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Multicompany SmartLists in Dynamics GP

February 29, 2012 By Leave a Comment

Effectively reporting information from multiple companies is a challenge for any organization that has multiple companies. Providing ad-hoc reporting functionality is very difficult. It generally takes a fair amount of training to get a user to the point where they can effectively navigate the ERP system to get the data they want.

SmartLists in Dynamics GP has proven to be a very popular reporting tool. Users take to it naturally and instantly. Dynamics GP comes with several SmartLists out-of-the-box.

But if you want to get to data that isn’t in the out-of-the-box SmartLists, or you want to get data from other non-GP databases, you need to use SmartList Builder. Our clients love this tool. It also has the additional value of being able to pull information from multiple Dynamics GP companies.

This quick video shows how to use SmartList Builder to create a SmartList that will report data from multiple company databases: http://youtu.be/72cRzWKOpNw

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Using Integration Manager to Import POS Data to GP

February 28, 2012 By Leave a Comment

It’s pretty common to want to import data from an external system into your ERP system. It may be merely some general journal entries, destined for the general ledger, or hundreds of sales invoices that effect accounts receivable and inventory.

Most mid-range ERP systems have some type of integration tool to help you with this process. The integration tools have an advantage over a straight table import process because the integration tool will generally use the business rules that have been configured in the ERP system to edit, validate, and post records. This makes for a much cleaner data import process.

Dynamics GP has an easy to use product for importing data called, Integration Manager. Integration Manager has a user interface so it generally doesn’t require any coding.

There are basically three components to creating an integration using Integration Manager:

  • Source file containing the data to import
  • Dynamics GP object (the screen into which the data will be imported, e.g. General Transaction Entry)
  • Mapping to match the fields in the source file to the Dynamics GP object

We use Integration Manager all the time to migrate data from an existing ERP system into Dynamics GP during an implementation. I would guess that at least a third of our client use Integration Manager in some capacity on a regular basis.

This quick video shows you how easy it is to integrate data from a Point of Sale system into Dynamics GP. This video shows integrating daily sales data and providing a cash control point. This integration allows you to control and maintain inventory in Dynamics GP, and provides additional control over cash; to take advantage of the Bank Reconciliation functionality in Dynamics GP: http://youtu.be/rf0E7BWC4uc

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Dynamics GP 2010 Features

February 27, 2012 By Leave a Comment
RoadMapGP15

Microsoft is committed to continuous improvement of its ERP products. This helps ensure that users have access to the latest technology and the latest functionality desired by the product’s user base.

Microsoft routinely shares their product road map with their user communities. Here is the road map for Dynamics GP:

GP 2010 is the current version of Dynamics GP. This is the successor version to GP 10. As with any new version there are a lot of small functionality enhancements, and a few more expansive enhancements.

This video shows some of the major functionality enhancements in Dynamics GP 2010, and includes a list of most of the enhancements at the end: http://youtu.be/tHxTS2cAyyE

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Activating your Management Reporter in myGPcloud

February 24, 2012 By Leave a Comment
MR7

Management Reporter is the financial statement tool within myGPcloud that allows you to generate financial statements.  If you are using the chart of accounts that comes with your selected version of myGPcloud, your financials will automatically be formated for you.  We have preformatted for you the following:

  • Detailed and Summary Balance Sheet
  • Detailed and Summary Income Statement
  • Detailed 12 month Income Statement
  • Rolling Quarter Income Statement
  • Trial Balance

You can modify/change/add to any of these reports using the predefined rows and columns that we have created for you with the above statements.  Also, if you have ever used FRx (a common reporting tool used by many accounting vendors in the mid-market) you will find that Management Reporter is very similar, but with much more power.  Below are the steps you need to help you get activated.  If you lose your way at anytime during the process, please feel free to contact our support team at support@mygpcloud.com.

EACH USER IN MYGPCLOUD WILL NEED TO FOLLOW THESE INSTRUCTIONS TO USE THE MANAGEMENT REPORTER MODULE.

Here are the quick steps to get you started:

Step 1: Login into myGPcloud and find your way to the icon page below.  As you can see now, two new icons will appear.  Click on the MR Report Designer to get started.

Step 2: When you receive the following message below, be sure to Click on YES.

Step 3: Now cut and paste or enter manually the “localhost ID” number that you received in your email from the myGPcloud support email. Remove anything already there. (Your number will be unique to your database, do not use the one in the example here.)

Step 4: When the following screen appears, you will see the name of your company database that you created (in the example below we see Chedda as the company name).  Select “Set As Default” so this database will default for you each time.

Step 5: Finally enter your user name and password that you use to login to myGPcloud initially.

You have now completed your setup!!!  You will never need to repeat these steps again.  You are all setup to use Management Reporter!  Just click on the  “Close” button below and you can start working.  You can permanently disable this screen by clicking on the check box on the bottom left hand of the screen.

Need more help?  Watch our video at: http://youtu.be/m5jT3nZ7YJ8

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Fixed Assets in Dynamics GP

February 24, 2012 By Leave a Comment

Almost every new customer I talk with uses Excel to track their fixed assets. They may have as few as 50 assets, to as many as 2,000. The reasons they use Excel are that Excel is easy to use to set up lists of assets and depreciation schedules, and most dedicated fixed assets systems are expensive.

Dynamics GP has an integrated fixed assets system that is licensed as part of the basic system. These are the benefits I generally see customers experience by using the Fixed Assets module:

  • Integrated purchasing functionality reduces data entry time and mistakes, and increase internal control to make sure that new fixed assets are properly recorded
  • Basic reporting is list based which makes it easy to quickly produce reports for various compliance and audit requirements
  • Fixed assets transaction types provide a good audit trail of fixed asset movement and disposition
  • Unlimited depreciation books allow users to track separate depreciation schedules for several taxing jurisdictions if desired
  • Depreciation sensitive values can be changed to easily correct for changes in asset values and length of service estimates
  • Tight integration with the general ledger significantly reduces the amount of time needed to reconcile detailed asset information with the general ledger
  • Fixed assets information is stored in the Dynamics databases so that it is automatically backed up as part of your regularly backup policy
  • Asset level account assignment allows asset related transactions to be posted to various organizational entities as commonly requested
  • Various user defined fields allow additional asset-specific data to be stored with each asset
  • Custodian and physical location attributes allow assets to be easily tracked by physical location and individual responsibilities assigned
  • Common user interface makes it easy for users to adopt

This is a quick demo that shows you the Fixed Assets module in Dynamics GP. It shows how to manually add an asset to the system, with the depreciation record, and some quick setups that will make the module easier to use: http://youtu.be/6biLxClmo3c

This video shows how to easily depreciate and report on fixed assets with Dynamics GP: http://youtu.be/Urd-wb54f_k

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Drop Ship Processing in Dynamics GP

February 23, 2012 By Leave a Comment

Many companies do at least some amount of drop shipping directly from their vendors, to their customers. Accounting for this type of transaction can be a challenge. You want to make sure to exercise proper control so that you make sure that your properly bill your customers for the items your vendors have shipped to them. Because there is no physical handling of the items, it’s purely a paperwork puzzle.

These are some of the key things that need to be considered:

  • Ensure that the vendor has accurate shipping information to properly deliver the shipment to your customer
  • Ensure that the vendor communicates with you on a timely basis to so records adequately reflect product movement, and allow you to invoice your customer as soon as appropriate
  • Allow for adequate reporting to alert you to exceptions
  • Make sure that your system can efficiently account for and track these types of sales

Dynamics GP has a built in process for processing drop shipments.

This video shows the basic drop ship functionality in Dynamics GP. From customer order, to purchase order, to customer invoice: http://youtu.be/CsUvTiw2PtM

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Intercompany Processing with Dyanmics GP

February 22, 2012 By Leave a Comment

We generally advise clients to set up separate databases for each legal entity they are managing in their ERP system. This helps make sure that clients maintain a complete set of accounting records for each entity they are managing. It also makes it much easier to spin off a entity during a reorganization situation.

If you have multiple entities you manage, you usually have intercompany transactions that need to be recorded in two or more companies. A typical case is where a parent company is paying an expense on behalf of several subsidiary companies. For example if the parent company is paying an accounting service fee for itself and it’s subsidiary, it may want to distribute some of the expense directly to the subsidiary companies, even though the service invoice will be paid in whole by the parent company.

This type of transaction will create transactions in the parent company and the subsidiary companies. Typically an intercompany due-to and due-from account is set up to keep the ledger in balance and to accurately track intercompany liabilities. This involves a lot of accounting transactions.

The Intercompany Processing module assists with creating and posting these types of transactions. If set up properly, much of the process is automated.

This quick video shows you how to set up Intercompany Processing with Dynamics GP and how to process transactions using this functionality: http://youtu.be/DpQSarYvB8A

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Management Reporter Report Viewer for Dynamics GP

February 21, 2012 By Leave a Comment

Disseminating financial reports to non-erp system users extends the value of your system and provides an important management tool to the people that can most benefit from it.

Management Reporter is the successor to FRx and contains essentially the same functionality as FRx. It is a fully configurable financial reporting tool that allows you to easily query information from your general ledger and budgets, and present financial information to report consumers in a clear and understandable manner.

The Management Reporter Report Viewer allows you to extend the nice reporting formats and drill down functionality to people who are not connected to your erp system.

This is a very quick video that demonstrates the Management Reporter Report Viewer and briefly discusses the Light User License: http://youtu.be/m5jT3nZ7YJ8

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Using Project Accounting to Manage Job Costs in Dynamics GP

February 20, 2012 By Leave a Comment

If you have a business where you primarily are providing customized services and products to your customers, you should have an ERP system that allows you to easily track all costs associated with a job, and allows you to easily invoice your customers for the work.

One way to do that in Dynamics GP is to use the Project Accounting module. The advantage of using the Project Accounting module is that you can track different types of transactions and costs, e.g. timesheet data, purchase orders, inventory items, and miscellaneous transaction types. If you need to break down the job into different tasks to facilitate reporting and management, you can easily do that as well. There is also a flexible billing process that offers a number of different ways to bill for your work, e.g. down payment, per item delivered, % of completion, etc.

This video shows one way to manage job cost operations in Dynamics GP. The Project Accounting module can be used to track costs and profitability for job cost businesses: http://youtu.be/UslfwOvJeic

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Using Sales Quotes for Forecasts and MRP in Dynamics GP

February 17, 2012 By Leave a Comment

The MRP process in Dynamics GP Manufacturing can be easy to use. It considers current inventory levels, open purchase orders, and product demand to determine which new purchase orders need to be created and which workorders need to be created in order to meet forecasted demand.

The sales forecasting module in Dynamics GP Manufacturing is very useful for this. But if you’re not licensed for it, here’s another way to do it:

You can configure MRP to look at sales quotes to get demand information for its calculations. So all you need to do is to create a sales quote that has all the items you want to forecast, the quantity you want to forecast and the date that the items need to be available.

This video shows how you can use sales quotes to maintain and manage sales forecasts in Dynamics GP: http://youtu.be/PwDQayepDm8

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