Assigning Default Units of Measure in Dynamics GP

First off, this post is not about how to configure Units of Measure Schedules in Dynamics GP - for a primer on configuring Units of Measure in Dynamics GP, please refer to this excellent post.

Frank Hamelly on UOM Schedules in Dynamics GP

The purpose of this post is to assist you in assigning default Units of Measure in Dynamics GP, so adjustments, purchases, sales and manufacturing transactions will occur using the desired Units of Measure.

Most of this configuration takes place / originates at the Item Card.  When you first setup an item in Dynamics GP, one of the three Required fields is U of M Schedule ID (Unit of Measure Schedule ID).  Assigning a UOM Schedule ID to an item sets the BASE U of M for the item. 

The BASE Unit of Measure is the default unit of measure in the instance no overrides have been entered in other areas of the software, and is the unit of measure for inventory reporting.  This is important - this should be the unit of measure material handlers perform transactions in.

There are several locations default Units of Measure can be assigned for selling, purchasing and manufacturing transaction for an item.

Default Selling Unit of Measure can be assigned from the Item Price List window.

Default Purchasing Unit of Measure can be assigned from the Item Purchasing window.  This window also controls whether or not fractional transactions are possible in purchasing - fractional transactions cannot be processed if the Item has an assigned decimal place of Zero.

Default Stocking Unit of Measure (Base UOM) can be viewed from Item Engineering Data window. It can also be viewed by opening the U of M Schedule ID on the Item Card.

Finally, when an item is added to the Bill of Materials, quantities can be added in any Unit of Measure present on the U of M Schedule ID assigned to the item.

If you find your extended cost for the Bill of Materials is not accurate, there is a fundamental problem with your Unit of Measure Schedule setup.  Similarly, wild differences in cost of purchased materials usually find their root in Unit of Measure Schedule setup.

Dynamics GP has Class(es)

Users are human, and as humans, they are plodding error-prone agents of change. If you are setting up master records (Cards) in Dynamics GP, you should be familiar with the ubiquitous concept of Class IDs.

Classes make it possible improve the speed and accuracy of data entry in Dynamics GP, where master records are concerned.  Customer, Vendors, Items, Fixed Assets and Employee master records all make use of Class functionality.   

Using Classes, you can create meaningful categories for Customers, Vendors, Items, Assets and Employees, and ensure these records are rapidly and accurately assigned the key information, like the correct terms, shipping methods, departments, posting accounts, depreciation methods, etc.

Whether or not you've already entered or imported the bulk of your master records, your team should take the time to review the information, which can be controlled at the Class level for each of the listed master records and create useful classes.  

When a class is assigned to a master record and a value is changed at the class level, you have the option of rolling this change down to all the members of the class.  So, classes provide the ability to mass-change data in the system.

If you have questions about classes, a good place to start would be to ask your partner. If, by some twist of fate you do not have a partner, I would strongly recommend finding one - they can help you maximize the potential of Dynamics GP.

SmartList Security Setup

If you have some users who can access SmartLists and others who cannot, it is entirely possible the users who can are POWERUSER in GP and the users who cannot are not members of this group.

The POWERSUER user group provides access to any and all features in GP -- technically it is the absence of security controls.  This is a really important distinction if your organization wrestles with SOX Compliance.  In small organizations, it is typical for 2-4 people to have universal access to GP (Ownership, Operations Manager, CFO and Bookkeeper).  In larger organizations there are typically more defined roles for more numerous users, some who act as clerks, others who act as managers and still others who focus primarily on financials -- this is absolutely critical when SOX Compliance is necessary.

There are no default Security Tasks or Roles in Dynamics GP for SmartList Objects.  In order to provide the appropriate security for SmartList Objects to users, these Tasks and Roles must be created and assigned to users.

SmartList Object Security Tasks:   Navigate to Microsoft Dynamics GP > Tools > Setup > System > Security Tasks - Create a New Task ID = _SMARTLIST OBJECTS, Task Name = SmartList Object Permissions, Category = System, Product = SmartList, Type = SmartList Object, Series = SmartList Objects - Click the Mark All button; this will provide access to ALL SmartList Objects that currently exist!  When SmartList Builder is used to create new SmartList Objects, permissions will need to be granted for them, after their creation.  Click the Save button to save this new Security Task.

SmartList System Security Tasks:   Navigate to Microsoft Dynamics GP > Tools > Setup > System > Security Tasks - Create a New Task ID = _SMARTLIST SYSTEM, Task Name = SmartList System Permissions, Category = System, Product = SmartList Builder, Type = SmartList Builder Permissions, Series = SmartList Builder- Click the Mark All button; this will provide access to ALL SmartList Builder Features  Click the Save button to save this new Security Task.

          SmartList Security Role:   Navigate to Microsoft Dynamics GP > Tools > Setup > System > Security Roles - Create a New Role ID = _SMARTLIST ALL ACCESS, Role Name = SmartList Permissions-All Access, Display = System - Check the boxes next to _SMARTLIST OBJECTS and _SMARTLIST SYSTEM; this will provide access to ALL SmartList Builder Features  Click the Save button to save this new Security Role.

  

Assign the Security Role to a User:  Navigate to Microsoft Dynamics GP > Tools > Setup > System > User Security.  Look Up the User, or Type in the User ID.  Select a company - you will only see companies the user has access rights to.  Check the _SMARTLIST ALL ACCESS Security Role - to add the user to the Security Role.  Click the Save button to commit the change.  Users who are logged into GP will need to log out and back in again for changes to propagate.

This security schema will permit access to all SmartList Objects and Features.  If you would like to prevent access to various SmartList Objects, you can create more granular security groups to grant access to only SmartList Objects related to their assigned roles (department).