Author Archives: EndeavourSolutions

What if Microsoft Dynamics users leave the company?

Employee turnover is an unfortunate reality within today’s business, whether an individual resigns with ample notice, is terminated, or leaves their role for some other reason; there are a few tasks that we recommend as part of your transition plan.  From a Microsoft Dynamics GP (Great Plains) or Microsoft Dynamics 365 CRM perspective, as you transition from one employee to another the following can help to mitigate risks and improve productivity.

1) Update security permissions.

Removing a user’s access to confidential company databases and information is an important step.  For Microsoft Dynamics GP clients with GP 2013 R2 or later, you can “deactivate” the user, thus keeping their name associated to past transactions and approvals rather than deleting them completely. You can also re-activate them in the future if they happen to return. For Microsoft Dynamics CRM and Microsoft Dynamics 365 CRM, we also recommend that you remove the security permissions or “disable” the user via the Admin panel, to not only prevent access, but to also free up a “named user” license for a potential new hire.

It is also important to change the security access for Microsoft SSRS and MR reports as well as 3rd party applications that each run separate security controls.  Even if you remove company access in GP or CRM, many of these reporting and 3rd party tools can still grant user access to a wealth of confidential information.

2) Communicate the change to others on your team. 

Providing a back-up is especially important for workflow dependencies, as systems and reports rely on specific end-user inputs for data entry, processing and approvals. Such communications may be a simple, automated, out of office e-mail or combined with a more proactive approach communicating how the work will be divided and who will ultimately be accountable.

3) Provide end-user training.

New users can get up to speed in a number of ways, whether it be trial-and-error, reading past documentation, job shadowing, attending classroom training or receiving one-on-one mentorship from another subject matter expert (SME).

Microsoft Dynamics CRM Training

Custom CRM / ERP training materials may include:

  • Past project documentation and training cheat sheets
  • Business process overview diagrams and documentation
  • Dynamics systems training

When it comes to training, there are a number of “free online training” courses via Microsoft CustomerSource, but such training is often quite generic.  We’ve found that in-person training via web meeting or onsite training to be the most effective as our Endeavour consultants are able to custom tailor their content and sample data for a more efficient and personalized approach.

4) Make introductions to other internal users.

Most of our clients have an internal SME(s) who may have already asked similar technical and functional support questions in relation to your Microsoft Dynamics ERP/CRM implementation.  Of course, we’re always happy to help your new hires, provide advice, or set up a plan to mentor your new hires as they get up to speed.

5) Set-up and provide access to a test environment.

A key aspect of training and change management is K.A.P., Knowledge, Attitude and Practice.  For new users to practice and test their knowledge, a test company / environment can provide your new users with a safe and controlled sandbox without risking major “issues” within your production systems.

6) Let the Endeavour Support team know.

We’d be happy to include your new hires on our monthly newsletter as well as add them to our mailing list for invitations to various Endeavour webinars and events.  LINK

 

About Endeavour

Endeavour Solutions is a Microsoft Gold ERP, Microsoft Silver CRM and Microsoft Silver Cloud Partner focusing on development, implementation, upgrades, support and training for Dynamics GP, Dynamics 365 CRM. and Office 365. With offices in Toronto, Halifax, London, Montréal and Edmonton we have more than 450 active clients in every province in Canada. In 2016, Endeavour was named to the Microsoft President’s Club – The top 5% of Microsoft Partners Worldwide.  See our Innovative projects www.endeavoursolutions.ca/dynamicsprojects

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Free HR Module within Dynamics GP

Free HR Module within Dynamics GP – Wow!.  For those who haven’t already implemented HR within Dynamics GP, a quick and simple implementation of the Human Resources module can help save time/cost for your HR team. Based on a simple 3-day install/setup & training, the following are the top reasons why you should consider using the HR module.

1) The HR Module is Free – You already own it as part of your current Dynamics GP licensing. Endeavour can help you to grant access and security rights to your HR staff to maintain a centralized record of employee data such as job roles, promotions, anniversary dates, grievances, job performance, certifications and leave tracking for sick-days, vacation days and short-term disability leaves.

2) Comply with ISO, industry and privacy standards – The HR Module can be used to provide safe, documented and predictable processes for centralized record keeping of Employee data.  Furthermore, with scanning and GP document attach, unsecured file-cabinets can be replaced with a secure online repository within Dynamics GP.

3) Employee certification tracking can be automated – By tracking employee certifications for safety, skills, industry associations, Unions and other regulatory bodies, SmartLists and reminders can be used to track expiry dates and proactively ensure that certifications are kept up to date.

HR Module within Dynamics GP

HR Module within Dynamics GP

4) Reduce risks and chaos – One of HR’s job is to take precautions to protect the organization.  Keeping easy to find, detailed records will reduce the administrative burden of having to locate, build or gather documentation relating to any potential lawsuits relating to employee performance, safety or termination.

Next Steps?

  • Contact Endeavour GP Support Desk for added info and details  www.endeavoursolutions.ca/support
  • Consider a discounted Endeavour pre-paid bank of support hours to save you time and effort.
  • Consider Endeavour Solutions for your next GP upgrade, and include the HR module within the scope of your project.  Microsoft Dynamics GP (Great Plains) https://www.endeavoursolutions.ca/GPupgrade

 

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Cheque printing in Dynamics GP Great Plains

The good, bad and ugly of GP Cheque printing

A member of our GP consulting team had the distinct pleasure of providing coverage for our finance department over the holidays. This included opening mail and performing some simple AR processes / bank deposits. While looking at client renewal cheques, she noticed much of the good, the bad and the ugly of GP Cheque printing, which later became a point of inspiration for this month’s newsletter. Let’s start with a fictitious sample, of a “bad cheque” based on a combination of real examples seen by our AR team.

Sample “Bad Cheque” (Dynamics GP check printing)

Sample of bad cheque in Dynamics GP - GP Cheque printing

The risk of “Bad Cheques”

  • Ugly, mis-aligned cheques are a poor representation of your company’s brand and attention to detail
  • Poor alignment creates an increased exposure to forgery and fraud (Example $__60.97 vs $9060.97)
  • Poor font choices (too small, too thin, too light), make it harder for your suppliers to automate their processes with cheque scanning

 

Sample “Good Cheque” (Dynamics GP Check printing)

Dynamcis GP Cheque printing

What makes a “Good Cheque”

  • Text is an appropriate size and aligns with each of the relevant headings
  • The dollar sign $ is close to the dollar value, and the verbose printed amount is left aligned to reduce fraud
  • Payee name is in ALL CAPS as required for Cheque scanning
  • Paper Cheque stock has built in security features to prevent forgery

 

For more information on these insights, or other questions related to Dynamics GP and Dynamics CRM, please contact the Endeavour support team. We would be happy to help you explore how Microsoft Dynamics can further help your business succeed.

www.endeavoursolutions.ca/support  (new clients welcome)

www.endeavoursolutions.ca/GPupgrade

 

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How to do a back up in Dynamics GP

As we approach year-end closing (for those on a Calendar year) there is the need to perform a back up in Microsoft Dynamics GP (Great Plains) prior to starting your year-end close, and often recommended for after you complete your year-end Close as well.

How to do a back up in Dynamics GP

To create a backup in Microsoft Dynamics GP, follow these steps:

  1. In your Microsoft Dynamics GP, point to Maintenance on the Microsoft Dynamics GP menu, and then click Backup.
    Note:  The Back Up Company window will then open.
  2. In the Company Name list, click your company name.
  3. Change the path of the backup file if it is required to save to a different location, and then click OK.

    Note We recommend that you name this backup 2016 Pre Year-End Update to differentiate it from your other backups.

Good luck!

If you need any further assistance you can call the Endeavour Support desk (1 hour minimum, no contract required)

www.endeavoursolutions.ca/support

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Upgrade to Great Plains 2016

Why upgrade to Microsoft Dynamics Great Plains 2016

 1.      Microsoft support has ended for Dynamics GP 2010 and Dynamics GP 10.0, each are nearing obsolescence

Although Endeavour will continue to provide clients with support on older versions of Dynamics GP, Microsoft’s mainstream support for GP 2010 SP1, SP2 and SP3 expired on October 13, 2015.   Microsoft’s mainstream support for GP 10.0 ended a few years back. The following link will take you to the official Microsoft Support Lifecycle page.   Unsupported applications carry an increased risk that bugs or errors discovered within these products will not be fixed by Microsoft.  For some companies having an unsupported ERP poses a non-compliance within their Business Continuity, Disaster Recovery and/or ISO plans and certifications.

The upgrade process from Dynamics Great Plains 10.0 or Great Plains 2010 to Dynamics GP 2016 or GP 2016R2 will require a 2-step upgrade with an upgrade to GP 2013, then to GP 2016.  Our team at Endeavour is well versed in each of these upgrade approaches.  We HIGHLY RECOMMEND that you consider embracing many of the new workflow, reporting and business automation functions as part of your upgrade.  Such considerations may require additional configurations and business process re-design.

2.      The new Dynamics GP 2016 (R1 and R2) is full of solid enhancements

Our Dynamics GP consultants in Ontario, Quebec and Nova Scotia are thrilled with the added functions and stability of Dynamics GP 2016.  As you may have heard, FRx has been replaced with MR (Management Reporter) for handling your reporting needs via the Microsoft SSRS or Power BI report presentation tools. The enhanced workflow functions are especially exciting and provide a great platform for further automating business processes, improving back-office efficiencies and enforcing financial controls as part of an upgrade of your investment in Microsoft Dynamics GP.  Of course we can’t forget all the “small” improvements in the Dynamics GP 2016, like the having Debits before Credits in all your lists and reports or having the option to automatically update your check book and bank rec when doing a cash receipt.  For many GP 2016 is a significant upgrade from older versions such as GP 10.0 and GP 2010.  Endeavour recommends budgeting for additional change management and training to help users adapt to the new screens, new and enhanced workflows and new reporting methods.

3.      Change Management / User Adoption plans have a greater impact in the New Year

Endeavour Solutions has been providing accounting and ERP consulting for Microsoft Dynamics GP customers for over 20 years.  Over this time, we have enjoyed a low turn-over of consultants and a high retention of satisfied clients.  Experience has shown that when it comes to business readiness, change management and training plans, users are more open to change and adoption of new processes after returning from vacation. The top two times of the year for the greatest mass-return of employees from vacation is at the end of the summer and after the New Year.

Psychologically speaking employees are typically a little more relaxed and more open to new ideas (process changes), while at the same time are motivated by messages from popular media around “Back to school” and a “New year”.  It is at these times of the year where we see increased user adoption of newly enhanced systems and their attainment of new goals, KPIs and other performance metrics.

4.      Internal resource discussions are often smoother near the holidays

Business decisions these days are rarely made in isolation; choosing when and how to upgrade your current Dynamics GP ERP is no exception.  We’ve found that key executive stakeholders are often swamped with a variety of projects throughout the year, but typically slow down just before the holidays.  Although, winter vacations themselves can create havoc on coordinating calendars.  When key stakeholders are able to meet, they are typically less distracted with other projects.  It may seem counter intuitive, but December can actually be the most productive time to reach a common understanding and commitment around resource allocations.

Our team at Endeavour can assist and even mediate your internal review of upgrade approaches, hosting/licensing options, and training plans.  We can also assist with your internal review and evaluation of different approaches to defining new job roles, performing custom calculations, unifying your chart of accounts, working with multiple reporting entities, configuring workflow approval hierarchies, adjusting approval thresholds and a variety of other accounting and business controls that impact business autonomy, team collaboration, reporting visibility and even the calculation of bonus / compensation payouts.

5.      Fewer competing priorities in January 2017 – Start your plans now

As discussed, the holiday season often presents a time when fewer corporate projects are running.  Now is a good time to take advantage of the potential lull in activity and insert an upgrade assessment and business proposal review before other projects are slated to begin.

We’ve found that the majority of top companies operate within defined budgets.  ‘Carpe diem’, if you want to seize the opportunity to improve your performance, streamline your business operations and lay the foundation for future growth, you will need to reallocate the funds from other budgets to pay for your January 2017 upgrade.

Thus the time is now, to consider your Microsoft Dynamics 2016 upgrade plans in preparation for business process improvements and an upgrade to Dynamics GP 2016 this winter.

Call or e-mail Steve Ewing at Endeavour Solutions to set up a meeting to talk about your current Dynamics ERP system and to discuss the various options and approaches available for upgrading to Dynamics GP 2016.

Enjoy your holiday’s, we look forward to hearing from you.

Best regards,

Endeavour Solutions

Looking for more GP upgrade information? – click here www.endeavoursolutions.ca/GPupgrade

Mise à jour Microsoft Dynamics GP 2016 – en français www.endeavoursolutions.ca/miseajour

Steve Ewing
Director, Business Development
Endeavour Solutions Inc.
(905) 542-2139 x 213 / (902) 444-7753 x 213 / (514) 429-1209 x 213
sewing@endeavoursolutions.ca
 
Endeavour Solutions - Dynamics Consulting
 
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