Move to the cloud or stay on premise? What do you choose? Some firms are very skeptical about moving to the cloud while others welcome it. If you are a company that thinks it’s time for a change, then using Hosted ERP System will be for you. Read the following list that I wrote about benefits of Hosted ERP System below:

• Do you prefer to pay for what you use? Hosted Dynamics GP uses a subscription-based licensing model, where you pay for the number of user licenses.
• Trying to keep your cost low? Licensing fees are very predictable and can be known in advance.
• Looking to get a quick start on things? Hosted Dynamic GP guarantees faster deployment and implementation than choosing to be on premise.
• Do you want to save energy costs?  You don’t have to have a server; you just need an internet connection.
• Still want to be in control of your data and business? Don’t worry, you also have 24/7 access to your data. You have the options of adding and removing users if you choose.

Are you still undecided? If you want to learn more information about Hosted Dynamics GP, visit our website www.websan.com At WebSan Solutions Inc. we help you unlock your systems potential.

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

Technology is shifting to the clouds. Whether it's phone apps like the Apple iCloud or email like Hotmail’s SkyDrive, many firms are transitioning there.  It makes sense to move your ERP system from on-premise to hosted instead. Using Hosted Microsoft Dynamics GP still means your software application is in a data center. You can still access your information where ever you are 24/7. You can rest assured of the security and reliability of your business. These are some reasons why you should use Hosted Dynamics GP:

• Superior security, availability and control of your data
• Lower Hardware Cost
• Reduced Maintenance cost and improved ROI
• Built – in disaster recovery and repair
• Gain access to your data from anywhere

To learn more about Hosted Dynamics GP, visit https://www.websan.com/solutions/hosted-microsoft-dynamics-gp/.  We are a cloud Microsoft Dynamics Certified Partner and IT consulting and solutions provider. We have over a decade of experience in Enterprise Software solutions, business and financial accounting software, implementation and design.

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

I had the opportunity to interview Victoria Yudin, a Microsoft MVP (Most Valuable Professional) for Microsoft Dynamics GP and founder of Flexible Solutions Inc., as well as a well-known professional in the Dynamics GP community. I wanted to interview her to get an insider's insight on Dynamics GP - to find out her perspective on GP modules, Microsoft's partner channel, and what the future holds for Dynamics GP. As I'd hoped, her answers tell a lot about her success with the product and the direction of the GP ecosystem.

1.       What do you most love about your job? 

I love the feeling I get when I am able to help someone learn how to do something that saves them a lot of time or fix an issue they are having.  There is this tangible relief you can see (or hear if you’re on the phone), that is very gratifying.

2.       In 2010, you wrote the book “Microsoft GP 2010 Implementation” what were your inspirations for writing it? 

This may sound a bit corny, but Dynamics GP as well as the GP community were both inspirations for me.  Dynamics GP because I think it an amazing product and the community for being so dedicated and friendly.

I got the chance to interview Mark Polino a Microsoft Certified IT Professional for Dynamics GP. He is a well-known MVP in the MS Great Plains community. I attended Dynamics Decisions 2011 and I thought he did a wonderful job speaking about the worst mistakes that you can make with Dynamics GP, which was really helpful because I’m new to the system. These are the questions he was asked:

1. When did you realize this would be your career?

In my first few years as a consultant, I realized that my experience with Dynamics GP gave me an advantage even if I chose to go back into the industry. When I moved out of consulting and into a controller role for a while it made a huge difference in getting the job.

2. In 2010, you wrote the book “Microsoft Dynamics GP 2010 Cookbook” what was your inspiration for writing it?

I had built several “50 Tips in 50 Minutes for Dynamics GP” presentations that got great reactions. I was considering building them into an eBook and mentioned that to my friend and fellow MVP, Mariano Gomez. He was talking to a publisher about a book and he put me in touch with Packt Publishing. The rest is history and the publisher’s help made a huge difference in delivering a better book.

Before I start telling you the advantages of a partner hosting Microsoft Dynamics GP than just using a Microsoft Hosted/Azure environment, let me first explain the difference between them, so you can better understand what they mean.

A “Partner -Hosted” solution is either an independent software vendor (ISV), system integrator (IS) or a Value- Added Reseller (VAR) that offers hosted cloud solutions through a licensing partnership with Microsoft. A “Microsoft Hosted/Azure” environment is an internet cloud service hosted directly in Microsoft data centres.

The advantage of a “Partner-Hosted” solution is that you are actually working with people who not only have expertise in hosting software but also, possess a deep understanding of the Dynamics GP system. Some people find that it’s very important to build a trusting relationship before they do business; finding a Microsoft Dynamics partner who not only provides hosting solutions but, is Certified as well can reduce cost and provide a better solution in the long run. When using Microsoft hosted/Azure environment there is a variable cost to consider. If the price is very important to a client, then going with a partner would be a better solution. Companies that are in Canada might not like the idea of having their data hosted on an Azure environment because it’s US based. It's important to many Canadian companies to keep their data in Canada.

In future blogs, I will be taking more about a partner hosted solutions and how beneficial it can be to you.

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

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

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

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

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

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!

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.

I recently read an article in the Toronto Star titled “IT projects are ticking time bombs.”

The article cited a study at Oxford University where they found that 17 percent of IT projects were so mismanaged that they had “average cost overruns of 200 per cent….”

After reading the article, I spent some time thinking about the IT projects I’ve been involved in over the years, from the large, multi-million dollar SAP projects to the smaller, 5-15 user Dynamics GP projects. I’ve had my share of smooth go-lives and my share of “rough” projects. One common theme with the projects that run smoothly is that an unbreakable link exists between the project team and their vision of what they’re working on and the overall business goals for the project.

It’s somewhat human nature, really. If we understand the “why” of what we’re doing, then the “what”, and “how” are easier to understand and “get behind.” I’ve seen projects with great potential and a really strong business case go off the rails because the executives didn’t effectively communicate to the project team what the real goal was. If the project team and leaders have “context” by which to understand the purpose behind the project, the odds of success rise dramatically.

There are obviously numerous other factors that affect the outcome of an IT project (which I’ve written about in the past), but I come back to executive involvement and leadership as the #1 factor in project success.

We all know that the economy is not in the best shape. Some companies are forced to downsize due to insufficient revenue in these times. Anywhere that they can cut cost is a benefit to them, that’s why many companies are now deciding to use Saas (Software as a service). Just because a company may be downsizing doesn’t mean their data and files do, so they still need software to store their information. The great aspect about Saas is that instead of spending money on hardware, installation and maintenance you have the advantages of having your company records, data and information web based.

If you can save money in you IT spending and still have the advantages of data being backed up, disaster recovery and long term record retention, wouldn’t you do it? But maybe you’re a smaller company and your IT department consists of only you. Then you should get your core business applications hosted in the “Cloud”. You still have access to everything in your database; the only difference is that it’s through the internet. Now you might ask, “What kind of software would be a good choice to leverage as a hosted solution?”

Microsoft Dynamics GP online accounting software gives companies the flexibility to customize the software based on their needs and requirements. It’s one of the most capable and sophisticated business accounting solutions for small to medium business, now available in the Cloud. No need to install software on users’ laptops or worry about keeping the system updated with the latest patch.

Investing in Online Dynamics GP is a good investment in your business; it puts your finance department on the same wavelength with other department and keeps your general ledgers, payables and receivables, budgeting, collections management highly organized.

For more information about Microsoft Dynamics GP click here

A CEO plays one of the most important roles in a business and has a tremendous amount of responsibility. So some people may say, “I would never want to be a CEO, it’s just too much”. But I say, “If you increase your business intelligence using Microsoft GP, it is a breeze.” Now you’ll have more knowledge to:

Make better business decisions

• You don’t have to solely rely on advisors, consultants and employees because you have educated yourself about what’s been going on in the company.

Use a tool you are already familiar with to reduce operational costs

• With more than 200+ built in Excel reports it is easier to observe changes in the company and react to market conditions rapidly.

Achieve your budget and forecast targets more consistently

• Productivity improves because budgeting will be more accurate and planning will be more organized.

Be notified about key changes in your business rapidly

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.

The rise of cloud computing has led to a strong push from many companies to adopt security and data portability in a cloud environment. Cloud computing, otherwise known as SaaS (Software-as-a-Service), allows you to have your data and applications available to you virtually anywhere via the Internet.

Companies large and small are looking to the cloud as their future. All of this sounds good right? The only problem is that these companies cannot carefully self-manage their own IT projects to fulfill their future needs; projects grow in size and costs eventually run over budget.

There is a solution. When partnering with an experienced vendor such as WebSan Solutions Inc., your company will experience distinguished service and support when moving to the cloud.  WebSan Solutions Inc. will strive to use our leading solutions to your company’s benefit in order to make the transition smooth and help your company move forward.

Cloud Dynamics GP is crucial for companies looking to propel forward but don’t get lost while you’re in the transition.

Contact us here to learn how we can help.

The release of Microsoft Dynamics GP 2010 R2 is very feature rich.  Of all the features, there are a few that really stand out and that you should know about.

We’ve compiled a list of the top three enhancements of Microsoft Dynamics GP 2010 R2 based on feedback we’ve receive from our clients. Their willingness to help us enhance our services makes this a more complete solution for small and medium-sized businesses, putting you in a better position to enhance your organization successfully.

SQL Server Reporting Services - Create report packages with predefined settings so that your employees can use the work independently.

Word Templates - Amped up even more templates, the ready to use Word forms now include orders, invoices and returns.

Smart List Builder - Publish multiple Excel reports at once. You can use the new Bulk Deploy Excel Reports window and select multiple Excel reports to publish at once, rather than publishing them individually.

Are you ready? It was just announced that Toronto will play host to one behemoth conference in 2012. This will be the second time Toronto will play host to the conference since 2004. Microsoft Corp. said it plans to hold its Worldwide Partner Conference from July 9 to July 13. More than 15,000 people are estimated to attend the conference in Toronto which will represent over 130 countries in the technology industry. While this year’s 2011 Worldwide Partner Conference is currently wrapping up in Los Angeles, we Canadians are already excited for 2012.

Imagine a world where Microsoft Dynamics GP and mobile applications merged. No, this idea isn’t just in the ‘clouds’, it’s actually coming sooner than you think.  

Launching as a Blackberry App for Blackberry devices, the application works with the familiar Dynamics GP platform and gives its clients the power of accessing their Dynamics accounting system while on-the-go. 

The highlights of Dynamics Insight develop upon the Microsoft Dynamics GP solution with on-the-go features.

These features include:

• Ability to check for upcoming reminders
• Monitor and access your KPI’s
• View company metrics at any time.

Business has evolved since the introduction of the Internet - business is indeed faster, stronger and more efficient. Information needs to be communicated faster but most importantly, to the right people. WebSan Solutions Inc. makes it easier to do so by simplifying the solution and ‘unlocking your systems potential’.