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Great Plains Partner News: New Company With Old Customers

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Microsoft Dynamics GP or former ERP name Great Plains Dynamics or eEnterprise is very popular mid-size corporate ERP, which also fits smaller businesses, where Small Business Financials is targeted.  If your business came under the restructuring and you are opening new legal name and want to start over in the new company, however you would like to preserve your customers and vendors and most of your GL account, then you should read this small publication to get oriented.  Let’s begin with company creation routine:

1.       Creating New company.  You perform this in Great Plains Utilities.  Dynamics GP new company creation should take from five to fifteen minutes, depending on the performance of your server.  If you would like to avoid problems, follow all the way through the creation and do not try to stop the process

2.       Load new company database with your old company backup.  This should be done in Microsoft SQL Server Management Studio (MS SQL Server 2005) or in SQL Enterprise Manager (MS SQL Server 2000).  You typically load backup from device, select file, and then in options check force restore over existing database.  Don’t forget to change file name and path, before you click restore button

3.       Clearing transactions and history.  The goal is to just leave master records: GL accounts, customers, vendors, inventory items.  In tools, maintenance select clear data and in each series select transactions, summaries and history files.  When you are done with this delete SYS00500 table, which contains unposted batches.  Now go to tools, and by series (purchasing, sales, inventory) run reconcile – you will recalculate customer, vendors, items summaries and balances.  Next step is check links, select financial, purchasing, sales and inventory series files

4.       Removing inactive accounts.  If you have a list of the accounts to keep, you can create simple SQL delete statement, where you will join accounts to keep table and GL00100.  Then remove orphan accounts, joined by account index in GL00105 table (accounts index master).  If you have multicurrency accounts, remove them the same way in MC00200 table.  Then, run check links on financial

5.       Company ID update script.  We can not include this script in this small publication, you can find it on GP customer or partner source.  And now you are ready to go live with new company

6.       FRx reports.  Just create new company in FRx, you should be able to run old FRx Balance, P&L against new company (if you do not change accounts structure there)