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Home / Dynamics GP / Simplify Purchasing Routines and Utilities in Dynamics GP
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What You Need to Know 

Managing your Purchasing processes in Dynamics GP can feel tedious if you’re not using the built-in purchasing routines and utilities effectively. These tools are designed to streamline your workflow, reduce manual cleanup, and ensure your data stays accurate – but only if you’re using them consistently. 

Consider the integration of your purchasing data with other financial metrics. This holistic approach allows for better forecasting and financial planning, enabling your organization to make data-driven decisions that can significantly impact the bottom line.

We’ll walk through key Purchasing routines and utilities that should be part of your regular process.

Purchasing Routines: The Must-Do Monthly Tasks 

Purchasing routines are tasks that should be run consistently, often monthly, to keep your purchasing process clean and efficient.

For example, by analyzing purchasing trends over time, businesses can identify opportunities for bulk purchasing discounts, negotiate better terms, and streamline their supply chain operations for increased efficiency.

purchasing routine tasks with dynamics gp

Key routines include: 

1. Post Scheduled Payments

If you have vendor payments set up on a schedule, this routine ensures those payments are generated on time. It’s especially useful for recurring monthly or quarterly payments and can even calculate interest based on the original invoice. 

post payables scheduled payments using dynamics gp

payables scheduled payments entry using dynamics gp

2. Print 1099 Forms

As part of your year-end processes, this routine allows you to print 1099 forms for your vendors. Whether you’re printing for all vendors, a select range, or by vendor class, make sure you have the latest updates applied in GP to get the correct form layout.

print 1099 routine using dynamics gp

3. Remove Completed Purchase Orders

In addition, a well-maintained list of open Purchase Orders can facilitate quicker response times during audits or reviews. This preparedness demonstrates a company’s commitment to transparency and operational excellence.

Over time, your list of open Purchase Orders (POs) can become cluttered. This routine moves fully received, closed, or canceled POs into history, keeping your active PO list clean. Completed POs will still be viewable in inquiry windows but won’t clutter your active lookup lists. 

remove completed purchase orders using dynamics gp

Purchasing Utilities: Run As-Needed – But Don’t Forget About Them! 

Running purchasing utilities should be part of a regular review cycle. Scheduling these tasks quarterly can help refine strategies and lead to improved vendor relationships through consistent communication and performance assessment.

Purchasing utilities are more flexible and can be run as-needed, though it’s a good practice to schedule them quarterly or yearly.

purchasing utilities tasks with dynamics gp

Here are a few you should be familiar with: 

1. Reconcile Vendors and Purchasing Documents

The Reconcile utility ensures that Vendor summaries and Purchasing documents are accurate and up to date. It updates balances, totals, and even batch details to reflect the correct transaction counts and amounts.

reconcile purchasing documents with dynamics gp

reconcile payable accounts with dynamics gp

2. Vendor Combiner

This utility not only saves time but also ensures that all purchasing activities are consolidated for easier tracking.

Have duplicate vendors cluttering your list? The Vendor Combiner utility lets you merge two vendors into one. All historical transactions will be updated, making it look like the “source” vendor never existed. You can process these manually or in bulk using a simple .TXT file. 

vendor combiner and modifyer with dynamics gp

3. Remove History Utilities

Over time, your system accumulates old payables transactions, purchasing documents, and distribution records. The Remove History utilities allow you to purge this old data using filters like vendor selection and date cut-offs. Important: Always be cautious – removing history and then running a Reconcile for the same period will zero out those vendor balances.

utilities remove history with dynamics gp

Key Takeaways:

  • Regularly run Post Scheduled Payments to automate recurring vendor payments. 
  • Print 1099s at year-end to stay compliant. 
  • Clean up old data by Removing Completed POs monthly. 
  • Use Reconcile utilities to maintain data accuracy. 
  • Merge duplicate vendors with Vendor Combiner. 
  • Purge old transactions selectively with the Remove History utilities. 

Need Help with Purchasing Routines and Utilities? 

Our experts can provide advice to streamline your operations and improve your outcomes. If you’re unsure where to start or want hands-on assistance, our team is here to help. 

Contact our consulting team: support@iscorp.biz
For sales inquiries: sales@iscorp.biz 

Looking for More Tips? 

Stay tuned for our upcoming webinars and user conference in November 2025, where we’ll dive deeper into practical GP and Business Central topics to help you streamline your ERP processes.