Take a penny; leave a penny. I think these are the greatest invention. Personally, I don’t carry change. When offered 2 cents change, I usually tell the clerk to keep it. The only time this comes back to hurt me is when I’m short a cent or two. That’s where the beauty of the ‘take a penny; leave a penny’ system shines. It helps people avoid breaking a bill only to receive a bunch of coins.
The worlds of ERP & accounting have their own ‘take a penny; leave a penny’ jar. Writing-off immaterial amounts of money is a common practice that occurs when small over or under payments are made. To access the Write Off Documents window in Dynamics GP, look in the Sales Routines. This window will create debit or credit memos that are then posted & applied to the documents you’re writing off.
Using this window is fairly simple for most novice GP users. Select the Write-off Type, Write-off Limit & other restrictions as appropriate. I advise using the Preview button as it provides a listing of documents to choose from. Click Process when you are ready.
Note: This screen does factor in Maximum Write-off from the Customer & Vendor Options.
Maybe you have an inactive customer that has a very small balance remaining on their account or you accidentally underpaid a one time bill by a small amount … write-off these documents & clean up your system.
Everyone is connected! And companies can now gain access to their ERP system through mobile devices securely. Our previous discussion focused on the benefits found by sales personnel who can remotely access ERP & CRM data. In part two of our discussion, we will focus on industry specific benefits that can be gained.
While we all know that mobile devices have allowed employees to become much more efficient. However, many companies still require employees to be sitting at a work centre to access & input data. By mobilizing your ERP system, one can differentiate themselves from competitors & reduce costs.
Mail carriers have been recording your signature upon receipt for years, but what other uses can be found by mobilizing your ERP?
Consultants or engineers can assign their time to projects or input travel expenses all while waiting to catch a flight. Busy logistics professionals can supervise deliveries & shipments without being close to the warehouse. Maintenance staff in the utilities sector can be remotely tracked & that data directly visible in system reporting. Those working with chemicals would have instant access to quality & safety processes.
WebSan has found that companies that effectively implement mobilized solutions realized significant cost savings. Contact WebSan today to arrange an evaluation of your industry specific needs.
An often-used buzzword over the last few years in the IT sector has been virtualization - the process of turning one server that hosts a single operating system into a super-system that can potentially host 10 or more operating systems. By now most large corporations and agencies have some sort of virtualized infrastructure in place, and for good reason. The benefits to using this technology are numerous: hardware and operation costs are drastically reduced, virtualization provides enhanced flexibility with the allocation of resources, and production environment’s mission critical applications have been noticing improvements of up time. But how can a virtualized server improve your organizations testing and development cycles?
One of the major benefits of a virtualized test server is the ability to swiftly bring new resources online and create new development environments. Cloning a standard template that has been authored with the fundamental tools required by the development team can create these new environments. Procuring, configuring and installing hardware used to take weeks - but all of the sudden your development team’s new environment is up and running in less than the amount of time it takes to get a cup of coffee.
Another true benefit to a virtualized test server is that there is less risk of cross-contamination between environments. There is no longer an issue when development team A modifies core system files that could possibly interrupt development team B from using that code library. Why? Because both teams have completely separate environments using completely different virtual hard drives connected to completely different virtual networks.
So what about the cost? The common perception is that you need a really powerful and expensive server - but this is not the case. Taking into account the timesavings you will experience, you will also find that there is there is not much investment needed to get a virtualized test server online, especially now that VMWare’s ESXi Hypervisor is available as a free download. Perhaps that server sitting in the basement can be used to get your foot in the virtualization doorstep.
Earlier this week, I talked about annoying configuration that can be found in Dynamics GP. I tried to show that users don’t have to be annoyed because they are the ones that control what the system does.
A similar situation exists in Business Portal. Recently, I was watching a client access Business Portal & every time they entered the system; they had to change the Company ID. I explained to them that this is easily configurable in the system.
To set your default company, select the Welcome drop-down menu from the top right corner of the screen while in Business Portal. Select My Business Portal Settings & adjust your default company as desired.
“Corporate Accounts Payable, Nina speaking, just a moment.” If you’ve ever seen Office Space, you know how annoying THAT person can be. What if your system did that same thing?
Dynamics has a small quirk that can annoying to those in Accounts Receivable. Since invoices can be entered in multiple windows. Both the Sales Transaction Entry & the Invoice Entry windows perform the same essential function of populating sales invoices. As such, Dynamics warns users when entering these windows. Well, that warning can become annoying after viewing it for the 463rd time. To get rid of this warning, run your GP Utilities (from your Start menu). In the Additional Tasks window, select the ‘Remove SOP and Invoicing message’. Proceed to uncheck ‘Warn in Sales Order Processing’ & ‘Warn in Invoicing’. When complete, your little annoying warning will be gone forever.
Everyone is different. The same goes for clients, who often asked me how to modify aging periods. Most Dynamics GP users stick with the standard 30/60/90 day aging periods for both receivables & payables. However, many businesses have the requirement to insert a 45-day break into the aging process. This is a two-step process wherein users often forget the second step.
Begin in the Setup menu, selecting either Purchasing & then Payable or Sales & then Receivables. You will find the ability to add up to a total of seven aging periods. One can adjust aging periods here as desired. The second (and more difficult) part of the process involves modifying your reports. Standard GP reports only display four aging periods. If your company inserts a fifth period, the last period will populate with the report but will not be printed. If you have experience in Report Writer, you should be comfortable changing the necessary layouts. If not, try contacting WebSan. We are experienced in helping companies with this very issue.
If you are currently running on Microsoft Dynamics GP Version 9 you may be fighting with the decision to upgrade to Version 10. There are some great arguments to why you should upgrade to the newer system but those upgrades may not be worth your time and money expense.
The first thing users want to know is: How does it look? Current users won’t waste time becoming familiar with the layout because the Home Page & Toolbars are reminiscent of Version 9. Differences will be noticed in the address bar, status bar & navigation buttons.
The newest version of GP makes it really easy for all users to locate windows using the navigation buttons. The navigation buttons allow for faster & more direct access to different windows. These come in handy when trying to find the location of an unknown window, allowing the user to look through the directory path instead of clicking through multiple screens.
The introduction of Action Panes further streamline business processes. These allow users to preview & filter data without the need to open multiple windows. For role specific tasks this feature will greatly speed up routine procedures.
Managers now have greater ability to review the outlook of the organization in greater detail. With Microsoft Dynamics GP 10, budgeting has become more flexible & now allows the user to budget for multiple fiscal years, integrating budgets from various business units.
Overall, Version 10 has 120 new features to help your business run smoother. To view the current version of Dynamics GP you are running, select Help > About on any of the user screens. If you require assistance, WebSan has experience assisting clients with upgrades. Contact us for more information.