and forward.  That is great news and no longer will you need to engage support or your Partner to have access to these valuable tools!  The Professional Services Tools Library (PSTL) provides greater flexibility with your solution, ensures data integrity, and increases the productivity and efficiency of your solution. This powerful suite of tools can help you change your critical data quickly and accurately. The entire library of Professional Services Tools offers a full range of data customization and control utilities. 

I encourage you to use the PDF below and get this great tool loaded for your institution today - it may save you a call to support and make your life a little easier!

Have a great day!

Well, if you have not heard, R2 for Microsoft Dynamics GP 2013 is now available!
We are very excited to announce the release and all the features it has to offer.  Check it out today!!

Microsoft Dynamics GP 2013 Product Download Page  - NEW DVD including R2!
Customers - Click HERE
Partners - Click HERE 

Microsoft Dynamics GP 2013 Service Pack, Hotfix and Compliance Update Page  - Download the R2 Patch!!
Customers - Click HERE
Partners - Click HERE

Check out the FIX LIST and installation steps for R2 in the GP2013R2_update_guide_ENUS.pdf!

What’s New .chm
https://mbs2.microsoft.com/fileexchange/?fileID=7208cf61-1526-4d38-b0ea-0d65d4081208

Continue to watch the blog series about all the new features, documentation and VIDEOS!!!
https://community.dynamics.com/gp/b/dynamicsgp/archive/2014/04/22/microsoft-dynamics-gp-2013-r2-new-feature-blog-series-schedule.aspx

Here are the version updates for R2!  

Starting in Microsoft Dynamics GP 2013 R2 the Back Up Company and Restore Company windows, found under Microsoft Dynamics GP, then Maintenance and then Backup and Restore, have been changed to allow users to use a Microsoft Azure Storage Blob to hold their Microsoft SQL Server database backups. Both windows have been changed to add the Use Microsoft Azure storage option:

Prerequisites

First, if you attempt to select the option when Dynamics GP 2013 R2 is running on a build of Microsoft SQL Server prior to 2012 SP1 CU2 (build 11.00.3339) you will receive the following message:

The other prerequisites involve the configuration of Microsoft Azure itself, and those steps include:

1) Create a Microsoft Azure Storage Account:

a. http://azure.microsoft.com/en-us/documentation/articles/storage-create-storage-account/

2) Create a Blob Container:

a. http://msdn.microsoft.com/en-us/library/74edd1fd-ab00-46f7-9e29-7ba3f1a446c5

Using Windows Azure Blob Storage in Microsoft Dynamics GP 2013 R2

In order to utilize the Use Microsoft Azure storage option to store your Dynamics GP database backups you need to do the following:

1) In the Azure Dashboard:

a. Create a Storage Account

b. Create a Blob Container

2) Log into Dynamics GP 2013 R2 as a user who is also an administrator in SQL Server.

3) Navigate to Microsoft Dynamics GP, then Maintenance, then Backup or Restore.

4) Mark Use Microsoft Azure storage.

5) Browse to the storage account you created in step 1. Select the Containers tab on the top of the page, make note/copy the URL field. This will go in the URL to containerfield on the Dynamics GP Backup and Restore windows.

6) From the bottom center of the web page, click MANAGE ACCESS KEYS. The storage account information is displayed. The STORAGE ACCOUNT NAME and PRIMARY ACCESS KEY will be required in the Storage account name and Access keyfields on the Dynamics GP backup and restore windows. 

7) Click Verify Accountto ensure your information is correct. You will see the following if the test is successful:

8) Note the File Namethat will be used and change it if necessary.

9) Click OKto backup or restore the database.

We hope you’re as excited about this new functionality as we are here on the team.

Enjoy!

Microsoft Dynamics GP now has a new workflow system, loud cheers from the crowd!!

This is fantastic because now it will be easier to deploy, easier to access, and easier to customize, who doesn't want that!

The workflow design experience is now in a Microsoft Dynamics GP window, replacing the prior workflow system, and removing the dependency on SharePoint. 

This system allows users to design workflows, such as approval paths, for documents in Dynamics GP.

The workflow approvals can be completed within the user interface, and there is the option to approve them external to the user interface using the link on the notification email.

 In Microsoft Dynamics GP 2013 R2, four workflow types will be available for use in the new system:

Purchase Order Approval
Purchase Requisition Approval
Payroll Timecard Approval
Project Timesheet Approval
**Other workflow types will be available in future releases.

Click HERE to review detailed documentation on the new GP 2013 R2 WORKFLOW!!!

Alright, we've settled in with GP2013, and are enjoying the Document Attach feature - "It's great", you say, "but…a little limited. There are only a few places Document Attach exists." Au contraire - now with Microsoft Dynamics GP2013 R2, that is.

As its designed, the out-of-the-box Dynamics GP 2013 R2 will allow virtually any note window to have documents attached to the note, and accessed it is the same as you would access OLE notes, but instead opens the familiar Document Attachment Maintenance window we know and love.

Your documents will be centrally stored in the database, and accessible whenever you are in Dynamics GP 2013.

 "But…", you say, "I have OLE attachments…lots of them. What happens to them? Am I still able to access them?

You are able to access them. Any OLE notes 'containers' that already exist will still be available, AND you will be able to continue to attach links and documents in the existing containers. When OLE Notes are present, the attachment icon button becomes a drop-down button. This allows you to select if you want the OLE Notes container, or the Document Attachment Maintenance window.

"Our team loves OLE Notes, and we aren't yet ready to part ways. Why can't I add new OLE containers?" As you wish. If your company, or client's company, isn't yet ready to commit to Document Attach, there is an INI setting that will allow your users to continue adding new OLE Notes.

IsDocAttachNoteDDL=True
 

When using the INI setting, the attachment icon button becomes a drop-down button. This allows you to select if you want the OLE Notes container, or the Document Attachment Maintenance window.

Note: It is not advisable to 'mix' using both Document Attached documents and OLE Notes. It's best to choose Document Attachment or OLE Notes for your document storage.
A primary concern is that when the time comes to switch fully to Document Attach, it may be very difficult to sort-through and clean-up the documents.

"WOW! You state such great points. You have won me over completely", you state enthusiastically, "But we have many, many OLE Notes, with attachments and links. Whatever are we to do?"

Never fear. We have the OLE Notes Maintenance Utility

I won't go into the utility in detail - it's not complex and it will walk you through its usage. But I will point out a few highlights and points to watch-out for.

• Any user running the utility must have SQL Administrator rights - Just having Windows Administrator rights is not sufficient.
• The user must be able to access SQL to read the companies, and to write to the database.
• This level of security also meant to prevent most users from running the utility, and potentially extracting valuable documents they aren't normally able to access.
• The utility must be run twice, at a minimum. The first time to Extract the OLE documents and Links.
  The second time to import the extracted documents.
• OLE Notes are stored in a folder, rather than a database. So different users may have different OLE Notes containers.

You may need to run the utility multiple times to extract and import all documents from all existing OLE repositories. This is unlikely to be common, but it should be investigated.

• A folder must be chosen to store the exported files.
• The folder's location must be large enough to hold the exported files.
• It also should be secure - there may be valuable documents that you don't want everyone to read.
• The utility is only able to properly extract documents and links that it is able to 'read'. So if there were a '.doc' file, but Microsoft Word was not installed, it would not be able to read nor export the file.
• To reiterate for OLE Links, if the link is not 'reachable', the file linked-to will not be exported.
• The normal rules for Document Attach also apply here. If the OLE Attachment is larger than 2GB, it cannot be imported into the Document Attach Maintenance window.

When the links are exported, they are given the name on the link. But when the attachments are exported, there is no name associated. OLE is not a folder. It stores the Bits and what is needed to read it properly. So all exported documents will have names like 'Exported_1.doc', 'Exported_2.xls', etc…

The file names may be edited within the Document Attachment Maintenance window.

To recap:

• Document Attach is the new OLE Notes.
• You are still able to access existing OLE Notes
• With the Dex INI setting, you can continue to add new OLE Notes
• The OLE Notes Maintenance utility will assist you in converting OLE Notes to attached documents.

Here is to another AWESOME feature of Microsoft Dynamics GP 2013 R2....ENJOY!

Click HERE for detailed documentation on this feature.

Lee Butenhoff

With the release of Microsoft Dynamics GP 2013 R2 we have started the replacement process of Business Portal Human Resource Self Service Suite.   This is a very exciting time and will give us more opportunity to deliver on items that customers have asked for that we could not do with Business Portal architecture.

One of the many needed items was a more robust WORKFLOW.  With the new workflow all the different module types will have the same workflow engine, how nice is that?  You do not have to learn a workflow engine for HRM or a workflow engine for requisitions it now all uses the same process which is great.

We can also modify the email communications that are sent to the employee which many of you asked for in the past AND you can approve the item through a device, astonishing....

I want to emphasize that the Timecard Entry released in GP 2013 R2 is very similar to what was in Business Portal HRMSS, so if you know it, you pretty much are a pro already!
With that being said you also know this will not replace a typical time clock system with sophisticated business rules or a required clock in and clock out thumb print.

All of the setup that you typically did in Business Portal is now all built into the Microsoft Dynamics GP 2013 R2 product.  If you used Business Portal in the past, nothing will migrate over this is all new to use and setup.

I'm really thrilled about some of the small changes that were added to this new product which customers considered pain points with Business Portal.
I would like to call out a few for you:

1. With the new workflow we can modify email communications specific to your company needs.

2. Active directory hierarchy is used to determine relationship based approvals.

3. PAY SCHEDULES....just that word in Business Portal gave me a headache...so many customers had issues with our pay schedule setup and restrictions....well NO MORE.
Less restrictions, more flexibility, editing allowed, no nasty errors, easily assigned, all in all better, I hope!! 
I went thru cases and setup many schedules based on what customers had sent us and it seems to work, it is pretty much free for all :-) so we will see how you like it.

4. There is a new Admin Code on the Time on Behalf Code setup.  What this does is designate a time on behalf code as an administrator code. This means that all active employees, employee classes, and departments for the time on behalf code are selected. Any new employees, employee classes or departments that are added to the code are selected.   This is nice as some customers had that one user in the company is a time on behalf for all people with this Admin option; they will not have to add new employees each time.  Easier setup for you!

5. Default checkbox added to the Timecard Assignment Setup. If you mark DEFAULT for the assignment code, this code acts as a default assignment code for employees that are NOT assigned codes.  The Default checkbox is nice to use and less setup is needed when the box is marked.  This was not functionality of Business Portal.

6. Each employee will be a Microsoft Dynamics GP user.  Then you tie this user to your employee. Navigate to HR & Payroll; click  Employee  from the Card area page.  This will bring you into the Employee Maintenance window, choose Additional Information. This is stored in the UPR00100 Payroll Master table column USERID and each employee that wants access to enter timecards needs to have a GP User ID setup.

7. Out of the box, this will update both Payroll and Human Resource, no reconcile needed, double yea!

8. You will need to deploy Web Client and that is what an employee will log into (site) to see their employee home page (limited to what we restrict them to see), currently just timecard entry.  In the future you will see your pay check, W4, employee profile, etc.  This summer we will also be releasing apps that an employee can log their time through an app which I demo'd at Convergence 2014 on my Surface..more to come.

Here is a quick guide of what needs to be setup for Time Cards to work.
(Don't forget to setup your Workflow to see your Submit button available)

1. Setup Payroll Timecard Approval Workflow
2. Timecard Options in Payroll Setup
3. Setup up the employee Pay Schedules in Pay Schedule setup and assign to the employees.
4. Create a timecard restriction and assign to your employees
5. Create Batch Prefixes and assign to the appropriate employee
6. Create Timecard Assignments and make sure to choose one of them as a default option, assign to employees as necessary.
Assign Timecard Assignments to employees if you do not want to use the default option, under Cards | Payroll | Timecard Assignments
7. Assign your employee a GP User ID under Employee Maintenance | Additional Information
8. For Managers direct report, create a Supervisor Codes and assign the Supervisor code to the correctly employees in employee maintenance
9. Optional, create a time on behalf code, assign to employee if created

As you can see lots of change, but change is good.  Start tinkering around with this new Time Entry and you can start to use it and still keep your existing Business Portal deployed as well.

The rest of the Business Portal replacement work will happen in GP 2015 release which is right around the corner.

Timecard Entry Documentation

Enjoy!

With love and dedication for HRP 

Terry Heley

With the release of Microsoft Dynamics GP 2013 Round 2, there are two new Receivables Management features I’m excited to share with you!

Feature #1 – Print Remaining Documents – Statements:

The Print Remaining Documents – Statements feature was added to allow a user to email and print customer statements at the same time without duplication.

In the past, if a user chose to print statements for a large group of customers, Microsoft Dynamics GP would send a statement for every one of those customers even if some were set up to have statements emailed using Microsoft Word Templates. This would cause unnecessary duplication of some customer statements.

In the previous versions, you could either email all statements or print all statements. It was not possible to do both at the same time.

When the Print Remaining Statements check box is selected and the Email button clicked in the Print Receivables Statements window (Microsoft Dynamics GP >> Tools >> Routines >> Sales >> Statements), Microsoft Dynamics GP will:

1. Generate emails for all customers set up to receive statements via email using Microsoft Word Templates.

2. After all emails have been generated, Microsoft Dynamics GP will then print all remaining statements for customers included in the group who did not receive an email:

 
Feature #2 – Email Address Based on Document Type – Customers:

The Email Address Based on Document Type - Customers feature was added to allow the user to assign specific and/or multiple email addresses to specific Sales Document Types for each Customer.
 
In the previous versions of Microsoft Dynamics GP 2013, if you wanted to send the Receivables Invoice to one email address and the Customer Statement to a different email address, then you would have to modify the email address in the Customer’s Internet Information window.

With the new functionality, when the Enable radio button under Email-Address based on Doc Type is active in the Customer Email Options window (Cards >> Sales >> Customer >> Email button), you can assign specific and/or multiple email addresses by clicking on the Email Address button (ellipsis) next to the document type:

This will open the new Email Address Based On Document Type window, where a user can select the appropriate check box next to each email address or addresses to assign them to that specific document type. It is also possible to assign the same email settings to other document types in the Email Address Based On Document Type window:

 
Please click on the following link for detailed documentation on what’s new in Microsoft Dynamics GP 2013 R2 Financials:

Microsoft Dynamics GP 2013 R2 Financials New Features and VIDEO!!


Enjoy!

Andrea

We all like it when the word FREE is in the title right?

To all my dear HRP friends who have asked over and over about eLearning for HRP, well, here it is and YOU have been heard!

I was very excited to get the opportunity to work with this team to create an HRP training video, the bad part is you SEE and HEAR me, HA 

It may not be as detailed as some of you want, but it is a start and available for customers and partners, all FREE!!  One of the best ways to understand the benefits of investing in the Dynamics GP 2013 HR and Payroll solution is to dive right in and become educated on how to use the software.

Topics covered:  

• HR & Payroll in Microsoft Dynamics 2013

• HR and Payroll Setup

• Employee Setup for HR and Payroll

• Process Payroll

• HR and Payroll Utilities, Year-End, and Reporting

HR and Payroll in Microsoft Dynamics GP 2013

We are pleased to announce the release of the HR and Payroll in Microsoft Dynamics GP 2013 eLearning course available on Microsoft Virtual Academy (MVA) for the entire world!

What is MVA?

Successful technologists never stop learning and great technology never stops evolving. Microsoft Virtual Academy (MVA) offers online Microsoft training delivered by experts to help technologists continually learn, with hundreds of courses, in 11 different languages. Our mission is to help developers, knowledgeable IT professionals and advanced students learn the latest technology, build their skills, and advance their careers.

MVA is free of charge, and the entire service is hosted on Windows Azure.

 

Thank you for your continued support and feedback around Microsoft Dynamics GP 2013 – HRP.

Please forward this on to all, enjoy!

Dedicated Microsoft HRP Representative

Terry Heley

The feature to take a company offline in Microsoft Dynamics GP 2013 R2 provides an easy way for administrators to take a company offline in order to perform maintenance or business tasks that require exclusive access to the company, such as a year-end close or an upgrade/update.

While a company is offline, only the user needing to perform the task and administrators can log into the company. Administrators can also provide a default or custom message to users who attempt to login/access a company while it is offline.

Administrators are able to select which companies to take offline and what which users should still have access to the company when it is offline.

With this feature, administrators can also see how many users are currently logged into the companies being taken offline and send those users a message that will be displayed within the Dynamics GP 2013 R2 application.

Messages can be sent as a task reminder of upcoming events like maintenance happening this weekend or pop-up messages asking the user to exit the system, for example.

When the administrator has taken a company offline, current users will be able to stay in the company and continue working, once logged out, however, they will not be able to log back in unless they are a user designated to access the company when it is offline.

The ‘Take Company Offline for Maintenance’ window can be accessed through the Administration area page, selecting ‘Take Company Offline’ under the Utilities section.

When an administrator inserts a company over to the ‘Offline Companies’ side of the window, it will show the number of current users in that company(s). Clicking on the ‘Current Users’ link will open the User Activity window where you can see what users are logged into that company and also gives admins the option to remove those users.

One the bottom of the window is the messaging options. This is what users will see when they attempt to log into an offline company. You can either use the default message, or select Custom and enter your own text.

After selecting a company to be offline, click OK to take the company offline. If users are logged into the now offline company/companies, you will receive the following message. If you click No, the Take Company Offline for Maintenance window will close.

If you click Yes, the Send Message window will open:

In this Send Message window, you can specify which users that are logged into the selected company/companies will receive notification. You can also use the ‘Send Message As…’ options to determine how users will receive that notification.

You can choose from either a Notification Message (for users that are currently logged on) or as a Task with Reminder. Once you enter text for the message that will be delivered to users and click Send, the notification will be sent out.

Specify Offline Company Administrator

When a company is offline, you may specify a single user that will still be able to login to perform the desired maintenance/administration tasks.

This can be done through the Company Setup window, accessed from the Administration area page, under Setup.

In this window, use the ‘User with offline access’ field to specify who is able to log into the offline company and click OK to save changes:

 **Note: If you attempt to delete the user who has access to an offline company, you will receive the following:

     “You are not able to delete this user because they are assigned as the user that can log into a company when it is offline. Change the user allowed to log into an offline company and then you can delete this user.”

Login Experience

Non-Administrative Users:

Users that log into Dynamics GP and look at the Company Login window will see that the name of the offline company will be changed to reflect its status:

 If the user attempts to log into an offline company, an offline company is the only company the user has access to, or if the user is setup to automatically log into a company that is offline at the time, the user will see a notification that the company is offline:

Administrative Users:

If the user logging into an offline company is in the ‘sysadmin’ SQL Server role, the POWERUSER security role, or has been given permission to access the company when it is offline, they will see the following warning message when they select an offline company. If the admin user chooses Yes, they will be able to login to the offline company.

 Hopefully this feature will help life easier for administrators with taking companies offline, knowing what users are currently showing as logged into a company as they're trying to take it offline and to let users know when a company is currently offline or scheduled to be offline at a certain time.