Microsoft Dynamics GP Fall 2020 - Copy and Paste Purchasing Transactions and Distributions

We all know how much our users like the Copy and Paste functionality in General Ledger, why not add it in other areas? The new feature enables users to define purchase transactions, along with distributions, and import them into the Payables Transaction entry window in GP. This will improve efficiency, reduce rekeying errors, and enhancement user experience.

With this feature, you can choose to do distributions or not, similar to our General Ledger copy paste.

Use the Transaction Entry window to copy/paste PM Transactions and PM Distributions.

Tips:
•You must use functional currency amounts only. 
•Just like General Ledger copy and paste, if you mark the Intercompany checkbox the Paste option is unavailable.
•If you do not have multi currency (MC) enabled (Tools | Setup | System | Registration) the Paste button is unavailable.  Fixed in Mid-Year 2021
•This feature does not copy AA (Analytical Accounting) information, vote on this suggestion.
•This feature will also work in Web Client.

STEPS TO COPY/PASTE PM TRANSACTIONS:

1. The Excel Spreadsheet must have the required fields in the order listed below to copy/paste correctly; not all amount fields need to have an amount.  Format all fields to 'General'.  Highlight and copy all the data fields only (ie. fields 2A through 2H only in the screenprint below.)  Do not include the header fields (ie. do not include line 1).  Press CONTROL-C to copy (or right-click and choose copy.)

• Description
• Purchases
• Trade Discount
• Freight Misc.
• Document Number
• P.O. Number
• Cash - if the cash field has an amount, the Payables Cash Entry window will automatically open after clicking the "Paste" button.

2. Open the Payables Transactions Window found under Purchasing, click Transactions, and choose Transaction Entry.

3. Choose the Vendor ID and tab off.  (The 'Paste' button now becomes available in the top ribbon.)

4. Put your cursor in the 'Purchasing' field (or anywhere in the lower half of the window).

5.  Then click the 'Paste' button in the tool bar at the top.  The data should populate the window.. 

Distributions will default from the Vendor record unless you paste in distributions. It is not required to do distributions.

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STEPS TO COPY/PASTE PM DISTRIBUTIONS:

When you paste the distributions, paste the distributions in first, followed by the transaction.

1. Example file layout for distributions:  Copy the lines from the Excel Spreadsheet.  (HIghlight and click CONTROL-C or highlight and right-click and select Copy.)

2. Open the Payables Transactions Window found under Purchasing, click Transactions, and choose Transaction Entry.

3. Choose the Vendor ID.

4. Click Distributions,

5.  Put your cursor in the window and select Paste option from the menu which will populate the information.

6.  Close the Distribution window, if you are prompted with a warning you can choose OK.

7.  Now paste the rest of the payable's transaction once the distributions are copied. (Refer to steps in prior section above for the PM Transaction.)

For more documentation on our new features please check out our Microsoft Dynamics GP New Feature Blog Series!

Thank you,

Margi Jandro

Microsoft Support