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Wednesday, 25 March 2015 13:55

Month End in Microsoft Dynamics GP

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There are many articles that can be found detailing year-end processes in GP, but what about your month-end processes?  Dynamics GP uses a ‘soft’ close concept wherein periods are not required to be closed.  Further, periods can be reopened if needed.  However, performing a month-end is critical to ensuring you can move forward within your system without any fear of inaccuracies.

Prior to performing any special or unfamiliar processes, it is always recommended that users have a proper backup of the system.  Your system administrator should ensure backups are regularly scheduled and available if needed. 

It is recommended that the month-end process start with the POP and SOP modules.  One can think of both of these modules as feeder modules to Payables, Receivables, Fixed Assets, Bank Reconciliation and the General Ledger.  In these modules, you should ensure all batches are posted within Series Post.  Ensure all Customer Orders, Vendor Receipts and everything in between are posted.  Further, within Purchasing, one should print the Received Not Invoiced report via Reports > Analysis.  This report should tie to your accrued purchases. 

Once the above are reconciled, one should move onto the Payables and Receivables module.  For each, users should ensure all documents are properly applied, especially if multiple currencies are in use, as this will affect realized gain and loss entries.  Users can check for unapplied documents by navigating to Sales > Reports > Analysis > Unapplied Documents Report.  Further, users should also run the Reconcile to GL option within Financials in order to ensure these subledgers and GL match.  The same routine should be performed for the Inventory module.

Once all subsidiary modules are complete, uses should close out the Financial modules.  First, users should complete bank reconciliation and reconcile the Bank to the GL via the associated Financial Routine.  Users can then move onto closing the Fixed Assets module.  Remember to ensure Payables are closed prior to processing anything in Fixed Assets given the Payables feeds the Fixed Assets module.  Within Fixed Assets, users need to double check that all additions and retirements are posted.  Depreciation will need to be run and all related GL processes complete. 

Within the General Ledger itself, all accruals should be posted.  Only recurring batches should be left in your Series Post after the necessary transactions have been posted.  The General Ledger will always be the last module to close. 

Once all of the above are closed, users should mark the period as closed within the Fiscal Period Setup window in GP. 

All of the above should be repeated at the end of each period.  Given these are repeated processes, users should consider adding them to a Checklist within GP.

One last item for users to remember when closing the month is that transactions for a new period can be posted without closing out the prior period. 

Adam MacIntosh, Manager of Client Services with WebSan Solutions Inc., a Microsoft Dynamics Partner firm.

Published in Tips & Tricks

Three common ways of making a payment using Microsoft Dynamics Great Plains are cash, credit and cheque payments. I’m not a pro-Dynamics GP user; I’ve always paid vendors using cash and cheque payments. I came across Victoria Yudin’s blog “Using credit cards to pay vendors in Dynamics GP”. I found her blog to be straightforward and informational.

She shows you how to set up a payables vendor for the credit card which is quick and easy to do.  With The three scenarios that were given, scenario 1 was the most common for me. “Scenario 1: You purchased non-inventory items from a vendor want to track and pay them with a credit card. You have not posted the invoice yet.”

She provides lots of pictures and a simple step by step process of how to complete each scenario.

To read “My interview with Victoria Yudin about Dynamics GP” click here.

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

Published in WebSan Blog

The foundations of ERP are found in manufacturing resource planning, traditionally used by companies which produced tangible goods in factories. The adoption of ERP and MRP systems was initially quite slow – management were content with the status quo and saw no reason to change what seemed to be working. However, the recession experienced in the late 1980s and early 1990s forced many companies to make a choice: Either find new ways of operating more efficiently and effectively, or go under. This created a massive boom in the ERP market, which lead to massive changes in the ways in which fundamental business operations were conducted, and those organizations that made it through the recession came out stronger.

North America is no longer the goods-producing collection of nations it once was and is instead dominated by service industries. However, many of the same problems that existed in manufacturing organizations twenty years ago still exist in these businesses: Lack of integration, inability to respond and take advantage of environmental change, time and money wasted on data entry and redundancies, and so on. Much like the recession twenty years ago, the economic downturn caused by the subprime mortgage crisis has forced many modern companies to find new ways of performing more effectively and efficiently.

This is the time to get ahead of the competition, and Microsoft Dynamics GP is the perfect solution for organizations looking for more than simple accounting and reporting features without high maintenance costs and complexity.

Published in Uncategorized

I read an interesting article today from Aberdeen research. It went into great detail on what is really driving companies towards SaaS (Software as a Service)/Hosted ERP solutions vs. the traditional On-Premise solutions.

For the record, the number of companies installing On-Premise ERP solutions still far outweighs the number going live with a hosted solution, but that trend is slowly reversing itself.

The number one driver for implementing an ERP in the Small-to-Medium Business market is to reduce costs (no surprise there). Thus the number one impetus which would push a company to invest in ERP is finding an affordable solution at minimal risk. This is where the SaaS model fits in quite well.

SaaS total cost of ownership is less than On-Premise when you consider backups, hardware, IT staff, upgrades and service packs (bug fixes). A lot of companies are looking to outsource providers to host their ERP systems and take care of the "maintenance" of the system that their own staff would traditionally have to handle. The main cost considerations that drive the appeal of SaaS are :

  • Lower total cost of ownership
  • Reduces the cost and efforts of upgrades
  • Lower up front costs
  • Company has limited IT staff and no interest in hiring more
  • Seeking the best fit solution to their business needs
  • No emotional attachment to having it in-house
  • Strategy to focus resources elsewhere

Because of these driving factors, the number of companies considering SaaS ERP has jumped 61% from 2009 to 2010 (source : Aberdeen SaaS ERP : Trends and Observations 2010).

WebSan offers both Hosted and On-Premise Dynamics GP, to address the concerns of Clients looking for options.

Please contact us for more information.

Published in Uncategorized

There was a great article published on cpatechnologyadvisor.com late in 2007 that's worth showing here.

Here's the link to the article.

Here's the reprint :

From the Dec. 2007 Review of High-End Accounting Systems

Microsoft Dynamics GP continues to be one of the flagship products in Microsoft’s mid-market accounting lineup. Version 10.0 of Microsoft Dynamics GP, released in June 2007, only helped strengthen its already strong position in the market. Microsoft has improved Dynamics GP by continuing to focus on molding the user interface to look and feel more like Microsoft Windows Vista and Microsoft Office 2007. Previously Microsoft discussed plans to converge its ERP products on a single code base, however; more recently the company reinforced its commitment to support all four ERP products in the markets they serve, with the applications increasingly sharing technologies over time. The decision to keep Microsoft Dynamics GP appears to have given developers the motivation needed to take the product to the next level.

Modules/Scalability - 5 Stars
Microsoft Dynamics GP offers business solutions through components such as Financial Management, Business Intelligence and Reporting, Supply Chain Management, Project Management, Customer Relationship Management, Human Resource Management, Manufacturing and Workspace Collaboration. Microsoft’s mid-market ERP products all use a flat pricing model known as “Business Ready Licensing,” where the products are sold in one of two pricing bundles or tiers consisting of an entire suite of modules.

Tier one is the Business Essentials Edition for customers who need core financial management and trade functionality including Basic Financial Management, Basic Supply Chain Management, Basic Business Intelligence and Reporting, and Configuration and Design tools. Tier two is the Advanced Management Edition for growing, mid-market customers who are looking for an adaptive solution with a broad set of functionality that includes all functionality found in the Business Essentials Edition in addition to Business Intelligence and Reporting, Manufacturing, Advanced Supply Chain Management, Advanced Financial Management, Project Management, and CRM-Field Service and Collaborative Workspace. Additional components are also available a la carte for all editions to serve unique business needs.

With proven code and a wealth of modules running on a solid MS-SQL platform, Dynamics GP continues to be a highly stable and scalable solution capable of easily supporting hundreds of end users. Users will not be disappointed with the current available modules and the scalability of the program.

Usability/User Experience/Security - 5 Stars
With an Outlook-like appearance and the use of custom home pages for users, I found GP to have a very comfortable look and feel. Version 10.0 extended the Office look and feel beyond the home page to nearly all areas within the program. Home pages can be modified to include quick links to commonly performed tasks. It also lists outstanding “To Do” items, offers access to Outlook e-mail and calendar items, provides displays of quick business metrics and launches preferred reports. The ability to tailor custom home pages by user significantly improves accessibility. Other nice features include the use of toolbars across the top and a navigation pane down the left side that enables users to quickly jump to screens, reports and functions they use most often.

Data-entry screens were improved from prior versions allowing users to adjust the screen size, which was a common complaint in previous versions. One of the important enhancements that was made in Version 10.0 was the ability for users to have multiple data input screens open at once. This will allow users to minimize all other screens except the data-entry screen in order to operate more efficiently. Users can set individual preferences to highlight required fields on data-entry screens and underline fields supported by lookup lists. In addition, navigation, print and Help functions are clear and easy to access. Version 10.0 also introduced users to action panes and lists much like the look and feel of Microsoft Office 2007. Action pane functionality seems to be a key reason for upgrading to version 10.0.

Microsoft Dynamics GP’s tight integration with Microsoft Office SharePoint Server is another key improvement with Version 10.0. Integration with SharePoint is important for the workflow process that GP offers. SharePoint allows users to view reports in Microsoft Outlook without accessing the GP software. SharePoint gives users a powerful search tool that can be used with built-in filters to locate information in an efficient manner. Company data can be accessed without a GP license and without SharePoint. However, with SharePoint, it is much easier, and data can be rendered on a SharePoint page. Product security is comprehensive and well thought out, enabling administrators to control the use of the product by company, user, user class, function and field. There are over 400 different tasks in version 10.0, and many new roles were added. The new role-based security approach gives administrators the rights to limit users to only those areas in the system that is necessary.

Extensibility - 5 Stars
The core product is mature, and there is a large independent developer community. As well, a great number of highly specialized applications currently exist to help make Dynamics GP a strong fit for many industries including Education, Non-Profit, Professional Services and Distribution. These specialized solutions can be easily located on the Microsoft Solution Finder website.

Microsoft Dynamics GP 10.0 is a modern business management system that provides a consistent look and feel of Microsoft Office and extends access to business information through Microsoft Office Excel, Word and SharePoint Server and adapts to business needs through Microsoft.NET tools and service-oriented Web services architecture. For customers seeking deep vertical functionality, Microsoft Dynamics GP 10.0 has hundreds of ISVs (independent software vendors) providing enhanced solutions for a variety of industries and verticals.

Integration/Customization - 5 Stars
Dynamics GP seems to be very customizable and provides tight integration with the tools your staff already works with — Microsoft Office. Screens can be easily modified, enabling users to add or hide fields, modify screens prompts, change tab sequence and globally modify field terminology all by using the built-in Modifier tool. Version 10.0 greatly simplified the Extender tool set, a feature that allows the user to easily link additional windows into existing forms, expand note fields, add additional fields, and create data-entry templates and customize lookups.

The Integration Manager can be used to design re-usable import templates that integrate data from outside programs, and it has been improved in version 10.0 to take advantage of the eConnect code. eConnect code allows the Integration Manager to share information both ways with web-based applications. There is a preconfigured import available in the software that allows for importing of information from ADP directly into the General Ledger. The eConnect Enterprise Application allows for real-time access to Dynamics GP data. It offers a way to add up-to-date back office information to existing front office applications like web storefronts or service applications. eConnect also allows multiple applications to share financial management data. The eConnect interfaces can support a number of independent applications, allowing changes to financial data in Dynamics GP to be simultaneously available to all applications with an eConnect connection to that company in Dynamics GP.

Reporting - 5 Stars
Report Writer is a tool that is included with Dynamics GP. Users can also install the SQL Reporting Services reports, which use the reporting tool for the SQL Server database or use Microsoft Office Excel Reports. Users can create as many report options for a report layout as needed, but Dynamics GP comes with many report layouts and report options already defined for SQL Reporting Services and Microsoft Office Excel. However, if your business needs a report that is not among the predefined reports, numerous options are available that can help. The predefined reports can be modified and stored in the Reports Library for easy access. These reports have been modified based on the requests of customers. In addition to Report Writer or SQL Reporting Services reports, users can use Crystal Reports for Microsoft Dynamics GP to design new reports for Dynamics GP data using the industry standard Seagate Crystal Reports.

Support, Training & Help - 5 Stars
Microsoft Dynamics GP users have multiple means of getting the support and training needed. One of the really helpful features, especially with release 10.0, is the “what’s new” document provided with each new release. All product manuals are available in *.PDF format and are easily accessed and/or printed from the Help menu. Unlimited web-based training is available, which can be a valuable resource for you and your staff for module-specific training. An online knowledgebase quickly and easily addresses common issues. Microsoft also provides contracts for telephone support, and additional support and training is available through VARs. I think the Help, documentation and training tools within Microsoft Dynamics GP are some of the best of all the products reviewed.

Overall Assessment
Microsoft Dynamics GP’s latest release made more substantial improvements than any other software I have seen in this year’s review. Many of the usability issues that were identified in previous versions were solved with Version 10.0. Microsoft Dynamics GP remains a truly diverse and solid product capable of supporting large numbers of users across a variety of industries with strong reporting, customization and extensibility capabilities.

2007 Overall Rating: 5 Stars

Published in Uncategorized