Using Inquiries in Dynamics GP

In Dynamics GP there are two basic ways to look up information, through the inquiry section in each of the modules, or through SmartLists. SmartLists are a great and very useful tool in GP, but the inquiry sections can provide a lot of useful information as well. These can prove very useful in Sales and Purchasing.

Transaction by Customer

The two most useful inquiries in Sales are Transaction by Customer and Transaction by Document. In Transaction by Customer, you can look up all the transactions for a customer.  You are also able to enter search parameters based on a date range or document number range. You can also decide to show documents by their status of Work, Open, or History.

When you have entered your search parameters, clicking Redisplay will then only show documents that fit the specifications. If you click the expansion arrows, you can see more detail about each transaction. By clicking on the transaction and then clicking the blue underlined Document number, you can open the document.

Additionally, if you have a transaction selected and click the blue underlined Amount Remaining, you can see what documents have been paid with this transaction (if it is a check), or what payments have been applied (if it is an invoice).

Transaction by Document

In Transaction by Document, you can search for all documents for a certain date range, or a document number range. You can also search for all documents for a Customer ID, or a range of customers. Once you have entered your desired parameters, you can click the Redisplay button to show only the documents that fit your restrictions.

When you have a transaction highlighted in the Transactions by Document window, clicking the blue underlined Document Number or Amount Remaining will give you more information about the transaction. Additionally, you can click on the blue underlined Customer ID for more information about the customer that relates to this transaction.

The two most useful inquires in Purchasing are Transaction by Vendor and Transaction by Document. They are used in the same manner as Transaction by Customer and Transaction by Document in Sales.