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Run Your Sales Module Smoothly Using Dynamics GP

Optimize Your Sales Module with Smart Routines and Utilities

When it comes to managing your sales module in Microsoft Dynamics GP, staying on top of your recurring and as-needed processes is essential. Whether you’re looking to improve system performance or ensure accurate reporting, understanding the right routines and utilities can make a major difference.  

In this post, we are recapping key insights from our recent webinar on Sales Routines and Utilities to help you keep your system clean, efficient, and reliable. 

Sales Routines: Must-Dos for a Healthy AR 

Sales routines are processes that should be run regularly—typically as part of your month-end close.

These processes include: 

Aging – Updates aging buckets for all open Accounts Receivable (AR) documents, providing accurate aging data on customer records. 

dynamics gp software screen showing receivables aging process

Statements – Generates statements listing open documents for each customer; they can be printed, saved, or emailed.

dynamics gp software screen showing print receivables statements

Finance Charges – Automatically creates debit documents for overdue balances based on customer-specific finance charge settings. 

dynamics gp software screen showing assess finance charges

Write-Offs – Allows you to write off small remaining balances with customer/date/dollar amount filters. 

dynamics gp software screen showing write-off documents

Paid Transaction Removal – Moves fully paid invoices and payments from open to history, improving performance and decluttering the system. 

dynamics gp software screen showing paid sales transaction removal

These sales routines ensure your AR stays up to date, customer balances are accurate, and the system performs efficiently. 

Sales Utilities: Occasional Tools for Deeper Cleanups 

Utilities do not need to be used frequently, but they play a vital role when it comes to reconciling data, combining records, or purging old information.

Key utilities include: 

Reconcile Customers – Ensures customer summaries (e.g., aging, balance, total sales) are correctly updated. 

dynamics gp software screen showing reconcile receivables amounts

Reconcile Sales Documents – Refreshes line and header data for open documents (Quotes, Orders, Invoices, Returns) and allows closing of stuck transactions. 

dynamics gp software showing reconcile remove sales documents

Customer Combiner – Merges two customers into one, updating all related historical data. Great for cleanup or organizational changes. 

dynamics gp software screen showing customer combiner and modifier

Remove History – Purges outdated records (receivables, distributions, summaries, etc.) based on defined cutoffs. Note: Running this before reconciling can result in zeroed-out balances for that period. 

Routine Recap 

Here is a quick checklist of the key routines and utilities to help you stay on track: 

Routines: 

  • Aging and Statements 
  • Finance Charges and Write-Offs 
  • Paid Transaction Removal 

Utilities: 

  • Sales Document Reconcile 
  • Customer AR Combine/Reconcile 
  • Remove History 

Starting fresh or fine-tuning your monthly processes? We’re here to help. 

For consulting questions, contact: support@iscorp.biz
For sales inquiries, contact: sales@iscorp.biz

Master Sales Order Processing in Business Central – A Step-by-Step Guide

Sales Order Success: Deliver Faster, Serve Better

Sales order efficiency is key to customer satisfaction and streamlined operations in today’s fast-paced business world, and Microsoft Dynamics 365 Business Central offers a robust solution for handling sales orders with ease. In this blog post, we’ll guide you through the entire process of sales order processing in Business Central, from creation to posting.

What is a Sales Order?

A sales order in Business Central is a document that signifies a customer’s commitment to purchase goods or services. It’s a key component of the sales process and is integral to order fulfillment, inventory management, and financial accounting.

Step 1: Creating a Sales Order

To begin, navigate to the Sales Orders page in Business Central. You can easily find it by using the search function. Once there, click the ‘New’ button to create a new sales order.

Entering Customer Details

Select an existing customer from the list or create a new customer record. Business Central will auto-fill essential details like the customer’s address, payment terms, and shipping method, saving you time and reducing the risk of errors.

Step 2: Adding Items to the Sales Order

Next, it’s time to add items to the sales order. You can search for items by name or item number. If you use barcode scanners, Business Central supports that too, making it even faster to add products.

 

Quantity and Pricing

Enter the desired quantity for each item. Business Central will automatically calculate the extended price based on the unit price and quantity. You can also apply discounts directly on this page if needed.

Step 3: Confirming and Releasing the Sales Order

Once all items are added and verified, the next step is to confirm the order. Click ‘Release’ to finalize the order, which moves it to the next stage in the sales workflow. This action also locks the order to prevent further changes unless reopened.

Step 4: Posting the Invoice

The final step in sales order processing is posting the invoice. When you click ‘Post,’ Business Central offers you three options:

  • Ship: This option records the shipment without generating an invoice.
  • Invoice: This option generates an invoice without recording the shipment.
  • Ship and Invoice: This option records both the shipment and the invoice.

Select the appropriate option based on your workflow and click ‘OK’ to proceed. This completes the sales transaction and updates the financial records accordingly.

Conclusion

Sales order processing in Business Central is designed to be intuitive and efficient. By following these steps, you can streamline your order management process, improve accuracy, and enhance customer satisfaction. Whether you’re new to Business Central or looking to optimize your current processes, mastering sales order processing is a vital skill.

Ready to streamline your sales order process?

Improve sales order efficiency – apply these steps in Business Central today!

For consulting questions, contact: support@iscorp.biz
For sales inquiries, contact: sales@iscorp.biz

 

About the Author:

Asad Karim is a seasoned Business Central Consultant at Implementation Specialists. His expertise includes optimizing business processes, training end-users, and ensuring seamless ERP implementations. Asad is passionate about empowering businesses to leverage technology for growth and efficiency.

Accelerate Productivity Using Navigation Lists in Finance, Sales, Purchasing, and Payroll

Navigation Lists: The Overlooked Time-Saver in Dynamics GP

Leveraging navigation lists in Core Dynamics GP can significantly accelerate and streamline your processes, making your workflow more efficient and productive. The features we will review here are for the following modules:

  • Financial
  • Sales
  • Purchasing
  • Payroll

There are more modules that you can use navigation lists on, as well.

How to Access Navigation Lists

To access the navigation lists you will need to be in the module you want.  The navigation list is in the same spot for all the modules.  Each module has a different Navigation List.  Once in the module, the Navigation List will be on the left-hand side above the list of modules. The screenshot below illustrates where you can find the Navigation lists:

Financial Navigation Lists

The Financial Navigation List offers several options, including “Accounts.” Clicking it displays your full chart of accounts in the main GP window. This view is especially helpful for inactivating multiple GL account numbers. Simply check the ones you want and click “Inactivate” on the ribbon; you’ll be prompted to confirm. There’s no need for a range; you can select accounts sporadically.

As you can see in the top ribbon of the screenshot above there are other actions.  You can jump right to a new entry window and even print reports right from this window.

In the Financial Navigation list, you can even look at your check books.  From this list you can review your current balance in all your checkbooks along with the last date it was reconciled and the last reconciled balanced.  This can be helpful at the month end making sure all checkbooks have been reconciled!

Sales and Purchasing Navigation List

The sales and Purchasing Navigation Lists are very similar.  Both are able to Inactivate, place holds and remove holds, generate Trial balances, review/post batches and workflows.

Navigation lists give you the option to select several customers or vendors at one time to inactivate them.  They do not have to be in any sequential order.  You can also place holds or remove holds from customers or vendors at one time as well.  This can be beneficial if you have several you need to do at once making it faster. You can also run reports to create Historical Aged Trial Balances.  You can create new invoices or sales documents or even apply payments right from the navigation lists!

Customers navigation list

Vendors navigation list

Are you trying to print several invoices for one Customer that are still open to resend to them?  You can do that with Navigation lists instead of printing one at a time! Go to the Sales Transactions and the list of Sales transactions will generate select the invoices you want to print.  Go to the top Ribbon and click on the Print Documents.  It’s that easy!

Payroll Navigation List

Payroll Navigation list can let you see all of your Employees at once.  Again you can even inactivate them or go directly to their employee cards!  However, with employee Lists you can only work with one employee at a time.

The one I want to highlight is the payroll posting accounts.  This one lets you make changes to your payroll posting accounts by downloading the GL mapping to an excel file making any changes, deletions or additions to the list combinations and then uploading the new file back into GP.

Navigation lists can be extremely useful and is one tool right inside of Dynamics GP that does not get utilized enough.

Discover what navigation lists can do for you!

Contact us at: support@iscorp.biz or sales@iscorp.biz

How to Execute Drop Ship Sales Orders and Purchase Orders

Drop Shipping: A Growing Trend in Supply Chain for Dealer Sales and Ship-to-Order Businesses

Drop shipping has become more prevalent in the last 5-10 years due to changes in the Supply Chain world. It is used mostly by Companies that sell to a Dealer who then sells to their customers. At Implementation Specialists, we’ve also seen this used in a scenario where the Company does not have warehouse space or is more of a Ship-to-Order business, or one that does not maintain inventory.

Some of the struggles we see are companies keeping track of questions like:

  • Did I order that from the Vendor?
  • How does the vendor know what and when to Ship?
  • How do I know when to invoice my customer and know that they received the product.

Most ERP systems handle this well. Yet, we will walk through the processes that we believe make Business Central more efficient and easier to follow. Below, we’ll provide two different ways to create the Sales Order to Purchase Order link:

  1. Prepare a drop shipment:

Create a sales order for an item. On the sales order line for the drop shipment, select the Drop Shipment checkbox. By default, the Drop Shipment checkbox and Purchasing Code field aren’t available on the lines. If they aren’t, you can add them by personalizing the section of page that contains the lines.

You can now navigate to the Shipping/Billing Fast tab and select the Customer address to receive the Items This what the Purchase process is cross matching between the two documents.

Release the sales Order once completed.

This is required as this is what starts the need to Order process. To prepare a drop shipment manually, you indicate on the purchase order that it must be shipped to your customer, not to yourself. Create a purchase order. Don’t fill any fields on the lines.

In the Ship-to field, select Customer Address. In the Customer field, select the customer that you’re selling to. This is where the second needed link is completed.

Navigate to the Actions/Functions/Choose the Drop Shipments action, and then choose the Get Sales Order action.

On the Sales List page, select the sales order that you prepared in To create a sales order for drop shipment.

Choose the OK button. The line information from the sales order is inserted on the purchase order line(s). You can now tell your vendor to ship the items directly to the customer. For example, you might send them the order by email. If your vendor provides additional information, such as a tracking number, you can add that information as a comment on a purchase order line. To add a comment on a line, in the Type field, choose Comment, and then enter the information in the Description field.

2. Use the requisition worksheet to create purchase orders.

The advantage of using the requisition worksheet is that it can create purchase orders for all outstanding drop shipments. That means you won’t have to create each order individually and if you have the Vendor/Item cross reference established it knows what Vendor to use without any manual process.

Choose the search icon, enter Requisition Worksheets, and then choose the related link. Choose the Drop Shipments action, and then choose the Get Sales Order action.

If needed, enter filter criteria for the orders you want to get, and then choose the OK button.

Review the purchase order lines, and in the Vendor No. field, select the vendor that supplies the goods. This will default if the Vendor and Item have a relationship.

Choose the Carry Out Action Message action to convert the lines to a purchase order.

This now links the two documents together and guarantees that the PO Cost matches the Sales Costs and provides real time tracking of said Items. Select the drop-shipment sales order line, choose the Order action, choose the Drop Shipment action, and then choose the Purchase Order action.

After the vendor ships the items, you can post the sales order as shipped. You must Post the sales Order prior to Closing the PO process. You can also post the purchase order, but only with the Receive option until the sales order has been invoiced. Choose the search icon, enter Sales Orders, and then choose the related link. Open the sales order that you created in To create a sales order for drop shipment. In the Qty. to Ship field, specify how many of the order quantity to ship, the full or a partial order quantity. Choose the Post or Post and Send action. Choose either the Ship option to invoice later, or the Ship and Invoice option to invoice immediately.

 Tip: Don’t forget that you need to post the purchase order invoice.

Want to incorporate drop shipping into your business processes?

Contact: sales@iscorp.biz

Contact: support@iscorp.biz

Blog authored by: Allen Phillips – Senior Consultant