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  1. Welcome! Microsoft Dynamics GP User Group (GPUG®) DENVER, CO Microsoft Technology CenterRegional Chapter MeetingFEBRUARY 26, 2013 Regional Chapters

  2. Agenda

  3. The Importance of GPUG Regional Chapters Video recording by Pam Misialek of Microsoft

  4. Name Company Role in Company How long have you personally used GP? Favorite Place to Find GP Answers? Welcome & Introductions

  5. Who is GPUG • Founded in 2007 • Officially recognized by Microsoft • The largest, independent group for users of Microsoft Dynamics GP • 3,700+ company members

  6. “Membership in GPUG provides a direct line to the most comprehensive and experienced group of Dynamics GP professionals available .” • Jim Noblitt, Director of Application ServicesL-1 Identity Solutions

  7. GPUG Membership Basic Membership Includes: • eNewsletter • Level 100 Webinars • Paid access to Regional Chapter Meetings & Events • Partner Showcase Webinars • Academy Learning • Share My Code Premium Membership Includes: • Basic level benefits, PLUS: • Unlimited Workshops, Webinars & Roundtables • FREE access to Regional Chapter Meetings & Events • Special Interest Groups • Microsoft Conduit Meetings • Discounts on Summit (annual conf) • Free & Discounted Academy Courses A single GPUG Membership includes benefits for your entire organization.

  8. Member Showcase – Dairy Specialists

  9. WHO WE ARE? WHAT WE DO? Dairy Specialists is what is known as a Dairy Services Company. We have four main departments that work together for the Installation, Design, Service, Supply Delivery of over 70% of the Dairies in Northern Colorado, Wyoming, Western Nebraska, and the Western Slope of Colorado.

  10. Founded in 1970 (Sorensen Surge). 1977-Installed the first fully automated milking system in Colorado. (Hertzke – Greeley) 1989-First fully loaded Double-24 parlor in Colorado. (Duo Dairy – Loveland) 1991-Merged with Progressive Dairy Systems to become Dairy Specialists. 1994-First “Subway” Milking Parlor. (Chapin – Weldona, CO.) History of Dairy specialists

  11. 1997- Expansion into Western Nebraska 1998- Expansion onto Western Slope 2007- Built the largest single parlor in the World to date. A double 80. 2012- Completed a revolutionary 80 Stall Rotary in Kersey, Colorado 2013- Adding IT Services to the list of services we provide to Dairies. History of Dairy specialists

  12. We currently have 49 employees spanning in two main offices. Administrative, Sales, Design, Install, Service, and Routes. Great Plains users since November ‘99. 20 user license. Current version GP 2010 R2 w/SQL Server Standard 2008. Dynamics and dairy specialists

  13. Integration Manager (Distribution, Financials) Payroll/Direct Deposit HR Bank Rec Inventory Control Payables Mgmt. Receivables Mgmt. Smart List Builder Purchase Order Processing SOP with Advanced Invoicing Modules utilized

  14. Partners and isv’s

  15. Inventory Module/Process Improvement SSRS Reports Excel Refreshable Reports Smart List Favorite modules/why?

  16. We have somewhat of a manufacturing process in place and normal human error that throws our Inventory value out of balance with GL. To figure out where we are out of balance I use a combination of Smart Lists, Reports, and Excel to fix. Let me demonstrate. Demonstration

  17. Inquiry-Financial-Summary Check balances

  18. Reports-Inventory—Activity-Historical IV Trial Balance Check balances

  19. Reports-Inventory—Activity-Historical IV Trial Balance Check balances

  20. Under Financial, Account Transactions. Build one called DailyIVTransactions -Key fields Journal Entry , TRX Date, Credit Amount, Debit Amount. Parameters are Account Number and TRX Date. • Under Inventory, Inventory Trial Balance Detail. Build one called DailyReportBasedonGLPostDate. -Key fields Journal Entry Item Number, Extended Cost . Parameters is the GL Posting Date. GENERATE SMARTLISTS AND EXPORT

  21. On Daily IV Transactions Add ‘Transaction Amount’ Field. (=Debit Amount-Credit Amount) Pivot Table with Journal Entry as Row Label and Sum of Transaction Amount as Value. Pivot table fun once in spreadsheet

  22. On HITB Spreadsheet Pivot Table with Journal Entry as Row Label and Sum of Extended Cost as Value. Pivot table fun once in spreadsheet

  23. Copy and paste both columns from the Daily IV Transactions Pivot and “Sum of Extended” Cost from the HITB Spreadsheet. Then make a column to calculate any differences you may have. Make a reconcile sheet



  26. Member Showcase Regional Chapters

  27. Global provider of metro optical access solutions. Our products enable carriers and enterprises to cost effectively add capacity to their existing optical networks, so that they deliver the high-bandwidth applications and services that their customers demand without investing in additional fiber cabling. Corporate office is in Centennial Colorado – Executives, GSS, Accounting, and Order Management Research and Development , Manufacturing, Distribution, and Purchasing is in Fremont California Subsidiary in Stuttgart Germany – Sales and GSS Sales presence throughout US and office in the UK 45 employees worldwide. Who We Are and What We Do

  28. 2004 - Original Sorrento Networks was acquired by Zhone Technologies. • 2008 - Zhone Technologies sold optical assets acquired from the original Sorrento Networks and a new Sorrento Networks was created in January. Background

  29. Used Oracle for Manufacturing, Purchasing, and Sales Order Processing in California. • Used QuickBooks for Accounting in Colorado. • Decision to implement GP • Convert all data to GP – legacy data from Oracle would not be available. • Citrix • No local installations • 11 users – 1 Germany, 6 Colorado, 4 California Implementation of GP

  30. Began using GP 10 May 2008 • Sales, Purchasing, and Financial • Field Service June 2008 • RMA and Contract Administration • Completed Implementation July 2008 • Manufacturing • Upgraded to GP 2010 R2 May 2011 • Installed Collection Management • Installed Expense/Revenue Deferral • Extender • Planning to upgrade to GP 2013 mid to late 2013 Implementation of GP

  31. Multicurrency Management General Ledger Sales Order Processing Receivables Management Purchase Order Processing Payables Management Manufacturing Inventory Control Returns Management (RMA) Contract Administration Expense/Revenue Deferral Bank reconciliation FRx SmartList Builder Extender Collections Management Professional Services Tools Library Modules

  32. Partner • McGladrey • ISV • Avalara – AvaTax • Sales Tax calculation and reports • Customizations – minimal • Duplicate PO number in SOP • Email notifications • Tracking and charges from UPS to SOP Partner/ISV/Customizations

  33. Staff Accountant • Accounts Receivable • Accounts Payable • Month End – reconciliations and reporting • System Administrator • Setting up new users • Setting up Reports • Training/Help • Research • Server Related issues – IT or Partner My Role

  34. Needed to transfer large quantity of inventory items between locations • Tried Table Import • Posted to CustomerSource for help • Directed to David Musgrave’s Blog article • How to Use Word Mail Merge and Macros to Import Data • Uses example of entering in Prospects Mail Merge Macro

  35. Technical knowledge of tables is not needed • Provides ability to enter or update large number of records quickly and without data entry mistakes • Records need to be identical • Will not work if unexpected dialog box appears or if different actions are required Mail Merge Macro

  36. Set up an Excel file with records to be updated or entered. Create a template macro Create a Word Mail Merge document Run the Macro in GP Mail Merge Macro

  37. Example – updating Salesperson ID • Use SmartList to export data • Insert column for new Salesperson ID • Save to use in Mail Merge Mail Merge Macro

  38. Create Macro Template • Open Customer Maintenance Window – Cards>Sales>Customers • Tools>Macro>Record Mail Merge Macro

  39. Change the path if needed (Save in) • Name the macro template and Save Mail Merge Macro

  40. Enter first line of data as normal and Save. • Tools>Macro>Stop Record • Delete data entered from Excel spreadsheet if needed. Mail Merge Macro

  41. Launch Word • Open Macro template – may need to change Files of type to “All Files” and select Open Mail Merge Macro

  42. Change CheckActiveWin to ActivateWindow Mail Merge Macro

  43. Use the Step by Step Mail Merge Wizard Mail Merge Macro

  44. Select the document type as Letters and click Next: Starting Document • Select the starting document as Use the current document and click Next: Select Recipients. • Select recipients as Use an existing list and click Browse and locate your data file. • Check that Word has read your data file correctly on the Mail Merge Recipients window, click OK. • Click Next: Write your Letter to get to the Write your letter stage. Mail Merge Macro