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Here's our slide deck from the Dynamics GP Usergroup on December 3rd, 2013. What's new in Dynamics GP 2013 SP2, The Power of Business Intelligence, and Dynamics GP Tips, Tricks and Traps.
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Microsoft Dynamics GP User Group VancouverSky High
December 3rd, 2013
PresentersTracey Santos, CPA CGAAccount Executive
Joe HorvathVice President Sales and Marketing
Arthur MiyazakiBusiness Intelligence Analyst
Not just a new versionUser licensing changes
Microsoft Dynamics GP 2013
New Licensing Model
Licensing
Starter PackExtended
PackCustomization
PackFull use users (concurrent)Limited use
users (concurrent)
Perpetual
Business Essentials
Or Advanced
ManagementAl a carte
itemsConcurrent
users
BRLStandard
OrProfessional
Module basedConcurrent
users
Module
Perpetual Licensing 4 components: • Starter Pack• Extended Pack• Full User• Limited User
• New licensing model is incompatible with previous versions of the products because the security layer was redesigned to accommodate two distinct concurrent user types.
• Microsoft Dynamics GP 2013 will not be available on either the Business Ready Licensing (BRL) or the Module Based Licensing (MBL) models and upgrades to Microsoft Dynamics GP 2013 require a bridging of license models.
License Migration Transition Upgrade (LMT) • In Microsoft Dynamics GP 2013 we are
introducing a new user type, the limited user. Limited Users have a login to Microsoft Dynamics GP and get access to inquiry windows and reports. Business Portal is now in the starter pack with unlimited users.
• “Read” access to data contained in the ERP solution through the Microsoft Windows client for Microsoft Dynamics GP and web client for Microsoft Dynamics GP.
• “Write” access via the time and expense functionality.
Read Write
License Migration Transition Upgrade (LMT Upgrade) • Microsoft wants to encourage customers to benefit from the latest innovations in the product. Customers
with an active Microsoft Dynamics service plan will be able to upgrade to Microsoft Dynamics GP 2013 via a Transition Upgrade path.
• With the LMT Upgrade, MBL and BRL are mapped to the Perpetual Licensing model to ensure that customers receive at least their current functionality plus the number of users they have already licensed.
• The LMT Upgrade must be ordered through Order Central by Encore prior to the actual upgrade.
• Customers are required to be on BREP when the LMT Upgrade order is placed. The BREP expiration date
and the Protected List Price of the configuration prior to the LMT Upgrade will be carried over to the
Microsoft Dynamics GP 2013 configuration.
• have access to their prior version license keys after the Transition Upgrade is completed. However,
customers will not be able to add users and/or modules to the prior version(s).
inService Pack 2
Microsoft Dynamics GP 2013 SP2
30 New Features
Service Pack 2Smartlist usability improvementsVendor modifier combinerCustomer modifier combinerVoid historical open transactions updatesSmartlist designerDocument attach improvementsWeb client shortcutsHuman ResourcesAA Integration with Sales DepositsAA Finance Charge AssignmentsReconcile Bank without marking any transactions.PM Trx, change vendor ID, combinerroll down changes to the account segment
descriptionInquiry check history windowsAdd email address field to HR Applicant windowBA New FeaturesBA on Win8 PhoneSupport for RDLX, XLSX, and MR report type Field Service to Web ClientProject Series to Web ClientBAS, PDM and FAE to Web ClientPayment Services for Web Client
Feature: Vendor Combiner and Modifier
Why this feature is cool!Vendor Combiner: This feature will allow the user to combine an existing Vendor ID with another Vendor ID. Once the Vendor ID (source Vendor ID) is selected to combine with an existing Vendor ID (destination Vendor ID), the source Vendor ID will be removed from the system. The summary records are recalculated to include the information of both Vendor IDs and appended to the destination Vendor ID.
Vendor Modifier: This feature will allow the user to modify an existing Vendor ID. Once the Vendor ID (source Vendor ID) is selected the user will be able to enter the new ID they would like to use. Once the modification has completed, the user will not have to re-enter open invoices. The Vendor ID will be updated for all work, open and history records.
Feature: Vendor Combiner and Modifier
Feature: Customer Combiner and Modifier
Why this feature is cool!Customer Combiner: This feature will allow the user to combine an existing customer ID within another customer ID. Once the customer ID (source customer ID) is selected to combine with an existing customer ID (destination customer ID), the source customer ID will be removed from the system. The summary records are recalculated to include the information of both customer IDs and appended to the destination Customer ID.
Customer Modifier: This feature will allow the user to modify an existing customer ID. Once the customer ID (source customer ID) is selected the user will be able to enter the new ID they would like to use. Once the modification has completed, the user will not have to re-enter open invoices. The customer ID will be updated on the existing documents.
Feature: Chequebook ID in Cash Receipts Inquiry
Why this feature is cool!In Cash Receipts Inquiry Zoom, you can now see the Checkbook ID that the cash receipt was posted to. In Microsoft Dynamics GP2013 SP2, instead of looking at a posting report to identify the checkbook, the information is shown on screen.
This will work for transactions that were entered prior to upgrading to SP2 as well.
Feature: Reconcile Non-Active ChequebookWhy this feature is cool!
If you have a checkbook that doesn’t have activity in the month, for audit purposes you want to indicate that you’ve reconciled the checkbook.
With Microsoft Dynamics GP2013 SP2 you can select a checkbook to reconcile, enter the reconcile information and without marking any transactions reconcile the checkbook. The last reconciled date and last reconciled balance on the checkbook will be updated.
Feature: Financial Enhancements
Cash Receipts Inquiry Zoom
Feature: Void Historical/Open Transaction Updates
Why this feature is cool!In Microsoft Dynamics GP 2013 SP2, you can now find and void a transaction more quickly and easily. The new functionality is added to Void Historical Payables Transactions as well as Void Open Payables Transactions.
With additional restriction options of Document Number or Document Date, you can find a specific transaction right away. This will speed your data entry time and reduce data entry errors.
Feature: Void Historical/Open Transaction Updates
Feature: Document Attachment -Flow from Master Records
Why this feature is cool!Attachments on master records for Vendors, Customers or Items can be selected to flow to transaction documents. Defaults can be set to allow all attachments to flow or attachments can be set on an individual basis to flow or not flow.
When looking at the Document Attachment Management window a simple icon indicator shows the user which attachments flowed from the master records.
Feature: Document Attachment -Flow from Master Records
Feature: Document Attachment Email
Why this feature is cool!Functionality has been added allowing the user to select specific attachments to be emailed each time a transaction such as a Sales Order or Purchase Order is emailed.
Each time an attachment is emailed the action is recorded in the Status Tracking.
Feature: Document Attachment Email
Feature: Document Attachment – Attachment Properties
Why this feature is cool!Attachment properties allow defining the flow characteristics of an attachment, defining attributes and setting whether an attachment is able to be emailed.
Attributes can be defined in Setup and can be assigned for each attachment in Attachment Properties. This is particularly useful to classify an attachment such as a Item Picture or bar code.
Feature: Document Attachment – Attachment Properties
Feature: SmartList Usability Enhancements
Why this feature is cool!Users have been frustrated in the past with the amount of space that the Favorites pane in SmartList takes away from the space that displays the data returned from the query. In Dynamics GP2013 SP2 you can collapse this area entirely or have it set to auto-hide after you select a favorite to display. Also, by right-clicking on the Favorites pane or using the Favorites Pane SmartList menu, you can increase or decrease the width of the Favorites pane.
Finally, all of these settings will be automatically saved for each user once they are set so that you only need to do it once. These features will give your SmartList results the most space possible.
Feature: SmartList DesignerWhy this feature is cool!This new feature is an extension to the Smartlist tool that will allow an end user the ability to create a new list from scratch, or use an existing list to add more information within the list.
The SmartList Designer window is a very similar experience to Report Builder (SQL Reporting Services tool). All of the steps to create a smartlist are consolidated into one window making the experience of creating a SmartList streamlined. The user is able to select SQL tables and views to generate a query, create table relationships, create calculated fields, filter the query and get a quick view of the results all within one form.
Some of our FAVOURITE improvements for GP2013
Reprint AP remittanceAssign SSRS reports to windowsEmail with password for attachmentsPurchase Order ClosePurchase Order ToleranceSerial Number SelectionGL Inquiry for historyM/C new rates – averageBank to GL reconcileInventory to GL reconcileYear end close options and…
14 new features for FAAdditional filters on lookupsSelect Printer at time of PRINT!
Using Management Reporter
Microsoft Dynamics GP 2013
Financial Reporting
Design Flexibility
Interactive Report Viewing
Report Collaboration
Deeper Dynamics ERP Integration
Management Reporter 2012Interactive Report Viewing• Attach comments to important rows in a report version• Copy comments from one version of a report to
another• Quickly create a chart based upon selected report rows
and columns• Collaborate on a report by providing a link to current
report and selected row when launching instant messenger client from within a report
• Easily page within a report• Jump to key areas of report for fast analysis• Locate key features in Report Viewer with enhanced
toolbar• Find a key value in a report, such as account value or
description
Design Flexibility
Interactive Report Viewing
Report Collaboration
Deeper Dynamics ERP Integration
Management Reporter 2012Report Collaboration• Personalized and secured view of data for all output
types• More secured report output options
• Publish to a read-only (.xps) report format• Publish a personalized Microsoft® Excel® (.xlsx) file
• More report distribution flexibility• Schedule reports to generate on a periodic basis• Publish reports to multiple Microsoft® SharePoint®
or any network location• E-mail reports via SharePoint alerts• E-mail a link to a report from within Report Viewer
LeveragingOut of the box tools
Microsoft Dynamics GP 2013
Operational Reporting
K, Now that I have put all that data in – where can I see it in a meaningful format?Adhoc
•Excel reporting•Smartlist•Navigation lists
In depth
•Analysis cubes•SSRS•Management Reporter
External •Word Template•Report Writer•Letter writing assistant
TricksTraps
Microsoft Dynamics GP 2013
Tips
Keys to the 50 Tips This session is very fast. Write down the numbers of the tips that
interest you. Follow up later with materials provided. Relax and enjoy.
System1. Improve date entry
2. Get the date right on startup
3. Clean up by closing windows
4. Improve entry with Keyboard Shortcuts
System5. Get more features by adding PSTL menus
6. Replicate records with triggers
7. Copy companies for easy test and setup
8. Gain control with right click
System9. Clean up by removing auto complete entries
10.Protect yourself when using fiscal period modifier
11.Improve experience by silently updating the date
12.Connect with custom links
System13.Prevent errors with DocDate verify
14.Improve user setup by copying shortcuts
15.Control maintenance by locking out companies
16.Control the environment by locking out TS
System17.Improve SQL backup reliability with
monitoring
18.MSSQL tips script
19.Improve security by minimizing the SA login
SmartList20.Rename Smartlist columns
21.One or more
22.Any Field
23.Build a better GP - Connect
Financial24.Improve stats by clearing unit accounts
25.Identify responsibility with account UDF
26.Use account categories
27.Roll down account segment name changes
1
Financial
28. Really inactivate accounts for better control
29. Identify segment names for better reporting
30. Change the account separator for long accounts
31. Merge budgets to improve the budgeting process
Financial32.Speed entry with negative debits
33.Show allocations with breakdown allocation accounts
Payables Management34.Speed entry with vendor default accounts
35.Reduce payments with minimum cheque amounts
Fixed Assets36.Don't Leave off Assets beginning with ‘Z’
37.Reduce Asset work by renumbering Fixed Assets
38.Keep Assets in Balance with GL by Transferring Accounts
39.Speed entry by auto numbering Fixed Assets
40.View Fixed Assets accounts in a SmartList
Receivables Management and SOP41. Improve cash application with receivables unapply
42. Seed chequebook inquiry with this tip
43. Gain clarity with SOP GL reference
44. Speed returns with SOP auto return
45. Find information with custom links to shipping
46. Let GP suggest related sales items
Purchasing and Inventory47. Follow up on receipts with PO receipt status48. Invoice match extended price for rounded units49. Cleanup received not invoiced for proper
accrued purchases50. Fix PO number issues with this PO tool51. Clean up sites by unlinking inventory
Integrations
52. Save Time by Stopping a Hung Integration
53. Improve Data by Understanding Excel and Leading Zeros
54. Reduce Work By Removing Duplicates in Excel
55. Integrate Data with the Free GP Excel Paste
Reporting
56. Save Management Reporter with a Save Warning
57. Sort Management Report Drilldown for Better Clarity
58. Get to the transaction by drilling down from Excel
59. Automatically refresh Excel reports
60. Run the AR historical trial balance report in Excel
The Power of Business Intelligence
Challenges Staying organized is hard
Missing File
Different Versions
Final Calculated Copy
Combining Sources
Checking Data
Challenges There is no consistency
Person 1 Copy Built
Person 2 Copy Built
Numbers do not match...
Why??
Different Time of Download1.Different
Calculations2.
Different Sources of Data3.
Challenges Presentability of Spreadsheet
About 800 stores 2 Major Manufacturing Points 50 WarehousesPain points:
Real Life Challenges
Shipping Manufacturing Scheduling
Pull in the Point of Sales Data
Build Out a Centralized Repository of Data
Analysis to Predict Inventory
Pre-Fill out Store Inventory Forms
What We Can Do?
If you can relate to any of the challenges you see here today come visit us!
Microsoft PowerPivotTableau Desktop
Prophix SoftwareJet Reports
Best Practices
Microsoft Dynamics GP 2013
Year End Procedures
Module Impacted Closing Routine Optional
Sales Order Processing Y N
Purchase Order Processing Y N
Inventory Y N
Receivables Y Y
Payables Y Y
Analytical Accounting Y N
Fixed Assets Y N
General Ledger Y N
Canadian Payroll Y N
InventoryWhenThe Inventory module should be closed at the end of your Fiscal year, before any new transactions that would affect inventory quantities are posted
What does the year end close process do and/or affect?• Transfers all summarized current-year Quantity, Cost and Sales amounts to last-year for the Items for which
you have been keeping summarized Sales History • Updates each Item’s Beginning Quantity from the Quantity on Hand at each site • Zeros the Quantity Sold field in the Item Quantities Maintenance (Cards - Inventory – Quantities/Sites) for
each Site • Gives you the option to: Remove Discontinued Items, Remove Sold Receipts, Remove Sold Lot Attributes,
and Update Item’s Standard Cost
What steps should I take to close the year? • Enter and post all Purchase Order Processing, Invoicing/Sales Order Processing, and Inventory transactions
for the current year – the steps..
Receivables Management Year End
Payables and Receivables – to close or not to close? When
• The Calendar Year end close should be done at the end of the calendar year prior to posting any transactions in the next calendar year
• The Fiscal Year end close should be done at the end of the fiscal year prior to posting any transactions in the next fiscal year
What does the year end close process do and/or affect?The Calendar Year end close clears the Calendar Year-to-Date Finance Charges and moves them to the Last Year Calendar field in Customer Finance Charge Summary (Cards – Sales – Summary – Finance Charges)
The Fiscal Year end close transfers all amounts other than the Calendar YTD Finance Charge amount to the Last Year column in Customer Summary using the Amounts Since Last Closed View (Cards – Sales – Summary)
What steps should I take to close the year?
Payables Management Year EndWhen should the Year End Close be done?• The Calendar Year End Close Routine should be run at the end of the Calendar year prior to posting transactions in the next
Calendar year – Not necessary used more for 1099 filing. (US)
• The Fiscal Year End Close Routine should be run at the end of the Fiscal year prior to posting transactions in the next Fiscal year
What does the Year End Close Process do?• The Calendar Year End Close process transfers the 1099 Amounts from the Year to Date column to the Last Year column in the
Amounts Since Last Close view in the Vendor Yearly Summary window • The Fiscal Year End Close Process transfers all other amounts from the Year to Date column to the Last Year column in the Amounts
Since Last Close viewWhat steps should I take to close the year?• Post all transactions for the current year
Make sure transactions for the new year are saved, not posted *****• Print the Vendor Period Analysis Report.• Make a backup that is named "Pre Year-End."• Close the fiscal year.• Close the fiscal periods.• Make a backup that is named "Post Year-End.“
Fixed Assets Year End CloseWhen should the Year End Close be done?
• The Fixed Assets Year End Close should be run after you close Payables Management, but before you close the General Ledger
• You can close each book separately, but you must close all books before you can do any processing in Fixed Assets for the new year
What does the Year End Close process do?• In the Asset General Information Window (Cards | Fixed Assets | General):
• The YTD Maintenance amount is cleared from the Expand last Maintenance Date Window • The Quantity is copied to the Begin Quantity field in the Expand Quantity Window
• In the Asset Book Window (Cards | Fixed Assets | Book):• The YTD Depreciation Amount is cleared• Cost Basis is copied to Begin Year Cost field• Life to Date Depreciation is copied to Begin Reserve field• Salvage Value is copied to Begin Salvage field
• The Current Fiscal Year is increased for each closed bookWhat steps should I take to close the year?
You must depreciate all assets through the last day of the current FA year before you close the yearPrint all the reports that you will need for the year you are closingMake a backup
Analytical Accounting Year End
AA Year End Closing Procedures and FAQ
When the year-end close process is run for General Ledger in Microsoft Dynamics GP, it automatically moves the Analytical Accounting transactions from the AAG30000 historical tables to the AAG40000 series tables. There is no separate closing procedure that must be run in Analytical Accounting.You may select which dimensions that you want to be consolidated during the year-end process.
In General Ledger, balance sheet dimensions will roll forward, and P&L dimensions will close to Retained Earnings. In Analytical Accounting, Balance Brought Forward entries are created in the AAG30000 tables for those dimensions that were marked to be included in the year-end process, and then the detail is moved to the AAG40000 series tables.
With Dynamics GP 2010 and Dynamics GP 10.0 SP2 or later there is an Analytical Accounting year end close optionThis option enables balance brought forward entries on dimensionsAnalytical Accounting data closes with General Ledger regardless of whether this option is marked
What are some important points to remember?
Revised KB960356 : “The year-end close procedures for Analytical Accounting” New scripts to verify AA data
Management Reporter (Data Mart) reads from AA tables
Make sure AA is installed and enabled on workstation where GL is being closed!
Analytical Accounting Year End
General Ledger Year End CloseGeneral Ledger Year End Close
What does the Year End Close process do?
• Closes out P&L accounts• Balance sheet accounts are updated with the beginning balance in the new year• R/E earnings are updated• Moves all open year transactions from GL20000 to GL30000• The Fiscal Period tables are updated to mark the year that you are closing as historical
–When should I close the year?• Basically anytime after your fiscal year end. GP allows you to post to a closed year so why wait for final
adjustments
• GP only allows you to post to one closed year so if you know that you will never post back two years – close the year
• If you need to run financial statements at the end of your 1 st period before final adjustments then close the year
• Balance forwards will not roll forward to the Balance Sheet accounts until your close the year.
General Ledger Year End CloseGeneral Ledger Year End Close
–What steps should I take to close the year?• GL Year End Procedures and FAQ (KB 888003)
• What are some important points to remember?• Remember to make restorable backups• Check Account setup to ensure correct posting type – Balance Sheet vs P&L• Make sure that you have enough free space on the server to allow for the GL20000 table to double in size• Perform the Year End Close at the server• Have all other users out of Dynamics GP when you perform the year end close
General Ledger Year End Close
What are some important points to remember? Issue with Divisional Retained Earnings checkbox
does not update GL40000 table if marked and unmarked
Fixed in GP 2013
Microsoft Dynamics GP 2013 Maintain inactive accounts in YEC window Progress bar in YEC window Unit Accounts have option to clear balance during YEC New Features video: General Ledger https
://mbs.microsoft.com/customersource/documentation/userguides/MDGP2013_TechnicalReadiness
Additional Resources Blog
https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx
Year-end update on CustomerSourcehttps://mbs.microsoft.com/customersource/downloads/taxupdates
Microsoft Dynamics Support https://mbs.microsoft.com/support/newstart.aspx
Microsoft Dynamics Community https://community.dynamics.com/default.aspx
Thank you for spending the morning with the team at Encore!