This is all about how I use GP, based on what I learned in my investigations with clients...

Date Shortcut & New Year Hack for Microsoft Dynamics GP

Posted by Belinda Allen on Jan 4, 2016 12:45:44 PM

In this video I will show you how I enter dates in Microsoft Dynamics GP, saving entry time.


 I’ll also show you how I keep myself from making end of year entry errors. Before I began editing my fiscal periods I would make several entries in the wrong year every year, causing me to have to make correcting entries.



Tags: System Manager, Miscellaneous

Easy way to kind close a period in Microsoft Dynamics GP (with Video)

Posted by Belinda Allen on May 6, 2014 4:38:00 PM

Need to stop people from entering and posting information into a period that has already completed with final Financial Statements? 

Watch this video to see how to prevent this from happening with a “Soft Close” using Microsoft Dynamics GP.

Belinda from Smith and Allen Consulting in New York City shares a Microsoft Dynamics GP tip.

Tags: System Manager, Miscellaneous

Microsoft Dynamics GP 2013 Cookbook

Posted by Belinda Allen on Jul 31, 2013 10:30:00 AM

Mark Polino and Ian Grieve have given us the ingredients to make our Microsoft Dynamics GP work easier!  They provide dollops of information that plucks out the difficulty of daily tasks.  As a long time GP user, some of these dishes have been tucked away in the back of my cabinet.  After reading this book cover to cover, I’m ready to …  (I was going to fill every line with "cooking related" puns.)

Enough puns, this book is really great.  Will everything apply to every reader?  No, but there are real gems in here the can save all and any GP user time and energy; and who wouldn’t want their job to be easier?  I found several areas where I can improve my system and the system of my customers.

Thanks Mark and Ian.  Available Here!

Belinda, Smith & Allen Consulting, Inc. in New York, NY, talks about how much she loves this book on Microsoft Dynamics GP.


Tags: GP 2013, Miscellaneous

Microsoft Dynamics GP User Group (GPUG) Tech Tips Exert

Posted by Belinda Allen on Jan 22, 2013 10:20:00 AM

Microsoft Dynamics GP User Group (GPUG) Tech Tip from Belinda, the GP CSI Allen

Below is an exert from a future "Tech Tips" that I wrote for the Microsoft Dynamics GP User Group (GPUG) to send to it's members.  If you are not a member, you should review membership. 

What are Excel Data Limitations?

Which version of Excel should you use?

You’ll want to be on Excel Version 2007 or 2010. Why? Column and row capacities in older versions cannot accommodate some of the files. Below is a table that shows size limitations of various versions of Excel. You’ll see that Excel 2007 and Excel 2010 have much larger row and column maximums than the older versions.

You should always work with supported versions of software; this includes both GP AND Excel.


 Max. Rows

Max. Columns

Max Columns by letter

Excel 2010




Excel 2007




Excel 2003




Excel 2002 (XP)




Excel 2000




Excel 97




Excel 95




Excel 5





Over a million records sounds like a lot, but it still might not be able to handle your needs, so you’ll need to address your Excel needs differently. Let’s review some options:

What is the difference between an Excel Table and an Excel Worksheet

Think of a table as being an “Excel Database.” In an Excel worksheet, you can put a single record on many lines if you like (like the following).

 Example of Microsoft Excel Worksheet.  See how you can use Excel as your Microsoft Dynamics GP report writer.

A table will be setup so each row is one complete record and each record is only on 1 row (like the following.)

 Microsoft Excel Table, see how to use Excel as your Microsoft Dynamics GP report writer.

Both of the above examples provide the same information, but by placing the data in a table rather than a worksheet:

  • Excel will apply default formatting to any new data added.
  • Excel will automatically apply the Filter setting. The headings for filters will remain when you scroll down.
  • You can easily add totals to the bottom with the check box in the Table Tools Design tab.  Using the Microsoft Excel Table Tools tab on the ribbon for writing reports for Microsoft Dynamics GP.
  • If you create a formula in a column, new data rows will have the formulas automatically copied to the new record. (This is a powerful feature if you use a calculated column in a Pivot Table.) This also means Pivot Tables will automatically capture the new data as well.

Understanding and using Tables is an important and necessary element to Excel Reporting.

Tags: Miscellaneous, GPUG, Excel

Microsoft Dynamics Convergence 2013 Early Bird Pricing

Posted by Belinda Allen on Jan 18, 2013 9:30:00 AM

FYI Microsoft Dynamics GP users...  Early Bird Pricing ends on 1/25/13 so Register today!

Full Attendee Pass

November 14, 2012 to January 25, 2013 = $1,495
After January 25, 2013 = $1,795

This pass includes access to:

  • Keynotes
  • Sessions
  • Conference meals
  • Convergence Experience Center (including the Expo Experience, Microsoft Solutions Experience, and Community Experience areas)
  • Convergence Celebration (Thursday Evening)
  • Convergence Experience Reception (Monday Evening)
  • Attendee tools & resources
  • Virtual Convergence

Join me in New Orleans for the 2013 Microsoft Dynamics Convergence!


Kofi A. Annan

Former Secretary-General, United Nations

Kofi A. Annan was the seventh Secretary-General of the United Nations, serving two terms (from January 1, 1997 to December 31, 2006) and was the first to emerge from the ranks of United Nations staff. In 2001 Kofi Annan and the United Nations were jointly awarded the Nobel Prize for Peace with the citation praising his leadership for “bringing new life to the organization”.

Since leaving the United Nations, Kofi Annan has continued to press for better policies to meet the needs of the poorest and most vulnerable, particularly in Africa. He has also continued to use his experience to mediate and resolve conflict. In Kenya in early 2008, Mr. Annan led the African Union’s Panel of Eminent African Personalities to help find a peaceful resolution to the post-election violence.

One of Kofi Annan’s main priorities as Secretary-General was a comprehensive program of reform aimed at revitalizing the United Nations and making the international system more effective. He was a constant advocate for human rights, the rule of law, the Millennium Development Goals and Africa and sought to bring the organization closer to the global public by forging ties with civil society, the private sector and other partners.

See Kofi Annan in the Closing Keynote on Thursday, March 21 beginning at 9:00am.



Convergence Closing Celebration

As Convergence comes to a close, get ready to celebrate a great week! You definitely won’t want to miss this closing party—complete with terrific food and beverages, fun activities, and an amazing concert with Matchbox Twenty! It’s the perfect way to celebrate with friends and colleagues and cap off your Convergence 2013 experience!


Matchbox Twenty

Tags: Miscellaneous, Convergence

Belinda, the Microsoft Dynamics GP CSI presents @ FENG

Posted by Belinda Allen on Jan 16, 2013 9:30:00 AM

I will be presenting at the local meeting (New York City, NY) on Tuesday, January 22, 2013 at 6:00pm.    The meetings can be attended in person or remotely. 

I will be discussing “Accounting in the Cloud.”  I will cover basic elements of the cloud that you may heard of but do not quite understand; and how and when these elements are used when you use your Accounting or Enterprise Resource Planning (ERP) system in the cloud.

If you are interested in attending or joining the NY chapter, send an email to or visit:



The Financial Executives Networking Group was founded in 1991 as a forum for senior financial executives to share job opportunities and experiences. Members have held titles such as Chief Financial Officer, Controller, Treasurer, Managing Director, as well as Vice President of Tax, Mergers & Acquisitions, or Internal Audit.

Matt Bud, Chairman, The FENG
Matt Bud, Chairman

Under the leadership of its Chairman, Matthew R. Bud, The FENG has grown from a small Connecticut based organization to one with over 43,000 members spread across the entire United States and internationally. It is the largest networking group of its type in the entire world. Matt is a volunteer as are all of the other 200+ individuals in our leadership. He is also a Managing Partner of The Financial Executives Consulting Group, LLC (

Among the first to recognize the power of the Internet as a social networking tool, Matt has connected its members on a daily basis through outbound email.

Our members currently represent the senior financial management of over 8,000 private and 2,500 public companies:

• Over 40% work at companies with sales over $500 million
• Over 55% work at companies with more than 500 employees

The FENG is organized geographically with chapters in almost every major city in the United States. We have active international chapters in London and Toronto. Members also join various “special interest groups” organized by 21 industries and 13 financial functions (e.g. Treasury, Tax, Internal Audit, etc.). This matrix approach maximizes each member’s networking opportunities to enhance and manage their career.

The FENG newsletter is published 5 days a week, 52 weeks a year. Each month we publish over 1,500 pages of senior level financial job opportunities, as well as career advice. The FENG also works with other networking groups to sponsor events and conduct conference calls to keep our members informed about the issues that shape today’s financial world.

Featured on CBS Evening News with Katie Couric, and in The Wall Street Journal, The FENG is a nationally recognized organization for senior financial professionals. Membership is currently growing at an annual rate of 15%.

Tags: Miscellaneous

Amazing Resource on Microsoft Dynamics GP Application Development

Posted by Belinda Allen on Jan 11, 2013 8:53:00 AM

Here is my review on the new book written by my fellow MVP, Leslie Vail:

There are so many methods to customize a Microsoft Dynamics GP installation that it can be overwhelming when trying to decide which approach to take to meet your particular business needs. Leslie Vail's Developing Microsoft Dynamics GP Business Applications does an amazing job of reviewing these options AND providing valuable information on how to use and work with each option.

I pride myself of being a "minor-league programmer" (nowhere near Leslie's skills!); however, this book has motivated me to give Dexterity programming a go, just for fun.

I've worked with the GP product line for 22 years, and I love using many of these tools, so I know a great source when I see one. The explanation of the GP architecture and the overview of available tools are my favorite parts.

This book is now an invaluable part of my tool kit.
Leslie is an amazing resource, and I'm thrilled she's transferred some of her knowledge to paper (physical or electronic)!

Belinda, the Microsoft Dynamics GP CSI reviews a new resource written by Leslie Vail on Microsoft Dynamics GP Business Applications.


Purchase Here


Tags: GP, Dynamics, Microsoft, Miscellaneous

Surgeons and Microsoft Dynamics GP

Posted by Belinda Allen on Oct 25, 2012 3:05:00 PM

Today I am all excited about training.  Please, please, please do not ignore this all import aspect of your Microsoft Dynamics GP system.

So why is my usual excitement regarding training renewed today?  One of my clients invited me to attend their annual conference, so here I am in Miami South Beach watching over 12,000 heart surgeons learn.  (In case you are interested here is the conference website

 Miami from Loew's hotel in Miami  South Beach

These surgeons perform interventional procedures on the heart.  So they are the ones who use a stent rather than cut you wide open, reducing risks and recovery time.  Although what I've seen and heard is fascinating (at least what I can understand), I am overjoyed at their commitment to continue learning.  These men and women are focusing on what can make them better, make their patients health better, AND new technologies. 

Today is my fourth day here and these suregons are still going strong with 1 more day to go.  I see they understand the importance of networking.  Not networking to land more business, get a job or make sales; but networking to learn how to be better at their jobs.  With surgeons the results of being better at their job is easily measured.  The better they are the more patients live and the longer patients live.

The results of being better at your job, in the world of accounting might be tougher to measure.  Let's review some "excuses" and measurements now.

  1. You are too busy for training - If an hour training class saves you 10 minutes a week, how much easier will your job be in 7 weeks?  14 weeks? 52 weeks?
  2. You'll just figure it out on your own. - This not only takes longer, but you'll end up missing something that can save you time and money.  See item number 1 or just stay late and come in on weekends.
  3. You'll just use online help.  - Online help is great and should be used more BUT online help is created to explain a single window or item, not to explain concepts or procedural guidelines.  Again, see items 1 and 2.

Being better at your job makes you work less and smarter.  You also can provide accurate information more quickly making you the "data hero" in your company.

There are some similarities between you as a GP user and these surgeons. 

  • You need to keep learning to make yourself better.  
  • You need to keep learning how you can have better results. 
  • You need to learn how to be proactive and be thinking 3 steps ahead. 
  • You need to keep your eye on emerging techologies and use them when they prove beneficial.

In short, do not cheat yourself by skipping training!

Tags: Miscellaneous

I'm an Microsoft Dynamics GP MVP!

Posted by Belinda Allen on Jul 2, 2012 2:50:00 PM

How about that!  I made Microsoft Dynamics GP MVP status!  Hooray for me!  Actually, my teammates should also be recognized.  They are quite amazing, including 2nd time Microsoft Dynamics GP MVP, Jivtesh Singh!

Microsoft Dynamics GP MVP

From the Microsoft MVP Website:

To receive the MVP Award, you must be passionate about Microsoft technology.

MVPs are recognized for their exceptional technical expertise, willingness to help others make the most of their technology, and for making a significant and positive impact on communities.
This is no small feat: Of the more than 100 million social and technical community members worldwide, each year only about 4,000 are recognized as MVPs.

Individuals are nominated for the Microsoft MVP Award by their peers or Microsoft employees, and each nominee's contributions are then compared to the other candidates' contributions for the same year. Active MVPs and new candidates are evaluated equally.

MVPs reach out and contribute to online and offline communities through a broad range of channels. These include online forums such as Microsoft Answers, TechNet and MSDN; wikis and online content; conferences and user groups; their own podcasts, Web sites and blogs; and articles and books.


Tags: Miscellaneous

Happy Birthday this month to the IBM PC from a Dynamics GP user!

Posted by Belinda Allen on Apr 17, 2012 4:24:00 PM

Wow, 30 years. I remember as a junior in college I was asked to use Lotus Symphony in a class project. Nobody in the class used it, it was too daunting. That was when an entire quarter was devoted to building applications in BASIC that did loan payments and such. I use a spreadsheet every day now, even on my iPad!

Now, if I do not have my two 24" monitors I get irritated.

It's been a long road from Lotus Symphony to Dynamics GP!

Tags: Miscellaneous