October 2, 2012

Free Professional Services Tools Library (PSTL) for Microsoft Dynamics GP

by: Sharon Paul
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Microsoft DynamicsThat’s right! As a Microsoft Dynamics GP user, you are now entitled to a free set of tools known as the Professional Services Tools Library (PSTL), which consists of a bunch of useful utilities not otherwise found in the standard GP product.

In the past, the majority of these were available for purchase, but now Microsoft has made them available for free to both new and existing users.

So, what do you get?

For starters, you get the entire set of modifier and combiner tools, which allow you to change and combine master records (chart of accounts numbers, vendor, customer and employee IDs, item numbers, etc.).

Need to change your chart of accounts and have the entire transaction history move with the old number to the new numbering scheme? No problem.

Need to change that vendor number that was setup incorrectly, but the system would never allow you to change it? Not an issue; simply run it through the Vendor Modifier tool included with the Professional Services Tools Library.

Did someone mistakenly setup multiple inventory part numbers that really should be combined into one, or need to change a whole list of parts? Now you can create a list of old numbers and new numbers in an Excel list, import the list into the Item Number Modifier tool, and change them all simultaneously. Neat stuff!

These are just a few examples of what’s included. All that’s involved is downloading the product and installing it on the GP workstation of the user who is going to run the tool, on your own or with your partner.

Here’s a rundown of the majority of what you get with a short description of each. Note that an asterisk next to the tool’s name indicates that the tool is more technical, and you might need to use it in conjunction with your partner or internal IT team to solve a problem related to the GP database, or to troubleshoot a more technical issue.

Keep in mind, you should always backup your data before running any type of change, but that’s just standard operating procedure.

System tools

Database Disabler – Allows you to disable login into a company. The company will not appear in the list of companies during login into GP until it is re-enabled.

Shortcuts Copy – Use this tool to copy the shortcuts options from one user to another user with the click of a button.

Update User Date – The Update User Date utility will automatically update the user date in Microsoft Dynamics GP to the next date at midnight each day. This is useful if you leave GP running overnight.

Financial tools

Account Modifier / Combiner – Change a single account number into a new account number, or an entire range of accounts. You can also combine account numbers into one account. All of the open and historical information changes without any loss of data. A list can be imported from Excel to change a range.

Checkbook Modifier – Allows you to change an existing checkbook ID to a new checkbook ID without losing any work, open or historical info.

Fiscal Period Modifier* – Use the Fiscal Period Modifier to change fiscal year definitions and reset data in the open and history tables.

Purchasing tools

1099 Modifier – This tool allows you to automatically update the 1099 amounts for vendors who were mistakenly not set up as a 1099 vendor for the entire year or a portion of the year.

Vendor Combiner / Modifier – Use the Vendor Combiner tool to combine a current vendor ID with another existing vendor ID. Use the Modifier tool to change an existing vendor ID or range of vendors to a new vendor ID. A list can be imported from Excel to change a range. All work, open and history information is transferred to the new vendor(s).

Vendor Name Modifier – Use this tool to change the vendor name. You can change an existing vendor name to a new vendor name without any loss of work, open or historical records. A list can be imported from Excel to change a range.

POP Cost Defaulter – Use this tool to specify the default cost for a purchase order document. Typically, the last invoice cost for the vendor is defaulted from Cards >> Inventory >> Vendors. Use this tool to change the default cost to either the current or standard cost based on your selection.

Sales tools

Customer Combiner / Modifier – Use this tool to change or combine customer numbers without any loss of work, open or historical records. A list can be imported from Excel to change a range.

Customer Name Modifier – Use this tool to change the customer name on all work, open and historical records. A list can be imported from Excel to change a range.

Receivables Transaction Unapply* – This tool enables you to unapply documents in the history table and automatically move the records back to the open table, even if there are discounts and/or write-offs associated with the document. You can reapply the records as needed. This tool can be used as an alternative to removing history and reentering data if records were applied incorrectly.

Salesperson Modifier – Use the Salesperson Modifier tool to change current salesperson IDs and all related work, open and historical data. A list can be imported from Excel to change a range.

SOP Customer Item Lookup – Use this tool to store customer-specific ordering history, as well as the last invoice date and the last price used. You can also view that information from within Sales Order Processing Entry and the Sales Item Detail windows.

Territory Modifier / Combiner – This tool allows changes in territory IDs in GP without any loss of work, open or historical records. A list can be imported from Excel to change a range.

Payroll tools

Certified Payroll Report – Use the Certified Payroll Report with US Payroll to add a project number to employees’ hourly transactions and track them on a per project basis. This tool will also capture information posted from the Timesheet Entry window in Project Accounting Timesheet Entry. You can print these transactions on a weekly report and view employees, departments, job titles and pay codes by project.

Employee Modifier – This tool allows the user to change an existing employee ID to a new employee ID without losing any work, open or history records. A list can be imported from Excel to change a range.

Inventory tools

Inventory Site Modifier / Combiner – This tool allows you to change or combine the current Site / Location Code to a new code without losing any data. A list can be imported from Excel to change a range.

Item Description Modifier – Use this tool to change item descriptions without any loss of work, open or historical records. A list can be imported from Excel to change a range.

Item Number Combiner / Modifier – Use this tool to change or combine existing item without any loss of work, open or historical records. A list can be imported from Excel to change a range.

Miscellaneous tools

Fixed Asset Modifier – Use this change an asset code within the Fixed Assets module without any loss of work, open or historical records.

Default Add Item POP / SOP – When activated, Default Add Item will automatically mark the add item selection in the Sales Transaction Entry, Purchase Order Entry, Receivings Transaction Entry and Purchasing Invoice Entry windows, ensuring that item IDs exist in the existing inventory during data entry. If not, it will prompt the user to add the new item to inventory vs. allowing a non-inventory item.

Doc Date Verify – When Doc Date Verify is activated, a check will be performed to determine whether the document date on a transaction falls within a valid fiscal period or if the fiscal period is closed. If the date does not fall within a valid fiscal period, a message will be displayed and the user will not be allowed to continue until the date is in a valid period. If the document date falls within a period that is closed, a message will be displayed that will allow the user to correct the date or continue on leaving the date. The period will need to be open in GP before the document is posted.

Company Copy – This tool allows the setup and report option information from one company to be copied to another company within Microsoft Dynamics GP.

Tool is more technical. You might need to use it in conjunction with your partner or internal IT team to solve a problem related to the GP database, or to troubleshoot a more technical issue.

in: ERP

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