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Encore Business Solutions

Microsoft Dynamics Offers Users A Real ERP (Enterprise Resource Planning)/Accounting Solution Integration Experience

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In the past, accounting/financial systems could have been described as modules that interfaced which each other.  This meant that if a user was processing a batch of accounts payable invoices, they would enter all the invoices and post that batch of invoices.  On a daily basis, the posting process simply meant that the vendors account balance in the sub-ledger was updated. Another user, probably someone in accounting, and probably a couple of weeks later, would notice all these accounts payables batches, among batches from other modules, and have to post all those batches again to update the general ledger.  You can clearly see how the balances between the accounts payable and the general ledger would rarely balance because of the delay between postings.

The next generation of integrated accounting/ERP solutions addressed the need to eliminate the duplication of processing transactions.   With the new release of integrated solutions accounting personnel didn’t have to re-post the batch to update the general ledger because it was now automatically updated.

Organizations have grown to expect this level of integration within their accounting, yet organizations still continue to maintain their own ‘systems’, otherwise known as spreadsheets, for reporting.  Everybody is familiar with Excel and seems to be comfortable storing their own data in it so they can slice and dice and report on the information as needed.  All of a sudden, every user has his own version of a spreadsheet for his own reporting purposes.  Do any of the spreadsheets total the same as another?  Rarely.  Which one is accurate?  Everyone believes his is.  When this happens, users begin to doubt the information they have access to.

The current level of integration, available with Microsoft Dynamics GP (Great Plains), eliminates all uncertainties.  It includes the full integration between the modules, and also enables the integration tools you use and are familiar with, like: Word Excel and Outlook.  Users benefit from what is referred to as the “technology stack”—which includes the user’s desktop, server, system software, applications for productivity and collaboration, business applications, and additional add-ons to satisfy specific business needs. Imagine a report, generated in Excel that pulls the information directly from the accounting system -  not an export from the accounting system, but a direct pull.  This would mean that, regardless of who generates the report, the totals will be the same.  In the example of a sales report, one user may want to see the report by customer and another by item. Because the data is being pulled by the same source the totals will always balance.

How about letters to customers and vendors, where are these generated from in your company? Customer address information must be accurate in the accounting system, how else would you send them invoices?  Vendor address information must be accurate in the accounting system, how else would you send them checks?  Yet rarely is the accounting system used as the database of record for mass mail merges to customers or vendors.  With its integration to Word, mail merges can be done in a few clicks using Microsoft Dynamics GP.

Microsoft has taken integration to a new level creating a truly seamless user experience. If you are looking for a new ERP/accounting solution and see the benefits of investing in one that offers real integration, contact Encore Business Solutions at

By Encore Business Solutions, Microsoft Dynamics GP and AX Experts.

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