Dynamics 101
Microsoft Dynamics Training provided by Rand Group

Dynamics GP Year-End Closing Procedure

Category: Microsoft Dynamics GP

Year-end close for Dynamics GP is extremely important for making sure modules are closed and updated to begin processing the upcoming year’s transactions.

There is a specific order in which the modules are required to be closed to ensure that everything that impacts another module has been posted and closed prior to proceeding to the next module.

The closing order is as follows:

  1. Inventory Control
  2. Receivables Management
  3. Payables Management
  4. Fixed Assets
  5. General Ledger


Module 1: Inventory Control

The Inventory Control module should be closed at the end of the fiscal year before any new transactions are posted that would affect inventory quantities.

The year-end close process in Inventory Control does the following:

  • Transfers all current year quantity, cost and sales amounts to last year for the items that have been kept in summarized sales history
  • Updates each item’s beginning quantity from the quantity on hand at each site
  • Zeros the quantity sold field in the item quantities maintenance for each site
  • Allows the option to remove discontinued items, remove sold receipts, remove sold lot attributes and update item’s standard cost

Summary Steps:

  • Post all transactions for the year
  • Reconcile inventory quantities
  • Complete a physical inventory count, and then post any adjustments
  • Print additional reports
  • Perform a backup
  • Close the year
  • Close the fiscal periods for the inventory series (optional)
  • Perform a final backup

Dynamics GP Year-End Closing 5


Module 2: Receivables Management

The Receivables Management year-end consists of two different types of closing, Calendar Year and Fiscal Year for those companies where the fiscal year is different than calendar year.  If fiscal year is same as calendar year both closes can be done at the same time.

The Calendar year-end close should be performed at the end of the calendar year prior to posting any transactions in the upcoming calendar year.

The Fiscal year-end should be performed at the end of the fiscal year prior to posting any transactions in the upcoming fiscal year.

Receivables Management is date sensitive, but the following items are updated based on closing of the Receivables Management module:

  • SmartList objects
  • Receivable Management summary reports
  • Amounts since Last Close view in the Customer Summary window

Summary Steps:

  • Post all the sales and receivables transactions for the year
  • Print the aged trial balance report with options
  • Perform a pre-year-end closing backup
  • Close the year
  • Close the fiscal periods (optional)
  • Perform a post year-end closing backup
  • Close the tax year

Dynamics GP Year-End Closing 6


Module 3: Payables Management

The Payables Management year-end consists of two different types of closing, Calendar Year and Fiscal Year for those companies where the fiscal year is different than calendar year.  If fiscal year is same as calendar year both closes can be done at the same time.

The Calendar year-end close should be done at the end of the calendar year prior to posting any transaction in the next calendar year.

The Fiscal year-end should be done at the end of the fiscal year prior to posting any transactions in the next fiscal year.

The Calendar year-end close process transfers 1099 amounts from the YTD column to the LY column in the amounts since last close view in the Vendor Yearly Summary window.

The Fiscal year-end close process transfers all other amounts from the YTD column to the LY column in the amounts since last close view.

****If the timing of the close causes the amounts since last close to be incorrect, contact Rand Group support at 866.714.8615 and we can assist you with scripts to help resolve them.

Summary Steps:

  • Post all transactions for the year
  • Print the aged trial balance with options report
  • Print the vendor period analysis report
  • Install the payroll year-end update (optional)
  • Perform a backup, named “Pre-1099 edits”
  • Verify the 1099 information and edit if required
  • Print the 1099 Statements
  • Perform a backup, named “Pre Year-End”
  • Close the year
  • Close the fiscal periods (optional)
  • Close the tax year
  • Make a backup that is named “Post Year-End”


Dynamics GP Year-End Closing 1


Module 4: Fixed Asset Management

Fixed asset year-end close will do the following:

  • YTD Maintenance amount is cleared from the Expand Last Maintenance Date window
  • Quantity is copied to the Begin Quantity field in the Expand Quantity window
  • YTD Depreciation amount is cleared in the Asset Book window
  • Cost Basis is copied to Begin Year Cost field
  • Life to date depreciation is copied to Begin Reserve field
  • Salvage Value is copied to Begin Salvage field
  • The Current Fiscal year is increased for each closed book

Summary Steps:

  • Perform all year-end closing procedures for Payables Management to guarantee that all outstanding fixed asset transactions are capitalized
  • Enter all fixed asset transactions for the current fiscal year
  • Depreciate all assets through the last day of the current fiscal year
  • Perform the General Ledger posting (GL Interface) process (optional)
  • Run any year-end reports that you want to keep as financial records, recommended reports below:
    • Annual Activity
    • Additions
    • Retirements
    • Transfers
    • Depreciation Ledger
    • Property Ledger
    • Fixed Asset to General Ledger Reconciliation
  • Verify the Fixed Assets calendar is built correctly
  • Verify the quarters are setup correctly for all fiscal years
  • Create a backup, named “Pre Year-End”
  • Perform Fixed Assets year-end closing routine
  • Dynamics GP Year-End Closing 2Module 5: General Ledger

    General ledger year-end close should be performed after you have completed the year-end close for all of the other modules.

    The General ledger year-end close does the following:

    • Closes all profit and loss accounts to retained earnings, leaving the profit and loss accounts with a zero balance at the beginning of the new year
    • All balance sheet accounts are updated with the beginning balance in the new year, which will be the same as the ending balance from the year you are closing
    • Retained earnings accounts are updated with the amount from all profit and loss accounts if you close to one retained earnings account or with the amount from the profit and loss accounts in that division if you close to divisional retained earnings.
    • The year-end close routine moves all open year transactions from the GL20000 (current) to GL30000 (historical) table
    • Balance brought forward journal entries are created in the GL20000 (current)
    • Fiscal period tables are updated to mark the year that you are closing as historical

    Summary Steps:

    • Complete posting procedures and the closing procedures for all other modules
    • Post the final adjusting entries in General ledger
    • Print an account list to verify the posting type of each account is correct
    • Close last period of fiscal year (optional)
    • Perform a backup
    • Print year-end financial statements
    • Setup new fiscal year
    • Close the fiscal year
    • Close all the fiscal periods (optional)

    Dynamics GP Year-End Closing 3


    Module 6: Payroll

    Payroll close must be performed before any checks for the next year are processed.

    Summary Steps:

    • Verify the latest payroll tax updates for the current year have been installed
    • Complete all pay runs for the current year
    • Complete all month-end, period-end, or quarter-end procedures for the current year
    • Run reconcile
    • Perform a backup of the original file
    • Install the Year-End Update
    • Perform a backup of the new file
    • Verify W-2 and 1099-R statement information
    • Print the W-2 statements and the W-3 transmittal form
    • Print the 1099-R forms and the 1096 transmittal form
    • Create the W-2 electronic file (optional)
    • Archive inactive employee Human Resources information
    • Setup up fiscal periods for the upcoming year
    • Close the fiscal periods for the current year (optional)
    • Install the payroll tax update for upcoming year

    Dynamics GP Year-End Closing 4


Details on High trust SharePoint app

Category: SharePoint

SharePoint 2013 has given a whole new dimension to the word “app” with a wide variety of apps available from lists to library and even web part. It’s the developer’s best friend.

In this article however, we will talk about apps that are part SharePoint customization – the high trust apps that can be developed in SharePoint.

What is a high trust app?

A high trust app can only be used in an on-premise SharePoint. A high trust app is a provider-hosted app that uses a digital certificate instead of a context token to establish a trust between SharePoint and remote web application.

With the advancement of SharePoint and merging barriers between SharePoint solutions and custom solutions on web, the provider-hosted app has gained a lot of momentum. With a provider-hosted app we typically use a remote web application to host the MVC solution and establish a high trust with SharePoint to leverage SharePoint capabilities to get the best of both worlds.

A provider-hosted app that’s built to use Microsoft Azure Access Control Service (ACS) as its trust broker needs to be modified to work as a high-trust app. The app is considered “high-trust” because it is trusted to use any user identity that the app needs. In other words, the app is responsible for creating the user portion of the access token that it passes to SharePoint.

Is high trust same as full trust?

No, they are completely different. High-trust apps, also known as S2S apps (Server to Server), don’t rely on a broker to authenticate them. Instead, they establish a trust relationship with SharePoint and do their own access tokens.

Full trust is the code that runs on the SharePoint server, and consequently has the same permissions as the application pool within which it runs.

With the high trust app ,the app itself is trusted by SharePoint, and SharePoint trusts the app to build its own access token with the user identity in it. A high-trust app will never have more permissions than the ones granted by the user who has installed it.

In order to have a working high-trust app, we have to establish a trust between the app and the SharePoint. This trust is established using a digital certificate. The public certificate key is registered with SharePoint as a “Trusted Token Issuer”. The private key will be used by the app to sign the access tokens the apps issues.

When to use high trust apps

High trust apps can be an option when you:

  • Need to simplify authentication and authorization for on-premise solutions
  • Don’t want to rely on a broker for access token
  • Don’t want to be limited to using Windows authentication only
  • Have a development team or solution trying to leverage web application built outside SharePoint limitations, i.e. MVC
  • Need to have the power to grant the developed app customized permission or access

This being said high trust apps are not out of limitations nor are they the best solution for all custom on-premise development scenarios. It’s important to choose wisely between various options available based on specific requirements.

Considerable refinement is underway with respect to high trust apps, as well as from the product side. The recommendation is to follow MSDN for updates and news about the direction Microsoft plans to take.

The SharePoint Term Store has emerged as an important feature that is used extensively nowadays for various configuration options. For example, Term Store is used to store custom navigation items, custom left navigation items, and custom quick link items. It is even extensible, used to store constants for list columns, and act as a master data store for them. There are various other scenarios, where Term Store has come in handy.

Add Data to Term Store Using PowerShell
There is a challenge associated with large amounts of Term Store data population or manipulation. Out of the box, SharePoint provides an upload through xml or csv formats. But when using custom solutions, adding Term Store data using code/PowerShell becomes handier in terms of deployment.

In this article, we will see how to add data to term store using power shell. We will follow the similar approach as we used in adding lists/ libraries.

We will first create an xml and store the terms. Then our PowerShell script will read the xml, create the term store and add the terms.

We will consider a very simple term store to start with. Let us define the xml for the term store. Let us keep isAvailableForTagging attribute as part of the xml, so that the property can be set for each term:

Now let us write the script to create a term store using the above xml.
We will keep the script generic such that any properly structured xml can be imported to the store. The script code is self-explanatory.

Once the simple Term Store is created, it is recommended that you have more terms and groups and subgroups on the xml and play around with them.

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