Hello,

I wanted to address an error we’ve had some reports of lately.  When eConnect integrations using the taPMDistribution stored procedure are run the following error is encountered:

Error Number = 11991 Stored Procedure= Error Description = Error Codes were not found in table DYNAMICS..taErrorCode. Please insure that the table taErrorCode is up to update.

The cause for this issue is that the upgrade to Microsoft Dynamics GP 2013 R2 added 4 new parameters (@I_vPAYTYPE, @I_vCAMCBKID, @I_vCHAMCBID, @I_vCARDNAME) to the taPMDistribution stored procedure. Unfortunately, that change was not fully reflected in all needed locations:

To be clear, this will only affect those customers on GP 2013 R2. Any build up to, but not include R2 (12.00.1745) is not affected by this issue.

The only real workaround at this point is to use the taPMDistributionPre procedure to populate those columns with valid values so that the errors do not occur. These are the definitions and valid values you would need to populate:

Right now this issue has been targeted to be addressed in the upcoming Dynamics GP 2015 release.

Let us know if you have any questions/comments on this.

Lucas

Hello,

We recently ran into a situation where we were trying to add Document Lines to the WF ASSIGN PO APPROVAL notification in Workflow 2.0. The issue we experienced was that the notification would only show one line in a multi-line Purchase Order. If you are ever looking to bring Document Lines into a Notification in Workflow 2.0, please follow the steps below to ensure it's setup correctly.

1.  First, in the Message Setup window click on Document Lines tab and add the field(s) you want to include from the lines into the Selected Fields section:

2.  Then, switch back to the Body tab.  The fields you’ve selected from the Document Lines can be added by selecting the Document Line Fields field and clicking Insert.

3.  As a result, the e-mail will look like the following:

Thanks,

Ross

Hi Everyone!

Below you will find some tips to help ensure that your Payables Management Year End Close process goes smoothly for you!

When should the Year End Close for Payables Management be done?

1. The Calendar Year End Close Routine should be run at the end of the Calendar year prior to posting transaction in the next Calendar year.

2. The Fiscal Year End Close Routine should be run at the end of the Fiscal year prior to posting transactions in the next Fiscal year.

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

1. The Calendar year end close process transfers the 1099 Amount from the Year to Date column to the Last Year column in the Amounts Since Last Close view in the Vendor Yearly Summary window, found under (Cards – Purchasing – Summary – Yearly Button).

2. The Fiscal year end close process transfers all other amounts from the Year to Date column to the Last Year column in the Amounts Since Last Close view, also found under (Cards – Purchasing – Summary – Yearly Button).

*If the Year to Date or Last Year amounts are incorrect in the Amount Since Last Close View contact support for scripts that can be ran to correct these amounts.

3. When these amounts are transferred this will also affect SmartList amounts that contain Year to Date or Last Year summary columns.

4. The Vendor Summary report will also be affected by the transfer of amounts from the Year to Date column to the Last Year column when closing the year.

What steps should I take to close the year?

1.      Post all transactions for the current year.

2.      Make sure that transactions for the new year are saved, not posted. 

3.      After verifying those steps, make a backup of your company database.

4.      Follow the steps in KB 875169: “Year-end closing procedures for the Payables Management module in Microsoft Dynamics GP”.

What changes should I know about related to the Year End Update for Payables Management?

1.      The 1099 MISC form had the names blanked out for boxes 11 and 12.

2.      The following changes were made to the format for the 1099 INT form: 

• Added Box 10 - Market Discount
• Added Box 11 - Bond Premium
• Renamed Box 13 - Box 15 - State tax withheld

Key points to remember:

1. Follow the steps outlined in KB 875169 and always make a restorable backup before starting any year-end close procedure.

2. Payables Management is not fully date sensitive. In the Vendor Yearly Summary window, the Summary Views for Calendar Year and Fiscal Year are date sensitive, so will be correct.  However, the Amounts Since Last Close view will move amounts from the Year to Date Column to the Last Year column at the point in time you ran the Year End close process for Payables Management.   So it is still recommended that you process your year-end closing routines at the actual year end, and before you post any transactions in the new year so this view is correct.

3. Vendors should be marked as 1099-able before any transactions are posted for them so that 1099 information is updated automatically throughout the year.  In Microsoft Dynamics GP 2010, refer to KB 918536 to correct vendors that were not marked correctly.  However, there is new functionality in Microsoft Dynamics GP 2013 that you will want to utilize to make editing 1099 information (by vendor and/or by transaction) much easier.          

4. Please note that both Payables Management and Receivables Management Year End KB article’s say to close the tax year. This will only need to be done once, after both Receivables and Payables are closed. (The reason that we list this on both KB Articles is because some users may not use both Payables Management and Receivables Management.)

5.  I would recommend watching the Readiness videos for Microsoft Dynamics GP 2013 so you can utilize all the great new features for printing, editing and other maintenance for 1099 forms.  (The link is provided below in the Resources section.)

Assistance for Payables Management Year End Close

Microsoft Dynamics GP Blog - http://blogs.msdn.com/b/dynamicsgp/
Microsoft Dynamics Community - https://community.dynamics.com/product/GP/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.

Assistance with the Payables Management Year End Close
--Support Topic Selection: Financial - Payables Management
---Sub-topic Selection: Period / Year End Close

Resources:

•Year-end closing procedures for the Payables Management module in Microsoft Dynamics GP are found in KB 875169:  http://support.microsoft.com/kb/875169

•Check out the "What's New for Year-End 2014" video.   

•You can also download the "What's New for Year-End 2014" slide deck as well.

•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!

Shannon Aune | Microsoft Dynamics GP Support  | Sr. Technical Support Engineer

The end of 2014 is almost here, so let's discuss closing 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 2014 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 2014 to comply with IRS Guidelines:

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.

• • • In Microsoft Dynamics GP 2010 and prior versions: The last day of the Fixed Assets year can be confirmed by navigating  Microsoft Dynamics GP>> Tools >> Utilities >> Fixed Assets >> Build Calendar >> Inquire.
    • In Microsoft Dynamics GP 2013 and future versions:  The last day of the Fixed Assets year can be confirmed by navigation to Microsoft Dynamics GP>>Tools>>Setup>>Fixed Assets>>Calendar.

MICROSOFT DYNAMICS GP - FEATURES

• Microsoft Dynamics GP 2015 (Soon to be released)

With the upcoming release of Microsoft Dynamics GP 2015, I wanted to let you know that we’ve added an optional report to the Fixed Assets year end closing routine.  Now, in a single step, you can close your year and print a status report of all the assets that are being affected by the close.  On the report you’ll see the year to date depreciation, cost basis, accumulated depreciation, net book value and more.

REMINDER FOR MICROSOFT DYNAMICS GP 2010 USERS:

For Microsoft Dynamics GP 2010 and prior versions, 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.  

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

•Here is a link to a comprehensive video presentation for "What's New in Year-End 2014" for Microsoft Dynamics GP.

• 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!

Adam Gaber | Microsoft Dynamics GP  | Senior Support Engineer

Year-End is fast approaching and you will want to be sure to give yourself plenty of time to review the AA data!  You will need to make any needed corrections to it before you run the Year-End close process for General ledger.  This will be an important step if your Financial reports pull any data from AA tables. This could turn out to be a time-consuming job for you, so make sure not to underestimate it.

Are there any changes in the 2014 Year-End Update for Analytical Accounting?

There are no changes in the 2014 Year-End Update specifically for Analytical Accounting.  However, we have revised the year-end KB 960356 - The Year End Procedures for Analytical Accounting in Microsoft Dynamics GP.  Note that we have updated several SQL scripts which are provided in the KB to help identify mismatched data between AA and GL.   If your Financial reports need to pull data from AA tables,(such as Management Reporter Data Mart),  we ask that you give yourself plenty of time to go through all the information in this KB article before you close the GL year. 

What is the impact if the AA data does not match GL data?

If the AA data does not match GL data, and Financial reports are pulled from AA tables, this could skew your Financial reports (if your AA tables are not consistent with GL) and you won't balance to the GL Trial Balance reports.   So the first step is to determine if your Financial reports use the AA tables or not.  

• Management Reporter with Data Mart will read from AA tables if AA has been activated.  This is by design.
• Management Reporter with Legacy provider allows you to choose if you want to pull from an AA company or a GL company.  Data Mart CU10 Users will also have this option.    

Is there a separate Year-End close process to run for Analytical Accounting?

The Year-End close process for Analytical Accounting is automatically integrated with the Year-End close process for General Ledger.  So no, there are no 'separate' steps that you need to run in Analytical Accounting to close it. 

When should the Year End Close for Analytical Accounting be done?

Before you close the year in GL, you should run through the steps in KB 960356 - The Year End Close procedures for Analytical Accounting in Microsoft Dynamics GP.  If you are using Management Reporter(MR) for your reporting, you should also run through KB 2910626 -Financial Reports from Management Reporter do not match the General Ledger Trial Balance Reports in Microsoft Dynamics GP.   It is recommended to get the AA data consistent with the GL data, and to also review the AA dimensions that you have marked to be consolidated during the Year-End close process.   

What does the GL year end close process do and/or affect in Analytical Accounting?

The GL Year End close process will affect the following in the AA tables:

• Moves AA data from open tables (AAG30000-AAG30003) to the history tables (AAG40000-AAG40003)
• Creates Balance Brought Forward (BBF) entries in the AAG30000 series tables
• Consolidates balances and ties AA codes to the BBF entries for the AA dimensions that were marked to be included in the year-end close

What steps should I take to have AA included in the GL Year-end close and BBF entries created in AA?

In order to have AA included in the GL year-end close, you must verify that the following options are selected:

1. In the Analytical Accounting Options window (Click Tools under Microsoft Dynamics GP |Setup | Company | Analytical Accounting | Options), mark the checkbox for ‘Include dimensions in the year end close’ and click OK.

2. In the Transaction Dimension Maintenance window (Click Cards | Financial | Analytical Accounting | Transaction Dimension), select the AA dimension code you want to a balance carried forward for, and mark the checkbox for ‘Consolidate balances during Year End close’ and click Save.  Do this for each Transaction Dimension you wish to have a BBF entry created for.

Do I need to run the 'Move to History' utility every year for Analytical Accounting?

Customers that have upgraded from GP10 will most likely get this message to move data to history. The first time you close GL on a version higher than GP 10.0 SP2 or higher (with AA activated), you will be prompted to move AA data to history before the system will allow you to close the GL year.  The system will verify that the AA data is in the corresponding open/historical series of AA tables, as the GL data sits in the open/historical tables in GL.  If you run into this, you will receive a message stating You must consolidate transactions and transfer detail to history utility to close the year" during the GL Year End close, and then you can refer to the steps in KB 960356 on how to resolve this.  The Move to History utility was meant to be a one-time process to get the customer 'caught up', and then data should close along with the GL year-end close process going forward. 

Key points to remember:

•Follow the steps in KB 960356 titled “The Year-End close procedures for Analytical Accounting in Microsoft Dynamics GP”.  This KB includes steps and SQL scripts to make sure the AA data matches GL data.  It also has steps to verify that the AA dimensions that you wish to be consolidated during the year-end close process are properly marked to create BBF entries, and steps on how to move data to history.  You should determine if your reporting tool uses AA tables or not.  Data Mart with Management Reporter now reads from AA tables, so it is more important than ever to make sure your AA data matches GL data.

•New to Microsoft Dynamics GP 2015, the user can determine the data that is available to the Microsoft Dynamics Management Reporter Data Mart to help improve the performance and give the user control over the data selected.  Note that the latest release of Data Mart (CU10) does have the option to report with or without AA data. 

•Make sure the GL year-end close is performed at a workstation that has AA installed and activated, and that users know not to disable AA if they receive any messages.  Restore to the backup immediately, and make a screenprint of the AA error message if assistance is needed with the GL year-end close process.    

Assistance for Analytical Accounting 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

Assistance with year-end close issues directly related to Analytical Accounting should be logged under the categories below to ensure you reach the correct Support team:  (Please include a detailed description of the issue and a screen-print of any error messages received.)

   --Support Topic Selection:   Financial – Analytical Accounting

   ---Sub-topic Selection:         Other

Resources:

•The year-end close procedures for Analytical Accounting in Microsoft Dynamics GP can be found in KB 960356.

•Here is a link to a comprehensive video presentation for Microsoft Dynamics GP "What's New in Year-End 2014". 

•Check out the 'What's New for Year-End 2014' slide deck now available for download.

•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: 

I hope this information will be helpful to you and gives you enough time to plan.  Ensuring your AA data is consistent with GL prior to closing the year will help ensure correct financial reporting going forward!  Have a great year-end!

Adam Gaber | Microsoft Dynamics GP | Sr. Support Engineer

Hi Everyone!  This article focuses on the Year-End Close (YEC) 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 new functionality for the GL YEC process in Microsoft Dynamics GP 2013 that may be useful to you.  These was an additional feature added to the YEC window in the latest version of 2013 (R2):

• Microsoft Dynamics GP 2013 R2 Users: You will now see the option to Reverse Historical Year in the Year-End closing window if you are GP 2013 R2, or newer versions.  (Click HERE for information on this feature.) Note this option is NOT to be used if you have a failed Year-end Close. If you get any error messages, or have issues with the YEC process, you should restore from backup immediately.

•Other new features in Microsoft Dynamics GP 2013 that may be useful to you:

• • The Year-End Closing window has a new 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 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.  GP2013 users now have the progress bar, so be sure that completes all 7 steps.  For GP2010 and prior versions, 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 (prior to GP 2013 R2) 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.  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/gp/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

Year-End Close Resources:

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

*** To check out the 2014 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!
Adam Gaber | Microsoft Dynamics GP | Financials Support

Hello,

Similar to what we saw when upgrading to Microsoft Dynamics GP 2013 R2 from a lower release, we noticed that when upgrading to Microsoft Dynamics GP 2015 from a lower release, the following security roles and security tasks were not getting created and are missing:

Security Roles:

ESS EMPLOYEE MANAGER*   
ESS EMPLOYEE*           
ESS EMPLOYEE-BSS*       
ESS PTE EMPLOYEE*       
ESS PURCHASE REQUESTER*
HR ADMIN-BSS*
LIMITED USER - FIN*     
LIMITED USER - INV*     
LIMITED USER - PAYRL*   
LIMITED USER - PURCH*   
LIMITED USER - SALES*

Security Tasks:

ADMIN_BSS_01*           
ADMIN_BSS_02*
ADMIN_COMPANY_013*
ADMIN_PURREQ_021*
ADMIN_SYSTEM_SL06*
EMP_BENEFITS_EMPLOYEE_01*
EMP_BSS_EMPLOYEE_01*    
EMP_DIRECTDEP_EMP_01*   
EMP_PAYSTUBS_EMPLOYEE_01*
EMP_PROFILE_EMPLOYEE_01*
EMP_PROFILE_MANAGER_01* 
EMP_SKILLS_EMPLOYEE_01* 
EMP_SKILLS_MANAGER_01*  
EMP_TIME_EMPLOYEE_001*  
EMP_TIME_MANAGER_001*   
EMP_W4_EMPLOYEE_01* 
INQ_PURREQ_005*    
PTE_EXPENSE_ENTRY_001*  
PTE_TIME_ENTRY_001*
RPT_PURREQ_006*
TRX_PURREQ_026*         
TRX_PURREQ_027*

This is noted in the Upgrade Instructions manual that you will need to add these on an upgraded install.

A new install of Microsoft Dynamics GP 2015 will create these for you.

The SCRIPTS will create these missing security roles and security tasks for you, when run against the DYNAMICS/system database.

Hi everyone,

Below you will find some tips to help ensure that your Receivables Management Year End Close process goes smoothly for you!

When should the Year End Close for Receivables Management be done?

1. If you are using a Calendar year, the year-end process should be done at the end of your calendar year, prior to posting any transactions for the next calendar year.

2. For those using a Fiscal year, the year-end process should be done at the end of your fiscal year, prior to posting any transactions for the next fiscal year.

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

1. The Calendar year end close, clears the Calendar Year-to-Date Finance Charges and moves them to the Last Year Calendar field in the Customer Finance Charge Summary window found under (Cards | Sales | Summary | Finance Charges)

2. The Fiscal Year end close transfers all amounts other than the Calendar Year-to-Date Finance Charge amount to the Last Year column in the Customer Summary window using the Amounts Since Last Closed View, found under (Cards | Sales | Summary)

What steps should I take to close the year?

Post all transactions for the current year and then proceed through the rest of the steps outlined in KB 857444, titled “Year-end closing procedures for Receivables Management in Microsoft Dynamics GP”.

Key points to remember:

1. Make a restorable backup when it is recommended as you work through KB 857444

2. Receivables Management is not completely date sensitive, meaning that if you do not close the year after you enter all the 2014 transactions and before you enter all the 2015 transactions, some areas in GP will contain incorrect information.

3. As there are some date sensitive features, your best option would be to close the year on time.

4. You will notice that we have two KB's around closing Receivables Management(KB 857444) and Payables Management (KB 875169) - both instructions say to 'Close the tax year by going to MDGP | Routines | Company | Tax Year-End Close. You will only have to do that once, typically after both RM/PM are closed out. The reason that we list it in both sections is because some users may not use both the RM and PM modules.

Assistance for the Receivables Management 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.

Assistance with the Receivables Management Year End Close
--Support Topic Selection: Financial - Receivables Management
---Sub-topic Selection: Year End Procedures

Resources:

• For Year-end closing procedures for Receivables Management in Microsoft Dynamics GP, use KB 857444.

• For Information about performing the year-end closing procedures in Receivables Management in Microsoft Dynamics GP after December 31, click on KB 864622.

• For Information on How to Remove outdated statement runs from the Reprint Statements window in Microsoft Dynamics GP, click on KB 856865.

• ***Check out the new video for "What's New in Year-End 2014" ***

• You can also download the slide deck for "What's New in Year-End 2014".

• Another slide deck is available to explain the Standard Microsoft Dynamics GP "Year-End Closing Procedures" that do not change from year to year.

Good luck and have a great Year-End!

Shannon Aune | Microsoft Dynamics GP Support  | Sr. Technical Support Engineer

Today is an exciting day with the release of Microsoft Dynamics GP 2015!  We have added some great features that you, the user have asked for!  Here are a few of the newly created capabilities:

• Expanded workflows to help streamline financial, purchasing, sales, payroll, and project expense related approvals. These new native workflows enable customers to quickly customize their solutions and accelerate business approvals.
• Single sign on through integration with Microsoft Azure Active Directory to help users work seamlessly across Microsoft Dynamics GP, Office 365, and other cloud-based applications.
• Service based architecture to lower the cost and time required for customers and partners to create and modify business solutions built on Microsoft Dynamics GP.
• Microsoft recently released Business Analyzer R7, a "companion" tablet application available from the Windows, iOS, and Android app stores.
• As part of Dynamics GP 2015 release, Microsoft is also introducing a lower-cost self-service user license type for users who need only very light functionality within Dynamics GP. The self-service user CAL is a named user that will be applied per individual.

In the next couple of weeks we will have a blog series that will touch on some of the projects we are most excited for and supporting information on how to implement them.  To download, please follow the following links:

Microsoft Dynamics GP 2015 Product Download Page  

https://mbs.microsoft.com/customersource/northamerica/GP/downloads/product-releases/MDGP2015_Release_Download

https://mbs.microsoft.com/partnersource/northamerica/deployment/downloads/service-packs/MDGP2015_Release_Download

 Microsoft Dynamics GP 2015 System Requirements

https://mbs.microsoft.com/customersource/northamerica/GP/learning/documentation/system-requirements/MDGP2015_System_Requirements

 Microsoft Dynamics GP 2015 Upgrade Hot Topic

https://mbs.microsoft.com/customersource/northamerica/GP/support/hot-topics/HOT_TOPIC_MDGP2015Upgrade

Don't forget to check back on December 15th for details on the new features to help you along the way with implementation!  Bring on 2015!

Hi Everyone,

Below you will find some tips to help ensure that your Inventory Control Year End Close process goes smoothly for you!

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 options to:

a. Remove discontinued items
b. Remove sold purchase receipts
c. Remove sole 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 KB 872713 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 KB 872713

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

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:
• To see the Year End Closing Procedures in Inventory Control Management for Microsoft Dynamics GP, click on KB 872713.

• To see Information about the order in which the reconcile procedures should be run in Microsoft Dynamics GP, click on KB 864622.

• For Information about Inventory accidentally closed twice, click on KB 855316.

• For information about The Inventory Year End Close Routine does not remove Discontinued Items in Microsoft Dynamics GP, click on KB 872172.

****Click to see a comprehensive video for "What's New in Year-End 2014" ***

•Click here to see the slide deck for this video for "What's New in Year-End 2014".

•Click here to get back to the main Blog Series page for "What's New in Year-End 2014" for more links and information.

Good luck and have a great Year-End!

Shannon Aune | Microsoft Dynamics GP Support  | Sr. Technical Support Engineer

Hi everyone,

The 2014 Canadian Payroll Year-End/Tax Update is due to release soon.  (The target release date is December 19, 2014.)  Below are some tips to help you with the year end process in Canadian Payroll.

What are the changes in the 2014 Year End/Tax Update for Canadian Payroll?

It should be a very light year for changes this year, so that is good news.   The 2014 Canadian Payroll Year-End Update and 2015 Tax Update includes the following changes:

• T4 and RL-1 XML changes (no changes to T4A XML)
• T4A and RL-1 form changes  (no changes to the T4)
• Quality fixes around Canadian Payroll ROE
• Tax Changes for 2015:

- 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 2014 Payroll reports.
3. Make a backup of the data.
4. ***Install the 2014 Canadian Payroll Year-End Update/2015 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 2015 are setup correctly.

~For more detailed steps, please refer to the Year-end closing procedure for the Canadian Payroll module in Microsoft Dynamics GP, by clicking on KB 861806.

Are there any new features/changes in Microsoft Dynamics GP 2013 and Microsoft Dynamics GP 2015 that I should be aware of for Year-End?

In order to make year-end more seamless, the RL-1 Auth Number field was added as an editable field to the Payroll T4/R1 Print- Canada window in Microsoft Dynamics GP 2013 build 12.00.1488 and included in R2.  The user will now be required to key in the RL-1 Slip number in this field.  This authorization number is used by Revenue Quebec to identify that the forms came from Microsoft Dynamics GP.  (This authorization number will be stored in a SQL table [CPY20100], per year, so it is available for reprints.)   If the user updates the RL-1 Auth number field, the Last Updated Date will be changed to be the current System Date.   The RL-1 Report (P_CPY_SETP_R1_Laser) was also changed to read this new authorization number field.  You can find the RL-1 Slip number in the  CAN14YETAX.pdf document that can be downloaded from the Year-End update page (see links in the Resources section below) when it is released.

Microsoft Dynamics GP 2015 just released.  Does it include the '2014 Year-End Update' for Canadian Payroll?

No, the 2014 Year-End Update for Canadian Payroll (and U.S. Payroll) for Microsoft Dynamics GP 2015 will be available in mid-January and will need to be installed.

Key Points to remember:

• The Year End Close process 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 2014 Payrolls (step 1) and then complete at least through the year end file reset (step 5) before doing any 2015 payrolls.
• It is vital that you install the Year-End Update 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.
• When you do the Year End 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.
• This is an all-inclusive update.  (Microsoft Dynamics GP 2013 will include Microsoft Dynamics GP 2013 R2.)

Assistance for Canadian Payroll Year End Close:

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

Microsoft Dynamics Support - https://mbs2.microsoft.com/Support/newstart.aspx

Resources:

• For the Year-end closing procedure for the Canadian Payroll module in Microsoft Dynamics GP, click on KB 861806.

• The CAN14YETAX.pdf contains detailed information about the Year-End Update for Canadian Payroll.  Watch for this link on the Year-End Update page links below.  This document should be available when the Year-End Update is released. 

------------------------------------

Partner Download:

•Microsoft Dynamics GP 2013
https://mbs.microsoft.com/partnersource/northamerica/deployment/downloads/tax-regulatory-updates/cagptuye2013

•Microsoft Dynamics GP 2010

https://mbs.microsoft.com/partnersource/northamerica/deployment/downloads/tax-regulatory-updates/cagptuye2010

 Customer Download:

•Microsoft Dynamics GP 2013

https://mbs.microsoft.com/customersource/northamerica/GP/downloads/tax-regulatory-updates/cagptuye2013

 •Microsoft Dynamics GP 2010

https://mbs.microsoft.com/customersource/northamerica/GP/downloads/tax-regulatory-updates/cagptuye2010

------------------------------------

• 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, as well as any critical information regarding the Year-End Update that may arise.

This wraps up the Blog series for the 2014 Year End Update for Microsoft Dynamics GP.  Please check back for any changes.   Good luck and have a great Year-End 2014!

Warmest Regards,

Cheryl Waswick | Microsoft Dynamics GP Support | Senior Support Engineer

Hello,

       Human Resources Management is now free in Microsoft Dynamics GP 2013! This product is a great tracking tool that will help you manage and retain detailed information on your current and prospective employees. With that said, there are two key points that I wanted to share in order to give you a better understanding of how Human Resources Management incorporates with US and Canadian Payroll benefits and deductions.

 1. Human Resources flows into US and Canadian Payroll - Not the other way around.

    Please keep in mind that Human Resources is an ‘add-on’ to the Payroll module, so the data is designed to flow from Human Resources to Payroll.  The data is not designed to flow ‘backwards’ from Payroll to Human Resources. For this reason, the ‘reconcile’ utilities were designed – to roll some existing payroll setup data back to Human Resources.  These reconcile options are meant to be a one-time process at the time you initially set up Human Resources, and not meant to run in a regular basis.  After Human Resources is installed and implemented, users should be starting on the Human Resources side first, and letting the information flow to Payroll.  

    If you accidentally go to the Payroll side first and try to change an amount specific to an employee, you will get a prompt that reminds you that Human Resources is Registered and that you should save the changes in Human Resources first, or run the update benefit Enrollment Reconcile. If you receive this message, we recommend that you discard the changes, and enter them directly into Human Resources. We do not recommend relying on the reconcile utilities after initial setup is complete, because as I mentioned, they are designed specifically for initial setup and may not bring over all of the required information for Human Resources. Please make sure that your business process allows for your users to enter changes in Human Resources first, as Human Resources will roll down the changes to Payroll for you. (Not the other way around.)

2. Payroll Employee Classes should not contain Benefits and Deductions.

    Class IDs function specifically with US and Canadian Payroll, not Human Resources. Human Resources is not a fan of Employee Classes in Payroll that contain benefits and deductions, and the reconcile utilities are not designed to function with the benefit/deduction that are contained within Payroll classes. In order for the Human Resources Update Enrollment reconcile to properly enroll your employee’s in Human Resources, employees should not be assigned to a Class that has benefit/deduction on the payroll side. Instead a separate benefit/deduction should be made for each class or section of employees, and this should be assigned to them outside of the class. (Please see example below)

    Rather than having 3 classes in Payroll with a single INS code assigned to employees at different rates, you would create 3 INS codes in Human Resources and not include them in your employee class.

• •      Employees 001 through 099 would be assigned INS1 at a rate of $50
  •      Employees 100 through 199 would be assigned INS2 at a rate of $75
  •      Employees 200 through 299 would be assigned INS3 at a rate of $90

     When a rate is changed for the employees with INS2 to $80 you would mass update the employees 100-199 with the new rate by changing the amount in Human Resources setup to $80, then rolling down the changes.  This will update all of these employees assigned to that rate from the INS2 code with the new amount.  You can still edit a single employee’s amount at any time in Human Resources as well.

     I hope you find the material above proves useful as you prepare to make your decision to implement Human Resources with your US and Canadian Payroll installs.  I also recommend checking out more information on the Affordable Health Care Act features in Human Resources included in the Year End Update.

https://community.dynamics.com/gp/b/dynamicsgp/archive/2014/11/18/draft-microsoft-dynamics-gp-2014-year-end-release-affordable-health-care-act-2.aspx

Thanks,

Isaac Olson | Microsoft Dynamics GP

Starting today we will be kicking off a blog series to help you gear up for what's new in Microsoft Dynamics GP 2015 which was formally released on December 2nd!  This will be a great location to get everything you need to know about Microsoft Dynamics GP 2015 all in one place!  

To start off, let me give you some great links to more information regarding Microsoft Dynamics GP 2015:

For comprehensive videos - Applications

Microsoft Dynamics GP 2015 New Features - Applications

 Microsoft Dynamics GP 2015 System Wide New Features 

To go straight to the Downloads:

Microsoft Dynamics GP 2015 Product Download Page  

Microsoft Dynamics GP 2015 System Requirements

Up to date information regarding Microsoft Dynamics GP 2015:

Microsoft Dynamics GP 2015 Upgrade Hot Topic

So now that we have the housekeeping items done, let's get to the fun stuff!  Here is what we will be learning about in the upcoming weeks:

December 15^th             Table Changes for Microsoft Dynamics GP 2015

December 18^th             Creating Refreshable Excel Reports based on SmartList Designer

   queries

December 22^nd            Web Client Updates

December 26^th            Copy function for Users

December 30^th            Self Service User Client Access Licenses 

January 2^nd                  Never forget to Invoice a Purchase Order again

January 6^th                   Enhanced Payment Terms

January 13^th                 Human Resources and Payroll Enhancements

January 15^th                 Project Time and Expense - Employee Expense

January 20^th                 Benefits Self Service Enhancements

January 22^nd                Workflow Additions

January 27^th                 Service Based Architecture Enhancements

January 29^th                 Identity Management for Azure

Please let us know if you have any questions and we would be more than happy to answer them.  Bring on 2015!

Hello everyone!

Microsoft Dynamics GP 2015 has recently released, and with it comes the usual back-end changes to columns and tables! There's a lot of them this time around, so be sure to follow the links to navigate around the page! If you have questions, refer first to the GP 2015 SDK documentation.

Please note that the table and column changes listed below are a comprehensive and cumulative listing of all changes that have occurred since GP 2013 RTM.

New Tables

All New Columns

Deleted Columns

New Tables in GP 2015 That Did Not Exist in GP 2013 RTM

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New Columns in GP 2015  That Did Not Exist in GP 2013 RTM