Monday, June 20, 2011

Ch-Ch-Changes...And "Checks on the fly"

Interesting tidbits to share regarding the printing of "checks on the fly" from Microsoft Dynamics GP.  But, first, a quick explanation of a "check on the fly".  In GP, you can print a "check on the fly" from the Payables Transaction Entry window by entering an amount in the check field and clicking Print Check.  When you do this, a check is recorded alongside the invoice and the transaction distributions will affect both cash and expense.

Transactions-Purchasing-Transaction Entry

Well, the question comes up...I print the check and realize there was mistake!  What can I change?  Well, from my testing you CAN change:
  • Document Number
  • Payment terms
  • Purchases Amount (but NOT the check amount)
  • 1099 Amount
  • Distributions
  • Check Number
    • You can click Print Check and reprint the check using a new check number (it will automatically record the original check number as a void)

What you CANNOT change:
  • Vendor ID
  • Document Date
  • Check Amount
  • Checkbook
  • Remit To Address
    • Although you can change the ID, when you click Print Check again to reprint the check, it will use the original Remit To Address.
Good luck as always!  And let me know your own interesting tidbits regarding this feature in Dynamics GP!

Christina Phillips is a Microsoft Certified Trainer and Dynamics GP Certified Professional. She is a supervising consultant with BKD Technologies, providing training, support, and project management services to new and existing Microsoft Dynamics customers. This blog represents her views only, not those of her employer.


SQL Blogger said...

One thing I find clients do is hit the distribution button before putting the amount in the check field. This sets the distributions to PURCH and AP. When they put an amount in the check field, the distributions stay and are wrong. They then have to go into the distributions and change the AP to CASH (and the account # as well). I tell them not to click on the distribution button until AFTER they enter the check amount.

Christina Phillips said...

Hey SQL Blogger! Yes, I do the same thing. Always enter the check amount first, to avoid the confusion on distributions :)