The benefits of classes in Dynamics GP

A consultant had a case come through that was a great reminder of the benefits of classes in Dynamics GP.  So, we thought it would be a great tip for you if you are not currently using Classes.  In all modules except Fixed Assets, classes are completely optional. However, there are some very practical reasons to use classes, which include:

• Provide defaults for new records
• Roll down changes to records
• Group records for reporting and other processes

An Example:  Let’s use Inventory!

When you set up an item from scratch (using Cards>>Inventory>>Item), the maintain history checkboxes are not marked by default (in Cards>>Inventory>>Item>>Options).  If the track history box is not checked, the inventory history will NOT be tracked for that selected item. Yes. You heard that right. No inventory history, which will then interfere with the printing of historical reports like the historical stock status.

So…how does a class help this?  Simple, if you set up your item classes and mark the check boxes to track history, then when an item is placed in the classes, those settings can default. No more having to remember every time you create an item. 

Now, a similar issue can occur if new item classes are set up and the maintain history check boxes are not marked for the new class. How can we ensure that these options are marked by default on new classes? It’s as easy as marking the “default” check box on a class.

The “default” check box is often misunderstood. It does NOT mean the selected class is the default class for new items. What it DOES mean is that the selected class is the default template for any future classes that are created. So, pick a basic class with the correct settings, and make it your default. Then when you set up a new class, it will assume the settings of the default class and then you can make modifications based on the requirements of the new class.