One of the most common tickets we see on the support team relates to stuck cheque batches. The reality is that Microsoft Dynamics GP requires a great deal of resources and any interruption in the server communication can lead to a break in the transfer of information. Take a power surge for example. With the over-abundance of electricity acting as the command to complete the cheque batches, sometimes the electrical panel can’t handle this surge and shuts off.
It can be cost-effective to minimize the chance of having a stuck batch and save yourself the headache of looking for a fix. Below are five things that users can do to reduce the likelihood of a stuck batch. It will not eliminate the problem, but will certainly reduce the occurrence.
Tip 1: Exit Dynamics GP completely at the end of the day
There is a correct approach to closing the Dynamics GP program. Simply turning off your computer is not sufficient. If we look at the user activity, it shows all the users still logged in to Dynamics GP.
User Activity Path: Dynamics GP > Tools > Utilities > System > User Activity (Figure 1)
To properly close Dynamics GP, navigate to the dropdown menu. You can close all windows and safely exit the system. This is similar to ejecting a USB device. The system will tell you when it is safe to remove hardware or USB devices (Figure 2).
Tip 2: Print to screen first rather than directly to the printer
This works especially well for cheques. If the cheque prints correctly to the screen, you can proceed with printing the physical cheques. You also have the ability to reprint any cheques at this time. Reports can also be sent to the screen and printed subsequently. To have your system default reports sent to the screen, you can change your user preferences.
User Preference Path: Dynamics GP > Home Page > User Preferences (Figure 3)
Tip 3: Close down other applications that consume memory
This is a case where multitasking may not be advantageous. Try closing all other windows when doing your cheque run. Web browsers, in particular, can be a problem—close and re-open occasionally. You can use the process monitor to ensure Dynamics GP is not running any other processes.
Process monitor Navigation Path: Dynamics GP > Home Page > User Preferences (Figure 4)
Tip 4: Be cautious when posting extremely large batches
If at all possible, do your cheque run at the beginning of the workday before other Dynamics GP users start processing data. Most users run a database backup every evening. In the event of a stuck process, it is far easier to restore from this backup. A batch processed during the middle of the workday would not have this option. If the cheques must be processed at noon, it is recommended that your IT team or Dynamics GP partner do a quick backup. This added step will save a lot of time and money compared to the cost of resolving a stuck process.
Backups from the front end can be done as well. Please speak with BDO IT Solutions should you wish to use this functionality.
Backup Path: Dynamics GP > Maintenance > Backup (Figure 5)
Tip 5: Do not ignore connection or window errors in Dynamics GP
There are times when Dynamics GP shows symptoms before it crashes. If you receive any SQL errors and you’re a BDO IT Solutions customer, let our support team know so it can investigate. It is advisable to close the program and log back in if you are already having connection problems. Also be cautious of environmental issues that might increase the risk of power outages, such as weather or construction in your area.
Further, Microsoft has a great KB article on what to do in the event of a stuck cheque batch that clients can refer to resolve this issue.