Terry Borchardt, Applications Consultant and first line correspondent in customer support for DFC Consultants, took the time to simplify the reporting tools for us. His goal is to help us understand just when the right time is to use each tool, or a combination of them, to get the info we need. (Thanks Terry!)

 Here is a list of the more common reporting tools available in Dynamics GP and a little about each one.

 1)      Report Writer – this has been the default reporting tool since Dynamics was first released in the mid 90’s.  Modifying reports in Report Writer (for example – adding columns) can be a little tricky but it  definitely can be done. (Report Writer is included in your GP purchase at no additional cost.)

 2)      FRx – this is the financial reporting tool that was great for reporting all your common financial reports prior to version 2010.  With the release of version Microsoft Dynamics GP 2010, FRx is no longer supported by Microsoft on v2010 and future versions.  It has been replaced with Management Reporter. (FRx is included in your GP purchase at no additional cost.)

 3)      Management Reporter ( MR) – is the replacement for FRx going forward 2010 and beyond.  It utilizes many of the same concepts that FRx had. If you have an understanding of Microsoft Excel this tool should be very easy to use due to the familiar column and rows structure.  You’ll also use Management Reporter for financial reporting such as Cash Flow, Balance Sheets and Income Statements.  You don’t want to use MR for printing a list of goods sold.  You’ll do that in SmartLists, see below. (MR is included in your GP Purchase at no additional cost.)

 4)      Smartlist – This is functionality which comes with predefined queries that one can provide multiple restrictions in to get out the desired data.  Once the data is retrieved, it can be exported to Microsoft Excel or Word with the click of a button. (Sweet!) This is where you go print your list of goods sold or an employee list. (SmartList is included in your GP purchase at no additional cost.)

 5)      Smartlist Builder – At times the predefined queries don’t provide you with the information that you a looking for, so you need to go and create additional tables, views or queries that will give you that information.   If using Payroll and HR many of our clients purchase SmartList Builder to run “what if” scenarios with salary increases as well pricing scenarios. (SmartList Builder is currently priced at $1,950 and is worth every penny.)

 6)      Word Templates – At times you may have a situation where a Report Writer works just fine for almost all your needs.  Then, as an example, your company expands and wants to have a different logo for your Invoices and A/R Statements.  Word Templates lets you use existing Templates, modify them with a different logo, then save them with a different name. When it comes time to run the Invoice you can pick which Template should be used based upon the company you are in.  (Word Templates is included in your GP purchase at no additional cost.)

 7)      SQL Server Report Services (SRSS) – this tool expands report writing flexibility with more than 90 built in reports. If you want a prettier report (fancier than Report Writer) you can use the wizard which makes it easy to deploy also.  Those of you that are familiar with Crystal Reports may feel very comfortable using SRSS also, as they are fairly similar.

 Let’s summarize!

 So really what is the correct reporting tool?  Well the answer is “it really depends”.  If your needs are very simple, using the prepackaged Report Writer tools may be enough.  However, if you want more detailed financial information, Management Reporter is the way to go. If you want something prettier, but need more flexibility, then you might want to look into SQL Reporting Services (SSRS).

 Exporting Data to Excel?

If you need to get information out of Microsoft Dynamics GP quickly and be able to “play” with it in Microsoft Excel, Smartlist or Smartlist Builder will be your tools of choice.

 Personalize your Reports

Finally, if you have multiple needs for the same type of information but it needs to look slightly different, the Word Templates would be something to look into for including company information or logos on Invoices and A/R Statements.

DFC is the only Microsoft Certified Training Center in North Dakota and one of the largest in the Midwest teaching over 20 classes in the past 12 months. We have 5 Microsoft Certified Trainers that provide classroom training in a structured, hands-on, question-and-answer environment.   View our  training scheduleto see which classes may increase your employees’ efficiency and productivity.

 DFC is a Microsoft partner, with over 22 years of experience implementing, selling, and supporting of Microsoft Dynamics GP.  Please call DFC Consultants, at 800-277-5561 or find us at www.dfcconsultants.com.  DFC Consultants specialize in Microsoft Dynamics GP, Microsoft CRM and Tribal and Public Property Management Solutions.

by Terry Borchardt, Applications Consultant, DFC Consultants Ltd. North Dakota Microsoft Dynamics GP Partner

What is the Correct Reporting Tool to use in Microsoft Dynamics GP 2010 ? is a post from: ERP Software Blog

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This review is for:  Microsoft Dynamics GP 2010 Reporting (Paperback)

Full Disclosure:  I was provided a no-charge paperback edition for the purpose of this review by the publisher, Packt.

What piqued my interest in the first place was actually the fact that Errol Schoenfish, a monument in the Microsoft Dynamics community, wrote the foreword.  And of course, Errol made a few great points, the most salient of which is that raw data is “useless” unless it can be analyzed and turned into meaningful reports on the health of a business through trend analyses and key performance indicators (KPIs). 

 This book addresses the fundamental question of how to turn raw data into meaningful metrics using the reporting tools available in Microsoft Dynamics GP 2010.  And it addresses that question in great detail, in a highly organized framework, replete with numerous, incredibly useful screenshots.  It starts with the basics of “Meeting the Reporting Challenge” and “Where Is My Data and How Do I Get to It?” And it takes you all the way through the design and execution of sophisticated reports using the various tools available in Dynamics GP 2010, such as SmartList Builder (SLB), Excel Report Builder (ERB), Report Writer (RW), SQL Server Reporting Services (SSRS), Analysis Cubes (AC), and Management Reporter (MR).  

What’s more, the Appendix at the end of the book compares those tools and outlines the features and functions of each.  The Appendix serves as a quick, high level reference guide. 

Kudos to the authors for a tremendous effort and a valuable resource for skilled end users and Dynamics GP professionals alike. 

Submitted by Altico Advisors, Microsoft Dynamics GP Partner for Manufacturing and Distribution serving New Hampshire (NH) – Please follow us on LinkedIn

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There was, however, one small complaint that often came up.  Sometimes a user would want to create a Word template, only to find out that the report they were interested in changing was not available as a Word template.  With the initial release of Word templates in GP 2010, there was a group of reports/documents for which we could create Word templates, but if you wanted to create a template for a report or document that was not included in this group, it was not possible.  With the release of Microsoft Dynamics GP 2010 R2, this complaint has been solved with the Microsoft Word Template Generator tool.

This tool allows us to use the Report Writer (the built in report writing tool with MS Dynamics GP) to generate a new Word template.  This means that every report that we can generate with Report Writer can have a Word template created for it.  Then we can set up Microsoft Dynamics GP 2010 R2 to use the Word template to generate the report instead of the original Report Writer version.  The primary reason this new tool is so awesome is because it opens up Word templates to all of the reporting in Microsoft Dynamics GP 2010 R2.  You need to alter the General Ledger Trial Balance report; no problem.  You need to adjust the Historical Aging Trial Balance for customers; no problem.  We now can use Report Writer to generate a “data” file that we can process with the MS Word Template Generator.  The Word Template Generator Tool will then create a new template based off of the data file from Report Writer.  We can then set up this template to print instead of the original report.  Plus  we still get to use all of the nice features that first showed up in Microsoft Dynamics GP 2010 with Word templates.  We can assign specific templates to print for specific customers, we can define different reports to print for different companies if we have multiple companies, and we can export all of these reports to PDF files (or other formats) for easy transport via email.

With Dynamics GP 2010 R2, Microsoft continues to show that they are listening to the end users and the reporting needs they request.  Word templates have now been expanded to work with any report you can generate with Report Writer.  If you have any questions, or would like any assistance with setting up Word Templates in the new Microsoft Dynamics GP 2010 R2, feel free to contact us at Intelligent Technologies, Inc.

-By Grady Burris – Sr. Consultant – Intelligent Technologies, Inc.

Microsoft Dynamics GP 2010 R2 and the New Word Template Generator is a post from: ERP Software Blog

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There are 15 of these videos grouped into 5 headings:  IT, HR, Reporting, Finance and Supply Chain Management (SCM).  To pique your interest, here are a few examples of the topics covered:

Do you work for a medical device manufacturer?  If so, you might be interested in the “Regulatory Compliance with Dynamics GP” video.

Are you a finance professional?  Take a look at “Accessing Financial Data.”

Do you work for a Wholesale/Distribution company?  Try this one – “Supply Chain Management:  Automated Order Allocation via Microsoft Dynamics GP”

If you’re in the process of choosing an ERP system for your business and you want a quick and easy view of key features in Microsoft Dynamics GP, these videos are a great resource.  I’ve been loading them onto the Altico Advisors Youtube Channel.  The first 11 out of 15 are up there NOW for your viewing pleasure.  Check back over the next few weeks and you’ll find the remaining 4 videos as well. 

By Jim Hickey, Vice President, Altico Advisors, Microsoft Dynamics GP Partner for Manufacturing and Distribution serving New Hampshire (NH)

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As the President of a company that specializes in Microsoft Dynamics GP systems for manufacturing and distribution with a sub-specialty in the medical device sector, I asked two of our Dynamics GP clients in the medical device sector to answer that question, i.e. how does Dynamics GP (formerly Great Plains) help them handle their top 5 issues.  They actually came up with 6 points each!  Here are their answers:

 Responses from Expert #1

 1.  Strict industry regulations.

The Medical Device industry must adhere to strict regulations.  Most prominent are FDA and ISO.   GP can help handle this issue by giving them an easy solution to tracking all processes and documentation.  For example, they must keep track of any revisions made to an original document whether it is a form to fill out or a documented procedure.  Microsoft Dynamics GP allows them to store all versions directly in the system.  The documentation can even be attached directly to a particular part or item.

 2.  Tracking leads/prospects.

Important to all industries, including Med Device.  The fact that Microsoft Dynamics CRM integrates with MS Outlook, can be accessed remotely, and can also be integrated with Dynamics GP is powerful/compelling from a business growth perspective.

3.  Inventory control.

Med Devices companies must have traceablity/tracking for all products made.  Microsoft Dynamics GP assists them keep in keeping  track of materials from inventory to inprocess to finished goods.

4.  Tracking quarantined items

Out of spec materials must be quarantined in the Med Device world.  The ability to make separate locations and/or bins in Microsoft Dynamics GP is a huge benefit to segregating quarantined materials/products.

5.  Inventory Control/Materials Planning

Microsoft Dynamics GP is an invaluable tool for knowing how much you have on hand and on order. 

6.  Reporting for Business Planning

 Dynamics GP offers management reporting that allows you to budget as well as to see what is selling and what is not.  It assists you in understanding what your cost drivers are by tracking all of the relevant information

Responses from Expert #2

 1.  Regulatory compliance
As far as FDA reporting requirements and the whole regulatory environment, Microsoft Dynamics GP does a good job of tracking the necessary information.

2.  Lot and serial number tracking

This is part of regulatory compliance but bears mentioning because it is one of the key elements of regulatory compliance.  Microsoft Dynamics GP does handle lot and serial number tracking.

3.  Component to parent/inheritance

This is also part of regulatory compliance.  To comply with the FDA requirements, it is critical to track which components are used in which finished products.  In the case of a recall, it is not enough to have data on the finished product only.

4.  FDA approval process for new clinical trials

This is actually handled outside of GP, but because GP is built on a platform that allows for integration with most third party applications, this is also a benefit of Dynamics GP.

5.  Inventory control in Microsoft Dynamics GP

This is not important for regulatory compliance, but for implementing business practices that reduce waste, reduce costly inventory excesses, reduce back orders and ensure that the inventory on hand meets demand. 

6.  Intellectual Property (IP)

Medical Device companies frequently have to track the royalties due to the owner of the IP, i.e. the concepts or inventions that are being used in the products they manufacture.  This is often a doctor, for example.  Dynamics GP handles the tracking of IP royalties.

By Altico Advisors, Microsoft Dynamics GP Partner for Manufacturing and Distribution serving New Hampshire (NH)

What Are The Top 5 Business Issues Faced By Medical Device Manufacturers and Distributors, and How Does Microsoft Dynamics GP Help to Handle Those Issues? is a post from: ERP Software Blog

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SmartLists is a standard querying tool for Microsoft Dynamics GP which allows end-users to instantly create sophisticated queries to find detailed information about customers, vendors, inventory items, and employee records, as well as general ledger accounts.

Excel Reports provides more than 220 built-in, refreshable reports which let business users work in the familiar Microsoft Office user interface.  Even  though Excel Reports comes standard with Microsoft GP 10 and higher many end-users are not aware of its existence or just do not use it. Also, a user does not need to be logged into Dynamics GP, or even have access to Dynamics GP, to be able to view real-time data for his company.

Let’s say you are working in Microsoft Dynamics GP and decide to create a Smart List.  You click on one of your favorites and in a matter of seconds you get the first 1000 records.  You think to yourself this is pretty cool.  You then decide to increase the record count, because you have a large amount of data in your system and 1000 records does not give you the detail you need.  So you increase the record count to 5000 records and run the query again.  The query starts chugging away returning some of your data pretty quickly.  But then all of a sudden the results start slowing down and eventually you get the data you want (but it takes a few minutes to get the data).  You think to yourself, this is still pretty cool, even though it took longer to get the results.  Having the results in the Smart List view, you decide to export the data to Excel.  You click on the Excel button and then proceed to watch your screen as the records start exporting.  You watch and wait and then watch and wait some more as the records count down from 5000 to zero.  Eventually the records all appear in Excel.  You now think to yourself, Smart Lists may be cool but I’m not sure how useful it will be since it takes so long to get the records into Excel. Further you think, if it took this long for 5000 records, how long would it take for 10000 or maybe 50000 records.  Then you start wondering – if the data can get queried on and eventually exported to Excel, why can’t the Dynamics GP data be extracted directly into Excel.

The answer is – It Can.

By default, Excel Reports are created based on existing SmartList favorites.  These reports will reflect up to date data from Dynamics GP when generated.  Essentially, the data you would query on and then export to Excel using a Smart List can be automatically exported directly to Excel.  The big kicker is that these Excel Reports will return the extracted data in a matter of Seconds.  That’s right – seconds, not minutes or hours.

I recently had a client who needed a list of the checks that had been generated during their fiscal year. The list had to be in Excel so they created a Smart List which had over 70000 records in it.  It took about 10 minutes to generate the Smart List results.  But then it took another hour to export the results to Excel.  They suffered through the ordeal figuring it was a once a year request and they could deal with the lengthy time. Until, they found out that they had generated the Smart List before the last check run of the period they needed.  So now they had to redo the entire process again.  Not wanting to have to waste another hour or more on this request, my client reached out to me to find out if there was any other way to get the needed results.  I mentioned to the client about using the Excel Report Integration.  I created an Excel Report for my client and they were able to get the needed results in a few seconds.  They also had a new report which could be used in the future for similar requests.

The number of Excel Reports available depends on the modules you have registered.  But essentially for any Smart List you have available, you will also have an Excel Report available. Aside from the default Excel Reports (equivalent to the default Smart List favorites), you also will have Excel Reports where you can view all the columns that can be in the report (equivalent to viewing the Columns in a Smart List favorite).  You can then keep only the columns needed and save the report in Excel.

Deploying Excel Reports is very easy.  There are some security settings to be taken into consideration when implementing Excel Reports.  Once set up, you will be able to immediately utilize the standard reports as another method of extracting data out of Dynamics GP. 

So in the case of reporting with Microsoft Dynamics GP, the answer is yes, you can. From the built-in, standard reports to the advanced reports created by a Microsoft Dynamics partner like RSM McGladrey, there are many reporting options available to meet your unique needs. 

By:  Jeffrey Bloch, RSM McGladrey, Inc., Microsoft Dynamics Partner – NY Metro

Dynamics GP and Reporting Options – Yes, You Can is a post from: ERP Software Blog

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Building a Restaurant Business Intelligence Solution built on Microsoft Dynamics GP (Great Plains) can provide all of the reporting and management capabilities needed to keep your restaurant(s) operating smoothly.  With detailed integrations pulling in current data from both the POS and back office accounting system, your financial management team can efficiently access all of the information they need, all from a single, full-featured ERP system.

Restaurant Business Intelligence Solution

The goal of a restaurant business intelligence solution is to enable managers at unit, district, regional, and corporate levels to evaluate on-going performance and optimize their operations. By using the business intelligence tools of Microsoft Dynamics GP, financial managers can look at all of the data that is critical for their decision-making processes.  Additionally, business decision makers can quickly perform the analysis and provide the results they are seeking, with reports delivered via Microsoft Excel, SQL Reporting Services and Sharepoint.  Provide this important information in a comfortable environment, all with minimal training, using familiar Microsoft tools and interfaces.

The main benefits of a Restaurant Business Intelligence Solution:

Improved Communication and Collaboration

Restaurants using a business intelligence solution built on the Microsoft Dynamics GP ERP system will benefit from improved communication and collaboration, including:

• More effective communication between corporate offices and individual stores.
• Quicker access to real-time data.
• Immediate access to relevant information through a personalized dashboard. 

Track Performance More Efficiently

By using a restaurant business intelligence solution, restaurant managers can easily track key performance indicators across many different dimensions. Additional benefits include the ability to:

• Identify key trends in specific markets more easily.
• Address issues related to performance.
• Track performance at corporate and unit levels.

Better Business Decision Making

Access to real-time data is a prerequisite to making smart business decisions. With a restaurant business intelligence solution, managers and employees can benefit from:

• Accessing meaningful reports to more easily track trends.
• Identifying and addressing issues at corporate and store levels.
• Analyzing data in response to market trends.
• Manage and Control restaurant expenses.

With volumes of granular data, restaurateurs need to be able to analyze their business’  performance quickly, to respond to an ever-changing marketplace.  Unfortunately, many enterprises rely on proprietary database solutions that require batch reports to be manually created, resulting in the analysis of stale data.  Restaurant Business Intelligence Solutions based on the Microsoft Dynamics GP system provide restaurant management the tools they need for real-time restaurant performance analysis. The end result is lower costs and quicker identification of key business trends, which helps keep them ahead of their competition.

By TMC, Los Angeles Dynamics GP partner, specializing in restaurant accounting.

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If you are in the market for new ERP software, you have to (or soon will) budget up to six figures in cash, and make considerations for training, down-time, start-up time, and opportunity costs. Chances are you won’t do that just to get a fancy new splash screen – you want a return on your investment (ROI). An important step towards achieving this is to define your business processes. Before evaluating Microsoft Dynamics GP or any other new ERP software, you should do the following: 

• Document your existing processes – with a flowchart and written synopsis of how your business functions.  This should include for Products and/or Services:
  • Operational Processes:  everything from Marketing >> Sales >> Procurement, Inventory, and Delivery >> Billing and Collection of Funds.
  • Supporting Processes: Planning >> Budgeting >> Accounting >> Reporting.
• Measure key components of these processes.  This would include all quantities and statistics that are a part of the documented processes. Not just the what, but the related requirements for the delivery and maintenance of these processes.
• Analyze and understand the relationships and dependencies between these processes.
• Analyze how your processes can be improved by specific features of a new solution.   For example, does your sales staff need a license to access the software? Or do they simply need access to customer reports, such as those obtained through a service like Dynamics GP SQL Reporting Services?   

Performing this exercise will help you obtain the information you will need to communicate to your ERP consultant, and will help ensure an ideal implementation.

Rolling out new software should not be an exercise in clicking “Next” on a screen so you can get a canned report. That approach will guarantee you will not receive your desired ROI. What you get out of a new ERP solution depends on the effort you put into to making it succeed.  

It’s hard to arrive somewhere without a defined destination.  Documenting your existing processes to get a baseline of where you are is an important first step.  

by Intellitec, Pennsylvania Microsoft Dynamics GP (Great Plains) Partner

Achieve ROI: Before You Buy ERP Software, Consider Your Business Processes is a post from: ERP Software Blog

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Realize these Benefits from Microsoft Forecaster as your Budgeting solution:

• Working with a shared application allows collaboration and is easier than sending Microsoft Excel spreadsheets back and forth. 
• Forecaster Workflow creates a more efficient budgeting process by using e-mail notifications when budgeting milestones have been achieved.
• Forecaster reporting, combined with FRx Reporter with DirectLink, provide more flexible and effective feedback than other standard reporting packages or simple spreadsheets.
• Forecaster sub-ledger detail, including Human Resources information, Revenue calculations, Line Item details or Capital information, all provide optional supporting details for summary GL budget amounts.
• Forecaster ExpressLink integration with Dynamics GP allows quick and straightforward integration of systems.
• Data entry can be accomplished using several methods including data import templates, quick keys for manual entries, and user defined spread methods, calculations and allocations.
• Application access can be accomplished using server client or an intranet web browser connection.
• ‘What if’ analysis facilitates comparison of various budget-to-actual scenarios.
• Forecaster can be configured to provide each user a unique data entry view to the shared budgeting, eliminating line items not relevant to them.
• Forecaster reporting’s ‘Edit Mode’ allows users to edit budget data from within the report itself, saving the user from toggling back and forth between data entry and report views.
• Excel Add In that allows quick import or export of data.  This really makes it easier to get data into the system

Crestwood Associates is a leader in providing Microsoft Forecaster budgeting solutions in the Chicago Area.  Test Drive the Microsoft Forecaster budgeting tool.  Please contact us at sales@crestwood.com to discuss your budgeting needs.

By John Cooper, Project Manager, at your Chicago Area Microsoft Gold Certified Dynamics GP Partner, Crestwood Associates.

Why Microsoft Forecaster Is A Better Budgeting Tool Than Excel is a post from: ERP Software Blog

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Leading data center and managed service provider, Quality Technology Services (QualityTech), has selected OmniVue to implement a 30-seat, on-premise, Microsoft Dynamics GP financial and business management solution. The financial management system deployment will enable QualityTech to streamline business processes, assure adherence to corporate governance policies for data security and speed financial reporting activities by up to 25%.

Key benefits of QualityTech’s new Microsoft Dynamics GP solution include:  

• Role-based data security for QualityTech’s 30-member financial team
• Comprehensive integration of QualityTech’s custom software solutions for managed service billing and contract management
• Centralized information retention and control for enhanced security and a dramatic reduction in repetitive manual processes
• Streamlined report generation which significantly speeds end of month close processes

Headquartered in Overland Park, Kansas, QualityTech is a full service technology infrastructure company providing managed services, data center services, and professional services to businesses. It operates more than two million square feet of data center space in 11 strategically located facilities throughout the United States. Via these facilities, QualityTech provides day-to-day IT operational support and data center expertise to customers, allowing them to focus on growing their business.

“The dynamics of our business are very complex and as a result we needed a financial management solution that delivered the flexibility to support the multiple aspects of our business both today and tomorrow,” said Jay Ketterling, CFO, QualityTech. “In addition, we needed to assure that any new financial program would help us to build process efficiencies, optimize reporting and enhance financial security.”

With exponential growth and increasing business complexities, QualityTech was facing mounting challenges with the scaleability of its QuickBooks solution. Specifically, the company realized that it was maintaining critical information across multiple repositories and as a result data security and reporting was becoming more complex. Custom systems for its data center billing and resource tracking were not integrated into the core financial management program, requiring tedious manual inputting. Furthermore, it was not possible to implement necessary financial management security controls by assigning separate security rights to its growing financial team.

To streamline its financial processes and implement new security controls, QualityTech selected an on-premise implementation of Microsoft Dynamics GP after evaluating multiple financial management packages. Microsoft Dynamics GP integrates easily into QualityTech’s Microsoft infrastructure and meets its critical needs for reporting ease of use and scalability. Using expert implementation and deployment services from OmniVue, QualityTech will integrate its custom billing and contract management software into Dynamics GP resulting in a comprehensive, end-to-end solution. As a result, QualityTech  will  centralize its financial and business management information into a single solution that features the role-based security they need as well as advanced reporting features that improve overall business insight and decision making.

“By selecting Microsoft Dynamics GP from OmniVue we have met all of our requirements for process improvement, security and reporting,” said Erin Birge, director of accounting for QualityTech. “We have also benefited greatly from the experience of OmniVue’s financial application experts for superior custom integration services and technical support. With their help we will have a system that is truly optimized for our business.”

By OmniVue Business Solutions, Atlanta, Georgia Microsoft Dynamics GP Partner

Quality Technology Services Manages Growth and Scaleability with Microsoft Dynamics GP and OmniVue is a post from: ERP Software Blog

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