Why it Matters
Traditionally, updating sales orders (or any open sales document really) in Microsoft Dynamics GP requires the user to manually open and perform changes to all detail lines in an order series, one after the other. While this is doable for very small batches and orders, it becomes time-consuming and inefficient for larger ones.
Related Video: Bulk Update Open Sales Orders in Dynamics GP
TitaniumGP recently released a new feature to its productivity suite for Dynamics GP that enables GP users to quickly update multiple open sales documents on both header and detail lines levels (the tool supports over 45 different fields in the Sales Transaction Entry window. See the complete list). The feature, which is an extension of the copy/paste tool for Excel and Dynamics GP, makes it easy to update open sales order information (for example Batch ID, Shipping to Address, Sales Territory, Request Ship Date, etc.) and add additional information to open sales orders (for example Freight Costs, Tracking Numbers, Processing Fees etc.), simply by copying and pasting data from Excel to Dynamics GP.
While TitaniumGP can be used to update all open sales documents (quotes, sales orders, invoices, returns, backorders and fulfillment orders), as well as all master data (e.g. customers, customer addresses and items), this blog provides instructions on how to update open sales orders. Specifically, it will discuss three scenarios, and demonstrate how to easily update open sales orders for each of them.
Related Article: 2 Easy Steps to Copy and Paste Sales Orders from Excel to Microsoft Dynamics GP
Scenario 1 – Bulk Update Batch ID for a Series of Sales Orders in Dynamics GP
A company is about to launch a new product. The official launch day is December 1st, and the company has been taking pre-orders from its distributors during the months leading up to the big release. No orders are to ship out before the official launch day, and accordingly, all pre-orders have been entered in Dynamics GP with the batch ID set to ‘HOLD’. That way the warehouse knows not to ship out the products.
Come December 1st and it’s time to release the orders for shipment. Traditionally, the customer service rep would have to manually open all orders and change batch ID from ‘HOLD’ to ‘READY’. Obviously, this would take a lot of time for large order series.
Instead, with TitaniumGP, the customer service rep can bulk update all orders in minutes. Here’s how to do so:
Step 1: Update and Copy Your Sales Order Data from Excel
Basically, updating sales orders with TitaniumGP follows the same processes as when creating sales orders.
The screenshot below shows the sales orders we want to update in Dynamics GP. It’s important to pay attention to the column headings as they will tell Dynamics GP what to do with the data.
Action: the Action = Update column tells Dynamics GP to update existing sales orders rather than creating new ones. You cannot update sales orders without the ‘Update’ column.
Batch Id: this column is variable and sets the new batch ID in Dynamics GP – in this scenario it’s set to READY as we want to ship out our orders.
Document No: the document number identifies which orders we want to update.
As shown, we’ve already updated our batch IDs to READY.
- Simply select the range of data containing the sales orders you want to update.
- Press Ctrl + C or click the Copy icon in Excel.
Step 2: Paste Your Updated Sales Order Data into Dynamics GP
- Go to the Sales Transaction Entry window in Dynamics GP.
- Navigate to Additional and select Paste Lines.
TitaniumGP now updates the selected sales orders in Dynamics GP. The confirmation screen (below) will verify the update and show a list of the updated documents.
Our sales orders are now updated with the batch ID = READY and ready to be shipped out by the warehouse.
Scenario 2 – Adding Tracking Numbers, Freight Cost and User Defined Fields for Multiple Existing Sales Orders in Dynamics GP
A company is running a warehouse and has just finished picking the orders of the day. The company’s shipment software has delivered an Excel sheet containing freight costs, weight and tracking numbers for all orders. In addition, the company has added a $10 fixed handling fee as well as a user defined field to the Excel sheet.
Traditionally, the freight cost, weight, tracking numbers, handling fee and user defined field would have to be entered manually, order by order. With TitaniumGP, the information can easily be added to the open sales order simply by copying and pasting the updated data into Dynamics GP.
Here’s how to do so:
Step 1 – Update and Copy Your Sales Orders from Excel
- In Excel, select the data range containing the orders you want to update in Dynamics GP.
- Press Ctrl + C or click the Copy icon in Excel.
Remember, we need to include the Action column as it tells Dynamics GP to update open sales orders rather than create new ones.
Step 2: Paste Your Updated Sales Order Data into Dynamics GP
- Go to the Sales Transaction Entry window in Dynamics GP.
- Navigate to Additional and select Paste Lines.
TitaniumGP now adds the additional information to all the specified sales orders in Dynamics GP. The confirmation screen will verify the update and show a list of the updated documents.
All the specified orders now contain information for freight cost, misc amount (the $10 handling fee), tracking numbers and USRDAT01 (our user defined field).
TitaniumGP automatically recalculates taxes and redistributes commission (if applicable) for the updated sales orders.
Scenario 3 – Updating Sales Hierarchy on Open Sales Orders in Dynamics GP with Detail Lines Roll Down
A company has re-aligned sales regions and needs to update territories and sales representatives for all open sales orders. Traditionally, this would have to be done manually by updating territory and sales rep for each open sales order and all its detail lines. With TitaniumGP all open sales orders and related detail lines can be updated at once simply by copying and pasting the updated data from Excel to Dynamics GP.
Step 1 – Update and Copy Your Sales Orders from Excel
- In Excel, update the realigned territory and sales rep information
- Select the data range containing the sales orders you would like to update.
- Press Ctrl + C or click the Copy icon in Excel.
In addition to the Action column we have added a Rolldown column. This column tells Dynamics GP to roll down the updates to all detail lines rather than just updating the header information.
Step 2: Paste Your Updated Sales Order Data into Dynamics GP
- Go to the Sales Transaction Entry window in Dynamics GP.
- Navigate to Additional and select Paste Lines.
That’s it. All open sales orders including related detail lines have now been updated with new territories and sales reps.
Hopefully the above scenarios have demonstrated the ease of updating open GP sales orders with TitaniumGP. Being able to prepare and manipulate your sales order data in Excel will save you tremendous amounts of time and reduce the risk of errors.
While this blog has focused on how to update open sales orders, the tool can be used to update all types of open sales documents (open quotes, sales orders, invoices, returns, backorders and fulfillment orders has never been easier) as well as all master data.
The video below demonstrates how to easily update open sales orders in Dynamics GP.
[embedyt]https://www.youtube.com/watch?v=wCZV4Vwbxkc[/embedyt]
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