Professional Services Tools Library

Written By: Wendy Johnson

from December 11, 2013

All too often users find themselves wishing: Wishing they could reverse a previous setup decision or make a simple change to an employee name in payroll when they married or divorced; wishing they could change a customer/vendor name or ID because ownership changed; wishing they could combine GL account information into a new account number.

With the Professional Services Tools Library (PSTL), wishes do come true!

Prior to Microsoft Dynamics GP 2010 and 2013, these tools were available by additional purchase, only.  Microsoft Dynamics GP 2010 and 2013 makes them available – absolutely free – to both new and existing users.

The Professional Services Tools Library is a collection of processes that support specific tasks and includes tools that can modify one or more master records easily.  The tools are very effectual and are acquired through a Microsoft Dynamics partner so customers can be cautioned about their use and assist as needed.

There is no UNDO when using a tool – meaning security to the tools should be limited to power-users and key personnel and some of the tools must be run by the system administrator.  A best practice is to have all users out of the system when using the tools and back up the database before using a tool.

The tools are compatible with most of the standard Microsoft Dynamics GP modules except Manufacturing.  Many of the tools can be used with an Excel list to combinemodify multiple records. However, third-party applications may not work with all of the tools.

This article includes most of the tools with a short description of each. Tools listed in red indicate the tool is technical or “dangerous” and a customer might need to use it with the assistance of a Microsoft Dynamics partner andor as the system administrator.

System Tools

  • Database Disabler – Allows the administrator to block users from logging into a company. The company will not appear in the list of companies when logging in to Microsoft Dynamics GP until the administrator unblocks the database.
  • Shortcuts Copy – Use this tool to copy the shortcuts options from one user to another user.
  • Update User Date – The Update User Date utility automatically updates the user date in Microsoft Dynamics GP to the next date at midnight each day. This is useful if Microsoft Dynamics GP is left running overnight.
  • Menu Inquiry Utility – Shows windows that are enabled and visible in Microsoft Dynamics GP.

Financial Tools:

  • Account Modifier / Combiner – Change a single or multiple account number(s) into new account numbers.  Combine all of the open and historical data from two account numbers into one number or combine a range of numbers.
  • Checkbook Modifier – Allows the change of an existing checkbook ID to a new checkbook ID.
  • Fiscal Period Modifier – Use the Fiscal Period Modifier to change fiscal year definitions and reset data in the open and history tables.   See detailed instructions before using this tool.  Clicking on Setup Periods button removes previous year’s definitions.
  • GL Master Triggers- Keep the account numbers in sync between company databases.  Add an account number to one database and it automatically replicates to other assigned databases.

Purchasing Tools:

  • 1099 Modifier – If vendor was not setup as a 1099 vendor, can be used to update the records.
  • PM Master Triggers- Adds new vendors to additional selected company databases.
  • Vendor Combiner – Use the Vendor Combiner tool to combine a current vendor ID with another existing vendor ID.
  • Vendor Modifier – Use the Modifier tool to change an existing vendor ID or range of vendors to a new vendor ID.  All work, open and history transactions are moved to the vendor ID.
  • Vendor Name Modifier – Use this tool to change the vendor name.
  • Minimum POReceipt Number – stops Microsoft Dynamics GP from looking backwards for unused document numbers.
  • POP Cost Defaulter –Defaults the current cost or the standard cost from the item master card instead of from the Item Vendors record.

Sales Tools:

  • Customer Combiner– Use this tool to change or combine customer numbers without any loss of work, open or historical records.
  • Customer Modifier – Changes the existing Customer ID to a new Customer ID.
  • Customer Name Modifier – Change the customer name on all work, open and historical records.
  • Receivables Transaction Unapply – Reverses the effect of applying payments, credit memos or returns, even if there are discounts and/or write-offs associated with the document.
  • Customer Item Lookup – See prior purchases made by a customer during the sales order entry process.
  • SOP PO Number Check – Checks to see if a Customer PO number has already been entered on a sales transaction.

Inventory Tools:

  • Inventory Site Modifier / Combiner – Change or combine the current Site / Location Code to a new code without losing any data.
  • Item Description Modifier – Change item descriptions on all previously created transactions – including sales orders and purchase orders.
  • Item Number Combiner – Combine two items number that were setup for the same item and both were used.
  • Item Number Modifier – Change an item number to a new item number.

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. 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.

Miscellaneous Tools:

  • Fixed Asset Modifier – Use this to change an asset ID.
  • Default Add Item POP / SOP – Forces new items in the Sales Transaction Entry, Purchase Order Entry, Receivings Transaction Entry and Purchasing Invoice Entry windows to be added as items and not as non-inventory items
  • Doc Date Verify – Prevents entry into an undefined fiscal period.
  • Company Copy – This tool allows the setup and report option information from one company to be copied to another company.

The installation of the tools is workstation based via a chunk file.  Contact a Microsoft Dynamics partner for assistance with the install and use of these tools.