Last month I wrote about how now is the time to perform some Spring Cleaning on your Dynamics GP system. With that in mind, I want to highlight the Accounts Receivable Paid Transaction Removal feature, which helps speed up Dynamics GP performance.
This feature is often overlooked as firms do not want to lose historical data. However, the utility only removes receivables transactions for companies that do not maintain receivables history. By performing this function, transactions that are fully applied are moved to history, greatly reducing the number of transactions that are reviewed when aging documents or performing other routines. This greatly improves the performance of Dynamics GP.
Once this process is run for a document, it can no longer have transactions performed against it. For example, one cannot NSF a removed cheque. Therefore, it is recommended that companies run this utility for a date at least 90 days prior to the current date.
To access the Paid Transaction Removal, select Sales > Routines > Paid Transaction Removal.
Adam MacIntosh is a Senior Project Manager at WebSan Solutions Inc, a Microsoft Dynamics GP Partner offering implementation & support services for large & small firms in a variety of industries.
Spring is here & that means SPRING CLEANING! With that in mind, system administrators should be thinking about cleaning up their Dynamics system & shoring up their licensing needs. Thus, I would like to tell everyone about a free utility that will help cleaning up your licensing needs.
Microsoft Dynamics GP is licensed concurrently. Meaning, if a user is logged into multiple companies at a single time, they will also be using multiple licenses at that time. For firms with multiple companies running on Dynamics GP & where the number of licenses is very close to the number of actual users, this can present a problem.
For those where purchasing additional licenses is not an option, there is a utility to prevent users from logging into multiple companies at the same time. To install, download from Customer Source & extract the Prevent_Users_Logging_In_To_Multiple_Companies.zip file. Then simply log into Microsoft Dynamics GP & select Tools > Customize > Customization Maintenance, then import the extracted file .
No longer will multiple logins from a single user burn multiple licenses.
Adam MacIntosh is a Senior Project Manager at WebSan Solutions Inc. A certified Microsoft partner.
It’s that time of the year when many employee are taking time off to spend time with family. Whatever holiday you celebrate, this is definitely the time of the year for family. With employees out of the office, companies must track the amount of time taken by each employee.
Microsoft Dynamics GP has a number of vacation tracking options:
- The Human Resources module has a Vacation Calendar option. This presents a calendar view, with a listing of employees that have taken time off for each day.
- The Canadian Payroll module makes Vacation Accruals every pay period. Each employee has a vacation rate attached to them. With each pay cycle, automated accruals are made to each employee record to track the amount of vacation earned. When vacation is taken, it comes out of this same pool of time earned. Further, all the appropriate entries are made to the General Ledger with each transaction.
Adam MacIntosh is a Senior Project Manager at WebSan Solutions Inc with numerous Human Resources & Canadian Payroll implementations completed.
The air is definitely a little colder these days, making it the perfect time to fly south for a little R&R. In an effort to reduce workload, allowing for a little extra R&R, a number of our clients have chosen to implement Electronic Reconciliation. Through this module, one can download their bank statement & process into Dynamics GP, eliminating much of the manual work associated with the bank reconciliation process. Setup is a simple process & is completed in one simple screen. Downloading files is a standard process through most banks. By implementing this simple module, companies can save a considerable time each month in the administrative process.
Adam MacIntosh is a Senior Project Manager with WebSan Solutions Inc.
In 1983, Quaker Oats purchased Gatorade, transforming it from a multi-million dollar business into a multi-billion dollar business. Fast forward a decade & Quaker decided that another drink manufacturer was primed for the same growth. This time, Quaker eyed a takeover of Snapple, a popular fruit beverage. After paying a large ransom for the Snapple business, Quaker did not see the returns it had forecast. The Snapple brand fizzled as Quaker resources were washed down the drain. Eventually, the Snapple brand was sold at a $1.4 billion loss to Quaker.
What went right with Gatorade that went so wrong with Snapple?
The measurement tools that Quaker used to evaluate Gatorade were both accurate & appropriate. However, in the decade that past, these same evaluation tools were not updated. Quaker applied the same methods & metrics to the Snapple brand that they did to the Gatorade brand. However, in the decade that had passed, these tools were no longer the most appropriate.
Evaluation mechanisms are constantly being updated. What works today might leave you behind tomorrow. Quaker found this out first hand. If companies want to continue to thrive, they must be constantly tweaking & evaluating the tools they use to evaluate their business.
Microsoft Dynamics GP leverages ever evolving Microsoft technologies in order to provide the best reporting options possible. Users can access reports in many different formats. Business Alerts can send automated emails to any staf member when exception criteria are met or at specific intervals. Emails can be configured to include attachments, including lists of applicable information. Users can have similar automated Reminders open on their screens when specified criteria have been met. This allows for fast & automated management by exception.
To Do lists & Check List force users to complete tasks periodically in a structured way. Meaning, no longer are workflows undocumented or dependent on a single employee. If an employee leaves the organization, those same tasks must still be completed.
Standard reporting is available in paper format as would be expected. Users can further use inquiries to research linked transactions if auditing information. The same information can be exported to Excel or Word at the click of a button through a Smartlist. These can all have filters applied to them to restrict the information that is displayed. However, where Dynamics GP takes things a step further is SRS Reporting. Smartlists can live on the server in the form of an Excel Report. These can contain, charts, graphs, lists or whatever one's heart desires. These reports are linked to the server & the Dynamics GP database through Excel, meaning information is constantly changing on them automatically as data is entered into Dynamics. And the best feature is that those who wish to view these reports do no require a Dynamics GP user license as they are not actually logging into GP. The same premise applies to SRS (or SQL Reporting Services) Reports. These are built through regular SQL statements & can include filters, etc, just like any SQL query would have. Data can be displayed in many different formats & again, do not require a license to view.
The evaluation tools offered by Microsoft are beyond comparison & constantly evolving. those utilizing Dynamics GP are always in the know & won't be left behind.
With the weather getting a little colder, we all know the Holidays are fast approaching. It is around the Holidays that many, like myself, begin to travel to see loved ones. This year in particular, I have a lot of travel lined up. This got me thinking about how popular Dynamics is around the world. So with that said, here are some quick facts about Dynamics GP's worldwide popularity …
- Dynamics is most popular in North America, the Middle East, Singapore, UK, Australia & Ireland.
- Dynamics GP, originally called Great Plains, was developed in Fargo, North Dakota by Great Plain Software.
- There are currently over 300 000 Dynamics customers around the world, spanning 41 languages
One of the lesser known setup features of Microsoft Dynamics GP2010 is the ability to have the system pop-up a predefined message box on login advising to the status of an environment.
If anyone has used the fabrikam company, you know what I'm referring to, the modal dialog box that appears advising that this is a demonstration company, etc etc.
There are actually two other message boxes that you can trigger for your own company.
If you navigate to your company setup screen (Tools--> Setup --> Company --> Company)
You can add two different reserved tags to the end of the Company Name.
The first is <TEST>, (make sure you include the angle brackets and enter all UPPERCASE letters). This will trigger the following popup for all users to this company on login:
Alternatively, if you change the company name and a "<HISTORICAL>" tag to the end of the company name you will trigger this pop-up:
These are both handy messages to advise users that this is a Test or Archive instance.
This works in both GP10 and Gp2010, however, as of build 1752, there is a small known glitch in which the Dynamics Connect home-screen widget will not work when using these tags. See this blog for details...
A word of caution, don't modify any other parts of the company name, and always put the tag at the end, as some modules require exact spelling of the company name for their registration keys to operate (for example Canadian Payroll).
In my next post I'll discuss the various methods to have different colours by company, in both GP10 and GP2010.
Stay tuned until next time...
New on the Dynamics GP2010 home screen is the "Connect" window. This widget dynamically populates with Microsoft Dynamics GP support information, user groups and links to general information.
One thing we noticed is with any of our test companies we always saw this error:
Well it turns out this is caused by special characters in the company name.
As many of you know, when you put the tag "<TEST>" into the company name you get a nice warning on login that this is a a test company. See this blog for details...
Unfortunately, the angle brackets cause the URL to the Dynamics Connect site to get malformed.
Here is the URL that Dynamics Connect is trying to access:
Notice the "&company" parameter is "%3cTEST%3e". The %3c and %3e are the HEX equivilant codes for the ASCII characters that represent < and >
If you remove the characters it will open fine.
Unfortunately until Microsoft fixes this your only options are to either remove the "<TEST>" from your company name or remove the Dynamics Connect widget from your home screen in user preferences.
Alternatively if you had a DPI based firewall that scanned outgoing URLs, you could make some crazy rule to use URL rewritting, but that's really out of scope of this article :).
Thanks for reading, until next time....
A couple of days ago I blogged about the transition from paper to the digital age. Now, it's time to familiarize yourself with the eBanking capabilities in Dynamics GP.
For those who don't know, more and more businesses are relying on electronic funds transfer or EFT to pay their bills. The most obvious reason is that it is just plain easier. However, it also automates the process of sending and receiving payments, provides an electronic record of payment and some vendors may even offer better terms for EFT payers due to typically shorter wait times for payments and less paperwork on their end. Work smarter and faster by accessing transaction information online and applying transaction accounts when they occur, rather than days or weeks later.
With eBanking in Dynamics GP EFT, you can:
- Manage your financials more effectively
- Reduce administrative expenses
- Improve Productivity
- Increase your financial security
- Access decision-driving information online
The comprehensive eBanking tools in Microsoft Dynamics GP improves overall efficiency within an enhanced security environment. By automate your company's critical banking activities and interact with your bank electronically saves your company and yourself time and money.
Many companies have started to embraced enterprise resource planning (ERP) in order to maintain their competitiveness. They have quickly learned a fundamental truth: technology can move a company forward only as far as its business processes will allow.
Amongst most organizations, paper or hard copies is the principal format for sharing invoices and associated documents for approval. Paper processes generates uncertainty and blind spots in a business. An example could be your Accounting department. Accounting has no way of knowing where a paper invoice resides on someone’s draw or desk after it is sent around for approval, nor how long it will sit there. Executives are unable to make accurate financial predictions because they see only completed transactions—not those in process, floating somewhere in the company’s structure.
With paper processes restraining the real value of a paperless ERP for companies large and small, the need for a way to automate the transformation of paper documents into digital data and to manage the resulting documents has prompted technology developers to innovate a new generation of devices and services. This is where Hosted Microsoft Dynamics GP comes in.
The next technological move from paper format is for companies and their accounting departments to consider is the cloud—online services that can dramatically reduce the costs of technology. Instead of a company’s investing more in its own infrastructure—additional servers, software, networking and maintenance—it can turn to the cloud for the applications it needs. By integrating your company with the Microsoft Dynamics cloud platform, it easily scales with your company’s needs and automatically upgrades as innovations evolve.
To help your company get away from paper and into the clouds, contact us here.