explore engage elevate

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2 Microsoft Dynamics GP User Group (GPUG ) explore engage elevate Tuesday, November 18 th, 2014 Microsoft 7595 Technology Way Suite 400 Denver, CO DENVER CHAPTER MEETING Tweet today s meeting: #GPchapter[STATE ABBREVIATION] (ex: #GPchapterNJ)

3 Housekeeping Lunch is provided in back Casual event, feel free to contribute We are all volunteers, enjoy and step up Restrooms Make sure to sign in so we have attendance Tweet today s meeting: #GPchapter[STATE ABBREVIATION] (ex: #GPchapterNJ)

4 Agenda 11:00 GPUG News & Chapter Business 11:15 Introductions 11:30 Budgeting 101 Steve DeGolier, McGladrey 12:20 1:10 2:00 Using Document Management in your Month-End and Year-End Processes 1099 s and Keeping the IRS off your back Peggy Evleth, McGladrey Discussion and Book Raffle : Closing Dynamics GP Donated by Accolade Publications

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6 Our New Website! Relationships WOW! Information Community Building One Site Industry Experts Dynamics Peers We ve brought all the pieces of Collaborate together with the events and education you want to one site! 6

7 Important Actions to Take WOW! STEP 1 Create NEW Username & Password STEP 2 Update Your Profile 7

8 Cool new features: WOW! Filtering & Sorting Self-Service Options Your Time Zone Filter events by: Type Tag Other event criteria OR Search by keyword Creating own username and password Managing team members Join, Upgrade or Renew from Profile Update your time zone preference via your Profile to view virtual events in your preferred time zone (default is Eastern Time) 8

9 Join our Chapter Community today to receive updates and access to the content library with presentation materials.

10 Connect. Learn. Share. The What The Why The When We re a little over 4,800 Dynamics GP users who get together and chat all about GP virtually or at in person events, like this one. It s a really big conversation you probably shouldn t miss out on. You ll probably learn something great, apply it to your organization, and be treated like a super hero. GPUG Summit Registration Discount: $200 per person. Access to Hundreds of Webinars Available On Demand. Collaborate: exclusive online social community for GP users. Open invitation to over 400 educational events year round. Premium members attend chapter meetings free. Call Bob Buresh, he s a great guy as well as the GPUG Membership Manager x1448 bob@gpug.com

11 Be a part of something really great. FACT: The most successful chapters have strong leadership teams installed. BENEFIT: Ignite Leadership Training available ONLY to chapter leaders. Develop your professional skills public speaking, leadership, communication, organization, conflict resolution, and many more skills. IMPACT: Chapter Leaders have significant reach within the Dynamics GP Community. Leaders are respected for their hard work and devotion to helping individuals and organizations attending meetings. Roles: Chair, Co-Chair, VP of Membership, VP of Communication, VP of Programming Take Action: Contact your chapter leader and GPUG Chapter Coordinator, Whitney Derks: whitney@gpug.com

12 Welcome & Introductions Name Company Role in Company What inspired you to attend today s meeting? Most desired topic for future meetings

13 Budgeting 101 explore Peggy Evleth, McGladrey engage elevate

14 Amusing Roadblocks to Budgeting 1. We don t want to budget those inactive accounts. 2. We are about to upgrade, please stand by 3. Haven t finished year end / audit 4. They have been budgeting annual targets, how can we transition to line item detail and monthly distribution. 5. They never get it right, lets just compare to prior year

15 Today s Agenda What does GP native budgeting allow us to do Why would we seek a 3 rd party budgeting product Step by Step instructions with GP Demo 1. Creating a budget 2. Password protecting a budget 3. Entering / editing budget values in GP 4. Single Account Maintenance / Budget Maintenance 5. Budget transaction entries 6. Applying calculation methods 7. Importing / exporting values to/from Excel 8. Exporting faster with SQL views 9. Combining budgets New Features in GP2013 Avoiding Budgeting Blunders

16 Budgeting with Dynamics GP Budget maintenance is reserved as an administrative function Budget functionality within ERPs is limited to entering and editing period values The application interface is not positioned or suitable for field staff to enter data in a distributed fashion GP does not offer a data entry interface for end users. Consider GP s offering as a repository with some edit features for an admin to work with.

17 Budgeting in Excel with GP s native export template

18 Excel Tips & Tricks Run a Chart of Accounts extract and do a vlookup of budget account numbers to ensure they exist in the COA, as GP will not warn you that unrecognized accounts were skipped during import. Compare your Financial Report of Imported Budget Values to your import write-back file total. Never underestimate how creatively your users can break your locked and protected budget templates. Provide a skip or exclude functionality with conditional totals to allow for alternative scenarios, references, and line item visibility for your calculations.

19 Ready to ditch the fragile excel templates and implement a more sophisticated Budgeting Software Here are a few considerations: Excel based solution, or a more controlled environment? Beware of the cost of per user licensing Amount / cost required effort to install and configure (before even populating baseline data) Budgeting and Reporting Single software Suite or 2 Best of breed solutions? If being sold a Suite ask the vendor for separate quotes 1. Reporting only 2. Reporting + Budgeting

20 Dynamics GP s native Budgeting Functionality Step by Step instructions with GP Demo 1. Creating a budget 2. Password protecting a budget 3. Entering / editing budget values in GP 4. Single Account Maintenance / Budget Maintenance 5. Budget transaction entries 6. Applying calculation methods 7. Importing / exporting values to/from Excel 8. Exporting faster with SQL views 9. Combining budgets

21 New Features introduced in GP 2013

22 New in GP2013: Budget Transactions Post Budget Adjustments by Batch with User and Date Stamp (if maintain history is activated)

23 Budget Transactions inquiry only works if you checkmark Maintain History first before posting a batch

24 Budget Transactions = Value Adjustments by batch with optional Audit Trails Note: this method appends values to the budget period amounts, it does not overwrite Data entry is done by entering +/- adjustment amounts from the base values, there is no direct ability to enter the new number

25 Budgets Importing via Excel (The traditional way) Note: this method overwrites or replaces budget period values with what is imported GP supports the ability to Import budgets from Excel and Export Budgets to Excel. There is no inherent Audit Trail functionality with the Excel Import Wizard, but it gets the job done more efficiently for bulk edits.

26 Budget Transaction Edit Report

27 Budget Transaction Inquiry

28 Budget Transactions Notes (Journal Entry or Batch)

29 New in GP 2013: Combining Budgets

30 Pay Attention when choosing to delete the sub budget Which of these two are the source and destination budgets? In this example data from BUDGET 2008 will be merged into 2008, if the delete checkmark was checked the BUDGET 2008 will be deleted upon completion of the process. There is no rollback.

31 Preventing Budgeting Blunders

32 Top 10 things NOT TO DO with GP Budgeting 1) Never click Delete 2) Don t allow access to Budget Maintenance windows 3) Don t assume functions behave consistently in similar Budget windows 4) Don t EVER calculate single account changes from the Budget Maintenance Screen 5) Don t assume all budget lines imported from Excel 6) Don t experiment in production 7) Don t ignore password protecting final budgets 8) Don t forget to make Excel Backups 9) Don t waste time with the Excel Export Wizard 10) Never underestimate the creativity of your staff

33 1) Never Click Delete When closing the Budget Maintenance screen, Delete will delete the entire Budget, not just the account in focus. There is no undo when in doubt hit save Microsoft Connect Product Enhancement Request:

34 1) Never Click Delete continued Single Account Budget Maintenance Delete Deletes the account s budget vs. unsaved changes Microsoft Connect Product Enhancement Request:

35 2) Don t allow access to Critical Windows No one other than the Budget Manager and perhaps the GP admin needs access to: Budget Maintenance Single-Account Budget Maintenance Budget Transactions There are just too many ways to delete or corrupt the data, even if you are familiar with these windows

36 3) Don t Expect Consistency In the Budget Transaction Entry screen Calculate does nothing with No Range specified If the Range is blank you are editing the single account in focus only Microsoft Connect Product Enhancement Requests:

37 3) Don t Expect Consistency 4) Don t calculate single account changes from Budget Maintenance Window In the Budget Maintenance Window Calculate with No Range specified will affect ALL accounts If the Range is blank you are editing all accounts in the entire budget Microsoft Connect Product Enhancement Requests:

38 5) Don t assume the Excel import was successful No validation or Error Logs When importing from Excel GP does not alert you when it skips unrecognized accounts. Microsoft Connect Product Enhancement Request:

39 5a) Don t assume the Excel import was successful **Bonus Tip** If it goes too fast it probably didn t work Don t improvise your own Budget Import Template GP is picky and it wants its exact format Import from Excel with GP s native export template Requirements: The first 3 header rows exactly as generated by the system, with date range Account Number, Description (can be blank), and Beg Bal Through Total. Column totals in the last row In GP 2010 SP2 or lower leaving off the date range would reset your budget year to 1900 and cripple FRx/MR Columns

40 5b) Don t Assume GP Crashed while Exporting the Budget **Extra Bonus Tip** When exporting from Excel GP has a tendency to open the Save As pop-up window in the background and locks the application. Workaround: 1. Show Desktop. 2. Click on the GP program icon 3. Then you ll see the Save As pop-up. Microsoft Connect Product Enhancement Request:

41 6) Experiment in TEST, not Production Try not to shoot yourself in the foot in Production Test in Test if unsure

42 7) Don t Overlook the Padlock Lock Your Budgets to Minimize Unwanted edits Restrict access to the Budget Maintenance and Single Account Budget Maintenance to only those who need the access Assign a password to prevent unintentional budget edits / deletions

43 8) Don t forget to Backup Make Excel snapshots of your budget Create budget Exports Frequently and Often Save to SharePoint or some other protected file repository Save with date stamps in the names Why? No need to admit guilt WHEN you corrupt or delete your budget No need to ask IT to restore last night s backup into test **No need to export from test and re-import into production Why Not? Do you really want ask the whole company to roll back to yesterday s version of GP?

44 9) Don t Waste Time Export Budgets Faster Native GP Excel Export: 8 minutes to export 7,500 accounts This script: 10,000+ records < 1 second Have your analysts or IT staff review the sample report I published on the Share My Code site.

45 10) Never underestimate Wreck it Ralph How did they break that? If you Budget in Excel Templates: Never underestimate your staff s ability to: Unlock locked excel templates/cells/formulas Butcher formulas Invent new GL codes At the end of the day its all about data integrity Budget Admins rarely have the time to be analytical if they have to be watchdogs and copy and paste jockeys Consider an enterprise budgeting application!

46 Budgeting Survival Guide When in Doubt, hit SAVE Create budget Exports Frequently and Often Use a SQL dump to get the data out faster Restrict Security access to: Budget Maintenance and Single-Account Budget Maintenance Windows Lock your budgets to minimize unwanted Edits Try not to shoot yourself in the foot in Production Test in Test if unsure

47 Questions?

48 Using Document Management in you Month-End, Year-End Processes Brandon Tomchuk docstar

49 Passionate Responsive Committed explore engage Best Practices in AP Automation Using Document Management in your Month- End and year-end Processes elevate

50 Quick Poll #1 How many in the room currently have an AP Automation or Document Management solution? A. AP Automation B. Document Management C. Document Scanning only D. None

51 Year-End Tasks Post all transactions Print Reports (part of permanent records) W-9/1099 Reconciliation Close Year/Fiscal Periods/Taxes Backup GP Setup New Year Purging Records

52 All About Paper Reconciliations Reports Purging Even in this electronic age, much of corporate memory still exists on paper.

53 The cost of that paper $20 in labor to file a document* $120 in labor searching for lost file* $220 in labor to recreate the lost file* Paper storage, distribution, and disposal can account for as much as 31 times the actual cost of the paper. *PricewaterhouseCoopers

54 Quick Poll #2 How automated do you believe AP Automation can be? A. No human interaction B. Some human interaction C. Heavy human interaction

55 Basics of AP Automation CAPTURE invoices from multiple sources: Scanner, Multi-Function Copier, Import, , Fax INDEX invoices using: Invoice number, Vendor name, PO number, Line item detail* INTEGRATION to Dynamics GP for powerful automation WORKFLOW for Matching, Routing, Review, & Approvals CENTRAL REPOSITORY for Archiving and Retention

56 Capture Best Practices Various invoice sources & formats Input quality Vendor cooperation Individual vs. Batch Capture Intelligent Data Capture

57 Indexing Best Practices What is the impact of proper indexing? Manual vs. Automatic (IDC) The Trade Offs : Time, Accuracy and Cost

58 Integration w/microsoft Dynamics GP Perform 2 & 3 way matching using data in Dynamics GP Eliminate redundant data entry by populate transaction data into Dynamics GP through econnect Retrieve documents directly from your Dynamics GP system with embedded buttons

59 Rules-based Workflow Rules based branch logic Business rules Oversight/load balancing Automatic Escalation Simple, yet powerful workflow designer

60 Matching, Routing, Review, & Approvals Matching & rules based exception handling Routing documents to the correct person Review can be automated or manual or both Securing Approvals in timely fashion Audit trails help with process improvement and compliance

61 Central Repository - Where do documents go? To the Cloud or On-Premises To a Retention Policy To a Vendor Portal To Other Applications/File Formats

62 Quick Poll #3 What do you think your current processing cost per invoice is? A. $5.00 B. $15.00 C. $25.00 D. $35.00

63 A/P Processing Costs- Where are you?

64 A/P Automation Benefits Faster Invoice Processing / Increased productivity Lowers Processing Costs Reduces errors Improved Vendor Relations Improved Business Intelligence Enhanced Security & Invoice Lifecycle Management

65 Quick Poll #4 What is the most important factor for you in selecting an AP Automation solution? A. Vendor B. Cost C. Implementation time D. Product features

66 Who is DocSTAR? An award winning Workflow and Content Productivity software company founded in 1994 HQ in Schenectady, New York; Operations across U.S. 8,000+ customers; 145,000+ users in many industries Known for robust, scalable, affordable solutions backed by a highly responsive customer support organization Available either on-premises or in the Cloud

67 What we do for our customers docstar helps global enterprises automate document driven business processes resulting in a reduction in operational costs, increased productivity and a rapid ROI

68 Our Values and Experience We are passionate about and committed to solving your unique challenges. We leverage a broad set of industry experience and integrated ERP software expertise to make your process easier, faster and better. We create and deliver innovative and reliable solutions, supported by a highly responsive team. We ensure immediate benefits and long term success through a proven collaborative process. We are a Microsoft ISV Partner of more than 15 years.

69 Streamline AP Invoice Approvals

70 Automatically Extract Information

71 Streamline AP Invoice Review

72 Retrieve your documents directly from GP

73 Then View them in docstar eclipse

74 Detailed drill-down reports

75 Monitor key information with dashboards

76 Costs and Justification MS Dynamics GP Integration Leverage existing equipment Advanced Smart Process Solutions

77 Where and how should I start? What are your biggest challenges, bottlenecks and pain points? What stage are you currently in? Incremental improvement or complete overhaul?

78 Contact docstar Brandon Tomchuk, Director of Sales docstar Corporate (1-888-docSTAR) Find docstar on LinkedIn, Twitter, Facebook, & Google+

79 1099 Reporting Best Practices explore Peggy Evleth, McGladrey engage elevate

80 Agenda Common 1099 errors 1099 deadlines Missing or incorrect TIN TIN Matching 1099 Filing

81 Understanding how GP records 1099 amounts 1099 amounts are stored in the vendor summary records AP determines transaction by transaction where amounts record Prior to GP 2010 need PSTL to update 1099 amounts GP Update 1099 Information & amounts all or nothing GP 2013 edit 1099 transactions by transaction

82 Most common 1099 errors that cause IRS penalties/notices Failure to file on-time Failure to electronically file when required Incorrect name/tin Failure to withhold back-up withholding

83 Penalties Penalties are charged for late or incorrectly filed returns (both recipient and government copies) and are based on when the CORRECT return is received. $30 per return filed within 30 days of due date $60 per return if filed by August 1 $100 per return filed after August 1

84 Important deadlines February 2, recipient copies must be distributed March 2, and 1099 paper copies due to the IRS March 16, recipient copies and IRS copies/files due March 31, 2015 electronic file(s) due to the IRS (in 2015, January 31, February 28 and March 15 all fall on weekends and the due dates move to the next business day)

85 Who Needs to File Electronically Organizations filing 250 or more returns of a same type must file electronically Requirement is per EIN This requirement is per type of 1099 ( if a company files MISC and INT returns, only the MISC returns MUST be filed electronically) When correcting returns, 250 or more corrected returns must be files electronically

86 Incorrect Name/TIN The vendor name must be entered into Name Line 1 on the 1099 exactly as it is registered with the IRS. D.B.A. or aka names can be entered into Name Line 2 Sole proprietors must use their full name as their legal business (Name Line 1) name regardless of their D.B.A. TIN an SSN are both 9 digits and contain no letters, are not consecutive numbers and should be formatted properly TIN XX-XXXXXXX SSN XXX-XX-XXXX

87 Back-up Withholding Back-up withholding is required when a vendor has not provided a valid TIN Back-up withholding rate is 28% Reported in box 4 of the 1099-MISC form and is included on form 945 Starting in 2015, the 945 will be available for electronic filing

88 I Received a No-Match Letter A CP2100 or CP2100A notice is a that indicates that a payer may need to start back-up withholding. It includes a list of missing, incorrect or not issued TINs and the names that were associated. Compare the TIN/name with your records W-9 System records Previous B notices

89 Missing TIN If missing TIN, immediately begin backup withholding and request correct TIN information from payee (form W-9). Begin withholding within 30 days of receipt of CP2100/CP2100A Suspend back-up withholding within 30 days of receiving TIN information You must complete three requests for TIN in order to prevent penalty for incorrect TIN. Initial request 1 st annual 2 nd annual

90 Incorrect TIN Corrected TIN numbers do NOT require a corrected 1099 to the IRS or vendor Corrected 1099s are only required if there is a need to correct financial information Correct TIN in your records and keep record of the change

91 TIN Matching TIN Matching is a free service available to authorized payers An authorized payer is one who has filed forms 1099-B, 1099-DIV, 1099-INT, 1099-K, 1099-MISC, 1099-OID or 1099-PATR with the IRS in at least one of the two past tax years. An application must be completed by a principal of the company after registration Legal name (verified with IRS & SSA records) Social Security Number (verified with SSA records) Date of birth (verified with SSA records) Telephone number address Adjusted Gross Income (AGI) from either your current year or prior year filed tax return (verified from IRS records) Home mailing address (verified from IRS records)

92 TIN Matching There are two methods of TIN Matching Up to 25 records can be matched in real time through the Interactive TIN Matching service Bulk TIN Matching is available for submission of up to 100,000 records. Results are available within 24 hours of submission. Account lock-out If the same TIN is submitted with various names OR the same name is submitted with various TINs, your account will be suspended for a period of 96 hours.

93 About E-filing Dynamics GP does not offer the electronic file for 1099 Federal E-file must comply with IRS publication 1220 E-file must be received by the IRS no later than March 31 st

94 Questions? explore Challenges we want to discuss? engage elevate

95 Raffle and Next Meeting? Date: March 17 th, 2015 Time: 11 am 230pm Place: Microsoft Topics:??? )