As Cloud technologies continue to evolve, more and more software buyers are seriously evaluating software as a service (SaaS) solutions against on-premise offerings. While there are many factors that influence which deployment model is best for any particular business (e.g., ability to manage IT internally and speed of deployment) the cost of the system is often a key factor. But comparing the true cost of a Cloud-based system against an on-premise system can be time-consuming and is often a complex undertaking.

For instance, most buyers understand that on-premise licenses are typically purchased with a large, upfront investment and SaaS licenses are purchased for a relatively cheaper subscription price. But many forget to consider the total cost of ownership (TCO) of their investment. That is, they don’t look beyond the licensing costs to consider how other factors such as the need to customize the software and integrate it with existing applications can influence the TCO of their software purchase.

Even then there are intricacies like maintenance and support and training requirements that can make creating an apples-to-apples comparison of the TCO on-premise and Cloud software difficult. If you’re not a seasoned veteran in modeling all these costs, comparing them can become overwhelming.

To help buyers ballpark the true costs of each software model, Software Advice--a research firm that reviews and evaluates enterprise systems--created an interactive TCO calculator that software buyers can use to compare SaaS against on-premise software over a 10-year ownership period.

The calculator models annual and cumulative costs over this time period and shows buyers at which year of ownership the TCO of a SaaS system will equal that of an on-premise solution, based on user inputs. Although the data comes pre-populated with an example case, users can override every value to see the impact that changing any particular value will have on the TCO as a graph at the top of the calculator automatically refreshes after each update.

Have you ever wanted to share a report between several different people or companies, but wanted the report to only display data for that specific person or company?  This can be tricky with a multi company or multi person database.  However there is an easy way to do this, and it's not coping and pasting the report for each company/user.

There are 2 steps to do this.

The first step is easy.  When creating the SRS report, create a person or company parameter, just a normal text field parameter.  This will be the parameter be used to set which specific person/company the report will be for.  It would probably be a good idea to use a different naming convention for this parameter, to specify that it as a default parameter, like default_user.  Then finish creating the report and onto the next step!

The second step is to change your code where you set/send the report parameters to the SSRSPHP library.  All you have to do is check if the parameter name is equal to one of the default parameters and hide the parameter from the user when setting the parameter.  Then when the report is being submitted, all you have to do is set the parameter before sending it to the SSRSPHP library to retrieve the report.

Now the user won't be able to change or even see the parameter.  This is pretty good, but if we want to add more default parameters this isn't a very elegant solution.  Instead we can put all the default parameters into an array and check if the default parameter exists in the array.  This way in order to add more parameters, all we have to do is change an array.

As of April 1, 2013, the Government of Prince Edward Island is implementing the Harmonized Sales Tax (HST). The combined HST rate in PEI will be 14%, of which 5% will represent the federal part and 9% the provincial part. Further, the Government of British Columbia will be eliminating the HST and reinstating PST and GST on taxable services provided in British Columbia. As of April 1, 2013, you will be taxed GST at a rate of 5% and PST at a rate of 7%.

To create the ability to track these changes in Dynamics GP, one must utilize Tax Details and
Tax Schedules.  Tax Details identify specific taxes and their rate of taxation.  These are then assigned to & grouped on Tax Schedules for processing transactions in GP.  Tax Schedules can be assigned to Customers, Vendors, Items, etc.

Setting up Tax Details

• Enter a Tax Detail ID and a Description.
• It is important to set the Type properly as Tax Details can apply to either Sales (to a Customer) or Purchases (from a Vendor) exclusively.
• Set a default GL Account to distribute tax transactions to in order to capture values in the general ledger.
• Set both the Based On & Round values depending on the tax.  For HST & PST, these should be set to Percent of Sale / Purchase & To the Nearest Currency Decimal Digit respectively.
• Set the Percentage for the Tax Detail.  For HST PEI, this is 14%.  For PST BC, this is 7%.

Setting up Tax Schedules

The Tax Schedule Maintenance window contains two list boxes:

Save Money by Switching to a Cloud Hosted Solution

Do you manage your financial accounting using an on-premise solution? Are you spending a lot of money on licensing?

WebSan Solutions offers business the option of switching to a cloud hosting solution.  They offer faster deployment options when compared to on-premise.  You can save on licensing because you have access to your data through the web. No need to purchase hardware or software. You need to pay a low monthly fee, which helps you manage cash flow.

Frequently Asked Questions

WebSan Solutions Inc. is a cloud Microsoft Dynamics Certified Partner and IT consulting and solutions provider. In their web-based time and expense management system, they have added the FAQ page to tackle commonly asked client inquiries. This new enhancement will reduce their IT costs and create more productivity amongst their clients. This system is very easy to use because of its simple design and user-friendly navigation.

In 2012, the Canadian government announced in their Economic Action Plan that they would phase out the penny due to the cost of producing the penny, relative to their face value. February 4, 2013, was the last day that the penny would be made. One thing to note is that this change does not affect cheques or electronic transactions (e.g. Interac). With this change in effect, it’s estimated that it will save taxpayers $11 million each year.

On Microsoft’s Community Dynamics website, I came across a blog Angela Melhus wrote which is called “Phasing out the Penny in Canada”. For a B2B business, this might not be much of a worry because they would normally deal with cheques and EFT payments. But for some B2C business that have a store and accept cash that might be a problem.

In Angela’s blog, she gives you a step by step process to phase out the penny in your Dynamics GP system. Her instructions are very clear and she provides screenshots of the whole process. By the end of the last step, you should have written off of the penny.

Angel Melhus blog post:

https://community.dynamics.com/gp/b/dynamicsgp/archive/2013/02/26/phasing-out-the-penny-in-canada.aspx

The dictionary definition of productivity is: “the quality of being productive or having the power to produce”.  Some businesses prefer a structured environment while others prefer a flexible environment. But every business strives to be productive, efficient and proactive. The cloud computing movement has allowed businesses to free up time to focus on other aspects of their company.

Examples of ways that cloud computing can improve productivity:

The cloud offers flexibility

Your employees have more time to be productive and creative! No need to contact your IT department for access to different software and applications. You now have the ability to access services through the web on your own.

Improve communication amongst employees

Since Microsoft has released an update to its Dynamics CRM Online software, they decided to add a new capability to its system. Skype is a service that allows back and forth communication with people by voice and video using a microphone and a webcam, and instant messaging over the Internet.

Users could make Skype calls when using Dynamics CRM. Microsoft has said that this new feature will "Guide sales and service professionals through predefined lead, opportunity and case-management processes."

But users aren’t forced to use the Skype application. You have the option of “opting in or out” of this new feature. Microsoft understands that their users might prefer to use the Outlook interface instead.

Microsoft has also stated that this new update includes support for Firefox, Chrome Browsers on Windows PC and Safari on Macs. The update also includes more integration with Bing Maps that will create addresses and other information about prospects and leads. In mid-2013, Microsoft is preparing to run a mobile version of CRM on Windows 8 and iPad devices.

Microsoft is moving in the right direction integrating customer relationship management with social media. This is a great way to stay connected and to maintain relationships, whether it’s a B2B or B2C relationship.

WebSan Solutions Inc., Largest Canadian Cloud Dynamics GP Partner announced the latest release of its Time and Expense portal for Dynamics GP.

Working with Microsoft Dynamics GP for many years has given WebSan the opportunity to help clients overcome many business challenges. Their latest Time and Expense Portal continues to allow Dynamics GP users to enter time and expenses anytime, anywhere without the typical limitations of Microsoft's Business Portal solution.

Some of the key features that are now included in the latest release are the following:

• Seamless integration with Dynamics GP database
• Process timesheets and expenses in an easy to use, web-based format
• Handle Canadian VAT (value added tax) and US taxes seamlessly
• Automatic approval workflows for time and expense submission based on $ limits
• Track days off, holiday and vacation time
• Purchase requisition approval module
• Internal reporting for timesheet status, expense reports and history
• Works with on-premise or Cloud-deployed Dynamics GP
• SQL Report viewer with self-managed security and ability to export to Word, Excel, PDF or Images
• Built in user messaging

To see WebSan’s Time and Expense portal in action click the link:

http://www.youtube.com/watch?v=MCu3BM3DInA&list=UUHAtQ9fSm1oPZYDW37ELFAA&index=1

There are several different elements that need to be well thought-out in order to receive a good ERP quote. Enterprise Resource Planning by definition is a system that integrates information across a company using services such as: finance/accounting, manufacturing, sales, customer relationship management (CRM) and more. You want to make sure that you get a quote that’s in your budget, but you don’t want to sacrifice the essentials to stay within your budget either. Make some room in your budget for fluctuation and negotiation to ensure that you get the best quote.

Modules

There are a number of modules that are offered in an ERP system, it’s up to you to choose which ones best fit your company. For example if you are a consulting company maybe you only need CRM, Finance and the Sales module. Save money on modules that you don’t need and get the one’s that you do need. You have the option of getting standard or advanced modules. Advanced modules offer more variety of features but are usually used for larger businesses. There needs to be research done to explore what particular capabilities you need.

Number of Users

The number of user’s plays an important role when determining the price. It is important to have a firm estimate of the amount of user’s that you need. Plan in advance to avoid unanticipated cost and to get a more accurate quote.

Implementing a new ERP Software is a time for new learning experiences and challenges. There are some common mistakes that you want to avoid when implementing ERP software, remember this list so you can become a hero and not a victim of poor planning.

Mistake 1: Not selecting the right vendor

Browsing through a vendor’s website can’t determine if they are right for you. Call the company and speak with someone, this gives you the chance to ask questions about the company and their services. Don’t forget to ask for references so you can hear more than one opinion of the vendor.

Mistake 2: Not taking advantage of all the features that you are paying for!

For any kind of service you pay for, be mindful of what’s included. If you are unaware of a feature that you have but never use, just ask!

The release is almost here! Business is growing and so is technology so look no further! Microsoft Dynamics GP is committed to helping you do this by delivering a widespread vision and solution for your business. In part 1 of this blog I will be talking about 3 features that you can look forward to in the upcoming release.

Take command of your business

Have access to Dynamics GP virtually everywhere. There will be a new web client so you can use and contribute to Dynamics GP anywhere, anytime. The business analyzer dashboard helps you gain access to key performance indicators, reports and important information.

What’s new about business intelligence is it now offers both full service and self-service users have more of an “out-of-the-box” Microsoft SQL Server Reporting Services and Microsoft Excel Reports.

Drive efficiency up while you drive costs down.

WebSan Solutions Inc. announced that it has been selected as a finalist in the ERP Partner of the Year category for the 2012 Microsoft Partner Network IMPACT Awards. The tenth annual IMPACT Awards recognize excellence within the Microsoft technology partner community in Canada.

 “This year, we celebrate the 10th Anniversary of the IMPACT Awards, which recognizes the outstanding achievements of Canadian Technology Partners, such as WebSan Solutions Inc.,” said Mark Dodds, Vice-President of Small Business, Midmarket Solutions & Partners, Microsoft Canada Inc.  “Microsoft depends on our Partners now more than ever before as we enter a new era of cloud-based computing. Our partnership is pivotal to growth and success and we look forward to celebrating the commitments of our Partners this year at the IMPACT Awards gala.”

WebSan was chosen as a finalist in the ERP Partner of the Year for its Dynamics GP implementation of an Electronic Bank Reconciliation solution for Cash 4 You, a Canadian Retail Financial Services provider.

“We are pleased to receive this recognition for our efforts. We always focus on delivering tremendous value to our Clients through the implementation of the Microsoft suite of products, including Cloud and On-Premise Dynamics GP, CRM and Office”, states Andrew King, Managing Director.

WebSan, along with other technology partner winners and finalists in each of the award categories, will be honored at an awards ceremony at the new Four Seasons Hotel located in Yorkville, Toronto on November 13, 2012.

Employees can work from home, the office or on the beach. Because of the IT cloud movement you no longer have to be confined to your desk. That doesn’t mean that less work gets done, it just means you have more of a flexible environment to work from. This can make you more efficient and manage your time better because you now have options. Generation Y is all about “multi-tasking” and being technology driven.  So it’s only logical to have employees enter their time and expense via internet/remotely.

According to Forrester Research , as of 2011, about 34 million people work from their residence occasionally. Forrester Research also predicts that the number of people who work remotely will nearly double -- to approximately 63 million people -- by the year 2016.With that said, the modern day time and expense management needs to keep up with this growing movement.

A benefit from an employee’s perspective is being worry-free about forgetting to enter an expense or time worked. If you come home and realized you forgot to enter your time, you can now go on the internet and enter it right away. Being able to enter your time or expenses as they occur increases accuracy.

A benefit from an employer’s view is that work can get done regardless of where their employee is. It’s now easier to capture your employees’ time and expenses. No more paper!

We recently attended the CDN Channel Elite Awards Gala, and even though we didn’t win, were a top finalist. CDN Canada’s number one IT channel publication recognizes Canadian solution providers in ten categories. WebSan Solutions Inc. was nominated for “Best Small Business Solution”. This award honours partners that have created the most innovative and problem solving hardware, networking, cloud or software-based solution for an organization or department with up to 100 seats or less using the solution. “The Channel Elite Award program demonstrates that Canada has a growing number of talented, innovative Solutions Providers that are capable of delivering solutions that help businesses of all sizes.” said Paolo Del Nibletto, editor of CDN.

We are very honoured to be nominated. Being recognized for our talents in this industry drives us to work harder and to continue to keep our customers satisfied.

CDN recognizes IT Solution Providers for their innovation, leadership and commitment to creating value for their customers.

WebSan Solutions Inc. has been named a finalist in the Best Small Business Solution category for this year’s CDN Channel Elite Awards. http://www.itbusiness.ca/cea/home.html

This award honors the partner that has created the most innovative and problem solving hardware, networking, cloud or software-based solution for an organization or department with up to 100 seats or less using the solution.

CDN’s Channel Elite Awards recognizes IT Solution Providers for their innovation, leadership and commitment to creating value for their customers.

As a finalist, we will be judged by a panel of CIO or IT director level executives. Category winners will be chosen based on the following criteria:

Innovation - originality in the application of the IT solution to the business problem

On July 19th WebSan held a SmartList Builder Webinar. We discussed how to link tables and calculate fields, create defaults for more user-friendly environment and create summary SmartLists. To be kept up to date with our latest webinars, send us a message or e-mail us at This email address is being protected from spambots. You need JavaScript enabled to view it.

You can view the recorded webinar and other Microsoft Dynamics GP training videos at our YouTube Channel.

If you are thinking of starting a new business, or getting a new software system, what company do you choose? How do you know that the company that you decide to go with fulfills your needs? It’s time that you do your own research and be in charge of your business financial system. Here are some questions that you should ask before you make a decision:

1.       Will the accounting software grow with your business?

You want to make sure that you don’t outgrow your system. It’s better to get a system that has the capacity to grow with your business.

2.       Can access be restricted for some users?

Having the power to monitor who uses particular functions is very important to a company. Having control is very important for senior level employees to keep certain information confidential and private.

Recently I had the opportunity to interview Jon Rivers. In this interview he discusses his book, current projects and his views on user problems.

In a short summary what do you describe your job is?

I am currently the Channel Partner Manager at Data Masons Software an EDI ISV solution provider who helps to solve the EDI needs of clients who are running Dynamics GP, AX or NAV. When I am not helping the partners I am managing all of our Social Media outlets if that be our Blog, Twitter or LinkedIn accounts.

You can also find me presenting at Dynamics-focused conferences, educational forums and Web events, including the annual GPUG Summit, AXUG Summit, NAVUG Forum, Microsoft Convergence and numerous regional user groups.

How long have you’ve been in the Microsoft Dynamics GP Industry?

An Enterprise Resource Planning (ERP) Consultant is either a contract employee or an employee that’s part of a company that is hired to do either of the following: implement, upgrade or support an ERP system.

The main function of the ERP consultant is to help organizations move to ERP software. A successful ERP consultant is able to adjust to a client business process, to determine where ERP systems would be most useful.

ERP Consultants relevant fields of study are information technology, business information systems or management information systems. You have the option of letting a consultant help out with the full implementation of an ERP project, from matching your business requirements with the right software to managing change within the organization as a result of the software.

You know you have a good consultant when he/she is capable of communicating with users at all levels of the organization.

If you are looking for an ERP Consultant, contact WebSan Solutions Inc. we've got the experience and expertise you need to help lead you in the right direction. We ensure your new integrated ERP system will meet all your management, reporting, financial and accounting needs while also helping you to streamline processes and improve your overall business.

On May 29^th WebSan held a SQL Reporting Services Webinar. We discussed the ability to export reports to any other formats like Word, Excel, PDF etc. and we toured of the most popular SQL Reports. To be kept up to date latest webinars, send us a message or e-mail us at This email address is being protected from spambots. You need JavaScript enabled to view it.

You can view the recorded webinar and other Microsoft Dynamics GP training videos at our YouTube Channel.

Join us for our upcoming June webinars!

-          Move from QuickBooks to Microsoft Dynamics GP on June 21 @ 2:00 p.m. EST

-          10 Tricks in 30 minutes – The Top 10 Features of Dynamics  GP You’re Not Using and Should Be! On June 19 @ 11:00 a.m. EST