Dynamics University Spring 2012

Spring 2012 Providing Learning Opportunities for Microsoft Dynamics速 Users

Cash is King

Managing cash flow with Microsoft Dynamics GP

The Small Business

Revolution

Recoverable Systems Keys to making adequate backups Fundraising Software

A new direction Creating Reports with Microsoft Dynamics CRM Report Wizard

Streamline

Document Tracking

MEET THE PARTNERS

PARTNER

LOCATION

WEBSITE

Business Ready Solutions, LLC

Durham, NC

www.businessreadysolutions.net

Cargas Systems

Lancaster, PA

www.cargas.com

Express information Systems

San Antonio, TX

www.expressinfo.com

Integrated Business Group

Altamonte Springs, FL

www.ibgnet.com

Knaster Technology Group

Englewood, CO

www.theknastergroup.com

Quadis Technologies

Lincoln, NE

www.quadistech.com

Summit Group Software

West Fargo, ND

www.summitgroupsoftware.com

Technology Management Concepts

Marina del Rey, CA

www.abouttmc.com

The Resource Group

Renton, WA

www.resgroup.com

The TM Group

Farmington Hills, MI

www.tmgroupinc.com

PRODUCTS

Welcome Welcome to the first edition of the Dynamics University quarterly magazine! Dynamics University is an elite group of Microsoft Dynamics resellers dedicated to providing learning opportunities to Microsoft Dynamics users through this publication, our website/ blog, and through scheduled webinars and training events.

When training is conducted as part of a software implementation, it is often a one-time event. Several hours of training on how to use software is a start but building upon that foundation is essential. After using the software – one month, six months, or even a year or more – users may know the basics but many still lack deep understanding of the software’s full capabilities.

Our commitment each quarter is to put together a publication that is full of information that allows you to yield greater value from your Microsoft Dynamics software and a good return on your financial and time investments. In addition, the online component DynamicsUniversity.com provides even more information – webinars, blog posts, and coming soon classroom and remote training.

I want to thank all our Dynamics University member partners for helping produce the content you see here and to their commitments to further enhance the learning and educational opportunities for these products.

We look to further enhance this publication as we go through 2012 and beyond and I hope you take the time to visit our website and thank our member partners and advertisers.

With the new release schedule of Microsoft Dynamics CRM putting out new features every 6 months, the upcoming release of Managed Reporter 2012, and the release later this year of Microsoft Dynamics GP 2012 – there is a lot to share with Microsoft Dynamics users in 2012.

On behalf of all Dynamics University partners, I want to thank you for your ongoing business and commitment to learning.

Josh Behl, Dynamics University Executive Editor

Spring 2012

contents Features

6

Looking Forward: A Conversation with Errol Schoenfish

9

Cash is King

10

Errol Schoenfish, Director of Product Management for Microsoft Dynamics GP, discusses his excitement about the new release.

Ideas for managing cash flow utilizing Microsoft Dynamics GP.

Creating Reports with Report Wizard Step-by-step instructions for creating a report with Microsoft Dynamics CRM Report Wizard.

12

Dynamics University: Connect and Empower Who we are and what we do.

16

Required Informational Reporting Section 6051(a)(14) of the Patient Protection and Affordable Care Act and its impact on W-2 reporting.

20

Fundraising Software: A New Direction Managing fundraising within Nonprofit organizations with PeakNFP.

22

R7 Highlights several changes made in the Microsoft Dynamics CRM 2011 R7 product release..

DynamicsUniversity.com

3

GIVING IMPACTS LIVES

PeakNFP provides a powerful fundraising and donor management application with the necessary support and infrastructure to help make your Nonprofit organization successful.

Your donors make the difference, our technology amplifies their impact.

DONOR MANAGEMENT SOFTWARE For more information contact us today!

Email: info@peaknfp.com Phone: 888.929.1387 www.peaknfp.com

powered by

CRM Online

Spring 2012

contents

In Every Issue

14

Book Review

15

Review of Using Microsoft InfoPath 2010 with Microsoft SharePoint 2010.

CRM Tips

18

Tips on filtering data in views and using workflow to copy leads.

Debits and Credits Information designed to increase efficiency for Microsoft Dynamics GP users.

39

ISV Webinar Schedule Most up-to-date listing of Dynamics University’s ISV partner Spring webinars.

24

The Small Business Revolution

28

Competing with large businesses is scalable thanks to services now available in the cloud.

Recoverable Systems Keys to maintaining adequate backups.

32

Spring Training Microsoft Word Templates are the new writer interface for Microsoft Dynamics GP 2010.

1405 Prairie Parkway, Suite A West Fargo, ND 58078 DynamicsUniversity.com

For Advertising Information send an email to learn@dynamicsuniversity.com

Executive Editor: Josh Behl

34

Editor in Chief: Geniece Kizima Online Editor: Kristen Juven Copy Editor: Betsy Stadick Layout: narrative.

Printing and Distribution: Midstates Printing, Inc.

36

Streamline Document Tracking Modifying reports just got a lot more comfortable with this seamless integration.

The Power of the Mail Merge Instructions for creating a mail merge with Microsoft Dynamics CRM.

DynamicsUniversity.com

5

Looking Forward: A Conversation with Errol Schoenfish Interview by Eric Gjerdevig, Summit Group Software

E

rrol Schoenfish joined Great Plains Software in June of 1987 as a support engineer for Great Plains Accounting version 4.1. For the last 25 years, Errol has built on that initial customer service focus with time in Quality Assurance and even a three to four year departure to work for a Great Plains Software partner. Upon returning to Great Plains Software, Errol spent two years in Australia where he led sales and marketing for Microsoft Business Solutions in Australia/New Zealand. For the last 6 years, he has held the position within Microsoft as the Director for Product Management where he is responsible for setting product strategy for Microsoft Dynamics GP. With a new version of Microsoft Dynamics GP expected later this year and all the talk within the channel about Cloud based solutions we sat down with Errol to visit.

Eric: What is the biggest change that you have seen in your career related to the Microsoft Dynamics product line?

Errol: I think the most significant change has been in just the last one to two years. It has been the realization of

6

Dynamics University Spring 2012

truly having access to information no matter where you are. We have finally realized the vision of any time, any place, and on any device. We have reached a point in time where software is no longer a barrier to what customers can dream up. The Millennial generation will only further advance those needs and requirements for what we do. It is a very exciting time.

Eric: One big change seems to be the current focus on everything being delivered via the cloud. What does Microsoft Dynamics GP in the cloud mean to you?

“We have reached a point in time where software is no longer a barrier to what customers can dream up.”

Errol: I remember back when I started in this business and we would win deals because we had a true client server based application. Today that really doesn’t matter because it’s a foregone conclusion. The Cloud is an important change that will enhance the ability for clients to get information to everyone in the organization but five years from now it will simply be an expectation. I think that is where NetSuite CEO Zach Nelson has it wrong. He has stated that “cloud is the last great technology architecture.”

That seems shortsighted to me. If you actually believe that, it will only keep you from innovating as you go forward. The cloud is huge right now and we have a great story that will even get better with the next version of Microsoft Dynamics GP and all of the other great products Microsoft is putting out there. It is important to remember that at the end of the day, it’s about solving business problems and having great functionality. The story can’t entirely be about the cloud.

Eric: Since you mentioned it, what are some of the enhancements customers can expect with the upcoming release of Microsoft Dynamics GP? Schoenfish, continued on page 8

Making Microsoft Dynamics® GP Work Simpler & Easier

Are you finding navigation in Microsoft Dynamics GP to be an endless maze of menus and windows?

We’ve got the GPS for you.

Mentor—Just one of over 20 tools in Dynamics GP Toolbox.

R

ockton Software is a creative company that develops products

that make Microsoft Dynamics® GP more intuitive and user-friendly to improve customers’ lives by making their work simpler and easier.

Dynamics GP Toolbox is a collection of tools that improve the Microsoft Dynamics GP experience.

Security ~ tools that make the system more secure.

Administration ~ tools that help the System Administrator.

Business Processes ~ tools that improve specific modules.

User Experience ~ tools that make the Microsoft Dynamics GP experience simpler and easier.

Contact sales@rocktonsoftware.com for a complete List of Tools, product information including pricing, or to schedule a demo.

Request your FREE trial keys today! You’ll be glad you did.

Mention this ad and offer code SUMMIT Q1 to receive a FREE Gift!

Work Simpler & Easier™

www.rocktonsoftware.com • 877.476.2586 DynamicsUniversity.com

7

Schoenfish, continued from page 7 TARGIT your decisions in the fewest clicks

TARGIT THIS

T

Errol: One of the big enhancements customers will see is the new web client. Full access to the application via the browser will provide lots of benefits. For the IT professional, it means less time focused on the desktop. Users will see greater access to information no matter where they are at. There are far too many features to call out and they vary greatly by role.

For example, a lot of time was put into enhancements in the Fixed Assets area of the product to name one.

Eric: In thinking about new features, how does Microsoft decide what to focus on in an upcoming new release?

T

TARGIT THIS

The knowledge already lies within your organization - the challenge is to pinpoint it. That’s why you need Business Intelligence.

TARGIT BI Suite seamlessly integrates with your Microsoft Dynamics GP to give you the needed overview through analyses, reports and dashboards all with amazing drill-down possibilities and in the fewest clicks possible.

Discover how your company can keep track of your Sales Order Processing, all Financial aspects and much more using the most user-friendly Business Intelligence solution on the market!

“The Cloud…5 years from now it will simply be an expectation.”

Errol: There are really two primary factors that influence a release such as our next release of Microsoft Dynamics GP. First, customers are able to submit suggestions through CustomerSource. Our people triage these suggestions to rank and prioritize them. This tends to be very feature intensive. The second influence on new releases is based on market research. We have an obligation to help our customers stay ahead and therefore we make significant investments with the platform and technology. It is then a negotiation based on suggestions, research, and time as to what we put in.

Eric: Any specifics you’d like to share about the timeline for the upcoming release of Microsoft Dynamics GP? Errol: I would always point customers to our Statement of Direction document on CustomerSource. It’s our best mechanism to communicate our plans and timelines. Right now, we are targeting the second half of calendar 2012 for the release.

Eric: Thanks for sharing your thoughts with us today. We all look forward to learning more about the upcoming release over this next year. ■

8

Dynamics University Spring 2012

Cash is King

3 Ways to Stronger Cash Flow

S

mall to mid-size companies are feeling the credit crunch after a few years of the economic recession and cash flow management. Microsoft Dynamics GP can help companies effectively manage cash flow.

by Perry Kountouriotis, The TM Group, Inc

I

nvoicing Management

New features in Microsoft Dynamics GP 2010 allow users to automatically email invoices to customers. Customers receive the communication instantly instead of a couple day turn over. This ensures organizations get paid on time and allows for stronger cash flow. It has been estimated that each time an invoices is printed, prepared, and mailed, it costs an organization eighty-cents to a dollar. With the functionality of Microsoft Dynamics GP 2010, it is basically free.

C

ollections Management

C

Manage collections for increased cash flow with Microsoft Dynamics GP 2010 by building and storing unlimited number of queries to target.

View customers that meet user-defined criteria such as Balance, Notes, Customer, Credit Manager, and Payment History. Microsoft Dynamics GP 2010 also allows users to set automatic follow-up actions and reminder dates, view completed and uncompleted tasks, and manage payment promises from customers.

ash Flow Management

Microsoft Dynamics GP 2010 grants access to a calendar that shows a dashboard view of Accounts Payables and Accounts Receivable based on due dates. Upon creating an invoice, it assigns a due date and input that into system. The calendar shows receivables due that day, payables due that day, and anticipated payments from customers … all giving companies better insight and management over cash flow.

Microsoft Dynamics GP 2010 offers a seamless solution that keeps everything together and eliminates cross reference with other data. Information is in real time and the modules work directly together. With Microsoft Dynamics GP 2010, automation allows users the flexibility to decide which collections to manage – saving time, money, and ensuring accuracy. ■ DynamicsUniversity.com

9

Creating Reports with

Report Wizard

by Josh Behl, Summit Group Software

M

icrosoft Dynamics CRM has a number of reporting options ranging from very simple and limited to complex and robust. The option to choose is contingent upon many factors not limited to time, budget, level of expertise, or the goal of the report.

The purpose of this article is not to provide a comprehensive training or overview of all reporting capabilities in Microsoft Dynamics CRM 2011, but rather to focus on one particular reporting option: Microsoft Dynamics CRM 2011 Report Wizard.

While there are arguably other “reporting tools” that can leverage Microsoft Dynamics CRM data such as custom Microsoft Silverlight applications, custom charts, and other 3rd Party ISV reporting tools, this focus is on Microsoft Dynamics CRM 2011 Report Wizard.

To create a new report using Microsoft Dynam-

10

Dynamics University Spring 2012

ics CRM 2011 Report Wizard, there are a handful of simple steps to follow. First, will be a review of the high level steps; then, an actual example to try in a user’s environment.

General Procedures 1

Navigate to Workplace.

2

In the Navigation Pane, click Reports.

3

Click New.

4

In the Report: New window, click Report Wizard.

5

On the Report Properties page, enter a Name and select a Primary Record Type and, (optionally) a related record type.

6

Define the filter to help the report better understand exactly what data you want to leverage in the report. This is referred to as the Report Filtering Criteria.

7

Define the report layout (identify, order and sort the columns you want to display) and group the data accordingly.

8

You may also find it necessary to create aggregations within your report a. For example: Average, Sum, Count

9

Define the format: Table Only, Chart and Table, or Chart Only. a. It is important to note that if you are selecting to display a chart, there are additional steps required to configure it.

10

Run the report to validate the results.

11

Make it available to the organization.

Now that general procedures are outlined, below are steps to create a simple report using the scenario of creating a report to summarize the number of contacts in a user’s environment by City and State.

Simple Report Example 1

Within Microsoft Dynamics CRM 2011, navigate to the Workplace>>>Reports>>>New.

2

On the Report Properties window, click Report Wizard.

3

On the Getting Started window select Start a New Report. Click Next.

4

On the Report Properties window, enter “Contacts by City and State” into the Report Name field and select “Contacts” for the Primary Record Type. Click Next.

5

On the Select Records to Include in the Report window, click Clear to clear the default filter and change the Use Saved View to “Active Contacts.” Click Next.

Wizard, continued on page 13 DynamicsUniversity.com

11

Connect and Empower M

any of you are reading Dynamics University magazine for the first time. This magazine is a quarterly publication from an elite group of Microsoft Dynamics resellers throughout the United States. Each quarter, you should expect to receive Dynamics University and we hope you find it a valuable educational tool. To us, Dynamics University represents the culmination of great ideas and content from the best reselling Microsoft Dynamics partners with a focus on helping the Microsoft Dynamics channel achieve more for less.

The idea for Dynamics University was born out of a desire to drive greater educational offerings within the Microsoft Dynamics community. The reality is – training is usually an area where customers cut budgets and the unfortunate attitude of many is that spending big on training is wasted. It is common for many companies to invest in training only as part of an implementation. The reality is that few companies choose to refresh their end-user training during the product lifecycle, nor do they bother to train newly hired employees adequately.

High quality training and education can make a huge difference in such areas as process improvements and overall software return on investment. Well trained end users tend to like their jobs more and deliver better customer service. Training also makes users more efficient as well as improves their experience and

12

Dynamics University Spring 2012

satisfaction. There's no end to the potential return on investment of good training. Let’s look at a few intended purposes of training: 1

Productivity. Effective training enhances the methods that individuals use to perform their jobs, thus improving their productivity. An increase in productivity that reduces labor costs generally means a more profitable organization.

2

Quality. Similarly, providing the proper training should result in improved quality and fewer errors. This will reduce the overall cost of operations and so generate increased profits.

3

Empowerment. Training that is directed towards new methods and techniques that can be used on the job adds to employee confidence and enables them to perform

Wizard, continued from page 11

more effectively. This also can reduce the need for close supervision.

Improving customer’s return on investment is the focus of Dynamics University. Dynamics University and our member partners will provide a great online community where customers can find valuable information through our blog and magazine. The magazine is distributed both in print and online to make sure we get it in your hands in the format you prefer.

Later this year, we will produce and deliver training content targeted at meeting your needs.

Our belief is education and training can be delivered via many methods and forms. Through Dynamics University, you and your organization can utilize the magazine, the web page, and (later this year) both online and classroom training delivered by our partners’ experienced trainers. Our aim is to change the game. We will aim to bring to the Microsoft Dynamics channel a different way to consume information, to learn, and to protect the investments you have all made. We look forward to the journey ahead and traveling that path with you. ■

6

On the Lay Out Fields window, you can add columns by clicking Click Here to Add a Column and add groups by clicking Click Here to Add a Grouping. In this example we’ll add the following groupings: a. Address1_StateorProvince (include a count aggregation) b. Address1_City (include a count aggregation)

7

Add the following columns: a. FullName b. BusinessPhone c. Email

8

Once added, click Next.

9

On the Format Report window, click Next. a. It is important to note that because we are not doing aggregations on any numerical values, the Charts and Tables are disabled.

10

Click Next, click Next again, and finally click Finish.

11

Once the wizard returns to the Report Property window, preview the report by clicking Run Report.

Check out DynamicsUniversity.com for more lessons on creating reports within Microsoft Dynamics CRM 2011.

For an online view, go to youtube.com/watch?v=4iTvEB6IxYs or YouTube and search for “Introduction to Microsoft Dynamics CRM 2011 Report Wizard.” ■

Compare and Contrast the Options Reporting Pro Option Dynamic Microsoft Office Worksheets and Excel is a commonly Pivot tables used, inexpensive reporting tool that a lot of businesses have internal expertise on.

A semi-savvy user can quickly convey data aggregations, summaries, and visualizations with little extra training.

Microsoft Provides a simple Dynamics CRM “wizard-driven” Report Wizard report design process that does not require knowledge of query languages or other programming to produce reports.

Custom reports This tool provides using the SQL nearly unlimited Server Business flexibility to create Intelligence and modify reports Development that pull Microsoft Studio Dynamics CRM data.

Con Using Dynamic Worksheets and Pivot tables, while quick and easy as a reporting tool, can be cumbersome to work with if not managed properly and some users get confused when the data they try to update in the spreadsheet does not get reflected within Microsoft Dynamics CRM although it appears they are changing the data.

The report design flexibility is extremely limited. Extra formatting, sub-reports, parameters, or graphics are simple not possible when solely using the interface.

Requires deeper technical knowledge, report design techniques, and understanding of data structures to full leverage its full functionality.

DynamicsUniversity.com

13

[Book Review]

by Joe Tews, Summit Group Software

Using Microsoft InfoPath 2010 with Microsoft SharePoint 2010 Darvish Shadravan & Laura Rogers Step by Step Microsoft Press, 2011

S

harePoint is up and running and you’re looking for a good way to gather data from end users. Perhaps there exists a custom list that collects information you would like to look more appealing – possibly remove a few fields from the New Item form. Maybe there is a more complex form that you want to recreate in Microsoft SharePoint that allows users to fill out within Microsoft SharePoint instead of having a paper trail. There is a solution… Introducing Microsoft InfoPath 2010: A forms-creation and data-gathering tool that can help streamline your business processes.

One book has stood out to me as the definitive guide to assist users in getting started with forms customizations. Using Microsoft InfoPath 2010 with Microsoft SharePoint 2010 takes an in-depth look at utilizing Microsoft InfoPath 2010 with your existing SharePoint 2010 implementation.

The book begins with introducing Microsoft InfoPath and then moves into some of the basic controls. Following the book’s exercises will walk you through creating some simple Microsoft InfoPath forms. It then moves on to more complex examples: Using tables, building in fields and controls, and using sections and containers to organize controls in the form. Chapter 4 specifically talks about using Microsoft InfoPath with Microsoft SharePoint list forms. The book continues to focus on more advanced features in Microsoft InfoPath 2010 such as logic and rules with forms, receiving data from Microsoft SharePoint and external sources into the forms, and integration with Microsoft SharePoint Designer workflows and building custom approval processes.

From simple vacation request forms – to more complex forms with logic and dynamic controls, Microsoft InfoPath is a powerful tool that allows you to add some deep customization to Microsoft SharePoint without having to tear into custom code solutions. If you are interested in taking advantage of some visually appealing ways of gathering data from end users, this step-by-step book written by Darvish Shadravan and Laura Rogers is a good read. ■

14

Dynamics University Spring 2012

Tips 1

Filtering Data in a CRM View

W

by Dustin Domerese, Quadis Technologies

hen looking at a list of data in Microsoft Dynamics CRM, whether it is system view such as Active Accounts or a custom view built through an Advanced Find, that data can be filtered based on a field in the view columns.

Click the Filter button in the Data ribbon above the grid or in the CRM for Outlook Ribbon Bar. This displays an arrow next to each column name for filtering based on that column’s data. Clicking this arrow presents options to sort both ascending and descending as well as to perform a Custom Filter on the column. The custom filter can then be used to specify the operator (Equals, Contains, Etc.) and the filter value. Specify up to two sets of criteria per column for filtering. To remove the filters, click the Filter button again in the upper ribbon bar.

2

Using Workflow to Copy a Lead

M

by Brady Curtis, The Resource Group

icrosoft Dynamics CRM Workflow can be used to copy Lead records by using the following steps: Create a workflow (process) and name it “Copy Lead”. Select On Demand under the Available to Run section. In the Options for Automatic Processes section, select only Organization within Scope.

Select Add Step and Create New Record with the Lead as the drop down option.

The Lead form appears where the desired fields to be copied are mapped. Make sure to use static values for the First and Last name such as “Enter” and “Name”. Once this workflow is activated, users will be able to run this on demand from the workflow menu on the lead they want to copy. After the workflow creates the copied lead, the user must find it and enter the correct First Name and Last Name for the new lead.

DynamicsUniversity.com

15

Employer-Sponsored Health Coverage:

Required Informational Reporting T

by Bob Callanan, Business Ready Solutions, LLC

he “Patient Protection and Affordable Care Act” (PPACA) was signed into law nearly two years ago in the United States. It has without doubt been a major campaign hot point through the past two elections and continues to stay front and center in the Republican primary race. But rather than discuss the pros and cons of the PPACA, the focus of this article is on the one section that will likely impact W-2 processing beginning with the 2012 W-2s.

Section 6051(a)(14) generally requires the aggregate cost of applicable employer-sponsored coverage to be reported on Form W-2. The reporting is information only and is intended to help inform employees of the total cost of their health care coverage.

The good news – the requirement was initially made optional for all employers for 2011 Forms – no need to worry about W-2s from last year. In March of 2011, the requirement was further relaxed, making it optional for smaller employers (those filing fewer than 250 W-2 forms) for 2012 and continues this optional treatment for smaller employers until further guidance is issued.

While the calculation of the aggregate cost is straight-forward for most companies, there are exceptions that must be considered. Generally, the amount should include the portion of the cost paid by the employer AND the cost paid by the employee

16

Dynamics University Spring 2012

whether the employee paid that cost through pre-tax or after-tax contributions. However, employers need to consider the following: • If employers offer a separate insurance plan for dental or vision, these amounts should not be included.

• When an employee commences, changes, or terminates coverage during the year, that change can affect the report timing and how to calculate the employer portion.

• Employers that offer a Health Savings Account or a health flexible spending arrangement (health FSA) must pay particular attention to any unspent contributions as well any excess spends if applicable.

• Excess reimbursements of highly compensated individuals included in gross income require special treatment as well.

Announcing U-LINC : Workflow Anytime & Anywhere ™

Imagine that virtually all of your business processes are automated so your business rules are always consistently enforced.

Imagine being continually notified of business transactions across your organization.

Now, imagine doing this by leveraging technologies and systems you already own.

Get more out of your existing Microsoft Dynamics® system with notifications and workflows tailored to your existing business processes.

U-LINC has made workflow virtually anytime and anywhere a reality for Microsoft Dynamics®. It works seamlessly within and across your existing Microsoft Dynamics® system without changing the way the organization does business.

U-LINC is flexible and easy to use and greatly improves organizational performance.

Integrity Data is proud to announce U-LINC™ – the latest, most comprehensive and flexible workflow solution designed for use within Microsoft Dynamics®.

Generally, the amount should include the portion of the cost paid by the employer AND the cost paid by the employee…

The IRS has produced multiple references to help work through the planning and implementation of this requirement including Notice 2011-28 which can be found at irs.gov/pub/irs-drop/n-11-28.pdf.

For W-2 Reporting in Microsoft Dynamics GP, the 2011 US Payroll YearEnd Update added Code DD to report this employer sponsored health coverage. Fortunately, adding it to W-2’s can be done quickly by creating a benefit code, and rolling it down to each employee. The setup of the benefit code is very similar to the setup of employer retirement plan contributions and can be mapped to the W-2 box as needed. ■

Visit u-linc.com or contact Integrity Data for more information. (888) 786-6162 Powered by

DynamicsUniversity.com

17

Debits and Credits Changing the Date on a Transaction

by Linda Brock, Knaster Technology Group

C

hange the date on a transaction, inquiry, or report screen – essentially anywhere you have a date field – by simply typing the day (assuming the month and the year will stay the same). For example if today is 01/15/2012 and a transaction date needs to be 01/05/2012, with the entire Date field highlighted, enter a 5 and tab off of the date field. To change the month and day – for example to 02/20/2012 – highlight the entire Date field, type 0220, and tab off of the field.

Share a Navigation List

N

by Brady Curtis, The Resource Group

avigation Lists in Microsoft Dynamics GP allow users to share a customized list of specific data with other system users. Users can be specifically named and as assigned permissions of “read” or “read and write” capability.

To share Navigation Lists in Microsoft Dynamics GP: • Open the created Navigation List from the tab on the left side of the homepage.

• Click on the title of the List to expose the Navigation List dropdown menu.

• Click Customize.

• Click on the arrow to the right of the Sharing option in the Modify List View section. The Sharing Details window opens.

• Select the Public option, then click the Add User button at the bottom and select a User ID. • Mark the box next to the users to share the Navigation List.

Clearing Wrong IDs from Auto Complete

T

by Cheryl Aceto, Express Information Systems

o clear incorrect IDs from AutoComplete: Access the AutoComplete settings from the User Preferences window. Click the AutoComplete button to open the setup window.

By default Remove Unused Entries after X days is set to 0, which means entries are never removed. Set this value to 30 days and the mistyped entry drops off after 30 days.

A more drastic approach would be to Remove All Entries. If you rely on the AutoComplete, the latter option is not recommended; however, if you are just starting and want to clear your mistakes this might be the answer.

New US Payroll Feature in Microsoft Dynamics GP 2010

I

by Cheryl Aceto, Express Information Systems

f the fiscal year is not a calendar year, be sure to mark the Payroll Setup Options window to Enable Fiscal Year Tracking for compensation, deductions, and benefits. This will allow reports to be run based on the fiscal year for budgeting purposes as well as other reporting requests. The inquiry windows can display both Calendar and Fiscal year data with this option.

18

Dynamics University Spring 2012

Greenshades Payroll Tax Service Greenshades Payroll Tax Service is the easiest way to file and pay your payroll taxes. Instead of tracking deadlines yourself, we will create the optimal payment and filing schedule based on your company's payroll. Our online portal keeps you in control every step of the way: tracking upcoming deadlines, viewing historical information, and allowing you to schedule payments or filings in advance.

Materials Requirement Planning Quantities Query

T

by Richard Whaley, Integrated Business Group

he Materials Requirements Planning (MRP) Quantities Query is an inquiry used to list the MRP Planned Purchase Orders (POs) and Manufacturing Orders.

Without any restriction, the Query will list ALL of the items planned by MRP. For example, select for the MRP Quantity the Planned POs and get a long list of POs – some of which should not yet be released (sent to vendors).

There is a Release Date option in the Ranges section. Putting a range of dates in this field will only display planned orders that need to be released between those dates. The down arrow to the right of the prompt opens a menu of date ranges to select.

Using these ranges helps shorten the list of recommended orders to just those needed now.

The Core Module of our Payroll Tax Service includes payments for Federal Income Tax Withholding (FIT), Social Security, Medicare, and Federal Unemployment (FUTA). We will also submit returns for Federal W-2s, 941s, 940s, and New Hire reports.

State Packages support the calculation of tax deadlines, generating electronic files, and automatic submission of both payments and filings for State Income Tax Withholding (SIT) and State Unemployment Insurance (SUTA or SUI).

The Local W2 module creates local withholding reports and payment vouchers for thousands of localities throughout the country. Through a direct integration the module will use the local tax codes in the accounting system to determine wage and tax information as well as track deadlines for these filings and payments.

Contact Greenshades Sales: 888.255.3815 X 2 or sales@greenshades.com

DynamicsUniversity.com

19

Fundraising Software:

20

Dynamics University Spring 2012

A New Direction

by Bill Malone, PeakNFP Donor Management

I

n a recent conversation with a local think-tank that coaches effective fundraising for Nonprofit Organizations, a set of four simple yet thought-provoking questions surfaced specific to the effectiveness of Fundraising/Donor Management software. These four questions cut to the heart of the challenges Nonprofits encounter when attempting to fund raise effectively. Undoubtedly Nonprofits feel that their fundraising software should help with the four questions, but in most cases it does not. Those questions are: • From where does our financial support come?

• Are our efforts tied to our results?

• Do we see the return-on-investment of our Campaigns?

• Is time being wasted by talking to the wrong people about the wrong things?

In talking to Nonprofit Organizations about Fundraising applications, the conversation quickly hones in on a few common themes: The software is not easy.

Nonprofits are not satisfied. Donor management software has many hidden costs.

The Challenge is Straightforward Nonprofits have incredibly powerful missions and have proven ability to find constituents that align with their missions. They simply need their software applications to help connect and stay close to those donors. Nonprofits must be able to understand the needs and wants of donors and stay in touch with donors on the donors’ terms through the use of software. Nonprofits understand that donors want to feel connected and involved—the Donor Management solution must make that easy for the Nonprofit. Again, the problem is very few Nonprofits will say their software is easy or even satisfactory in helping them stay connected to their donor base.

The Shift to ‘Managing Relationships’ When considering a suitable donor management solution, nonprofits are in the New Direction, continued on page 26 DynamicsUniversity.com

21

22

Dynamics University Spring 2012

R7

by Dustin Domerese, Quadis Technologies

T

remendous numbers of enhancements to Microsoft Dynamics CRM have come in conjunction with major releases allowing for increased options to enhance user adoption and drive product intelligence. In 2011, the Microsoft Dynamics CRM team announced a dramatic change in the release schedule that would be accompanied by additions to Microsoft Dynamics CRM product functionality twice per year. This article will only highlight several of the product enhancements available in the Microsoft Dynamics CRM 2011 R7 release as well as introduce exciting news for the Microsoft Dynamics CRM 2012 Q2 release.

Identity Federation (Single Sign-On) For Microsoft Dynamics CRM Online customers, Microsoft has announced the integration of user access between Microsoft Dynamics CRM online and Active Directory infrastructures. It provides clients the ability to have single sign-on to both CRM Online and their local systems. This identity federation is being progressively rolled out in conjunction with the new Microsoft Office 365 experience for cloud customers.

Process Dialogs The Microsoft Dynamics CRM 2011 R7 release introduces the concept of dialogs which visually guide users through a pre-defined set of steps or questions. Microsoft has also enhanced dialogs to support record lookups and the creating of date fields on the dialog window.

Charts and Analytics Charts and dashboards are quickly becoming the way business users drive performance and adoptability from the Microsoft Dynamics CRM platform. With the release of Microsoft Dynamics CRM 2011 R7, users now have the ability to configure a multi-series chart from the CRM interface. For example: Show Actual and Estimated Revenue on the same chart with a bar graph for Estimate and a line graph for Actual.

Coming in the Microsoft Dynamics CRM Q2 2012 release, R7, continued on page 27 DynamicsUniversity.com

23

The Small Business

Revolution

by Beth Wobbema and Amiee Keenan, Myappsanywhere Channel Managers

24

Dynamics University Spring 2012

The Clouds Are Gathering Businesses are learning that operations are best run by top-notch technology and cloud computing is driving the move toward efficiency in companies of all sizes. For small and mid-size businesses, tapping into the power of the cloud is the secret weapon to success.

Until cloud computing, small and mid-size companies simply did not have access to Fortune 500 network infrastructure, enterprise class ERP systems, and other software applications. The internet has helped smaller companies close the gap in services, but the evolution of cloud computing has been a business game changer. Through its ease of access, low cost, and plethora of services, cloud computing is enabling Mom-and-Pop businesses to compete with the upper echelon of Corporate America.

“Cloud computing is to small business what cutting the coiled telephone cord was to cell phone users,” says Walt Lane, president of Myappsanywhere. Lane’s U.S.-based business is a leading Microsoft Dynamics cloud service provider focused on delivering business solutions via cloud technology. Lane adds, “Now, businesses are free to stay connected, share and access critical information from anywhere, and employ applications that make business life easier.”

At the root of this phenomenon is the transformation from the traditional model – wherein businesses purchase hardware and software – to a leaner model where computing power is delivered as a service. In this model, receiving computing power from the cloud is like receiving electricity from the power grid. Just as electric companies Revolution, continued on page 30

DynamicsUniversity.com

25

New Direction, continued from page 21

Along with addressing a new paradigm in constituent relationship management, the software solution must be affordable with easy to leverage the training and support. Nonprofits know of the numerous costs associated with typical fundraising applications in the market today—costs such as license fees, software annual maintenance, training, support, additional modules, report building, the list goes on and on. The best solution provides great relationship management capability but also accounts for cost-effective training and technical

support. Far too often organizations invest in software projects to move the organization forward while at the same time cut out training because it seems an easy line to cut from the budget. This not only decreases a user’s effectiveness with the solution but also increases their level of frustration and dissatisfaction.

A New Direction Contemporary fundraising systems must meet the needs discussed above. Tactically, the application must track interactions and gifts received. More importantly, the application must allow users to ‘visualize’ what is happening in the data. Nonprofits are consistent – the key areas to keep in mind when looking for software are: A familiar user experience, end-to-end donor relationship management, process automation; and, excellent visualization tools— dashboards, views, and reports.

One possible solution is PeakNFP

Extend of Microsoft

Dynamics

™

Expand your possibilities

With CRG Solutions

Donor Management. PeakNFP Donor Management is a full-featured Donor Management/Fundraising solution designed to help maintain the relationship – the connection – with constituents through the use of software. The price point is excellent and all-inclusive for Nonprofits – it includes the application, technical support, and unlimited training. Our goal is to provide a powerful solution without the added costs many of the solutions in the market charge today.

PeakNFP Donor Management focuses on relationship management… not just recording gifts.

Built on top of the robust Microsoft Dynamics CRM Online platform, PeakNFP Donor Management brings a powerful solution to meet the needs of Nonprofits. The day of antiquated or overly complex fundraising software is over. Check out peaknfp.com or contact your local Dynamics University Partner for more information. ■

amics AX, G n y P, tD NA f so Data Automation

SL V,

the Reach

Mi cr o

midst of a dramatic evolution in donor management/fundraising software.

The focus has changed from blanketing prospective donors with appeal letters, phone drives, events, and emails to cultivating personal relationships. As Nonprofit organizations experience a shift in their approach to fundraising, they must select a software solution that addresses the contemporary challenges.

• Changer * Employee • Re-Formatter Coming soon Performance • Time & Expense Approvals Management • Merger Series • AA Tools Coming soon • PA Tools • emPerform • • Company Combiner • Reverser • Co st Financial Planning Al • lo M & Analysis ca AB to * CfM x e r• D l F • • QuickCubes CfMD

* CfMD

Call us now to schedule a demo

VISIT US AT BOOTH #1709

613-232-4295 26

Dynamics University Spring 2012

www.crgroup.com

sales@crgroup.com

R7, continued from page 23

Microsoft Dynamics CRM users in on-premise deployments will have the ability to utilize Microsoft SQL Server 2012 Power View to analyze data dimensions and build analytical dashboards and charts in Excel’s Power Pivot.

Microsoft will be providing pre-configured Microsoft Office Excel Workbook templates for Sales Pipeline, Product Sales, Customer Care, and Customer Demographics. This will provide power and flexibility to the business user for truly multi-dimensional representations of Microsoft Dynamics CRM data.

Portal Framework Enhancements The Microsoft Dynamics CRM 2012 Q2 service update includes enhancements to the portal framework that powers customer and partner portals connecting to Microsoft Dynamics CRM (both online and on-premises). The service update includes the ability for portals to use Microsoft Windows Azure Access Control Service (ACS) for authentication. This empowers organizations to setup various standards-based identity providers such as Facebook, Google, Yahoo, Windows Live ID, and ADFS 2.0 for portals that require authenticated sign-on security. Portal administrators are allowed control of their identity management and it relieves organizations from mundane password management. Portals now also support the use of Microsoft Office 365 and federated identity setup for Microsoft Dynamics CRM Online. All portal solutions for Microsoft Dynamics CRM can be downloaded from the Microsoft Dynamics Marketplace.

Custom Workflow Activities Online With the Microsoft Dynamics CRM 2012 Q2 service update; developers can build custom .NET Workflow activity assemblies for Microsoft Dynamics CRM Online. Once a custom workflow activity has been deployed, it can then be utilized within workflows and dialogs. It empowers organizations to bring external data, custom actions, and integrations into their standard CRM business processes.

Social Activity Feeds Social media has changed the way we collaborate and communicate both professionally and personally. With Microsoft Dynamics CRM 2011 R7, leverage aspects of the social world in the Microsoft Dynamics CRM platform with the new Activity Feed. The Activity Feed feature of Microsoft Dynamics CRM 2011 R7 gives users the ability to make posts to their Microsoft Dynamics CRM wall. Automatic postings can occur based on system triggered events such as the winning or losing of a sales opportunity or by “Following” a record within the application. This gives the user the ability to view their wall to see the relevant activities occurring in their Microsoft Dynamics CRM environment.

a timeline of activity to stay updated on business events as they occur.

Browser Flexibility and Mobility Up to this point, the ability to access the Microsoft Dynamics CRM system was limited to Internet Explorer. Now, the Microsoft Dynamics CRM 2011 R7 release announced a Windows Mobile 7 application to view social activity. This was a signal for more exciting news around the corner.

In the Microsoft Dynamics GP 2012 Q2 release, Microsoft Dynamics CRM will be supported on Firefox, Chrome, and Safari browsers. Additionally, Microsoft has announced that they will be releasing native apps for Windows, iPhone, Android, and Blackberry devices including the iPad and iPad2. Most of these applications will have the ability to access Microsoft Dynamics CRM data with or without internet connectivity through an offline mobile client. This will truly bring the power of mobility to Microsoft Dynamics CRM.

Rapid View Forms In many organizations, there are groups of users who typically use a CRM system to look up key information regarding contacts, accounts, opportunities, and cases but have no immediate need to modify that information. In an effort to provide this type of experience, Microsoft is introducing Rapid View forms. The Rapid View form is a read-only form that can be configured like any other form in Microsoft Dynamics CRM to display any record in the system. Users will be able to quickly toggle the record into an editable state with the click of a button. This will help to speed up and simply the user experience.

Certifications Certifications are critical to enterprise adoption and Microsoft has been working hard over the last year to ensure that its data centers and CRM Online service meets several important certification standards including: ISO27001, SAS 70 Type II, SOX, SSAE 16 SOC1, Safe Harbor, Data Processing Agreement, EU Model Clauses and HIPAA compliance (supported through Business Partner Agreements).

The evolution of Microsoft Dynamics CRM brings many great enhancements and until recently those enhancements came in bulk – coinciding to a major release. Now, expect those enhancements to come more rapidly. Technology and our world changes rapidly and customer relationships do, too. Microsoft Dynamics CRM is following suit. ■

With the release of the Microsoft Dynamics CRM 2012 Q2 update, Microsoft has announced a second wave of changes to this functionality that will include the ability to “Like” or “Unlike” a post to the Activity Feed. Users can also view DynamicsUniversity.com

27

Recoverable Systems

by Mike Bodine, Cargas Systems, Inc.

T

here is a saying that has gone around IT circles for years - You’re only as good as your last backup.

That phrase may be flawed. Actually, you’re only as good as your last recoverable backup!

Reasons for Recovery Often there are two main issues that require some kind of recovery: Environmental and user. It is important to make the distinction because both groups have decidedly different recovery criteria, although there are some situations where the two groups overlap and share some common recovery steps.

Environmental Issues: For most environmental issues, something has happened to the physical environment (building), hardware (servers, networking equipment, etc.) or operating systems in which critical company software and data reside. Recovery from environmental issues usually involves the following basic steps:

28

Dynamics University Spring 2012

1

Recreating, repairing, or replacing the faulty components in the physical environment.

2

Restoring the settings for the hardware used in the physical environment.

3

Restoring any software or data that was lost or became unavailable due to the environmental issue.

At some companies, a “current backup” means getting the software and data portion of the above steps archived to some type of media. This level of backup does not address the issue of restoring the physical system settings and could cause problems if needing to recover from a significant environmental issue.

Backing up the items required for a recovery from an environment issue does not need to be complex.

physical components in a company’s infrastructure change infrequently, so backups can be made on a regular basis or when critical changes are made.

The more frequently these backups are made, the less time to be spent reconfiguring backups during the recovery process; however, they do not need to be backed up as frequently as transaction-based systems. Even operating system and system state backups can wait for a week at a time on less active servers.

Several backups are critical when going through a recovery process including a backup of the operating system, system state, RAID adapter settings, hardware drivers, firewall, and router settings.

User issues: Any company with a transaction-based system (Microsoft Dynamics included) or stored data will most-likely have users. These users, no matter how well trained, will eventually make mistakes. From minor to major mistakes, many user issues can be fixed without having to go through a recovery process but be prepared to provide adequate backups for those times when it is necessary.

Backing up the items required for a recovery from an environmental issue does not need to be complex. Most

The recovery process for user issues tends to require a bit more finesse than the process for environmental

issues. User issues tend to be discovered or reported during the most active data times. Because other users are probably in the same data system and processing transactions at the same time, recovery with minimal data loss requires extreme care to not overwrite other valid data.

One common method of recovering around other valid data – load the recovered data to a different location or database; then, use that data as a reference for rebuilding the original data. The basic steps for a user issue recovery are: 1

Make an immediate backup of the current data state.

2

Identify the extent of the damage to current data and decide if the data should be fixed in-place or recovered.

3

Identify any other data that may be impacted by a recovery operation.

4

Recover or fix the data while avoiding any data identified in step 3.

Recoverable, continued on page 31

DynamicsUniversity.com

29

Revolution, continued from page 25

have eliminated the need for generating personal electricity via water pumps or drills, cloud computing eliminates the need for managing a company’s business technology.

Development and maintenance of computing power becomes the responsibility of the service provider.

Cloud computing eliminates the need for managing a company’s business technology. Development and maintenance of computing power becomes the responsibility of the service provider.

Cloud computing is providing businesses with advantages that can help them outpace competitors and streamline their operations – often with big savings. Myappsanywhere customers regularly record nearly $100,000 in IT savings over three years with the cloud. The cloud enables businesses to cut costs by eliminating capital expenditures for hardware and software, decrease time spent on IT, customize the IT scale, and ensure that critical data is protected.

AP

Cloud computing also provides on-demand network access to shared resources via any internet connection. Laptops and desktop computers no longer have to do the “heavy lifting” of running applications, storing information, and maintaining secure connections. Employees can retrieve valuable information from anywhere/on any device—including their tablets, phones, or home computer.

The Benefits of Business in the Cloud The prospect of cutting costs by eliminating hardware purchases, software licenses, and ongoing maintenance fees is appealing. Cloud computing offers more than sticker-price savings. In a study examining cloud computing’s appeal; the London School of Economics found that many believed the best benefit of cloud computing was that it allowed them to focus on transforming business operations rather than on IT. With the cloud, service providers take care of all ongoing maintenance, repairs, software upgrades, and problem resolution. Because the service provider is investing more money and expertise in their solutions than the business could replicate on-site, the cloud typically offers a more secure and reliable delivery of computing capability. Plus, with the cloud, critical business data is securely stored in a remote location and automatically backed up virtually eliminating the risk of losing important data due

ccolade ublications, Inc.

Your Dynamics Education Experts

User Manuals • Training Guides • How-to Books Written by real-world experts for real-world users like YOU!

AX • C R M • G P • N A V • S L

www.AccoladePublications.com • (321) 206-4690

30

Dynamics University Spring 2012

Recoverable, continued from page 29

to disasters like fire, theft, employee error, or fatal equipment failure.

What’s Your Cloud?

Another major benefit of cloud computing is that services can be easily customized. The joy of cloud computing is that you don’t have to understand all elements of the process—your Microsoft Dynamics Channel Partner can help determine what is needed for operations and how to access everything via a simple icon link. Businesses with aging equipment, seasonal variations, rapid growth, new locations, or a need for remote access reap great rewards from the cloud. Young companies are also good candidates, as the cloud eliminates a large portion of a company’s initial investments.

Measuring Cloud Service Providers Myappsanywhere’s Lane recommends providers that are established enough to have worked out system bugs. Find out if the provider is prepared to make the necessary investments to their infrastructure as their business grows. Lane also recommends going with a provider that has a robust, multifaceted system in place to monitor, manage, and maintain the network and applications. This will help remediate problems before they become unmanageable. Check to see what sort of outage history the provider has and whether the network can be counted on to be up and running at critical times. Remember to look at Service Level Agreements, HIPAA, FFIEC, and other regulatory requirements. Ask questions: Does the cloud service provider own the data or does your company? Do you care if your data is stored overseas?

Cloud computing works best when it works for you. When ready, select a provider that offers a fair price and applications that will keep your business humming along. Visit myappsanywhere.com or contact your Microsoft Dynamics Partner to learn more about working in the cloud. ■

Most transaction-based systems support some type of incremental backup. If they do not, an incremental file-based backup can work to keep track of changed files throughout the day. For Microsoft SQL Server, there are transaction log backups that allow for a point-in-time recovery of data.

When implementing incremental backups, be sure they run often enough to allow for a better recovery while having a minimal impact on the performance of the system. Many Microsoft SQL Server production systems run the transaction logs backups somewhere between once every 20 minutes and once every hour – depending on transaction volume.

Practice Makes NEAR Perfect In order to make backups effective recovery tools, it is imperative to monitor and test them on a regular basis. The worst time to find out backups were not running is when they are needed for a recovery. And, the worst time to discover the correct information was not being backed up is when it is needed to restore back. At the very least, monitor key backups to make sure they run when scheduled and test recovery processes once per year.

Most backup packages have the ability to e-mail a status when the backup is complete. Make use of that feature and make sure someone is reading the notifications. If possible, have a spare computer that can be used for testing the recovery process.

In order to make backups effective recovery tools, it is imperative to monitor and test them on a regular basis. Having recoverable systems is critical for business to stay operation.

Seeing Dollar Signs Backup hardware, media, and software used to be very expensive and required a fairly extensive technical background to handle implementation.

With advances in hardware, the advent of cloud-based backups, and the rise of many open-source alternatives for software, prices have come down considerably in the past five to ten years. Hard drive technologies now allow for storage of several terabytes of data on a single drive for less than $0.08 per GB of storage. USB 3.0, gigabit Ethernet, and low-priced iSCSI drive enclosures are just a few of the newer technologies that allow for faster and affordable migration of data.

Disk-to-disk backups are an affordable option for even the smallest companies, provide a decent level of protection, and tend to be extremely fast when compared to average tape hardware and media. The disk-to-disk backups are unfortunately located in the same physical location as the systems they are protecting. Getting the backups off-site is critical for making any recovery plan more effective. Tape media is still an effective way for transporting backups offsite but a number of alternatives have become more viable – including removable hard drives and online or cloud-based backups.

Conclusions Having recoverable systems is critical for businesses to stay operational.

Backups are an integral component to making systems recoverable but are only a good tool if comprehensive enough to handle different scenarios and tested to insure they will function properly. New technologies and dropping prices have made it possible for more businesses to be better protected and have faster backup and recovery times – chipping away at excuses for inadequate backups. ■ DynamicsUniversity.com

31

Microsoft Word Templates Arrive for

by John Hoyt, Technology Management Concepts

D

uring implementation of a new ERP system, one training area that produces far more frustration than any other is report writing. As the implementation progresses, new users have multiple opportunities to see and touch the user interface and their comfort level increases quickly. Report writing typically requires users to learn a brand new interface that has no apparent relation to the ERP package they have been studying. The new report writer interface seems foreign, sometimes even bizarre, and the grumbling begins “why can’t the report writer look like the ERP system – or at least be something slightly familiar? Why can’t we just use Office, I know that program inside and out!”

The good news is Microsoft Dynamics GP 2010 has adopted the use of Microsoft Office Word as the new Report Writer interface. All of the features and functionality from Microsoft Word can now be used to modify and maintain the standard, external documents and reports companies need to

32

Dynamics University Spring 2012

Want a free Amazon

Kindle fire?

Like us on Facebook for your chance to win 1 of 4 to be given away in 2012!

produce and distribute. Sales Invoices, Purchase Orders, Customer Statements, and similar documents are available as Microsoft Word Templates and are designed to be user-friendly and efficient as the rest of the Microsoft Dynamics GP 2010 system.

The Microsoft Word Templates are based on the original Microsoft Dynamics GP Report Writer versions of the documents (and all original Microsoft Dynamics GP Report Writer reports are still available) but are now migrated into Word. The work developed by Microsoft takes an original Microsoft Dynamics GP Report Writer report and creates a “Master” template using Microsoft Word. This template can either be used “as is” or can be used as the “source” template for the creation of new versions of the same report.

It is important to note that the original “Master” template created by Microsoft cannot be edited – ensuring the integrity of the original.

One way to help conceptualize the relationship between the original Microsoft Dynamics GP Report Writer report, the Microsoft “Master” templates, and the modified version(s) of the “Master” is a grandparent-to-parent-to-grandchild relationship. Best of all, it is possible to still use as many different generations of the report as needed. With Microsoft Dynamics GP 2010 and Microsoft Word reports, the assigning of report versions can be accomplished in great detail - as great as one unique version of a report assigned to individual Customers.

Microsoft Dynamics GP Report Writer report is used to define the Microsoft Spring Training, continued on page 35

facebook.com/dynamicsuniversity

Dynamics U Kindle Fire Ad.indd 1

2/24/12 3:20 PM

Calc • Certs • Returns

Sales tax in the cloud.

From calculation to exemption certificates to electronic filing and payment, AvaTax is the answer.

} avalara.com/dynamics |

DynamicsUniversity.com

33

Streamline Document Tracking with New Out-of-the-Box CRM 2011 Integration with SharePoint 2010

by Marcel Chabot, The TM Group, Inc.

…A lead is turned into a sales opportunity, has an RFP response, a pricing chart specific to the client, and notes from the meeting…

Documents are a part of doing business! At times, these documents can be difficult to organize because of the sheer quantity.

Keeping track of these vital documents and ensuring the version being worked on is the correct version is manageable with Microsoft SharePoint.

A document library in Microsoft SharePoint can be created within Microsoft Dynamics CRM 2011 for any entity.

Microsoft SharePoint improves document management and streamlines tracking of particular documents to the correct projects. The “check in and check out” options help teams collaborate on documents without the chance of someone overwriting the changes made. Users “check out” a document and Microsoft SharePoint makes it “read only” for other users. It also provides Streamline, continued on page 38 34

Dynamics University Spring 2012

Spring Training, continued from page 33

SQL Database tables to be utilized in the report, to specify how the data will be sorted, and determining the types of sections (header, body and footer, etc.). The Microsoft Dynamics GP Report Writer report is also used to specify which fields are available in specific sections and to define any calculated fields (gross margin, for example).

When working with Microsoft Word Templates, editing is done directly in Microsoft Word. Once the appropriate Master template has been selected in Microsoft Dynamics GP 2010, the new version opens in Microsoft Word and editing can begin. Users can add new logos and other images to truly personalize the document. Adding new fields is as easy as selecting the required data from a drop-down of available fields. Microsoft has already created the links between the drop-downs and the Microsoft SQL database tables containing the relevant data – there is no coding or scripting required.

Important Microsoft Word Templates Tips • New fields should be added to the Microsoft Dynamics GP Report Writer version of the report prior to these fields being available in Microsoft Word. If Microsoft Word format is opened and no field appears, add the field in Microsoft Dynamics GP Report Writer. The Microsoft Word Template must then be synched after the fields have been added in Microsoft Dynamics GP

Report Writer.

• The Microsoft Word Template requires each field to be completely contained within one grid; otherwise, the field will not show up when the report is generated.

• Field Borders in Microsoft Word have to be done from each grid. Right click on a grid box to edit borders.

Using the borders from the ribbon does not work on the grid field borders (for example, trying to enclose a field inside a box).

• When a report is modified in Microsoft Word and changes have been made and saved, import the newest version of the report from the Report Template Maintenance window. Click the + sign and select the file. Grant access to the report. Bring the newest version of the report because the old report does not display the “latest version of the report”.

With Microsoft Dynamics GP 2010 and the tight integration to Microsoft Word, the creation and maintenance of the most commonly used documents has become far easier. With a familiar interface and easy-to-use drop-down access to needed data fields, modifying reports just got a lot more comfortable. Minimize the stress and strain on a few individuals with the specialized knowledge of a standalone report writer. ■

Evolving Order Processing with Integrated E-Commerce

Fax/Phone Ordering

Integrated E-Commerce

Ditch the phone and fax, take orders online that automatically process into Microsoft Dynamics GP. • Integrated E-Commerce

• Credit Card Processing

• Online Bill Pay

Contact Us: 734-928-6010 | sales@azox.com | www.azox.com DynamicsUniversity.com

35

The Power of the

Mail Merge

by Robert Stephan, Integrated Business Group

S

imply put, a mail merge is the process of producing a personalized document for each contact on a mailing list by combining a database of names and details with a document – typically a letter or email.

Organizations frequently use direct mail or targeted email in their communication strategies with customers, prospects, or constituents. The mail merge capabilities provided by Microsoft Dynamics CRM – coupled with Microsoft Office – provide a convenient way to generate the mailings while at the same time personalizing them for each recipient.

Microsoft Dynamics CRM works together with Microsoft Office to support mail merges for creating letters, faxes, envelopes, and e-mail messages. The details of mail merges can be stored

36

Dynamics University Spring 2012

Maximize your investments with the leader in CRM integration Increase sales Improve operations Run your business more efficiently Learn more at scribesoft.com Over 12,000 customers use Scribe to integrate Microsoft Dynamics with their Back Office, Business Intelligence, Data Warehouse, ERP System, and more.

Myappsanywhere Saves You Money

TM

in the system to track interactions with recipients and to reuse later in subsequent mail merges. Accounts, contacts, leads, opportunities, cases, and custom entities can all be used in Microsoft Dynamics CRM for mail merges.

Mail merge can be launched from either Microsoft Outlook or the Web client. There are some differences to consider in the processes: • The following options are available using the Outlook client:

For example, Myappsanywhere Dynamics GP customers with 5 users save $99,670 over 3 years compared with an on-premise deployment. Myappsanywhere cloud computing also: Enables remote access Improves cash flow n Supports growth n Reduces risk of data loss n Includes upgrades

n

n

Visit www.myappsaywhere.com/summit and contact your Microsoft Dynamics Partner to learn more.

1-888-636-HOST (4678)

• Mail merge templates can be uploaded to Microsoft Dynamics CRM for reuse later.

• CRM Activity records can be Mail Merge, continued on page 38 DynamicsUniversity.com

37

Mail Merge, continued from page 37

created for the mail merge items for the purpose of tracking and analysis.

• If CRM Activity records are created, a Quick Campaign can optionally be created for the Activities, to enhance the ability to track and analyze.

• Multiple mail merge processes can be run at the same time from the Web client; whereas in Microsoft Dynamics CRM for Microsoft Outlook, only one mail merge can be run at a time.

A convenient way to generate mailings while at the same time personalizing them for each recipient.

Several different Microsoft Dynamics CRM record types can be used for mail merges. Any list of these records – including saved views, the results of Advanced Find, Marketing lists, Quick Campaigns, or Campaigns – can be used to select recipients and serve as the launching point for the merge.

A simple-to-use but powerful tool for communications processes within business.

The process to create a mail merge is straightforward in Microsoft Dynamics CRM: 1

Select the records desired for the merge by navigating to a list for the appropriate record type – for example, Active Contacts. From this list select records or run the merge for the entire list in the view.

2

Click the Add tab and then, within Marketing group, click Mail Merge.

3

In the resulting Microsoft Dynamics CRM Mail Merge for Microsoft Office Word window, perform the following: a. Select the mail merge type in the list. b. Choose whether to start with a blank document or a template. c. Choose whether to merge selected records, all records on the current page of the view, or all records on all pages of the view. d. Next select additional data fields by clicking the Data Fields button.

Fields selected will be made available to the mail merge process. e. Click OK.

4

Microsoft Office Word launches and opens the Mail Merge Recipients dialog box.

5

At this point, simply click OK and follow the remaining instructions to complete the mail merge in Microsoft Word.

Microsoft Word will lead through the final merge steps and provide options to select a merge document, add or edit the document, include merge fields, and complete the letter. Additionally, there are a couple of options to save merge components.

Mail Merge within Microsoft Dynamics CRM – a simple-to-use but powerful tool for communications processes within business. ■

38

Dynamics University Spring 2012

Streamline, continued from page 34

versioning options that allow a document to revert back to an old version if needed.

Bridging the CRM Gap Microsoft Dynamics CRM 2011 integrates with Microsoft SharePoint out of the box. In previous versions, the developer would need to implement this feature. Now, this seamless integration can be set up by a CRM administrator. With this feature, a document library in Microsoft SharePoint can be created within Microsoft Dynamics CRM 2011 for any entity – whether it is an Opportunity, Account, Lead, or Marketing activity. It can even be set to automatically create a document library depending on the stage of the account.

Teams collaborate on documents without the chance of someone overwriting the changes made.

Microsoft SharePoint is usually accessible through a URL. With this powerful integration, everything can be seen right within Microsoft Dynamics CRM 2011. Users that do not use Microsoft Dynamics CRM 2011 can still access the same documentation through a URL – making it the best of both worlds! And, Microsoft Windows server operating systems typically include Microsoft SharePoint, so users already have document management in place.

The user interface of this integration is extremely intuitive and user friendly. Connecting directly to Microsoft Dynamics CRM 2011 information, the document library essentially mimics the look of Microsoft Dynamics CRM 2011. Microsoft SharePoint and Microsoft Dynamics CRM 2011 enable teams to work effectively, work efficiently, and have access to the right documents at any time. ■

ISV Webinar Schedule Visit DynamicsUniversity.com/Training to Register Date/Time

Topic

Company

03.13.12 1:30p EST

Get More Value from Microsoft Dynamics CRM 2011 with Data Integration

Scribe

03.13.12 2p EST

Take Control of your Paper and Processes

PaperSavePro

03.15.12 2p EST

Is the Cloud Right for You?

Myappsanywhere

03.27.12 1p EST

Making Microsoft Dynamics GP Work Simpler and Easier

Rockton Software

03.28.12 1:30p EST

Automate Employee Appraisals with emPerform from CRG

Corporate Renaissance Group

03.29.12 11a EST

Workflow Anytime/Anywhere for Microsoft Dynamics GP

Integrity Data

04.03.12 12p EST

On-Premise vs. Cloud

Myappsanywhere

04.03.12 1p EST

TARGIT BI Suite, Seamless Integration with Microsoft Dynamics

TargIT

04.03.12 1:30p EST

Get More Value from Microsoft Dynamics CRM 2011 with Data Integration

Scribe

04.04.12 1:30p EST

CRG Changer and Other Data Automation Tools for Microsoft Dynamics GP

Corporate Renaissance Group

04.04.12 2p EST

Secure Credit Card Processing in Microsoft Dynamics GP

Azox, Inc.

04.05.12 11a EST

Improve Microsoft Dynamics GP Payroll

Integrity Data

04.05.12 2p EST

Take Control of your Paper and Processes

PaperSavePro

04.10.12 1p EST

Making Microsoft Dynamics GP Work Simpler and Easier

Rockton Software

04.10.12 2p EST

Greenshades Payroll Tax Service Demonstration

Greenshades Software

04.12.12 1p EST

Exemption Certificates Best Practices: Reducing Audit Risk

Avalara

04.12.12 2p EST

Take Control of your Paper and Processes

PaperSavePro

04.17.12 3p EST

Workflow Anytime/Anywhere for Microsoft Dynamics GP

Integrity Data

04.19.12 2p EST

What CFOs/CIOs Like About Cloud Computing

Myappsanywhere

04.24.12 1p EST

Making Microsoft Dynamics GP Work Simpler and Easier

Rockton Software

05.01.12 1p EST

TARGIT BI Suite, Seamless Integration with Microsoft Dynamics

TargIT

05.02.12 2p EST

Online Invoice Payment for Microsoft Dynamics GP

Azox, Inc.

Recurs Monthly Times Vary

Sales Tax Management Thought Leadership Series

Avalara

DynamicsUniversity.com

39

Microsoft Dynamics GP TM

TM

DRIVE YOUR BUSINESS FORWARD GET THE RIGHT SOLUTION Move to a Microsoft Dynamics® GP Business Ready License for a pre-packaged set of services that helps organizations with everything from Payroll and Human Resources to Sales and Inventory Magagement.

GO FURTHER Microsoft Dynamics® GP Light Users are a cost-effective way to expand software benefits to more employees without the purchase of full licenses. Employees can directly access business critical information with the tools they already have like Microsoft Excel®, Outlook®, and Word®.

CONTACT YOUR MICROSOFT DYNAMICS® GP PARTNER TODAY!