This is Part II of my previous blog on utilizing the Dynamics GP Professional Services Tool Library (PSTL.) The PSTL is a tool within Microsoft Dynamics GP that allows us to perform various tasks against the company such as copying, merging, modifying, etc. against the Dynamics GP data. The user should be logged in as the ‘sa’ user to perform these functions and should have knowledge on what they would like to modify as well as the overall effect on their system. In this blog, I wanted to discuss the four Financial tools listed under the Financial Tools grid: Account Modifier and Combiner, Checkbook Modifier, Fiscal Period Modifier, and GL Master Trigger
To access the PSTL tools, they must be installed for Dynamics GP and a shortcut created on the Navigation pane of the Dynamics GP desktop. The PSTL software is located on the Dynamics GP installation disk.
To create the shortcut to PSTL:
- Right click in the Dynamics GP Navigation Pane
- Select Add
- Add Window
- Type the Name of the Shortcut and window
- Expand the Technical Service Tools option
- Expand the Project option
- Select Professional Services Tools Library
Financial Tools: When running any PSTL tool, always remember to make a backup before performing the action.
Account Modifier and Combiner – This tool enables the user to combine GL Accounts numbers together or Change a GL Account number to another account. This tool affects all open and historical data.
To change\modify a single GL Account number:
- Start the PSTL function in Dynamics GP
- Select the Account Modifier and Combiner option
- Click Next
- Select Account
- Enter the old GL Account number
- Enter the New GL Account number to Convert To Account Number
- Click Convert
- Click OK
- Answer Combine question:
- Yes – to combine the accounts balances
- No – to not combine account balances
- Run reconcile for open and historical years from oldest to newest
To change\modify a range of GL Account numbers (Note: you can not combine when using this option):
- Start the PSTL function in Dynamics GP
- Select the Account Modifier and Combiner option
- Click Next
- Select the Range option
- Enter the first Account Number in range
- Enter the last Account Number in range
- Enter the Segment to affect
- Enter the Current value of the segment to affect
- Enter the New Value of the segment
- Click Convert
- Click OK
To change\modify a range of GL Account numbers via a spreadsheet:
- Create a spreadsheet (Note: include dashes in Account Numbers)
- Enter existing GL Account Number in first column
- Enter the new GL Account Number in the second column
- Save as a text file
- Start the PSTL function in Dynamics GP
- Select the Account Modifier and Combiner option
- Click Next
- Select the Import option
- Select the Validate button
- Select the spreadsheet text file
- Select Open
- If no errors, Select the Modify button
- Select the spreadsheet text file
- Run reconcile for open and historical years from oldest to newest
Checkbook Modifier – This tool enables the user to change Checkbook IDs without the loss of work, open, and historical data.
To change the Checkbook ID:
- Start the PSTL function in Dynamics GP
- Select the Checkbook Modifier option
- Click Next
- Select the Old Checkbook ID
- Select the New Checkbook ID
- Click the Convert button
- It will prompt your for a backup – make a backup and select Continue
- Click OK
To change a range of Checkbook IDs via a spreadsheet:
- Create a spreadsheet
- Enter existing Checkbook ID in the first column
- Enter the new Checkbook ID in the second column
- Save as a text file
- Start the PSTL function in Dynamics GP
- Select the Checkbook Modifier option
- Click Next
- Select the Validate button
- Select the spreadsheet text file
- Select Open
- If no errors, Select the Import button
- Select the spreadsheet text file
- Select OK
Fiscal Period Modifier – This tool enables the user to change Fiscal Year definitions and reset data in open and historical years. (Notes: This tool does not recalculate ending and beginning balances. This tool does not affect Contract Administration. Always make a backup.)
- Start the PSTL function in Dynamics GP
- Select the Fiscal Period Modifier option
- Click Next
- Click the Setup Periods button to clear periods and set up new format. Only modify the name of the year.
- If you need to reopen a year for the new definition, select the year and click the Open Year button
- Click Process
- Reconcile Historical and Open years from oldest to newest
- Review data to confirm
GL Master Trigger – This tool allows the user to replicate General Ledger master records into another database. When records are added or changed in the GP Company, those records will be added or updated in the replicate to database. (Note: The company account structure must be the same for both databases):
- Start the PSTL function in Dynamics GP
- Select the GL Master Triggers option
- Click Next
- Select the Company database to replicate from
- Select the database to replicate data to
- Select data to replicate (Accounts, Vendors, Customers)
- Click Ok
Want to learn more or have questions for our author? Contact KTL Solutions via email at [email url=”info@ktlsolutions.com” class=””]info@ktlsolutions.com[/email] or call our main line at 301.360.0001.
ANDREW FRASER | Senior Business Software Consultant
As a Senior Business Consultant, Andrew is responsible for the implementation and support of CRM, GP, and other Microsoft products, ensuring that our solution scoping, architecting, and delivery meet and exceed customer expectations. He helps clients analyze their current business processes and provide them with process improvements. During his time at KTL, Andrew has built lasting relationships with clients by understanding their business needs and provided value by leveraging their existing resources. Andrew has more than 21 years of experience in implementing business software for a variety of industries, including service, government, distribution, not-for-profit and manufacturing. He graduated with a Bachelor’s Degree in Math with concentration in Computer Science and a Bachelor’s Degree in Business Marketing from St. Andrew’s University in Laurinburg, North Carolina. His experience includes helping companies embrace technology to fulfill their organizational needs and creating innovative solutions using CRM, GP and other Microsoft products.
