If you use the old SharePoint workflow and then upgrade to GP 2013 or higher and decided to use the new Workflow 2.0 functionality you need to disable the Sharepoint workflow or you can get conflicts.
In my case, a company had been sold and was moving from a GP 2010 environment with SharePoint workflow to a new server with Workflow 2.0. SharePoint wasn’t installed on the new server but Workflow 2.0 worked fine in testing. Then we tried to test AP and GP would crash with the message than an error had occurred.
After a lot of troubleshooting with MS, the problem was that SharePoint was was trying to create the frame around the AP window and causing the crash either in conflict with Workflow 2.0 or because the SharePoint site had been removed.
The fix was a SQL statement to disable the SharePoint workflow like this:
Update sy01500 set WorkFlowEnabled=0 Where CMPANYID=X
Recently, I ran into a scenario in GP 2013 where the depreciation button was grayed out and the user couldn’t select or change the books available for depreciation. GP had hung in the middle of running depreciation.
There’s a problem when using the new GP 2013 R2 Workflow with Purchase Orders. When you submit a PO for approval through the new workflow the P.O. total is 0 (zero). This is because PO total isn’t available until the PO has been released, but the PO doesn’t get released until it’s approved. It’s a weird catch 22. I’ve really only found one good work around and that’s to have the user who is submitting the PO put the total in the workflow comment. Realistically you need to add the line items to the email so the approver will see the line items and could add them up to confirm the total.
You really need both, a total without detail is really tough for the approver. Detail without a total adds to the approvers work because they have to add it up. I’m hoping this gets fixed in GP 2015 but for now this is the only workaround I’ve found.
This is NOT an issue for Requisitions. Totals work correctly with requisitions. It’s only a problem if submit PO’s for approval.
So you’ve finally updated your security from the automatic security import from version 9, or maybe your business has changed and you’ve consolidated a bunch of security settings and now you need to get rid of some roles, tasks or alternate/modified dictionaries. Its important to clean this up so you don’t accidentally assign security improperly using old setup.
It’s actually pretty easy to clean these up. GP offers a Remove Security Setup Records Utility in Administration>Utilities.
The window is pretty straightforward. Pick the type of records to remove, set the range of records, and hit process.
Cleaning up security is important and this provides a nice way to make that easier.
GP 2013 R2 changes the way document attachment works in GP 2013. Files are now uploaded to the database instead of a file share. This change happens as part of the upgrade. However, there are still some document attachment features that can be turned on via Administration>Setup>Company>Document Attachment Setup.
There are a couple of key settings here:
Allow Document Attachments: This lights up a dedicated ATTACH button in places like Payables and Sales Orders. This turns on the ability to do more than just store documents. You’ll need this on to use functionality to email documents too.
In the top section you can set a default location and enable the option to delete the file after it’s attached.
Maximum file size: This sets the maximum file size for emailing a file. Typically this should be somewhere between 10 and 25 megabytes for most corporate email systems. This is important because getting it wrong means that emailed items won’t be delivered.
Allow attachments to be deleted: This controls whether attachments can be deleted and whether a password is required for deletion.
Below this are controls for flowing attachments from master records and adding default attributes.
Send documents in email: this is the master switch for allowing emailing of documents.
Typically you’re going to want to at least turn on attachments to light up the Attachment icons, even if you don’t want to email attachments.
Sometimes when working with SmartLists you end up with a lot of headings that have long names but the data inside is short. Maybe the specific data is represented by a 0 or 1 to indicate Off/On. Maybe it’s a short date with a really long name/description.
There is an easy way to reset column sizes to the longest piece of data in the column. In a SmartList, select the separator bar in the header. Your cursor will change to arrows to indicate that you can drag the column width to make is larger or smaller. Instead, double click.
The header will resize based on the longest piece of information in the columns. Longer portions of the header will be hidden. This can make the header harder to read, but by then, you probably already know what the header is and you’re trying to compare columns without them falling off the screen.
In GP 2013 R2 I think a lot of people are going to start at least playing with workflow. I thought I’d give you a quick tip.
You have to check the Active box to actually activate a particular workflow. If you don’t activate a workflow, the workflow never kicks in. Also, you can only have one active workflow at a time for a particular area so if you’re testing changes and forget to activate the new workflow you’ll keep getting the old one.
You don’t have to think very hard to figure out how I came across this…hint, the hard way. Its just really easy to set all of the other workflow settings and forget to check the box. Ten minutes later you pull a Homer Simpson and realize you forgot to make the workflow active.
GP 2013 R2 introduced the Action Pane (for those who live in the real world, the “ribbon”). It’s new so it’s still got a few quirks. Unfortunately, one of those quirks comes when printing AP checks. On the Print Payables Checks window there are actually two print icons. One with a piece of paper like a document behind it and a plain one.
The left most one, the one with document behind it (highlighted in yellow below) actually prints checks. The plain icon (circled in red below) prints an edit list. There is one other clue. Until you pick a batch in Batch ID, only the plain icon exists. The ability to print checks isn’t activated until you pick a batch