Key Canned Reports That You Need to Know

Dynamics GP comes with 200+ canned reports.   That's a good thing, except at times there are so many reports that users don't know which one to really run.    And they are, frankly, poorly organized because if you go to Reports > Inventory in Dynamics GP you see choices like "Activity", "Analysis" and "History".    What's the difference between these categories?   It can be very confusing.

So here is a quick cheat sheet on the key reports everyone uses:

General ledger reports

1.   Summary trial balance.

Go to Reports > Financial  >  Trial balance then select "Summary".    This report will show you a summary trial balance.

2.   Detailed trial balance.

Go to Reports > Financial  >  Trial balance then select "Detailed".    This report will show you a detailed trial balance.

Purchasing reports

1.  Open purchase orders.

Go to Reports > Purchasing  >  Analysis then select "Purchase order status".    This report will let you run a report showing your current, open purchase orders.

2.   Received not invoiced purchasing.

Go to Reports > Purchasing  >  Analysis then select "Received not invoiced".    When you process receiving transactions in the purchase order module, are you using "shipment only" transaction types?   Is there a lag between the time you do the "shipment only" receiving transaction and the time you enter the accounts payable invoice using the "Enter/Match Invoices" screen?    If so, you will always have transactions that have been "received but not invoiced".    

Accounts payable reports

1.   Current trial balance.

Go to Reports > Purchasing  > Trial Balance  then select "Aged trial balance with options".    This report shows your accounts payable balances (what you owe) as of right this moment.   Critical note:   you cannot run this report for prior dates.   You must use the Historical aged trial balance report.

2.   Historical trial balance.

Go to Reports > Purchasing  > Trial Balance  then select "Historical Aged trial balance".    This report shows your accounts payable balances (what you owe) as of any prior date. 

Inventory reports

1.   Stock status report.

Go to Reports > Inventory > Activity  then select "Stock status".    This report shows your inventory levels as of right this moment.   Critical note:   you cannot run this report for prior dates.   You must use the Historical stock status report.

2.   Historical stock status report.

Go to Reports > Inventory > Activity  then select "Historical Stock status".     This report shows your inventory levels as of a prior date.   You select a date in the "as of date" field and the report will show you what your inventory levels were as of that date.

3.   Purchase receipts report.

Go to Reports > Inventory > Activity  then select "Purchase receipts".     This report shows your on hand inventory levels broken out by transaction.     Do you have an inventory part that you buy and sell all the time?  Have you ever wondered:    where did I get the 112 quantities on hand that my Stock Status report shows I currently have?    The purchase receipts report will show you the detail of exactly which combination of purchases/receipts were responsible for the 112 quantities you have on hand.

Sales reports

1.   Current trial balance.

Go to Reports > Sales   >  Trial balance then select "Aged Trial Balance with options".    This report will show you open receivables as of right this moment.   You CANNOT run this report for a prior date.   You must run the Historical trial balance (see next step) to get receivables as of a prior date.

2.   Historical trial balance.

Go to Reports > Sales  >  Trial balance then select "Historical Aged Trial Balance".    You can put in a prior date and have this report show you your open receivables as of a prior date.

3.   Unapplied documents.

Go to Reports > Sales  > Analysis then select "Unapplied Documents".    This will show you all accounts receivable documents (primarily payments and credit memos) that are currently unapplied.