Create new companies with existing setups in Dynamics GP using clear data

Creating new companies in GP and copying the set-up on an existing company into them, is frequent request consultants usually get. In this blog, we will go over how to create a new company with the setup of a current company with the same chart of accounts using data

The traditional method for creating new companies in GP is to open GP Utilities and then configure it from the ground up based on the characteristics of that company. However, there are many situations when there is a company or multiple companies that you want to be configured in nearly or exactly the same way as an already existing company. You could manually copy all of the configuration settings, but that is time-consuming and prone to human error. Performing a backup and restore to a new company will duplicate the configuration, but it will also include all of the transaction detail of the old company. So what is the method for pulling over the setup data while also having clean transaction tables for the new company?

The answer is that we need to use the Clear Data function in GP to wipe the populated transaction tables for the new company.

DISCLAIMER: In order to do this, you will need to have some knowledge of GP table infrastructure.

Step 1: Create a new company using GP Utilities. You will need the 'sa' password on the application server to do this. After Utilities verifies that your product information, it will take you to a tasks menu where you can select “Create a company” in the drop-down.

Step 2: Back up the original company and restore the original over the new company in SQL. This is done either from the front end by clicking on the Maintenance tab under the GP button or an IT resource familiar with the SQL databases.

Step 3: Run the live to test script against the new company in SQL. The script can be found in this Microsoft Support article.

Step 4: Grant access to the company and set the permissions within GP. Log in as the ‘sa’ user in GP and go to Dynamics GP – Setup – Company – User Access and check off the users who have access to the new company. Go into Dynamics GP – Setup – Company – User Access and copy access from the original company.

Step 5: Now comes the hard part. Once you have a working copy of the company, you will need to go into the Clear Data window in the new company and select the information that you would like to clean. Depending on the modules that are used, determine the transaction detail that you would like to wipe. Go to Dynamics GP Button – Maintenance – Clear Data. Before running it, double check that you are in the new company once more as running this is permanent.

Generally, you will need to wipe tables that are not labeled ‘setup’. Here is an example of a company wipe that only included the core modules:

Step 6: Even if the checkbooks are the same as in the original company, the checkbooks will need to be deleted as they will have balances remaining from the originating company. In the new company, go into the checkbook card (Financial - Cards - Checkbook) and delete them. Take screenshots of the checkbooks in the original company and then recreate them in the new company.

Step 7: Verify that all transactional data has been wiped and that all master records remain. Go into the account, customer, vendor, and item windows to make sure that everything still matches the old company. To verify that the transaction data has been wiped, you can either go into the account summary inquiry window or pull up any SmartLists that you know should be populating data. If you wipe more than you meant to, you will need to manually create in the new company or run through these steps again.

As in life there are many ways to accomplish things…and in the GP ERP system the same is true. Diligent fact and requirements gathering play an important role in a successful outcome specifically in this type of project. Make sure that you have a clear understanding of the client’s idea of success and as always back-up your work frequently.