T&E Expense Reporting For Dynamics GP Has Never Been Easier!

Ask any sales person what they dislike the most after a busy and successful sales trip? The inevitable answer is the dreaded expense report!

There are no prizes for guessing that in companies around the world, expense reports are still despised. Yet many companies still process expense reports manually and continue to struggle with it. In today’s paperless world, filling out expense reports in Excel, printing them out and attaching receipts using scotch tape is definitely outmoded. And that is where technology and automation come to the rescue.

Click here to join us on the webinar to learn more and see a live demo of the solution.

The main reason that many companies struggle to take the first step when it comes to automating the expense reporting process is not knowing where to start. Aberdeen Research Group’s report (‘Expense Management for a New Decade and The Mid-Market Expense Management Program’) says that:

  • 56% of mid-market companies have limited visibility into T&E spending
  • Only 33% leverage cloud-based expense reporting solutions
  • Only 28% utilize corporate credit cards and integrate the data in T&E systems
  • Just 15% provide T&E data to C-level executives for financial forecasting purposes

The good news is that cloud-based T&E expense reporting software like Gorilla Expense have made the automation process very economical and easy to manage. The software provides significant reduction in expense processing costs and removes frustrations for the travelers and accounting teams.

To reap the benefits and take the hassle out of this process, here are some areas for companies to start planning and execute on immediately:

– Utilize the latest technology to automate T&E expense reporting and eliminate manual work

Gorilla Expense provides multiple options for companies to automate the T&E process and for users to submit expenses – mobile, web, corporate credit card import and email forwarding. By utilizing the mobile app, the entire expense report can be submitted from the mobile device by the user without having to get in front of a computer!

The advantage for the user is that the expenses are done immediately after incurred along with all the relevant information including expense categorizations and receipts. Since the managers can approve expense reports on the mobile device, their work becomes quick and simple too.

– Send the expense data to Dynamics GP with a click and stop manual data entry

Once the expense report is approved, the most preferable way is to send the data to GP through an automated integration, without having to manually key in the data.

Gorilla Expense’s ‘1-click’ integration can send the data to GP in one single click! The standard and most common integration is to Payables within GP. Here, Gorilla Expense sends expense data as a Payable Transaction Entry within Purchasing.

Gorilla Expense can also integrate the data to the Project module in GP for project related expenses. The project managers can be setup as approvers in the chain so that there is full visibility of T&E spend related to projects.

– Educate and train employees on T&E best practices, policies and processes

Companies that are serious about tackling the challenges associated with a manual T&E process must provide clear guidelines to employees and communicate them consistently.

When it comes to policies, companies must inform and educate employees about what are considered soft violations, what are hard violations and what are the ramifications for breaking policies.  Companies must appoint a designated expert who can answer questions from employees and clarify doubts.

In conclusion, by simply following these highlighted steps, companies can derive benefits immediately and make life easier for the road warriors and accounting personnel.

The benefits are immediate and immense – improved productivity for all users involved, greater visibility for the stakeholders, increased compliance, better morale for the travelers and taking emotion out of expense reporting.

Interested in learning more about the benefits of T&E automation? Curious to review the mobile app and manager approval? Want to see the GP integration in action?

Click here to join us on the webinar to learn more and see a live demo of the solution.

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How To Link an External Spreadsheet to a Management Reporter Report

Have you ever wondered how you could link an External Spreadsheet to a Management Reporter report?

The following is an example of how to get your report to present GP and Excel data from two different spreadsheets.

The two screen shots below reflects the Excel spreadsheet data we want to use. This is a Management Reporter report.

EXCEL SPREADSHEET – Sheet 1:

Excel Spreadsheet 1

EXCEL SPREADSHEET – Sheet 2:

Excel Spreadsheet 2

To build the report, you may want to build the components in the following order – Row, Tree, Column and the Report Definition.
ROW DEFINITION:

Add the Row link to the Row format.  Edit>Row Link.  In the Row link window you can add more than Excel file link.

Row Links

If the Excel file that you are linking to has multiple columns that represent different periods (for example, a worksheet that has a detailed, 12-month Budget Forecast), you can use the /CPO (Column Period Offset) option to match the accounting periods in the Column Definition with the appropriate columns in the Excel worksheet.

You can use this technique with either the Combined Worksheet link or the Separate Worksheet link.
To use the /CPO option, in the row definition, type the cell address that points one column to the left of the first period (column). Then, add the /CPO option at the end of the cell address.

CPO

TREE FORMAT:

Add unit names to the tree that will define the Spreadsheet Information to review.  You will need to assign a Row Definition before you can select the Worksheet link.  The Worksheet Link Column (G) will allow you to select any link you’ve defined in the Row format.

Tree Format

COLUMN FORMAT:

Create a column type WKS and then in the Report Unit Field select the Summary Unit you created in your Reporting Tree definition.

Column Format

REPORT DEFINITION:

Create you Report Definition using your new Row, Tree and Column.  You will want to make sure you name the Use Row Definition from the Reporting Tree Check Box.

Report Definition

 

REPORT GENERATED:

Report Generated

Report Generated 2

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Affordable Health Care Reporting and Dynamics GP

By Sherlene Sorenson

Definition of a full time employee per the Affordable Care Act:

A full time employee is defined under the Affordable Care Act as an Employee who works 30 hours per week, per month on average.

Currently, Microsoft does not plan on creating any specific reports to calculate the average hours worked per employee, so reporting for the Affordable Care Act will need to be done with a custom report. As a result, we’ve addressed this issue using SmartList Builder, but it doesn’t do a clear-cut calculation.

For example: if Company X; issues checks at an odd time, not every employee listed in the report would always be paid for the same number of weeks during a specified timeframe. There still is a need for manual monitoring or at least looking more carefully than just taking the report at face value to see who meets the requirements. Please see below for instructions on how to use the attached SmartList Builder object that will work for GP10, GP2010 and GP2013. This object pulls data from the Payroll Transaction History table, and summarizes to one row per employee for the Check Date Range included.

Instructions:

  1. Save the attached SmartList Builder object somewhere that you can retrieve it while in GP.
  2. In GP>Microsoft Dynamics GP>Tools>SmartList Builder>Import, Import the SmartList Builder object.
  3. Open SmartList to include the new object.
  4. Grant access to the SmartList Builder object. Choose a Task to add access to, and you will find this Smartlist under Product: SmartList, Type: SmartList Object, Series: SmartList Objects. Mark the checkbox next to “Payroll Historical Trx-Paycodes-SUMMARIZED by Empee”.
  5. Re-open Smartlist. The new object will show in Smartlist>Payroll>Payroll Historical Trx-Paycodes-SUMMARIZED by Empee.
  6. Set up a Favorite with the following columns:
  • Employee ID
  • Last Name
  • First Name
  • Units to Pay (hours)
  • UPR Trx Amount (if dollars are desired)
  • Earliest Ck Date Included
  • Latest Ck Date Included
  • Hire Date
  • Date Inactivated Optional, if desired:
  • TRX Beginning Date (optional)
  • TRX Ending Date (optional)
  • Adjusted Hire Date
  • Last Day Worked
  • Employee Class
  • Type of Employment
  • HR Status
  • Inactive Employee
  1. Set up Search Restrictions Using the Check Date field, where Check Date is within the date range you want to test for. You may also want a restriction to exclude inactive employees from the results.
  2. Let the view generate until complete.
  3. Export the view to Excel.
  4. Add a column for Number of Weeks. Manually calculate the number of weeks based on Check Date Range or Transaction Date Range.
  5. Add another column with a calculation of Average Hours per Week (Total Hours / Number of Weeks).
  6. Examine the data for employees that fall on the outside extremes. It may be an employee that was hired or terminated or had a Leave of Absence in the middle of the date range. Also keep in mind that if extra checks are issued for pay advances or missed hours, it may throw off the results for the employee(s) involved.

Notes:

  1. This SmartList Builder object has a built-in restriction to not pull data older than 2012.
  2. This SmartList Builder object has a built-in restriction to pull only Paycode transactions (not Deductions, Benefits, Taxes, etc.).
  3. If you have paycodes that use Units or Hours that should not be included as part of Total Hours, there will need to be a Restriction added or a Calculated field added to the object in SmartList Builder to exclude inappropriate paycodes.

Visit our website to learn more about Microsoft Dynamics GP and our full product line.

Contact InterDyn BMI today!