The Audit Trails and Electronic Signatures functionality of Microsoft Dynamics GP can help you improve your regulatory compliance while reaping these additional benefits:

Keep your database size manageable and clutter-free – If your business systems are tracking and storing history on too many processes, your database can become large and cluttered very easily.  Instead, Audit Trails can be activated on just those areas of the system that are required by your regulators or business needs, enabling you to more easily maintain your database and report on the data it contains.

Improve data quality while saving time – Even if you are using tools like Microsoft Office Word or Excel, if you are using manual methods to fulfill compliance processes, you are losing valuable time, increasing your risk of errors and making accurate and timely reporting more of a challenge.  When you use Audit Trails, your auditing processes take place automatically in the background, freeing your people to perform business processes more efficiently without having to stop to manually capture change history or enforce paper-based controls.

Meet data storage requirements easily – With Audit Trails, you can fulfill your requirements to store change history information for a given period of time both online and offline.  You can also automate the process of moving data offline which saves time and reduces the potential for error.  Audit Trails help you implement strict controls over your data and enable you to separate your change history from your live data which improves your overall data management while enabling you to meet requirements. 

Efficiently retrieve regulated information – In order to provide information to regulatory auditors in a timely manner, it needs to be well organized and properly stored.  The longer it takes to produce regularly requested data, the more skeptical of the data accuracy regulators may become, leading to costly and time-consuming audits.  Audit Trails streamline your data processing, storage, and reporting functionality so that you can build the trust of regulatory auditors by delivering the information they regularly request quickly and correctly.

Enable timely preventative controls– If handled manually, preventative controls required to prohibit unauthorized changes to your business data can be a hindrance to productivity.  Electronic Signatures automates the process for gaining approval or authorized signatures through alerts and enables online approvals that can be granted anytime and anywhere to keep business processes running smoothly. 

While regulatory compliance requirements will never go away, the headaches they cause can with Audit Trails and Electronic Signatures functions in Microsoft Dynamics GP. 

Contact your Socius Account Manager today to add this functionality to your current Microsoft Dynamics GP solution or get a Quick Quote of what a new Dynamics GP solution would cost your company to implement.

It seems that the common belief about ERP software solutions has been that they are seen as just for finance or only helpful to upper management.  However, the “E” in ERP stands for “enterprise”, meaning that these solutions are intended to touch every facet of the organization.  For a role-based, people-centric ERP solution, like Microsoft Dynamics GP, the way it touches every area of a business is to be relevant and useful to every individual in an organization. 

The R2 feature that has been getting the most buzz lately is the Business Analyzer which pulls important Dynamics GP data into a desktop reporting tool for easier viewing, sharing, and decision making.  Business Analyzer can be installed on any workstation, whether Dynamics GP is installed or not, giving individuals who only need to consume financial data the ability to do so without the hassle of logging into GP for the information or the expense of having a Dynamics GP license.  While Business Analyzer comes with several standard reports, more can be created or customized easily with SQL Server Reporting Services.

R2 also extends connections across your organization by providing Fact Boxes and Action Shortcuts, which are now connected with Microsoft Lync 2010 instant messaging windows, bringing information about the people who are chatting and their companies to the user’s fingertips.

Managing compliance and helping to reduce fraud across the organization is easier than ever with the new and improved approval workflow and electronic signature capabilities.

Additionally, the Microsoft Dynamics GP Light User License is available with GP 2010 R2.  The Light User license is a cost-effective solution that makes it possible for individuals who wouldn’t normally have a Dynamics GP license to access business management solutions and interact with Microsoft Dynamics financial, human resources, and operational information with common desktop productivity tools, such as Microsoft Excel, Microsoft Outlook, and Microsoft Word.

To see how the new features of Microsoft Dynamics GP 2010 R2 make this ERP solution relevant to everyone in your organization, join Socius and Microsoft for a complementary GP 2010 R2 webcast demo on May 11^th. 

August 2011 – The much anticipated release of Microsoft Dynamics AX 2012 will take place.  AX 2012 is designed to “empower people to anticipate and embrace change” through enhanced business agility and simplified decision making.   

May 1, 2011 – Microsoft Dynamics GP 2010 R2 will become available, featuring significant business intelligence capabilities geared to make businesses more agile. 

April 11, 2011 – Today marks the official launch of Microsoft Dynamics SL 2011!  This new release promises a faster realization of the value of the software for users via a direct integration with Microsoft Project 2010.  Dynamics SL 2011 is currently available for purchase or upgrade. 

Ballmer and Tatarinov stressed that the enhancements made in these releases, as well as all of the Dynamics products now and going forward, are geared toward making businesses more dynamic through simplicity, value, and agility.

Let’s start with a basic definition of each type of user:

Dynamics GP Full-Access User – This user has a GP login and is entering and processing data inside of GP.  As long as they are logged in, they can make use of all of the Light User capabilities.  They are the “users” of GP.

Dynamics GP Light User – The Light User does not need a GP login.  They are accessing and sometimes entering (but not processing) the data through an interface other than the Dynamics GP client.  They are the “consumers” of the data that is entered and processed by the GP “users”.

With these definitions in mind, let’s take a look at how different user roles might interact with information in Dynamics GP using a Light User license.  (All of the capabilities mentioned require appropriate security access.)

An Accounts Payable Clerk is a “user” of Dynamics GP.  They spend their day entering and updating vendor information, processing payables invoices, and generating checks.  But they can also take advantage of some Light User capabilities as well.   A Light User license will allow the Accounts Payable Clerk to submit a purchase request through Requisition Management.

Organizations using Dynamics GP Human Resources or Human Resources and Payroll can give their employees self-service access to Human Resources and Payroll related data by implementing the Human Resources Self Service Suite (HRSSS).  HRSSS utilizes SharePoint to allow users to view and print their pay check history, change address and dependent information, and request time off. 

The Marketing Manager is responsible for creating marketing collateral and managing marketing campaigns.  Chances are they will never have a reason to enter or process data in Dynamics GP.   But that doesn’t mean that they can’t view the data that’s relevant to their role.  A Marketing Manager may want to analyze sales, which can be accomplished in a number of ways with a Dynamics GP Light User license.   On demand reports can be generated using Excel Reports or SQL Reporting Services.  The Manager may also wish to view Key Performance Indicators from Business Portal or SQL Reporting Services.  Using the Sales cube in Analysis Cubes for Excel, the Marketing Manager would be able to quickly maneuver through sales history to identify areas where they may wish to focus their efforts.  And of course, they can access their Human Resources data, submit purchase requests, and approve purchase requests submitted by their team.  All of these capabilities are included with the Dynamics GP Light User license.

Executives and upper management are typically interested in high level information.  The CEO often wants to see a flash report with a summary of weekly results by department or business unit.  The COO may wish to see similar information for sales or production.  The CFO may be interested in monitoring cash flow or may need to approve large purchase orders before they can be submitted to the vendor.  And they all want to review the financial results at the end of every month.  All of these requirements can be met by providing the Executives with a Dynamics GP Light User license.  As with the Marketing Manager, the Executives may wish to analyze data on demand in Excel, SQL Reporting Services, or in Business Portal.  The Light User license will provide them with access to the Management Reporter Viewer where they can view financial statements and drill into transaction level detail.  They can even submit approvals for Dynamics GP Workflow tasks through Outlook or SharePoint.

The accounting department is often charged with running and distributing printed reports to others in the organization.  Take a minute to evaluate whether it might be more efficient to allow those “consumers” of the information in GP to take advantage of a Light User license and access the information on demand.

Who needs a Dynamics GP Light User License?  EVERYONE!

For more information or to get a price quote on acquiring Dynamics GP Light User licenses, contact your Socius Account Manager.

If you are currently using Microsoft Dynamics GP 9.0 and are on a current service plan, you can continue to access the following information through CustomerSource:

• Previously released Upgrades, Updates, Service Packs, Fixes and Regulatory/Tax Updates
• Self-Help Support through KnowledgeBase articles and online content
• Unlimited Online Training
• CustomerSource Community and Tools

In order to get on a currently supported version of Microsoft Dynamics GP, you need to upgrade your solution.  If you are looking for more incentive, read our Top 10 Reasons to Upgrade to Microsoft Dynamics GP 2010.

These new features include tools to help you, as an IT Manager, manage Security, system Administration, Web Services, Integration and Personalization, and Rapid Data Migration. 

Security Management

• Copy user security from one user to another
• Sort security windows by access rights
• Business Portal Administration Pages have moved from SharePoint site settings into application administration pages, enabling more robust, easier monitoring of security controls
• Automate the log-on process with the system’s ability to “remember” user and password combination and/or company
• Help users get started quickly after security-enabled activation with automatic display of navigation panes

Administration

• Business Portal can now be upgraded from version to version, saving valuable time for future upgrades
• SharePoint version tracking now identifies when sites have changed, including Web parts and customizations
• Optimize development processes with right-click support for common actions
• Utilize 64-bit compatibility for Dexterity-based applications in emulation mode. Work with full 64-bit mode for external applications such as Business Portal.
• Strengthen Field Service administration and table stability with new Checklinks maintenance

Web Services

• Increase flexibility of Web services with options to work with IIS or Windows® hosting
• Enable faster, easier deployment with multiple contracts in Web services, organized by series rather than by the entire group
• Choose from more than 350 Web services, all designed to work with a streamlined architecture that helps improve performance and simplify integrations

Integration and Personalization

• Populate multiple 1099 form amount fields with data.
• Integration Manager now uses Windows Reporting; dependency on Crystal Reports has been removed.
• Automated updates for error logging drive efficiency for key development and administrative tasks in Integration Manager
• Quickly create, read, update, and delete applicant information using a new eConnect node
• Disable or hide Extender fields on forms and windows
• Add multiple identification key fields on Extender forms and windows—for example, customer ID key and address ID key— with Integration Manager
• Connect applications to and from Microsoft Dynamics GP through Web services technology, including the ability to create independent integration adapters

Rapid Data Migration

• Migrate data from Peachtree or QuickBooks to Microsoft Dynamics GP
• Automatically assign General Ledger account numbers in QuickBooks for users who do not have account numbers
• Edit the chart of accounts from Peachtree or QuickBooks with the Rapid Migration Tool

Request a Pre-Upgrade Meeting and Quote from Socius

Reporting enhancements for Service Managers feature…

• Project Accounting which now offers eight additional built-in SQL Server Reporting Services reports, including aged trial balance by project, expenses versus retainer, profit and loss by project, and more.

Service Calls are managed more efficiently thanks to the ability to…

• Automate and simplify preventive maintenance escalations with workflow.
• Generate preventive maintenance service calls only for contracted equipment.
• Add non-inventory items to a service call.
• Choose to combine or not combine preventive maintenance service calls if multiple requirements are marked for service call generation.
• Automate the transfer of service calls to history during the billing process.

Maintain and manage Contracts with the ability to…

• Assign multiple service hour ranges on contracts—for example, 8:00–10:00 A.M. and 9:00–11:00 P.M.
• Enable flexible and specific billing frequency (day and month) in Contract Administration.
• Reconcile contracts procedures in Field Service.
• Add kit items to contracts and service calls in Field Service.
• Consolidate multiple contracts into one invoice.
• Bill on separate invoices for contract lines that use multiple sites.

Learn how GP 2010 benefits other roles in your organization including:

Finance Managers

Knowledge Workers

Human Resource Managers

Payroll Managers

Operations Managers

IT Managers (coming soon – stay tuned!)

Receiving and Purchasing enable Operations Managers to…

• Auto-generate lot numbers during the inventory receiving process.
• Print back-order items on picking tickets.
• Roll down transaction date changes into the line items in Purchase Order Processing.
• Use new options for managing returns and invoicing on a PO if the returned goods will be replenished.
• Create a quote, order, invoice, or purchase order and view customer or vendor information within an Office Communicator instant message.

Returns now allow you to…

• Create an encumbrance when creating a PO return.
• Speed up receiving and invoicing processes for returned goods and replenishments with new options for returns.

Manufacturing functionality helps you…

• Improve Sales Forecasting with easier to use sorting capabilities, lookup boxes, reporting dates, and tool tips.
• Efficiently move to a lean or Just-in-Time (JIT) inventory model with the ability to set a range between order point and order up to level, where Material Requirements Planning (MRP) generation will not render a Manufacturing Order.
• Change the cost for manufacturing items which now includes additional controls for rolling up the cost.

For more reasons on why you should consider upgrading to Microsoft Dynamics GP 2010, download our “Top 10 Reasons to Upgrade” guide.

Checks

• View and reprint payroll checks or remittance forms
• Streamline payroll check processes by starting multiple payroll check runs simultaneously

Benefits /Deductions

• Sequence garnishment deductions with a single maximum limit for federal and/or state limits for the garnishment amount
• Map deductions and benefits to multiple W-2 form boxes in Payroll
• Track deduction/benefit limits in Payroll by fiscal year amounts in addition to calendar year

Administration

• Efficiently classify employees’ statuses with a secondary employee status code that designates why a person is inactive within a specific company
• Post labor and indirect labor hours to Payroll from Field Service
• Set up Payroll to use Analytical Accounting transaction dimensions and codes
• Quickly select how posting reports will print within the Posting Setup window. In addition, new report options are available when choosing Payroll Edit Report preferences.
• Simplify PTO Manager tasks with a new user interface and streamlined processing

If you are interested in learning more about the enhanced payroll functionality in GP 2010, Request a Pre-Upgrade Meeting and Quote from Socius.

Check out our previous posts in this series focused on Finance Managers, HR Managers, and Knowledge Workers, and stay tuned to our blog for more features specifically designed to help Operations Managers, Service Managers, and IT Managers.

Human Resources Managers can leverage GP 2010 to…

• Monitor Position Control for Human Resources (HR) with additional budgeting controls and reporting, including 14 additional reports.
• Provide Benefit Enrollment Summaries for individuals and teams through Benefits Self Service.
• Streamline HR management with new Payroll and HR reports, including employee attendance, hours, and primary pay.
• Enable better reporting with Excel-based reports for Certification, Licensing, and Training in Advanced Human Resources, including six new reports.
• Give employees access to Benefit Confirmation Statements through Benefits Self Service.

If you manage both HR and Payroll for your organization, watch for our next post in this series where we will feature a number of benefits that Payroll Managers can gain from GP 2010 in the areas of Checks, Benefits/Deductions, and Payroll Administration.

For more reasons why you should consider upgrading to Microsoft Dynamics GP 2010, download our “Top 10 Reasons to Upgrade” guide.