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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

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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.

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

Friday, 11 November 2011 15:10

5 tips for maintaining Microsoft Dynamics GP

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You finally have Microsoft Dynamics GP and now you are ready to explore the wonderful world of online accounting software which is good and all but while you’re having lots of fun using the different applications it provides, don’t forget that you have to maintain it! Here are five tips to help you maintain Microsoft Dynamics GP.

1. SQL Backup

Make sure you create SQL backups of every database on your server. It’s recommended that you performed full backups or you have the option of full backups with transactions log backups, but it’s ultimately your choice. You also need to back up Dynamics databases, Company (s) databases and Model database.

2. File Backup

SQL aren’t that only backups that you have to do, don’t forget the other multiple files that need backing up to. For example any folder that ends in dic, set or config and all the other folders including subfolders. The <DATA> folder is included in the backup process as well as Dex.Ini that is located in the <DATA> folder for example OLEPath, OLEPathHR, Word Macro File etc.; I have one more suggestion, backup any files in the manuals of any add-on products.

3. Schedule your backups

Schedule backups for SQL and Files as needed. But remember the more backups you have the more chances that if information were to get lost it would be low. You should have automatic scheduling for backups. This is to ensure that backups are completed, don’t believe me? Check the transaction log because it keeps a record of backups done.

4. Monitor your backup jobs

Keep track of the backups that are being done, even if you have written it down in your calendar. It’s just to make sure everything is going smoothly. A really good thing about Microsoft Dynamics GP is that you can program your SQL server to notify you if the backup fails.

5. Test your backups

Even though you can automatically schedule backups, once in a while test your backups just to make sure everything is getting backed up. A good way to test a SQL backup is to restore the backup to another server.

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

Wednesday, 09 November 2011 12:55

Evaluation Tools

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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.

Pie Chart

Adam MacIntosh is the Senior Project Manager with WebSan Solutions Inc., a professional services consulting firm specializing in helping companies get the most out of their ERP systems. You can contact Adam at This email address is being protected from spambots. You need JavaScript enabled to view it. or at 416-499-1235 ext. 213.


Friday, 09 December 2011 08:20

Dynamics GP Around the World

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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

Globe

Adam MacIntosh is the Senior Project Manager with WebSan Solutions Inc., a professional services consulting firm specializing in helping companies get the most out of their ERP systems. You can contact Adam at This email address is being protected from spambots. You need JavaScript enabled to view it. or at 416-499-1235 ext. 213.

Friday, 21 October 2011 11:35

Reporting on Microsoft Dynamics GP

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A lesser-known method for reporting on your Microsoft Dynamics GP data is through Solver’s BI360.  BI360 is an Excel-based business intelligence tool that offers out-of-the-box integration with Dynamics GP for reporting, budgeting, and dashboards.  It offers several key benefits to users:

  • Familiar Environment – BI360 is an Excel add-on, which means all of your reporting is designed and displayed in the same Excel environment that you are already accustomed to.
  • Simple Design – No SQL knowledge is required to design your own report or budget in BI360.  It’s a simple drag-and-drop interface that allows almost anyone in your organization to develop customized and effective reports quickly.
  • Integration – BI360 automatically integrates with your Microsoft Dynamics GP environment and pulls data from GP in real-time when generating reports, so you never have to worry about synchronization.
  • Easy Distribution – not only does BI360 give you an easy and effective medium to design and view custom reports, but also allows you to easily distribute static versions of your reports to non-BI360 users.

In a nutshell, BI360 is a simple tool that provides powerful Dynamics GP reporting in a familiar environment – what more do you need?

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