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Dynamics GP 18.6

Application and System Features for Microsoft Dynamics GP

© 2023 Microsoft Corporation. All rights reserved. Last modified: October 3, 2023

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Application & System Features Microsoft Dynamics GP 18.6

Table of contents
Microsoft Dynamics GP Features ................................................................................................................................................. 1
Microsoft Dynamics GP Lifecycle ................................................................................................................................................. 2
Lifecyle for Microsoft Dynamics GP ...................................................................................................................................... 2
System Requirements Updates .............................................................................................................................................. 3
Upgrading to Microsoft Dynamics GP 18.6 ............................................................................................................. 3
Application Features.......................................................................................................................................................................... 4
Financial Summary Inquiry Redisplay .................................................................................................................................. 4
Reverse Fiscal year end close by Company ....................................................................................................................... 5
Customer statements display open items ......................................................................................................................... 6
Email/Reprint Vendor Remittance with message fields ............................................................................................... 7
ALL Payables 1099 forms print with LINES. ....................................................................................................................... 9
Drop Down List Selection for Batch Source on Navigation Lists. .......................................................................... 10
Print and Email Cash Receipts ............................................................................................................................................. 11
Print Sales Order Processing blank picking ticket template .................................................................................... 14
Set Unit of Measure from the PO Requisition to the Purchase Order ................................................................. 15
Format Workflow emails with item decimals................................................................................................................. 16
Project Time & Expense Workflow My Expenses/ Delegates List.......................................................................... 18
Project Time Expense Workflow my Timesheets List .................................................................................................. 20
Payroll Year-End Wage Report Formatting .................................................................................................................... 21
Letter Writing Assistant Expiring Test in Human Resources .................................................................................... 22
Letter Writing Assistant Final Notice Collection Letter .............................................................................................. 23
System & Workflow ........................................................................................................................................................................ 24
Completely Delete Document Attachments .................................................................................................................. 24
Shared Mailbox with Multi-Factor Authentication(MFA) .......................................................................................... 26
Modern Authentication - Single Tenant App Registration ...................................................................................... 30
Summary of all Table Changes in 18.6 ............................................................................................................................. 31

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Application & System Features Microsoft Dynamics GP 18.6

Microsoft Dynamics GP Features

This course/module was created for Partners and Customers.

It will take approximately 120 minutes to train the features in Microsoft Dynamics GP.

The features for Microsoft Dynamics GP are built around:

Ease of Use - Customer Requests - Extend Functionality

After this course/module you will be able to:

Understand the Microsoft Dynamics GP Features.

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Application & System Features Microsoft Dynamics GP 18.6

Microsoft Dynamics GP Lifecycle

The time to complete this lesson, including exercises, is 30 minutes.

After this lesson you will be able to:

• Understand the Lifecycle and what is Modern Lifecycle

Lifecyle for Microsoft Dynamics GP

Understand the Lifecycle Policies for Dynamics GP:

Software lifecycle policy - Dynamics GP | Microsoft Docs

Microsoft is fully committed to supporting our Dynamics GP customers for years to come

The exciting future of Microsoft Dynamics GP - Lifecycle Update

What Does Modern Lifecycle mean for Dynamics GP?

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Application & System Features Microsoft Dynamics GP 18.6

System Requirements Updates

The following changes have been made to the Dynamics GP System Requirements for 18.6 release.

Here is a summary of the supported SQL versions based on Microsoft Dynamics GP version.

-GP 2013 supports SQL 2014, 2012 and 2008

-GP 2015 supports SQL 2014 and 2012

-GP 2016 supports SQL 2016, 2014 and 2012

-GP 2018 supports SQL 2017, 2016 and 2014

-GP 18.2 and later supports SQL 2019 plus SQL 2017, 2016 and 2014

-GP 18.5 &18.6 supports SQL 2022, 2019, 2017 and 2016 (SQL 2014 dropped)

Microsoft Dynamics GP System Requirements

Upgrading to Microsoft Dynamics GP 18.6

Upgrade Hot Topic

The only supported upgrade path to the current release is from the release 1 year back from current in
accordance with the Modern Lifecycle noted above.

Microsoft Dynamics GP 2023 Upgrade Blog Series

Note: As an example of a supported (tested by Microsoft) upgrade path to 18.6 (October 2023
Release) or 2023 Year-End would be from GP 18.4.1361 or later.

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Application & System Features Microsoft Dynamics GP 18.6

Application Features
The time to complete this lesson, including exercises, is 30 minutes.

After this lesson you will be able to:

• Familiarize yourself with the features related to Application Modules.

Financial Summary Inquiry Redisplay

If transactions are posted while Financial Summary Inquiry is open (Select Inquiry, choose Financial, click
Summary), you can now redisplay instead of having to close the window. How simple is that right?

With Microsoft Dynamics GP 18.6, a redisplay button is added to the Financial Summary Inquiry Window
(Similar to Detail Inquiry window). When the user clicks the redisplay, the system will refresh the data for
the account entered, display the same account and year information and redisplay the refreshed data.
That way, if the summary inquiry window is open with an account selected, if the user posts a transaction,
they can redisplay to see the updated posted information.

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Application & System Features Microsoft Dynamics GP 18.6

Reverse Fiscal year end close by Company

When the Reverse Fiscal year feature was added, it required all users to be out of ALL Dynamics GP
companies. Now with the release if 18.6, you only need all users to be out of company you are in to
reverse Fiscal Year End Close for that company only.

You no longer need to have all users logged out of all companies. What a time saver and allows your
users to keep processing in other companies.

Example of the error message you would receive prior to the 18.6 release.

You can click Tools, choose Routines, click Financial and then select Year-End Closing.

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Application & System Features Microsoft Dynamics GP 18.6

Customer statements display open items

With the release of 18.6, an option was added for Customer statements to Exclude Fully Applied
Documents.

This will prevent any documents that have been fully applied from being printed on the Customer
Statement without running the Paid Transaction Removal Routine.

In the Sales area page, under Routines, choose Statements you will see a new option to Exclude All Fully
Applied Documents.

Selecting the Exclude All Fully Applied Documents option on its own will produce a Statement will exclude
any documents that have a current transaction amount of 0. The date of the apply record is not
considered for excluding the documents, and the cutoff date will determine which documents with a
current balance will print on the report. Debit documents will display with a positive value and Credit
documents will display with a negative value.

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Application & System Features Microsoft Dynamics GP 18.6

This is a stand-alone option which cannot be effectively selected in combination with other options. For
example, you cannot use this option in combination with the Show Applied Payments option. In that
scenario the Exclude All Fully Applied Documents would be ignored, and the report will print as it did in
previous versions with the documents and their apply records regardless of whether they are fully applied
or not.

We may look into expanding on this option in the future to make it more robust in combination with
other options. Please share your feedback or vote on existing suggestions.

With this new feature, it is still important to use the Paid Transaction Removal routinely to maintain the
performance levels of your reports, look up, and Inquiry windows in Receivables Management. You may
however be able to get away with not running it as frequently as you used to on prior Dynamics GP
versions.

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Application & System Features Microsoft Dynamics GP 18.6

Email/Reprint Vendor Remittance with

message fields
Many customers modify the Message setup specific to information they want the vendor to understand
with the email. When you email or reprint the vendor remittances, the customized fields you added from
email message setup are not included.

Go to Purchasing > Inquiry > Transaction by Vendor > Select Vendor ID >Select the Payment > click on
the blue Document Number> Click on Re-create Check Stub button > send re-print EFT remittance email.

With the release of 18.6 the customized fields that you added and printed on the original form, will now
also print or be included when you email or reprint the remittance from the Inquiry window.

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Application & System Features Microsoft Dynamics GP 18.6

ALL Payables 1099 forms print with LINES.

With the 18.5 release, we were really excited to have the feature which allowed you to print a 1099-NEC
form with boxes/lines on blank paper. (Similar to what we do with Payroll W-2's)

With this positive feedback from customers with the release of 18.6, all the Payables 1099 forms will now
print on blank paper, Miscellaneous, Dividend and Interest.

The new report writer forms will print on 8.5 X 11 blank paper and prints one 109 per page. This will be a
nice feature to print your forms to screen and verify 1099 information. It also could be used as the form
that is delivered to the vendor.

Microsoft Dynamics GP does not print the 3-part 1099-NEC form with boxes by the IRS (About Form
1099-NEC, Nonemployee Compensation | Internal Revenue Service (irs.gov) ). Usually, customers will
submit the forms electronically to the IRS vs a printed copy.

To print the 1099 forms with boxes follow these instructions:

Go to Purchasing >> Routines >> Print 1099

1099 Year: select the current year

Form Type: select "One Wide with Box"

Add the remaining information in this window and click the "Print Forms File"

Note: With the 2022 Year-End form changes from IRS the "For calendar year" field is now blank.
In prior years it was populated/printed with a year. On this new form, the year is printed from
the "1099 Year" field in the above Print 1099 window.

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Application & System Features Microsoft Dynamics GP 18.6

Drop Down List Selection for Batch Source

on Navigation Lists.
As we talk about adding to core features and building on existing functionality, our customers stated the
Batch Number and Batch Source added to Navigation lists was a HUGE hit in GP 18.5. They wanted more!

With the release of 18.6, again on the Navigation List as everyone loves them and uses them, we added a
filter on Batch Source (which was there before), but now you can have a drop-down list of all your batch
sources. What users found was it was hard to find the source and type it in exactly correctly, Now we
have the lists added for you for easy access to filter based on it.

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Application & System Features Microsoft Dynamics GP 18.6

Print and Email Cash Receipts

With the release of 18.5 (2022) we added the functionality to print out a copy of your Customer's Cash
Receipts or email a copy of the Customer's payment with a new word template.

Customers took on to this feature and LOVED it and asked for more!

As a reminder, to activate this feature, go to the Sales Area page, under Setup choose E-mail Settings. In
the Sales E-mail Setup window, you will see the new option for Cash Receipts.

In version 18.6 (2023) we are expanding on this functionality in multiple ways. You will now be able to
create your own Email Message IDs specific to Cash Receipts, and edit the email address and email
message per transaction with the added E-mail Detail Entry window.

From the Customers Navigation List we have added the Cash Receipts selection to the Mass Customer E-
mail setting window to mass updates customers for emailing Cash Receipts.

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Application & System Features Microsoft Dynamics GP 18.6

There is a new Doc. Type option specific to Cash Receipts for creating E-mail Messages that will allow you
to customize the subject and body and pull fields from your specific Cash Receipt transaction onto your E-
mail to the customer. The fields that can be used are listed below:

Cash Receipt Number

Comment

Customer Name

Customer Number

Document Date

Payment Amount

Payment Type

To create a Message ID please use the following path.

Microsoft Dynamics GP select Tools, choose Setup and select Company and E-mail Message Setup

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Application & System Features Microsoft Dynamics GP 18.6

The Cash Receipts Entry and Inquiry windows now have the email detail icon next to the Customer ID to
add and edit E-mail addresses and Email Message contents.

Choose Sales and select Inquiry choose Transaction by Customer click Select a payment transaction and
then choose Document Number link

Also, under Transactions select Sales and Cash Receipts Entry

As with previous versions, you cannot bulk print or email from the Receivables Batches window, only from
the All-Sales-Transactions Navigation List. If you are going to use the Batch Number Filter, best practice
would be to use unique batch IDs or also add a date filter also so that you do not process Payments from
previous Batches with the same ID. In the example below, the All-Sales-Transactions Navigation List is
filtered using a Document Type of Payment and Batch Number so that only Cash Receipts for the specific
batch will appear. You can then mark them all on the list and click Actions then Send in E-mail and then
click the Send button to send all 9 Cash Receipts at once.

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Application & System Features Microsoft Dynamics GP 18.6

Print Sales Order Processing blank picking

ticket template
Prior to 18.6, the SOP Blank Picking Ticket Bin Sequenced and SOP Blank Picking Ticket Order Entered will
not print the template version when Print Separate Picking Ticket Per Site is checked and sending directly
to the printer. The system will now print the template to the printer. It will print a template for each site
and also a final document that includes all sites combined.

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Application & System Features Microsoft Dynamics GP 18.6

Set Unit of Measure from the PO Requisition

to the Purchase Order
In the 18.6 release a set up option was added to the Requisition Setup window for the user to choose the
Unit of Measure. A similar feature is available when creating a Purchase order from Sales Order, but
cannot find a similar configuration available for Purchasing module.
On the 18.6 release, when selected, we will use the U of M from the PO Requisition to create the line on
the Purchase Order

When this is not set correctly, the unit cost for the Item is changing during the receiving process which
leads to an effect on our P/L. The main issue as an example is I have created a Purchase Requisition with
20-CTN. The Vendor accepted to provide the goods in the same UOM. When we convert the UOFM
changes to PKT.

This is an issue during Receiving's as the Vendor may not invoice/receipt in the base UoM ( think of cases
of water - the vendor will send/invoice 1 case, not 24 bottles )

An option was added to Purchasing Setup --> Requisition --> Requisition Purchase for a setting to use
Requisition Item U of M (This is similar functionality to SOP --> Purchase.)

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Application & System Features Microsoft Dynamics GP 18.6

Format Workflow emails with item decimals

We heard you with over 50+ votes on this feature it was something our customers desperately needed.

Prior to release 18.6, the notification emails from the Workflow feature would default to five decimal
places. For example, this is an assignment email for a Sales Order that has been submitted for approval in
the previous releases:

In the October 2023 release of Dynamics GP this same notification will look like this:

Notice how the Document Amount and Subtotal values are only displaying two decimals.

You will notice a similar change in the following assignment email for a Purchase Requisition in both the
document header and line information:

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Application & System Features Microsoft Dynamics GP 18.6

This change applies to the following workflow types:

Sales Transaction Approval

Purchase Order Approval

Purchase Requisition Approval

Receiving Transaction Approval

Table Physical Names

POP10100WF New company view
POP10110WF New company view
POP10200WF New company view
POP10210WF New company view
POP10300WF New company view
POP10310WF New company view
POP10500WF New company view
SOP10100WF New company view
SOP10103WF New company view
SOP10200WF New company view

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Application & System Features Microsoft Dynamics GP 18.6

Project Time & Expense Workflow My

Expenses/ Delegates List
We have added 2 new Navigation Lists for Project Time & Expense specific to Expenses that are designed
to help you filter down the clutter and focus on Expenses that involve you and your team if you are set up
as a delegate for others. My Team refers to Employees that you are set up as a Delegate for and can
enter time on their behalf. These new lists are labeled as My Expenses and My Team Expenses.

My Expenses list – Displays the following:

1. Expenses that you entered for your Employee ID.

2. Expenses that others submitted on your behalf for your Employee ID.

3. Expenses that are Pending your approval as a Workflow User.

My Team Expenses list – Displays the following:

4. Expenses that you entered for your Employee ID.

5. Expenses that you submitted for other Employees as a delegate on their behalf (your team).

6. Expenses that are Pending your approval as a Workflow User.

Power Users can also add the Workflow user Column to these new navigation Lists to make it easier for
users to know whether they are the pending approver, or if the Expense is pending someone else's
approval.

Select the Customize option under the My Team Expenses Drop Down List.

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Application & System Features Microsoft Dynamics GP 18.6

Click Columns and Mark Workflow User under Column Details.

You will now see the Workflow User column with the User that the Expense is Pending Approval by.

NOTE: This process can be repeated for the My Expenses List and the My Timesheets List as well.

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Application & System Features Microsoft Dynamics GP 18.6

Project Time Expense Workflow my

Timesheets List
We have added a new Navigation List for Project Time & Expense specific to Timesheets that is designed
to help you filter down the clutter and focus on Timesheets that involve you. This new list is labelled My
Timesheets.

My Timesheets list –

1. Timesheets that you entered for your Employee ID.

2. Timesheets that others submitted on your behalf for your Employee ID.

3. Timesheets that are Pending your approval as a Workflow User.

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Application & System Features Microsoft Dynamics GP 18.6

Payroll Year-End Wage Report Formatting

Honestly, I can't believe we have lived with this report so long with no formatting!

A very common report we all use at payroll year end time is the year end wage report.

On this report by default the commas display in the header, but are not used in the body of the report.
Would make it more readable if wages, taxes etc. used the value definitions like commas.

With the 18.6 release, commas are added to numbers that display on the Year End Wage Report in Payroll.
From the Payroll Home page, under Routines, choose Payroll Year-End wage report.

Prior to 18.6

18.6 Release

Looks really nice for the

bottom totals too.

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Application & System Features Microsoft Dynamics GP 18.6

Letter Writing Assistant Expiring Test in

Human Resources
Test tracking in Human Resources has been very useful to customers for tracking a variety of test
information for their business. A nice way to notify employees about the test information is through the
Letter Writing Assistant.

Typically, customers like to use this mail merge reporting option as a way to notify of Expiration and test
due dates.

From the Employee Maintenance window, you can choose to Write Letters and prepare a new letter or
modify an existing letter.

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Application & System Features Microsoft Dynamics GP 18.6

Letter Writing Assistant Final Notice

Collection Letter
Many customers like to use the Letter Writing Assistant reports for first, second and third notifications.
What we have seen is many of the customers modify the letters and add the Invoice detail information to
notify the customer of this information.

With the final notice collection letter, the system did not allow you to print the notice and add invoice
details.

With the release of 18.6, you can now modify any of the Collection Letter notices (1, 2 or 3/final) and add
the Invoice details to the report and it will print the information for the customer.

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Application & System Features Microsoft Dynamics GP 18.6

System & Workflow

The time to complete this lesson, including exercises, is 30 minutes.

After this lesson you will be able to:

• Setup Shared Mailbox with Modern Authentication

Completely Delete Document Attachments

This new feature in the Dynamics GP October 2023 release will allow you greater control over documents
you've attached to records in Dynamics GP. Previously, when you deleted an attachment, it was still
maintained in the database and moved to the Deleted tab in the Document Attachment Management
window.

With the Microsoft Dynamics GP 18.6 release, you have the ability to completely remove attachments
from Dynamics GP. To enable this functionality, you need to navigate to Microsoft Dynamics GP > Tools
> Setup > Company > Document Attachment Setup. Once there you need to mark "Allow attachments to

be deleted."

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Application & System Features Microsoft Dynamics GP 18.6

When you want to delete an attachment the user's process would then be:

1) Pull up the Document Attachment Management window that contains the attachment you want to
delete

2) Highlight the line for the attachment you want to delete

3) Click the Delete button. This will move the attachment to the Deleted tab on this window. If you
specified a password on the deletion process this is where you will be challenged for that.

4) When you switch to the Deleted tab on this window you will see that a new button, Delete, is added to
the Action Pane. When you click on that it will completely remove the attachment.

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Application & System Features Microsoft Dynamics GP 18.6

Shared Mailbox with Multi-Factor

Authentication(MFA)
One of the exciting new features in the Dynamics GP October 2023 release is another request that comes
directly from customer feedback. You are now able to set up the Sales and Purchasing series to use a
shared mailbox for sending email.

With all the work we have done around Modern Authentication (MFA) and customers using it heavily,
Shared Mailbox was something customers found they needed.

The initial setup for this occurs in the Sales E-mail Setup (Microsoft Dynamics GP > Tools > Setup > Sales
> E-mail Settings) and Purchasing E-mail Setup (Microsoft Dynamics GP > Tools > Setup > Purchasing >
E-mail Settings) windows.

In these windows you will see a new checkbox, Use Shared Mailbox. When you mark that the "Have
Replies Sent to:" field will clear and change to "Shared Mailbox:".

You can enter the e-mail address you want documents e-mailed from that series (Sales or Purchasing) to
both appear to be e-mailed from and have replies sent back to,

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Application & System Features Microsoft Dynamics GP 18.6

After that, you will also need to add an additional API permission to the App Registration in Azure

1) Log into the Azure Portal (portal.azure.com)

2) Navigation to App Registrations

3) Open the App Registration that you're using for Modern Authentication in Dynamics GP

4) Click on the API permissions setting on the left

5) Click on Add a permissions

6) In the window pane that opens click Microsoft Graph

7) Select Delegated permissions

8) In the search box type Mail.Send

9) In the items that are returned you should already have "Mail.Send" marked. You will need to mark
"Mail.Send.Shared" for the new feature

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Application & System Features Microsoft Dynamics GP 18.6

10) Click the Add permissions button

11) To finalize this, click the "Grant admin consent for %domain%" button on the API permissions window.

All permissions in the list should have a green checkmark in the Status column when this is completed.

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Application & System Features Microsoft Dynamics GP 18.6

In terms of a user's experience with this feature, when they first attempt to perform an e-mail action in
their Dynamics GP session they will be presented with the same sign-in window that they always see when
using Modern Authentication. They would log in as their own account there. When they email the Sales
or Purchasing document it will send as the account specified in the Shared Mailbox field.

It is important to note that the account you use to sign into email needs to be able to send on
behalf of the Shared Mailbox account. This delegation is something that needs to be setup in
Exchange by an appropriate administrator.

If there is a problem with this setup you will get the following when you attempt to e-mail:

You can go to Start > Run, type %temp% and click OK to open the temp directory. When you look at the
DynamicsGP_MSGraphEmail.log file you will see something like the following:

9/6/2023 4:13:43 PM: <MSGraphEmailSendEmail>d__35.MoveNext - Code: ErrorSendAsDenied

Message: The user account which was used to submit this request does not have the right to send mail on
behalf of the specified sending account., Cannot submit message.

ClientRequestId: 0acbbd6f-8b50-4b53-8fcd-c6ae4e87eac3

This error explains they the user is not setup to email on behalf of the shared mailbox account and
adjustments need to be made in Exchange/Microsoft 365.

Table Changes

Table Physical Names Table Technical Name New Field

SY04902 syEmailSeriesSetup EmailUseSharedMailbox

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Application & System Features Microsoft Dynamics GP 18.6

Modern Authentication - Single Tenant App

Registration
The Microsoft Dynamics GP October 2023 release now allows you to create an App Registration in Azure
that uses the Single tenant option in addition to the multi-tenant option we previously required.

There are more security-minded customers that require the multi-tenant authentication option in the
Azure App Registration. Prior to 18.6 release, if you select the single-tenant option, the Modern Auth
window in Dynamics GP will give "Unknown error".

The main difference between Single and Multi-tenant is what the authentication URL looks like, If it
contains /common it is going to use multi-tenant. In order to use single tenant, it has to also include the
Tenant ID.

This option in the app registration is something you can pick when you're first setting it up, or
alternatively in the Authentication settings page in an existing app registration:

To accommodate this ability a new field, Tenant ID (Optional), has been added to the Company E-mail
Setup (Microsoft Dynamics GP > Tools > Setup > Company > E-mail Settings) window:

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Application & System Features Microsoft Dynamics GP 18.6

The value for this field comes from the Overview page of your App Registration in the Azure Portal. The
specific field is called "Directory (tenant) ID". Copy that value into the Tenant ID field in Company E-mail
Setup, along with the Application (client) ID, to enable Modern Authentication e-mail in Dynamics GP.

Table Changes

Table Physical Names Table Technical Name New Field

SY04900 syEmailSetupOptions MSGraphTenantID

Summary of all Table Changes in 18.6

Company Table Changes

Table Physical Names Table Name New field

SY04900 syEmailSetupOptions MSGraphTenantID
POP40100 POP Setup UMDEFAULT
SY04902 syEmailSeriesSetup EmailUseSharedMailbox

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