System User's Guide

Microsoft Dynamics GP 2013

System User¡¯s Guide

Copyright

Copyright ? 2014 Microsoft. All rights reserved.

Limitation of liability

This document is provided ¡°as-is¡±. Information and views expressed in this document, including

URL and other Internet Web site references, may change without notice. You bear the risk of using

it.

Some examples depicted herein are provided for illustration only and are fictitious. No real

association or connection is intended or should be inferred.

Intellectual property

This document does not provide you with any legal rights to any intellectual property in any

Microsoft product.

You may copy and use this document for your internal, reference purposes.

Trademarks

Microsoft, Bing, Excel, MapPoint, Microsoft Dynamics, Outlook, SharePoint, SQL Server, and

Windows Vista are trademarks of the Microsoft group of companies. FairCom and c-tree Plus are

trademarks of FairCom Corporation and are registered in the United States and other countries.

All other trademarks are property of their respective owners.

Warranty disclaimer

Microsoft Corporation disclaims any warranty regarding the sample code contained in this

documentation, including the warranties of merchantability and fitness for a particular purpose.

License agreement

Use of this product is covered by a license agreement provided with the software product. If you

have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at

800-456-0025 (in the U.S. or Canada) or +1-701-281-6500.

Publication date

May 2014

Contents

Introduction ................................................................................................................................................. 2

What¡¯s in this manual...................................................................................................................................2

Symbols and conventions ............................................................................................................................2

Resources available from the Help menu..................................................................................................3

Send us your documentation comments ...................................................................................................4

Part 1: The basics................................................................................................................................. 6

Chapter 1: Microsoft Dynamics GP documentation ............................................ 7

System documentation.................................................................................................................................7

Printable manuals .........................................................................................................................................7

Using printable manuals..............................................................................................................................8

Finding specific information .......................................................................................................................8

Copying sections of text to modify ............................................................................................................8

Using help ......................................................................................................................................................8

Chapter 2: Using Microsoft Dynamics GP ................................................................... 11

System integration ...................................................................................................................................... 11

Logging in to and quitting Microsoft Dynamics GP .............................................................................12

The Microsoft Dynamics GP application window.................................................................................14

Chapter 3: Navigation ................................................................................................................... 17

Overview of the navigation pane .............................................................................................................17

Customizing the navigation pane ............................................................................................................18

Area pages....................................................................................................................................................19

Toolbars ........................................................................................................................................................19

Customizing toolbars .................................................................................................................................21

Microsoft Dynamics GP search overview ...............................................................................................22

Chapter 4: Lists ................................................................................................................................... 23

List overview ...............................................................................................................................................23

Displaying a list...........................................................................................................................................25

Filtering a list ...............................................................................................................................................25

Creating a list view .....................................................................................................................................26

Customizing a list view..............................................................................................................................26

List personalizations...................................................................................................................................28

Exporting list results to Microsoft Excel..................................................................................................28

Chapter 5: Business Analyzer................................................................................................. 29

Business Analyzer overview .....................................................................................................................29

Business Analyzer actions for reports......................................................................................................30

Selecting user settings for Business Analyzer ........................................................................................31

Selecting report settings for Business Analyzer .....................................................................................31

Assigning reports to contacts ....................................................................................................................32

Displaying a list with Business Analyzer................................................................................................33

Displaying reports in Business Analyzer ................................................................................................34

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Reloading reports in Business Analyzer..................................................................................................34

Chapter 6: Home pages ................................................................................................................ 37

Home pages overview................................................................................................................................37

Selecting your home page role..................................................................................................................39

Changing your home page role ................................................................................................................39

Customizing your home page...................................................................................................................40

Customizing the Business Analyzer area on your home page ............................................................41

Setting up My Reports on your home page ............................................................................................41

Customizing the My Reports area on your home page ........................................................................42

Customizing the Quick Links area on your home page........................................................................43

Customizing the To Do area on your home page................................................................................... 44

Chapter 7: Microsoft Dynamics GP windows ......................................................... 47

Opening a window .....................................................................................................................................47

Data entry fields ..........................................................................................................................................48

Primary windows .......................................................................................................................................49

Task windows ..............................................................................................................................................51

Scrolling windows ......................................................................................................................................52

Lookup windows ........................................................................................................................................53

Advanced lookups......................................................................................................................................54

Note windows .............................................................................................................................................55

Checklist windows .....................................................................................................................................56

Chapter 8: User preferences ................................................................................................... 57

Customizing user preferences...................................................................................................................57

Changing your display ..............................................................................................................................58

Changing your user password..................................................................................................................59

Modifying AutoComplete options ...........................................................................................................60

Modifying the user date.............................................................................................................................61

Chapter 9: Shortcut navigation ............................................................................................ 63

Shortcuts overview .....................................................................................................................................63

Default shortcuts.........................................................................................................................................64

Creating shortcuts.......................................................................................................................................64

Creating shortcuts to Microsoft Dynamics GP windows......................................................................64

Creating shortcuts to SmartList favorites................................................................................................65

Creating shortcuts to macros.....................................................................................................................66

Creating shortcuts to web pages...............................................................................................................67

Creating external shortcuts........................................................................................................................67

Renaming shortcuts ....................................................................................................................................68

Creating a new shortcut folder .................................................................................................................68

Creating custom keyboard shortcuts .......................................................................................................69

Deleting shortcuts and folders ..................................................................................................................69

Chapter 10: Keyboard shortcuts .......................................................................................... 71

Menu bar and toolbar keyboard shortcuts..............................................................................................71

Microsoft Dynamics GP application window keyboard shortcuts......................................................71

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Window navigation keyboard shortcuts .................................................................................................72

Tools keyboard shortcuts ...........................................................................................................................72

Window-specific keyboard shortcuts.......................................................................................................73

Other common keyboard shortcuts..........................................................................................................74

Part 2: Workflow basics .......................................................................................................... 76

Chapter 11: Workflow overview ........................................................................................... 77

What is workflow?......................................................................................................................................77

Benefits of using the Workflow system ...................................................................................................78

How users will interact with the Workflow system ..............................................................................78

Chapter 12: Workflow types.................................................................................................... 79

Purchase requisition approval ..................................................................................................................79

Purchase order approval............................................................................................................................79

Project timesheet approval ........................................................................................................................79

Payroll timecard approval .........................................................................................................................79

Chapter 13: Workflow roles ..................................................................................................... 81

Workflow manager .....................................................................................................................................81

Originator.....................................................................................................................................................81

Approver ......................................................................................................................................................81

Delegate........................................................................................................................................................82

Chapter 14: Workflow actions ............................................................................................... 83

Actions an originator can take ..................................................................................................................83

Actions an approver can take....................................................................................................................84

How an approver can act on a document ...............................................................................................85

Chapter 15: Workflow tasks .................................................................................................... 87

Task overview..............................................................................................................................................87

When tasks are created...............................................................................................................................87

Delegation ....................................................................................................................................................89

Chapter 16: Workflow status .................................................................................................. 91

Workflow document status .......................................................................................................................91

Workflow step status ..................................................................................................................................92

Chapter 17: Workflow examples ......................................................................................... 93

Simple workflow.........................................................................................................................................93

Workflow with multiple first steps ..........................................................................................................94

Workflow with multiple approval paths.................................................................................................95

Workflow with multiple approvers in a step..........................................................................................96

Workflow where an approver is an originator .......................................................................................97

Part 3: Microsoft software integration ........................................................... 100

Chapter 18: Workflow for SharePoint ......................................................................... 101

Workflow overview ..................................................................................................................................101

Benefits of using Workflow .....................................................................................................................102

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