How to Install and Use the Professional Services Tools Library (PSTL) in Dynamics GP

The Professional Services Tools Library (PSTL) is a great free Dynamics GP add-on that can help with tasks like changing Employee or Checkbook IDs, or validating posted document dates. I’ve helped many companies use PSTL to solve difficult problems that would otherwise require significant consultant hours and database risk.

However, in my experience, most customers don’t yet know this set of tools exists.

In this article, I’ll give you instructions on installing PSTL, introduce the 3 common use cases I see for customers, and then provide a full list of all the items in PSTL.

What Is PSTL?

PSTL, the Professional Services Tool Library, is a library of different utilities that help you handle some difficult problems that can crop up when using Dynamics GP.

Prior to March 2012, PSTL had to be purchased for use, but as of March 26, 2012, Microsoft Dynamics GP PSTL became available at no additional cost.

In the newer GP versions, some of the tools that used to be available only in PSTL are now available within GP itself.  These include Vendor Combiner, Vendor Modifier, Customer Combiner, and Customer Modifier.

Depending on the details of your implementation, your company may or may not already have PSTL installed.

How to Install PSTL for Dynamics GP

1. Navigate to Control Panel > Programs and Features > Locate Microsoft Dynamics GP > Click change from the toolbar > Add/Remove Features.

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2. Scroll down the list of features and locate Professional Services Tools Library > click the down arrow beside the red X > click Run from My Computer > Next > Install > Exit.

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How to Add the PSTL Shortcut to GP

1. Log into GP > Click the Home tab > in the navigation list section, right click the empty space.

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2. Click Add > Add Window > Scroll through the list, expand Technical Service Tools > Expand Project > click Professional Services Tools Library.

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3. Click Add, you will notice that a link has been added to your Navigation Pane and your list of modules.

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4. The last step is to click either link to open the Professional Services Tool Library window.

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Modify Checkbook IDs With PSTL

A request I’ve been asked by clients in the past is “can I modify our Checkbook IDs?”  For instance, the client may have created a Checkbook ID that’s applicable to the bank they were with at the time of setting it up. When they switch to a different bank someday, they’d like to update their Checkbook ID to be something more generic.  The problem is that without the PSTL tool you cannot edit the Checkbook ID in GP, you can only edit the description field.

Although it’s technically possible for a Partner to directly make changes like this for you, doing so requires considerable work and can cause problems in your database. That’s why I recommend using the PSTL tool for this need.

With PSTL you can update an existing Checkbook ID to a new Checkbook ID without any loss of records, whether they are at the work, open, or historical status. Before you follow the steps below, be sure to back up your database.

1. To change a Checkbook ID, in PSTL, select Checkbook Modifier under the Financial Tools section.

2. Enter the Starting Checkbook ID and Ending Checkbook ID in the window, and choose Convert.

NOTE – You will be prompted to back up your database. Choose continue to proceed once you have a backup of the database you are changing. You also will get prompted for a report destination when you close the Checkbook Modifier window. Choose a destination for the report to view the Modified Checkbook IDs report.

You can also Validate and Import records. These buttons are available on many of the PSTL tools that modify or combine data. These buttons allow data to be imported without having to manually enter the information, making the tools useful to change or combine many pieces of data.

Change Employee IDs With PSTL

Because Employee IDs are often based on the employee’s last name, you may need to change the ID if that name changes (due to marriage, for instance). Before following the steps below, make sure to perform a backup of your database. Ask your partner if you need assistance with that.

Similar to the Checkbook Modifier tool, the Employee Modifier tool allows the user to change an existing Employee ID to a new Employee ID.

In PSTL, click on the Employee Modifier in the Payroll Tools section. Steps to complete this task are similar to those for the Checkbook Modifier tool (see above).

Validate Document Dates With PSTL

Clients have reached out to me asking how to stop GP from allowing a transaction with an obviously incorrect date to be saved and posted. For example, an AP invoice could get entered with a transaction date of 5/8/64 instead of 5/8/24.

This would throw off your aging, due dates, etc. The tool in PSTL called Doc Date Verify can prevent this from happening in certain GP windows.

When Doc Date Verify is activated, and a document date is entered, a check will be performed to determine whether the document date is in a valid fiscal period or if the fiscal period is closed.

  • If the date does not fall within a valid fiscal period, a message will be displayed and the user will not be allowed to continue until the date is in a valid period.
  • If the Document Date falls within a period that is closed, a message will be displayed that will allow the user to correct the date or continue on leaving the date.

The Doc Date Verify functionality is available in the following windows:

  • Payables Transaction Entry
  • Receivables Transaction Entry
  • Invoice Entry
  • Payables Manual Payment Entry
  • Sales Transaction Entry
  • Inventory Transaction Entry
  • Cash Receipts Entry
  • Purchase Order Entry
  • Receivings Transaction Entry
  • Purchasing Invoice Entry

Note that the Print Checks window is not covered by Doc Date Verify.

To activate this tool, simply mark the second check box next to Doc Date Verify in the Professional Services Tools Library window.

Full List of PSTL Functions as of 2024

Please note that items such as Vendor/Customer Combiner and Modifier have been removed from PSTL into core GP under Utilities in their respective modules as of GP2013 SP2, March 2012.

System Tools

Shortcuts Copy
Use this tool to copy the Shortcuts options from one user to another user with the click of a button. With the Shortcuts Copy tool, you don’t have to manually set the shortcuts up for each user on the system. This is especially useful when macros are used with a window (e.g., Purchase Order entry to always add item).
ToolKit
Use Toolkit to rebuild the GL00105 table, re-create Dex Procs, rebuild indexes, recreate tables, and check identities of tables all within Microsoft Dynamics GP.
Menu Inquiry Utility
The Menu Inquiry Utility allows you to see all of the commands on the menus, whether they are hidden or not, and helps identify where those commands come from (which product) and other properties of the commands.
Update User Date
The Update User Date utility will automatically update the User Date in Microsoft Dynamics GP to the next date at midnight each day. The application will run in the background as long as Microsoft Dynamics GP is open.

 

Financial Tools

Acct Modifier/Combiner

You can change previous account numbers into new account numbers or combine existing accounts with the Account Modifier/Combiner tool. This tool can identify which one of these activities you are trying to perform.

The difference between the modifier and combiner is that both accounts involved in the combiner portion of the utility currently exist in the system, while the new account number in the modifier portion is introduced as a new number to the system.

Please remember to run the reconcile process for all your open and historical years after using the account modifier/combiner to ensure that detail and summary records agree.

Checkbook Modifier
This tool allows changes in checkbook IDs to take place. You can change an existing checkbook ID to a new checkbook ID without any loss of work, open, or historical records.
Fiscal Period Modifier

Use the Fiscal Period Modifier to change fiscal year definitions and reset data in the open and history tables.

This tool does not support changing the month and/or day on closed years as the tool does not recalculate the ending and beginning balances. Only use the Fiscal Period Modifier to change the Year stamp back for years that are currently closed.

GL Master Triggers
This tool allows you to create General Ledger account master records and replicate records to another database on the same server. You can also choose to replicate these records to some or all of your companies.

 

Purchasing Tools

1099 Modifier

This tool allows you to update the 1099 amounts for vendors who are not set up as a 1099 vendor for the year or a portion of the year.

This tool will only modify records that are already paid and should be 1099 records for the year selected. If you have any work or open records that haven’t been paid but were entered/posted while the vendor was not set up as a 1099 vendor, those records will not be changed. You need to execute this tool the next year prior to printing 1099 reports to be sure that work and open records that were paid in the new year, get updated.

PM Master Triggers
This tool allows you to add a vendor and vendor address master record and replicate records to another database on the same server. You can also choose to replicate these records to some or all of your companies.
PM Minimum Check

Use the Payables Management Minimum Check tool to set a minimum amount for your Payables checks within the Select Checks process.

This process occurs after the Payment Vouchers have already been created. This will cause a break in the payment vouchers sequence in the system but will not harm anything.

Select Checks Combiner
Use this tool to consolidate checks to match the same vendor when users are appending to an existing check batch. This can be useful if users frequently build batches of Payables checks and select different document number ranges or date ranges.
Vendor Name Modifier
Use this tool to change the Vendor Name. You can change an existing vendor name to a new vendor name without any loss of work, open, or historical records.
Minimum PO/Receipt #
This tool adds the ability to prevent Purchase Order Processing from defaulting to the next PO Number or Receipt Number. You can set the default to a number before the current PO number when a previously existing PO number is deleted. You can also set the minimum PO Number default, so defaults will never go below the set amount.
POP Cost Defaulter
Use this tool to specify the default cost for a purchase order document.

 

Sales Tools

Customer Name Modifier
Use this tool to change the Customer Name. You can change an existing customer name to a new customer name without any loss of work, open, or historical records.
RM Master Triggers
Use this tool to create customer and customer address master records and replicate records to another database on the same server. You can also choose to replicate these records to some or all of your companies.
RM Transaction Unapply
This tool enables you to unapply documents in the history table and automatically move the records back to the open table even if there are discounts and/or writeoffs associated with the document. You can reapply the records as needed. Using this tool can be a good alternative to removing history and reentering data if records were applied incorrectly.
Salesperson Modifier
Use the Salesperson Modifier tool to change current Salesperson IDs. The result is a new Salesperson ID with no data lost or having to be reentered into the system.
SOP Customer Item Lookup
Use this tool to store customer-specific ordering history, as well as the last invoice date and the last price used, and view that information from within Sales Order Processing Entry and the Sales Item Detail windows.
Territory Modifier
This tool allows changes in territory IDs to take place and the process mirrors that of how account numbers are changed. The user is able to change an existing territory id to a new territory id without any loss of work, open, or historical records. Just by clicking the convert button the records are updated.
Territory Combiner
Use the Territory Combiner to combine an existing Territory ID with another existing Territory ID without any loss of work, open, or historical records.
SOP PO Number Check
Use the SOP PO Number Check to verify the Customer PO Number field for duplicates as data is entered into the field on both the SOP Entry window and the SOP Customer Detail Entry window.

 

Payroll Tools

Certified Payroll Report
Use the Certified Payroll Report with US Payroll to add a project number to employees’ hourly transactions and track them on a per project basis. This tool will also capture information posted from the Timesheet Entry window in Project Accounting Timesheet Entry. You can print these transactions on a weekly report and view employees, departments, job titles, and pay codes by project.
Employee Modifier
This tool allows the user to change an existing employee ID to a new employee ID without losing any work, open, or history records.

 

Inventory Tools

Inventory Site Combiner
This tool allows you to combine Site/Location Codes without losing any data.
Inventory Site Modifier
This tool allows you to change the current Site/Location Code to a new code without losing any data.
Item Description Modifier
Use this tool to change Item Descriptions. You can change an existing item description to a new item description without any loss of work, open, or historical records.
Item Number Combiner

Use the Item Number Combiner to combine existing item numbers. The old item number is removed from the system after the combine process is finished. All Work, Open, and History records are combined into the new item number.

If you are using Bill of Materials or Manufacturing with Bill of Materials, you CANNOT combine parent objects, only child objects will be able to be combined.

Item Number Modifier
Item Number Modifier is like other modifier tools in that it allows the user to change a current inventory item number to a new number without losing any work, open or history records.
Item Reconciler
Item Reconciler allows you to reconcile Inventory. The Reconciler’s function is the same as the reconcile functions built into Microsoft Dynamics GP with one exception: only those items that need reconciling will be reconciled using Professional Services Tools Library. This can increase performance if all items don’t need to be reconciled.

 

Misc Tools

Fixed Asset Modifier
Use this tool to reclassify an asset code within the Fixed Assets module. All tables throughout the system will reflect this change.
Default Add Item POP/SOP

If this is checked off it prevents the user from entering a non-inventory item in the SOP module nor the POP module.

This option automatically checks the Add Item option in the POP and SOP windows, so that issues of an invalid non-inventory item can be prevented from being entered in the transaction entry windows in POP and SOP.

Doc Date Verify
Use this tool to alert users when they key in an invalid document date on a transaction.
Decimal Place Tool
If this is checked off, payables and payroll checks will have the check amount in words truncated to two decimals. This tool is used when the currencies have been setup with more than two decimals.
Company Copy
This tool allows the setup and report option information from one company to be copied to another company. You are able to specify exactly which modules you would like to copy from your source company.

 

For Microsoft’s overview of PSTL, see Professional Services Tools Library – Dynamics GP | Microsoft Learn.

For the PSTL downloads (and information on which version is right for you), please see Microsoft’s page, Professional Services Tools Library (PSTL) for Microsoft Dynamics | Microsoft Learn.

For advice and support tailored to your company about how to get the most out of your Dynamics system, please contact us.

Thanks to Microsoft Sr. Escalation Engineer Terry Heley for help identifying the latest documentation for PSTL, which helped for writing this article.

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