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Friday, 13 April 2012 14:24

Cloud Accounting

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 Gone are the days when companies must rely on old-fashioned and outdated approaches to document transactions, like pen and paper or Excel spreadsheets.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 21st 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.

Great Payoff for You - Integrating a cloud system provides you with greater scalability – you don’t need to find another accounting solution to match your needs as a growing company.  With Dynamics GP, you can add additional tools or storage space to adjust to their needs.

Moving into a cloud based system like Cloud Microsoft Dynamics GP, can help your company be more productive, efficient, and profitable. To learn more, visit our website or contact us to learn more.

By: Mabelle Gonzales, Marketing Coordinator at WebSan Solutions Inc, a Canadian Certified Microsoft Dynamics Partner.

Wednesday, 04 April 2012 09:36

A Look Into Microsoft Dynamics GP 2013

This year’s Microsoft convergence in Houston announced that Dynamics GP 2013 is due to be released Q4 of this year. With over 150 new features that will help organizations with their functionality, the WebSan team is quite excited! Microsoft Dynamics GP 2013 will transform the way your organization is run by helping you become more connected, provide support for growth, increase efficiency, and lower your IT costs through the new features that are available.

Here are a few features that we’re looking forward to upon its release:

  • Web Access – Employees will gain easier, convenient access to information and will be able to better collaborate with the new web client from their PC or mobile device.
  • Business Analyzer – Delegate tasks, track KPI’s, forecast potential opportunities, and take informed action by having better role-specific insight in to your business.
  • Business Intelligence – Enhanced SQL Reporting offers better visibility to key business metrics.
  • Office 365 Integration – Integration will provide better collaboration and communication within your organization.
  • Word templates – Templates can be applied and reports can be created for anything in GP 2013.
  • Document attachment – Capability to apply related documents into each transaction.
  • Printing – Conveniently choose a printer at the time of printing a report or document

With the increased functionality Dynamics GP 2013 offers, you can be sure that you will have more control over your organization, allowing you to transform and improve the way you conduct business.

For more information about Dynamics GP 2013 and upgrades, contact us at This email address is being protected from spambots. You need JavaScript enabled to view it.@This email address is being protected from spambots. You need JavaScript enabled to view it..This email address is being protected from spambots. You need JavaScript enabled to view it..

By: Mabelle Gonzales, Marketing Coordinator at WebSan Solutions Inc, a Canadian Certified Microsoft Dynamics Partner.

Last Thursday, we hosted our first web conference for this year. We discussed SQL linked Excel Reports and reviewed how you could effectively use tools, like pivot tables. With such a great turn out, we’re looking forward to hosting web conferences regularly. To be informed with the latest webinars, send us a message or e-mail us at This email address is being protected from spambots. You need JavaScript enabled to view it..

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


Excel Reporting - Part 1

By: Mabelle Gonzales, Marketing Coordinator at WebSan Solutions Inc, a Canadian Certified Microsoft Dynamics Partner.

Professional services organizations (PSO's)– management consulting, marketing agencies, law firms, legal and financial firms – are some of the most difficult businesses to manage. This ever-changing industry relies heavily on the skills and services their people provide. Clients base their decision on the knowledge, expertise and advice given to them and as a result, it makes it hard for a PSO to sell and quantify their product. Accounting for invoices, tracking hours for each resource, overseeing projects and managing client relations can be a little overwhelming and for a budding PSO, challenges can become even more complex. Using a robust software solution such as WebSan’s Microsoft Dynamics GP solution for professional services can relieve companies in this industry from their financial and project management challenges by:
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  • Shortening deployment times with the use of tools which install the system within minutes, set up core functionality, and quickly transfer and update data.
  • Providing more visibility in projects and their status – increasing customer satisfaction by improving collaboration with clients and employees.
  • Connecting and streamlining business processes - billing, tracking hours, or invoicing.
  • Optimizing efficiency and communication with customizable add-ons and solutions.

To learn more about the robust capabilities and comprehensive tools of Microsoft Dynamics GP, visit our website or contact us for a demo.

By: Mabelle Gonzales, Marketing Coordinator at WebSan Solutions Inc, a Canadian Certified Microsoft Dynamics Partner.

Tuesday, 31 January 2012 16:33

How can cloud help your business?

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..

By: Mabelle Gonzales, Marketing Coordinator at WebSan Solutions Inc, a Canadian Certified Microsoft Dynamics Partner.

Some of us may have heard that using the ActiveX components in Microsoft IE is a bad idea. The overall system design has a very bad reputation. This notion makes sense because there’s a real hole within the security system of a user’s local computer. If you change the security level in IE (allow create and execute ActiveX components) then your system can be compromised and some random code can be executed on your system.

However, this risk could be controlled. In IE, you can create a list of “trusted” sites and apply your special security settings only to this list of sites. In other words, you allow ActiveX component only when you visit one of the trusted sites. Moreover, you can set up and control these security settings by using your company’s security group policies.

The firm’s intranet sites with corporate Web applications are the most probable candidates to be included into the list of “trusted” sites. If you control IE security settings and use ActiveX in your Web application on a “browser” side, it gives you a really powerful tool to create rich Web applications.

ActiveX can be used as a bridge between your Web application and software or even hardware on your workstation.

Basically, you can do the following from your Web application pages:

  • Create some ActiveX automation servers which already installed on users computer and use them “in background” (i.e. Word, Excel, Outlook or some accounting software if it provides ActiveX automation)
  • Insert your own ActiveX components by using <OBJECT> tag into your own web pages. You can embed ActiveX installed locally or place them on your corporate web site (in this case you will get automatic and centralized deployment of all your ActiveX components).
  • Embed in your page ActiveX controls as part of GUI of your Web application
  • Use of any preinstalled system ActiveX components like FileSystemObject or WSH

Let’s say I have some Web-application for order management purposes and I have a very specific task: I need to print shipping labels on a thermal printer (Zebra) connected to my workstation. I can’t use JavaScript like “window.print()” because my labels are in a ZPL format. I can get my shipping labels in formats like GIF or PNG but it is almost impossible to fit them on my thermal printer. Also, I don’t want to play with the print preferences in my browser and provide users with instructions on how to setup these printing settings for their thermal printers.  ZPL format contains special commands for thermal printer which I should send to my thermal printer by “spooling” them to LPT port. If I try to print or send the file to Zebra, the erroneous file will simply cause headaches to technical support. The thermal printer is indeed a very specific device that we should work with very carefully. The only function which a thermal printer can do perfect is executing commands of a print language like ZPL.  Sounds fantastic, right?

Let’s use ActiveX in our web page and script it for our purposes.

The first thing I need to do is change the settings in my IE to use ActiveX >> go to IE internet options, select “Security” tab, select “Trusted Sites”, press button “Sites”, then add your corporate site with Web application. Then press “Custom Level” and enable ActiveX in IE, this will enable ActiveX in IE for only your corporate site.

My IE is now ready to display pages from my Web application which now becomes a ‘rich’ with content because I can do everything on the user’s local computer and I can do it from the web page simply using JavaScript and ActiveX automation.

Let’s say our thermal printer is shared on a local machine as: \\my_computer\my_thermal_printer.

I will then need to execute the simple command line to map my local LPT port to this shared printer as: net use lpt1: \\my_computer\my_thermal_printer

Then, I would need to create a small .bat file for this operation as a part of initial setup in the future.

Afterwards, if I spool something to LPT1, it will be sent to my Zebra thermal printer. Let’s create one small function in JavaScript and assign it to onclick event of button (with id “print_label”) on my Web page:

$('#print_label').click(function() {

var fso = new ActiveXObject("Scripting.FileSystemObject");

var lpt1 = fso.CreateTextFile("LPT1:", false);

lpt1.WriteLine("ZPL command 1");

lpt1.WriteLine("ZPL command 2");

lpt1.WriteLine("ZPL command 3");

lpt1.Close();

});

That’s it. When I press “Print Label”, my script writes the commands to system output device with name “LPT1” and then magic happens. The thermal printer interprets these commands and starts printing my shipping labels.

Here I am using special JavaScript object ActiveXObject to create instance of ActiveX with ProgID=Scripting.FileSystemObject. As we often use Internet Explorer and ActiveX, it makes it possible to work with special devices right from the Web page.

I could also take things further by integrating my Web application with a locally installed electronic scale or with something really specific like a finger print scanner. I only need to have an appropriate ActiveX as an interface to these devices and then I can work with it from JavaScript.

jQuery is the most popular javascript library today.  It is used by over 46% of the 10,000 most visited websites on the Internet and we at WebSan use it extensively.
jQuery is designed to be cross browsers compatible ith syntaxes to make it easier to manipulate the DOM elements and allows the creation of powerful and dynamic webpages.
The following snippets of codes shows how with a few lines of codes you can do a lot.

jQuery is the most popular javascript library today.  It is used by over 46% of the 10,000 most visited websites on the Internet and we, the Development Team at WebSan, use it extensively.

jQuery is designed to be cross browsers compatible with syntaxes to make it easier to manipulate the DOM elements and allows the creation of powerful and dynamic webpages.

The following snippets of codes shows how with a few lines of codes you can do a lot.

 

Example 1 - Calendar Date Picker
 

 

Example 2  - AutoComplete Textbox

 

To get started with jQuery you can go HERE
Tuesday, 30 August 2011 03:44

Introduction to Dynamics GP: Quick Journals

Learn more about Dynamics GPView Dynamics GP PricingFree Dynamics GP Training

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.

Quick Journal Setup

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.

Quick Journal Entry

Select a Quick Journal ID. Then, simply enter the amounts for accounts to be used in the transaction. In this example, I am not entering an amount against account 100-5100-00. Note that unlike regular general journal entries, Quick Journals cannot be saved to a batch. They can, however, be saved individually. Click Post to complete the transaction.

Here the Quick Journal that was posted in this example:

Journal Entry Inquiry

 

Notice how the account I did not enter an amount against was not used in the transaction? This makes Quick Journals incredibly flexible. Also note that the total was entered against the offset account to balance the transaction.

To learn more about the advantages of classes in Microsoft Dynamics GP, check out our training video on Quick Journals, and for more topics visit our GP training videos page. Also, read the previous entry in this series here to learn about the advantages and use of classes in Dynamics GP.

If you're a business owner and frequent user of Dynamics GP, you might think, "I have a lot of data in my Dynamics GP system. I need to analyze my data, extract a new knowledge from it and make decisions based on this analysis. I want to see  the KPI of my business in real time mode to drive my business better. I want to have a tool which will help me see hidden trends in my business and industry...". If you already have these thoughts, there's good news - the Business Intelligence technologies (BI) will help you.

Basically, you need to have three things:

  1. The data warehouse. It is a special data base which has a star-schema data model (info cubes). Also, this database is in read-only mode for users and it is optimized for reporting and multidimensional analysis.
  2. Extraction, loading and transformation  process (ELT) which loads your data from OLTP system like Dynamics GP to your data warehouse. Generally speaking this ELT process "cleans", transforms and loads your daily operation data from Dynamics GP into your data warehouse.
  3. Tools to create analytical reports and KPIs based on data from your data warehouse.

There are alot of BI tools which can help you to create a whole process of these 1-2-3 steps. However, if you have ERP based on MS SQL Server (i.e. Dynamics GP - you have a simple way of studying the system and pretty powerful BI tool right out from the box! It is SQL Server Reporting Service (SSRS) which actually is the part of MS SQL Server installation.

So, let's see what SSRS can provide you:

  • Simple access to your Dynamics GP database and use it as a data warehouse, you just need to write a bunch of SQL-statements and SSRS will transform on the fly the results of these queries to BI reports
  • Loading and analyzing data from MS Analysis Services which is more powerful solution to build data warehouse from Microsoft
  • Special tool for building in drag-n-drop mode you BI reports - Report Builder 2.0 It is free and can be downloaded from Microsoft site
  • Creating beautiful graphic dash-boards with KPI's in Report Builder 2.0
  • Different filters for your BI reports
  • Access to your reports, dash-boards and KPIs via Web, you can see all your BI stuff just in your internet browser
  • Generating your BI reports in off-line mode and sending them via e-mail on a schedule. (Do you want to see some daily reports every morning in your inbox? No problem, SSRS will do it for you. Just create your reports in Report Builder, then publish and schedule them)
  • Integration with your MS Share Point portal, yes you will be able to build reports and analyze data right in your portal
  • Built in export of reports to Word, Excel, PDF and TIFF-format

MS SQL Server Reporting is very simple for installation and studying. You could get BI tool and start analyze your data in Dynamics GP in two or three days. Simple, powerful and ready for use right out from the box.

Learn more about Dynamics GPView Dynamics GP PricingFree Dynamics GP Training

Welcome! This is the first entry in a series of posts focusing on some of the basic functionality within Microsoft Dynamics GP. This entry will cover the creation, use and advantages of classes.

Stated simply, classes allow various record types, such as customers, venders, items, users, or employees to be grouped together by a certain characteristic. For example, a New York customer class could be setup to group all customers based in New York together. To create a new customer class, browse to Microsoft Dynamics GP >> Tools >> Setup >> Sales >> Customer Class.

Enter a Class ID to identify the customer class, a description, and the properties associated with the class, including payment terms, salesperson, shipping method, and so on. In this example, I am creating a NEW_YORK customer class to group all of my New York-based customers together. Click the Accounts button to open the Accounts Setup window and to assign distribution accounts. Save the class when completed.

Customer Class Setup

Now when creating a new New York customer, all I need to enter is some basic name, address, and phone information, and then assign the NEW_YORK class. The properties entered for the NEW_YORK class are carried over to the customer, including the distribution accounts. If I had to enter ten New York-based customers into Dynamics GP, I’ve just saved myself a lot of time and from a lot of tedious data entry. If there are properties that default from the NEW_YORK class that do not apply to the specific customer, I can still modify the individual customer.

Customer Maintenance 

In the future, if a new salesperson needed to be assigned to all New York customers, I would make the change to the NEW_YORK class. Dynamics GP would then ask if I would like to roll-down the changes to the customer records. Selecting “Yes” will apply that change to every customer record the NEW_YORK class has Again, I’ve avoided a large amount of tedious data entry.

Window Confirmation

To learn more about the advantages of classes in Microsoft Dynamics GP check out our training video on classes, and for more topics visit our GP training videos page.

Visit often to see our latest posts and videos!