Dynamics GP 2016 Coming in April

In keeping with Microsoft’s recently adopted six-month cadence for releases of new versions of Dynamics GP, we can begin to look forward to an anticipated release of GP2016 in approximately April, 2016.  Some of the proposed new functionality includes most popular requested features from customers, including

  • Import/Export Smartlist definitions from the Designer – excellent for duplicating lists to another install
  • Smartlist number field exports to Excel will be formatted as numbers not text
  • New Home Page part can optionally display Power BI Reports – nice dashboard view
  • Following on from the GP2015 R2 feature of Purchasing All-in-One view, the GP2016 version will include both Sales and Inventory All-in-One views. Accessible from several different places within the module, these provide requested visibility to your data.

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  • Prepayments on Purchase Order has been in existence, but with GP2016 you can now include the entire purchase order amount including taxes, freight & Miscellaneous, not just the PO subtotal amount.
  • Project Accounting fields will now be available on Purchase Requisition entry. Project and Cost Category will now flow to Purchase Orders created from Requisitions.

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  • Budget Imports will now provide an exception report displaying accounts that aren’t setup in Dynamics to allow budgeting to
  • When processing checks from GP, there will be a new option to select to pay by credit card. The payments will create an invoice for the credit card vendor along with a remittance form to show the invoices paid
  • Payroll posting accounts setup will now include a navigation list with easy filtering and sorting functionality. Export and Import payroll posting accounts using MS Excel

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  • Workflow conditions have been enhanced when determining what to do for next steps when conditions are not met
  • Scanning document attachments now include the ability to include multiples. Document feeder options and formatted as .tiff files will be included
  • https support for Management Reporter helps to further secure communications for report information

Stay tuned for more details on the release of GP2016. Contact InterDyn BMI for more information.

Dynamics GP Workflows to Simplify the Approval Process

Workflow 2.0 – Not SharePoint dependent! GP now offers 13 workflow types within the GP interface for you to consider implementing within your organization. Imagine the ability to approve a PO from an e-mail, or approve changes to employee profiles from a complete list of changes made before processing payroll.

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  • Payables Batch Approval – allow your employees to submit batches of payables transactions for approval.
  • Payables Transaction Approval – allow your employees to submit payables transactions for approval.
  • Purchase Order Approval – allow your employees to submit Purchase Orders for approval.
  • Purchase Requisition Approval – allow your employees to submit Purchase Requisitions for approval.
  • Vendor Approval – allow your employees to create and/or edit vendors and submit for approval.

Financial, Sales & Project Accounting

  • GL Batch Approval: Allow your employees to submit batches of journal entries for approval.
  • Receivables Batch Approval: Allow your employees to submit batches receivables transactions for approval.
  • Expense Report Approval: allow your employees to submit project Employee Expense reports for approval.
  • Timesheet Approval: Allow your employees to submit project timesheets for approval.

Payroll Workflows

  • Employee Profile Approval – allow your employees to change their employee information, add Emergency Contacts, Dependents and view their Position History.
  • Employee Skills Approval: Employees can see/edit their Education, Test, Skills and Training History information.
  • Employee Direct Deposit Approval: Your employees can view/change and STOP their direct deposit information.
  • Employee Timecard Approval: Your employees can submit timecards for approval.
  • Employee W4 Approval: Your employee can change their federal tax information on this W4 form and submit it for approval and it has history tracking.

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Logic Tips

An OR statement is exclusive, and not able to be inclusive of other statements

  • You cannot route a workflow based on X & Y & (Z OR Z2 OR Z3)
    • The workflow in this example would be treated as: (X & Y & Z) OR Z2 OR Z3
  • The best practice for a scenario would be to have 3 conditions in one step: Z & X & Y OR Z1 & X & Y OR Z2 & X & Y
  • You cannot set hard coded “approval limits” like you could with Business Portal
  • You instead have to route the workflow based on amounts on the document.
  • The setup of the workflow will vary based on whether or not you want sequential approval, or skip level approval.
    • Should the document go directly to the level approver, or have to be approved by each approver in the chain?

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SMTP Server Settings

  • Settings are server-specific, and must be provided by the Exchange Admin for the environment.
  • Common Email provider SMTP settings can usually be found online.
    • Office365: smtp.office365.com, port 587
    • Hotmail: smtp.live.com, port 25 or 465
  • Use the Test Email button to verify that the settings are correct.
    • You will receive a test email notification if the settings allow mail transmission

Web Services for Approval

  • Web Services can be installed to allow workflow approvals/rejections without needing to open GP.
    • To enable approvals from anywhere, you must set up a public DNS record to forward to a static IP on your router, then port forward to the server where Web Services is installed
  • In the “Enable Email Actions” area, enter the public DNS address that resolves back to the Web Services Server
    • The Approve and Reject links are then generated with the public DNS record.
    • Only check the HTTPS link if Web Services has been configured with HTTPS, otherwise the links will be generated with HTTPS instead of HTTP.
  • Note: R2 version also includes attachments

Email Message ID’s

  • The Document Drillback in the email notification requires GP to be open on the same machine you’re receiving the email on
    • The design idea is that the Message ID would be modified so that the email would contain all the necessary information to allow the approver to make the decision without opening GP.

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Email Approval

  • You’ll need to authenticate to the remote domain after clicking the link
  • The approval page contains no information, but you can enter a comment
  • Company and Tenant information is contained in the link, so this supports Multi-Tenant Web Services.
  • Since the drillback only opens the inquiry window, approval is only possible through this link.

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If you would like to find out more about how simple and complete the approval process is, contact an InterDyn BMI representative today.

An Intro to SmartList Designer

Who owns Smart List Designer?

Any customer running Microsoft Dynamics GP 2013 SP2 or higher!

How do I use Smart List Designer?

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User will need access to Smart List Designer Tasks, these tasks need to be assigned to a role and the role assigned to the user…

  • GP2015 R2 Offers a workflow to approve Smart List Designer object before they become accessible to all users.
  • Once the object is created, uses need to be granted access to the Smart List Designer object.
  • Open Smart List and click on NEW or Modify, yes, you can modify!

How is Smart List Designer different from Smart List Builder? Which is the ‘right’ tool for me?

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Let’s Create a Smart List Designer object with a SQL View!

Premise:

COO wants Payroll pay information for all employees and all pay codes. Would like to see the pay rate value per hour. COO does not have access to Dynamics GP.

Solution:

  1. Create a SQL View to gather appropriate information
  2. Grant COO access to SQL view
  3. Create a Smart List Designer Object using the SQL View
  4. Publish the SQL view to Excel Reports
  5. Pretty up Excel Report for the COO

View?

In database theory, a view is the result set of a stored query on the data, which the database users can query just as they would in a persistent database collection object. This preestablished query command is kept in the database dictionary. Unlike ordinary base tables in a relational database, a view does not form part of the physical schema: as a result set, it is a virtual table computed or collated dynamically from data in the database when access to that view is requested.

Changes applied to the data in a relevant underlying table are reflected in the data shown in subsequent invocations of the view. In some NoSQL databases, views are the only way to query data.

Views can provide advantages over tables:

  • Views can represent a subset of the data contained in a table. Consequently, a view can limit the degree of exposure of the underlying tables to the outer world: a given user may have permission to query the view, while denied access to the rest of the base table.
  • Views can join and simplify multiple tables into a single virtual table.
  • Views can act as aggregated tables, where the database engine aggregates data (sum, average, etc.) and presents the calculated results as part of the data.
  • Views can hide the complexity of data. For example, a view could appear as Sales2000 or Sales2001, transparently partitioning the actual underlying table.
  • Views take very little space to store; the database contains only the definition of a view, not a copy of all the data that it presents.

What does my view include?

USE [TWO]
GO /****** Object: View [dbo].[BMI_Employees] Script Date: 06/15/2012 08:36:03 ******/ SET ANSI_NULLS ON
GO
SET QUOTED_IDENTIFIER OFF
GO
create VIEW [dbo].[BMI_Employees] AS select Distinct([‘Payroll Master’].[EMPLOYID]) as ‘Employee ID’,
rtrim([‘Payroll Master’].[LASTNAME]) as ‘Last Name’,
rtrim([‘Payroll Master’].[FRSTNAME]) as ‘First Name’,
rtrim([‘Payroll Address Master’].[ZIPCODE]) as ‘Zip Code’,
[‘Payroll Master’].[BRTHDATE] as ‘Birth Date’,
Left(rtrim([‘Payroll Address Master’].[PHONE1]),10) as ‘Phone 1’,
rtrim([‘Payroll Master’].[SOCSCNUM]) as ‘Social Security Number’,
rtrim([‘Payroll Pay Code Master’].[PAYRCORD]) as ‘Pay Record’,
[‘Payroll Pay Code Master’].[PAYRTAMT] as ‘Pay Rate’,
from [UPR00100] as [‘Payroll Master’] with (NOLOCK) left outer join [UPR00102]
as [‘Payroll Address Master’] with (NOLOCK) on [‘Payroll Master’].[EMPLOYID] = [‘Payroll Address Master’].[EMPLOYID] and [‘Payroll Master’].[ADRSCODE] = [‘Payroll Address Master’].[ADRSCODE] left outer join [UPR00400]
as [‘Payroll Pay Code Master’] with (NOLOCK) on [‘Payroll Master’].[EMPLOYID] = [‘Payroll Pay Code Master’].[EMPLOYID]
Where [‘Payroll Master’].[INACTIVE]=0 AND [‘Payroll Pay Code Master’].[INACTIVE]=0

Contact InterDyn BMI today to learn more about SmartList Designer and Microsoft Dynamics GP.

Customer Success: Berger Transfer & Storage

ABOUT COMPANY: 

Since 1910, Berger has been delivering quality transportation services to individuals, corporations and government agencies. As Allied’s largest asset based agent, Berger is a full-service moving company that specializes in the transportation and storage of household goods, office and industrial equipment, special products and product distribution. Berger movers provide local, long distance and international moving services for residential customers, businesses and government agencies.

BUSINESS SITUATION: 

Berger was originally using FMS on a Mainframe computer, which was not compatible with the Y2K issue. Its team was in need of a new system with easier reporting options, easier ways to create a check batch and the ability to look up historical transactions.

THE SOLUTION: 

InterDyn BMI came onsite to do a demo of Microsoft Dynamics GP for the Berger team, which is where the process initially began. Berger was considering other technology options such as Microsoft SL (Solomon) and MAS 500 from Sage Software. Ultimately, Berger believed that GP was the best fit for their company over any other business solution.

“InterDyn BMI installed Microsoft Dynamics GP and got it up and running with customizations for our processes on day one,” says Bert Green, GP Developer at Berger Transfer & Storage.

The overall deployment timeline was about 3-6 months from start to going live on the system.

Green also explains that InterDyn BMI helped his team in retrieving open information from their current system into the GP system. “They walked us through every step and made the transition very easy,” he says.

PROVEN RESULTS: 

The most prominent benefit of Dynamics GP for Berger is that it has made the process of looking up historical items much easier, saving employees a lot of time and worry.

“Our experience with InterDyn BMI has been great,” adds Green.Whenever we have a question, we can always expect to get an answer quickly.”

Berger has recently been finishing up with an upgrade project to GP2015 while they complete their own customizations. Their team believes this process has been going smoothly.