New Dynamics GP 2013 R2 Features for the General Ledger

Here are some of the new exciting General Ledger features that Microsoft Dynamics GP has to offer in its new release GP 2013 R2:

Dynamics GP users will now have the option to reverse the General Ledger Year-End Closing Process in order to open one or more previous historical years, whereas in previous releases one was not able to perform this, according to Andy Sather, member of the Microsoft Dynamics GP Community.

This feature will be very helpful in troubleshooting year-end closing issues as well as allowing users to post transactions to previously closed years. Remember to make restorable backups both before and after re-opening each year in case there are any issues. Be cautious, though, because this process will clear all Balance Brought forward records from the previous year and new records will be created once the year is re-closed.

Also, users will now be able to quickly copy data from Excel sheets into the Financial Transaction entry form. Validation rules exist and if any errors pop-up they can be easily corrected. This new system capability will be a great time saver for those Dynamics GP users who prefer to save their entries in Excel files first. Note that for now this feature is only available in the General Ledger Transaction Entry window.

to learn more about how to utilize these features to its full potential and decide when you need to upgrade.

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Use eTraining For Your ERP Implementation

Today Enterprise Resource Planning Systems (ERPs) are developed and implemented so fast that it is hard to keep up with all this surplus of information. What is more, companies should make sure that during and after the implementation, all employees must be adequately trained on the system’s capabilities.

Using technology to facilitate this process is an essential technique to minimize costs and improve its effectiveness. Instead of buying expensive classroom training courses, nowadays you can easily buy e – learning courses that will save the company money, time and a lot of effort. Below you will find some of the benefits that e –Training will bring to your organization:

  1. Combine theory and practice by applying your knowledge in real – time.
  2. A fun and interactive way to understand complicated software, such as ERP.
  3. Test your knowledge by completing online quizzes.
  4. Learn on your own pace.
  5. More affordable than classroom training.

WebSan Solutions offers a comprehensive e - Training solution for Microsoft Dynamics GP through WebSan University. Videos, tests and a lot more of interactive documentation help you understand and apply procedures easily in the convenience of your own time and place. You can also choose between a variety of courses for both beginners and advanced users. You can even setup your company’s unique course catalogue customized to your specific needs.

For more information visit WebSan University and sign up free for our Learning Management System. This month’s course on October 31st focuses on Payables Management in Microsoft Dynamics GP.

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

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Announcing Microsoft Dynamics GP Special Pricing

Are you looking for more support hours, comprehensive training or just a better price with your Microsoft Dynamics GP implementation? WebSan Solutions has created three special offers that users can claim for free when they sign up for Microsoft Dynamics GP.

  1. Dynamics GP Pick-an-Option Special Offer

    You can select the option that best fits your needs: whether it’ll be 15% OFF your Dynamics GP project, UNLIMITED Dynamics GP training users, or 5 hours of FREE support, you will certainly find the right offer for your organization.
  2. Dynamics GP Good2Go Special Offer

    We created this All-in-one package that will help you get started with our Hosted Dynamics GP solution. This bundle includes 3 months FREE access to our Time and Expense Management System, 5 Dynamics GP training users and 3 hours of Dynamics GP support.
  3. Dynamics GP On the House Special Offer

    Your first month with Dynamics GP will be on us! Get all your Dynamics GP users hosted for FREE for the first 30 days and save on your licensing costs.

There is no catch or hidden fees involved. All you have to do is choose one of our three available offers and it will compliment your Dynamics GP Project.

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Introduction to Dynamics GP: Quick Journals

Welcome to the second entry in a series of posts focusing on some of the basic functionality within Microsoft Dynamics GP. This guide will cover the creation, use and advantages of Quick Journals.

Quick Journals are extremely useful for creating recurring journal entries in which the accounts stay the same each time, but the amount differ. A simple example would be an entry of wage expenses.

To create a Quick Journal, open the Quick Journal Setup window. From the main menu select Microsoft Dynamics GP >> Tools >> Setup >> Financial >> Quick Journal.

Give the Quick Journal a unique ID, a description, a source, and reference. Next, select an offset account. This account will be used to balance the debits and credits of the transaction. If you would to give users the ability to change this offset account during transaction entry, mark the Allow Override checkbox, otherwise, leave it unchecked. Finally, add the accounts to be used in the transaction. Note that not all accounts entered in the Quick Journal Setup window need to be used in the transaction. Click Save to complete the creation.

To make an journal entry using a Quick Journal, open the Quick Journal Entry window. From the main menu select Transactions >> Financial >> Quick Journal.

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Excel Based Journal Entries

Most office staff today perform a lot of analysis in Excel.  Staff are comfortable in Excel & familiar with its various functions.  As a result, staff may prefer to upload general journal entries through an excel based template.  Many times, large entries, such as those to a payroll clearing account, may need to be calculated in Excel before they can be entered in the system.  When staff already have the entry in Excel, its very convenient to be able to directly upload into GP.  As such, WebSan offers it's clients an Excel based Journal Entry upload tool capable of handling multiple journal entries spanning as many lines as required.

All customers should ensure their ERP partner / VAR offers the same baseline functionality in their system.

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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Using Checklists in Dynamics GP

In October 2009 I wrote a blog about using Checklists in GP.  I find this blog is still useful today as I have clients wherein turnover has forced the need to document processes within the system.  Checklist are the perfect tool to allow these processes to be documented.  See my blog below:

Lots of us make checklists for a variety of tasks from grocery shopping to complex projects.  Microsoft Dynamics GP offers built in checklists in the Routines section of every module that can help walk users through a diverse range of topics.

Once you have accessed the appropriate Checklists window, ensure the frequency is appropriate for the checklist you are about to create.  Click Add to create a link to a Microsoft Dynamics GP window.  Name the checklist item & select the appropriate in the Command (Dynamics GP window).  Once your list is complete, order the items appropriately by using the Up & Down buttons.  Now every time a user performs this particular task, all they are required to do is click the checklist item in order & populate the fields with new data.

Checklists are particularly beneficial when turnover is an issue or roles require extensive training.  Two tasks I recommend clients create checklists for are performing payroll & completing year-end.  Mistakes made performing either of these functions can have wide-reaching effects.  In my next blog, I will cover a few tasks that should be on your year-end checklist.

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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Tracing Transactions Account Entries

A common issue in Dynamics GP processing is determining whether transactions originating in your sub-ledger (Sales/Purchasing Modules) have actually created a subsequent Journal Entry in financials for the specified distributions.  Clients often will post a transaction in purchasing not belonging to a batch and assume it has posted to their General Ledger. Since transactions are only posted through to the GL when belonging to a batch that has been posted, confusion often follows as to whether the correct accounts have been posted to. Perform the following steps to help reconcile and trace transaction account entries.

1) Depending on the transaction (Sales or Purchasing) document, navigate to the appropriate module in GP. For this example we will use the Sales Module

2) Upon entering the Sales module, select the Transaction by Customer option to open the Receivables Transaction Inquiry – Customer window as shown below:

3) Enter the Customer ID for the transaction which will bring up a listing of all transactions for the customer. Alternatively, you can then filter for a specific document number to narrow down your search results:

4) Once you find the document in question, select the document line such that it is highlighted and click the Document Number hyperlink (Column Title) to bring up the Sales Transaction Inquiry Zoom as shown below. Here you can view further information relating to the document (Note the date of the document for reference purposes). Once you have this window open, select Distributions:

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Upgrade to Hosted Dynamics & Ensure License Compliance

Are you not current with your Microsoft Dynamics license maintenance?  Not ready to move off of Dynamics but not ready to pay the maintenance penalty?  Move to hosted Microsoft Dynamics GP.  We will upgrade you & move the system onto our servers.  You will be instantly up-to-date on your licensing and supportable my Microsoft.

Our clients are already enjoying the following benefits of hosting:

  • 24/7 access to Dynamics GP via our secure, SAS70/SSAE16 Tier II data centre located in Toronto, ON
  • Web-based access to Dynamics GP from anywhere, at any time
  • Backups every 30 minutes and the ability to restore to any point in time!
  • Weekly offsite, secure backups of their environment
  • Free upgrades and patches, based on their own timing and needs

You continue to own your licenses, we just host them for you.  Call now to find out how you can enjoy these same benefits.

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2012 Microsoft Impact 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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Why Doesn't my GL Match my Sub-Ledger?

Many times, usually around month-end, I will get a call from a client that has a mis-match between their sub-ledger balance & their General Ledger.  The first thing I will ask them is whether or not all batches in their Financial Series Post are posted.  You can see from the screenshot below that GP will automatically create a number of batches in the Financial module after transactions have been posted in the Sales or Purchasing modules.  Company configurations can vary, however, in general, a transaction posted individually in a subsidiary ledger will have to also be verified & posted in the Financial Series Post before it will affect the GL.  Most transactions that are saved in the Financial Series Post have already affect the appropriate sub-ledger but NOT the General Ledger.

I advise clients to clear out all entries in the Financial Series Post daily to ensure accurate reporting and to be able to deal with any issues as they arise.

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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VBA Customization Errors

I was recently deploying a number of GP customizations in the model of Forms and Reports with VBA, when I encountered the following error during package importing:

I had never seen this error before but upon review of the customized form, I realized that my VBA code failed to import along with the form itself. All users had logged out of the current environment and the customizations had been tested successfully in a test system. I was stumped. One common IT phrase came to mind when deciding on the next troubleshooting step: “Have you tried turning it off and on again?”

Although I did not restart the terminal server, I took to a similar strategy: I wiped all customizations and started clean. This step has worked in the past when users were navigating through customized GP windows, where the application would suddenly crash without warning. The following entry was logged in EventViewer on the server:

Any time you experience strange application crashes, or error messages when importing custom VBA packages, chances are there are corrupt dictionaries and VBA files sitting in your Dynamics GP program folders. The following are a number of steps to resolve most of these issues in a short period of time:

1)      Export all custom packages from the instance of GP that you are experiencing said errors. If you imported a package and received an error, ensure that you do not include the half-imported customization within your exportation (you will be importing the necessary package separately).

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Year – End Closing in Microsoft Dynamics GP

It's that time of the year again, when you have to close your books and start fresh in 2015. It is a stressful period and you can easily forget all the steps that you have to follow and the order you need to do them.

So, what better time to watch our Year – End Closing in Dynamics GP webinar? This webinar will teach you the year – end closing procedures for Accounts Payable, Accounts Receivable and Financials in Microsoft Dynamics GP.

Along with the webinar, you should keep these tips in mind:

• Always, make a backup of your data before and after every module closing and make sure you know how to restore it.

• All users must be logged out of Dynamics GP, before you begin with the closing process.

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Web Based Dynamics Reporting

Need access to your Dynamics GP data on the go?  Not able to manage your team while outside the office?  Access your Dynamics GP data from anywhere using the WebSan TEX Portal.  With two layers of security, staff can view GP Reports from anywhere they might be.  Now your staff can have access to the information they need, whenever they need it!

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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New Features in Microsoft Dynamics GP 2015 R2

Microsoft Dynamics GP 2015 R2 was released in the beginning of June. Set to target small to mid-sized businesses, the release brought in new functionality that was unavailable in previous releases. Here are some notable features that the release offers:

1. Ability to Display Debits Before Credits

Under the account transaction reporting options, the debit column is now displayed before the credit column by default.  This new feature applies to SmartLists, Excel reports, database tables and views where the reports are based on.

2. Email Capability on All Sales Order Document Formats

For any document format, users now have the email option for all Sales Order documents when printing from the Transaction Entry Window, Print Sales Documents window, and Navigation Lists.

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Key Features of the Web Client in Microsoft Dynamics GP 2016

One of the most notable features of the new release of Microsoft Dynamics GP is an improved version of the web client. The web client allows users to access some of the system’s capabilities on-the-go, and gives IT professionals the deployment option of providing users with a URL to log into the system. Below, we list the most significant improvements and how GP is now easier to use than ever before.

1. Integrated search functionality

Apart from finding the window or the report that you need, the integrated search functionality will bring up a list of all the open windows and reports that are relevant to your search term and criteria. With this feature, users no longer need to remember where a specific window is. By typing the window name into the search field, the web client will immediately hyperlink to it.

2. Support for a variety of web browsers and mobile devices

The web client, which was previously only accessible using Silverlight and Microsoft browsers, can now be run through iPad, android tablets, Internet Explorer, Microsoft Edge, Google Chrome, Mozilla Firefox, and Safari, since it uses the latest release of the universally accepted hypertext markup language – HTML 5.

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Dynamics Insight Mobile App is Coming Soon!

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’.

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The Value of an ERP Implementation Service

An Enterprise Resource Planning (ERP) system helps integrate processes which are essential to a business, including accounting, inventory, order management, human resources, and Customer Relationship Management (CRM). Today, an increasing number of both big and small to mid-sized organizations use ERP software to help streamline processes and information across the organization and integrate these functions into a single, complete system.

Software Advice, a trusted resource and advisory firm for software buyers recently conducted a study that analyzed the purchasing behaviour and implementation concerns of 250 prospective ERP software buyers. The study reveals that 54 percent of current ERP users are dissatisfied with their systems’ integration capabilities—this is one of the main reasons why many are seeking out a new ERP system.

ERP Implementation and Support

The study notes that 24 percent of buyers want to replace their current ERP software due to a lack of technical support. Forrest Burnson, the study’s main researcher, says, "It's critical for firms to carefully assess how capable they are in selecting and implementing a new ERP system. All too often there is a disconnect between a firm's expectations and what the vendor will actually provide in terms of implementation services and continued support. As ERP systems are significant investments, it is wise for prospective buyers to seek the help of a third party consulting firm if they're unable to do all of the due diligence in-house to ensure that the selection and implementation processes go smoothly.”

What WebSan Solutions Can Offer 

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New features in Microsoft Dynamics GP 2013 R2

Microsoft Dynamics GP 2013 is scheduled to be released soon, so if you haven’t already upgraded to Dynamics GP 2013, here’s your chance!

Other than report fixes in Dynamics GP 2013 R2, there are much more features that you can look out for! Some of the new features to be released include:

Being able to paste a general ledger entry from an Excel spreadsheet, default sort order for cheques and reprinting outstanding transactions in bank reconciliation.

Leslie Vail explains how to paste a GL entry from Excel: “It’s simple to set up and simple to do. First, your journal entry distributions need to be entered as below on a spreadsheet. Next, highlight the information you want to put into your journal entry, and then put your cursor on the first line of your journal entry. Finally, push the [Post] button and your distributions will populate the journal entry.”

Microsoft said it will space its Dynamics GP updates roughly six months apart in a cycle that is "designed to enhance our new business proposition and bring incremental value to [Business Ready Enhancement Plan] customers on a much more regular basis."

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Top 3 Reasons to Purchase Microsoft Dynamics GP

 

To run a successful business, it is important to create cohesion among your data. Microsoft Dynamics GP allows you to do just that by providing flexible, easy-to-use business management functionality that can help efficiently manage your data and business system. Here are the top 3 reasons why you should consider purchasing Microsoft Dynamics GP: 

1.Simplicity and Adaptability

Dynamics GP can easily integrate with other Microsoft productivity tools such as Microsoft Office, giving your business the ability to boost productivity and gain quick access to valuable information. Dynamics GP’s adaptable features help support your business’ needs by offering capabilities that can be used through email, instant messaging, voice and in the cloud.

2.Efficiency

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Try our Microsoft Dynamics GP Free Interactive Demo

A Microsoft Dynamics GP Interactive Demo is finally here for everyone that has been struggling until now to come down to a decision about the best online accounting solution in the market.

The best part of this new Dynamics GP Demo is that it's FREE forever!

WebSan Solutions has created this interactive demo to guide you during your research and get you familiar with the Dynamics GP environment and its core accounting modules. You will have the chance to try things yourself and get an idea of what it would be like to use Microsoft Dynamics GP for your daily tasks.

This Interactive Demo will not only show you how to use Dynamics GP but it will also allow you to perform tasks on your own with our guidance. Our teams of experts have determined that this is the best way to initially review the system and decide if it meets your basic criteria. Then you can always Request a Live Demo and consult with one of our representatives if you need in –depth details about each Dynamics GP module.

Try our Microsoft Dynamics GP Free Interactive Demo:

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Postmodern ERP and How It Affects Your Business

Businesses today continue to rapidly change in their needs, particularly, for what an Enterprise Resource Software (ERP) can do to help support their operations and finances. Postmodern ERP, as defined by Gartner is a technology strategy that links and integrates administrative and operational business capabilities with the benefits of vendor-delivered integration to promote flexibility and agility.  

Software Advice, an advisory firm that helps buyers research and choose ERP software, conducted research and sought expert advice to look into the concept of Postmodern ERP and how it affects businesses, with findings compiled in this article.

A comprehensive postmodern ERP strategy aims to use the best applications possible in each business area while still ensuring that the different areas adequately integrate with each other when necessary.

The study is quick to note that “a postmodern ERP system will likely be comprised of applications from two or more vendors, and may include multiple deployment models.” This strategy can benefit businesses by ensuring your company is using the applications which are best suited for each job function. Moreover, should specific applications need to be changed, there would be no need to customize or upgrade the whole system.

Although the study suggests that the postmodern strategy would be best suited to growing midsize to large firms, organizations “should opt for a strategy that will provide them with long-term agility over short-term operational efficiency.”

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