Check out this new feature in Dynamics GP
If you’ve worked with batches in Microsoft Dynamics GP, you are likely familiar with the following scenario: You have entered your transactions in a batch. You have submitted your batch for approval. The batch has been approved. But now you must go back and find your batch to post it.
That last step always seems a little inefficient since the batch has already been approved. Thankfully, Dynamics GP has added a new feature in GP 18.4 to bypass this inefficiency.
You now have an option to automatically post Approved Workflows for the Payables Batches, General Ledger Batches, and Receivables Management Batches. When this new option is marked and a transaction is Finally Approved, it will be posted automatically. No posting reports will generate during this process, but the posting journals will still be accessible to print after the fact from the respective module’s Posting Journal Reports.
This new feature in Dynamics GP is available in the Workflow Maintenance window. To access this window, go to Administration >> Setup >> Company >> Workflow >>Workflow Maintenance. You will notice a new option to mark titled “Automatically post when workflow complete.”
This option is available for the following Workflow Types:
- General Ledger Batch Approval
- Receivables Batch Approval
- Payables Batch Approval
When a workflow approval is automatically posted, the Workflow History will display a message stating: “Batch XXXX was posted by the workflow process.”
If the Batch is being edited by another user at the time of approval, you will receive a message in workflow history stating: “The batch can’t be posted because it is being edited or it is marked to post.”
If an error occurs during the automatic posting, the batch will go into Batch Recovery just like it does when you attempt to manually post an already approved batch. Workflow History will display a message stating: “Batch XXXX failed to complete posting in the workflow process.” Use the Batch Recovery window to complete the posting process.
In the case of an error, the batch must be recovered, the errors on the batch must be fixed, and the batch must be resubmitted through the Workflow with the new changes to be approved.
Note: Payables batches with a type of Computer Checks will not automatically post. These types of batches require check printing or the production of EFT files, which cannot be automated through Workflow. The workflow history will display a message stating: “Payables Computer Check batches will not post as part of the Workflow auto post batch process.”
Note: Automatic posting will only process when approving the Workflow through the user interface at release. Additional functionality to automatically post the batch when approving through Workflow Email links will be coming in a future update. You can still enable this option and approve workflows via email links without error. They just will not post automatically, similar to previous versions.
For a listing of other new features in Microsoft Dynamics GP 18.4 see our blog, What’s New in Dynamics GP 18.4. Contact Boyer & Associates for details on any of the new features or if you’d like to schedule an upgrade.
