GSL Blog

Back to Blog Homepage »

Archive for the ‘Dynamics GP’ Category

« Older Entries
Newer Entries »

SmartList Export Solutions for Dynamics GP

Tuesday, May 31st, 2011

If you use SmartLists in Dynamics GP, you have most likely used the Excel button to export a SmartList to Excel.  What you may not know is that there is another option called SmartList Export Solutions that is available for you to use.

Examples of things you can use Smartlist Export Solutions for are to automate totaling and formatting of SmartList data in an existing Excel Spreadsheet.   And you can export SmartList Data to the same spreadsheet over and over again.  You also gain additional functionality by being able to use macros that automate various tasks like clearing data from an existing spreadsheet, creating a new sheet within a workbook before adding data, adding up columns etc..

To Setup a Smartlist Export Solution

1)      You’ll want to save a SmartList with the columns you want, as a Favorite

2)      Export your Favorite SmartList to Excel

3)      Save the Excel Spreadsheet to the location of your choosing  and close out of Excel

4)      View your Favorite SmartList in Dynamics GP

5)      Select Smartlist>>Export Solutions from the Menu

a.       Name:          Enter a Name to identify the Spreadsheet that you will be exporting to

b.      Document:                 Enter the Path or browse to where you previously exported and saved the SmartList in Number 3

c.       Preparation and Completion Macro:  If you added a macro to the Excel File enter those names here

d.      Visible To: Enter who you would like to be able to use/see this solution

e.      Application:  Select Excel

f.        Works for Favorites:  Check the box next to the Favorite that this solution is associated to

g.       Save and Close the Export Solutions window

Back at the SmartList window open your Favorite SmartList

1)      Click the Excel Button

a.       You will now have an additional choice of Export Solution (Quick Export is the usual way of exporting a SmartList)

b.      Click Export Solution and your spreadsheet will open

                                                               i.      If you created a before and/or an after macro these will run ahead of and/or after your is exported

It can be that simple, or you can design macros for different tasks like creating pivot tables etc..  This gives you quite a few more options when exporting SmartLists to Excel, especially when you do the same type of export month after month, and this should save you lots of time once the solution is in place.  Happy Exporting!

Share/Save/Bookmark

Tags: , , , , , , , , ,
Posted in Best Practices, Business Process Knowledge, Dynamics GP, Specific GP Modules, Support, Technology, Tips 'n Tricks |

SQL Server Reporting Services – Why should you deploy?

Monday, May 23rd, 2011
Curious about SQL Server Reporting Services’ features and benefits? Darren Woodbrey discusses security, subscriptions, drillbacks and report models in this post.
 
 
 
 

 

I am excited to join the team here at Gilchrist Scott Ltd.  This is my very first blog post and it’s obvious that I should start with SQL Server Reporting Services (SSRS) as I have a wealth of experience with it, and it seems like most customers can’t see the benefits until it’s deployed.  So that is the goal of this post, to convince you that SSRS is a platform you should deploy as soon as possible!

SSRS has been around for a while now, but only in the last couple of versions of GP has it been tightly integrated into the UI.  Reports can now be launched directly from GP Lists, and since GP 2010, the reports are separated into series (Sales, Purchasing, etc) with a link off of each navigation ribbon.  This makes them very easy to launch from within GP.  Some of the great features of SSRS that enable you to get business data out of GP easily and quickly are as follows:

Web Based / Security - Different from Crystal Reports, SQL Reporting Services does not have to be installed on all the workstations where the reports are launched.   The reports are created and then deployed to the Reporting Server, which is hosted just like any other web site.  SSRS also has built in security by report so you can restrict access based on the windows user or group.

Subscriptions – SSRS has a feature called subscriptions which allows you to schedule the delivery of reports through e-mail or to a folder.  This is certainly a very cool feature that enables you to take those reports you run on a regular basis and set them up to be delivered right to your email inbox.  This streamlines your reporting process and cuts down on time.  The reports can be sent in a PDF or Excel format among others.  You can also choose to run reports to a Windows file share.  This is great for “point in time reports” that you may need to go back and look at a later date.

Drillbacks – Drillbacks are an SSRS feature that allow links to be embedded into the report that will launch GP windows.  I have created Inventory reports for instance that have embedded links on the item number field that, when clicked, will pop open the Item Inquiry window in GP with that item already loaded.  This is great for when you need more information on certain items in the report in order to make smart business decisions on the fly.

Report Models – Report models are groupings of tables that are linked together and then published to the report server.  This allows users who are not familiar with complex table linking to be able to create reports for themselves, taking the report writing away from the IT department and allowing them to work on other projects.  The report creation process is done with a program called Report Builder.  This can be downloaded from the Report Server and installed on the users system simply by clicking on a link.

I think you will agree that this is very cool stuff!  So for those of you who do not have SSRS deployed; give us a call at 207.761.2133 or email us to schedule some time to get SSRS installed and start migrating you current reports or creating new ones.  If you do have it deployed and would like to start using it more, we can help with report creation, report model deployment,  and any questions/issues you may have.

Share/Save/Bookmark

Tags: , , , , ,
Posted in Dynamics GP, FRx / Reporting, Specific GP Modules, Technology |

Convergence 2011 - Premier Microsoft Dynamics event

Wednesday, March 23rd, 2011

Why attend Convergence?  If you haven’t already seen this, I would like to share what Microsoft has to say about their most widely attended customer conference:

  1. Learn how we can get the most out of our Microsoft Dynamics solution.
    • Learn how to use the features and functionality of the Microsoft Dynamics solution we currently license to improve operational efficiencies and increase employee productivity.
    • Discover how Microsoft Dynamics can help us meet our fiscal responsibilities and compliance obligations.
  2. Network and collaborate with my peers and the product experts from Microsoft.
    • Tap into the strength of the Microsoft Dynamics community and get expert tips and see firsthand how users like us are optimizing their Microsoft Dynamics solutions to solve business problems.
    • Consult with our solution provider and the Microsoft personnel who are directly responsible for developing and supporting our product.
    • Take advantage of networking and learning opportunities outside of conference sessions. For example, in the Community and Learning Center, we can get free technical support, participate in hands-on lab exercises, and meet fellow users and product experts.
  3. Experience the latest solution innovations, new products, and technologies.
    • Get up-to-date on the latest Microsoft products and business technologies such as Office 2010, SharePoint 2010, and SQL Server and learn how these products can enhance our Microsoft Dynamics solution.
  4. Get insights into Microsoft’s corporate direction, and understand future plans for our Microsoft Dynamics solution.
    • Hear directly from key Microsoft Dynamics executive leaders about the broader Microsoft vision and company direction—and how Microsoft Dynamics strategy aligns.
    • Align our business to take best advantage of the insights I gain regarding Microsoft’s direction and solution investments.
  5. Become eligible for up to a 20% discount off when:
    • Purchasing additional users
    • Acquiring additional modules/granules
    • Transitioning to a Licensing Model

Plus, Convergence 2011 Atlanta is cost-effective and easy to attend. Atlanta offers many affordable hotel options, and the event starts on a Sunday so it will take less time from your work week.

For more information or to register to attend Convergence click on this link Convergence Web site.

 Feel free to give us a call at 207.761.2133 if you have any questions. 

We hope to see you there!

Share/Save/Bookmark

Posted in Best Practices, Convergence, Dynamics GP, Microsoft |

Microsoft Dynamics GP Payroll Tax Update Round 2 is now Available

Wednesday, January 26th, 2011

We are pleased to inform you that Microsoft has released the US English version 10 FICA changes round 2 tax update.  Versions 9.0 and GP 2010 to follow this week.

This is a 2 part install, the code (.exe file) and the tax table update.  This is all noted in the documentation as well, you will need both.Once you install the code update, the new Dynamics version is 10.0.1685 

Also under Tools | Setup | System | Payroll Tax, the last tax update and code update should be 1/20/2011 once both are installed.

After further testing, there are no changes to Payroll integration to Payables, so no extra install.

PDK will still be releasing a chunk file shortly.  Integration manager and eConnect should work and will be included this field in the next service pack.  However, the 941 report is still not calculating properly for line 6e.  This is scheduled to be fixed in the next round due out in mid-February.

The 941 Prep report and the 941 Schedule B Prep report should all print correct numbers after the update (excluding line 63).  Those are two areas besides posting journals (and check history if you drag out new fields) that customers can verify numbers against.  The actual 941 form, due to it not being final, will be updated in a later code release.  Waiting for the final form at this point from IRS, still in draft format.

·         Install location
U.S. Payroll Tax Update for Microsoft Dynamics GP 10.0 (Round 2) 
This page contains the latest U.S. Payroll Tax Update for Microsoft Dynamics GP 10.0.
https://mbs.microsoft.com/customersource/downloads/taxupdates/usgptu10.htm?printpage=false  

Round 3 targeting for mid – February is looking at the following changes

Illinois, Maine, Maryland

Please give us a call at 207.761.2133 ext 302 if you have any questions or are in need of assistance with this update.

 

Share/Save/Bookmark

Tags: , , , , , , ,
Posted in Dynamics GP |

Microsoft Dynamics GP 2011 Payroll Tax Update FICA/SS Issue

Wednesday, January 5th, 2011

There is an important note in regard to the 2011 Federal Tax Changes.  The FICA/Social Security withholding table was updated to reflect the new 4.2% rate for employees.  However, this change caused the Employer portion to also calculate at 4.2% in error.  In an effort to release the tax update in a timely manner, Microsoft was unable to correct the Employer portion of the FICA/Social Security calculation prior to 1/1/2011.  This is scheduled to be corrected in a Tax Update scheduled for late January.  Mark your calendar to ensure you update your tax tables to capture this important fix.

Also, as another reminder, if you are still on GP version 9.0 this is the LAST update you will receive!  Be sure to schedule your upgrade ASAP to stay up to date with the most recent payroll tax code.

Give us a call today at 761.2133 to schedule your upgrade today!

Share/Save/Bookmark

Tags: , , , ,
Posted in Dynamics GP |

Microsoft Dynamics GP Payroll Year End Update Tips

Thursday, December 30th, 2010

In performing the 2010 Payroll Year-End Update we came across some information you may find helpful:

 

1)    2010 Tax Update

a.    The latest 2010 Tax Update is November, not August as the manual states.

b.    It must be installed using the manual process.  If the automatic process is used, it will pull the most recent tax update which is 2011.

c.    Installing the latest 2010 tax update is optional.  The tax updates should be reviewed to determine if they apply to your business or not.

2)    Reports and Forms must be updated during the year-end update.  This is not mentioned in the documentation.

3)    If you have trouble getting a workstation or two updated it is OK to fix at a later time when other users are NOT in GP.  In the meantime, other users can launch and use GP.

4)    Verify the year-end update was successful in SQL.  In the Dynamics database to to the table ‘Dynamics_upgrade’, the field DB Status should be equal to zero for all rows.

 If you have any questions please feel free to contact us at 207.761.2133 ext. 302.

 Happy New Year!

Share/Save/Bookmark

Posted in Dynamics GP |

Key Questions to ask about your Audit Controls

Wednesday, December 1st, 2010

You passed your last financial audit with high marks. Your internal accounting controls more than satisfy the auditors’ requirements and you have nothing to worry about, right? Maybe!

With businesses “doing more with less”, the accounting staff is required to take on more responsibilities. This reduction in staff does not accommodate the traditional separation of duties recommended for audit controls.

When we talk with prospects and customers, we find:

  • AP Clerks are entering and posting transactions, and printing checks. How do you know some of those checks are not going to friends and family?
  • General ledger trial balances are downloaded to Excel to create financial statements instead of direct printing from the accounting system. What balances are changed for external reporting that do not match up to the general ledger?
  • Bank reconciliations are completed offline. Are you sure that every bank transaction has been recorded in the accounting system?

When we recommend to our clients a greater separation of duties, the response is that they don’t have the staff and the auditors approved the internal controls. After all, SAS300 states that “There is always some control risk because of the inherent limitations of any accounting and internal control systems.”

So how do you protect against fraud and accounting irregularities without hiring more staff and incurring large consulting expenditures? Here are examples of some things you can do to protect your company or organization.

· Review user security in your accounting system. Are the users allowed to remove history? Do members of the accounting department know the system administrator password that gives them access to every function in the system? Change the system password and restrict their rights only to their specific duties.

· Use an auditing tool that tracks changes to records. Most quality Enterprise Resource Planning (ERP) systems sell an inexpensive module that will track “before” and “after” changes. When a vendor address changes, the information can be tracked and reviewed at any time. Track changes to vendor EFT bank account information.

· Insist that all accounting functions operate in the accounting system. Use the bank reconciliation tool to reconcile to the bank, use the financial statement generator to print financial statements directly from the general ledger, track fixed assets within the ERP system and not in Excel.

· Assign bank reconciliation duties to someone who is not handling cash or printing checks. In a small accounting department, one of the best ways to prevent against fraud is to review the bank statement.

· Assign posting (update of the accounting records) to a different staff person. Reviewing the results of a computer check run or cash receipts batch can be completed in a matter of minutes by a separate staff person. And correcting the general ledger accounts prior to posting saves time when completing the month end reconciliation.

These are just a few examples of ways to maintain the integrity of your financial systems. And as auditors become more accounting system savvy, you continue to meet and, hopefully, exceed expectations.

For more information on how you can implement further accounting controls, please call us at 207.761.2133 or email info@gilchristscott.com.

Share/Save/Bookmark

Tags: , ,
Posted in Best Practices, Business Process Knowledge, Dynamics GP, Microsoft, Tips 'n Tricks |

Are you using the right tool for the job? Save time and empower users with Microsoft Dynamics GP.

Wednesday, December 1st, 2010

So often we get into a rut in our daily work lives, using the tools and technology that we’ve become accustomed to in completing our day-to-day work. Why don’t we consider using the best tool for the job instead of the default tool? Many of us stick with what we know because we’re all working in lean organizations and we perceive it takes too much time and effort to try something different. We’ve shown our clients that this perception is just not true and they are reaping the benefits of having more time, not less.

Reporting is a prime example. In accounting and information systems, there are multiple ways to get data out of the system. It’s overwhelming and unfortunately, many ERP Software system users in the accounting department are printing reports and re-entering the data in Excel for their final output because that’s what they know. There’s no time spent learning something new. For many it’s their default reporting tool.

Examples of the primary reporting tools in Microsoft Dynamics GP are:

· Report Writer

· SQL Reporting Services (SSRS)

· Excel Reports

· Smartlist and Smartlist Builder

· Crystal Reports

Most organizations do not have the resources to become experts in all the tools, but the IT and Management team should select and embrace a few. Variety provides options, and options empower users. Less reliance on IT and external resources means cost savings across the board.

How do you know which tools are right for your organization? Ask the experts. A small amount of time with your GP Partner to assess your needs and recommend the tool set that will meet the users and organization’s needs, will provide big payoffs.

New England Tech Air, Scarborough Maine, is a prime example of a company that’s diligent about having a lean accounting staff. They can’t afford to spend hours on getting access to data. Last year, at year-end, Angela Hussey, Accounting Manager, needed to complete the mandatory year-end 401K census. Angela’s default tool was to use Dynamics GP Report Writer or to look up the data using GP Inquiries. Both of these options were leading to several days of work. She didn’t have that much time and knew there must be a better way.

It took a half hour to assess the requirements confirm that Dynamics GP Smartlist Builder was the right tool. A half-hour later Angela had the report she needed. “They saved me 8 or 10 hours; at least one whole day and a ream and a half of paper,” she explained. “I am fairly busy most of time so this helped a lot. I have to do this once every year, and before now, there was no easy way to get to it.” A small amount time to determine the right tool avoided numerous hours of staff time. Just as importantly, it brought confidence and understanding of a new tool.

Angela went on to explain, “What we do is not always a cut and dry use of the system; we do some quirky things. Gilchrist Scott knows us well, so they’ve been able to modify some screens and reports for us, which makes it more user-friendly for us in general. It even helps with little things to save time, like not having to hit so many buttons on a payroll screen.”

When you say to yourself “there must be a better way”, you’re probably using the wrong tool for the job. Stop, and reconsider your options. It will save you time and improve your toolbox. Give us a call at 207.761.2133 to help you find the right tool for your time-consuming tasks.


Share/Save/Bookmark

Posted in Best Practices, Business Process Knowledge, Dynamics GP, GP User Group, Specific GP Modules, Tips 'n Tricks |

« Older Entries
Newer Entries »