2010.

4

the

A quarterly publication of Summit Group Software

Summit
In this issue:

Life In the Cloud Microsoft Dynamics CRM & Goal Management Year-End Procedures Best Practices: Maintenance & Backups

From the President’s Desk
can hardly believe 2010 is almost over - 2011 will mark the beginning of Summit Group Software’s 7th year in business!  It is hard to believe how fast the time goes and I want to extend a thank you for the role each and every one of our customers has played in our success story. As many of you may know, we announced in November that we were brining on board Jody Miller from Miller & McKenna Consulting.  I want to welcome the 40+ Microsoft Dynamics GP customers that are now part of the Summit Group Software family.  Jody will be working for Summit Group Software out of northern Minnesota. We will be holding our first User Group Meeting at Spirit Mountain in Duluth on December 16, 2010 at 9:30 am. If you want more information on this event or our upcoming year-end closing events, (both online and in person) visit www.summitgroupsoftware.com to register.      Summit Group Software held our 2nd annual customer conference in late October at the Microsoft Executive Briefing Center in Fargo, ND.  There were 115 people in attendance this year. Concurrent sessions ran throughout the day focused on Microsoft Dynamics GP, Microsoft Dynamics CRM, and numerous ISV products. There was something for everyone with positive feedback from attendees about topics and content.  Mark your calendars for next year’s event.  It will be held on October 13, 2011 at the same location.  We are already in the planning stages to make the 2011 event bigger and better. We would love to hear from you with any feedback, ideas or changes you would like to see. I want to encourage everyone to plan ahead as we hit the end of the year.  Whether you need assistance with year-end closing, upgrading, installing a service pack, or any other type of service – it’s a busy time of year. I encourage you to work with your account manager now to get your projects and/or year-end close time scheduled.  Our team is here to help and make sure things go as smooth as possible.  As a reminder, our holiday hours are on our webpage.  Finally, in addition to our newest employee, Jody Miller, Christine Hoper joined our team this fall.  Christine previously worked for Microsoft and has a very diverse background both technically and in a project management capacity.  We look forward to the impact Christine and Jody will have as part of our team.  As always, thanks for your continued business and support.  Happy Holidays!

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Year-End Procedures for Microsoft Dynamics GP
By Janelle Montplaisir, Microsoft Dynamics Consultant, MCT

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ith 2011 nearly upon us, it remains important to review year-end procedures for the various modules within Microsoft Dynamics GP. The most important thing to remember prior to doing year-end close for any module is to make a recoverable backup. The second most important item - review all of the necessary closing procedures prior to making that backup.
Year-End Closing Procedures

Module Close Order

Another important item related to year-end closing is the ORDER in which the modules are closed. Listed below is the order in which you should close the modules for the year. 1 Inventory 2 Receivables 3 Payables 4 Fixed Assets 5 Analytical Accounting (Microsoft DynamicsGP 10.0 Service Pack2 or later) 6 General Ledger
Payroll Close

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Planning ahead and making a back up is the most important thing. Ninety-nine percent of module year-end closes go flawlessly as long as processes and procedures are followed. Whether running on a Fiscal Year or Calendar Year, both sets of closing instructions from Microsoft are provided with each module. For your convenience, the articles for closing each module will be published directly on our website for download once they have been released from Microsoft later this month.

For those using Microsoft Dynamics GP Payroll or Canadian Payroll, it is extremely important to complete ALL 2010 pay runs prior to processing any Payroll YearEnd Procedures. Microsoft will release the 2010 Payroll-Year-End Close Procedures, 2010 Payroll Year-End Updates, and 2011 Payroll Tax Updates sometime in December. If at any point you are unsure of these procedures, please take a moment to contact us and discuss any uncertainties. For more information and details regarding Year-End Close Procedures for Microsoft Dynamics GP, visit our website SummitGroupSoftware.com where you can access helpful tips and register for a Year-End User Group or Webinar. ▲

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Windows Azure Benefits

Microsoft Dynamics CRM 2011 and Windows Azure:

Life in the Cloud
By Josh Behl, Microsoft Dynamics CRM Consultant, MCT

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icrosoft Dynamics CRM 2011 certainly DOES have a future in the clouds. Much has been made in the technology and development realm over the last few years concerning “computing in the cloud”. For developers, the ability to leverage Microsoft’s Azure Platform is exciting! But for the rest of the world, particularly those who are avid consumers of Microsoft Dynamics products, why care? Is Windows Azure and its technical cohorts simply the flavor of the day and is it all much ado about nothing? This article will explore where to begin in understanding what Azure is and what it could mean to an organization.
Terminology

Agility – Through the exposure and use of development tools, online applications, and datacenters, organizations can adjust infrastructure more quickly than hosting these services on site. Considering the cost of additional hardware and software when installing Microsoft Dynamics CRM or any other business application and the time it takes to implement, troubleshoot, and support those items, Cloud enabled applications provide an agile alternative. Efficiency – When evaluating productivity relative to the investment of Cloud based computing, consider an example our organization internally encountered. For some time, our organization had been running Microsoft Exchange and Microsoft SharePoint on a Small Business Server. An internal resource was tasked with maintaining the server and the software on it. This resource’s time was split between regular customer-facing projects and internal IT. Too frequently, the resource had to stop what he was doing to correct various Exchange server issues. Business Productivity Office Suite (BPOS) came to the rescue! Our organization implemented BPOS and we now have Exchange and

SharePoint components of the environment hosted by Microsoft and it is working well. Trustworthy and Reliable – From Microsoft’s perspective, organizations utilizing Cloud available applications enjoy a 99.9% uptime and the assurance of information being secure. One area of concern is the security challenge that is posed by a Cloud service that allows third party developers to create applications and host them in the Azure cloud. Microsoft has designed the Azure platform with security in mind – building in a number of different security features. An important aspect of securing data is verifying the identities of those who request access. Microsoft has .NET Access Control Service, which works with web services and web applications to provide a way to integrate common identities.
How Microsoft Addresses Common Cloud Concerns

Despite its growing influence, concerns regarding cloud computing still remain. However, the benefits outweigh the drawbacks and the model is worth exploring. Data Protection – Organizations fear losing data to competition and the data confidentiality of customers. In the

existing models, firewalls across data centers (owned by enterprises) protect this sensitive information. In the cloud model, service providers are responsible for maintaining data security and organizations have to rely on them. Microsoft SQL Azure 2008, has Transparent Data Encryption (TDE), which enables developers to encrypt data fully with very little effort. Additionally, SQL Azure 2008 has the SQL Azure Firewall tool which functions essentially the same as the use of local sofware firewalls or even SQL Server security surface area toolsets. Microsoft Dynamics CRM Online – For organizations looking to purchase a SaaS product such as Microsoft Dynamics CRM Online, it uses Windows Live ID to manage the authentication process. The Windows Live ID service is designed to manage identity and trust within the Windows Live ecosystem. Windows Live ID provides a single-sign on experience that allows businesses and customers to use a single set of credentials (logon name and password) for accessing various Web sites or Web applications. With Windows Live ID authentication, Microsoft Dynamics CRM Online users who navigate their Microsoft Dynamics CRM
> Cloud, continued on page 9

To start, here are a few common terms used in cloud computing and how this article uses them. Cloud Computing: Web-based processing where shared resources, software, and information are provided to client computers and other devices on demand such as smart phones. Windows Azure: A cloud services operating system that serves as the development, service hosting, and service management environment for the Windows Azure platform. Windows Azure provides developers with on-demand computing and storage to host, scale, and manage web applications on the internet through Microsoft datacenters. Windows Azure is essentially the operating system all Cloud enabled applications run on or interact with. Microsoft SQL Azure: Microsoft SQL Azure extends Microsoft’s SQL Server Data platform capabilities to the cloud. SQL Azure provides data services (including a relational database), reporting, and data synchronization with mobile users, remote offices, and business partners. SaaS: Software as a Service. An example of this is Microsoft Dynamics CRM Online. IaaS: Infrastructure as a Service. An example of this is Microsoft Active Directory. PaaS: Platform as a Service. An example of this is Microsoft SQL Azure.

THE LEADER IN DATA MIGRATION AND INTEGRATION FOR MICROSOFT DYNAMICS® CRM AND MICROSOFT DYNAMICS® GP
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Featured ISV

By Giuseppe Ianni, Director of Sales and Marketing.

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Connecting Enterprise Resource Planning and E-Commerce
n today’s fast paced, data-driven business world it is not uncommon for customers and suppliers to request access to the same information employees get through their enterprise resource planning (ERP) system such as payment history, order status and inventory levels. The only catch is customers and suppliers want access to this information anywhere, at any time. The solution for many is bringing together ERP and e-commerce platforms which can result in a more transparent and user-friendly environment where information is readily available for employees and external suppliers and consumers. However, providing the necessary links between an ERP and e-commerce platform that manages product catalogs, website content, browsing capabilities, customer information, orders and transactions is a huge undertaking. Evaluating a solution that involves so many different components and requirements that work together as one can prove to be a daunting task for any company. Part of the complexity associated with this comes in developing different web portals so users can access specific information. Whether it is dealing with suppliers and dealers through business-to-business environments, customer oriented business-to-consumer sites, or customer service focused sales portals, each site needs to have the intended functionality and features needed for the right audience. Companies that meet the challenge of sufficiently integrating their ERP and e-commerce platform, in addition to providing a secure payment processing environment that keeps customer’s cardholder data safe, can operate more efficiently and enhance customer satisfaction and service. databases – one database serving the web server and the other serving their back-office financial ERP system like Microsoft Dynamics GP. This is where Microsoft SQL Server transactional replication comes in to play to help manage the flow and storage of data across separate databases. SQL Server transactional replication provides a way to distribute data between two separate databases and then synchronize that data to maintain consistency. This makes it possible to take orders, sales, or quotes entered online and automatically update them into an ERP like Microsoft Dynamics GP real time. With dynamic database management between two systems, e-commerce becomes truly integrated and makes it easier to manage inventory stored in an ERP program while having the ability to display and publish that inventory catalog simultaneously to the web store. Imagine being able to make changes to the pricing structure of select items in the Item Maintenance windows of an ERP business solution software such as Microsoft Dynamics GP and apply discounts like free shipping or buy-one-get-one-free offers to a certain group of customers who login. Let’s say a company wants to show the stock availability and quantity on hand for certain items in Microsoft Dynamics GP displayed and reflected on their web store – with direct SQL reading and writing, all of these scenarios are possible. Bringing these two systems together allows for the ability to make changes in one database and have those changes automatically update across the other system. Not only will this save time, but it reduces duplicate entry errors that can plague manual double order entry processes.
Operating a Secure Environment and Keeping Cardholder Data Safe

sure card data like CVV codes and full magnetic strip track data is not stored, in addition to encrypting and masking credit card numbers, are just some of the common safeguards and security procedures necessary to protect sensitive credit card information. With credit card data breaches becoming a major problem, the PCI Security Standards Council (the governing body responsible for oversight of security standards for account data protection) has developed a set of mandates. These mandates are designed to help protect merchants from credit card fraud and are called the Payment Card Industry Data Security Standard (PCI DSS). These PCI security requirements apply to both software applications that process credit cards as well any company completing transactions with credit cards. For companies processing credit cards, it means more standards and best practices to adhere to. Companies need to make sure that the payment application software they are using is PA-DSS (Payment Application Data Security Standard) validated. PADSS applies to any third party payment application software that stores, processes, or transmits cardholder data as a part of an authorization or settlement. Using

applications that are PA-DSS validated helps companies in the overall process of maintaining a PCI compliant environment. It is also important to mention that companies that use an uncertified credit card payment solution may be unable to receive a merchant account or be forced to pay higher rates. Once a company is PCI DSS compliant, it makes it easier to gain customer trust and assurance that their purchasing environment is safe. In addition to that, it also makes companies less likely to receive hefty fines due to security breaches. With organizations and even legislatures pushing for more laws surrounding data security, companies need to realize that securing their environment and using a PA-DSS validated payment application are important steps in the software selection process.
Azox – Bringing Together ERP and E-Commerce

Bringing e-commerce and internal enterprise resource planning systems together involves consideration on many different levels including connectivity, functionality, and security. Azox realizes the complexities in implementing a solution like this. By using integrated e-commerce solutions, like the products from

Azox, the path to a more connected, secure, and easier to manage shopping environment can be reached. Azox is a Microsoft Managed ISV focused on providing e-commerce and payment processing solutions for Microsoft Dynamics GP. Azox develops and delivers fully integrated Business to Business (B2B), Business to Consumer (B2C), and Sales Portal e-commerce websites that are built on Microsoft Dynamics GP. Consumers, distributors, and customer service representatives have the ability to place orders or quotes online and have that information automatically entered into Microsoft Dynamics GP real time with Azox solutions. From developing more fully featured online environments, to building PA-DSS certified credit card/check processing for Microsoft Dynamics GP with online bill pay capabilities for existing websites, Azox can offer a complete and secure shopping environment that fits individual business needs. For more information about Azox e-commerce products, visit azox.com or contact Giuseppe Ianni at 734-928-6004 or gianni@azox.com or contact your account manager. ▲

The Benefits of Bringing ERP Systems and Web Stores Together

In order for information to be updated continuously and flow from the internal ERP environment to the web store environment, organizations need to properly manage two separate

For companies that are taking orders online and handling credit card data that flows back into an ERP, using a secure, tested, and proven payment software application is a must. Making

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Microsoft Dynamics CRM 2011 &

Goal Management
By Josh Behl, Microsoft Dynamics CRM Consultant, MCT

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n previous versions of Microsoft Dynamics CRM, goal management was primarily relegated to the use of the limited Sales Quota functionality, the installation of a clever accelerator from CodePlex, or the creation of custom entities to accommodate goal management needs. None of these solutions was scalable. With the pending Microsoft Dynamics CRM 2011 release, Microsoft introduces a very viable solution to this gap in functionality with the creation of the Goal Management feature. In Microsoft Dynamics CRM 2011, users can create goals for users or teams. These goals can measure anything from sales numbers to customer satisfaction to nearly any other kind of metric. For example, if a customer service manager wants to track the number of surveys returned by customers that ranked overall satisfaction of their service seven or higher, a goal could be setup to be associated with a customer service team and the metrics could be evaluated against a custom entity called Survey. Additionally, when one considers user acceptance and use of Microsoft Dynamics CRM, one of the most challenging things to glean from the raw data is tracking creation and modification of records. Goal management can provide a great deal of insight into customer interactions and calculate user and team progress toward particular thresholds that measure success. Let’s take a look at a real example to illustrate the usefulness of Goal Management: A sales manager wants to evaluate how many completed phone calls the sales team is making. The goal of 160 calls over the next two months is established. There are metrics to track progress for any goal. Within Goal Management, this metric could be Weekly Completed Phone Call Goal. Goal Management will define criteria for evaluating a phone call record to ascertain whether or not it should be counted against a goal or not. In Microsoft Dynamics CRM 2011 these are called Rollup Fields records. Multiple rollup fields can be created for any one goal metric. Once we have determined what is being evaluated, the goals for each salesperson can be set up. To do this, a Goal Record is created for each salesperson. When defining any goal, it is important to give it a timeframe to evaluate progress against, such as a particular date range. Microsoft Dynamics CRM 2011 will support both the definition of parent and child goals. In a scenario where goals established for users are more complex or

multi-faceted than the previous example, the application can accommodate. The Goal Management Feature will also show the progress against the goal and actual data progress. The Rollup QueryActual (Integer) field can be created to define exactly which records the goal will be evaluated against. If needed, a goal can be defined against a particular subset of data. Microsoft Dynamics CRM reports such as the Progress Against Goals or embedded charts available by default allow goal administrators and users the ability to see how their teams and members are progressing with particular goal types or metrics. Additionally, Microsoft SQL Server Reporting services can create even more advanced or customized reporting. This inclusion of a truly viable goal management solution in Microsoft Dynamics CRM is just one of the many reasons why Microsoft Dynamics CRM 2011 should be seriously considered for an upgrade or replacement of current systems. If you have questions about goal management or would like to visit about Microsoft Dynamics CRM, contact your account manager. ▲

> Cloud, continued from page 5

Online site are prompted to provide Windows Live ID credentials. Data exchanged with Microsoft Dynamics CRM Online uses the Microsoft implementation of the industry-standard Secure Sockets Layer (SSL) protocol. SSL helps secure data at several levels, providing server authentication, data encryption, and data integrity. These features help secure data from incidental corruption and from malicious attack, and are intended to avoid common Web-based threats. Microsoft Dynamics CRM can support from 40 to 256 bit encryped connections. Data is securable if choosing to use SaaS, IaaS, or Paas – and in the case of Microsoft Dynamics CRM Online, data is very secure. Data Recovery and Availability – All SaaS business applications have service level agreements that are stringently followed. Operational teams play a key role in management of service level agreements and runtime governance of applications. In production environments, operational teams support appropriate clustering and fail over, data replication, system monitoring (transactions monitoring, logs monitoring, and others), maintenance (Runtime governance), disaster recovery, and capacity and performance management. Regulatory and Compliance Restrictions – As a service provider, Microsoft must comply with regulatory requirements of the governmental entities within whose jurisdictions Azure operates, along with industry regulations that cover many companies in specific fields. Microsoft’s compliance framework is designed to address this challenge. The Microsoft Cloud undergoes annual audits for PCI DSS, SOX and HIPAA compliance, as well as internal assessments throughout the year. The Microsoft cloud has obtained ISO/IEC 27001:2005 certification and SAS 70 Type I and II attestations.
Jump into the Cloud?

The answer depends upon the organization’s short and long term IT strategies, business objectives, and the comfort level regarding common concerns relative to computing in the Cloud. Contact your account manager if you want to talk more about Microsoft Dynamics CRM Online, Microsoft Azure, or Cloud computing. ▲

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Microsoft Dynamics CRM :

Made for Not-for-Profits
By Paul Johnson CPA, MBA

Migrating from FRx to Management Reporter

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any Not-For-Profit organizations (NFP) have had difficulty finding a solution to effectively and efficiently handle needs such as donor and pledge management, membership management, and event management. While a solution could always be custom created for their needs, the cost was often prohibitive to many limited NFP IT budgets and was never pursued. Microsoft has created a powerful solution specifically for NFPs that is both efficient AND cost effective! Earlier this year, Microsoft released a specialized version of Microsoft Dynamics CRM Online product addressing many needs of NFP users. A result of significant research, focus groups and development have produced a version of Microsoft Dynamics CRM that allows NFP organizations to track the information that is important to them while also using the terminology that is consistent with many of their operations.
Real Benefits to NFPs

fice products, and created specific NFP functionality. The first customizations provide for donor and pledge management. Track the donor information and contributions made and track items such as the success of a given donor campaign or program to determine true return. The collection of online donations can also be simplified through a built-in integration with Amazon Payment Services and the provision of related source code to allow for potential integration with other online donation portals or systems. Combine this with the creation of a workflow and things such as creating thank you letters or e-mails to donors becomes simple as it can be made as automated as preferred. Management of pledges is also handled by Microsoft Dynamics CRM and can be incorporated into workflows to make sure staff can track those valuable pledges.
Members

Microsoft Dynamics CRM Online for NFP offers the flexibility of being hosted by Microsoft and accessed through user workstations. This eliminates the need for managing yet another application on an organization’s servers allowing for reduced information technology costs associated with its use. With upgrades and service pack updates being handled by Microsoft, be assured that solutions will be up to date with the most currently released version.
Donations

Providing for tracking of members is easy with Microsoft Dynamics CRM for NFPs. The ability to track membership information by individual or organization is built into the solution. Attributes such as membership beginning and end dates, program and benefit qualifications, and donations are just a few of the many valuable pieces of information easily tracked. The tracking of benefits provided to members is easy whether they are inventoried items, services, or subscriptions. Even track fulfilled benefits and the associated cost.
Marketing and Events

sent or RSVPs received, the application will help determine what is working and what is not. Using things such as templates in the system provides a significant time-saving opportunity by avoiding the need to recreate communications for different campaigns. Event planning comprises a significant amount of time for many NFP organizations. Utilizing the functionality in Microsoft Dynamics CRM Online for NFP makes event management much easier. Tracking information such as responses to invitations, attendees, sponsors, speakers, vendors, organization’s staff participation and many other items allows to effective management in most complex events. Enter information such as associated revenues and expenses to prepare metrics such as ROI. Service management can be in the form of service activities, cases, contracts, or orders for products and/or services. Utilizing the service management functionality allows users to capture services, associated contracts and other documents, and the resources to provide them such as equipment, staff, and facilities.
Effective and Affordable

By Rhonda Hawley, Microsoft Dynamics GP Consultant, MCT

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ith the new version of Microsoft Dynamics GP 2010 comes a new look to a familiar tool. Companies that have used FRx for previous versions of Microsoft Dynamics GP need not fear! Continue to utilize FRx with Microsoft Dynamics GP 2010. At the same time, install Management Reporter and take time to convert FRx reports into the new system. Many customers find this is a great time to do some “clean-up” such as delete old layouts/ reports never used or completed.
Conversion Process

Things to Keep in Mind

• Management Reporter utilizes new terminology, here is a summary: Management Reporter Report Definition Row Definition Column Definition Tree Definition Report Viewer Link to GL GL FRx Catalog of Reports Row Format Column Layout Reporting Tree Drilldown Viewer Link to Financial Dimensions FD (Financial Dimension)

Microsoft has taken the general Microsoft Dynamics CRM application, which boasts easy usability and adoption by those organizations utilizing Microsoft Outlook and other popular Microsoft Of-

Whether focused on large direct mail or fund raising campaigns or something smaller like a limited event, Microsoft Dynamics CRM Online for NFPs has it covered. Allowing for the easy tracking of communications such as e-mails

Offering role-based security and reporting functionality, tailored dashboards providing the most user-applicable information and metrics, and many other features makes this a very effective application for every NFP. Add in the very affordable price being offered by Microsoft – currently $9.99 per user per month for qualifying organizations – and you have a very cost effective solution. Contact your account manager to learn how Microsoft Dynamics CRM Online for NFP can benefit your organization and to set up your free 30-day trial! ▲

The conversion process is quite simple. The Migration Wizard tool comes with Management Reporter and allows users to convert companies and reports from FRx to Management Reporter quickly, while leaving all of the FRx installation, companies, and reports intact. This enables the user to run FRx reports and compare with the new Management Reporter generated reports. When complete, a log file lists the converted Rows, Columns, Trees, and Catalogs along with any anomalies found. When attempting to run the converted Report Definitions in Management Reporter, if errors are found, the application will place nice little red stop signs beside particular items in the Row or Column that are causing the issue. Simply fix the issue and re-run the report.

• Management Reporter does not utilize Row Linking. Reports using Row Linking within FRx will convert, but will not contain links to other Row Dimensions. These reports may need to be re-written depending on user needs. • Full Accounts defined in the Link to GL Row Formats in FRx will not migrate to Management Reporter. The rows themselves will come over, but the Link to Financial Dimension will be blank. These will need to be re-keyed or brought in utilizing a cut and paste method from Microsoft Excel. • Security from FRx will not convert. Security will need to be reset in Management Reporter and assigned accordingly and there is currently no ability to drill right back into Microsoft Dynamics GP. • Currency Translation is scheduled to be available from Microsoft the end of Q1 2011 and will tie directly with Multicurrency within Microsoft Dynamics GP 2010. (No more DAX tables). “Basic” Forecaster integration is scheduled to be available the end of Q1 2011. Contact your account manager today to discuss your organization’s upgrade plans for Microsoft Dynamics GP 2010 as well as the impacts to FRx and Management Reporter for your organization. ▲
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Greenshades Online Employee Services

Additional Options

Featured ISV

By Walt Noland, Greenshades Software

Along with simplifying payroll tax compliance, Greenshades offers a secure employee self-service portal for Microsoft Dynamics GP, which allows businesses to empower employees while streamlining the payroll and HR process. Greenshades Online Employee Services saves time and money by reducing paper and taking advantage of our direct integration to present important data to employees with point and click access. The bi-directional connection further streamlines functionality by using an administrator approval process which pushes approved data back into Microsoft Dynamics GP automatically. This hosted solution does not require any expensive hardware or IT services to get up and running. And, because Greenshades Online is a direct integration to Microsoft Dynamics GP, in less than a day, go live in a very cost-effective manner. Not only does the portal allow e-mail notification of paystubs and direct deposit earning statements to employees, it gives full, hosted employee services portal. So, along with current and historical pay information, employees have: • Electronic W-4s and I-9s • Electronic W-11s for automated management of HIRE Act tax credits • Direct Deposit Account Management

Payroll Tax Compliance is a Breeze with Greenshades
P
ayroll tax compliance is an important aspect of the accounting process for any business, but it does not have to be a challenge. Regular job functions and responsibilities, together with daily surprises, are enough to manage without having to commit valuable mental resources to needless worry over W-2s, 1099s, unemployment insurance, etc. Don’t sacrifice peace of mind for the ability to control processes with in-house functionality. Let Greenshades handle that. Greenshades allows businesses a more seamless in-house accounting and payroll process with fully compliant payroll tax reporting, year-end recipient forms and distribution options, and an empowering employee selfservice portal that offers access to convenient and employee-specific payroll and HR information—all by integrating directly with Microsoft Dynamics GP (US Payroll). At a fraction of the cost of outsourcing, working with existing data, Greenshades creates files specific to the latest parameters of all receiving agencies, via a wizard-driven, push-button process. Greenshades has worked with Microsoft Dynamics GP since 1992 and has been providing custom solutions for clients since 1996. Years of working direct client feedback into the development cycles have resulted in products which create custom solutions that fit the unique needs of Microsoft Dynamics GP users. The Greenshades Center is home to our original tax e-file modules, which live right inside of Microsoft Dynamics GP, making the functionality local without requiring additional support or technology infrastructure.
Greenshades Center

• Profile Management for update of mailing address, emergency contacts, email address, etc. • Time Off Requests • Time Entry for simple punch in/out or as a robust time capture/time sheet solution Greenshades Online is bi-directional and collects requests that are submitted for approval to the appropriate manager, payroll or HR contact. Data is then synchronized with Microsoft Dynamics GP and processes are that much easier to handle, resulting in less stress as an administrator and happy employees with access to what they need when they need it.

In addition to these time, money and paper saving solutions, Greenshades offers Downloadmyform.com, a complete year-end portal for hosted e-forms and convenient distribution options for W-2s and 1099s. By giving employees and vendor access, avoid the cost or printing and mailing altogether. With the secure electronic consent, rest assured that all IRS requirements are met. And, for any of the small number of forms that are not picked up on the portal, print to blank, perforated paper (no need for the expensive pre-printed forms) or submit the remaining forms to Greenshades for outsourced printing and mailing at a discounted bulk postage rate. And, just like all of the other Greenshades products, Downloadmyform.com direct integrates with Microsoft Dynamics GP, so upload is a breeze. Between your Microsoft Dynamics Partner and Greenshades Software, your company is in good hands. For more information please contact your account manager, or your Greenshades Software account manager, Chris Hadden, at 888.255.3815 ext 418 or chadden@greenshades.com. ▲

From Federal W-2, to 401(k), to New Hire Reporting, the e-file wizard of the Greenshades Center is a quick, intuitive and userfriendly way to create and submit electronic reportage, eliminating the need for cumbersome paper returns. The wizard guides users through the process of collecting and organizing payroll or accounts payable information, transforms it into specific Federal, State and local reporting formats, then assists with the e-file submission. Not only is it simple to use, but Greenshades maintains a direct, proprietary transmission line for submitting Federal taxes – receive immediate confirmation of a successful tax filing. The Greenshades Center uses an easy-to-navigate format, and makes various quarterly and annual tax filings a breeze. And because all Greenshades products include unlimited training and support, we are always just a phone call away in case assistance is needed.

Go Green. Save Money.
Let us show you how going green delivers real savings. • • • • • • •
www.greenshades.com 1.888.255.3815

Greenshades Center Electronic Paystubs Electronic W-2/1099 EmployeeDesk.com Garnishments for GP Professional PTO for GP Local Tax Manager

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truncated from the database. If this is the case, run a transaction log backup first then manually shrink the size of the transaction log database. (The used space drops dramatically after this backup, but the free space remains high.)

Microsoft SQL Server 2005/2008
By Shawn Stewart, Microsoft Dynamics Consultant, Project Manager

Simple Recovery

Best Practices – Maintenance Plans and Backups

O

ne of our most common requests is for recommendations on Microsoft SQL Server Maintenance and Backups. Questions ranging from how often should backups be run and how long they should be kept, to the right types of backups to do on a regular basis. The simple answer to these questions is “whatever works best in the environment.” Here are a few scenarios to help understand which approach is best for an organization.
Full Recovery

Setting the database to full recovery enables an organization to experience less data loss in the event of a catastrophic failure assuming the failure did not include the backups. Full recovery is ideal for organizations that cannot afford to lose more than an hour or two of data entry. This is because multiple, smaller backups are run throughout the regular business day. One caveat to point out is data can be restored to an exact hour, minute, and second. An issue that is inherent in this situation is what was happening in the system at that very moment. One needs to be careful to not create a larger mess by recovering to an unknown data status when utilizing this feature. Here is an overview on how Full Recovery works. Whenever a transaction is entered into Microsoft Dynamics CRM or Microsoft Dynamics GP there is a record of the transaction stored in the transaction log database. In full recovery mode, these transactions remain in the transaction log database until they are removed via Transaction Log Backups. These backups truncate the transaction log and store the transactions that have already been committed to the live database. In the event of a catastrophic failure, this enables the users to restore the last full backup taken plus restore the transaction logs of the uncommitted transactions and bring the database back to the point of the last transaction log backup or a specific time prior to that backup. If the database is in full recovery mode and transaction log backups are not running, the transaction log database will become very large because those uncommitted transactions are not getting

Run in the SQL Server environment, Simple Recovery mode transactions are truncated from the transaction log database once they are committed. Transactions are committed once the database hits what is called a Checkpoint. When this checkpoint occurs, transactions are committed to the database and the transaction log is truncated. This ensures that the size of the transaction log database does not get out of hand and doesn’t require having transaction log backups running throughout the day. The drawback of simple recovery for organizations that cannot afford a great amount of data loss is there is no ability to run transaction log backups throughout the day. If backups need to run throughout the day, run full backups when the system resources are not being utilized (like over lunch or breaks). Typically, companies running in simple recovery mode run nightly backups. If something were to happen during the day, transactions are reentered up to the last full backup. The advantage to having a database in simple recovery mode is the ease of setting up and monitoring the maintenance plans. Full backups only need to run nightly (or as frequently as needed). There is no need to run transaction log backups to truncate the transaction log database as these are truncated at the checkpoints throughout the day.
Specific SQL Server Tasks

Quote and Order Automation Solutions

• Delivers 100% quote & order accuracy • Simplifies sales of complex products • Portal/Web interface option

Running of specific SQL Server tasks ensure data is in a good state. There are three specific options that need to be added to each maintenance plan within SQL Server: Data Integrity, Shrink Database, and Update Statistics. Data Integrity task runs a specific SQL Server command (DBCC CheckDB) to make sure there are no bad data connections within the core SQL Server data. It does not check the data at a Business Logic level that one would see in Microsoft Dynamics GP – for example, to be sure the SOP Header and SOP Line Items are correct. Shrink Database task runs another SQL Server command (DBCC ShrinkDB) to reduce the amount of free space within the database files and return it back to the operating system. By issuing the Update Statistic task, the database essentially reevaluates how it accesses the data within SQL Server. The method or logic that SQL Server uses to most efficiently access the data will change as the volume of data grows within the given database. The combination of these tasks along with the backups within the SQL Server maintenance plan will ensure the organization’s SQL Server databases are monitored, backed up, and run at peak efficiency. Hopefully this information will assist in deciding which SQL Server Maintenance plan to setup for the organization. For help determining an appropriate plan for your organization, please contact your account manager to get started creating a plan that works best. ▲

Experlogix Product Configurators for Microsoft Dynamics™

For more information, please contact sales@experlogix.com www.experlogix.com

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Ask the Expert
Summarize Accounts

By Danny Rose, Microsoft Dynamics GP Consultant and Margaret Saville, Accountant, MCP

Reconcile Help!
Question: What steps should I take to locate differences between my General Ledger Accounts Payable or Accounts Receivable account and my subsidiary Accounts Payable (AP) or Accounts Receivable (AR) trial balance? Answer: First, make sure all transactions related to AP or AR are posted in the General Ledger module. Also, make sure to add together all General Ledger account numbers which apply to AP or AR (example: discount accounts may apply or there may be other AP or AR accounts being used as distribution accounts on customer transactions). Second, ensure comparison of the same period of time for General Ledger and subsidiary balances. The historical AP or AR trial balance report should be compared to the period end General Ledger account balance for Accounts Payable or Accounts Receivable. The open AP or AR trial balance report should be compared to the current General Ledger account balance for Accounts Payable or Accounts Receivable. Historical subsidiary trial balance reports contain transactions posted as of a specific point in time, whereas open subsidiary trial balance reports contain all transactions which have been posted prior to running the report. Be sure that the AP or AR trial balance report does not contain any restrictions or exclusions which may not allow all applicable transactions to be included, and that it has the same date range as General Ledger. Once it is determined that there truly is a difference between General Ledger and

Question: Is there a way to quickly summarize totals for a group of accounts in Microsoft Dynamics GP without writing a report or downloading information into Microsoft Office Excel? Answer: One of the more overlooked features of Microsoft Dynamics GP is the Account Rollup Inquiry. This feature allows users to define account ranges and summarize different types of account balance information such as Actual, Budget, Previous Year, and Calculated – up to four columns per inquiry option. This also gives the ability to drill down to individual accounts within a period for a quick view of account details within that summary. Use in a variety of cases, such as: • Using a calculated field to display the difference between actual and budget amounts. • Monitoring a group of accounts, such as multiple inventory accounts. • Assisting with month-end reconciliations for AR or AP accounts. After creating an inquiry option, use the Account Rollup Inquiry window to summarize a group of accounts at any time for open or historical years. To create an Account Rollup Inquiry option: 1 Open the Account Rollup Inquiry window (Inquiry > Financial > Account Rollup) and choose Modify to open the Account Rollup Inquiry Options window. 2 Enter a name for the option. 3 Select the segment to use to sort the information. 4 Select the number of columns of information to display. 5 For each column of information, enter the column heading and the type of information to display. If Budget or Other Currency for the type is selected, enter or select the budget or currency to display. If the type Calculated is selected, choose the Selection lookup button to open the Account Rollup Inquiry Calculated Column window. 6 Enter restrictions to define the segment ranges to create this inquiry option for. Multiple ranges for a single segment can be set up. Choose Save.

the subsidiary trial balance, start by running the Reconcile process between General Ledger and Accounts Payable or Accounts Receivable. The potential issues usually lie in the Unmatched Transaction section or sometimes in the Potentially Matched Transactions section. If unable to locate the difference between General Ledger and Accounts Payable or Accounts Receivable from the Reconcile to GL spreadsheet, try to locate any transactions which may have been entered directly into General Ledger. Go to Inquiry/Financial/Summary or Detail, restrict the view of transactions for a period of time to a source document id of GJ. “GJ” is the default source document for General Journal entries. Differences between General Ledger and Accounts Payable and Accounts Receivable can also be caused by a variety of system issues, which may make it advisable to contact your Microsoft Dynamics GP support contact for assistance. There are other reconcile processes and file maintenance for the Financial, Purchasing, and Sales series that may need to be run, as well as possible posting issues which may have led to General Ledger and the subsidiary being out of balance. Good Luck! ▲

Meet the Team –
Matt Bitzegaio
Mathew Bitzegaio joined Summit Group Software in July 2010 as a Senior Microsoft Dynamics CRM Consultant. Matt brings with him a broad range of experience in infrastructure planning, project management, business analysis, and software architecture and development. Prior to joining the organization, Matt served as the IT Director for a company where he had many diverse duties – including leading them through a large and highly customized Microsoft Dynamics CRM deployment. Matt has a unique perspective and is able to understand projects from the customer’s perspective. At Summit Group Software, Matt is actively involved in Microsoft Dynamics CRM projects which include: Migrating various CRM systems such as Goldmine, home grown systems, and other third-party software applications to Microsoft Dynamics CRM; developing and customizing services around Microsoft Dynamics CRM; performing Business Analysis for customers and creating project scoping documents based on their business needs; implementing Business Application Integrations using Scribe and the Microsoft Dynamics CRM to Microsoft Dynamics GP Adapter for CRM 4.0; developing applications in .NET (C# and ASP. NET); and contributing to business process consulting. Matt enjoys time with his wife and three children, leads the office football pool so far this season, and appreciates hunting and fishing in the great outdoors.

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Events Calendar • 2010.4
To register for any of these events, go to SummitGroupSoftware.com and click on Training.
Date 12.13.10 to 12.17.10 12.14.10 12.16.10 12.16.10 to 12.17.10 12.20.10 12.20.10 12.21.10 12.21.10 12.22.10 1.7.11 1.10.11 1.10.11 to 1.12.11 1.14.11 1.18.11 to 1.19.11 1.20.11 to 1.21.11 1.20.11 to 1.21.11 1.24.11 to 1.28.11 1.25.11 1.25.11 to 1.26.11 1.27.11 to 1.28.11 1.31.11 to 2.2.11 2.1.11 to 2.2.11 2.2.11 2.3.11 to 2.4.11 2.7.11 to 2.11.11 2.7.11 2.9.11 2.11.11 2.14.11 to 2.15.11 2.15.11 to 2.16.11 2.16.11 2.17.11 to 2.18.11 2.21.11 to 2.23.11 2.22.11 2.22.11 to 2.25.11 2.23.11 2.24.11 2.25.11 2.28.11 to 3.1.11 3.1.11 3.1.11 Workshop Type Online Online Classroom Classroom Classroom Classroom Classroom Online Classroom Online Online Classroom Online Classroom Classroom Classroom Online Online Classroom Classroom Online Classroom Online Classroom Classroom Online Online Online Classroom Classroom Online Classroom Classroom Online Classroom Online Classroom Classroom Classroom Online Online Location Course Introduction to Microsoft Dynamics GP Financials Microsoft Dynamics CRM 2011 Launch –User Group Microsoft Dynamics GP – Year End User Group Microsoft Dynamics and Microsoft SQL Reporting Services Marketing in Microsoft Dynamics CRM 4.0 Microsoft Dynamics GP – Year End User Group Microsoft Dynamics GP – Year End User Group Microsoft Dynamics GP – Year End Closing Process Microsoft Dynamics GP – Year End User Group Microsoft Dynamics CRM 2011 Launch –User Group Introduction to Microsoft Dynamics CRM for Sales SharePoint Technologies and Microsoft Dynamics GP 2010 Microsoft Dynamics CRM Advanced Find FRx Essentials I FRx Essentials II Microsoft Dynamics and Microsoft SQL Reporting Services Introduction to Microsoft Dynamics GP Financials Microsoft Dynamics CRM 2011 Launch –User Group Management Reporter for Microsoft Dynamics GP 2010 Management Reporter for Microsoft Dynamics GP 2010 Introduction to Microsoft Dynamics GP Distribution Microsoft Dynamics and Microsoft SQL Reporting Services Introduction to Microsoft Dynamics GP Table Relationships Business Intelligence for Microsoft Dynamics GP 2010 Microsoft Dynamics GP 2010 – Financials Introduction to Microsoft Dynamics CRM for Marketing Introduction to Microsoft SQL Server Views for Microsoft Dynamics GP Microsoft Dynamics CRM - Report Wizard Administration in Microsoft Dynamics CRM 4.0 Workshop FRx Essentials I Introduction to Smartlist Builder for Microsoft Dynamics GP FRx Essentials II Microsoft Dynamics GP 2010 – Distribution Microsoft Dynamics CRM 2011 Launch –User Group Microsoft Dynamics GP 2010 – Financials Introduction to Views for Microsoft SQL Server Reporting Services Payroll for Microsoft Dynamics GP Marketing in Microsoft Dynamics CRM 4.0 Management Reporter for Microsoft Dynamics GP 2010 Introduction to Microsoft Dynamics GP- General Ledger Introduction to Microsoft Dynamics GP – Inventory

Duluth, MN West Fargo, ND West Fargo, ND West Fargo, ND West Fargo, ND West Fargo, ND

West Fargo, ND Chicago, IL Chicago, IL West Fargo, ND

Date 3.3.11 to 3.4.11 3.4.11 3.7.11 to 3.9.11 3.7.11 to 3.9.11 3.8.11 3.8.11 3.14.11 to 3.15.11 3.15.11 3.15.11 3.15.11 3.15.11 to 3.16.11 3.16.11 to 3.18.11 3.17.11 to 3.18.11 3.21.11 3.21.11 to 3.22.11 3.22.11 3.22.11 to 3.23.11 3.23.11 to 3.25.11 3.28.11 to 3.29.11 3.29.11 3.30.11 3.31.11 to 4.1.11

Workshop Type Classroom Online Classroom Classroom Online Online Classroom Online Online Online Classroom Classroom Classroom Online Classroom Online Classroom Classroom Classroom Online Classroom Classroom

Location West Fargo, ND West Fargo, ND Chicago, IL

West Fargo, ND

Chicago, IL West Fargo, ND Chicago, IL Chicago, IL Chicago, IL Chicago, IL West Fargo, ND West Fargo, ND West Fargo, ND

Course Microsoft Dynamics and Microsoft SQL Reporting Services Microsoft Dynamics CRM - Advanced Find Microsoft Dynamics CRM 4.0 Customization and Workflow Workshop Microsoft Dynamics GP 2010 – Distribution Introduction to Microsoft Dynamics GP - Payables Management Introduction to Microsoft Dynamics GP - Purchase Order Processing FRx I Essentials Microsoft Dynamics CRM 2011 Launch –User Group Introduction to Microsoft Dynamics GP - Receivables Management Introduction to Microsoft Dynamics GP - Sales Order Processing FRx Essentials I SharePoint Technologies and Microsoft Dynamics® GP 2010 FRx Essentials II Introduction to Microsoft Dynamics CRM for Service Microsoft Dynamics and Microsoft SQL Reporting Services Introduction to Microsoft Dynamics GP - Bank Reconciliation Management Reporter for Microsoft Dynamics GP 2010 SharePoint Technologies and Microsoft Dynamics GP 2010 Management Reporter for Microsoft Dynamics GP 2010 Introduction to Microsoft Dynamics GP - Fixed Assets Marketing in Microsoft Dynamics CRM 4.0 FRx II Essentials

Chicago, IL West Fargo, ND West Fargo, ND West Fargo, ND West Fargo, ND

To register for any of these events, go to www.summitgroupsoftware.com and click on Training. Courses subject to change, check the website for the most up to date schedule.

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The Premier Microsoft Dynamics Event

CONVERGENCE 2011

April 10 – 13, 2011 | Atlanta, GA
Convergence is the premier Microsoft Dynamics event where you can experience the Microsoft Dynamics community in action. This event offers you a unique opportunity to network with your peers, partners, Microsoft team members, and industry experts together to share ideas and knowledge—all in one place. You’ll experience first-hand how you can use the power of Microsoft Dynamics and the full range of Microsoft products to optimize your business and improve your bottom line—now and in the future. We look forward to seeing you there!