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Quickest way to Sales User-Defined Fields Entry

  • 1.  Quickest way to Sales User-Defined Fields Entry

    Posted Jun 21, 2019 03:38 PM
    We are changing some of our processes, and I want the warehouse to be able to quickly jump into an SOP invoice before it gets posted and enter the tracking number in Sales User-Defined Fields Entry. I have tried adding to shortcuts but it looks like if I were to do that it is only for that specific document number, which isn't helpful. The only way I know to get to this screen is Sales Transaction Entry> Go To>User Defined. Is there a quicker way to get to this screen, perhaps from a list view so they could do several in succession?

    Audrey Forrest
    Senior Accountant and Business Analyst
    GP 2015 R2, D365 CRM V9
    CRMUG Chapter Leader - Seattle

  • 2.  RE: Quickest way to Sales User-Defined Fields Entry

    Posted Jun 24, 2019 08:28 AM

    I wouldn't have shipping users in the GP interface.  It's cumbersome for them and probably a waste of a license.  Most shipping softwares give you the ability to write the tracking number (along with a lot of other info) back to your source data (GP in this case).  I bet this is your best option.  GP has a simplified table structure for this.

    Second option...   If your shipping software cannot write back to GP, I would write a simple application to have the users enter/scan the SOP number and the tracking number(s) and then write them to the GP tables at the end of the day.  You should have no problem doing the import before or after the orders are transferred to invoices.

    I hope this helps.


    Chris Donnelly
    Sr Mgr of Info Systems and Financial Reporting
    Healthmark Industries

  • 3.  RE: Quickest way to Sales User-Defined Fields Entry

    Posted Jun 24, 2019 10:28 AM
    Hello Audrey,

    Besides what Chis suggested, I see a few more options for you. 1) You could customize the Sales Transaction entry form and bring in any User-Defined fields that are one-to-one up into the header record. 2) The second option is to use something like Salespad and tie one of their UDF's with to SOP10106 for SOP User Defined or SOP10107 for tracking information. You could also use Salespad's mobile app out in the warehouse with a barcode sled to perform many operations in the warehouse without the users having to use GP. Besides giving your operations an app that is easier to use, you will also save a bit of money on licensing.

    Good luck!

    Rich Karecki
    ERP Administrator
    Metal Industries, Inc
    Clearwater FL

  • 4.  RE: Quickest way to Sales User-Defined Fields Entry

    Posted Jun 25, 2019 10:33 AM
    The inexpensive method to handle this if you already own the GP user licenses for the Warehouse/Shipping user is just give the Warehouse Users access to the Sales Order Fulfillment window, it has the UDF fields already on the form and the only thing the user can do is update quantities fulfilled, etc. (they can't edit/change the document).  For some customers we simply barcode the pick ticket and then throw a wedge scanner on the workstation in the warehouse.  Once the user is logged into GP and has the Fulfillment window open they can simply scan the barcode and it pulls up the document for them to enter/populate values and then print the packing slip, tracking number info, etc.

    If memory serves correctly you can connect GP to the UPS application and simply write the tracking numbers from UPS back to GP without much effort (requires obvious IT knowledge).

    For a more sophisticated solution we recommend Starship from vTechnologies to our customers as it is fully integrated to GP and essentially all the carriers you probably need and then some.  It doesn't require the user to be in GP at all and can print all necessary documents including customs, hazmat, etc.

    Wally Dodds
    Dorado Solutions
    West Chester PA

  • 5.  RE: Quickest way to Sales User-Defined Fields Entry

    Posted Jun 25, 2019 10:42 AM

    You can access that screen with 3 clicks per order using the sales transactions smartlist. You can filter and save the filtered smartlist as a favorite and just refresh it to see the new orders.
    When you double click on the order number, the sales transaction entry window would open and then one more click to open the UDF window.

    Aref Karam
    Data Consultant
    LTI Information Technology
    Ann Arbor MI

  • 6.  RE: Quickest way to Sales User-Defined Fields Entry

    Posted Jun 26, 2019 05:30 PM
    Thanks everyone for the suggestions. The eventual goal is to have direct integration with our freight carrier, but that is a project on next year's schedule. This is just the temporary solution, but they serve in multiple functions so they do have GP licenses anyway. I did decide to just write a small program for them to use since it is just a 4 column table.

    Audrey Forrest
    Senior Accountant and Business Analyst
    GP 2015 R2, D365 CRM V9
    CRMUG Chapter Leader - Seattle

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