Microsoft Dynamics GP Tips: Save Time by Using Classes

Posted by Jen Bieker on February 15, 2016


Make life a little easier by learning to use ‘Classes’ in Microsoft Dynamics GP.

No matter if you’re working with items, customers, or vendors, classes save you time by creating default values to populate new records in Dynamics GP.

Setting up a Class:

1. To access this feature, go to Tips and then Setup

​2. From there, you will have the option of selecting Item Class Setup, Customer Class Setup or Vendor Class Setup.

3. In this example, we will be creating an Item Class Setup, pictured below.  On this screen, the user enters all the pertinent information that they would like to auto-populate in the available fields.

In our example, we will title this Class ID as “FG-ACT” for Actual Cost of Finished Goods.

4. Once all the information has been entered, select Save in the upper-left hand corner of the screen.

 

Using a Class:

1. Since we are using an Item Class, the user will create an Item Card, accessed through Cards > Inventory > Item.

2. Upon entering the screen and filling out the Item Number and Description fields, the user needs to select the magnifying glass icon in the Class ID field.

3. Upon selecting the magnifying glass icon, the below screen will pop-up.  From here, locate the Class ID (remember, in this example, we are looking for “FG-ACT”) and click Select.

4. A warning screen will pop-up confirming the action.  Select Yes.

5. At this point, all of the defaults that were entered into the class are now associated with this item card.

Please Note: You can always edit the card at this point.

 


Key Notes:

1. Any of the attributes associated with a class can also be rolled down to members of that class as long as they are associated with that class.  This allows for a more efficient process instead of forcing the user to access each item, customer or vendor, one at a time. 

For example, if an option is set at a high level, such as the payables class, that option will roll down to all vendors within that class, without having to set each vendor to that option.  If someone decides that Vendor 123 is an exception, they can make the setting for that vendor different, and then that setting will be used for that vendor only and the class setting will be used for other vendors. 

Remember, if you change a class setting, it will flow to all current items set up in that class as well as new ones added after the class it set.

2. Within Report Writer, one of the report selection criteria is class. So, if the user would like to differentiate or separate out transactions by class, using the class feature is the way to go.


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