5 Great Microsoft Dynamics GP Resources

Over the years, the Microsoft Dynamics community has grown and evolved into a worldwide system where end users and partners can network, collaborate, and share their knowledge of GP. There are a number of events that bring us together in person, and resources that bring us together online. Here are 5 great resources that you can turn to for help in the Dynamics GP community:

  • The Dynamics GP Blogster – Mariano Gomez (MVP) provides you with his insightful knowledge of Dynamics GP

[https://dynamicsgpblogster.blogspot.ca/]

  • Community Dynamics – a forum used to ask questions about Dynamics GP and have them answered by GP professionals from all around the world

[https://community.dynamics.com/gp/f/32]

  • Dynamics GP User Group – a communication channel for GP professionals to network and share their Dynamics GP knowledge

[https://www.gpug.com/home/welcome]

  • Dynamics User Group – a forum for end users to ask questions about how to use Dynamics GP

[https://dynamicsuser.net/gp/f/103]

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Modern day time and expense management

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!

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Phasing Out the Penny Using Microsoft Dynamics Great Plains

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

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Voiding a Bank Transaction in Dynamics GP

It is essential to promptly prepare your Bank Reconciliation and reconcile the transactions of your bank statement to the transactions in your General Ledger. In this way, you will match your cash balance in the bank with your company’s financial records. Bank reconciliation usually occurs at the end of the month; however some smaller companies might perform it daily.

What happens though if you want to edit or delete a transaction that has already been entered and posted in Bank Reconciliation? You should use the Bank Transaction Entry window to void the transaction. The following steps will show you how to void a bank transaction:

  • First, open the Bank Transaction Entry window by going to Transactions-Financial-Bank Transactions
  • Then choose Void Transaction
  • Type or select the checkbook ID for the particular transaction you want to void
  • Select or type the transaction number to void and make sure the transaction has been distributed
  • Select Void to void the transaction. Now the checkbook has been updated and the distributions have been posted to GL
  • Exit from the Bank Transaction Entry window. Notice that the Bank Transaction Posting Journal has been printed. An asterisk (*) will indicate which Transactions have been voided since you opened the window

If you want to learn more about Bank Reconciliation, join WebSan University, WebSan’s comprehensive e - Training solution for Microsoft Dynamics GP. This month’s course on November 28th, focuses on Bank Reconciliation in Microsoft Dynamics GP. Videos, tests and a lot more of interactive documentation will help you understand and apply procedures easily in the convenience of your own time and place.

Doriana Kote, Marketing Assistant, WebSan Solutions Inc., a Channel Elite Awards Winner for 2013

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Learning Dynamics GP Is Easier Than You Think

WebSan Solutions leverages an online learning environment to offer a comprehensive online training solution for Microsoft Dynamics GP. We created a catalogue of Dynamics GP courses in our Learning Management System (LMS) with rich content, including multimedia such as videos, documents, presentations and embedded video conferencing. Also, we developed a variety of learning activities with tests that assess and reinforce what trainees have learned.

Our e - Training solution puts emphasis on usability and aims at offering a solid learning experience with the minimum possible hassle. Using a set of e-learning tools, users can understand and apply procedures easily at the convenience of their own time and place. Plus, our system is mobile friendly and you can easily work on your course 24/7 using your tablet or smartphone device.

Throughout each course, users can ask their instructor questions any time directly through the learning management system. At the same time, instructors will be able to have a clear overview of their progress with detailed reports and manage their individual needs accordingly.

With a variety of courses for both beginners and advanced users, we can help you build fundamental knowledge in Microsoft Dynamics GP. From General Ledger and Accounts Payable to Project Accounting and Purchase Order Processing, you will find the right training to fit your needs. What is more, you have the option to setup your company’s unique course catalogue customized to your business in a secure and encrypted channel for all data communication.

All in all, WebSan Solutions aims at delivering Dynamics GP training programs that combine simplicity and efficiency.

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Support Plans

WebSan Support plans are available for purchase online using PayPal and all major credit cards.  Enable your team to get the cost-effective support it needs.  Get started now!

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

 

 

 

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Online Dynamics GP Training

Want to learn more about Dynamics GP, enroll in one of our WebSan University courses.  Course are instructor lead, contain certification tests & all students receive a certification of completion.

Our next course in August 29th from 1 - 5 pm.

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

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When To Consider Switching From Simply Accounting to Dynamics GP

I get this question all the time from prospective Clients who are currently using Simply Accounting or Quickbooks: “We are growing significantly and need a more robust system, but I’m afraid of the complexity of a new system and the costs. How do I know when is the right time to make a move?”

I’ll address this in two parts :

  1. Ease of Implementation of Dynamics GP
  2. Feature comparison of Simply Accounting and Dynamics GP

Simplifying the Implementation of Dynamics GP

Dynamics GP is a robust financial management solution. Note that I did not use the term “Accounting system” because it is so much more than that. Dynamics GP has over 700 reports that come with the system, let alone the reports that you can customize on your own with tools such as Smartlist Builder or Report Writer.

Moving from Simply Accounting (or Quickbooks) can be done quite easily and without much time or expense. For example, to implement 5 users on Dynamics GP and convert your information from the legacy accounting software can take as little as a month and cost less than $30,000. If you choose to implement Dynamics GP hosted solutions, a single user can cost as little as $250/month.

The approach to convert Quickbooks or Simply Accounting to Dynamics GP is done using a refined project methodology and the results are reliable and repeatable. This makes your transition to Dynamics GP as painless as possible.

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3 Facts about Dynamics GP That Will Impress Your Boss

Here are some facts that you can share with your boss in order to convince him/her that GP is right for your company!

1. Dynamics GP Will Help Employees Work Better, Faster, and Smarter!

Dynamics GP gives employees a role tailored experience relevant to specific jobs in a company. This will enable you to properly allocate resources in your company. The system is organized by module and each module is organized by Transactions, Inquires, Setup processes, Cards, Routines, Report, and Utilities. This intuitive experience will keep your employees organized so they can work more efficiently. View our Dynamics GP Quick Overview.

2. Dynamics GP Drives Your Business and Supports Your Business Growth!

Dynamics GP offers many capabilities! Whether your company has 10 employees or 500 employees. You can use the modules that you need and as your business grows you can utilize more of GP's features. GP is capable of meeting your highest financial demands without foregoing performance!

3. You Can Get Great Plains Up and Running in No Time!

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Editing Posted Documents

Following with the theme from my last blog, I will continue my discussion on correcting posted transactions.  Both Receivables & Payables documents can have certain information edited after they have been posted.  Documents can have the following four fields edited after they have been posted:

  • Discount Date
  • Due Date
  • PO Number
  • Description

To access these screens, select Edit Transaction Information under either Sales or Purchasing Transactions windows.  Select the appropriate vendor or customer document to edit & make the necessary changes.  This tool is handy for those that base collections, payment or other information on these details.  Just ensure only the appropriate parties have access to modify this data.

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Exporting FRx Statements

FRx is the standard financial reporting tool utilized by most Microsoft Dynamics GP users for financial reporting.  FRx links directly into the general ledger to allow the creation of endless types of reports.  These report are then viewed in the FRx DrillDown Viewer.  Users I have spoken to in the past have expressed that they are more comfortable viewing reports in Excel.

To take your FRx financial report & export to excel:
1 - Generate the report
2 - In the DrillDown Viewer, select File > Export > Worksheet File > Formatted Excel
3 - Save the report to its desired location

This quick & easy trick should save you time & energy in attempting to convert your reports.

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Attaching Supporting Documentation

 

Our clients will often have the need to attach supporting documentation to transactions within Dynamics GP.  These might be for odd / correcting entries, entries required by auditors, or large dollar value entries.  Further, it is good practice to attach supporting documentation for transactions if possible.

To attach supporting documentation to a transaction within GP, select the yellow paper icon beside the transaction number within the entry window for that transaction.  This icon is also available within master data setup widows & essentially every other window within GP.  Once within this window, select the paperclip icon at the bottom of the window (Note:  Your system admin may have to enable this functionality to have this icon appear).  This will open a new OLE Container window wherein one can select Edit > Insert New Object.  From here, the process is as simple as selecting the file & clicking Attach within the note window.

WebSan has found this feature very helpful to our clients whenever they need to track down the supporting documentation for a transaction.  As transactions move throughout their life-cycle in Dynamics GP, they will maintain the supporting documents attached to them, making audits a breeze.

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Winner.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

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The Top 3 new enhancements in Microsoft Dynamics GP 2010 R2

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.

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Time Off Requests

With the May Long Weekend just a couple days away, many friends and coworkers are taking time-off to be with family.  WebSan has recently release a new Time-Off Request module to our TEX (Time & Expense) Management System for Dynamics GP.

The Time-Off Request module is a new optional add-on allowing staff to request paid or unpaid leave for vacation, jury duty, etc.  Non-working days (typically weekends), holidays (i.e. Christmas, Easter) & time-off reasons are configurable by company.  Employees can then send requests to their manager for approval which automatically integrates into their time sheet submission.  A company-wide calendar is maintain for viewing & enhanced time-off reporting is now available with this added functionality.

For more information about WebSan's TEX Portal or Dynamics GP services, please contact Adam via This email address is being protected from spambots. You need JavaScript enabled to view it..

Adam MacIntosh is a Senior Project & Account Manager with WebSan Solutions Inc.  A Microsoft Dynamics Silver Partner and a CDN top 100 solution provider for 2012.

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VAT Daybook in Dynamics GP

Preparing monthly tax returns are often dreaded as the thought of pulling backup, reconciling transactions, and preparing reports is time consuming and takes a lot of effort.  Microsoft Dynamics GP has a Value-Added Tax (VAT) Daybook tool that will prepare the detailed and summarized reports needed for tax filings.

VAT is the taxes on goods and services used throughout various countries.  A VAT Report will produce a summarized tax report that can be used to remit taxes.  It will summarize the total taxes charged on sales and total taxes paid to vendors.  It will also produce a finalized tax return form used to remit.

Traditionally, users use the general ledger and/or trial balances to remit taxes.  However, with the VAT Daybook, it can now automatically produce the report without manual updates/manipulations to prepare a tax return report.

The advantage of using a VAT daybook is that it will capture any transactions posted to prior periods that were not remitted in the tax return.  It will eliminate reporting errors when a user reports using the general ledger.

This function also allows a user to review the tax return before submitting.  The draft and finalized reports are easy to follow and for readers that need to review before submitting, the reports generated have a systematic flow and a reader does not need to flip back and forth between pages to find a trail of where figures are coming from.

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Report Writer Tricks #2: Importing Modified Reports Without Kicking Out Users

It's a Friday afternoon, 3pm, going into a long weekend. You are already going to hit traffic heading up to the cottage if you leave now, however it won't be as bad as in a couple of hours. You just finished a modified SOP Blank Invoice Form and would like to import it into your client's production environment. As you click the import button in Customization Maintenance, your heart starts to race as you cross your fingers and pray that the REPORTS.DIC file is not locked by any users....and you get the "Unable to open customizations dictionary" message. The afternoon sun will have to wait until tomorrow.

When importing customized reports through Customization Maintenance, users accessing the reporting dictionary will need to log out of Dynamics GP to have the report import successfully. This can be a pain and a scheduling nightmare for users and yourself alike. "There has to be a better way!" Well, luckily, there is. If you have access to the REPORTS.DIC file found in the "Microsoft Dynamics/GP/Data" directory, then you can import the modified report straight from this dictionary file using Report Writer (this is assuming that you developed the report in a test environment and would now like to push it through to production). To do this, follow the steps below:

Step 1: Copy the REPORTS.DIC file from your test environment to a local or network shared drive that is accessible from the production server.

Step 2: Log into the production environment with 'POWERUSER' access and launch Report Writer (Microsoft Dynamics GP menu >> Tools> Customize >> Report Writer).

Step 3:  Click 'Report', then click the 'Import' button:

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Bank Transfer Common Mistakes

Users should keep in mind that all banking transactions need to be processed through a Chequebook ID in order to display in that bank subledger & that one should NEVER post a general journal entry to a bank GL account.  When we look at the Bank Transaction window, there is only a single Chequebook ID to allocate the transaction to.  This is the account to which this transaction will apply.  You will see in the lower portion of this window, you must explicitly state the other half of the GL portion of this entry.  This should NOT be a bank GL account as a general journal entry to that bank GL will not affect that bank’s subledger.

A transfer of funds from one account to another should be completed through the Bank Transfer Entry window where possible.  You will see on this window that there are two Chequebook IDs that must be identified.  Thus, this transaction will affect two separate bank subledgers.  One can only use this window wherein one of the account currencies is the functional currency (this is due to how GP treats the entries and is a restriction of the system).  When you need to enter these types of transactions, you will have to enter TWO separate bank transactions. One will be an Increase Adjustment to the ‘to’ account, the other a Decrease Adjustment to the ‘from’ account while using a clearing account to flow the funds through.

 

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Microsoft announces WebSan as a 2012 Impact Award Finalist

WebSan Solutions Inc. has been named a 2012 Impact Award Finalist for ERP Partner of the Year!

"We're thrilled with the recognition of our contributions to our Clients' successes and our position as the leading Canadian Hosted Dynamics GP Partner." stated Andrew King, Managing Director.

Here's a complete list of the 2012 Impact Award Finalists.

We'll find out November 13 if we won or not!

Stay tuned!

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Let Cloud Computing Improve your Business Productivity

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

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Copying Custom VBA Forms

If you find yourself always starting from scratch when creating custom VBA forms in Dynamics GP even though you've created other similar forms in the past, here's a little trick to save yourself some time:

1. Find a similar VBA form that you have already created and export that form to a package file using the Customization Maintenance window.

2. Browse to where you saved the package file and open the file in a text editor (such as Notepad).

3. Here you can do 2 key things that you can't do directly in Dynamics GP's VBE window.  The first thing you can do is change the name of the form by simply doing a Find & Replace and changing the existing form name to the new name you want to use.  The second thing you can do is change the Product ID.  You'll notice that when you create a form in a standard Dynamics GP module, you can't use it in Project Accounting (or other add-on modules).  By changing the Product ID at the top of the package file, you can make the form available in a different module.  So if you originally created the form for the Customer Maintenance window (Product ID 0), simply change the Product ID to 258 to now make it available in Project Accounting.

4. Save your changes to the package file.

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