Archive for April, 2010

50 Tips for Getting More out of Microsoft Dyanmics GP

Thursday, April 29th, 2010

Thanks to Mark Polino who presented these 50 tips for getting more out of Microsoft Dynamics GP:

1. Explore GP with Better Navigation

2. Brighten Things Up with Red Required Fields

3. Clarify Processes with Window Notes

4. Speed Things Up with Quick Links

  • Use Quick Links on the Home page for fast access to favorite windows, navigation lists, web pages, external apps and files.
  • Click the Pencil to edit and select Add or Modify to change. Use Up or Down to change order.

5. Improve Organization on the Navigation Bar

  • Reorganize the Navigation Bar for faster access to highly used areas
  • Click Configure Buttons on the bottom right. Click Navigation Pane Options
  • Use this to turn buttons on or off and reorder the navigation pane buttons
  • You can also show more or fewer buttons and add windows, Smartlists, web pages, etc. from the Configure Buttons menu

6. Gain Insight Into the Home Page Metrics

7. Get New Benefits from User Classes

8. Take Control with User Classes and Smartlists

9. Open Windows on Startup with the Shortcut Bar

10. Copy and Paste Header with Data in SQL Management Studio

11. Correct entries that didn’t originate in the GL

  • By default entries not originating in GL can’t be changed with GL correction entry
  • • This is controlled with a setting in Get an unposted entry for posting or adjustment
  • • http://msdynamicsgp.blogspot.com/2010/02/weekly-dynamic-correcting-entries-that.html

12. Control Entry with Allow Transaction Entry

13. Gain Audit Control with Posting Numbers

  • Turn on Posting Numbers for a second GL transaction numbering scheme
  • These numbers are “gapless” for better audit reporting
  • Setup->Company->Company, Options. Check “Enable Posting Numbers in General Ledger”
  • Select to reset by year or period below
  • These numbers will now appear on posting reports throughout the system including as a option in Smartlists

14. Get Complete Transactions with Taxes in Journal Entries

15. Control Bank Reconciliations with Grace Periods

16. Change up Payables with the Edit Check Batch window

17. Improve Picking with Picking Instructions

18. Improve Reporting by Properly Closing a Purchase Order

19. Move Things Around with In Transit Inventory Transfer

  • New in version 10, In-Transit Inventory provides a mechanism to move Inventory between company sites
  • Allows Transfer documents, site receiving and shipment tracking via web and prevents sale during transfer
  • Transactions->Inventory->In-Transit Transfer Entry

20. Improve Reporting with Purchasing Control Account Management

  • Purchase Control Account Management allows for the temporary allocation of Accounts Payable to a segment of the chart of accounts. Usually this represents a department or division. This is followed by an automatic reversal after month end
  • Allocation is based on the expense accounts for open AP
  • This is a Routine that is run at a regular interval like month end
  • http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-control-account.html

21. Improve Transparency by Showing Payment Accounts

  • When applying payments as part of an AP or PO related transaction, the payment accounts are rolled up
  • There is a setting that doesn’t roll up the accounts and makes the transaction easier to understand
  • To Activate go to Tools->Setup->Company->Company and check

22. Prevent Errors with DocDateVerify

  • Free DocDateVerify utility from MS prevents subledger entry to non-existent fiscal years.
  • Contact MS or your Partner for a copy.

23. Smooth Accounts Payable with Scheduled Payments.

24. Gain Reporting Control with Tax Dates

25. Control Your Inventory by Preventing the Sale of Discontinued Items

  • Discontinued items can be sold until gone by default
  • Typical advice is to write off items to prevent sale if necessary
  • A setting can prevent the sale of discontinued items without writing off the items
  • Turn it on at Tools->Setup->Sales->Sales Order Processing, Options, Uncheck “Allow Sales of Discontinued Items” in the bottom grid area
  • http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-prevent-sale-of.html

26. Speed Up AR Aging by NOT Printing the Report

27. Speed Up Collections Management with Paid Transaction Removal

  • With a large number of open transactions, the Collections Management windows can bog down and move slowly
  • The only solution is to run the Paid Transaction Removal routine
  • Run the Paid Transaction Removal Routine in Project Accounting first (if applicable) then in AR
  • Paid Transaction Removal moves paid transactions from Open to History. It does not delete data
  • http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-speed-up-collections.html

28. Undo Errors with Referenced Transactions

  • In Project Accounting transactions (Timesheet, Equipment, Etc.) you can change the transaction type from Standard to Reference
  • Reference transactions refer back to a previous transaction and allow you to change transaction lines
  • They accept negatives and can be used to move transactions between projects and cost categories
  • Reference transactions cannot exceed the original transaction so they are safe for moving information
  • http://msdynamicsgp.blogspot.com/2009/02/weekly-dynamic-project-accounting.html

29. Speed Setup with Budget Line Update

  • If you wanted to add a cost category to multiple projects in the past it was a painful experience
  • Now with Budget Cost Category Roll out you can push a cost category to multiple projects
  • Start at Tools->Routines->Project->Update Budget Lines
  • Pick a cost category. Optionally set defaults. Select projects to roll out to by moving them from left to right. Optionally choose to add this to templates as well. Click Process
  • http://msdynamicsgp.blogspot.com/2008/12/weekly-dynamic-update-budget-lines-in.html

30. Spread Project Costs with Project Allocations

  • Sometimes companies want to collect costs in a project and allocate those costs across multiple projects
  • GP 10 Project Accounting now supports this with Project Allocations
  • Setup in Cards->Project->Project Allocations
  • Specify From and To Projects, Cost Categories, Allocation Type and Misc Transactions and Cost Categories for the allocation transactions
  • http://msdynamicsgp.blogspot.com/2008/10/weekly-dynamic-project-allocation.html

31. Spread Payroll Costs with Benefit Allocations

  • If you are using GP Payroll, you can apply payroll benefit costs to projects based on project timesheet data
  • Tools->Setup->Payroll->Benefit to setup a benefit
  • Cards->Project->Cost Category , Go Button (upper right), Benefits – Associate Benefit with a Cost Category
  • Pick benefits and choose to allocate by time or cost and select a misc log transaction to hold the allocation transactions
  • Tools->Routines->Project-Benefit Allocation actually runs the allocation and creates misc. log transactions
  • http://msdynamicsgp.blogspot.com/2008/10/weekly-dynamic-project-accounting.html

32. Create Assets from Project with a simple process.

  • A connection between PA and FA doesn’t exist
  • To turn a project into an Asset, setup a “Transfer to Asset” cost category
  • Once the project is done, create a negative Miscellaneous Log transaction to the Transfer to Asset category for the full amount of the project. The GL should be an offset credit to project costs and a debit to the FA clearing account
  • Create an asset from the amount in FA clearing
  • This process retains project details for auditing and reporting but project nets to zero.

33. Distribute FRx Reports Directly as Excel Files for Greater Compatibility

  • In FRx on the Output Tab, Output options, change the default FRx Drilldown Viewer to Formatted Excel

34. Improve Custom Report Writing with a Table Reference

  • Determining the appropriate tables for Dynamics GP can be time consuming using standard GP resource definitions
  • Use our Excel based Table Reference instead
  • http://www.box.net/shared/jc90kdsh2k

35. Control Smartlist printing with Column widths

36. Get Reporting Flexibility with Excel Report Builder

37. Gain Valuable Insight with Analysis Cubes

  • Analysis Cubes offer pivot table style looks into all of your Dynamics GP data

38. Get Free Spell Check Functionality In Dynamics GP

  • WillowWare, a 3rd party vendor, offers free spell check functionality for Dynamics GP
  • This is a CNK file so it’s an easy install
  • Registration required
  • http://www.willoware.com/spellcheck/

39. Personalize Internet Options with Internet User Defined fields

40. Make Logging On Easier with a Caps Lock is On Warning(VBA)

41. Control Licensing By Preventing Users from Logging In To Multiple Companies (VBA)

42. Reduce Errors with Colored Backgrounds Per Company

43. Resolve issue by turning off Outlook connections

44. Understand Security With Information About the Default Security Roles

  • There is a document which lists all the default GP Roles and descriptions of how they are used
  • It provides a great starting point for working with security
  • Download it here: http://www.box.net/shared/sgggsvnazv

45. Troubleshoot Security Issues with the Security Profiler

46. Get Group Help with Social Media – Blogs, Twitter, YouTube

  • Social Media sites provide additional avenues for support and learning

47. Watch Your Way to Greatness with CustomerSource Online Training Videos

48. Watch Your Way to Greatness with CustomerSource Online Training Videos
49. Use Screen Shot Capture and Email from the Support Debugging Tool for Precision Help

50. Show Security Details when access is denied

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Why CRM Implementations Fail

Wednesday, April 7th, 2010

With CRM systems becoming more affordable and functional, more companies today are turning to CRM to change the way they do business. For companies from start-ups to Fortune 500’s, a well-implemented CRM system can increase operational efficiencies, boost sales and productivity, improve customer satisfaction, and contribute to the overall development of the business. And with advances in features around Business Intelligence (BI), many businesses have used CRM to establish intelligent business systems and gain visibility into their organizations.

“Purchasing a new CRM system can be a business-transforming decision rather than just another IT spend,” according to Cherie Zydel, the Microsoft Dynamics Practice Director at Axis Accounting Systems. “However, like with any software implementation, many CRM implementations are doomed to fail before they even begin.”

Here are four of the most common reasons why CRM implementations fail:

1. Customers Skimp
The do-it-yourself mentality has caught on among CRM installers thinking that going it alone will ultimately result in a less expensive implementation. Unfortunately, without the planning and design of experienced project managers and consultants, these implementations invariably get dragged out well past their projected go live date, resulting in a poorly-installed system, untrained employees, frustrated users at all levels, and a failure to execute the goals for which the system was implemented in the first place.

2.Lack of a defined sales process
CRM technology is not going to define a sales process on its own. It can, however, greatly improve the effectiveness of a solid existing sales process. Or if no sales process exists, it can be implemented along with a well thought out CRM system. “A CRM implementation is a great opportunity to improve and define your sales process,” says Zydel. She encourages clients to use what she calls a “bumper bowling” approach to sales that sets up a process for success that can be repeated over and over again. “Take the time to look at your sales success and use the CRM system to help you do it over and over again,” she advises.

3. Lack of executive sponsorship
CRM is frequently brought in to solve an operational problem. The executives who are funding the implementation, however, will often tighten the project budget because they are not dealing directly with the problem the way front line users are and they cannot see the need for a solution as clearly. Getting backing from executives who understand the problem and the benefits of a solution gives the project the momentum it needs to result in a successful implementation. “Start with the executive vision and drive that through to the end users,” says Zydel.

4. Failure to integrate with existing systems
Looking at a CRM solution as solely a sales application can limit the effectiveness of your system. Zydel recommends taking the time to integrate your CRM system with other business critical systems such as your accounting or billing systems. Systems that can share data provide more reliable information and eliminate the need for employees to spend time entering information into multiple systems. “The result,” says Zydel, “is more accurate reporting, higher user adoption across multiple divisions, and a 360 degree view of each client.”

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