Updated for 2025 – Because legacy systems deserve modern solutions
What if you could find any document in 3 seconds instead of 3 hours?
Picture this: It’s month-end closing, your auditor needs the vendor contract from March, and you’re standing in front of a wall of filing cabinets wondering where to start. Sound familiar?
The hidden costs of paper are crushing your business:
- Your accounting team wastes 2-3 hours per week hunting for documents
- Important contracts and receipts vanish right when you need them most
- Filing cabinets consume expensive office real estate
- Compliance becomes a nightmare when documents can’t be located
- Remote work grinds to a halt because critical files are locked in the office
But here’s what most Dynamics GP users don’t realize: You already own the solution.
With Microsoft extending Dynamics GP support through 2029, there’s never been a better time to eliminate paper chaos using the powerful document management tools built right into your system. Microsoft’s October 2024 release made these features even more robust, and one of our clients went completely paperless in just 6 months using only GP’s built-in capabilities.
The Manual Way to Do This
Old habits die hard. Many businesses still print every invoice, receipt, and contract, then spend countless hours organizing physical folders and filing cabinets. It feels familiar, but those paper stacks eat up office space and important documents have a way of disappearing when you need them most.
Going digital might sound like a big project requiring expensive software. Good news: if you’re already using Dynamics GP, you have powerful document management tools built right in.
The Smart Way to Do This in Dynamics GP
In Dynamics GP you can scan a document then choose to save it in the GP database, or on a shared directory, or both.
For example, on the new scanning/copying machines you can set it up so that the scanners send it to M:\User\directory. All you scans are in the one location. Then you can choose to move them to the right record in Dynamics GP.
You can attach multiple documents to Items, Customers, and Vendors and Transactions. I have seen people use this feature with all their receipts, especially expense reports. A paper invoice that is scanned (or sent as a PDF) can be saved with the voucher in Dynamics GP. You can scan and attach bank files so as you do a bank reconciliation you have the file right in front of you at month end. Other examples of documents you might want to save with an individual record are W9 forms, Contracts, Sales Tax Certificates, Customer PO’s, and more.
Plus, if auditors are looking for a document it is right there in the database and it can be viewed or reprinted.
There are many add on products available for more advanced document management in Dynamics GP. However, one Dynamics GP client I worked with recently went paperless within 6 months, only using the internal out of the box features of Dynamics GP.
If you are interested in setting up this feature in your Dynamics GP system, contact CAL Business Solutions 860-485-0910 x4 or sales@calszone.com
By CAL Business Solutions Inc., Connecticut Acumatica & Microsoft Dynamics GP / 365 BC Partner, www.calszone.com
