If you have ever created any customized reports from within Microsoft Dynamics GP, then you are quite aware of how reporting can be a useful tool in extracting the exact information needed to increase your productivity and make effective business decisions. While there are a number of different reporting methods that can be utilized (such as SQL Server Reporting Services (SSRS), SmartLists, and Word Templates), the most popular and basis for reporting within GP is Report Writer.

While exceptionally powerful, Report Writer is not the easiest application to operate without prior knowledge or experience. However, the following is a trick that one can use to have Report Writer work for you.

A few weeks ago, a client had requested a Purchase Order form for a new company that they had just recently added to GP. The formatting of the PO form was to resemble that of an existing company, the only difference being a change in logo in the top-left corner of the report. Should be easy. However, Report Writer will only allow two versions of the same type of report: either the original GP standard or the modified version. When a report is 'modified', it will print in place of the standard version of the report. Although there are both 'Copy' and 'Duplicate' options when choosing a report to customize in Report Writer, these secondary versions of the report will only be accessible through (Reports → Customized) within GP and cannot be printed or displayed, for example, from the 'Purchase Order Entry' window.

Luckily, the Purchase Order form has two documents types: the Blank form or Other form. This way, both companies can utilize their own type of purchase order form. However, if the client requests the POP Purchase Order Other Form to be a copy of the POP Purchase Order Blank Form, the latter having numerous formatting changes and functions created; the replication of this report can be a lengthy process. There must be a better way, right? Well, there is.

Through the (Microsoft Dynamics GP → Tools → Customize → Customization Maintenance) menu, you can export a package file of the report you wish to copy. Package files are XML formatted and contain all the modifications and fields used on the report. Due to their text-based nature, these files can be manipulated within a simple text editing program, such as Notepad, without ever having to access Report Writer itself. After exporting the POP Purchase Order Blank Form as a package file (the form we would like to replicate) we can open the file and copy all text between the Report “POP Purchase Order Blank Form” line and the closing </Component>line.

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.

When there’s a question that needs an answer, we are quick to Google it to find a solution. If you wanted to inform your boss about the benefits of moving to Cloud ERP, how would you go about it? Just remember your trying to convince someone that might need more convincing than your average person because of the magnitude of the move. So make sure you clear up some of the perceptions they might have beforehand to ensure the best results.

Here are a few perceptions that you might come across:

1. Cloud ERP Software is only for small businesses

Cloud ERP Software is for all types of businesses from small to large companies. Moving to the cloud was more popular for SMBs because it was easier to convince them of the value and impact that it could have on their business. With larger businesses, there were more hurdles to overcome and more people to see before they were convinced. Some benefits of Cloud ERP for any type of business include:

• The cloud is everywhere. So it doesn’t matter if you’re a Multi-National company or a mom and pop shop. Cloud software can serve remote offices without the addition of more servers and IT staff.
• Cloud security has advanced greatly. Companies can guarantee your data is always secure. Here at WebSan Solutions we have a secure network, in our SAS70/SSAE16 certified data center.

2.“Cloud” and “Hosted” are the same thing

Organizations across all industries are increasingly looking to the cloud as a way to help boost their productivity, revenues, returns on technology investments and customer satisfaction. It is important to realize that cloud enterprise resource planning (ERP) systems are not easier to implement or use than on-premise systems. However, when implemented properly, cloud ERP system software can save organizations a lot of money. These cost savings come in the form of reduced IT staffing and reduced hardware expenditures. In general, these are the two most common benefits that organizations refer to as reasons for switching to the cloud.

Before your organization decides the transition to the cloud, it is vital to consider the amount of effort required for the implementation. Cloud ERP implementations are not easier than traditional ones. The most common problem is poor cost estimation and is likely related to the lack of an appropriate framework for enterprise-wide prepackaged software maintenance, which of course requires an ongoing relationship with the software vendor. Moreover, you should keep in mind that all typical issues, such as organizational change management, adoption and use of new business processes are always an obstacle, no matter what ERP solution you choose.

Therefore, whether you are implementing an on-premise or cloud-hosted ERP solution, operational improvement is achieved only through guidance from a highly experienced implementation partner, proper resource allocation and executive commitment. To realize cost savings from cloud ERP, organizations should also budget for all essential components, including everything from organizational change management to business process re-engineering (BPR).

Here are 3 tips for maximizing cost savings with cloud ERP software:

1. Know your Requirements – You should gather all the requirements and complete Business process mapping (BPM) before the implementation so that your organization can select the ERP solution that best fits your business.
2. Partner with the Right People – Cloud ERP software requires an IT Partner with unique skill sets. Look for a Vendor who has experience in your industry and has a number of references.
3. Understand the Costs – When evaluating ERP vendors, consider the total cost of ownership (TOC) and not just upfront costs. Remember that TOC is like an iceberg, which means a lot of the costs are usually hidden.

If you incorporate all of the above tips in your strategy, it will not only save money on upfront infrastructure costs but it will most definitely realize cost savings in IT staffing, licensing fees and annual maintenance. These fees only escalate the longer you wait, thus plan to engage in organization change management and business process re-engineering (BPR) early in the project.

It will surely be!

 Many business owners that are in the process of expanding their company will need a bigger and better ERP (enterprise resource planning) system to handle day-to-day business operations. According to a report called “ERP – The Cuckoo in the Cloud Land”, 84% of respondents said that they used at least one form of ERP. More businesses are moving to the cloud for a number of reasons which can include: Lowering the cost of ownership, becoming eco-friendly and reducing dependence on internal IT personnel.

The report also advocates 2014 will be the year of the ERP cloud. According to survey respondents, 14% have fully migrated an ERP system to the cloud, with the majority (31%) saying they will migrate in the next 12 months. A further 27% said they’d be in by the end of 2015.The report also conducted a survey of critical areas of the organization that were important to business owners and SQL databases got 69% of the vote, followed by ERP (66%) and accounting and finance apps (66%),Business intelligence (48%) and CRM (40%).

At WebSan Solutions, we offer an online (SaaS) hosted-enterprise business software solution, leveraging the vast capabilities of Microsoft Dynamics GP. Microsoft Dynamics GP (formerly Great Plains) is one of the top-rated accounting and Enterprise Resource Planning (ERP) software solutions on the market today.

Not everybody is convinced about moving to the cloud, but in time that will change. If you have any questions about ERP Cloud or migrating to the cloud, contact us for more information.

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

What if I told you there was a way you could eliminate up to half of your spending on costly resources while increasing your company’s productivity? The answer is simple – consider implementing cloud technologies in your day to day operations.

In today’s competitive world, companies are always looking for ways to stand out from their competition. Businesses in fields such as accounting, healthcare, marketing, consulting or law spend their precious resources, time and energy managing operations which range from collecting time and expenses and approvals to invoicing customers and collections.

Considering the benefits in terms of cost, manpower, control and accessibility, it’s no surprise that many corporate companies are now looking into implementing a cloud solution for the business software they use to manage administrative or financial tasks. The following explains how cloud technologies can benefit not only regular businesses, but service businesses as well.

• It saves you money and time – As previously mentioned, service companies spend their valuable time and money collecting expenses and time from their field personnel while they should be focusing on delivering value to customers.  By including cloud technologies like web-based time and expense reporting in your company, you can reduce paperwork, and costs by allowing employees to access data at various locations.
• It increases productivity – Cloud integration breaks traditional boundaries in business.  With cloud, businesses are now able to communicate, share files, and interact with clients or employees around the world with more ease.  Projects can continue to move along even when employees are away for travel or not in the office.
• It can help gain a greater competitive advantage - Cloud based integration can help gain new customers and boost market share because of its ease of use and how it enables you to focus more time on your customers.
• It can enable better customer satisfaction – In a service based business, you want to spend the majority of your time and energy on your customers. Utilizing cloud can help simplify IT operations and improve your customer experience.
• You gain better control of your business – Cloud technologies make navigating through your company’s data and information effortless. It also makes delegating tasks less complicated due to increased accessibility to your company's files and documents. For a growing service business, it can help a company quickly adapt to market demands.

Competition in the services business market continues to increase. By taking advantage of cloud technologies, like Cloud Dynamics GP by WebSan, you can stay ahead of the curve and focus on what’s important – the customer. So, why not try it out?

 Contact us now at 416-499-1235 or This email address is being protected from spambots. You need JavaScript enabled to view it..

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.

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.

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

 WebSan Solutions Inc., a cloud Microsoft Dynamics Certified Partner and IT consulting and solutions provider has moved to a new office that offers a bigger and brighter workspace. The new office space will support a significant expansion of WebSan’s team and the growth that the Canadian company is continually experiencing.

The previous office space that the company occupied had limited space which could no longer support the increase in WebSan’s team. As WebSan continues to experience business growth, an expansion in office space was a natural next step to better accommodate the team’s needs and an increase in new clients.   

Over the past year, WebSan has acquired a substantial number of new clients and particularly strengthened its Dynamics CRM practice.

“Our team is excited about expanding our office space to accommodate WebSan’s growth. The new office space will not only allow us to better serve our customers, but also reflects our progression as a company,” said Andrew King, Managing Director of WebSan Solutions Inc. 

Linz Tan, Web Marketing Assistant, WebSan Solutions Inc. a 2014 Ontario Business Achievement Award Winner for Service Excellence

WebSan Solutions’ Microsoft Dynamics GP and CRM interactive demos help evaluate the two software’s capabilities within minutes and gives an overview of each system’s look, features and functionality. The demos serve to give a preview of the software before deciding to purchase and insight into the additional functionality for those who have experience using the systems. With over 200 downloads, our demos have given businesses an inside look into what Dynamics GP and CRM can offer.

An updated version of our Dynamics GP and CRM demos are now available. The demos’ interactive functionality allow the user to click through and type in data, making for an engaging experience.

The Dynamics GP demo now features common business issues faced such as poor project management and limited project visibility and addresses how Dynamics GP’s modules and functionality can solve these issues.

The Dynamics CRM demo presents new features available in the newly released CRM 2015 version. The demo gives a sneak peek into Dynamics CRM’s top features including Global Search and Nested Quick Create Forms.

Get started and download our free interactive Dynamics GP and CRM demos to see the systems’ capabilities today! 

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

Business owners have many decisions that they have to make. From hiring employees to how the business should operate. Choosing the most efficient technology is not always priority number one. With the rise of software-as-a-service (SaaS), business owners have taken advantage of what SaaS has to offer. If you are still on the fence about switching to a cloud-based solution, make sure you take the following reasons into consideration.

The software is affordable

Business owners sometimes don’t have the extra funds to deploy a new system. The cloud is a fantastic solution because it’s less expensive than any on-premise system. You pay a lower subscription and maintenance cost and don’t require additional software and infrastructure.  For instance, Cloud hosted Dynamics GP is a robust, cost-effective business software that could meet your business needs.

Do you wonder how much it  would cost? Try our three step quote generator for instant results!

You can get started right away

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 Cloud has virtually changed the way businesses handle financial transactions. Gone are the days when companies must rely on old-fashioned and outdated approaches to document transactions, like pen and paper or Excel spreadsheets. These methods are not only more time consuming and extremely faulty, but they are not a realistic way to run a business in the 21^st century. Moving into a new, innovative, and integrated system like Microsoft Dynamics GP can prove to be beneficial for a company of any size for the following reasons:

Time Saving - With a system that automatically inputs customer, vendor, and employee entered data into your system and easily connects all information into one platform, the tasks of manually entering the same data into various spreadsheets and software can greatly reduce the time consuming tasks of data entry. In addition, errors in data entry can simply be eliminated with all clients, employees, and vendors entering data into one system.

Save More Money - Cloud accounting lowers your IT costs because you no longer need to update software each time a new version is released or worry about large, one-time licensing fees. The software costs are spread out over a predictable, smaller, monthly fee. Updates and maintenance are carried out by the cloud provider. With cloud accounting, you can ensure that your system is consistent and up to date.

Easily Create Automated Reports -Microsoft Dynamics GP has tools which simplify accounting processes.  Since all data needed to create reports is stored in one system, creating reports is easy as a few clicks.

Safe & Secure -You have the peace of mind that your data will always be backed up no matter what obstacle your company faces – hardware issues, lost data, or even natural disasters.

Yesterday’s rainfall was the most rain in Toronto’s recorded history. Toronto is still recovering from an unprecedented rainstorm that shattered records and paralyzed the city. Yesterday’s storm dropped more rain in two hours than the city usually receives in the month of July. More than 300,000 residents were without power.

However, WebSan’s Microsoft Dynamics GP hosted environment was up and running full speed. We experienced no issues throughout the storm and our backup generating system was on standby when needed. Our SAS70/SSAE16 certified data centre was not affected by the severe weather; it was business as usual for all our clients. You always have access to your data, through our secure network, in our SAS70/SSAE16 certified data centre!

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.

When selecting a new Enterprise Resource Planning (ERP) software, one of the first considerations to make is whether to go hosted (on the cloud) or on-premise. Although both types have their advantages and disadvantages, it’s worth taking a closer look and offering points of consideration to make the software selection process less daunting. Software Advice, an advisory firm that helps buyers select ERP software, conducted research to create a comprehensive guide to help buyers determine the best type of software needed for their organization, with findings compiled in this article.

The biggest difference between the two types of systems is cloud-based software is hosted on the vendor’s servers and accessed through a Web browser, while on-premise software is installed locally, on a company’s own computers and servers. Although over time, both systems’ cost tend to converge, cloud-based software is priced under a monthly or annual subscription basis, while on-premise software is usually priced under a one-time perpetual license fee.

Some advantages of cloud-based ERP software include its shorter implementation time, great stability with frequent updates from the vendor and no additional hardware investments. On the other hand, some disadvantages of this type of system are its less customizable functionalities and an organization’s possible less peace of mind that comes with data security being in the vendor’s hands.

On the other end of the spectrum, on-premise ERP systems are known to be more customizable and offer greater control over data. However, the implementation process can take longer and organizations have to pay associated hardware and IT costs. Organizations will find that cloud-based ERP systems are more mobile-friendly compared to their on-premise counterpart. 

It would be in an organization’s best interest to first assess its needs, budget and top concerns before deciding on the right type of ERP system that will be the right fit.

When selecting a new Enterprise Resource Planning (ERP) software, one of the first considerations to make is whether to go hosted (on the cloud) or on-premise. Although both types have their advantages and disadvantages, it’s worth taking a closer look and offering points of consideration to make the software selection process less daunting. Software Advice, an advisory firm that helps buyers select ERP software, conducted research to create a comprehensive guide to help buyers determine the best type of software needed for their organization, with findings compiled in this article.

The biggest difference between the two types of systems is cloud-based software is hosted on the vendor’s servers and accessed through a Web browser, while on-premise software is installed locally, on a company’s own computers and servers. Although over time, both systems’ cost tend to converge, cloud-based software is priced under a monthly or annual subscription basis, while on-premise software is usually priced under a one-time perpetual license fee.

Some advantages of cloud-based ERP software include its shorter implementation time, great stability with frequent updates from the vendor and no additional hardware investments. On the other hand, some disadvantages of this type of system are its less customizable functionalities and an organization’s possible less peace of mind that comes with data security being in the vendor’s hands.

On the other end of the spectrum, on-premise ERP systems are known to be more customizable and offer greater control over data. However, the implementation process can take longer and organizations have to pay associated hardware and IT costs. Organizations will find that cloud-based ERP systems are more mobile-friendly compared to their on-premise counterpart. 

It would be in an organization’s best interest to first assess its needs, budget and top concerns before deciding on the right type of ERP system that will be the right fit.

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.