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.
