1. Keep up to date with Laws and Regulations– In Dynamics GP2010, go to Microsoft Dynamics GP > Maintenance > US Payroll Updates > Check for Tax Updates.  Select either the Automatic or the Manual method.  The process will add the latest tax rate table or notify you that the table is up to date.  Once your tax table is up to date, check Dynamics GP CustomerSource to verify you have the latest tax code update.  Keeping Dynamics GP at the latest Service Pack ensures you have the latest tax code programming as well as fixing other issues the service pack addresses.  To check your version of Dynamics GP, go to Help > About Microsoft Dynamics GP and compare the Version information to the latest information available at CustomerSource.  To check the date of Last Tax Update, Last Tax Code Update and Last Modification  (last manual modification since the last tax update was installed) go to Microsoft Dynamics GP > Tools > Setup > System >  Payroll Tax. 
2. Make your Form 941 deposits on time – Use the Reminder/Task feature on the homepage to set up task deadlines.  Give yourself enough time to beat the deadlines and get those Form 941 payments in on time.
3. Classify Employees Correctly – Use the Employee Class field to identify Exempt versus Non-exempt employees.  If you already use the Employee Class for other purposes, use one of the user defined fields to track the employee classification.
4. Report Fringe Benefits – Set up Benefit codes to track benefits that are can be considered taxable income.
5. Ensure Social Security Numbers are correct– Use the Social Security Verification Service (SSNVS) (tinyurl.com/29ftfv).  This service matches SSN to employee name.  Up to ten SSNs can be entered manually or use the file upload method to check up to 250,000 SSNs.  Using SmartList you can generate a list of SSNs for the upload method.
6. Process garnishments correctly – When setting up a garnishment deduction, make sure the Deduction Type is set to Garnishment, and then the Garnishment Category can be selected.  Once set up, you can use the Deduction Sequence window to prioritize the deductions.  Deduction sequences can be adjusted on an employee basis.
7. Check your numbers– Even with automatic updates, it’s always a good idea to spot check the tax rates.  The IRS Circular E can be downloaded from (tinyurl.com/2lan6).  To compare the tax rates in Dynamics GP, go to Microsoft Dynamics GP > Tools > Setup > System > Payroll Tax.  The federal taxes are listed under the Tax Code FED.  Also check the recent changes in the FICA rates, Tax Code EFICS for the Employer FICA/Social Security and tax Code FICAS for the Employee FICA/Social Security.  They should be 6.2% and 4.2% respectively.

RSM McGladrey consultants are Microsoft Certified Business Management Solution Specialist for Microsoft Dynamics GP Payroll.  Our payroll and human resources systems implementations average from 500 – 2500 employees.  We understand the challenges with payroll implementations and have an implementation methodology with proven results.

RSM McGladrey helped regional staffing company streamlines payroll processand reporting through an implementation of Microsoft Dynamics GP.  With 48 full-time employees, 1480 active paid hires, and seven offices throughout New Jersey, Pennsylvania, and Delaware, this company turned to RSM McGladrey for an integrated Payroll and Human Resource Management Solutions.   

 Claude Frymark, McGladrey – Microsoft Dynamics Specialist for Microsoft Dynamics GP Payroll

by RS McGladrey, a New York City Microsoft Dynamics GP Partner

7 Tips to Preventing Payroll Errors is a post from: ERP Software Blog

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Many Microsoft Dynamics GP users are confused about why one would opt to use a third party product instead of the built-in functionality.  At first glance, it would seem that the Project Accounting Module should always be the preferred choice; however, this is not the case. 

There are some things you should know about Dynamics GP’s Project Accounting module before you embark upon implementing it.  It’s super complex, and therefore, can be very difficult to configure.  Microsoft Dynamics GP Project Accounting is very flexible and powerful.  For instance, you can configure the general ledger distributions mappings in a myriad ways, pulling accounts from the project, the cost categories, the vendor, the inventory item, overriding segments of the account number based on the project, or using default accounts that are either global to the system, or specific to an individual project or project budget line.  Figuring out the best way to configure these general ledger mapping distributions, through the entire T-Account flow from the start of the life cycle to the closing of the project, is a very intense process.  One can easily become confused as to where and how the general ledger distributions are being generated, and whether or not they make any true accounting sense.

Because Microsoft Dynamics GP Project Accounting was developed to be a full featured and highly flexible Project Accounting system, it is difficult to configure properly, and it has onerous data entry requirements.

The built-in reports are generally not used very much, because these reports include all the fields available in the system, by default, whereas most companies only use a small fraction of the fields.   Additional reporting options are available with the assistance of a Microsoft Dynamics GP consultant using Crystal Reports or SQL Reporting Services. 

The designers of GP Project Accounting decided to store each type of transaction in a separate physical SQL table, which was a very unfortunate design decision as far as reporting goes.  In other words, timesheet entries are in their own table, purchase order entries are in their own table, employee expenses are in their own table, etc.  The problem is compounded by the fact that GP requires separate tables for work (un-posted), open (posted), and history (posted and paid) transactions.  You end up with having to “union” together in SQL programming language dozens of tables to produce a comprehensive report that looks at all the costs hitting a project.  If you want to include revenue as well, then you are into dozens of more tables.  These SQL joins and union statements become very unwieldy.

Encore Project Tracking is a much simpler product to configure, and all the transactions go into a unified table which makes reporting much easier.  There is a work, open, and history table, but all the transaction types go in the same table.  Also, Encore Project tracking has an Advanced Analytics feature which is a powerful drag and drop ad-hoc query tool, which has pivot table functionality.  Encore project tracking has a budgeting feature, so you can compare budget to actual, and thereby provide variance reporting.  With Encore you can attach project related information to most types of GP transactions in any module, whereas with GP Project Accounting, project related information must be processed through the Project Accounting module itself, which tends to be very cumbersome for some kinds of transactions, for instance GL journal entries, or Accounts Payable Vouchers that are not Purchase Order related.

I would recommend using Encore Project Tracking instead of Dynamics GP Project Accounting, if all you are doing is trying to attach costs to projects and track that against a budget, unless you really need the more serious project accounting functionality related to billing and revenue recognition, such as the following:

• Automated Revenue Recognition
• Automated Cycle Billing
• Time & Materials vs. Fixed Price vs. Cost Plus Project Types
• Accounting Methods such as When Performed vs. When Billed vs. Effort Expended
• Percentage of Completion
• Retainer Fees

In other words, if you are not doing project billings and don’t have any advanced automated revenue recognition requirements, you probably want to look at Encore as a way to simplify your project accounting setup and reporting in Dynamics GP.

By:  Ren Bellu, McGladrey – Gold Certified Microsoft Dynamics AX, GP, SL, CRM Partner in New York

Microsoft Dynamics GP Project Accounting vs. Encore Project Tracking is a post from: ERP Software Blog

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This is a FALSE rumor by NetSuite’s CEO Zach Nelson during a recent earning’s webcast where he implied such things like “the continuing demise of Microsoft Dynamics Great Plains,” “less international and less sophisticated than Microsoft Dynamics AX and NAV” and “there’s little future for anyone who wants to be a new GP reseller.”

Microsoft Dynamics GP is stronger than ever and is a leader in Mid-Market ERP Systems. As a former Microsoft employee, working now as a Microsoft Dynamics GP Technical Specialist in the East Region, I can tell you first hand the product team in Fargo is well under way in developing GP 12 to be released in 2012 \ 2013 timeframe; as well as getting ready to release Dynamics GP 2010 R2 in the second quarter of 2011.

Even though Microsoft develops and supports four different ERP products, each product has a distinct niche in the market place. Another fact I would like to point out is Microsoft’s published Statement of Direction which outlines the future direction of Microsoft Dynamics GP through 2016.

Further proof is that the Dynamics GP product team in Fargo wants to hear from all existing customers on what features they would like added into GP “12.”  Here is your opportunity to be heard and suggest new features.  If you would like to suggest a feature go to MS Connect, https://connect.microsoft.com/, and submit what is important to you.

In closing, Microsoft Dynamics GP has tens of thousands of customers, a vibrant partner community and third-party application ecosystem, and proven industry functionality which addresses the needs in many key verticals like health care, not-for-profit, and public sector.   Microsoft Dynamics GP is offered as a hosted or on-premise solution.

By: Jeff Katz, McGladrey – Microsoft Dynamics AX, GP, SL, CRM Partner in New York

Is Microsoft Dynamics GP Disappearing? is a post from: ERP Software Blog

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Fortunately, Microsoft Dynamics GP offers users the ability to add custom fields in windows they use every day.  For example, let’s say you have a large copier in the supply room.  It is obviously a critical fixed asset, since your employees use it several times a day.  Occasionally the copier requires maintenance or another type of attention, but sometimes we can’t always remember which office person is the “copier expert.”  Rather than scramble through a desk drawer looking for the name of the “copier expert,” GP users can add the name right into the Fixed Asset window.

Using a Microsoft Dynamics GP solution called Extender, users can place a new data field where it is needed most.  In the same example, users would simply open the Extender window, select the “Asset Repair and Maintenance” window ID, then add in the desired data field for “Copier Expert.”  Users are not limited to just text, since they can add fields for links to a picture or document related to the specific fixed asset.  Some other benefits of Extender include the ability to build new data entry forms and scrolling grids, as well as link the new data to a report. 

Perhaps the greatest benefit of Extender is that users do not need to write a single line of code.  The solution allows users to put the data where they want it, rather than be limited by the predefined form templates.  Most importantly, the new data field will always be there, and can never get lost in a drawer.   Although a world without sticky notes is probably still far off, Extender may get us one step closer.

For a demo of Microsoft Dynamics GP Extender, view this recording.

By: Steve Alvater, McGladrey, New York Microsoft Dynamics GP Partner

Customize Microsoft Dynamics GP Without Writing a Line of Code is a post from: ERP Software Blog

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As you know, you can navigate to the Account Card in order to add, delete, or update your Chart of Accounts.  However, there are many circumstances where you need to make mass changes to the Chart of Accounts, and going through the Account Card which only effects one account number combination at a time would be too slow and laborious.

The most typical example is when you have a new department or division and you need to add the same accounts as in your other typical departments or divisions, the only difference being the department or division number.  In a case like this, you may need to add thousands of accounts and it would take you all day to key them in. You would be likely to make errors, omitting accounts, or putting the account in the wrong Account Category or Posting Type.

The Dynamics GP team has addressed this issue with a feature called Mass Modify.  This feature is available under:  Cards > Financial > Mass Modify

In this case, I have created a new department (the 1^st segment of the Chart of Accounts Number) which I have numbered 700.  I must remember to go into Tools > Setup > Financial > Segment, in order to add this segment value of 700 for the 1^st segment, and to give the segment a description, namely, the name of the new department.

My desire is to have the new department, 700, mirror the old department 100 exactly.  So I have set the Account Range from 100 to 100 for the 1^st segment, and the rest of the segments I have gone from all zeros to all nines.  Under the Display section I have selected the “Selected Range” radio button; this shows me the accounts in the grid below that are going to serve as my template to build (copy) the new accounts.  Basically, I am copying all of the accounts that belong to department 100, and creating new accounts with 700 instead of 100 in the first segment.  I have set the New Account Mask to 700 for the 1^st segment, and question marks for all the rest.  Lastly, I have set the Use Description From section to “Account Segments” in order to pull in the account description from the descriptions stored in the Segment Master table (as defined under Tools > Setup > Financial > Segment); in this way, the account will be described with the description of the new department as the beginning of the description of the  account; alternatively, if the account descriptions are only the natural account, I would have selected “Existing Accounts.”

This all works very well.  However, there are times where the new accounts you need to create don’t follow such a simple business rule, as every account in a range of accounts; sometimes the accounts are in a discontinuous range.  Sometimes the list of accounts you want to add are much easier to compile in Excel.  Also, pushing the “Modify” button can be a bit scary; you are not quite certain what accounts this feature is going to create.  You can create a big mess by accidentally creating all kinds of accounts that you don’t need, and the results are often unpredictable if you start putting in complex masks and ranges in the Mass Modify Window.  The real problem here is that the Mass Modify feature does not show you a preview of what it is about to create, instead it simply creates the accounts; what can happen then is that you get into trying to use Mass Modify to delete the accounts you unwittingly created using Mass Modify, and in the process you end up deleting accounts you didn’t mean to delete.

What I suggest is using the Smart List to download the accounts you want to copy into Excel.  Then you can do a Search & Replace operation in Excel (using control-H).  In Excel you can review and study the list of accounts.  When you are ready to add the new accounts, you can use the Integration Manager module (which is really a separate application) to import the accounts by setting up a simple Account Card import routine.  Integration Manager can import directly from Excel, but you have to set a named range of cells in Excel for this to work.  Typically, what I do is set up Integration Manager to import from a text file.  I save (or cut & paste) the source data from out of Excel into a text file, then I point Integration Manager to the text file.  There are sample Account Card import routines in the Integration Manager database that comes with Dynamics GP.

By:  Ren Bellu, McGladrey – Certified Microsoft Dynamics Specialists

Making It Easier with Dynamics GP – Quickly Modify Your Chart of Accounts is a post from: ERP Software Blog

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Binary Stream’s Multi-facility Processing (MFP) product allows this multi-company, centralized-solution scenario. The general concept is that facilities are defined based on the reporting structure of the said company.  Facilities are identified based on a segment of the chart of accounts; master records are defined as shared or specific to the facility; transactions are assigned to a facility when posted; and, finally, security and access is granted to the facility using the relationship linking feature and/or with the addition of account level security.

Proper access rights to the transactions and records are critical in this type of environment.  MFP requires relationships to be created between each master record (customers, vendors, items, sites, and employees) and the facility that should have access to those individual records.  User access is defined by creating the relationship between the user ID and the facility.  It can be a one to one relationship or one to many. Because MFP only works within Dynamics GP, the access does not carry through to FRx for reporting.  As such, account level security is configured to accommodate the restrictions in FRx.

Transactions are assigned to a facility during transaction entry.  This allows reports to be processed at the facility level or at a consolidated level.   The product allows for centralized AP, AR, GL, and payroll processing.  For example, AP invoices and employee time can be posted at the facility level and corporate processes the checkrun for those entries. There is also an intercompany feature to accommodate the due to/due from for each facility, if applicable. Account substitutions can be setup for efficiency during transaction entry.

The MFP solution not only provides a solution for companies managing multiple entities, it’s also a great product to handle security access to master records, transactions, reporting, and inquiries based on a division within a single legal entity.  As an example, this product has been used successfully by a healthcare company that provides behavioral health services.  In this sector, there is only one legal entity; however, the operations are processed purely by program administrators that manage the programs and initiatives.  They have their own staff to enter transactions while corporate processes the centralized functions.  In this scenario, it is important that the mental health division does not have access to the alcohol and drug division’s records and transactions.  MFP handles this requirement perfectly.

By:  Regie Eastman, RSM McGladrey, Inc. – Microsoft Dynamics ERP Specialist

An Alternative to Managing Multiple Company Databases in Microsoft Dynamics GP is a post from: ERP Software Blog

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Adding a custom built application written in a software development tool such as Microsoft SharePoint is a “nice to have” for many small to mid-sized organizations.  There are also many good work flow process add-on applications for Dynamics GP such as Paramount WorkPlace which allows for complex approval processing which can be linked seamlessly to email.  Implementing one of these add-on products is complex, but in many cases, well worth it.

As an alternative to these solutions, you can set up the off-the-shelf Dynamics GP product for electronic workflow, very easily and without any custom programming.  I typically set up the work flow using the SmartList and the Sales Batch ID.  This technique is most often employed by me for the Dynamics GP Sales Order Processing module, but it could be used for other modules as well, such as Project Accounting, Purchasing, or even General Ledger.  The technique that I have used at dozens of clients is as follows:

• Make use of the Dynamics GP SmartList to create Work Flow Queues.
• Create SmartList favorites which act as the user’s work queues.
• The “Search” button on the SmartList is where you can define what is in the queue.  Make the search criteria equal to the Batch Number field on a Sales TransactionsSmartList.
• Create several Sales Batches that will stand as permanent Batches that you will never post; a trick here is to set the Batch Posting Date to a date well into the past, such as 12/31/1900.  You will get a warning message that the date is outside any of your company fiscal periods, but you can ignore this; what it will mean is that someone will not be able to post the batch accidentally.
• Save the SmartList favorites for each of permanent batches, and add them to the entire system so that all users can see them.
• For example, in a Sales Order Processing work flow, there can be the following SmartLists set up:  Pending Orders, To Be Picked, To Be Packed, Ship Today, Urgent, Problem Orders,  To Be Posted,
• Name the smart list by role or by document status (not by individual person who handles that process), as sometimes that person is out on vacation, or there is a change in personnel, so the person’s name can be confusing; example batch names are shown above.
• Assign one or more users to monitor each SmartList.
• SmartList favorites can be added to the Short-Cut bar for quick access.
• Train the users to view their assigned role based SmartLists to see their queue of outstanding items to process.
• As a document flows through the process, the user only needs to change the batch ID field on the SOP document header in order to “move” the document to the next queue.
• By use of a SmartList Queue and corresponding permanent Batch ID called “Urgent” high priority orders can be easily seen and acted upon, or problematic items can be “kicked back” to the previous step and highlighted for special attention.
• After changing the Batch Number field on the Sales Transaction Document header, the user will need to hit the Refresh Button to refresh the SmartList.  The document will “move” to the queue.

Another feature in Dynamics GP that can be used to help control the work flow process of SOP (Sales Order Processing) documents is the SOP “Holds” feature.  Holds are nice because they leave an audit trail of who put the hold on and on what date and then who released the hold, so you can see who was handling each order and when.  The Hold feature can be used in conjunction with the SmartList technique shown above or separately.  For example, you can place a document on hold if there is a discrepancy in the amount to be picked and what is actually on the shelf to pick.  The document will be set aside until the discrepancy can be explained and appropriate adjustments made to inventory.

By:  Ren Bellu, McGladrey – Microsoft Dynamics Workflow Specialists

Reduce Paperwork with Microsoft Dynamics GP Workflows is a post from: ERP Software Blog

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Microsoft Dynamics GP provides many ways to capture and report this information.  The tools within Dynamics GP that you choose to use will depend on the source of the costs, the number of projects you need to track, the complexity of the project structure, and whether you bill costs back to a customer.

For organizations with long term initiatives, don’t overlook the capabilities of the Dynamics GP General Ledger.  The ability to support a Chart of Accounts of up to 10 segments leaves plenty of room for project and sub-project segments.  This approach can work well for not-for-profit organizations that have specific initiatives within their mission that continue for years.  The fixed and variable allocation account capability of Dynamics GP allows easy allocation of overhead costs to projects.

Analytical Accounting can be used along with a GL-based approach or may be used independently.  This tool allows you to capture additional data when certain accounts are affected.  This could be to identify the grant used for a specific expense or the name of the employee that traveled to a trade show for a new product launch.

For those organizations that need to budget in units such as hours of labor or feet of pipe, as well as dollars, the Project Accounting Series within Microsoft Dynamics GP may be the answer.  This application provides markup and billing capability and timesheet tracking in addition to detailed project budgeting.

From the simplest to the most complex approach, Dynamics GP has the tools to support accountability by budgeting and reporting on your jobs, projects, and initiatives.

By:  Matt Kenney, McGladrey – Microsoft Dynamics GP Partner – Analytical Accounting Specialist,

Driving Accountability with Your Financial Systems is a post from: ERP Software Blog

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• Tips & Tricks for Dynamics GP
• Using Management Reporter
• Budgeting and Forecasting in Dynamics GP
• Getting more out of Dynamics GP 2010
• CRM 2011
• Driving Business Success using CRM
• Integrating Dynamics GP and CRM
• Integrating CRM and SharePoint
• Using SharePoint Workflow with Dynamics GP
• New Features in Dynamics SL 8
• And many other topics . . .

This two-day eventprovides the opportunity for you to gain knowledge from Dynamics GP/SL/CRM experts, share knowledge with other Dynamics users, and network with McGladrey Team members and Microsoft Dynamics Developers. You’ll experience how you can use the power of Microsoft Dynamics to optimize your business and improve your bottom line—now and in the future.

Conference Dates: 
November 9-10

Location:
Perelman Quadrangle
University of Pennsylvania
3417 Spruce Street
Philadelphia, PA 19104-6306

Register online at http://www.dynamicssoftwaresolutions.com/events/details/mcgladrey-dynamics-summit-philadelphia-pa/.

Cost:  $100 per person

Who should attend:  Financial, IT, and sales professionals interested in learning more about Microsoft Dynamics business systems and current end-users of Microsoft Dynamics GP, Microsoft Dynamics SL, and Microsoft Dynamics CRM. 

By: RSM McGladrey, Inc. – New York Microsoft Dynamics Partner

2010 McGladrey Microsoft Dynamics Summit in Philadelphia, PA is a post from: ERP Software Blog

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Tensoft’s Revenue Cycle Management (RCM) solution enables organizations to deal with today’s revenue recognition complexity while increasing profitability, customer satisfaction and investor confidence. Announced this month in a press release, McGladrey has partnered with Tensoft to deliver these solutions to Technology Business.

The partnership is designed to address the needs of technology companies, where regulatory compliance issues present a significant challenge, and complex revenue, billing and contract management needs are ubiquitous. Software publishers, SaaS and hosting providers, game publishers selling through retailers, on-line content subscription providers, and OEMs with embedded software are just a few examples of these types of companies.

“At McGladrey, we understand that technology companies face some of the most stringent regulatory requirements of any industry today, and often grow – and change – so quickly that it can be challenging to set up adequate business processes to address these,” said Stan Mork, managing director – technology services for RSM McGladrey. “By partnering with Tensoft, RSM McGladrey can deliver a scalable solution which meets the specific revenue, billing and contract management needs of these businesses, and can then provide the value-added consulting services that will provide significant strategic advantage.”

The Financial Accounting Standards Board (FASB) and the International Accounting Standards Board have issued a proposed Accounting Standards Update, Revenue Recognition (Topic 605):  Revenue from Contracts with Customers.  If adopted, the proposal would create a single revenue recognition standard for U.S. generally accepted accounting principles and International Financial Reporting Standards that would be applied across various industries and capital markets. The core principle of the draft standard is that an entity should recognize revenue from contracts with customers when it transfers goods or services to the customer in the amount of consideration the entity receives, or expects to receive, from the customer.  The approach required to apply this guidance would be as follows:

• Identify the contract(s) with the customer;
• Identify the separate performance obligations in the contract;
• Determine the transaction price;
• Allocate the transaction price to performance obligations; and
• Recognize revenue when performance obligations are satisfied.

This required approach, together with several other significant items included in the draft standard, are described in a document published by McGladrey & Pullen’s National Accounting Standards Group.  Our summary, FASB Issues Exposure Draft on Revenue Recognition, is also available on the McGladrey & Pullen Web site

Tensoft RCM integrates with Microsoft Dynamics GP through the general ledgers, accounts receivables, and sales order modules.

By: Kathy Davidson, McGladrey – Revenue Recognition Solutions for Technology Companies

Revenue Recognition Solutions for Technology Companies is a post from: ERP Software Blog

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