Course 8596: One day; Instructor-Led

Introduction

The one-day Microsoft Dynamics GP Foundation II course expands on the basic topics covered in the Microsoft Dynamics GP Foundation I class. Topics covered during this session include: system setup procedures, data flow, how to use key reports and inquiries, how to use SmartList to expand inquiry and analysis capabilities, and tips and troubleshooting techniques to ensure the integrity of your financial data.

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Audience

Customers who would like a more in-depth understanding of the Microsoft Dynamics GP system.

The class is targeted toward data entry clerks, administrators; office managers, CEO's, and consultants who need to understand the technical aspects of Microsoft Dynamics GP Foundation and gain foundational knowledge of the application functionality.

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At Course Completion

After completing this course, students will be able to:

•	Customize System and Company setup selections.
•	Customize User and Security setup.
•	Use the Posting Setup options to define posting processes.
•	Use advanced functionality, such as: Business Alerts, Activity Tracking, Process Server, Named Printers, Custom Links, and Macros.
•	Use inquiries and reports to get at the information you want to access.
•	Use SmartList to export data to Microsoft Word or Microsoft Excel for further analysis.
•	Use tips and techniques for troubleshooting.

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Prerequisites

Before attending this course, students must have:

•	Financial Series I course or equivalent working experience with Microsoft Dynamics GP.

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Microsoft Certification exams

No Microsoft Certification exams are associated with this course currently.

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Course Materials

The student kit includes a comprehensive workbook and other necessary materials for this class.

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Course Outline

Chapter 1: System Setup Procedures

The purpose of this chapter is to provide an in-depth look at system functions, such as user and user class setup options, registering your Microsoft Dynamics GP system, and selecting user preferences. The impact of Advanced Security and Field Level Security are discussed in detail in this chapter. Time is spent exploring the options available for posting transactions, concentrating on posting accounts and audit trail codes which are essential to maintaining accurate financial information. We will also look at the system reports that are available for creating a permanent record of the selections made during the setup phase.

Main Topics

•	System Setup Procedures.
•	System Password.
•	User Classes.
•	User Setup / Access / Activity.
•	Security Setup.
•	User Preferences.
•	Reminders.
•	Registration.
•	System Reports.
•	Advanced Security.
•	Field Level Security.
•	Posting Setup.
•	Posting Accounts Setup.
•	Audit Trail Codes Setup.

Lab: System & Company Setup

•	Setup User Class.
•	Setup User.
•	User Access.

Lab: Reminders

•	Create and test a reminder.

Lab: Advanced Security

•	Modify Form Security.

Lab: Field Level Security

•	Add Field Level Security.

Lab: Posting Setup

•	Modify existing posting setup.

After completing this chapter, students will be able to:

•	Set up System and User information
•	Set up Security.
•	Set User Preferences.
•	Register Microsoft Dynamics GP.
•	Run System Reports.
•	Use Advanced Security and Field Security.
•	Set up Posting.

Chapter 2: Data Flow

This chapter focuses on how the modules are integrated in your Microsoft Dynamics GP system. The use of source documents and audit trail codes to quickly and easily retrieve information is a major focus of this section. We will also explore how to trace transactions back to their source using zoom functionality instead of printing reports to analyze data.

Main Topics

•	Integration.
•	Source Document Setup.
•	Audit Trail Codes Setup.
•	Tracing Transactions.

Lab: Tracing Transactions

•	Retrieving information.
•	Trace summary balance to individual transactions.

After completing this chapter, students will be able to:

•	Set up Source Documents.
•	Set up Audit Trail Codes.
•	Trace transactions back to the source document.

Chapter 3: Advanced Functionality

This chapter explores advanced techniques for tracking processes such as failed login attempts, posting tracking and file tracking. Creating business alerts to notify management of predefined situations is discussed in this section. Time is spent looking at ways of increasing productivity by using a process server to handle workstation intensive processes and sending certain processes to specific printers, such as having a designated check printer. Macros, which automate processes such as printing reports, performing backups, and routine procedures, are covered in this chapter.

Main Topics

•	Activity Tracking.
•	Business Alerts.
•	Process Server Setup.
•	Named Printers.
•	Custom Links.
•	Macros.
•	Letter Writing Assistant.

Lab: Activity Tracking

•	Turn on Activity Tracking.
•	View Activity Tracking reports.

Lab: Named Printers

•	Setting up Named Printers.

Lab: Custom Links

•	Setting up Custom Links

Lab: Creating Macros

•	Creating a Macro.
•	Add Macro to Shortcut Bar.

Lab: Letter Writing Assistant

•	Create employee birthday letters.

After completing this chapter, students will be able to:

•	Set up and remove Activity Tracking.
•	Create Business Alerts.
•	Set up and use Process Server.
•	Set up Named Printers.
•	Create Custom Links.
•	Record and Play Macros.
•	Use Letter Writing Assistant.

Chapter 4: SmartList

This chapter explores SmartList, an inquiry tool that can be used to access data. SmartList uses sets of predefined search criteria or objects. The user may create an unlimited number of searches or views and save them as Favorites in the system. SmartList also allows you to access other Microsoft Dynamics GP windows related to the data contained in your search. Additionally, data collected using SmartList may be exported to Microsoft Word or Microsoft Excel for further analysis.

Main Topics

•	Types of SmartList objects.
•	Creating SmartList Favorites.
•	Linking to related Microsoft Dynamics GP windows.
•	Exporting data to Microsoft Word or Microsoft Excel.
•	Add Microsoft Dynamics GP windows, macros and external links to the Shortcut Bar.
•	How to make it easier to navigate in Microsoft Dynamics GP using Shortcuts.
•	How to manage a large number of shortcuts

Lab: SmartList

•	Create SmartList query.
•	Export data to Microsoft Word.

Lab: SmartList: Export to Excel

•	Create SmartList query.
•	Export data to Microsoft Excel.

After completing this chapter, students will be able to:

•	Gain instant access to a large variety of information in your Microsoft Dynamics GP system using SmartList.
•	Create and save views of your data.
•	Export data to Microsoft Excel or Microsoft Word from SmartList.

Chapter 5: Reports

The purpose of this chapter is to define ways to print reports in Microsoft Dynamics GP. We will cover how to create report options, print group reports for a specific series, or to create combined group reports using data from multiple series. Additionally, we will discuss the Process Monitor and how it displays processes that are occurring in the background on the local workstation or on the server. Since processes may involve several steps, use the Process Detail window to view the steps in detail.

Main Topics

•	Report Options.
•	Report Groups.
•	Combined Groups.
•	Process Monitor.

Lab: Combined Groups

•	Create report options.
•	Create a report group.
•	Create Macro.
•	Add Macro to Shortcut Bar.

After completing this chapter, students will be able to:

•	Create and save report options.
•	Select a destination for reports.
•	Export reports in a variety of formats.
•	Organize reports into groups for easy access.
•	View background processes on their local workstation or at the server level.

Chapter 6: Tips & Troubleshooting

In this chapter we will examine the different types of file maintenance that may be performed in your Microsoft Dynamics GP system. We will discuss the steps that can be used to recover data that may have become damaged. A checklist is presented to help prepare for a call to your partner or request support on Customer Source. We will look at the difference between warning messages and error messages and how to resolve these situations.

Main Topics

•	File Maintenance.
•	Error Messages.
•	Data Recovery Checklist.
•	Troubleshooting Checklist.
•	Batch Recovery.
•	File Maintenance.
•	Error Messages.
•	Data Recovery Checklist.
•	Troubleshooting Checklist.
•	Batch Recovery.

Lab: File Maintenance

•	Perform Check Links procedure.
•	Reconcile customer information.
•	Reconcile vendor information.
•	Examine error logs.

Lab: Warning Messages

•	Differentiating warning and error messages.

After completing this chapter, students will be able to:

•	Perform file maintenance procedures.
•	Identify error messages.
•	Troubleshoot errors.

Chapter 7: Conclusion

In this chapter we will discuss the key points that have been covered throughout this course.

Main Topics

•	Field Level Security works with Advanced Security to provide additional security for programs, fields, forms, and windows in Microsoft Dynamics GP.
•	Posting Setup is used to determine how transactions are posted and posting reports are printed.
•	Activity Tracking allows you to define types of activities that you can track for each company and user.
•	Business Alerts notify key personnel of business-critical information.
•	Process Server allows you to use faster processing capabilities to increase efficiency and performance of workstations by directing processes to designated servers.
•	Named Printers allows output to be routed to a specific printer, such as a designated check printer.
•	Macros enhance processing power by automating many tasks.
•	SmartList is an inquiry tool that can be used to access all types of accounting data.
•	Reports may be grouped together and printed as one report.
•	File Maintenance procedures are designed to ensure maximum accuracy and integrity of your accounting data.

Appendix A: Smart Tags

This section contains information on Smart Tags or links between Microsoft Office documents and data in Microsoft Dynamics GP. The items that may be recognized and "tagged" in Microsoft Office XP are discussed in the section. The focus of this section is to highlight the benefits of Smart Tags and how you can use them in your business.

Main Topics

•	How Smart Tags work.
•	Smart Tag Benefits.

After completing this chapter, students will be able to:

•	Understand how Smart Tags work.
•	Recognize the ways Smart Tags can make your business more productive.

Appendix B: File Structure

This chapter contains information on how files are organized in your Microsoft Dynamics GP system. We will look at the naming conventions that are used and how to distinguish the type of data that is contained in a table based on the numerical value assigned to the table. The grouping of physical files into table groups is also explored in this section.

Main Topics

•	Table Naming Conventions.
•	Table Groups and Physical Tables.

After completing this chapter, students will be able to:

•	Understand how data files are organized in Microsoft Dynamics GP.
•	Determine the type of data contained in a file based on its numerical value.

Appendix C: Table Descriptions

This chapter contains information on the tables, windows, and fields that are used throughout Microsoft Dynamics GP. We will look at how to access the Table Descriptions window which will display a list of all tables associated with a particular product and series. Field Descriptions displays a list of tables where a particular field of data is contained and Window descriptions shows how windows are grouped together into forms that make the flow of data through the system much more efficient. A listing of the current tables, arranged by series is provided in this section.

Main Topics

•	Table Descriptions.
•	Field Descriptions.
•	Window Descriptions.
•	Microsoft Dynamics GP Tables by Series.

After completing this chapter, students will be able to:

•	Understand how data files are organized in Microsoft Dynamics GP.
•	Determine the type of data contained in a file based on its numerical value.
•	Use the Microsoft Dynamics GP Tables by Series listing to determine the display name, technical name, or physical name of a data file and the table group to which it belongs.

Appendix D: Professional Service Tools Library

This chapter contains information on the Professional Services Tools Library and how it can provide help for users to consolidate and change critical data - quickly and accurately. Users can purchase tool individually, select any three tools or purchase the entire library.

Main Topics

•	Financial Series Tools.
•	Purchase Series Tools.
•	Sales Series Tools.
•	Payroll Series Tools.
•	Inventory Tools.
•	System tools.
•	Tools Available Separately.
•	Related Service Offering.

After completing this chapter, students will be able to:

•	Understand the tools that are available in the Professional Service Tools Library and how they can be used in your organization.

Appendix E: Keyboard Equivalents

If you are someone who likes to use the keyboard instead of a mouse, this chapter is for you! A list of the common keyboard equivalents is provided to help speed data entry. We will also focus on tab sequences, field to field navigation, and how the default button can be used to navigate throughout your Microsoft Dynamics GP system.

Main Topics