Tuesday, December 6, 2011

Demystify Monthly Maintenance Routines Transcript

Today was GP day at the Decisions Fall 2011 virtual Conference! My session was ‘Demystify Monthly Maintenance Routines’. After the presentation we all had some time in the chat room to exchange questions.We had some great questions in the session, but it was hard to match the question with the answer due to my below average typing skills.

I took a copy of the transcript and matched up the questions with the answers the best I could.
If you weren’t able to attend the session ‘live’, I hope you can listen to the recorded session that will be available next week.

It’s a great conference with some very fun and informative sessions!


Sheila Jefferson-Ross (12/06/2011 12:43:33 PM):Why should you wait to move transactions to History in Receivables? Is there a benefit?
Leslie Vail (12/06/2011 1:13:08 PM):Sheila: why wait to move transaction to history. For AR, you cannot get them back to open if you need to void or modify, or bounce a check. added info: When you move trx to history, you will also clean up the Apply window. The Apply window lists transactions in the Open table only. If you don't archive, this list can become quite unwieldy.

Stephanie Cole (12/06/2011 12:45:03 PM):What can you do if you have moved an accounts receivable transaction to history and need to change the application?
Leslie Vail (12/06/2011 1:13:44 PM):Stephanie: There is a tool called Unapply RM that you can buy. it's part of the PSTL tools

Barb Schroth (12/06/2011 1:04:21 PM):Will these slides be available anywhere?
Leslie Vail (12/06/2011 1:14:01 PM):Barb: yes, the slides are available

Hal Steinkopf (12/06/2011 1:06:48 PM):A "print only" option to preview what will happen seems so logical for all routines/utilities. Is there some operational reason that it is not available for all of them?
Leslie Vail (12/06/2011 1:14:31 PM):Hal: I agree 1000%. Different programmers are about all that I can come up with.

Sheila Jefferson-Ross (12/06/2011 1:08:33 PM):Can any user access PSTL once installed or do they have to login as 'sa'?
Leslie Vail (12/06/2011 1:15:02 PM):Sheila: you have to log in as ‘sa’ to run any PSTL tool. Of course, normal security also applies

Laura O'Loughlin (12/06/2011 1:09:23 PM):did you say the gl year end utility deletes active, but unused accounts orjust inactive
Leslie Vail (12/06/2011 1:15:24 PM):Laura: it deletes inactive accounts that have never been used

Beat Bucher (12/06/2011 1:12:27 PM):My current users have kept 3 years worth of POP transactions in the work tables...
Leslie Vail (12/06/2011 1:15:48 PM):Beat: Boy, their lookups and reports must be slow. Why?

Hal Steinkopf (12/06/2011 1:13:00 PM):Leslie, are you chatting with us or are we chatting among ourselves?
Leslie Vail (12/06/2011 1:16:10 PM):Hal: I'm here, just moving through the quesitons

Ladd Sustar (12/06/2011 1:13:03 PM):Good job. thank you for the information.
Sheila Jefferson-Ross (12/06/2011 1:13:08 PM):Moving PO's to history can be done more often than 3 years. They are only moved to history and can viewed at any time.
Mariano Arias (12/06/2011 1:13:13 PM):Thank you Leslie ... Regards from Mexico!!!
Brenda Haynes (12/06/2011 1:13:32 PM):Hi Leslie: Is it only on Receivables that checklinks should be run over and over until it clears?
Leslie Vail (12/06/2011 1:16:45 PM):Brenda: no, all of them should run until clear

Ladd Sustar (12/06/2011 1:14:09 PM):i have done this on other modules as well - rerun of checklinks
Hal Steinkopf (12/06/2011 1:15:46 PM):Different programmers is a mighty poor excuse for inconsistencies in a product. I will put heat on microsoft to clean that up and encourage others to do same.
Leslie Vail (12/06/2011 1:17:03 PM):Hal: Here here!

Tom Johnson (12/06/2011 1:16:12 PM):Similar to Beat's question, is there a recommended interval for running Paid Trx Removal on RM? Is there any issue with never moving open trx to history?
Leslie Vail (12/06/2011 1:17:32 PM):Tom: never moving to history is a problem if you print statements.

Beat Bucher (12/06/2011 1:16:22 PM):I really have no idea... I told them to keep at max the current year worth of POP documents..
Sheila Jefferson-Ross (12/06/2011 1:16:58 PM):If you don't move your paid transactions to history in AR you will have incredibly slow reports - trial balance, statements etc...
Sonny Pawchuk (12/06/2011 1:17:01 PM):Do you have any hints with Analytical Accounting, Running the Check links on that module always provides interesting errors/results and running a year end with the module still intimidates me (because there always seems to be a possibility of loosing AA data). Trying to run any AA process in a test company never seems to work.
Beat Bucher (12/06/2011 1:17:09 PM):I think the move to history should be part of the month end activities, but purchasing doens't really have one..
Leslie Vail (12/06/2011 1:18:43 PM):All: I don't know what the reluctance is to moving to history. Back many years ago you couldn't reprint a PO in history. But today that is not a problem

Sheila Jefferson-Ross (12/06/2011 1:19:21 PM):Leslie - can you copy a PO that has been moved to history?
Leslie Vail (12/06/2011 1:24:26 PM):Sheila: you can copy open or history POs

Beat Bucher (12/06/2011 1:19:28 PM):I think it's a remaining of 'old' business processes that were never challenged... :-)
Hal Steinkopf (12/06/2011 1:19:53 PM):...and records in history will really speed up processing of SmartLists, NavigationLists, inquiries, etc when done on "Current"/open records
Tom Johnson (12/06/2011 1:20:00 PM):I personally don't have a problem with moving data to history....it's all the other people. Isn't that always the case?
Leslie Vail (12/06/2011 1:20:21 PM):Tom: darned all of those other people :)

Hal Steinkopf (12/06/2011 1:22:01 PM):Thank you Leslie - a very informative session! ...and with just enough detail (and not too much) to keep my interest.
Leslie Vail (12/06/2011 1:22:28 PM):Hal: thank you very much.

Sheila Jefferson-Ross (12/06/2011 1:22:26 PM):On the topic of Mass Deleting of Vendors - I just ran a SQL script that changed the vendor status to Temporary if they had not had any checks cut since 2006 and their current balance was zero. This saved a huge amount of time in changing all those vendor cards manually and now they can review their list of Temp vendors before using the Mass Delete.
Beat Bucher (12/06/2011 1:22:40 PM):Hey Leslie, thanks anyway for the presentation... didn't got everything because I was distracted by some urgent user calls :-(.. will recope with the recorded sessions.
Leslie Vail (12/06/2011 1:23:04 PM):Nice to see you again Beat!

Beat Bucher (12/06/2011 1:23:17 PM):Sheila, would you mind to share the quick script ?
Gabriel Vegas (12/06/2011 1:23:27 PM):Gracias por la sesion , bastante interesante
Beat Bucher (12/06/2011 1:23:48 PM):Me too :-p
Sheila Jefferson-Ross (12/06/2011 1:23:53 PM):How about I send it to Leslie and she can post it on her blog for all to see. Would that be something you would like Leslie?
Laura Vance (12/06/2011 1:24:03 PM):Yes, it was very helpful. Thanks for the info
Beat Bucher (12/06/2011 1:24:04 PM):YES !!
Brenda Haynes (12/06/2011 1:24:33 PM):That script would be great. Thanks.
Leslie Vail (12/06/2011 1:24:42 PM):Sheila: sure, bring it on

Sheila Jefferson-Ross (12/06/2011 1:25:17 PM):I'll put it together for you. Has everyone seen Leslie's blog? Can you share your blog address Leslie?
Beat Bucher (12/06/2011 1:25:20 PM):See you in Houston :-) and have a great time in the mean.
Leslie Vail (12/06/2011 1:25:50 PM):if you search for the Dynamics Confessor (corny I know) it will come up

Hal Steinkopf (12/06/2011 1:25:52 PM):and you can then convert the concept in that script to a view in your company database and then create a smartlist (with possible reminder) of all those vendors who qualify (obviously without the update effect).
Beat Bucher (12/06/2011 1:26:11 PM):http://dynamicsconfessions.blogspot.com/
Leslie Vail (12/06/2011 1:26:22 PM):Thanks Beat!

Beat Bucher (12/06/2011 1:26:27 PM):no Pb
Sheila Jefferson-Ross (12/06/2011 1:27:00 PM):You're the best Leslie. Talk soon!
Leslie Vail (12/06/2011 1:27:18 PM):Thank you thank you!!!!

Maryana Estrada (12/06/2011 1:27:38 PM):Thanks a lot Leslie! :D
Leslie Vail (12/06/2011 1:29:32 PM):You are all very welcome. I am so glad you came!

No comments: