Microsoft Dynamics GP Tips and Tricks

Written By: Jackie Smith

from October 24, 2012

A Different Method to Add Additional Documents to Vendors

Many of you already know that you can add an additional document that is located outside Dynamics GP  to a vendor’s card using the OLE functionality.

There is another way you can do this and I have found many of the customers that I work with prefer it.  I will show you an example of adding a vendor’s W9 to their vendor card.  The same functionality can be applied to employees, customers etc.

Step 1:  On the home page select the Administrative button, expand the Company Setup menu and select Company………click on the Internet User Defined button at the bottom of the window.  You can use any of the labels on this window, I typically will pick one of the User Defined fields……….in this case I selected Label 7 and changed the field name to Vendor W9.

Step 2:  Select the Purchasing button and open the Purchasing area page. Expand the Cards menu and choose Vendor……click on the lookup button and select Advanced Office Systems………select the “i” icon to the right of the primary address id.

Step 3:  The Internet Information window for Advanced Office Systems opens up and notice that Label 7 says “Vendor W9”.  Select the yellow folder to the right of the field and navigate to the place on the server where the W9’s are kept; specifically, path the field to Advanced Office System’s W9 form.  There are two ways to access the vendor’s W9 form………the first one is to select the zoom field Vendor W9 (blue words). Once selected, the system will “zoom” to the W9 and open it.

Step 4:  Save and close all of the windows including Vendor Maintenance.

Step 5:  There are two ways that a specific vendor W9 can be accessed………we discussed the first one in step 3.  The second one requires a custom link be setup…. on the home page select the Administrative button, expand the Company Setup menu and select Custom Link…..choose “New”.

Below is what the link should look like once it is complete:

Step 6:  Open any vendor related window where “Vendor ID” is a zoom field…….on the Purchasing area page……expand the Inquiry section and select Transaction by Vendor……choose Advanced Office Systems.   Zoom fields are either blue and underlined (assuming default colors) or if a required field, then red or black and underlined.  Select the “Vendor ID” zoom field and notice you now have two choices ….either Vendor Maintenance or Vendor W9.  If you select “Vendor W9” the system will open the vendor’s W9 form on the server.

This same functionality can be applied to the employee card………think I9 and W4. 

Just like OLE links this works fine as long as the documents stay in the same place on the server.  If they are moved, then the documents location (path) will have to be changed.