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MS Word Templates: Custom Invoice and Purchase Order Formats in Microsoft Dynamics GP 2010

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Microsoft Dynamics GP 2010 includes several different ways to get information out of the system, from exporting to MS Excel, to various reporting methodologies (Report Writer, SQL Server Reporting Services, MS Word Templates, etc.).  One reporting method, in particular, provides additional functionality to the accounting package as a whole: Microsoft Word Templates.

With Microsoft Office 2007 (and later) and Dynamics GP 2010 users can now employ their knowledge of MS Word to modify predefined templates used when printing documents.  Some of the predefined documents provided with Dynamics GP 2010 include:

  • Sales Order Processing Quotes, Orders, and Invoices
  • Receivables Debit Memos, Credit Memos and Finance Charges
  • Purchase Orders and Packing Slips
  • Payables Invoices, Returns, and Check Remittances

These documents can be opened directly in MS Word, modified and saved as new versions.  Once saved and enabled, Microsoft Dynamics GP 2010 allows you to define which customers or vendors receive specific document formats.  This functionality gives you the ability to send unique invoices and purchase orders to multiple customers and vendors from within the same company in Dynamics GP. 

No more need to bother with preprinted forms to be sure that “this customer” gets the correct invoice format that has the correct logo, or verbiage.  Just create a different MS Word templates for each format needed.  Next, add or remove logos, telephone numbers, or any other information to the templates as necessary.  Finally, use the Report Template Maintenance window to assign one format to the first customer and a different format to the second customer.  This is much simpler than some of the previous solutions we have worked on in the past, during our two decades of experience with Dynamics GP, and this type of integration with other Microsoft products is one of the primary reasons people decide to implement Dynamics GP as their accounting solution.

The Report Template Maintenance window allows you to assign formats by individual customer or by customer class.  So we can quickly get into a situation where an entire group of customers receives one invoice format and another group of customers or vendors receives a completely different format.  If you plan to “house” two companies within the same company in Dynamics GP, you can very easily define separate documents using MS Word for each customer including identifying logos or other information without the need for heavy coding, customizations, or expensive pre-printed forms.

-By Grady Burris - Sr. Consultant - Intelligent Technologies, Inc.  Microsoft Dynamics CRM

8 Responses to “MS Word Templates: Custom Invoice and Purchase Order Formats in Microsoft Dynamics GP 2010”

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  2. Hi Rowena,

    I’m sorry, that’s not a form I’m familiar with. Might I suggest you ask your local Dynamics partner. Glad you enjoyed our blog post!

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  8. Sammy says:

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