2 Functions for Error-Free Data Entry in GP

Data entry errors can be very time consuming to find and correct, and therefore, costly. To combat this problem, there are two easily-configurable functions in GP to help maintain control and keep data entry error-free. These simple controls come with the application and can save you time in correcting mistakes, while reconciling your subledgers.

  1. Eliminate Wrong Account Selection

a. Allow Account Entry

Using this check box can help keep your control accounts in balance with the general ledger. In the chart of account, you can uncheck ‘Allow Account Entry’ for all your control accounts such as your Accounts Payable, Accounts Receivable, bank accounts or any account that should be only used in a subledger.  Unchecking the box will prevent users from selecting that account in the transaction distribution or using it in a General Journal Entry. The system will default where appropriate based on the Posting Account setup, or Vendor, Customer, Chequebook or Item setup.

Microsoft Dynamics GP

Once the check box is cleared, any attempt to use a GL account that is linked to a bank in an invoice entry the user will get a warning dialog (as displayed below) and the entry will not be allowed. This eliminates the time wasted trying to reconcile the chequebook with the Bank GL account.

Dynamics GP General Ledger

b. Include in Lookup

On the same account screen, you will find the ‘Include in Lookup’ option. This limits the accounts that the users see in each module. For example, all expense accounts can be limited to only be displayed in the payables screens, and all revenue accounts will only show up in the receivables screens.

Include In Lookup GP

If ‘Include in Lookup’ is not set up, the user will see a list of all accounts (see example below), which increases the risk of selecting the wrong account. (See example below when ‘Include in Lookup’ is set up vs not set up) The screen to the right is what the user sees when trying to select an account in a sales transaction.

2. Account Security

This is a step you can take not only to prevent users from using the wrong account, but also to limit which accounts are visible to each user, including the reports and inquiry screen. In order to activate account level security, go to:

Microsoft Dynamics GP >>Tools >>Setup >>Company: Account Security

Dynamics GP Account Security

Go to Tools>>Setup>>System>>Organizational Structure and define the groups as needed:

Microsoft Dynamics GP Organizational Structure Setup

Go to Cards>>System>>Organizational Assignments and select the department to assign accounts to:

  • Select the department that you want to link the accounts to
  • Select the accounts range
  • Click ‘Details’ if you want to exclude accounts from the range you added
  • Click Process
Microsoft Dynamics GP Organizational Assignments

Then assign each user to the respective department.

Dynamics GP Organizational Structure Assignment

Now, each user will only see the accounts assigned to them, not only in the transaction screens, but also in inquiry and reports:

GP Assigned Accounts

Even when printing the trial balance for all the accounts, the user will only see the balances for the accounts assigned:

Microsoft Dynamics GP Assigned Accounts

If you would like to learn more about Dynamics GP functions and features, please contact us. Our experienced consultants are always available to help you streamline your business processes.

Curious about the Intelligent Cloud offering in GP 2018, R2 ?

Business Central- Intelligent Cloud

The Cloud sync offers you the ability to use Business Central 365 without leaving your on-premise solution, allowing you to take advantage of cloud-based tools that display results on your GP Home Page. To take advantage of this functionality, you must have Dynamics GP version 2018 R2.

Dynamics GP Intelligent Cloud- Business Central

On your Home page, open the “Customize this page” and select the new Dynamics 365 Business Central Insights home page.

The Intelligent Cloud allows on-premise implementations of GP to harness the power of Business Central by replicating your data and providing powerful insights back to you on your Home Page using business intelligence and machine learning.  Replicated data brought across includes: GL accounts and balance, Customers and Open Receivable Transactions, Vendors and Open Payables Transactions, Items and Quantity on Hand.  You also have the ability to schedule the replication; daily, weekly, monthly and the time of day.

Business Central does not have a segmented account structure.  The main segment comes across as the account and all additional segments are represented automatically as Dimensions.  Summary balances are not distributed to the Dimensions, rather they are summarized at the account level. 

First, create your free 30-day trial by selecting Microsoft Dynamics 365 Business Central in the Microsoft Store. 

Microsoft Dynamics 365 Business Central

Then, on your new Intelligent Cloud home page, scroll to the bottom and select the “TRY IT OUT” button to create your connection.

Dynamics 365 Business Central Insights

Next, select Business Central. 

Dynamics 365 Business Central

You will be prompted to log in to Business Central. From there, use the Intelligent Cloud Wizard to create your connection from Dynamics GP.  Please note, data will write from GP to Business Central only.  Nothing can or will be written back to GP.  Only a SUPER user has permissions to run the setup wizard.

Intelligent Cloud Setup

Follow the steps within the Wizard to create a secure pipeline between your on-premise Dynamics GP data and the Business Central cloud tenant.  If you have multiple companies in GP, the wizard will create all the companies you need prior to replication.  If you need assistance, reach out and one of our experts will assist you.  Microsoft has created a short YouTube video which may also help get you started: https://www.youtube.com/watch?v=kVEGx1iCvss

Once the replication has finished, your GP home page will benefit from the Intelligent Cloud insights – these insights are available in both GP and Business Central:

In GP:

Intelligent Cloud Insights GP

In Business Central:

Intelligent Cloud Insights Business Central

If you would like more information on the benefits of the Intelligent Cloud, please contact us. Our experienced consultants are always available to help you find a suitable solution for your business.

Top 5 New Features of Dynamics 365 Business Central

Microsoft Dynamics 365 Business Central

Since its launch in April 2018, Dynamics 365 Business Central has seen increasing adoption by organizations looking to digitally transform their businesses. The April 2019 release brings an update to Business Central that aims to enhance current customer satisfaction. Along with innovative new features, Microsoft invested heavily in boosting performance, reliability, and scalability of Business Central, across the platform and business application.

The April 2019 Dynamics Business Central release is the latest in a string of releases that has seen Microsoft continuously improve their end user experience. Microsoft has made it a priority to improve performance in areas of the product which are used most, like entry of transactions, orders, and other data. This was accomplished with new tools and features like the ability to bookmark list views, the Quick Entry tool, and other components that simplify every day work.

Here are five exciting new features:

1. Character Limitations

Description and Name fields character lengths will be increased from 50 to 100 characters. You’ll be seeing this change on master records (Customers, Vendors, Items, Contacts and Resources), Journal Descriptions, Ledger Entry Descriptions, and description fields on documents such as Sales and Purchase Orders.

2. List Views

This simple, but highly requested list improvement idea came directly from the community of Business Central users. Users and organizations will now be able to name and save different sets of filters they use to view and break down long lists of data. Personal views can be saved such as “My Top Accounts” as well as company-wide filters like “Products with the Most Recurring Orders”, making it much easier for users to slice through data. In addition to this, load time when scrolling through lists will be greatly reduced, as the way the rows fetch and display data was rewritten to increase responsiveness.

3. Vendor Invoice Numbers

We will now be able to view the vendor invoice number on the Purchase Invoice and Credit Memo lists. A Vendor Invoice Number column will be added to these pages.

4. Personalized Actions and Navigation

With personalization enhancements we can reorder or hide actions on the action bar and change what appears on the navigation pane on our role centers. This will make it easier to find tasks, lists, and cards that we use every day.

5. Quick Entry

Repeatedly entering data into business systems is one of the most time-consuming processes any company deals with. To optimize the data entry process, Business Central gives users a new way of moving though the required fields in a record by changing the click behaviour of the ‘Enter’ key. The key will now move users from one Quick Entry (required) field to another while skipping over the information fields deemed nonessential. In an effort to increase readability, Microsoft is introducing the ability to change the importance of any field within a record. This quick entry improvement streamlines the entry of transactions by making the process as “mouse-free” as possible.

Looking for more information on the April 2019 Dynamics Business Central Release? Contact our experienced consultants for more information. We are always available to help!

What is Microsoft Azure Cloud Services?

Azure Sphere

Microsoft Azure is a cost effective and highly available infrastructure platform to host your Dynamics GP instance. Azure can be quickly provisioned and gives you access to a reliable cloud infrastructure which removes the need for in-house hardware thereby reducing IT overhead costs.

Azure has enterprise grade security and is coupled with disaster recovery features that can accommodate complex environments securely with full redundancy while meeting tenant data compliance requirements.

For companies who would like to upgrade Dynamics GP to the cloud, Rimrock can provide a complete end-to-end business solution. For more information on Azure, or to find out which option is the best fit for your business, contact us today.

Have You Received a Call from Microsoft at 615-283-7450?

Phone

We have recently been notified by several clients that they have received a call from Microsoft USA regarding the License Renewal for Dynamics GP (Great Plains). The call is in reference to a campaign from Microsoft with the objective to have customers renew their Software Assurance, Enhancement Plan or License Renewal for Dynamics GP. Please note that this outsourced Microsoft tele-sales team DOES NOT have access to the status of your renewal.

If you are receiving calls from 615-283-7450, advise them that Rimrock, your Microsoft Partner, will be managing your renewals and to remove you from their call list.

If the calls continue or if you feel you are being harassed by these agents, please let us know so that we can escalate this issue with Microsoft.

Employee Spotlight: JP Sebastian

Employee Spotlight: JP Sebastian

The Rimrock Corporation team is made up of many hard working, talented individuals with interesting stories to tell. In our Employee Spotlight series, you’ll meet some of these people, learn what they do, and how they keep Rimrock exciting and fun.

This month we shine the light on JP Sebastian, our Dynamics GP Account Manager. JP was born in Manila, Philippines, but moved to the GTA when he was 2 years old, and has been living in Toronto since 2010. Prior to working at Rimrock, JP worked as a Finance Manager at ESKA Water.

In his free time, JP enjoys running, golfing, fishing (he can let you in on some of the best fishing spots in the city!), trying new restaurants, and attending as many sporting events as he can.

Read on to learn more about JP.

What do you love most about working at Rimrock & how long have you been here

I’ve been with Rimrock for 3 months.  I think the most enjoyable part of the job is helping identify solutions to make our clients jobs easier.

What is your favorite place that you have visited and where is your next dream vacation spot?

Port Antonio Jamaica. The food, the culture and the vibe of the people is contagious. 

If you could do another job for just one day, what would it be?

Professional Fisherman like Bob Izumi. Being paid to travel to fish is kind of amazing!

If Hollywood made a movie about your life, who would you like to see cast as you?

Tough choice, but it would be Dwayne ‘The Rock’ Johnson.  Of course, the resemblance is almost uncanny!

What TV shows/music/apps/Podcasts are you currently obsessed with right now?

I really got into the show “A Million Little Things” this year. I am also a big fan of The Walking Dead.  

If you could have a drink with anyone (fictional, alive, dead, famous, non-famous) who would it be and why?

I would love to have a drink with LeBron James.  He is an athlete who has been in the spotlight since he was 18 years old, and is always being compared to basketball greats, Jordan and Kobe. I would love to hear about how he deals with juggling the demands of being a high-profile athlete, his family, reputation and legacy.  All in his own words- unplugged.

Tell us a “fun fact” about yourself or your “secret talent” that your colleagues might not already know.

A few years ago, when I worked for Toronto FC, I had to stand in for a player who was injured and back home in France for the annual team picture.  One of the other players asked if I was a new player and why the team would sign someone so fat ☹

Any pet peeves?

Slow drivers in the passing lane, people who do not shovel or salt their sidewalks, and people that place large food/drink orders in the drive-through.

Understanding Dynamics GP Licensing

Unless you deal with it every day, deciding which of the various Dynamics GP 2018 licensing options is best for your business can seem confusing. So, for those of you considering Dynamics GP for your business, but aren’t sure what you’re licensing options are, or which one might best fit your needs, you’ve come to the right place.

Step 1: Which modules do you need?

Modules Available in GP 2018
In order to understand Dynamics GP licensing it’s important for new users to understand how Dynamics GP is packaged. The functionality in Dynamics GP is divided into a variety of modules. Microsoft has packaged these modules into four bundles called packs. Each pack offers specific functionality.

  • Starter Pack— The Starter Pack offers everything many businesses need from their ERP system, including financial management, business intelligence and reporting, supply chain management and more. Every Microsoft Dynamics GP 2018 user automatically receives access to all of the modules included in the Starter Pack.
  • Extended Pack—The Extended Pack adds to the functionality by offering manufacturing, project management and customer relationship management capabilities, plus advanced business intelligence and supply chain features.
  • Customization Pack—Intended for organizations that want to customize their Dynamics GP enterprise resource planning system or integrate it with other business management systems.
  • Extended Human Resources and Payroll Pack— The Extended Human Resources and Payroll pack delivers everything needed to manage your employees. It handles payroll, benefits and more.

Step 2: What kind of access will your users require?

GP 2018 User Types
Dynamics GP 2018 licensing options include 3 user types, designed to meet the needs of individuals working in a wide variety of roles.

  • Full Users— Full Users receive unrestricted direct or indirect access to all of the functionality in the modules your organization owns. These are for individuals who will depend on Dynamics GP to do key aspects of their jobs ie. members of their accounting/finance staff. Since these licenses are the most robust, they’re also the most expensive.
  • Limited Users– Limited Users can enter a limited set of information such as requisitions, payroll expenses, timesheets, timecards and project expenses. In addition, they can also view inquiries, reports and smart lists. Limited User accounts can be set up for individuals in a variety of roles, including inventory, sales, purchasing, financial and payroll.
  • Put simply, Limited Users can only enter specific types of information and report on the transactions and files they had been given access to. At an 80% reduction in cost compared to Full User licenses, these can be a real budget saver if you have lots of employees who just need to access certain data to report on it.
  • Self Serve Users— Self-Service Users are designed for users that need to only enter their own information, specifically their timesheets, project expenses, timecards and requisitions. Many project centric organizations use Dynamics GP to keep track of their project expenses, including their employees’ time spent working on each project. Self-Service Users are perfect for those employees whose only reason for accessing Dynamics GP is to enter their own time and project related expenses such as mileage, lodging or meals.

Step 3: Dynamics Licensing Models – Perpetual or Subscription
Dynamics GP offers two main licensing models: Perpetual and Subscription.

  • Perpetual Licensing – Licensing Microsoft Dynamics GP on the Perpetual License model means that the customer owns the software perpetually, or into perpetuity. In other words, you license the software with permanent usage rights and can use the software for as long as you choose. You need to maintain your investment with an annual renewal fee.
  • Subscription Licensing – With Subscription Licensing, you never own the software license. You subscribe to it and you attain usage rights for a specific term, with the minimum commitment term being one month. In short, you can use the software only while you maintain your monthly subscription payments.

For those of you who are planning on connecting Dynamics GP 2018 R2 to the Intelligent Cloud through Dynamics 365 Business Central, there is an additional license needed that allows GP data to be viewed in D365 Business Central. We will get into more detail on these licenses in a future post.

Not sure which Dynamics GP 2018 licensing options are right for you? Contact our experienced consultants for more information. We are always available to help!

Dynamics GP: 7 Simple Time Saving Tips

Dynamics GP users are always on the lookout for time saving tips. In fact, Dynamics GP tips are one of the most common things our clients ask for. Even experienced users love to discover features they didn’t realize were available. As an early holiday gift, we’ve put together 7 simple timesaving Dynamics GP tips every user should know.

Tip #1: Quickly Create New Users
Employees are going to come and go, which is the nature of any company. When it comes to setting up a new user, instead of creating a Dynamics GP checklist you can simply copy home page and area page settings from one user to another. Security access can also be copied to the new user, which is very useful when you’re replacing one user with another.

1. Login as sa (only this account can create new users).
2. Use the main menu to navigate to Microsoft Dynamics GP > Tools > Set Up > System > User > Copy User Settings.

Tip #2: Logging in Dynamics GP
If you have multiple companies with Dynamics GP, you don’t have to log out every time you want to switch companies.
1. In the bottom left-hand corner of your GP screen, you’ll see your current company name. Click on your company name to open a new window.
2. On it, click the drop-down menu displayed next to “Company.”
3. Select your company.
4. Click OK.

Switching users (ie. if Help Desk needs to log in as an SA user) is also simple to do.
1. Click on your current user in the bottom left-hand corner of your screen, next to the company name.
2. A new window will pop up. This window is the user ID and password screen, which will allow Help Desk to log in without logging you back out.

Tip #3: Keyboard Shortcuts for Copy and Paste
The familiar copy and paste keyboard shortcuts from Microsoft Office are also available in Dynamics GP. Although a simple feature, it is one that can save you a lot of time and help you avoid data entry mistakes.

• Control + C = copy
• Control + V = paste

Tip #4: Allow/Prevent Account Entry
To prevent users from posting journal entries directly to your control account in Microsoft Dynamics GP, you can unmark an option on the Dynamics GP GL account card. This will help with keeping the sub-ledgers and GL in sync and minimize your reconciliation time.
1. Open up the GL account card – Cards | Financial | Account
2. Select one of your control accounts (Accounts Payable, Accounts Receivable, Cash, etc.)
3. Unmark the Allow Account Entry checkbox

Tip #5: “Find” Function
Many users don’t realize that when you print to screen in Dynamics GP, the “Find” function is available to you, just like in other Microsoft programs. So, if you have printed a long report like a detailed trial balance to screen and are looking for a specific account number or dollar amount, you can easily search with the “Find” function.

1. Print your report to the screen
2. Press “Ctrl + F” on your keyboard or navigate to Find > “Find” or “Find Next” (depending on how you want to search).
3. Type your search term in the box that opens. Note: You must type your search term exactly as it appears in the report. So, capitalization and punctuation are important.
4. Press “Enter.”

Tip #6: Default Printer Location
Another simple yet handy tip. Instead of constantly  having to change the default setting on your printer from printer to screen, go to Home, User Preferences, Default Report Destination and choose screen instead of printer. Hit ok. Now you’re set for screen rather than printer.

Tip #7: Help
Help in GP is so useful. Forget how to use something? Click on the help icon in the top right of your window. Find your problem and the help feature will give you a step-by-step guide on how to do whatever it is you need help with.

Contact our expert consultants with all your questions about Dynamics GP functions and features.

Employee Spotlight: Manoj Kumar

The Rimrock Corporation team is made up of many hard working, talented individuals with interesting stories to tell. In our Employee Spotlight series, you’ll meet some of these people, learn what they do, and how they keep Rimrock exciting and fun.

This month we shine the light on Manoj Kumar, our new technical consultant. Manoj was born and raised in India. He lived in Montreal for the last six years, and recently made the move to Toronto. Prior to working at Rimrock, Manoj worked as an IT administrator and systems analyst.

In his free time, Manoj enjoys watching the news, comedy shows, and movies. He also likes spending time with friends and exploring new places.

Read on to find out more about Manoj.

What do you love most about working at Rimrock & how long have you been here?

I’ve worked at Rimrock for a month. I like the team collaboration, collaborating with my friendly colleagues, the challenges of the role, acquiring knowledge that adds value, and the work-life balance Rimrock provides.

What is your favorite place and where is your next dream vacation spot?

My favourite place is my hometown in India where I was born and raised. Norway is my dream vacation spot!

If you could do another job for just one day, what would it be?

I would love to be a pilot for a day.

What TV shows/music/apps/Podcasts are you currently obsessed with right now?

I’m enjoying Stranger Things and Game of Thrones.

If you could have a drink with anyone (fictional, alive, dead, famous, non-famous) who would it be and why?

I would have a drink with former Indian cricketer, Sourv Ganguly (Dada). He completely changed the face of Indian cricket by adding new talents to the team.

Tell us a “fun fact” about yourself or your “secret talent” that your colleagues might not already know.

Before becoming a software engineer, I wanted to be a mechanical/electrical engineer.

Any pet peeves?

People who don’t signal before turning.

Intelligent Edge: A Stepping Stone From Dynamics GP to Dynamics 365 Business Central

Last month, in our article How Does Dynamics GP Differ from Dynamics 365 Business Central?, we revealed a hybrid option of the two, called the Intelligent Edge.

The Intelligent Edge is designed to connect Dynamics GP to the Intelligent Cloud through Dynamics 365 Business Central. It allows companies with on-premise ERP systems to start using cloud technology while maintaining their software on-premise. This means that GP will have access to all the built-in capabilities of Business Central which includes: Artificial Intelligence (AI) and Machine Learning (ML) based analytical capabilities, PowerApps, Microsoft Flow, Power BI visualization and reporting capabilities, and data access and storage through Common Data Services.

Intelligent Edge allows on-premise Dynamics solutions to synchronize and replicate data with the Intelligent Cloud, which is an instance of Dynamics 365 Business Central hosted in Azure. GP customers connect to an instance of Business Central, at which point company data will be replicated in that environment and pushed back into Dynamics GP. Once in the Cloud ecosystem, the application usage is hugely powerful and versatile. Users can access a Dynamics GP dashboard with real-time business insights, reports, and actionable data from the application within the cloud. For example, the Intelligent Cloud Insights dashboard displays KPIs such as cash available, sales profitability, net income and inventory value based on data pulled from GP. GP data pulled into Power BI lets you see information like a chart of accounts analysis, customer sales dashboards, general ledger reports and more.

Additionally, the Intelligent Cloud lets you access that GP data from mobile devices anytime, anywhere, thanks to Dynamics 365 platform’s mobile capabilities. Along with giving users valuable insight into their data, the Intelligent Edge also offers an easier data migration path if they choose to move to Business Central.

Never has on-premise and cloud software combined to provide meaningful business analytics in such a seamless fashion. Users can now get real-time insights and experiences, delivered by highly responsive and contextually aware apps.

This is a perfect solution for those who have spent many years building the perfect solution for their business using GP but are ready to adopt some of the hassle-free infrastructure of the cloud. If you are toing the line between continuing with your GP solution, and switching to Business Central, consider trying the Intelligent Edge.

If you would like more information on the benefits of the Intelligent Edge, please contact us. Our experienced consultants are always available to help you find a suitable solution for your business.

 

More Information or a Demo