You can see more Dynamics GP Inventory scripts here. Or visit my GP Reports page for links to additional GP scripts and other reporting information and tips.

~~~~~

CREATE VIEW view_Inventory_by_Site_with_Dates
AS
/********************************************************************
view_Inventory_by_Site_with_Dates
Created on Jan 29, 2011 by Victoria Yudin - Flexible Solutions, Inc.
For updates see http://victoriayudin.com/gp-reports/
All inventory items with quantity on hand and last sale
     and receipt dates, by site ID
Functional amounts only
Tables used:
I - IV00101 - Item Master
S - IV30300 - Transaction Amounts History with DOCTYPE = 6 (sales)
Q - IV00102 - Item Quantity Master
U - IV40201 - U of M Schedule Header
********************************************************************/

SELECT I.ITEMNMBR Item_Number,
       Q.LOCNCODE Site_ID,
       I.ITEMDESC Item_Description,
       Q.QTYONHND Quantity_on_Hand,
       Q.QTYONORD Quantity_on_Order,
       U.BASEUOFM U_of_M,
       CASE I.ITEMTYPE
          WHEN 1 THEN 'Sales Inventory'
          WHEN 2 THEN 'Discontinued'
          WHEN 3 THEN 'Kit'
          WHEN 4 THEN 'Misc Charges'
          WHEN 5 THEN 'Services'
          WHEN 6 THEN 'Flat Fee'
          END Item_Type,
       I.CURRCOST Current_Cost,
       I.ITMCLSCD Item_Class,
       coalesce(S.LastSale,'1/1/1900') Last_Sale_Date,
       coalesce(Q.LSRCPTDT,'1/1/1900') Last_Receipt_Date,
       coalesce(Q.LSORDVND,'') Last_Vendor

FROM IV00101 I

INNER JOIN
     IV00102 Q
     ON I.ITEMNMBR = Q.ITEMNMBR
     AND RCRDTYPE = 2

LEFT OUTER JOIN
     (SELECT ITEMNMBR, MAX(DOCDATE) LastSale, TRXLOCTN
      FROM IV30300
      WHERE DOCTYPE = 6
      GROUP BY ITEMNMBR, TRXLOCTN) S
     ON I.ITEMNMBR = S.ITEMNMBR
     AND Q.LOCNCODE = S.TRXLOCTN

INNER JOIN
     IV40201 U
     ON U.UOMSCHDL = I.UOMSCHDL

WHERE Q.QTYONHND <> 0

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_Inventory_by_Site_with_Dates TO DYNGRP

~~~~~

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone

~~~~~

CREATE VIEW view_Inventory_Price_Levels
AS

/*******************************************************************
view_Inventory_Price_Levels
Created on Aug 9, 2010 by Victoria Yudin - Flexible Solutions, Inc.
For updates visit http://victoriayudin.com/gp-reports/
*******************************************************************/

SELECT IV.ITEMNMBR Item_Number,
       IM.ITEMDESC Item_Description,
       IM.ITMCLSCD Item_Class,
       IV.PRCLEVEL Price_Level,
       CASE IM.PRICMTHD
       	  WHEN 1 THEN 'Currency Amount'
       	  WHEN 2 THEN '% of List Price'
	  WHEN 3 THEN '% Markup – Current Cost'
	  WHEN 4 THEN '% Markup – Standard Cost'
	  WHEN 5 THEN '% Margin – Current Cost'
	  WHEN 6 THEN '% Margin – Standard Cost'
	  END Price_Method,
       IV.CURNCYID Currency_ID,
       IV.UOFM U_of_M,
       CASE IM.PRICMTHD
	  WHEN 1 THEN IV.UOMPRICE
	  WHEN 2 THEN IV.UOMPRICE * IC.LISTPRCE / 100
	  ELSE 0
	  END Price,
       CASE IM.PRICMTHD
	  WHEN 1 THEN 0
	  ELSE IV.UOMPRICE
	  END Percent_of_List,
       IV.FROMQTY From_Qty,
       IV.TOQTY To_Qty,
       IV.QTYBSUOM Qty_In_Base_UofM

FROM   IV00108 IV

LEFT OUTER JOIN
       IV00101 IM
       ON IM.ITEMNMBR = IV.ITEMNMBR

LEFT OUTER JOIN
       IV00105 IC
       ON IC.ITEMNMBR = IV.ITEMNMBR
       AND IV.CURNCYID = IC.CURNCYID

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_Inventory_Price_Levels TO DYNGRP

~~~~~

If you are looking to see customer specific pricing, take a look at my Customer Pricing post.  You can also see a full list of my Dynamics GP SQL code on the GP Reports page of this blog.

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone.

For other SQL views on Dynamics GP data, please visit my GP Reports page.

~~~~~

CREATE VIEW view_Inventory_with_Dates
AS
/********************************************************************
view_Inventory_with_Dates
Created on Dec 4, 2009 by Victoria Yudin - Flexible Solutions, Inc.
For updates see http://victoriayudin.com/gp-reports/
All inventory items with quantity on hand and last sale
     and receipt dates Functional amounts only
Tables used:
I - IV00101 - Item Master
S - IV30300 - Transaction Amounts History with DOCTYPE = 6 (sales)
Q - IV00102 - Item Quantity Master
U - IV40201 - U of M Schedule Header
Updated Dec 22, 2009 to add WHERE clause at end
Updated Jan 29, 2011 to change join type for IV30300 ********************************************************************/

SELECT I.ITEMNMBR Item_Number,
       I.ITEMDESC Item_Description,
       Q.QTYONHND Quantity_on_Hand,
       U.BASEUOFM U_of_M,
       CASE I.ITEMTYPE
          WHEN 1 THEN 'Sales Inventory'
          WHEN 2 THEN 'Discontinued'
          WHEN 3 THEN 'Kit'
          WHEN 4 THEN 'Misc Charges'
          WHEN 5 THEN 'Services'
          WHEN 6 THEN 'Flat Fee'
          END Item_Type,
       I.CURRCOST Current_Cost,
       I.ITMCLSCD Item_Class,
       coalesce(S.LastSale,'1/1/1900') Last_Sale_Date,
       coalesce(Q.LSRCPTDT,'1/1/1900') Last_Receipt_Date,
       coalesce(Q.LSORDVND,'') Last_Vendor

FROM IV00101 I

LEFT OUTER JOIN
     (SELECT ITEMNMBR, MAX(DOCDATE) LastSale
      FROM IV30300
      WHERE DOCTYPE = 6
      GROUP BY ITEMNMBR) S
     ON I.ITEMNMBR = S.ITEMNMBR

INNER JOIN
     IV00102 Q
     ON I.ITEMNMBR = Q.ITEMNMBR
     AND RCRDTYPE = 1

INNER JOIN
     IV40201 U
     ON U.UOMSCHDL = I.UOMSCHDL

WHERE Q.QTYONHND <> 0

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_Inventory_with_Dates TO DYNGRP

~~~~~

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone

However, I just needed to create a new SmartList to show current inventory quantities on hand with their costs and I wanted to share the view I used. Please bear in mind, this was only tested with our data and only FIFO Perpetual inventory items, so this may not work for all situations. And the average unit cost is simply the total cost divided by the quantity on hand.

For other GP SQL views, please take a look at my GP Reports page.

~~~~~

CREATE VIEW view_On_Hand_Inventory
AS

/********************************************************************
view_On_Hand_Inventory
Created on June 18, 2009 by Victoria Yudin - Flexible Solutions, Inc.
For updates see http://victoriayudin.com/gp-reports/
Inventory on hand quantities by site
Only tested with FIFO Perpetual inventory valuation method
I - IV00101 - Item Master
T - IV10200 - Purchase Receipts
Updated on June 24, 2009 to add Item Class
********************************************************************/

SELECT T.ITEMNMBR Item,
       I.ITEMDESC Description,
I.ITMCLSCD Item_Class,
       T.TRXLOCTN Site_ID,
       sum(T.QTYRECVD-T.QTYSOLD) Quantity,
       sum(T.UNITCOST*(T.QTYRECVD-T.QTYSOLD)) Total_Cost,
       sum(T.UNITCOST*(T.QTYRECVD-T.QTYSOLD))
          /sum(T.QTYRECVD-T.QTYSOLD) Avg_Unit_Cost

FROM IV10200 T
INNER JOIN
     IV00101 I
     ON I.ITEMNMBR = T.ITEMNMBR

WHERE T.QTYRECVD <> T.QTYSOLD
GROUP BY T.ITEMNMBR, T.TRXLOCTN, I.ITEMDESC, I.ITMCLSCD

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_On_Hand_Inventory TO DYNGRP

~~~~~

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone.

For other SQL views on Dynamics GP data, please visit my GP Reports page.

~~~~~

CREATE VIEW view_Customer_Pricing
AS

/**
view_Customer_Pricing
Created Jan. 7 2009 by Victoria Yudin - Flexible Solutions, Inc.
For updates see http://victoriayudin.com/gp-reports/
Shows individual item pricing based on customer price level.
For use with standard pricing.
Excludes customers with no price level.
Updated Jan. 14 2009 to add price method, % column value if price list
is not currency amount and calculation for % of List Price price method.
Does not show actual price for % Margin or % Markup price methods.
**/

SELECT C.CUSTNMBR as 'CustomerID', C.CUSTNAME as 'CustomerName',
       C.PRCLEVEL as 'PriceLevel', IV.ITEMNMBR as 'ItemNumber',
       IM.ITEMDESC as 'ItemDescription',
       CASE IM.PRICMTHD
       	WHEN 1 THEN 'Currency Amount'
       	WHEN 2 THEN '% of List Price'
	WHEN 3 THEN '% Markup – Current Cost'
	WHEN 4 THEN '% Markup – Standard Cost'
	WHEN 5 THEN '% Margin – Current Cost'
	WHEN 6 THEN '% Margin – Standard Cost'
	END as 'PriceMethod',
       IV.CURNCYID as 'CurrencyID', IV.UOFM as 'UofM',
       CASE IM.PRICMTHD
	WHEN 1 THEN IV.UOMPRICE
	WHEN 2 THEN IV.UOMPRICE * IC.LISTPRCE / 100
	ELSE 0
	END as 'Price',
       CASE IM.PRICMTHD
	WHEN 1 THEN 0
	ELSE IV.UOMPRICE
	END as 'Percent',
       IV.FROMQTY as 'FromQty', IV.TOQTY as 'ToQty',
       IV.QTYBSUOM as 'QtyInBaseUofM'
FROM   RM00101 C
LEFT OUTER JOIN
       IV00108 IV
       ON C.PRCLEVEL = IV.PRCLEVEL
LEFT OUTER JOIN
       IV00101 IM
       ON IM.ITEMNMBR = IV.ITEMNMBR
LEFT OUTER JOIN
       IV00105 IC
       ON IC.ITEMNMBR = IV.ITEMNMBR AND IV.CURNCYID = IC.CURNCYID
WHERE  C.PRCLEVEL <> '' --excludes customers with no price level

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_Customer_Pricing TO DYNGRP

~~~~~

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone.

GP KnowledgeBase Articles

Microsoft publishes and updates articles that explain in great detail how the year end close should be done and all the implications and timing issues.  Here is order that the modules should be closed in and the related articles:

• Inventory
• Receivables Management – KB 857444
• Payables Management – KB 875169
• Fixed Assets – KB 865653
• General Ledger – KB 888003
• Payroll – KB 850663 or Canadian Payroll – KB 861806

Other Resources

• Mark Polino’s Dynamics Sherpa Year End Close video
• Accolade Publications Year/Period End Procedures (click on Great Plains on the bottom, then Year/Period End Procedures on the right)
• Information about performing the year-end closing procedure in Receivables Management in Microsoft Dynamics GP after December 31 – KB 851140
• Each Dynamics GP manual will all have a section on the year end close if it is applicable for that  particular module
• GP 9.0 – 2008 US Payroll Year End Update
• GP 10.0 – 2008 US Payroll Year End Update
• Mariano Gomez: Applying 2008 Year End updates for Microsoft Dynamics GP 9.0 and 10.0
• Mariano Gomez: 2008 Year End Update and Microsoft Great Plains 8.0
• Christina Phillips of Dynamics GP Land: Year End 2008 Tips and Tricks
• Doug Pitcher of Rose Business Solutons: 2008 Payroll year end close update Dynamics 10.0

General Ledger – Common Questions

When?  The biggest question we get on the General Ledger close is when to do it.  On one hand you don’t want to close the GL before all your adjustments are in and/or the audit is done.  On the other hand, you hate not being able to see beginning balances for the GL accounts and having to use alternate FRx reports to add in last year’s numbers.  Since you can post to the last fiscal year even if it is closed there is no harm in closing the fiscal year sooner than later.  However, make sure that you won’t need to post to years prior to the last closed year, since you won’t be able to do it.  (In other words, once you close 2008, you can still update 2008, but 2007 is done at that point.)

I said I won’t need to, but how do I post to 2005?  If you absolutely positively have to post to more than one prior year, it is possible, but it will cost you.  The Microsoft Professional Services team has a procedure they can run on your system that will re-open prior years.  The cost will depend on the size of your data, how many companies and years you need to open and when you need to do this.  We have used this service a number of times and have never had an issue, so it definitely works.  To get more information on this, contact your GP Partner and show them this link.

How do I actually post to the last closed year?  Here are the steps:

1. Go to Tools > Setup > Company > Fiscal Periods and make sure the period you want to post to is open (unchecked).
2. Go to Tools > Setup > Financial > General Ledger and make sure Allow Posting to History is checked.
3. Enter and post your transaction.  Read this before you look at your posting journal: the entry will look like it is posted twice.  It’s showing up on the report twice because it’s updating last year’s balances and then updating this year’s beginning balances.  This is ok.
4. Go to Tools > Setup > Financial > General Ledger and uncheck Allow Posting to History.  While it is ok to leave this checked, I recommend disallowing posting to history to avoid mistakes.
5. Go to Tools > Setup > Company > Fiscal Periods and close (check) the period you opened in step 1.  Again, you can leave the period open if you want.

What if one of my Balance Sheet accounts was set up as a P&L account?  If one of your accounts was set up with the wrong Posting Type and you did not catch this before performing the year close, you can use KB article 864913 to correct the problem.

Other Common Questions / My 2 Cents

Payables and Receivables – to close or not to close?  Most companies we work with do not close the Payables and Receivables modules anymore.  Since it is virtually impossible to have a clean cut off between transactions for two years, it really does not add any value to perform the year end close for these modules.

Backups – do we really need them?  As far as I am concerned, one of the most important parts of the year end close is making a backup before starting.  I have only actually needed this backup twice, but we were sure glad we had it those two times.

What is the close procedure for other modules, like Bank Rec or SOP?  Most other modules do not have a ‘year end close’ process.  The only recommendation for them is to make sure everything for the year being closed is posted prior to closing the year in the modules that do have a year end close process.

Updates:
01.08.2009: added link to Doug Pitcher’s blog post under Other Resources
01.07.2009: added link to Dynamicd GP Land blog under Other Resources
12.24.2008: added links to Mariano Gomez’s blog posts under Other Resources
11.17.2008: added links to the year end payroll updates under Other Resources
08.04.2010: added link to the GL Year End Open Service from Microsoft