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!