• Cabinets full of invoices and other documents
• Binders full of posting reports
• Files with Month-end Financial statements and reports
• Stacks of papers to be collated and stapled together
• And so much more

What percentage of every day is spent printing, copying, filing, and organizing these papers?  How much of the budget is for paper and printer supplies?  Sure there are great paperless solutions and these might be right for you, but I find that most businesses don’t need to automate their paper.  They need to ELIMINATE their paper!   No matter what your industry – Not-for-Profit, Manufacturing, Distribution, Health-care, Service business, etc – I bet you are storing way more paper then you need to.

I challenge my clients to really look at what is necessary to archive today and to examine their reasons for keeping “hard copies”:

“I need this report to look-up the data later.” 
This reason comes from the days when accounting systems couldn’t reprint reports such as posting journals or Month-End aging reports.  Those days are long gone!  Dynamics GP can reprint nearly every report whenever you want. 

“I want to see what my staff posted.”   
There are several quick solutions for this is GP:

• SmartList (listing on screen) to see today’s postings in one quick place with all the details YOU want to see. 
• Activate Posting approval or other workflow to see the errors before posting.

“I need these supporting documents for answering customer’s questions.”
This is typically the reason for your AR Open files.   You print copies of the invoices and file them.  Why?  You can reprint them at any time.  One click on a SmartList and you can have an instant list of what a Customer owes you, click drill-into the actual invoice, order or other information.  Payment details are just as easy to access.    Great Plains provides similar drill-in capabilities on the Payables side too – AP invoice to receiving document to original Purchase Order.  If you have questions, you know who did the original receiving and you can contact them for further back-up / hard copies.

 “I need to have these reports all together in one place.”
This is common reason for the month-end files.  The Management Reporter module for Financial reporting in GP archives each Financial statement printed - securely, right there in the database.  MR also allows you to attach other “back-up” documents.  You can use SQL Reporting Services to print to PDF all of your Month-end Trial balances and other supporting documents and then archive these right in your MR folder for that month.  Now other members of the team can access the “back-up” without even leaving their desks.

I challenge you to go on a paper diet and see if you can eliminate wasteful and unnecessary “hard-copies” to streamline your Accounting department today.

By Devon Southall, Software Solutions Group, Inc – Microsoft Dynamics GP Partner for Western New York

Paperless Office – Is it Really Possible For Your Accounting Team? Free and Low-tech Solutions with MS Dynamics GP is a post from: ERP Software Blog

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Check Requests for Accounts Receivables

Your organization works with a trusted group of customers that know how much their invoices and charges will be before your accounting and sales departments.  As a delegate and customer of your organization, your customer has the ability to login on behalf of your organization to build an invoice and attach supporting documentation in compliance for your business’s “Request for Payment” policy.

Now that the invoice has been created, the customers can view their invoices and pay your organization using Online Bill Pay to collect payment via ACH or Credit Card.  Simple enough?

The benefits that you will gain instantly are a diffusion of labor with self governing clients and improved quality control of financial transactions through the use of portals and sharing of electronic data.

Check Requests for Accounts Payable

Accounts Payable transactions are essentially “Request for Payment” and can be interpreted in  multiple ways depending on the perspective of the recipient of payment and the organization.  In this example, we are going to take to perspective of an employee submitting an expense requesting payment from his employer.

The life blood of your organization is to have your field team out visiting your customers.  As an employer you want to make sure your agents have gas in their cars and have access to funds to properly entertain your clients to increase revenue and customer loyalty.

Currently, this employee has yet to receive his corporate card and has to manage his expenses while generating new business and profit.  Set up as a vendor for your organization, this employee can log into Fidesic and submit an expense or “Request for Payment” from their internet browser.  Once the request has been approved and processed via ACH, an email notification will be sent to your employee providing you the life line and resources to propel your business forward.

These are only a few applications of how Fidesic can grow your business.  Explore options with your local Microsoft Partner and ask to learn about The FIDESIC Platform.

By Enliven Software, The full circle accounts receivable and accounts payable processing platform within Dynamics GP.

Leveraging Dynamics GP to Process Check Requests is a post from: ERP Software Blog

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With a flexible, holistic approach to managing a business, Microsoft Dynamics GP can eliminate that overwhelming feeling by streamlining your business processes. It ultimately connects the people, processes, and information in your organization for the best possible productivity. Not only will it connect, it will cut the workload by automating many routine and repeating functions, eliminating needless barriers, and allowing your employees, partners, vendors, and customers to engage on behalf of shared goals. The integration possibilities of Microsoft Dynamics GP will ultimately prepare your company for unlimited growth without having to grow your staff… or your frontal cortex.

Help out your frontal cortex today by contacting us at Anderson, Tackman & Company’s Accounting Software Consulting Group (ATCO). ATCO is a Microsoft Gold Certified Partner specializing in Microsoft Dynamics solutions including Microsoft Dynamics GP, Microsoft Dynamics CRM and Microsoft Retail Management System (RMS/POS).

By Sherry L. Berg, CPA & Suruchi Taneja, MBA/MIS, Anderson, Tackman & Co, PLC, a Wisconsin Microsoft Dynamics GP Partner.

Streamline your Business Processes with Microsoft Dynamics GP is a post from: ERP Software Blog

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Typically our customers use the doc-link system to streamline accounts payable processing.  However there is also benefits in the sales order processing workflow.   I  am going to address accounts payable in this article since it was the top problem for our customers that have since implemented doc-link.

doc-link brings greater financial control of managing payables processing from receipt of vendor invoices to voucher entry. With doc-link users can match purchase orders, receivers and vendor invoices directly from the desktop for quick reconciliation and resolution. Users are also able to electronically view the invoice and supporting document from their desktops, streamlining paper matching processes.

1 Receive supplier invoices

Receive AP invoices from suppliers or remote offices by email, fax, electronic file transfer or mail. All mailed invoices are scanned.

2 Assign to AP processor queue

All captured supplier invoices are electronically distributed or assigned to an AP individual’s processor queue. Invoices can be pre-indexed for easy retrieval during the approval process.

3 Electronically authorize invoices

Through workflow, supplier invoices can be sent to a manager’s desktop electronically for approval. The authorization process is configured to resemble a company’s paper process. Approvers “electronically stamp” the invoice with the appropriate action (i.e. Approved, Disapproved, etc). The approval stamp is a permanent notation applied directly on the invoice image providing an unalterable audit. Once authorized, the invoices are sent electronically through workflow to the appropriate processing queue in AP.

4 Enter supplier invoices

Each accounts payable clerk receives authorized invoices electronically from managers. A side-by-side view of the invoice entry screen and the invoice image enables AP clerks to easily and quickly enter invoices. Users can also review all supporting documents such as purchase order, receiver, etc. from the invoice entry screen. (see image above)

5 Automatically index and electronically file entered invoices

Once the invoice is entered within Microsoft Dynamics® GP, the invoice image is automatically indexed with the invoice data and can be retrieved using any of the index values, eliminating the need to file multiple copies (i.e. by supplier, date, account or project). (see image below)

6 Review invoices for payment from the desktop

Payment is easier and faster with doc-link. The check signer or authorizer can review invoices and the corresponding EFT or check. When the payments are approved, doc-link automatically captures the remittance advice or check and stores it in doc-link. At the same time, the invoices are automatically indexed with the appropriate payment information (number and date).

Companies experience a significant productivity increase with their AP processing as the clerical and paper-intensive tasks are eliminated. With doc-link, users can:

• Get invoices and purchase orders to authorizers’ desktops without mailing, faxing, copying or manually moving documents.
• Electronically “rubber stamp” invoices and purchase order approvals.
• Email or fax documents requiring resolution directly from the desktop to suppliers and purchasing managers.
• Easily track all invoices currently in the authorization and resolution process.
• Drill down from the Microsoft Dynamics GP accounts payable screens to view invoices, purchase orders, checks and delivery receipts.

If you care to comment on the information above or have any questions please feel free to contact me at 817-640-0016 x 109 or by emailing me at nphillippi@customis.com. 

Custom Information Services is a Dynamics GP and Doc-link reseller in Dallas, Fort Worth Texas.

Streamlining Dynamics GP Accounts Payable With doc-link ™ is a post from: ERP Software Blog

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