Transition to Cloud Dynamics GP
Dynamics GP is a mature and robust ERP solution. However, over time, many clients have grown tired of maintaining servers, performing upgrades, etc. These clients are content on the system and have no reason to find another ERP platform. These clients will often transition their existing Dynamics GP environment to the cloud. WebSan is currently the largest cloud Dynamics GP partner in the country, providing hosting services for many organizations, large and small. We have a standard migration process to seamlessly transition your Dynamics GP environment to the cloud.
In the cloud, customers benefit from complimentary upgrades and backups. Security is also administered on a complimentary basis. Further, our full suite of services allows users to expand into areas of automation such as EDI or other integrations, opening up many possibilities that do not exist today. Further, upgraded environments allow customers to take advantage of Power BI & workflows capabilities that Microsoft has recently deployed.
This is a feature that allows you to connect your Dynamics GP on-premise data to the cloud through Dynamics 365 Business Central. This option is great for those clients that want to leverage cloud technologies while maintaining their software in on-premise. This has been a focus on Microsoft over the past year as users start to leverage the Power Platform. The Intelligent Edge allows customers to bridge between their current system and Dynamics 365 Business Central by bringing data into D365. Data is synchronized in the Intelligent Cloud on Azure. Data can then be used with all of D365’s built-in capabilities such as AI, Machine Learning, data storage through the Common Data Service, and the Power Platform (Power Apps, Flow, Power BI).
This is great for those looking to leverage cloud solutions but not ready to transition their Dynamics GP environment.
Implement Dynamics 365 Business Central
A comprehensive ERP, D365 is ever-expanding its abilities. Dynamics 365 Business Central allows a for a single solution to run your business. It seamlessly connects to other Dynamic 365 applications, such as retail, field service, CRM, etc. This is design for those looking to fully transition to the cloud as all data is stored on Azure.
WebSan offers fixed fee implementation plans for clients looking to make this transition (see http://www.websan.com/solutions/microsoft-dynamics-365-business-central).
Dynamics GP continues to thrive, both for on-premise and cloud customers. Microsoft Dynamics GP is a mature solution with over 45,000 customers around the world, so it isn’t going away anytime soon. However, Dynamics GP isn’t immune from Microsoft’s consistent push towards the cloud.
So why move GP to the cloud?
Here are some reasons why GP customers move to the cloud:
- They need to invest in new hardware to support new versions of GP
- They are concerned about backups, recovery, security and 24/7 remote access
- They are not current with Microsoft on your maintenance and want to add users/capabilities to the system
- They are looking for better access to information/reporting (GP2018 required for Power BI)
So what can we expect in future releases of Dynamics GP?
First, Dynamics GP releases and development will continue from Microsoft. The current roadmap is projecting two additional version releases. This clearly indicates a commitment by Microsoft considering these are typically released every two years. Customers should expect various user community requested enhancements and fixes.
Second, the Intelligent Edge will continue to be a focus for Microsoft as they allow for experimentation with AI learning, Power Apps, and the Common Data Service options used within Dynamics 365.
There are many articles that can be found detailing year-end processes in GP, but what about your month-end processes? Dynamics GP uses a ‘soft’ close concept wherein periods are not required to be closed. Further, periods can be reopened if needed. However, performing a month-end is critical to ensuring you can move forward within your system without any fear of inaccuracies.
Prior to performing any special or unfamiliar processes, it is always recommended that users have a proper backup of the system. Your system administrator should ensure backups are regularly scheduled and available if needed.
It is recommended that the month-end process start with the POP and SOP modules. One can think of both of these modules as feeder modules to Payables, Receivables, Fixed Assets, Bank Reconciliation and the General Ledger. In these modules, you should ensure all batches are posted within Series Post. Ensure all Customer Orders, Vendor Receipts and everything in between are posted. Further, within Purchasing, one should print the Received Not Invoiced report via Reports > Analysis. This report should tie to your accrued purchases.
Once the above are reconciled, one should move onto the Payables and Receivables module. For each, users should ensure all documents are properly applied, especially if multiple currencies are in use, as this will affect realized gain and loss entries. Users can check for unapplied documents by navigating to Sales > Reports > Analysis > Unapplied Documents Report. Further, users should also run the Reconcile to GL option within Financials in order to ensure these subledgers and GL match. The same routine should be performed for the Inventory module.
Once all subsidiary modules are complete, uses should close out the Financial modules. First, users should complete bank reconciliation and reconcile the Bank to the GL via the associated Financial Routine. Users can then move onto closing the Fixed Assets module. Remember to ensure Payables are closed prior to processing anything in Fixed Assets given the Payables feeds the Fixed Assets module. Within Fixed Assets, users need to double check that all additions and retirements are posted. Depreciation will need to be run and all related GL processes complete.
Within the General Ledger itself, all accruals should be posted. Only recurring batches should be left in your Series Post after the necessary transactions have been posted. The General Ledger will always be the last module to close.
Once all of the above are closed, users should mark the period as closed within the Fiscal Period Setup window in GP.
All of the above should be repeated at the end of each period. Given these are repeated processes, users should consider adding them to a Checklist within GP.
One last item for users to remember when closing the month is that transactions for a new period can be posted without closing out the prior period.
Adam MacIntosh, Manager of Client Services with WebSan Solutions Inc., a Microsoft Dynamics Partner firm.
Lead – This is the qualifier for a sales opportunity. Perhaps someone you met at a trade show that might not be a qualified lead, but you want to keep in touch with them.
Opportunity – Once you qualify your leads, you would convert them to an opportunity. For example, a lead that you have spoken to whom has shown interest in your product.
Account – Once you have closed business with that person, you would 'win' the opportunity and convert the person / company to an account.
Adam MacIntosh is the Manager of Client Services with WebSan Solutions Inc, a Microsoft Dynamics Partner firm.
One of the powerful marketing tools on Microsoft Dynamics CRM is an Email Template which will allow your sales team to mass email groups of contacts.
To create Email Templated within CRM, navigate to the Settings Tab, then Templates under the Business section. Select the Email Template button.
Note: The Outlook Client & Web Client will both look slightly different. However, both have the same options, so users should be comfortable using both.
CRM will then ask the user for a Template Type. This will restrict the template to certain groupings of data from within CRM. For example, if one selects a Template Type of ‘Contact’, CRM will restrict the template data to CRM contacts.
At this point, users will be presented a standard email window. Fields denoted with a red asterisk are mandatory. In this window, one can manually type out an email, just like a regular email. To insert dynamic fields into the template, such as the contact’s name, select Insert / Update. This will insert a yellow highlighted field into the template, linked to the original Record Type (i.e. User, Contact, Account, etc). Users can even copy & paste images into this email.
Adam MacIntosh is the Manager of Client Services with WebSan Solutions Inc, a Microsoft Dynamics Partner firm.
Users should keep in mind that all banking transactions need to be processed through a Chequebook ID in order to display in that bank subledger & that one should NEVER post a general journal entry to a bank GL account. When we look at the Bank Transaction window, there is only a single Chequebook ID to allocate the transaction to. This is the account to which this transaction will apply. You will see in the lower portion of this window, you must explicitly state the other half of the GL portion of this entry. This should NOT be a bank GL account as a general journal entry to that bank GL will not affect that bank’s subledger.
A transfer of funds from one account to another should be completed through the Bank Transfer Entry window where possible. You will see on this window that there are two Chequebook IDs that must be identified. Thus, this transaction will affect two separate bank subledgers. One can only use this window wherein one of the account currencies is the functional currency (this is due to how GP treats the entries and is a restriction of the system). When you need to enter these types of transactions, you will have to enter TWO separate bank transactions. One will be an Increase Adjustment to the ‘to’ account, the other a Decrease Adjustment to the ‘from’ account while using a clearing account to flow the funds through.
I thought I would share a couple useful posts from our friends at Dynamics University
Who Posted this Journal Entry?
Encumbrance Management for Non-Profits
Printers get jammed! It happens ... sometimes even when you are printing a cheque. Fear not, there is a solution. If your GP environment does not allow Duplicate Cheque Numbers (as per the Chequebook Maintenance window), you can simply add (or subtract) a leading zero from the Next Cheque Number field & voila, its a new, UNIQUE cheque number for GP to use.
Often, clients will ask why a particular Cash Receipt is not displaying in the Bank Reconciliation when it comes time to close the month. Many times, users will forget that a Bank Deposit is required before the transactions will display in the Chequebook subledger. This is an important security step as the same person receiving funds should not be the same person depositing those funds into the bank. Further, cash receipts are often grouped together when deposited into the bank, thus, making one single large bank transaction instead of many small transactions which may need to be reconcile.
To complete a Bank Deposit, navigate to Transactions > Financial > Bank Deposit. In this window, you will find three Types: Deposit with Receipts, Deposit without Receipts, Clear Unused Receipts. We recommend all clients use only Deposits with Receipts as this forces users to perform Cash Receipts from a Customer in order to deposit funds into the Bank. Depositing without Receipts can cause differences between the General Ledger and the Chequebook subledger due to the fact that the Bank Deposit Entry window does not have General Ledger distributions associated with it. Clear Unused Receipts only applies to situations where a Cash Receipt should not be deposited in the Bank which can also lead to differences between the General Ledger and the Chequebook subledger.
Our clients will often have the need to attach supporting documentation to transactions within Dynamics GP. These might be for odd / correcting entries, entries required by auditors, or large dollar value entries. Further, it is good practice to attach supporting documentation for transactions if possible.
To attach supporting documentation to a transaction within GP, select the yellow paper icon beside the transaction number within the entry window for that transaction. This icon is also available within master data setup widows & essentially every other window within GP. Once within this window, select the paperclip icon at the bottom of the window (Note: Your system admin may have to enable this functionality to have this icon appear). This will open a new OLE Container window wherein one can select Edit > Insert New Object. From here, the process is as simple as selecting the file & clicking Attach within the note window.
WebSan has found this feature very helpful to our clients whenever they need to track down the supporting documentation for a transaction. As transactions move throughout there life-cycle in Dynamics GP, they will maintain the supporting documents attached to them, making audits a breeze.