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2011.1 the Summit A quarterly publication of Summit Group Software In this issue: Microsoft Dynamics CRM 2011 Accounting for Not-for-Profit Workforce Automation Online Payment Services From the President’s Desk Work faster than you think… 2011 is certainly off to a fast start! As we mentioned last quarter we added to the Summit Group Software team at the end of 2010 through Quote and Order an acquisition of Miller & McK- Automation Solutions in Microsoft Dynamics™ enna Consulting. We had our first user group meeting in Du- with luth, MN in mid-December at Spirit Mountain with nearly 50 people in attendance. It was the perfect location for hosting our event and a great way to meet many of our newest clients! For our Microsoft Dynamics GP clients, I know the last few months have been busy and challenging with the numerous service packs and tax updates that have come out. I encourage you check out our blog by visiting http://blog.summitgroupsoftware.com/. With the constant release of information in December and January on these topics it was one of the frequent communication mecha- nisms we used. We have been working hard to increase the amount of information we put on our blog. You can also email email@example.com to get your ques- tions answered. Instantly, see electronic copies of invoices, PO’s, packing Microsoft Dynamics CRM 2011 Online released in Jan- • Delivers 100% quote & order accuracy uary and the on-premise version should be out by the time slips and other accounting documents while in Microsoft you are reading this article. Check out Josh Behl’s articles • Simplifies sales of complex products Dynamics. all year long on the exciting new features of this product. If you haven’t taken the time to check it out I encourage you • Portal/Web interface option Experience security, efficiency and control of accounting to read about our offer on page 4. In an effort to continue to increase the training oppor- documents. tunities available to Summit Group Software customers, we are thrilled to announce the release of our first Remote Affordable, robust document management with Classroom training opportunities coming up this quarter. seamlessly quick, simple and accurate document filing. Remote Classroom training is a full training experience Experlogix Product Configurators with hands on exercises, training manuals, and a full in- structor led format – available completely online. I encour- for Improve approval processes with automated workflow. age you to check out the Training Schedule and get regis- Microsoft Dynamics™ Send emails, reminders, approval links and failure tered for these classes today. Finally, I want to invite everyone to Convergence 2011 options for each document type. in Atlanta, GA April 10-13, 2011. It’s not too late to regis- ter and it remains one of the best learning experiences out there for Microsoft Dynamics customers. We’ll be hosting our 7th annual Customer Appreciation Event at Agatha’s Dinner Theatre on April 11th. For More Information Contact We are looking forward to an exciting 2011… Thanks for your ongoing business! For more information, please contact firstname.lastname@example.org Eric email@example.com www.experlogix.com INFODYNAMICS ® Indianapolis, Indiana• 888-446-8228 • ww.infodynamics.com 888.929.1387 :: SummitGroupSoftware.com 3 It’s Time. The time is right to check out Microsoft Dynamics CRM 2011 Broaden the By Eric Gjerdevig Automation Horizon I f you are a regular reader of The Summit, Microsoft Dynamics CRM is not a new topic. Free 30-day It is one of the fastest growing applications throughout the entire Microsoft product family and with the just released Microsoft Dynamics CRM 2011 version it is set to Microsoft Dynamics CRM 2011 Dialogs achieve even greater adoption throughout the world. Many organizations have not trial offer and taken the time to check it out and our mission in 2011 is to change that. The value proposition of Microsoft Dynamics CRM Online 2011 continues to grow U four-hours of quickly. With the expanded functionality and current promotional launch pricing of Josh Behl, Microsoft Dynamics CRM Consultant, MCT ntil now, automating business processes and data entry into $34 per user per month, it is a great value. If you are a nonprofit, the price drops to $9.99 Microsoft Dynamics CRM has been a task relegated to work- free training per user per month! Each edition of The Summit this year will highlight some of the flows, client side scripting, or even unsupported development. great new features of Microsoft Dynamics CRM 2011 along with add-on products that Organizations that wanted to have users interact directly with that further enhance the product to meet specific needs. automation in a wizard-like experience found this was either an ex- For those wondering what all the hype is about, not sure what value a CRM system pensive endeavor, too scary to envision, or plain old wishful think- could provide, or using a different solution today that is outdated, costing too much ing. For those organizations hoping for this functionality, it is time money to maintain, or not flexible enough to meet the organization’s needs - it’s time to get introduced to one of the more interesting new features of Mi- to take a look! Microsoft Dynamics CRM 2011 is a great out-of-the-box CRM system crosoft Dynamics CRM 2011…Dialogs. with an extremely flexible development platform to meet unique business needs. With Workflows, Dialogs, and Processes integration tools such as Scribe, Microsoft Dynamics CRM can be connected to other existing systems to further enhance the value. Before delving too deeply into Dialogs, a point of reference Throughout 2011, Summit Group Software is offering any prospective Microsoft should be established. In previous versions of Microsoft Dynamics Dynamics CRM customer a FREE, four-hour introductory training session. We will CRM, organizations have been able to utilize Workflows to accom- get you signed up for a FREE 30 day trial, provide you and your staff with four hours plish many of the supported automations. While workflows are still of education on the basics, and get your questions answered! This one-on-one training very much part of the customization picture, they are now bucketed will put you in a great position to evaluate what this exciting product can do for you. under a larger concept called Processes. Processes are automations Contact us today to set up a time! ▲ > Automation Horizon, continued on page 10 4 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 5 Budgeting And Grant Management been committed for related expenses. Budgeting for not-for-profits can be very complex and most Microsoft Dynamics GP provides both Encumbrance and have to prepare multiple versions. There are budgets for each Commitment Management. Encumbrance Management helps fund, budgets that do not sync with the fiscal year, budgets for with maintaining a budget by providing checks and balances. each department, etc. There are also guidelines that must be Encumbrance Management overall enhances the budgeting ex- followed and tracking of actual budget is extremely important. perience, helping organizations better manage when unexpect- Microsoft Dynamics GP can provide support in all of these ed expenditures arise as well. areas using different modules. There is the main budgeting tool which allows organizations to have as many budgets as needed “With the ability to stay in for any given year. These budgets can then be used to provide budget vs. actual financials. Within these budgets organizations compliance, companies can help can set them to have a different period length than just matching the fiscal year. In addition, organizations can historically keep increase changes of future grants.” track of changes to amounts within the budget. A Grant Management module is also provided with Micro- PO Commitments is another way of helping with budget- soft Dynamics GP. With Grant Management, users can stream- ing. As users create purchase orders, some of those purchase line transaction processing and help ensure compliance with orders have un-received amounts on them. PO Commitments the rules, regulations, and reporting requirements that go along provides the capability to validate these un-received amounts with receiving grants. With the ability to stay in compliance, against budgets and also financial statements so organizations companies can help increase changes of future grants. can include these amounts as expenditures, even though they are not spent. Encumbrance Management/PO Commitments Microsoft Dynamics GP has been developed to be extreme- Requisitions are an important part of any company. Em- ly competitive and compatible in the not-for-profit industry with ployees submit requests to supervisors to spend funds accord- these modules. To learn more about how Microsoft Dynamics ingly. Issues arise when supervisors do not know exactly how GP could help your organization, contact your account manager Accounting for much of the budget has been spent or how much has already today. ▲ Not-for-Profit W By Joel Rodencal, When people first hear the phrase fund accounting; schools, churches, govern- IT Consultant, Project Manager mental agencies, municipalities and the other thousands of not-for-profit orga- nizations out there come to mind. Thoughts may then move to the complexity of the record keeping that takes place in these organizations, especially when it comes to the financial data. When facing a mandate to comply with government accounting and reporting standards, where do administrators turn for real-world solutions to com- plex operational challenges? The answer is simple, Microsoft Dynamics GP. Microsoft Dynamics GP will allow you to spend less time on funding and accounting processes, and more on delivering services. This article will briefly describe how Microsoft Dy- namics GP helps agencies and organizations adhere better to regulations and controls, proactively manage grants and budgets, and streamline accounting processes. Fund Management Fund Management can be one of the hardest parts of not-for-profit accounting. Without an accounting system that can automatically make balanced journal entries between the funds, one can find themselves spending more time balancing the indi- vidual funds than actually spending time analyzing the funds. For this exact reason Microsoft Dynamics GP offers Interfund Accounting func- tionality. Interfund Accounting along with the InterCompany modules helps ensure that the daily transfers between the funds helps them stay in balance by automatically creating the necessary entries between the funds. 6 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 7 forcing upper case for example, along with translating data as For example, a change made to a customer or item record in it goes. In contrast, Scribe Insight is definitely more developer Microsoft Dynamics GP can trigger the same update to be made oriented, though it does still provide a point-and-click interface to the corresponding customer or product record in Microsoft By Tyler Sand, Microsoft Dynamics CRM Consultant, and use Excel-like functions rather than requiring complex code Dynamics CRM or a website. Integration Manager does allow Developer, MCT; and Shawn Stewart, Microsoft Dynamics for most data translations. In addition, Scribe must be managed jobs to be scheduled to run at a set frequency; however, it does Consultant, Project Manager from the server rather than from the client of an end user. not provide the same real-time capabilities as Scribe Insight. Event Logging “One of the major advantages of Both Scribe Insight and Integration Manager provide de- Scribe Insight is the nearly limitless tailed logging which allows users to see results of the integra- T here are many important considerations to make when tion and specifically which records and documents succeeded or deciding how to integrate an organization’s data. With data connections it supports.” failed. Integration Manager can store this information directly many different options available, one must consider the in the application or write it to a text file in a specified location. value and cost of a solution in order to find the correct and right- With Integration Manager, more complex data extraction, Scribe stores the information in its internal database which can sized toolset for the job. While custom development and vendor transformation, and validation can be performed by utilizing then be viewed in the Scribe Console or queried in SQL. solutions are options, they can be costly and difficult to main- VBScript within the tool. For example, scripting can be added tain. There are several great toolsets available which simplify prior to Integration Manager reading the source file or imme- “Integration Manager…the tool has integration design and make integrations more maintainable, diately after to perform data validation or data transformation flexible, and scalable. This article is going to compare and con- process. Another example for VBScript is to mark the source a very easy to use interface that does trast two of those options – Scribe Insight and Integration Man- records as integrated after the document is integrated or after ager from Microsoft. the entire integration is complete. VBScript can also be used not require a specialized knowledge Scribe Insight is an integration product developed by to prompt the end user for data input, such as transaction date, Scribe Software. One of the major advantages of Scribe Insight batch ID, or vendor ID, and then validate that input against Mi- of database programming.” is the nearly limitless data connections it supports. The appli- crosoft Dynamics GP. cation provides data adapters for Microsoft SQL, text files, Mi- While there are many similarities between the two prod- Real Time Capabilities ucts, there are even more differences. As experts in both prod- crosoft Dynamics CRM, Microsoft Dynamics GP, web services, Exchange, and many other applications. In fact, any ODBC com- One advantage of Scribe Insight compared to Integration ucts, we can help you to select the correct integration product pliant application can be integrated with Scribe. Manager is its near real-time integration capabilities. Using a to meet the needs of your specific project. Contact your account variety of publishing mechanisms, the application is able to push manager today if you want to learn more about these two great changes from one system to another when changes are detected. integration options. ▲ Integration Options Scribe Insight and Integration Manager Replicate. Migrate. Integrate. www.scribesoft.com Integration Manager is a Microsoft product that allows Integrate Migrate Replicate data to be integrated from various external sources – such as text files, Microsoft Excel files, ODBC compliant sources for in- Get CRM working seamlessly Easy, painless onboarding to Advanced reporting and stance Microsoft Access, and Microsoft SQL tables – into Micro- with ERP your new Dynamics CRM 2011 Business Intelligence soft Dynamics GP. It has built in capabilities to allow data to be or Dynamics GP extracted, transformed, validated, and then transferred into Mi- Bring CRM together with all of Full data backup of crosoft Dynamics GP while maintaining proper business logic your applications on-premise Dynamics CRM 2011 of the system. Whereas Scribe Insight integrates data into many or online different systems, Integration Manager is typically only used to integrate data into Microsoft Dynamics GP. Flexible configuration to accommodate your unique business requirements. Interface There are several key advantages to utilizing Integration Repeatable solutions that significantly reduce or eliminate the need for custom code. Manager. The tool has a very easy to use interface that does not require a specialized knowledge of database programming. Adapters and pre-built templates quickly allow integration with any business application to CRM 2011. The simple to use mappings from source file to destination can be handled by most typical end users of the Microsoft Dynam- ics GP system and can accomplish most data transfers. Simple changes in the mappings allow for case conversions, such as 8 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 9 > Automation Horizon, continued from page 5 within Microsoft Dynamics CRM 2011 which enable customers • An organization hires hourly employees to qualify to automate their business processes or data entry. Workflows leads based upon a pre-defined list of questions. This (as they previously were) are initiated through manually choos- position is a high turnover position so they need an ing to run the process, creating, deleting, updating, assigning, interface which is easy to learn and ensures that the or changing the status of a record. Once the workflow has been right questions are asked. Based upon these questions initiated, the user typically only needs to push it along other and their respective answers, the leads are assigned to than updating the record, completing a task, or something such particular sales people or disqualified automatically. as that. Dialogs, conversely, automate the same kind of func- • When customers call in with issue, a support team tionality but require the user to interact directly with the auto- needs a standard way to evaluate the issue, determine mation through the use of a wizard-like interface. the severity of the issue, and decide who is best able to answer the question or resolve the problem. Once …interact directly with the automation the user has gathered a pre-defined set of information, the case is assigned to the correct person. through the use of a wizard-like interface • An organization has a series of questions to ask attendees of an event the company has sponsored. …an interface which is easy to learn and This survey consists of a variety of questions that may be different based upon the customer’s ensures that the right questions are asked information. Likewise, the customer needs to be able to come back to those answers at a later date Here are a few possible scenarios: and utilize them to help drive marketing efforts. • An organization would like to quickly identify potential These are a few scenarios where Dialogs can help a great referrals for leads. The referrals should be Accounts deal. Is your organization evaluating an upgrade to Microsoft in Microsoft Dynamics CRM who have agreed to be Dynamics CRM 2011 or considering a new purchase of Microsoft referrals, like in the same state or province of the lead, and Dynamics CRM 2011? Make sure to ask about this functionality Business Portal 5.1: have purchased the product that the lead is considering to to support your customer relationship management strategies! purchase from them. Once the user has walked through Contact your account manager for more information or to discuss the wizard, an appointment is set up between the lead, the Microsoft Dynamics CRM 2011. Additionally, be sure to check referring account, and the salesperson who owns the lead. out our blog at http://blog.summitgroupsoftware.com for more ar- At Last! T ticles and video demonstration of how to create a Dialog. ▲ he highly anticipated (for some of us) re-release of Business Portal 5.1 has finally arrived! What does this mean to Microsoft Dynam- Managing sales tax Now you can relax. ics GP customers? A number of new features and new compat- ibility are introduced with Business Portal 5.1 for Microsoft Dynamics doesn’t have to be taxing. AvaTax for Micosoft Dynamics is here. TM TM GP 2010. We provide the fastest, easiest, most accurate and a ordable way to manage your sales tax process. By Joe Tews, Infrastructure Compatibility Seamlessly integrated with Dynamics™ you can Microsoft Dynamics GP Consultant, MCT The main feature with Business Portal 5.1 is compatibility with 64- quickly perform: bit servers and Microsoft SharePoint 2010. Previous versions of Business • Address validation Portal lacked the compatibility with 64-bit environments. When Share- • Rate & boundary determination Point 2010 was released, it was released in 64-bit only installs, which means in order to make it compatible with the new release of Share- • Taxability rule application Point, Microsoft has added 64-bit compatibility to Business Portal. • Instant, accurate calculation • Exemption certiﬁcate management External Lists • Robust reporting Another added feature to Business Portal 5.1 is the addition of Ex- • Timely return ﬁling ternal Lists. SharePoint 2010 comes with the ability to have external lists comprised of data from external data sources such as the Microsoft • Automated remittance Dynamics GP application. The Business Portal team took advantage of this new feature in SharePoint to create a number of out-of-the-box lists Call us today at 1-877-780-4848 to learn more! for Microsoft Dynamics GP that come with Business Portal 5.1. These lists allow users to view information straight out of Microsoft Dynamics GP with a familiar SharePoint interface. 2010 Avalara Making sales tax less taxing. 2010 MICROSOFT® PARTNER OF THE YEAR Winner PRESIDENT’S CLUB for Microsoft Dynamics KPIs The old Key Performance Indicators (KPIs) in Business Portal 4.0 > Business Portal 5.1, continued on page 15 10 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 11 Featured ISV it is critical to equip your company with the best technology. others in the construction industry. The role of technology is to make significant contributions to the bottom line. Today’s market creates an environment Evaluating the Options and Making the Commitment where companies are struggling and as a result many are afraid If the company’s needs analysis results in a decision to to make any investment that could be deemed too risky. How- evaluate the possibilities, narrow the options, and potentially ever, sitting back and becoming complacent is not an option. make a commit to make a change, it is important to evaluate Companies need to seize the moment and position themselves the options with consistency and rigor. Begin to define set of to emerge ahead of the competition in the long run. critical questions to ask each vendor. Assemble information on selection best practices for construction companies specifi- 21% will be faced with updating outdated cally. Secure the internal support needed to ensure this project is completed successfully. Compose a selection team of people or inefficient software/hardware who can help drive the best solution across the whole company – and be careful not to delegate to someone who many not have within the next 3-to-6 months a vested interest in the business value of the solution. Avoiding the Common Pitfalls The first step for organizations is to determine if a change Finally, when a company gets to the point of implementing is needed. Are they getting the most from employees, subs, a solution - it feels like the home stretch, but it can be the trig- equipment and assets, materials and other definable costs? Do ger for success or failure of the entire project. Making sure the you they have the reporting needed while the action is happen- company balances the way business has been done historically ing or do they hear about project profitability after the project with ways the solution might be able to optimize efficiencies is is completed? Is someone keying information into more than key. Question what is most important for the organization. Market one system – or transferring it from paper to computer? Has Just like many construction projects – change orders and the business changed since the last purchase of an operational scope creep can impact deadlines positively or negatively, create management solution? Did the solution change with the orga- clarity or confusion, and ultimately make the end result look dif- nization? ferent than what was originally designed. How much latitude Perspective There are several key indicators that may trigger compa- should be allowed during each phase? nies to take the first step in software selection which is simply a Acceptance to change varies from person to person. Within needs analysis. It’s probable that those indicators are familiar to > Market Perspective, continued on page 15 The necessary steps to Construction Software Selection Need to Increase Operational Efficiency? O by Holly Holt - Wennsoft ver the past 12-18 months, the construction industry has undergone a transfor- mation. Changing market dynamics are forcing contractors to resize staffs, real- locate resources, and modify overall market strategies. Combine the fact there are fewer jobs to bid with a higher pool of competition for jobs that are available, this • Cost Management • Mobile Solutions leaves unfavorable circumstances. Forced to bid and build at tighter margins despite a More than 50% of contractors reduction in resources and personnel, it can be argued that contractors have become as • Project Management • Customer Portals reliant as ever on the role technology plays on the day-to-day operations of the company. plan to spend greater than According to the 2010 IT Playbook, published by Constructech magazine, more • Business Insights • Equipment Management/Rental $30,000 on new technology than 50% of contractors plan to spend greater than $30,000 on new technology in the • Service/Work Order Management year ahead. Of those investing, approximately 20% plan to invest in new technology initiatives, 29% plan to invest dollars into maintaining current initiatives, and 41% plan in the year ahead to allocate their IT spend to a blend of both new technology and maintaining current investments. Research from Constructech also reveals 21% will be faced with updating outdated or inefficient software/hardware within the next 3-to-6 months, with another 23% fac- ing this reality in the next 7-to-12 months. This indicates that for many contractors, this renewed look at current technology initiatives has revealed a harsh reality that the Find out what WennSoft can do for you! www.wennsoft.com software systems they have had in place are not as efficient as the systems can be. Contact Oxana Belikh at 262.317.3727 One version of the truth. Regardless of market conditions, organizations must always be looking for ways to Operations. Financials. CRM. improve and grow. The bar to deliver on-time, on-budget projects – cost-effectively – as well as manage equipment and execute work orders continues to go up. As a result, 12 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 13 user will be doing modifications, the Microsoft Dynamics GP Add-in only needs to > Business Portal 5.1, continued from page 11 be installed on that user’s workstation. Plus, when doing modifications, users do are also gone. In their place, Microsoft not need to be concerned about corrupting a reports dictionary as modified Word Dynamics GP 2010 has added a number Reports can be uploaded at any time. of out-of-the-box SQL Server Reporting Modifications can be made to either a Standard Template or an existing modi- Services KPIs and metrics. These KPIs fied document previously modified in Report Writer. If users want to use Word are much easier to read than the old Busi- Reports with an existing modified Report Writer documents, the existing docu- ness Portal KPIs as well as more flexible ment can be imported. Users can also create a blank template for a document and with the ability to do drill-down report- build it from scratch as needed. ing right from Business Portal. Another 3. Multiple Templates/Documents great feature of this is these same KPIs can replace the Microsoft Dynamics GP Microsoft Word Reports allows users to create multiple templates for each metrics within Microsoft Dynamics GP Word Report. In previous versions of Microsoft Dynamics GP, not all documents 2010 giving users consistent KPIs in all were able to have multiple formats. environments. 4. Assign Defaults A number of great new features have Users can assign a specific Word Report as the default to each company. When rolled out with Business Portal 5.1. Now utilizing Word Reports for that company, users will not have to select a certain is the time to consider Business Portal for report – it will automatically print. Word Reports can be assigned to individual your organization. For more information customers and vendors. When a specific Word Report is assigned to a customer or on the features available or to discuss vendor, that report/document will always be printed for that customer or vendor. next steps in moving to Business Portal, Top 5 Reasons There is no need for the user to remember which format to print for customers and contact your account manager. ▲ vendors as the correct report automatically prints when assigned. 5. E-mail Word Documents to use Microsoft Users can easily e-mail select Microsoft Word documents to customers and > Market Perspective, continued from page 13 vendors using the new e-mail feature in Microsoft Dynamics GP 2010. These are just the Top 5 reasons to use Word Reports. There are a lot of ben- the construct of a software implementa- efits to these reports for Microsoft Dynamics GP. To learn more about Word Re- tion there is a fine balance between mak- Word Reports ports or get started today, contact your account manager. ▲ ing a change, and trying to do too much too fast. Working with a strong consult- ing partner helps ensure not only techni- cal success, but also company adoption. The best way to blow up a project is lack of alignment and resource. Securing E By Janelle Montplaisir, Microsoft very company needs professional looking, external facing documents. Depend- company commitment from the leader- Dynamics GP Consultant, MCT ing upon the organization, some of these documents may require a modification. ship team and from those working side Modifications can range from adding a company logo to re-arranging the layout by side to make get the new system into to adding additional fields. In prior versions of Microsoft Dynamics GP, Report Writer place is critical. was the only option for users printing and modifying documents and reports. Micro- WennSoft has a series of white papers soft Dynamics GP 2010 now interfaces with Microsoft Office Word for select docu- addressing ‘The Necessary Steps to Soft- ments and reports. When utilizing the Microsoft Office Word feature, modifying these ware Selection’. To receive these white documents has become easier and given users more options and flexibility. Even if papers, visit www.wennsoft.com/change. the organization does not need a modification, the standard Microsoft Office Words The tips and tactics outlined in these criti- Reports can still be used. Although there are many benefits to utilizing the Microsoft cal guides are market proven and can be Office Word Report feature, listed below are the top five reasons to start using it today. applied to contractors of any size and in 1. Ease of Use any market. At a minimum, they may provide insights on how to optimize the Microsoft Office Word reports are very easy to use and utilize the same printing current solution, and ideally, they may processes users are familiar with in Microsoft Dynamics GP. By default, this func- help guide your organization to the level tionality is enabled when Microsoft Dynamics GP 2010 is installed. If modifications operational efficiency that may have been are needed for these documents, they are done in Microsoft Office Word, which users thought out of reach. To learn more about are more familiar with, rather than through Report Writer. Also, when printing these WennSoft, contact your account manager documents, they are printed in Microsoft Office Word. today. ▲ 2. Modifications Depending upon the modification needed, workstations that modify Word Re- ports may need the Microsoft Dynamics GP Add-in for Word installed on that machine only. Then, all modifications are done through Microsoft Office Word. If only one firstname.lastname@example.org | www.azox.com | 734.928.6010 14 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 15 Ask the Expert Reasons to attend Convergence 2011! Quick…email your boss the followi ng ASAP! To the World’s G reatest Boss: I would lik e to attend M icrosoft Converg ence 20 Converg ence is the pre 11 in Atlanta, April 10-1 mier Microsoft Dynamics 3, 2011. Here are five great rea event for customers! sons you should send me. By Danny Rose, Microsoft Dynamics GP Consultant While at Converg ence , I will: 1 Learn how we can get the most out of our learn how to use the fe currently lic ense to improv atures and functionality of Microsoft Dynamics sol the Microsoft Dynamics ution. I’ll solution we Report and Form out of Microsoft Dynamics GP if they become corrupt or not maintained. If you have ever experienced Microsoft Dynam- Dictionary Recreation e operational efficiencies ics GP crashing or seen dictionary errors appear while a report and increase employee pro tried generating, a corrupt or outdated dictionary after an up- 2 Network and collabora ductivity. te with my peers and grade was likely to be at fault. Because of this, dictionaries al- Microsoft and Summit the product exper ts fro Question: Why is it important to update or recreate all G roup Software. I’ll be m ways need to be updated directly after an update to Microsoft able to consult with report and form dictionaries after completing an update to Mi- the team from Summit Dynamics GP is complete. ▲ G roup Software and th crosoft Dynamics GP? are directly responsible for e Microsoft personnel wh developing and suppor ting o Answer: Dictionary files are important components of Mi- our product. 3 Experience the lates I’ll get up-to-date on th t solution innovations, ne w products, and technol crosoft Dynamics GP that can cause several issues and errors if not updated. There are two main uses for dictionaries: modified Batch Won’t Post e latest Microsoft produc og ies. reports and forms. Question: Why won’t my batch in Microsoft Dynamics such as Offic e 2010, Sh ts and business technologi Dictionary files have a very simple purpose – to store all arePoint 2010, and SQ es GP post? how these products can L Server and learn reports or forms modified in Microsoft Dynamics GP. Example: enhance our Microsoft Dy Answer: There can be numerous reasons why a batch in namics solution. Modifying a trial balance to show specific information – this Microsoft Dynamics GP will refuse to post: A transaction with 4 Get insig hts into M modification would be stored in the reports dictionary. Modi- icrosoft ’s corporate dir a closed fiscal period, invalid distributions, missing transaction ection and understand fied reports and forms are stored in two separate files, gener- for our Microsoft Dynam future plans data, etc. Some users may be quick to review each transaction in ics solution. We’ll be abl ally named Reports.dic and Forms.dic, respectively. The reports advantag e of the insigh e to alig n our business to the batch individually to try and discover the issue, but this usu- ts I gain reg arding Micr tak e best dictionary is created when a user first launches Report Writer osoft’s direction and soluti ally isn’t very efficient especially when you do not know what on investments. or imports reports from a package file. The forms dictionary Plus, Converg ence 2011 the problem is that you are looking for. Microsoft Dynamics GP is created when a window is modified or imported. If there are Atlanta is cost-effect has a very simple feature across all modules that will likely save Atlanta offers many afford ive and easy to attend. no modified reports or forms, the corresponding dictionary file able hotel options, and th time and headaches when the next batch posting error pops up it will tak e less time fro e event starts on a Sund will not exist. These files can be stored on a local workstation so m my work week . ay so – it is called the Edit Batch List. only that PC can access the dictionary, or; a dictionary file can On all Batch Entry screens (financial, receivables, purchas- be stored in a shared folder on a network for multiple worksta- Sounds lik e a great opport tions to access simultaneously. Find the location of your diction- ing, etc.) is a little printer icon in the upper right corner of the unity, doesn’t it? To learn window. By selecting the batch and pressing this icon, users re- Convergence 2011 Atlan more about aries by looking at the Dynamics.set file or in the Edit Launch ta, visit the Convergence ceive an edit list of all transactions in the batch along with any microsoft.com/dynamics/c Web site at file window (Microsoft Dynamics GP > Tools > Setup > System onverg ence/atlanta11/. errors that may prevent the batch from posting. The best part > Edit Launch File). Also note in this window that each product about it is the error messages on this report are usually very within Microsoft Dynamics GP has its own reports and forms Thanks and best reg ard descriptive and helpful. s, dictionaries. It is common for Microsoft Dynamics GP to use While you may not find the information on this report to World’s Hardest Working multiple reports and forms dictionaries. Em ployee be useful enough to review for every batch you post, it should Dictionary files are important because not only do they certainly be the first thing to review the next time you receive a store modified reports and forms vital for daily processes but posting error. ▲ they can also cause several error messages or even lock users 16 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 17 Featured ISV WorkPlace eProcurement project costing solution that delivers based expense reporting, WorkPlace Ex- WorkPlace eProcurement is a ro- web-based, workflow-driven information pense supports the electronic submission bust web-based e-Procurement solution for project and resource management to of expense reports, automatic routing, that allows organizations to automate increase your employee productivity and electronic approvals of individual the complete procure-to-pay cycle – from and streamline your customer billing. line-item expenses, all through an intui- product selection, requisitioning, ap- WorkPlace Project enables operational tive web browser-based interface. proval and ordering to delivery, receipt and financial management through proj- ect initiation, resource utilization, time WorkPlace as a Front-End to and financial settlement. The suite in- Microsoft Dynamics GP cludes applications for requisition, cXML and expense processing and earned value PunchOut, check request, budget com- management. WorkPlace seamlessly integrates to pliance, RFQ, PO generation, receiving, Microsoft Dynamics GP, enabling em- WorkPlace Time ployees to easily and quickly execute invoice matching, and vendor contract enforcement with approval workflow WorkPlace Time is a powerful web- workflow transactions such as requisi- throughout the entire process. based time sheet solution that makes it tioning, receiving, invoice matching, • Eliminate error-prone easy for billable professionals to report project, and time and expense entry. paper-based processes their time in an efficient and timely manner. The faster that time is billed to Tighter Security & Control • Reduce requisition-to-order For many organizations Microsoft Employee Workforce costs and cycle time clients often has a direct impact on the collection time and can have a dramatic Dynamics GP is the backbone of their • Control maverick spending company. To prevent misuse or mali- • Manage by exception - effect on the profitability of the entire firm. cious tampering – or just to limit the in- ensure that your purchases cremental accumulation of inadvertent Automation with adhere to your policies WorkPlace Expense errors – many organizations tightly limit • Ensure Sarbanes-Oxley direct access. By performing all work- compliance with a complete WorkPlace Expense is a robust web- based expense management solution that flow transactions within WorkPlace, em- audit trail of transactions ployees don’t need direct access to Micro- Paramount • Enable procurement professionals allows organizations to increase em- ployee productivity and speed employee soft Dynamics GP. WorkPlace provides to focus on strategic tasks real-time integration with Microsoft Dy- reimbursement. Designed to remove WorkPlace Project paperwork and streamline business pro- namics GP via 100%-compliant transac- cesses for time and expense and project- tions, thus ensuring ERP data integrity. WorkPlace Project is a full-featured By Foy Mainor, Director of Sales, Paramount Technologies > Workforce Automation, continued on page 21 What is Employee Workforce Automation? Organizations using EWA realize significant cost, pro- C ductivity and process benefits. In addition, by managing all ompanies in every industry are facing ever-increasing operational activities and expenditures on a single, integrated pressures to reduce costs, improve employee productiv- platform, EWA solutions are positioned to deliver the real-time ity, and increase profits. To effectively address such chal- information and functionality required for managers to proac- lenges, organizations must develop improved strategies both for tively analyze and adjust operational resources in today’s dy- managing and controlling corporate expenditures and resources namic business environment. and for minimizing administrative and non-value-added ac- tivities that consume a significant portion of every employee’s The WorkPlace Suite from Paramount Technologies workday. The Paramount WorkPlace Suite includes fully integrated, Employee Workforce Automation (EWA) consists of a relat- web-enabled Requisition, eProcurement, Project, Time and Ex- ed group of applications that automate and improve enterprise- pense Management solutions that all offer: wide business processes, including requisition, procurement, • 100% Microsoft .NET-connectivity for easy travel & expense management, and time sheets and other proj- deployment across the entire enterprise ect-management tasks. A common thread of these painstaking, yet critical administrative tasks is that they are heavily paper- • A simple and intuitive web browser dashboard interface based, time-consuming activities that often require the involve- • Configurable business rule-driven application functionality ment of multiple functions across the enterprise. EWA solutions • Multi-language support with available minimize the effort required to complete and control these tasks specific language sets by creating a self-service environment that pushes the initiation of multiple administrative activities to the desktops of frontline • Multicurrency support employees using a user-friendly, web-based interface. EWA so- • Role-based security/approval lutions automatically route and execute employee requests in ac- • Online context-sensitive help cordance with the business rules and workflow that have been pre-defined by the organization. • Seamless integration with existing Microsoft Dynamics GP 18 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 19 Spotlight > Workforce Automation, continued from page 19 More Workflow capabilities Microsoft Dynamics GP offers a broad set of capabilities but any particular capability is rarely “best in class”. Work- Jody Miller Place is focused entirely on delivering “best in class” Employee Jody Miller joined Summit Workforce Automation capabilities – automating procurement, Group Software in October 2010 requisitioning, project, time and expense transactions to make through the merger with Miller internal workflow processes more efficient, improve employee & McKenna Consulting in Du- productivity, reduce time and errors and save money. By per- luth, MN. Jody has over 25 years forming workflow within WorkPlace, organizations and em- of experience in writing, train- ployees use and benefit from a much richer feature set. By per- ing, consulting, managing, and forming workflow transactions within WorkPlace, employees selling Microsoft Dynamics GP work with an intuitive, easy-to-navigate interface designed for and other accounting software. workflow, thus improving their task quality, job satisfaction and Jody’s role as an account manag- productivity. er allows her to stay in frequent contact with the customers Web-based Access she has worked with for years; and, has allowed her to get engaged right away with numerous other Summit Group Busy, mobile employees need to be able to generate, ap- customers and make an immediate impact. prove and review workflow transactions consistent with how She enjoys spending time with her husband and daugh- they do business. By performing workflow transactions within ters fishing and relaxing at their cabin in the summer, and WorkPlace, employees are productive wherever they have a vacationing anywhere warm in the winter. Jody stays in- browser interface. Additionally, web-based WorkPlace requires volved with her daughters Samantha (17) and Barbara (13) no software to be resident on users’ PCs (other than the brows- Online Payment Services who are very active in school and sports. ▲ er), minimizing disk usage. To learn more about the WorkPlace Suite from Paramount Technologies, contact your account manager today. ▲ Processing Credit Card Payments Made Easier I By Paul Johnson, CPA, MBA f your organization is one that wants to begin accepting credit cards or streamline the receivables process through the integration of credit card processing, keep reading this article! In November 2010, Microsoft released Payment Services for Microsoft Dynamics GP. Provided as a part of Microsoft Dynamics GP 10.0 (Service Pack 5 or higher) and Microsoft Dynamics GP 2011 (Service Pack 1 or higher), organizations can now initiate, “…initiate, authorize, authorize, and settle credit and debit card transactions from within Microsoft Dynam- ics GP with no additional software purchase. Whether accepting payment on-premise, and settle credit and over the phone, or on-line, these services will securely transfer necessary information to the payment processor in real-time. Currently, these services support a number of debit card transactions the common payment providers, including: First Data, Digital River, PayPal and more. All companies current on a Business Ready Enhancement Plan have access to this func- from within Microsoft tionality. MasterCard, Visa, American Express and Discover are all supported by Payment Dynamics GP” Services and offer customers of your organization numerous options for payment. In organizations with multiple merchant accounts, Payment Services allows the associa- tion of different types of credit cards with different payment processors. Multiple pay- ment currencies are not a problem with acceptance of over 20 different international currencies. Depending on the payment process, organizations may also be able to do away with the credit card terminal and the associated phone lines saving additional money. While Online Payment Services for Microsoft Dynamics GP is very valuable for many businesses, if your organization’s needs go beyond those of the provided func- tionality do not fret! Many of our customers have already found the value of integrat- ed credit card processing through applications offered by Nodus Technologies. If you would like more information about how you can increase efficiency through the inte- gration of credit card processing, contact your account manager today. ▲ 20 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 21 Events Calendar • 2011.1 To register for any of these events, go to SummitGroupSoftware.com and click on Training. Date Workshop Type Location Course Date Workshop Type Location Course 3.15.11 Online Microsoft Dynamics CRM 2011 Launch –User Group 5.16.11 to 5.17.11 Remote Classroom Microsoft Dynamics and Microsoft SQL Reporting Services 3.15.11 Online Introduction to Microsoft Dynamics GP - Receivables Management 5.17.11 Online Introduction to Microsoft Dynamics GP – Sales Order Processing 3.15.11 Online Introduction to Microsoft Dynamics GP - Sales Order Processing 5.17.11 to 5.18.11 Classroom Omaha, NE Management Reporter for Microsoft Dynamics GP 2010 3.15.11 to 3.16.11 Classroom Chicago, IL FRx Essentials I 5.19.11 Online Microsoft Dynamics CRM 2011 – Goal Management 3.16.11 to 3.18.11 Classroom West Fargo, ND SharePoint Technologies and Microsoft Dynamics® GP 2010 5.20.11 Remote Classroom Microsoft Dynamics CRM 2011 – Sales Management 3.17.11 to 3.18.11 Classroom Chicago, IL FRx Essentials II 5.20.11 Online Introduction to Microsoft SQL Server Views for Microsoft 3.22.11 Online Introduction to Microsoft Dynamics CRM for Service Dynamics 3.22.11 Online Introduction to Microsoft Dynamics GP - Bank Reconciliation 5.23.11 to 5.24.11 Remote Classroom Management Reporter for Microsoft Dynamics GP 2010 3.22.11 to 3.23.11 Classroom Duluth, MN Management Reporter for Microsoft Dynamics GP 2010 5.23.11 to 5.24.11 Classroom Chicago, IL Microsoft Dynamics and Microsoft SQL Reporting Services 3.22.11 to 3.23.11 Classroom Chicago, IL Management Reporter for Microsoft Dynamics GP 2010 5.24.11 Online Introduction to Microsoft Dynamics GP – Bank Reconciliation 3.25.11 Classroom West Fargo, ND Marketing in Microsoft Dynamics CRM 4.0 5.24.11 to 5.25.11 Classroom Chicago, IL FRx Essentials I 3.28.11 to 3.29.11 Classroom West Fargo, ND Management Reporter for Microsoft Dynamics GP 2010 5.24.11 to 5.25.11 Classroom Kansas City, MO Management Reporter for Microsoft Dynamics GP 2010 3.29.11 Online Introduction to Microsoft Dynamics GP - Fixed Assets 5.25.11 to 5.27.11 Classroom Chicago, IL SharePoint Technologies and Microsoft Dynamics® GP 2010 4.4.11 to 4.8.11 Classroom West Fargo, ND Microsoft Dynamics GP 2010 – Financials 5.26.11 Online Microsoft Dynamics CRM 2011 – Introduction to Workflow 4.5.11 Online Microsoft Dynamics CRM 2011 Launch 5.26.11 to 5.27.11 Classroom Chicago, IL FRx Essentials II 4.5.11 to 4.6.11 Classroom Lincoln, NE FRx Essentials I 5.27.11 Online Microsoft Dynamics CRM 2011 – Introduction to Dialogs 4.7.11 to 4.8.11 Classroom Lincoln, NE FRx Essentials II 5.31.11 Online Introduction to Microsoft Dynamics GP – Fixed Assets 4.11.11 Online Introduction to Microsoft Dynamics CRM for Sales 5.31.11 to 6.2.11 Classroom Chicago, IL Microsoft Dynamics GP 2010 - Distribution 4.12.11 to 4.13.11 Classroom West Fargo, ND Business Intelligence in Microsoft Dynamics GP 2010 6.2.11 to 6.3.11 Classroom West Fargo, ND Business Intelligence in Microsoft Dynamics GP 2010 4.14.11 to 4.15.11 Classroom West Fargo, ND Microsoft Dynamics and Microsoft SQL Reporting Services 6.6.11 to 6.10.11 Classroom West Fargo, ND Microsoft Dynamics GP 2010 - Financials 4.18.11 to 4.20.11 Classroom West Fargo, ND Microsoft Dynamics GP 2010 – Distribution 6.7.11 to 6.9.11 Classroom Duluth, MN Introduction to Microsoft SQL Server and Microsoft SQL Reporting Services 4.19.11 to 4.20.11 Classroom Chicago, IL FRx Essentials I 6.10.11 Online Introduction to Smartlist Builder for Microsoft Dynamics GP 4.21.11 Classroom West Fargo, ND Payroll for Microsoft Dynamics GP 6.13.11 Online Microsoft Dynamics CRM 2011 – Online Lead Capture 4.21.11 to 4.22.11 Classroom Chicago, IL FRx Essentials II 6.20.11 Online Microsoft Dynamics CRM 2011 – Introduction to Duplicate 4.25.11 Online Introduction to Microsoft Dynamics CRM for Service Detection and Bulk Deletion 4.26.11 Remote Classroom What’s New in Microsoft Dynamics CRM 2011 6.20.11 to 6.22.11 Classroom West Fargo, ND Microsoft Dynamics GP 2010 - Distribution 4.26.11 to 4.27.11 Classroom West Fargo, ND Management Reporter for Microsoft Dynamics GP 2010 6.21.11 to 6.22.11 Classroom Chicago, IL FRx Essentials I 4.26.11 to 4.27.11 Classroom Kansas City, MO FRx Essentials I 6.23.11 Classroom West Fargo, ND Payroll for Microsoft Dynamics GP 4.26.11 to 4.29.11 Classroom Chicago, IL Microsoft Dynamics GP 2010 - Financials 6.23.11 to 6.24.11 Classroom Chicago, IL FRx Essentials II 4.28.11 to 4.29.11 Classroom Kansas City, MO FRx Essentials II 6.24.11 Online Introduction to Views for Microsoft SQL Server Reporting Services 5.2.11 to 5.4.11 Classroom West Fargo, ND Configuring and Administering Microsoft SharePoint Server 2010 6.27.11 Classroom West Fargo, ND Introduction to Microsoft SQL Server 5.3.11 Online Introduction to Microsoft Dynamics GP – General Ledger 6.27.11 to 6.29.11 Remote Classroom Microsoft Dynamics CRM 2011 – Customization and Configuration 5.3.11 Online Introduction to Microsoft Dynamics GP – Inventory 6.28.11 to 6.29.11 Classroom West Fargo, ND Microsoft Dynamics and Microsoft SQL Reporting Services 5.6.11 Online Introduction to Microsoft Dynamics GP Table Relationships 6.30.11 Online Microsoft Dynamics CRM 2011 and Microsoft SharePoint 5.9.11 Online Introduction to Microsoft Dynamics CRM for Marketing Integration and Deployment 5.9.11 to 5.10.11 Classroom West Fargo, ND FRx Essentials I 5.10.11 Online Introduction to Microsoft Dynamics GP – Payables Management To register for any of these events, go to www.summitgroupsoftware.com and click on Training. 5.10.11 Online Introduction to Microsoft Dynamics GP – Purchase Order Courses subject to change, check the website for the most up to date schedule. Processing 5.10.11 to 5.11.11 Classroom Chicago, IL Management Reporter for Microsoft Dynamics GP 2010 5.13.11 Remote Classroom Introduction to Microsoft SQL Server 5.17.11 Online Introduction to Microsoft Dynamics GP – Receivables Management 22 the Summit 2011.1 :: a publication of Summit Group Software 888.929.1387 :: SummitGroupSoftware.com 23 Bringing together cloud versions of our most trusted communications and collaboration products with the latest version of our desktop suite for businesses of all sizes. Microsoft® Office 365 delivers the power of cloud productivity to businesses of all sizes, Key Microsoft Office 365 Benefits: helping to save time, money and free up valued • Anywhere-access to email, documents, contacts, and calendars on nearly any device resources. Office 365 combines the familiar • Work seamlessly with Microsoft Office and the other Office desktop suite with cloud-based versions programs your users already count on everyday of Microsoft’s next-generation communications • Business-class features including IT-level phone support, and collaboration services: Exchange Online, guaranteed 99.9% uptime, geo-redundancy, and disaster recovery SharePoint Online and Lync Online. • Pay-as-you-go pricing options which give you predictability and flexibility for all or part of your organization • Latest version of Business Productivity Online Suite (BPOS), which has millions of business users today Microsoft® Office 365 for small businesses offers an easy-to-use set of web-enabled tools for small businesses, independent consultants and professionals looking for business- class productivity services. Working with the tools people know and use today, Office 365 provides anywhere access to email, important documents, contacts, and calendars on nearly any device. It’s free for the first 30 days and then just $6 per user per month.
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