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WebSan Blog (98)

I was reading an article called “Six Basics of preventing pain in our ERP implementation” and I thought to myself, why are all these problems with ERP implementation occurring in the first place? It’s happening more than normal and I think I know why, Companies are not doing enough research, therefore, they choose the wrong partner and software. Here I have a checklist of six rules you should consider before saying yes and signing the dotted line.

Really research thoroughly about which partner would be the right partner for you and which software would be the right software for you. Even if you have ten companies and have to narrow it to one then do that. If you’re Googling “accounting software” there are millions of results that come up, I know that can be overwhelming but don’t choose only the top three results. Some people think that the top three results are the best results, but that’s completely untrue. Google doesn’t rank you higher based on your product or services quality, they rank based on search engine optimization, keywords and links. But that’s another blog; basically what I’m saying is take your time to do your homework.

When you find the right partner and software, make it clear on what you expect from your partner. Have a one on one sit down with the company you will be working with, there needs to be impeccable communication between both companies. Make sure you listen to their expectations and make sure they listen to your expectations, because if one person’s not listening to the project is bound to go wrong. Even if you have to take notes, you need and they need to fully understand the expectations of the project. That’s to prevent sentences like: “I never said that”, “But I thought you said…”, “I told you that, remember?” Also, it’s good to get everything in a tightly sealed contract so you can also avoid those phrases.

So once you’ve found the right partner and you found the right accounting software and there’s clear understanding amongst both companies, make sure they don’t go anywhere. Sounds weird enough, but I’m not joking, whoever is in charge of your project make sure they stay in charge of the project. The reason this is on the list is to prevent your partner from doing an 180 on you. If you have one project manager that is in charge of the project, if there are any hiccups in the implementation you can go straight to that person to address the problem. If there’s no one particular in charge of the plan, you’re only going to get the run around when a problem occurs because no one’s in charge. Another reason it’s on the list is because if the company switches the manager, you would have to communicate every single detail about the project all over again hoping that they can comprehend it  and execute it all in a short matter of time.

Tune into part two and see the rest of the checklist!

By: Natalie Williams, Marketing Coordinator, WebSan Solutions Inc., a Canadian Certified Microsoft Dynamics Partner

Learn more about Dynamics GPView Dynamics GP PricingFree Dynamics GP Training

If you are a frequent user of Microsoft Dynamics GP, chances are you use a select few windows much more often than others.  If this is the case, you may find it helpful to have shortcuts to these key windows directly on your home page.  These shortcuts can be added in several different ways:

  1. Quick Links – Arguably the most popular method is to add the window to the Quick Links pane of your home page.  To do this, hover over the Quick Links pane, select the pencil icon that appears in the top right corner of the pane, and click the Add button to add new links.  Don’t forget to refresh your home page if the new link does not appear right away.
  2. Navigation Pane – To add a shortcut to your navigation pane, open the window that you want to link to, select File, and select Add to Shortcuts.  A link to that window will now be added to your navigation pane when you are on your home page.
  3. Toolbar – To view the toolbar for a particular series, right-click the blue menu bar at the top of the Dynamics GP screen and select the desired series so that a checkmark appears next to it.  To customize which icons are on the toolbar, right-click the blue menu bar again, select Customize…, choose the appropriate series from the drop-down menu, and click Add to add a new icon to the toolbar.

Shortcuts to Customize Your Microsoft Dynamics GP Screen

By: Rahim Jiwani, Application Specialist, WebSan Solutions Inc.

If you haven’t read part one of this blog please click the link to get caught up!

If checklist one through three gets a check mark, you’re on the right track to avoiding as little problems as possible. Number four on the list is something that you must be responsible for because, you can’t blame all ERP implementation failures on your partner. Sometimes when a partner gets a client and there ready to kick start their plan, the clients give them all their “baggage” to fix and then leave. They eventually come back at the end, near the go-live date and say things like “Are we ready to go live yet?” Have you tested the system? Nope. Has your staff gotten trained? Nope. Then the answer to your question is nope. You don’t want to be that kind of client. Therefore make sure the implementation goes in steps or phases and make sure to have regular follow ups on the progress that has taken place.

Be motivated! Sometimes implementations take a while to finish, you might be checking off each suggestion on the list but when you come to number five you realize that what’s your lacking in. You need to be upbeat about this whole process, I’m not saying jump up and down and scream for joy that you are getting new accounting software. But at least have a good attitude towards the implementation; I say this because getting something new isn’t always a good thing. You have to retrain your staff; get familiarized with a new system and implement it to your company. That can be a bothersome to someone resulting in them giving you a hard time. As the client, be positive and have a good outlook on this new system, which could ultimately better your performance in the long run.

Last but not least number six on the checklist is to plan for everything and anything that could happen. Once one to five is checked off, be aware of number six. Even though you have everything planned to a T anything could happen from employees’ issues to company changes. Just be prepared for whatever can happen because even though you might be well prepared when it comes to the implementation there’s always a chance of a problem that could occur. You can’t predict and prevent everything but give yourself a fighting chance if a problem arises.

By: Natalie Williams, Marketing Coordinator, WebSan Solutions Inc., a Canadian Certified Microsoft Dynamics Partner

Wednesday, 23 November 2011 15:35

Two cloud based services offered by Microsoft Dynamics GP

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A while back Microsoft offered two new cloud-based services that can be very beneficial to your company if you are already in the cloud or if you’re planning on moving to the cloud.

Microsoft has announced the first two accounting offerings for Dynamics GP 10.0 and GP 2010. Payment services and commerce services are the new two new services that are cloud based. Payment services have credit and debit card that is processed from Dynamics GP. Payment services work with: VISA, MasterCard, Discover Card, American Express and PayPal. The good part about it that there will be the same existing data entry screen and you don’t have to install or integrate new software and your customer benefits from this service because they have more options to make payments.

A commerce service has item catalog functions also with integration to Dynamics GP, using the same tool used to connect Dynamics CRM to Dynamics GP. This service is to support a business to consumer website it also allows you to extend your sales reach.  The great benefit about commerce service is that you can expand your sales across different channels and enabling online shopping, therefore, using another resource to increase your sales.

By: Natalie Williams, Marketing Coordinator, WebSan Solutions Inc., a Canadian Certified Microsoft Dynamics Partner

Thursday, 01 December 2011 16:46

The Pros and Cons of Online Accounting Software

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Buying accounting software is a big decision you have to make when the time is right for your company. It’s a harder decision, especially when you’re a small business owner and don’t know much skill about accounting. Some people might wonder if online accounting software is right for them. What I’m going to do is point out the pros and cons of inquiring online accounting software. Hopefully some of these pros and cons will give you an idea if it’s for you or not, make sure you do your research and find the right accounting software for you.

The Pros of using online accounting software:

  • Some software can be straightforward to use even though you don’t have much financial knowledge. Their job is to help small business owners with the necessary tools to operate their business.
  • It’s easy to make updates because it can be done automatically.
  • You can check up on your financials everywhere and anywhere you are because all of your finances are online.
  • The software company has online support just in case you have a question. 
  • Most accounting software’s out here have mechanisms to back up your data so nothing happens to your data.

The Cons of using online accounting software:

  • There’s still the risk of hackers getting in the software.
  • Make sure you have an up-to-date internet connection because if your computer is running slow, so is your accounting software.
  • Having mobility is a good thing to have but be careful if you ever have to log in a public computer or even a friends computer, make sure you log off properly because you don’t want just anyone looking at that information.

By: Natalie Williams, Marketing Coordinator, WebSan Solutions Inc., a Canadian Certified Microsoft Dynamics Partner

Wednesday, 21 December 2011 16:27

SSRS Reports in Dynamics GP

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For some of the more technical Microsoft Dynamics GP users, you may want a little more control and customization when reporting on your GP data.  SmartLists provide a fairly quick and dynamic option to custom reporting, but they may not be visually satisfying.  On the other hand, integrating BI360 with GP will allow you create very clean and organized reports in an Excel-like environment, but won’t give you that rudimentary control that your technical mind may crave.  If you’re looking for some sort of middle ground between these two options, take a look at SQL Server Reporting Services (SSRS) for Dynamics GP.

The key to creating effective SSRS reports is having a good knowledge of SQL – or at the very least, a fairly strong knowledge of databases.  This is what scares away some users, but for those that have this type of background, SSRS Reports could be your salvation in the pursuit of both visually appealing and fully customizable reports.

While SSRS Reports can be easily viewed within Dynamics GP, they are created in Microsoft Report Builder – a separate software program that is offered for free by Microsoft.  Using Report Builder allows you to take a custom SQL query that you have created (either from scratch or by using Report Builder’s intuitive Query Designer) and turn it into an appealing report.  With the ability to easily create tables, charts, and even visual scales/gauges, you can turn a simple list of data into a work of art!

If you have SSRS Reports deployed in your GP environment, you can view them by going into any series and selecting the “Reporting Services Reports” item in the Navigation Pane.

[caption id="attachment_674" align="aligncenter" width="300" caption="SSRS Reports in Dynamics GP"]SSRS Reports in Dynamics GP[/caption]

By: Rahim Jiwani, Application Specialist, WebSan Solutions Inc.

Sending an email should be easy to compose and send, it also should be easy to reply and forward to different people. Hotmail has one of the simplest ways of navigating and organizing emails, but the problem with that is companies don’t use Hotmail as their email provider. So say the email system that you’re using is giving you a hard time by not sending emails properly or sending all your emails to the junk folder, many of these problems can be frustrating and make you appear to be unprofessional. Here are a few benefits of using email integration in Microsoft Dynamics GP.

  • Microsoft Dynamics GP 2010 allows users to effortlessly email single and/or numerous documents. You can also send emails from a list in the system. You have the option of choosing a document that you want to send to a specific customer or vendor.
  • With email integration, you can send documents as HTML, PDF, DOCX, or DOCX.
  • You can customize messages for each document and/or customer/vendor combinations.
  • You can also combine many documents and send them all at once in a single email.

So if you think your company needs a new email system and perhaps a new online accounting software system, why not kill two birds with one stone?

By: Natalie Williams, Marketing Coordinator, WebSan Solutions Inc., a Canadian Certified Microsoft Dynamics Partner