Microsoft Dynamics GP User Group (GPUG®)

Microsoft Dynamics GP User Group (GPUG®)
Welcome! Microsoft Dynamics GP User Group (GPUG®) Colorado Regional Chapter Meeting [November 19, 2013] Connect Learn Share Edit your regional chapter location Regional Chapters

Housekeeping Lunch should arrive around 11:30 AM
Casual event, feel free to contribute We are all volunteers, enjoy and step up Make sure to sign in so we have attendance Door prizes

Agenda 11:00 Welcome & GPUG Information 11:30
Member Showcase –Republic Financial 12:00 Year End Close - Njevity 1:00 1099 Best Practices - McGladrey 1:30 Mekorma – GP Macros

Welcome & Introductions
Name Company Role in Company We recommend talking about Convergence – sharing the value gained. Also look at the Ice Breaker tool for ideas to make introductions more fun and informative

About GPUG Founded in 2007 Officially recognized by Microsoft
The largest, independent group for users of Microsoft Dynamics® GP Over 4,300 company members (25,000+ individual members) Users Microsoft Partners

Activities Events Online Activities Webinars Peer Networking Academy
Events: GPUG Summit, Regional Chapters Online Activities: GPUG Collaborate, Tech Tips, website is full of information Webinars: each month (Special Interest Groups, Lunch & Learn, etc.) Peer Networking: Regional Chapter meetings, GPUG Collaborate, pick up the phone for SMEs, Microsoft Conduits (focus groups) Academy: over 60 distance learning courses, CPE credits, 25+ classroom courses at GPUG Summit Events Online Activities Webinars Peer Networking Academy

Keep up on what’s happening in GPUG and in the world of Dynamics GP.
Connect Learn Share Meet like-minded GPUG members and access your network anytime, anywhere. Keep up on what’s happening in GPUG and in the world of Dynamics GP. Share your Dynamics GP experiences and gain insight from the GPUG community. Keep this slide in if you are not doing the Collaborate demo

Upgrade Today: email membership@
GPUG Membership Premium Member Small Business 1-9 GP Licenses $400 USD/year Mid-Market 10-49 GP Licenses $700 USD/year Enterprise 50+ GP Licenses $950 USD/year Upgrade Today: gpug.com Unlimited Workshops, Webinars & Roundtables Free Regional Chapters Special Interest Groups Microsoft Conduits CPE Credits Discounted GPUG Summit Registrations Discounted GPUG Academy Courses And so much more!

Republic Financial Corporation
Member Showcase Featuring: Republic Financial Corporation Regional Chapters

Member Showcase Who We Are and What We Do What Modules We Use
Number of Users How Long What ISV's and How We Use Them Favorite Module and Why Tips & Tricks / Way to Improve Processes (what surprised you that you didn’t know) Where Do They Go for Answers Questions? This can be defined by the user who is presenting. Not all bullet points need to be covered – this is just a list of ideas. Should last around 20 minutes and open it up to questions. Another nice feature when holding at a user site, is to offer tours before or after the meeting. Great way to show off!

Private Investment Firm Special Assets Commercial Aviation Portfolio Companies Headquartered in Greenwood Village with a remote office in Dublin, Ireland 65 employees Over 40 years in business

New to Dynamics GP Running Dynamics GP 2010 SP3 Implementation Project Kickoff October 2012 Migration from Oracle Financials (11 years) 4 - 5 month project GO LIVE January 1, 2013 Partner - Njevity

Hosted on-premise Multiple Company Databases (6) Multi-entities (350) Multi-currency GP Products Financial Series – GL, AP, AR Smartlist Builder Extender Management Report Integration Manager

ISV Products Mekorma MICR – check printing Binary Stream – multi-entity management Encore – bank reconciliation Encore – electronic reconciliation Bassets – fixed assets (units of production depreciation) Rockton – Smartfill Ariett Xpense Reporting

Critical Success Factors Data Migration of Oracle Data Restructure the Chart of Accounts Replace Excel Consolidation Reports with System Generated Reports using Management Reporter Implementation of Bassets Fixed Assets for Units of Production Depreciation Implementation of Binary Stream Multi-Entity Management Setup New Company in Dynamics2Go (Cloud) and then migrate back to Hosted GP

Data Conversions Account strings 8,640 Total vendors Open AP transactions 346 GL transactions 3,285 Checkbooks and EFT setup 61 Assets into Bassets 238

Configurations Smartlists SQL Views Window modifications 11 Extender Items 9 Management Reporter Reports 55

Lessons Learned Start with what the end reports must be when setting up the new system Convert at the end of the reporting year(if possible) Take into account audit requirements Allow adequate time for testing of the converted data and end reports

GPUG All Star; Dynamic Communities
Year-End Close: Tips & Tricks Authored by Bob McAdam GPUG All Star; Dynamic Communities Regional Chapters

AGENDA Goals Review Year-end Checklist
Review the common year-end process Provide help with specific issues Review Year-end Checklist Overview & Comments Step through applicable windows in GP In this session we will cover the main steps and certain tips regarding year-end closing. I am assuming that your year-end is December 31st. We will also look into some of the materials and tools available from Microsoft and Tribridge. Finally, we will leave time for Questions and Answers and maybe some debate among your peers. Before we start, I would like to get an idea of what your expectations are and what areas you expect me to cover. Specifically, I would like to know if your company utilizes the Dynamics GP Payroll module. Please indicate which year-end payroll process you are using via a group poll so I can tailor the webinar based on your company’s needs. Ok then. Unless you have any questions or comments, let’s get started. Again, I will mute the line until we’re ready for questions.

YEAR-END CHECKLIST Finalize any/all applicable transactions
Reconcile submodules to G/L Print necessary reports & file Make a backup when finished Begin closing process

MODULE CLOSING ORDER SOP & POP Inventory Receivables Payables
Fixed Assets Payroll General Ledger

Did you make your backup yet???!!!!

CLOSING SUBLEDGERS PROPERLY
SOP & POP modules No specific Y/E close process in either module SOP: Double-check for any applicable invoices/returns and post POP: Double-check for any applicable receivers/invoice matches and post POP: Received/Not Invoiced report ties out your ‘Accrued Purchases’ liability account Reports>Purchasing>Analysis>Rec’d/Not Invoiced

Time for another backup…

Inventory Control (IC) Wrap-up year-end physical count & related variance/adjustment transaction postings Run the IC year-end closing process Routines>Inventory>Year-end Close Notes: Inventory Batches – “Post to G/L” checkbox Discussion of ‘Master Posting’ window Reports>Inventory>Activity>Stock Status Report

Receivables Management (RM) Complete monthly processes, including posting all non-recurring RM batches, aging reports, etc. Review ‘Unapplied Documents’ report Reports>Sales>Analysis>Unapplied Documents Run the RM year-end closing process Routines>Sales>Year-end Close Save new year transactions to batches for now Discussion of ‘Customer Summary’ window

Payables Management (PM) Complete monthly processes, like RM module Run 1099s for tagged Vendors (if needed) Routines>Purchasing>Print 1099 Edit 1099s: Cards>Purchasing>Summary>Period Run the PM year-end closing process Routines>Purchasing>Year-end Close Two closes required if not on calendar year One for 1099s; one for year-end process

Fixed Assets Management (FAM) Close out Payables module before beginning Double-check that all transactions – additions, retirements, etc. – are posted Double-check that final depreciation routine and related G/L interface process are complete Run the FAM year-end closing process Routines (Financial Tile)>Fixed Assets>Year-end

United States Payroll (UPR) Year-end processing ALWAYS 12/31 Confirm status of any new updates from Microsoft Process final payroll & period/qtr procedures Build the Year-end Wage file/table (UPR10101) Routines>Payroll>Year-end Closing Holds all info needed to produce W-2s & 1099-Rs Review & Edit W-2s & 1099-Rs (if needed) Routines>Payroll>Edit W-2s Routines>Payroll>Edit 1099-Rs

United States Payroll (continued)… Print W-2s & 1099-Rs Routines>Payroll>Print W-2s Routines>Payroll>Print 1099-Rs Apply new Dynamics GP Tax Tables Available via ‘CustomerSource’ download Maintenance>US Payroll Updates>Check for Updates Typically, new tax tables installed after payroll close New calendar year payroll can now be processed

FINALIZING THE Y/E CLOSE
General Ledger (GL) ALWAYS the final module to be closed!!! Doesn’t need to be closed immediately like others Finalize adjustments; post ‘Single Use’ batches Print Detailed T/B & MR/FRx financials (optional) SKIP the ‘Period Consolidation’ process Routines>Financial>Period Consolidation

General Ledger (continued)… Double-check ‘Posting to History’ setting Setup>Financial>General Ledger Allows posting to most-recent closed fiscal year only Also check ‘Maintain History’ & R/E acct. while here Run the G/L year-end closing process Routines>Financial>Year-end Closing Click ‘Close Year’ button only once ! Edit R/E account and/or next JE number (not common) Issue w/ financials if delayed past 1st new acctg period

Ancillary items (iii) Before closing G/L, create a simple ‘Accounts’ SmartList and review “Posting Type” settings KB# provides ‘surgical’ fix steps Close the TEST database first if you prefer Fiscal Periods Setup Maintenance Setup (Administration Tile)>Company>Fiscal Periods Be sure all 2010 module boxes are closed Create a new calendar for 2011 module postings

IF CLOSING IN GP 2013…

Questions?

& Zubin Gidwani, Dynamic Budgets
1099 Reporting Best Practices Authored by Mike McDowell, Mekorma & Zubin Gidwani, Dynamic Budgets Regional Chapters

Agenda Understanding how GP records 1099 amounts
Researching and validating 1099 data How to edit 1099 data TIN Matching 3 approaches to managing 1099s Printing / Filing Q & A

Understanding how GP records 1099 amounts
1099 amounts are stored in the vendor summary records AP determines transaction by transaction where amounts record Prior to GP 2010 need PSTL to update 1099 amounts GP Update 1099 Information & amounts - all or nothing GP 2013 – edit 1099 transactions by transaction

Understanding how GP records 1099 Amounts
Vendor Cards From the Vendor Card, select the Options tab to view the Tax Type and 1099 Box

Routing 1099 amounts at Transaction Entry
Understanding how GP records 1099 Amounts Routing 1099 amounts at Transaction Entry

Understanding how GP records 1099 Amounts
1099 Details As the payment transactions post, the system updates the YTD 1099 Summary amount on the vendor record To view & Edit 1099 detail information: Cards -> Purchasing -> 1099 Detail To view 1099 detail: Inquiry -> Purchasing -> Vendor 1099 Details

Why would a 1099 Summary be wrong?
Understanding how GP records 1099 Amounts Why would a 1099 Summary be wrong? The Vendor Summary buckets update with appended amounts from each transaction as the transaction posts. You can change a vendor’s “1099 Type” at will, as many times as you wish. Prior posted transactions do not change automatically, only new posted payment transactions will accumulate in the new bucket.

Researching and validating 1099 data
Recipients (start with SmartLists) Addresses Formal Name per IRS records Tax ID Box Types 1099 vs. non-1099 qualified payments to 1099-vendors

Compare Transaction Summaries to 1099 Amounts
Researching and validating 1099 data Compare Transaction Summaries to 1099 Amounts If you don’t “Trust” your 1099 summaries, you can review transaction summaries with the following SQL Query Disclaimer: SQL Scripts can damage or destroy data. Use these scripts with caution on a test system first. Backup your database before using. Use the following script is at your own risk. We take no responsibility for any harm or data loss caused by these scripts nor do we warranty the validity of the results. The script is provided to assist your 1099 research activities, and must be independently validated against core system reports should you attempt to use these for final data extraction.

Researching and validating 1099 data
Sample SQL Query for 1099 amounts based upon Payables Transactions Available on Share My Code (http//dyndir.com) SELECT TOP (100) PERCENT CAST(DB_NAME() AS char(5)) AS CompanyDB, dbo.PM30200.VENDORID, SUM(dbo.PM30200.DOCAMNT) AS SumOfDOCAMNT, dbo.PM00200.VNDCHKNM, dbo.PM00200.ADDRESS1, dbo.PM00200.ADDRESS2, dbo.PM00200.CITY, dbo.PM00200.STATE, dbo.PM00200.ZIPCODE, dbo.PM00200.PHNUMBR1,dbo.PM00200.TXIDNMBR, dbo.PM00200.VENDSTTS, dbo.PM00200.TEN99TYPE, SUM(dbo.CM20200.TRXAMNT) AS SumofTrxAmt, dbo.CM20200.CHEKBKID, dbo.PM00200.USERDEF1 FROM dbo.CM20200 INNER JOIN dbo.PM30200 ON dbo.CM20200.CMTrxNum = dbo.PM30200.DOCNUMBR AND dbo.CM20200.CHEKBKID = dbo.PM30200.CHEKBKID INNER JOIN dbo.PM00200 ON dbo.PM30200.VENDORID = dbo.PM00200.VENDORID WHERE (dbo.PM30200.DOCDATE > CONVERT(DATETIME, ' :00:00', 102)) AND (dbo.PM30200.DOCDATE < CONVERT(DATETIME, ' :00:00', 102)) AND (dbo.PM30200.VOIDED = 0) AND (dbo.CM20200.VOIDED = 0) GROUP BY dbo.PM30200.VENDORID, dbo.PM00200.VNDCHKNM, dbo.PM00200.ADDRESS1, dbo.PM00200.ADDRESS2, dbo.PM00200.CITY, dbo.PM00200.STATE, dbo.PM00200.ZIPCODE, dbo.PM00200.PHNUMBR1, dbo.PM00200.TXIDNMBR, dbo.PM00200.VENDSTTS, dbo.PM00200.TEN99TYPE, dbo.CM20200.CHEKBKID, dbo.PM00200.USERDEF1 HAVING (dbo.PM00200.TEN99TYPE > 1) AND (SUM(dbo.PM30200.DOCAMNT) >= 600) ORDER BY dbo.PM30200.VENDORID (TEN99Type>1 will exclude “not 1099” vendors)

Editing 1099 Data in GP2010 or later
How to edit 1099s Editing 1099 Data in GP2010 or later Tools -> Utilities -> Purchasing -> Update 1099 information

Enhanced Edit 1099 functionality in GP 2013
How to edit 1099s Enhanced Edit 1099 functionality in GP 2013 GP 2010 edit 1099 status was an all or nothing action. You would reclassify the vendor and their transactions for the year or date range. Now in GP 2013, you are able to review and edit individual transaction details, amounts, 1099 box, or 1099 type.

Enhanced Edit 1099 functionality in GP 2013
How to edit 1099s Enhanced Edit 1099 functionality in GP 2013

Best Practices: Tin Matching
As Part of your Vendor Maintenance: Perform Tin Matching as part of the New vendor creation process “Offer” to withhold payment until correct information is submitted and validated Near final bulk TIN match in December Double Check record validity Validate EIN vs. SSN number format Review for appropriate box types (rent, medical) Reminder: Box 14 Gross Proceeds paid to an attorney is for legal settlements only. Legal Services are recorded under Box 7 non-employee compensation

Why Tin Match Requirement for Payer To Secure a TIN Initial solicitation - for all payees, you must make the initial solicitation when the payee opens an account or when the transaction occurs using Form W-9 to request the taxpayer identification number. The IRS CP2100 or CP2100A Notice CP2100 and CP2100A notices are notices that inform a payer that he or she may be responsible for backup withholding. This may be due to missing or potentially incorrect taxpayer identification numbers identified during the processing of Form 1099 information returns. It is accompanied by a listing of missing, incorrect, and/or not currently issued payee TIN. Large volume filers (250 or more erroneous documents) receive the CP2100 notice, while all other filers receive the CP2100A notice. Payers face potential fines of $100 per each 1099 filing with a missing or invalid TIN "B" Notice If the IRS sends you a "B" notice indicating an incorrect payee TIN, you are required to backup withhold 28% from a payee no later than 30 days after receipt. Backup withholding until the payee furnishes a TIN and certifies that it is correct.

IRS Tin Matching Various 3rd parties will submit on your behalf (~$135 for up to 100,000 records) Free through IRS e-services Program Summary TIN Matching tutorial Required IRS e-services Personal Registration Information Legal name (verified with IRS & SSA records) Social Security Number (verified with SSA records) Date of birth (verified with SSA records) Telephone number , address Adjusted Gross Income (AGI) from either your current year or prior year filed tax return (verified from IRS records) Home mailing address (verified from IRS records). If you have moved since you last transacted with the IRS, please update your information when registering.

IRS TIN Matching The TIN Matching e-services allow “authorized payers” the opportunity to match 1099 payee information against IRS records prior to filing information returns. An authorized payer is one who has filed information returns with the IRS in at least one of the two past tax years. Interactive TIN Matching will accept up to 25 payee TIN/Name combinations on-screen Bulk TIN Matching will allow up to 100,000 payee TIN/Name combinations to be matched via a text file submission. Both programs will: Match the payee with W-9 name and TIN with IRS records; Decrease backup withholding and penalty notices; Reduce the error rate in TIN validation. The TIN Matching system is accessible 24 hours a day, 7 days a week.

TIN Matching Results Tin1 Name 1 Tin2 Name 2 Tin3 Name 3 Tin4 Name 4

3 Methods for 1099 Reporting Native Dynamics GP Printing & manual filing Greenshades –GP integrated software with service bureau offering 1099Pro – stand-alone software with service bureau offering

Native Dynamics GP 1099 Process
1st Method for 1099 Reporting – Native GP Native Dynamics GP 1099 Process Allows you to print 1099s for recipients Federal Summary Report (1096) In GP2010, it does not generate the Federal summary report (1096), it has to be manually created In GP2013, it does generate the Federal summary report (1096) Must manage filing or e-filing process on your own

1st Method for 1099 Reporting – Native GP
Printing 1099 To Print: Tools-> Routines -> Purchasing -> Print 1099 Enter your Company information to be printed You can print all Vendors or enter a range Print option for printing an alignment only form

1st Method for 1099 Reporting – Native GP
Adjusting the 1099 Form If the form alignment does not match your forms you will need to print to screen and edit in report writer. From the screen shot of the alignment form Click ‘Modify’ Once changes are made File->GP will return you to GP

Look for changes in forms with GP software updates
1st Method for 1099 Reporting – Native GP Look for changes in forms with GP software updates For the 2013 year end, an update was made to the 1099 form so all customers must apply the year end update. Such changes are typical each year, so be sure to refer to Year End updates to ensure your program is up to date: Sample Links: Year End Update website: Only GP2010 and GP2013 are supported with Year End Updates currently so customers on GP10 or previous must upgrade to at least GP2010 to be eligible for the update.

Year End Forms Printing
2nd Method for 1099 Reporting – Greenshades Year End Forms Printing Prints recipient copies of Federal W-2 and Federal 1099s directly to Blank Paper Perforated Paper and Envelopes available Print all forms, single form, or range of forms Search information on forms to print Secure administrator controls over all functionality Single source management of forms distribution, corrections and changes Full reporting functionality including: Employee requested changes Print history Electronic filing confirmations Totals by company, state, dept or many more

2nd Method for 1099 Reporting – Greenshades
Administrator Control Screen

2nd Method for 1099 Reporting – Greenshades
Forms Editing Edit Form Information in Visual Forms Viewer Error Checking and Auto-Summing Fields

Recipient Distribution
2nd Method for 1099 Reporting – Greenshades Recipient Distribution Offer electronic reprints available directly from a recipients home/office computer Print, Edit, and Re-issue easily Perforated Paper and Envelopes available Mail Service Printing, stuffing, and mailing Includes postage for as low as $1.05 per form

Employee Access Screen
2nd Method for 1099 Reporting – Greenshades Employee Access Screen

3rd Method for 1099 Reporting – 1099Pro
1099Pro Software Stand alone software for 1099 printing and e-filing services

Dynamics GP enhancement requests
Submit your feedback directly via the connect URL (left) or from the Communities Portal, Resources > Product Suggestions Add Federal Summary Report to support 941 filings Explore eFiling possibility Other?

Questions?

Multi-Batch Print & Post
Managing Multiple Checkbooks Made Easy with Mekorma MICR and Multi-Batch Print & Post With Ora Goldman Thank you. I’m <your name> By a show of hands, how many of you already own Mekorma MICR? If everyone owns Mekorma MICR: OK. It looks like everyone here already uses Mekorma MICR. So I will skip past the basics. If some people do not own Mekorma MICR: OK. It looks like most of you own Mekorma MICR, but there are still a few out there you haven’t come aboard yet. For those who are less familiar, I’m going to take three or four minutes here just to go over the basics of Mekorma MICR. Then we will get into all the new stuff that is available that you have been paying for with your enhancement agreement. At the end, I’ll give you a look at our new automation product, Multi-Batch Print & Post.

Agenda Multi-Batch Print & Post Mekorma MICR Basic EFT/DD Support
Secure Approval Workflow

Multi-Batch Print & Post
ALL batches from ALL companies from ONE window Optional control using Secure Approval Workflow EFT Remittances to Vendors Post EFTs automatically after printing/ ing Save up to 75% of time processing PM payment batches

Mekorma MICR Basic At its base, Mekorma MICR turns this…into….

Mekorma MICR Basic Or this…three-part check on bottom

Mekorma MICR Basic Or this…three-part check on top

Mekorma MICR Basic Or this…z-fold.
Mekorma MICR can also print check in the middle, legal-size checks, two-third length stubs and many other formats.

Mekorma MICR Basic Avoid mis-numbered checks
Easy and cheap to order stock Increased security No worries about getting the right stock into the printer Easily add or change logos Quick to make changes when needed By starting with blank check stock, you Avoid misnumbered checks Easy and cheap to order stock Increased security No worries about getting the right stock into the printer Quick to make changes when needed (tell story about company whose account info was stolen and they changed their info and had new checks in about an hour.)

Mekorma MICR Basic Automatic PDF copies
Suppress specific Benefits & Deductions YTD Accrued Vacation Print SOP information on Refund checks Wide array of available fields for stubs Notes fields POP / Project Series Check Image Archive Audit Log Custom integration available By starting with blank check stock, you Avoid misnumbered checks Easy and cheap to order stock Increased security No worries about getting the right stock into the printer Quick to make changes when needed (tell story about company whose account info was stolen and they changed their info and had new checks in about an hour.)

Encrypted Signatures Automatic Signatures by User ID
Any number of potential approvers Restricted to specific checkbooks Maximum approval amount by User 1 or 2 approvals required per check Based on payment amount Based on Vendor Class Encrypted Signatures You can setup any GP user as a potential approver. Each approver can assigned a maximum approval amount and be restricted to specific checkbooks. No matter how many potential approvers you setup, each check will still require 0, 1 or 2 approvers based on your rules. Those rules can be based on payment amount and/or Vendor Class. The signature images get stored with the rest of your company data in your SQL database. When you upgrade or move servers, your signatures automatically come with you. They are always ready. And they are encrypted so they cannot be pirated nor read from your database without the proper credentials. Most importantly, setting up your Signatures and passwords by User ID allows you to use Mekorma MICR’s Secure Approval Workflow. Before I show you how to use Signature by User ID, let’s talk a little bit about Secure Approval Workflow. Then I’ll show you how it all works together.

Secure Approval Workflow Batch is ready REQUEST APPROVAL
Approvers 1 Approver 2 Approvers No approval needed Approval needed REJECTED Payments go into MICR Reject Batch APPROVED Released for Printing Payment Sorted With Mekorma MICR Secure Approval Workflow, when payments are ready and in a batch, the person responsible for building the payments requests approval. This can be done from any GP window where payment batches can be built or edited. When the approval is requested, the batch is locked and a text or is sent to the approver or approvers. The approver reviews the check batch. Any payments the approver rejects are moved to the MICR_REJECT batch. A message and reason are sent to the Requestor so they can fix the payments. The approved payments are released for printing and a message is sent to the requestor to let them know to print the checks or generate the EFT file when they want to. Now, these are the basics. The workflow can be more elaborate if you need it to be. You can split payments batches so that only those payments requiring approval are sent for review while the ones not requiring approval are immediately released for printing. You can notify several approvers. Once payments are approved, the other potential approvers are notified that they do not need to do anything. Batch is ready REQUEST APPROVAL REQUESTER NOTIFIED

Workflow Scenarios & Demo
2 potential approvers 1 approval always 2nd approval over $5,000 Always use President’s signature Text notice 2 potential approvers Only 1 approval always Use approver’s signature notice I have here three hypothetical scenarios that can be used with Secure Approval Workflow. (read through scenarios) Scenario #1 offers a situation of two approvers of equal rank, both able to sign checks, with only one of approver’s signature being required. Scenario #2 offers a situation of two approvers, one with less authorization capabilities than the other, for example, an AP Manager and a Controller, and the Controller must approver the higher $ value checks/EFTs.

Workflow Scenarios & Demo
2 potential approvers Only 1 approval always Use approver’s signature notice Vendor Class Security— Vendors in the ACCTG vendor class never have signatures printed on their checks. Scenario #3 offers a situation where employees are reimbursed by the company, but some of the employees work for the Accounting department, and since they can’t sign their own checks, Vendor Class Security allows the CEO to exert additional separate controls over all the Acct. Dept. employees when it comes to issuing their checks/EFTs. These are just three examples. Secure Approval Workflow and automatic signatures can be used in a variety of ways.

EFT/DD Support EFT Security Email Remittances
All control rules apply to EFTs as they do to checks. Talk about ing EFT & DD Remittances (our customers wanted their mekorma formats and to be able to print custom fields) no word templates. DD ing not support in GP.

Thank You Ora Goldman

Ora Goldman, CEO Craig Klapman, President Mekorma
Know Macros? Ora Goldman, CEO Craig Klapman, President Mekorma

Agenda What is a Macro? Macro Examples Creating a Macro
Macro Gotchas and Maintenance Dexterity Assisted Macros Poll audience: How many of you are brand new to macros?

What is a Macro? A macro records steps you normally do manually for repetitive use. Why? Automate some of what you do without having to reach out to a developer. Every user can do their own that works for them. Save IT resources. Save clicks.

Macro Examples Inquiry Reporting Posting Testing Transactions
A couple of these examples are available in case you’d like to play with them. First I’m going to show you examples of macros before showing you how to set them up. I want to get you thinking about why these could be useful to you so that by the time I show you how to record them you’ll care about it. I’m going to describe each example and then explain the steps a user needs to do without a macro to achieve it. The macros are setup to create the same results with just one step.

Your Examples How have you used macros?

Inquiry Vendor/Customer Account Inquiry
Vendor or customer Account inquiry—constantly doing Inquiry, Purchasing, Trx by vendor. The default look ups aren’t what he wants, so it changes the lookup from vendor id to vendor name. It also changes the document sorting from doc # to doc date. And cursor in vendor name field.

Inquiry Steps without macro: Navigate Inquiry>Purchasing>
Vendor Inquiry: 3 clicks Change sort to date: 2 clicks Open advanced lookup: Change lookup to ‘contains’ vendor name: 6 clicks Total: 13 clicks Vendor or customer Account inquiry—constantly doing Inquiry, Purchasing, Trx by vendor. The default look ups aren’t what he wants, so it changes the lookup from vendor id to vendor name. It also changes the document sorting from doc # to doc date. And cursor in vendor name field. Our controller uses this 10+ times a day—that is 130 clicks With the macro it’s 1 click per use, 10 clicks. Even a handful of steps, if its done often enough, can be severely aggravating and the macro saves that. Show them the steps to do vendor inquiry Run the macro

Reporting Manual Journal Entry Review Purpose:
Pull all manual journal entries made in the previous month or previous day for review.

Reporting Steps: Financial>Smartlist Favorites> Account Transactions: 3 clicks Add source doc column: 5 clicks Search: 1 click Limit by GJ and date range 11 clicks Total: 20 clicks The macro gets you to the point where you can put in the date range you want to review—the user can put in whatever date range they want. Goes from 20 clicks to 1 click

Reporting Consolidated Trial Balance Purpose:
Prior month consolidated trial Balance pulling the relative date of the previous month for all companies. Used when closing out the previous month.

Reporting Steps: Run report 1 company: 6 clicks Switch companies 5 clicks Run report: Total: x add’l companies Total for 10 companies: 105 clicks With macro: 1 click Not only are there a lot of clicks, in many instances there are delays where you have to wait for something to complete before doing the next step. Automating with a macro means the whole process goes without you sitting there waiting.

Reporting Specific Account Detail Analysis Purpose:
Detail analysis, for general ledger accounts that are not next to each other:For example, if you wanted to pull all salaries and benefits and training but didn’t want sub contracted labor accounts or some travel accounts which were in the middle, you could set up a report option for salaries one for benefits and one for training and create a macro that runs one and then appends the other information.

Reporting Steps: Run 3 report options 1 company: 10 clicks Switch companies 5 clicks Run reports: Total: x add’l companies Total for 10 companies: 145 clicks Steps with macro: 1 click

Reporting Sales Scorecard Purpose:
To run Mekorma custom sales analysis with the current date range. We run this once a week for our management review meeting or whenever we’re curious how our sales are going. This example is also being used to show that we can use macros with custom windows.

Reporting Steps: Choose window from menus: 4 clicks Click process: 1 click Choose to show report to screen: 2 clicks Choose to skip other report: Total: 8 clicks It only saves 7 clicks but it is super handy not to have to think about it and to get up to the minute data right there in the meeting. Steps with macro: 1 click from shortcuts

Posting Daily Bank Deposit

Posting Steps: Navigate Transactions> Financial>Bank Deposits:
3 clicks Select checkbook: Print/save: 2 clicks Post/print posting journal: Total: 8 clicks steps for creating a Bank Deposit Go to Bank deposit (Transactions>Financial>Bank Deposits – 3 clicks, or from shortcuts – 1 click) Select checkbook (3 clicks) Mark all (this is default, no clicks) Print/save (2 clicks) Post/print posting journal (2 clicks) Total (8 clicks) Steps with macro: 1 click With multiple checking accounts—say 3—without macro: 24 clicks, with macro: 1 click With 3 checking accounts in 3 different companies—add 5 clicks for each switch to a different company. without macro: 34 clicks, with macro: 1 click

Posting Post SOP Invoice Batch Purpose:
Post Web Renewal—we have web renewals coming into a batch automatically. Our macro makes it easy to delegate posting to sales team and saves errors so that only this particular batch gets posted.

Posting Steps: Navigate Sales Batch Entry 3 clicks Select batch: 3 clicks or 11 keystrokes Allocate/Fulfill: 6 clicks Post: 1 click (plus 2 for each posting report) Total : 13+ clicks per batch Steps with macro: 1 click from shortcuts Plus if you needed posting setup without automating for other batches you can keep that.

Testing Testing Payables Transactions Purpose:
As developers of software, we’re creating new features, to test requires a certain data set to test. Even as a user company, sometimes you want to test a report or something and need a specific data set. The test may need to be done multiple times. Creating the data using the macro makes it much easier to do the retesting because you can recreate your data between tests.

Creating a Macro Vendor Inquiry Steps without macro:
Navigate Inquiry>Purchasing> Vendor Inquiry: Change sort to date: Open advanced lookup: Change lookup to ‘contains’ vendor name: Now I’m going to show you how to record the vendor inquiry macro: Show them how to Record a macro to do same steps Do this to 3rd company Show then how to add it to short cuts QUIZ/prize:

Macro Gotchas and Maintenance
Commenting Comment important for maintenance and communication Note that macros are human readable text and can be edited

Report Dialogs/ Posting Reports For example if someone turns off report dialogs and macro expects then or vice versa.

Editing Demo For example if IT finally gets around to turning off report dialogs and macro expects them. You could rebuild the macro or you could edit if you feel more brave. Demo— Run a macro to create an SOP batch called WEBRENEWAL Run the macro to post the batch with posting reports turned on Reconfigure posting reports Run the macro to recreate the batch

Fiscal Periods Fiscal periods being closed—just like if you tried to post the batch manually you would get an error, the macro will get an error and won’t complete. If you did posting after a whole lot of other stuff, the user may be confused and will have to figure out what was already done and how to recover.

Security Settings If the user’s security settings are not right, the macro could get the wrong screen. If the process goes through, it will be quick and the user may not realize the wrong screen was used. If the process fails, the user could be confused why.

Selecting from lists vs. Hardcoding for Choosing Data Types of lists (examples): Look up windows List view Tree view Possibly Drop down lists Discuss difference with Down arrow vs hard coding login to companies and check book—why selecting from list is tricky. You won’t even know it’s wrong. At some unexpected time later you’ll get a surprise. example—consolidated trial balance—choosing the report option.

Suggested Naming Convention For report options !01Macro-<..>
Sometimes list selection could be fixed using a naming convention. For example, for report options used in macros, prepend report option with “!Macro-” Why: The word macro will clue others in the company that these report options are in use for macro and they should not create or delete report options that would change the order of the list. The report options starting with ! Will always start at top of list because of ASCII sort order (see chart on the next slide) The number will ensure that the report options stay in the right order so you can only add new macro report options under the existing ones. Not always that easy to fix this shortcoming—if you add a user to the company or a vendor or customer, you can’t control the naming convention or where it appears on a list. So you should type these values in when you record the macro rather than choosing from lookups.

Relative Dates Useful for setting up many report options

Ways to get user input Pausing Macros Running Sequential Macros Show the consolidated trial balance—how it asks for User date and then user has to say “continue” Not so intuitive but guide user through DEMO: show them how to do pause and also how to suspend recording. Then show the result. Use getting the user date as an example. Alternative is sequential macro where the user runs one part, does some steps then runs another part. This can be both more intuitive and more efficient if you attach the macros to short cuts with clear names and even make hot keys for them if they are really frequently used. Either way is training issue and not so intuitive—just need to see what better under your circumstances.

Starting Dynamics with a macro Creating a login macro Useful for automatically running a process at night via a windows scheduler.

Starting a Macro From Wrong Screen Clicking the mouse in GP while macro is running Referring to File on Hard Drive Using a shortcut instead of navigation GP 2013 web client macros not fully supported Start recording macros from home screen—don’t depend on a particular window being open If you click your mouse on dynamics while the macro is running, it will stop Referring to a file on a hard drive—environment needs to be available Show shortcut vs navigation. Another user may not be able to use the macro because they might not have the shortcut GP2013 web client—no macro support QUIZ/prize:

Dexterity Assisted Macros
Ability to Add Loops/Data Substitutions Check & Avoid Macro Gotchas Leverage Dynamics Business Rules Complement Custom Development by Wrapping it up Internal sales process—special pricing rules MPP—how we us dex to overcome macros problems—check for …,…,… Substitute for CD or complement CD instead of developing everything, just build a wrapper QUIZ/prize:

Resources—Just a Few Unattributed Basic and clear macro information Automating Processes with Macros ( Tod Heath: Good Uses of Macros ( Create handout…

Resources—Just a Few Amy Walsch:Macros in Dynamics GP How to use Macros with word and Excel ( Tod Heath: Good Uses of Macros ( Create handout…

Resources—Just a Few Mark Polino Book: Microsoft Dynamics 2013 Cookbook ( ( Leslie Vail: Posting Multiple Batches Gotchas ( Create handout…

Resources—Just a Few Mariano Gomez: How to schedule Dynamics GP to automatically log in and run an Integration Manager integration ( Create handout…

Questions? Ora Goldman, CEO Craig Klapman, President Mekorma
CPE Point Code: G174 Please note—turn in the session evaluations to gain CPE credit.

Microsoft Dynamics GP User Group (GPUG®)

Similar presentations

Presentation on theme: "Microsoft Dynamics GP User Group (GPUG®)"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Microsoft Dynamics GP User Group (GPUG®)

Similar presentations

Presentation on theme: "Microsoft Dynamics GP User Group (GPUG®)"— Presentation transcript:

Similar presentations

About project

Feedback