Office 365 offers a range of services from to email via Exchange, to Lync to SharePoint Online in the Cloud. What is Office 365?

It all started when John saw a simple demo of expense management in Excel 2010 with SharePoint Online (Office 365).  But asked, how do you pay the employee for the expense report? With Dynamics ERP software (for example Dynamics GP). This is the tool to use to manage AP invoices and pay employee expenses. But how can you enable that expense report “in the cloud” with an on premise Dynamics GP system? And how can we get from the online version of SharePoint in Office 365 to Dynamics GP?

He solves this dilemma with two simple techniques to “bridge” between SharePoint Online and his Dynamics ERP on premise. According to his post:

1. The first technique is to use Excel both as a tool to complete the expense report in the cloud and as well as a conduit to my intranet.  Once I open an Excel workbook from SharePoint Online on my local machine, I now have access to resources behind the firewall, thus providing an easy and secure way to access to local resources like a web service that can link to my on premise Dynamics ERP without all the complexity of the sandbox Silverlight callouts.  Basically thru bringing the document and data on premise thru Excel.
2. The second technique is to leverage SharePoint Online workflow and email integration.  By triggering a SharePoint Online workflow via a task approval event in SharePoint Online I can have workflow send email to an on premise process or folder in a SharePoint on premise server that enables me to action the expense report at a data level where information like Vendor Id, Document Number, Invoice Amount can move from the spreadsheet to/thru a process to a web service that handles the create/post to Dynamics ERP.  This technique uses the DIP (Office Document Information Panel) to move values from Excel into SharePoint Online.

Watch John’s demo of the 2 scenarios to Connect Office 365 SharePoint Online and Dynamics ERP.

The December Newsletter includes:

• Microsoft Convergence 2012:  Houston, TX March 18-21 Early Registration Discount and 4 Reasons you should attend.
• Are You Ready for Year End Closing:  Microsoft’s Year End Checklists and other helpful tips and tricks
• ISV Spotlight: Blue Moon Industries:  Blue Moon’s Operations Core solutions help your backoffice work more effectively with your warehouse, improving accuracy, efficiency, and customer satisfaction..
• CAL Winter Training Calendar:  Check out our newly published full schedule of Microsoft Dynamics GP group training classes
• CAL Client Lunch & Learn:  CustomerSource, Client Resource Center, GP Tips, and More!
• Currents Promotions:  Reenrollment Award for Microsoft Dynamics GP and Microsoft Dynamics ERP Business Ready Licensing Module Offer

Click here for a complete list of Past CAL Zone Newsletters

If you are a Microsoft Dynamics GP user, stay up to date with current training, tools, tips and promotions by receiving our Dynamics GP Newsletter. If you do not currently receive “The CAL Zone” sign up here
Click here for a complete list of Dynamic GP Tips & Tricks

Read November 2011 CAL Zone Newsletter

The November Newsletter includes:

• LMT Promotions:
  Dynamics GP customers currently licensed on Module Based Licensing (“MBL”) can transition to Business Ready Licensing for $500 per user… 
• Are You Ready for Year End Closing:
  Microsoft’s Year End Checklists and other helpful tips and tricks
• ISV Spotlight:  Mekorma
  Mekorma MICR is the best-selling check printing solution for Microsoft Dynamics GP.
• CAL Winter Training Calendar
  Check out our newly published full schedule of Microsoft Dynamics GP group training classes
• Currents Promotions
  Reenrollment Award for Microsoft Dynamics GP and Microsoft Dynamics ERP Business Ready Licensing Module Offer

Click here for a complete list of Past CAL Zone Newsletters
Click here for a complete list of Dynamic GP Tips & Tricks

If you want to do math with Excel, your only choice is to write formulas, right? Wrong! Get familiar with Excel’s Paste Function dialog box, and learn how to perform a variety of basic math operations without a single formula. Here is a scenario: Your Company’s product price list stored in a worksheet. Your boss informs you that all prices must be increased by 5 percent.

You could create some formulas to do the math, and then convert the formulas to values, and then copy and paste the new prices over the old prices. Or, you could use this more efficient method:

1. Enter 1.05 into any blank cell (This is the “multiplier” that will increase the prices by 5 percent)
2. Select the cell you used in Step 1 with the mulitplier, and choose Edit, Copy or press Ctrl-C

3. Select the range of values to be changed, and choose Edit, Paste Special to display the Paste Special dialog box
4. Choose the Multiply option and click OK.

And there you have it! The values are changed in an instant. You can then delete the cell that contains the 1.05 multiplier.

Note: The Paste Special dialog box lets you carry out other mathematical operations–like add and subtract, for instance–so you can use this technique for a variety of other calculations.

What is a GP Annual Checkup?

• Your annual physical examination can be a source of reassurance that you’re as healthy as you feel – or it can feel like an alarm system to catch health problems before they become serious.
• In much the same way, an annual check up of your Microsoft Dynamics GP solution can provide critical feedback that you company’s financial system is working effectively and efficiently, and that your users get the benefits they expect and maximize their use of the system as it was intended.

Why schedule or perform an Annual Physical Exam on your Financial System?

• Have you added new employees?
• Have you added new functionality to your system?
• Did you skip some features when you were implementing to save money? Can they be implemented now?
• Did you implement any new 3rd Party Applications?
• Have you been fixing issues and not finding the causes?

Medical Physical:  Your History

• History. This is your chance to mention any complaints or concerns about your health. Your doctor will also likely quiz you about important behaviors, including diet, and exercise.

ERP History

• Ask your Partner for a List of all of the Modules you are licensed to use (if you are on the old Modular Based Licensing model) or for a current list of the modules included in Business Essentials or Advanced Management.
• Ask your Partner for a list of all ISV/3rd Party products that they have listed for your company.
• Ask your Partner for a list of any customizations that they have done to your system.

Talk to Your Team

• Give Key Team members the lists that you gathered and ask which modules/ISV Products/Customizations that they are using.
• Gather a list from your co-workers about issues that they have with the system.
• Ask if there are any issues require that they have to use tedious “workarounds”.
• What is your month end procedure? Talk to the people involved.

Use What You Have…

• Are you using the most current versions of GP and all add-on products?
• Are you current with all annual maintenance fees?
• Does that entitle you to free training, support, or enhancements?
• Does your team know how to log into CustomerSource or any websites associated with your customizations or 3rd Party/ISV Products?
• Do they know how to access Help or Manuals?

Diagnostic Test #1:  AP/AR verses GL

• AP/AR: Compare the Summary Total (or Period Balance in an Account Rollup Inquiry) for the AP/AR accounts in the GL to the total at the end of Historical Aged Trial Balances that are dated to the last day of the month that you are closing.
• Are they in Balance?
• Are all GL batches posted?
• Look back and try to find if they have ever been in balance.
• If you find a problem:
• Verify that all batches are posted.
• Verify that you ran the Historical Aged Trial Balance Reports based on “GL Posting Date”
• Have you included ALL accounts that make up the balance for AP, AR, or Inventory? If not, try an Account Rollup.
• Did any transaction hit the control account and originate from the wrong subledger or from a Journal Entry?

Diagnostic Test #1: Account Rollup

• Financial>>Inquiry>>Account Rollup

Diagnostic Test #1: Additional Tools

• GP 10+: Reconcile to GL Tool:
• Financial>>Routines>>Reconcile to GL
• “The Closer” from Reporting Central

Additional Diagnostic Tests

• Inventory: Compare the total in the Inventory Accounts to the total at the bottom of the Historical Stock Status Report.
• Accrued Purchases: Compare the total from the Accrued Purchases account to the total at the bottom of the “Received/Not Invoiced” report from Purchasing Activity.

Diagnostic Test # 1: Items Affecting Control Accounts Not Origninating from Correct Subledger

• You can create this SmartList by making a couple adjustments to the SmartList called “Current Purchasing Journal*”
• Open up the SmartList and save as “Control Account Review”
• Change Search
• Series is not equal to Purchasing
• Account Number is equal to (Enter  your AP account number(s))

• Enter a date range

Diagnostic Test # 2: Verify Closing Information

• Have you been keeping up with closing your subledgers?
• You can check this easily if you have security.
• Do not close the subledger without reviewing the closing checklists from Microsoft.

Diagnostic Test # 3: Checkbook verses Cash Account

Diagnostic Test # 3: Common Issues

• Undeposited Receipts: Transactions>>Financial>>Bank Deposits
• Financial Transactions that hit the Cash Account
• Use a SmartList to verify.
• Option 1 to fix: Void Journal Entry (only works if it was done recently)
• Option 2 to fix: Bank Transaction with No GL affect (Debit and Credit Cash Account)
• Option 3 to fix: Deposit without Receipts

Diagnositic Test # 4: Unreconciled Checks

• This SmartList will only work if you are reconciling your checkbook inside of GP.
• If you are not currently reconciling inside of GP, talk to your partner to get tips on how to get caught up.
• Did you know…Microsoft now offers Electronic Bank Rec for FREE for current customers on the Business Ready Licensing Plan?
• Start with the Default Bank Transactions search: “*”
• Save as a New Favorite: Unreconciled Items
• Add columns:
• Reconciled
• Checkbook ID
• CM Trx Type
• CM Trx Number
• GL Posting Date*
• PaidToRcvd From*
• Checkbook Amount*

*Optional: change the column names

• If you have more than one checkbook, you can setup a separate SmartList for each checkbook.
• Search Definition 1:
• Column Name Checkbook ID is equal to _____ (type in Checkbook ID)
• Search Definition 2:
• Column Name  Reconciled is equal to No
• Search Definition 3: (optional)
• GL Posting Date is less than (enter a cutoff date)
• Remember to click Favorites>>Modify to save the changes above

Diagnostic Test # 5:  GL Account Review

• Open SmartList
• Click Financial>>Accounts
• Click “*”
• Click Favorites>>Rename “COA Verification”
• Click Add>>Add Favorite.
• Add the column that stores your Main Account Segment. (If you have named them, you can search for the name of the segment. Otherwise, it will be called “Segment __”
• Sort by the Main Segment.
• Option 1: Visual Check

• Option 2: Setup Search:
• Column Name: Segment2 “is between” (range of your Balance Sheet accounts)
• Posting Type “is not equal to” Balance Sheet

Diagnostic Test # 6: Aging AR

• When is the last time you aged AR?
• Verify date by clicking on Sales>>Setup>>Receivables Management>>Options

• Sales>>Routines>>Aging

Diagnostic Test # 7:  Unapplied Documents

• Sales>>Reports>>Analysis>>Unapplied Documents
• Can also be done with SmartList

  Tip: A customer or vendor could have unapplied documents if you are excluding “Zero Balance” Vendors/Customer from your Aging reports.

Review

• Use this as an opportunity to talk to your team.
• Find out new features that can help make you more efficient.
• Can your issues be resolved by:
• A) Training
• B) Using Functionality that you own but are not using
• C) New Features
• D) 3rd Party / ISV Products
• E) A custom solution from your Partner

Checklist

• List of Current Modules, ISV Products, and Customizations.
• Feedback from Team Members
• AP Balances with GL
• AR Balances with GL
• Inventory Balances with GL
• Accrued Purchases (Received Not Invoiced) Balances with GL
• Subledgers closed to last calendar/fiscal year.
• Checkbook Balances with Cash Account
• Checkbook is reconciled to most recent statement
• Verify New Account Setup (Balance Sheet vs. P&L)
• When was AR last aged?
• Review Unapplied AR and AP

Read October 2011 CAL Zone Newsletter

The October Newsletter includes:

• Amber’s Tips & Tricks:
  Microsoft Dynamics GP-Using and Creating Tasks

• Review Your Favorite ISV Product on CAL Marketplace:
  Search ISV/Add on products for Dynamics GP by product, industry, business category or browse FAQ’s

• ISV Spotlight:  vSync/Accellos
  EDI for Microsoft Dynamics GP and vShip to maximize efficiency in your warehouse

• NEW!! CAL Winter Training Schedule
  Check out our newly published full schedule of Microsoft Dynamics GP group training classes

• Currents Promotions
  License Model Transition (“LMT”) Offer, Reenrollment Award for Microsoft Dynamics GP, Microsoft Dynamics ERP Business Ready Licensing Module Offer

Click here for a complete list of Past CAL Zone Newsletters
Click here for a complete list of Dynamic GP Tips & Tricks

Many people ignore this feature because they are annoyed by the built in Task for the “Customer Improvement Program”

The first thing I do when I work with a user one-on-one is complete this task so that it no longer pops up when they log in.

How to Complete the “Customer Experience Improvement Program Task

1.  If you have turned off this feature from your Homepage, turn it back on.
• Click “Customize this page…” in the upper right corner of your homepage.
• Make sure that the “To Do” option is checked in the “Mark content to display” field. Then click the Blue Arrow next to the To Do section and make sure that “Microsoft Dynamics GP tasks” is checked.

2. Now that the Task is back on your Home Page, click the task

3. This opens the Task window:

4. Click the blue “Name”
5. In this next window, review the terms of the program and choose “Yes..” or “No…”

6. Click OK
7. You will be back in the main task window, change the status from “Pending” to “Completed”

8. Click Save

9. In the Upper right corner of your screen, click “Refresh” to clear the task off of your homepage

Creating Custom Tasks

Tasks are a great way to remind you (or someone at your company) to do something.

Note:

1. These tasks do not integrate with Outlook. So, don’t assign something critical to someone via these tasks if they rarely use GP.
2. Once you assign a task to another user, you no longer have control of the task. You won’t be able to see it, edit it or delete it.

To create the task:

1. On the homepage, click “New Task”

2. Click “New Task” in the Task List window

3. Type a description/instructions for the task

4. Optional: Assign to a different user.
5. Optional: Click the dropdown next to “Link To:”. You can link to a GP Window, a Web Page, or an External Program or File.

6.  Once you pick the Link To type, click the Blue Arrow to attach the link

7. If you are linking to a GP Window, navigate to it in the next screen:

8. Click OK
9. Optional: Make the Task recurring

• Click Recurrence
• Set the Recurrence options

•  Click OK
• Save the Task

If you have inactivated customer or vendors, GP allow you to hide them from the Default lookup screen:

BEFORE:

1. Make sure the Vendor/Customer is marked as “Inactive”
2. Click the Drop-Down by the word “View”



3. Choose “Exclude Inactive Customers”
4. Click the Drop-Down again
5. Choose “Set as Default View”

Here are some video presentations to guide you through the roadmap, the vision and the highlights of the recently released Microsoft Dynamics GP 2010 R2. As you’ll see there are some great new innovations on their way. (will need to sign in to CustomerSource to view)

If you do not have access to CustomerSource and would like help doing so, please contact amym@calszone.com.