During a recent Deep Dive webinar, we dug into new functionality for the User Lockout feature in the Dynamics GP Toolbox, walked through how to setup email notifications on specific and individual changes using Auditor, and stepped through how to look up Intercompany GL Accounts in SmartFill.  If you missed it, give it a watch right here, or keep reading!

Dynamics GP Toolbox

Our Dynamics GP Toolbox product is a compilation of 27 tools to help make your work simpler & easier®. Recently we made a change to an existing tool called User Lockout.  It allows you to lock out a user in GP after they have made a specific number of unsuccessful attempts to log in.  That specific number was hard coded to three attempts in past versions, but the change allows you to set the number of incorrect login attempts.  You can choose a number from 1-9.  For example, if you set it to the number 2, and your user tries to log into GP, but types their password incorrectly, they will get one more chance to try it before receiving this message:

The message above indicates they have tried their password more than the maximum number of attempts you have allowed.  While GP allows the user to keep launching GP and trying passwords, User Lockout requires the administrator to unlock the user once this message is received.

One note to remember, if you disable the User Lockout tool, and have users who are currently locked out, you will receive this warning message:

This explains that the user who is locked out will have access again once you disable this tool.

Auditor

Auditor is very useful for many reasons including preventing fraud, knowing when a change is made and why, and using the e-Sign Signatures feature to prevent users from making a change without approval from an E-Sign Administrator.

One of the best things about Auditor are the notifications. Especially the ability to email the notification. To do this, you need to make a change in two different places within Auditor.

  1. Auditor System Settings – here you see all the users you have setup within Microsoft Dynamics GP.  In this window, for those users marked as Auditor Administrators, mark the ‘email’ checkbox under the Audit Notify Options column, then click the line expansion (blue arrows) to allow you to enter the appropriate email addresses. The users marked to email receive an email notification when an audit is captured for those audits you marked to notify.
  2. Mark Audit to notify – go to the Audit itself and mark the specific field where you would like to receive an email notification when a change is made.  For my example, we will use a Table Audit.  The steps to make this change are:
    • Click Microsoft Dynamics GP | Tools | Setup | Auditor | Audit Groups, then select the Audit Group that contains the table audit where you are adding an email notification.
    • Highlight the table audit and click Edit to open the Auditor Table Maintenance window.
    • In the field list, highlight the field where you want to add the email notification, and click Field Options (the radio button in the blue section above the Options column). Keep in mind this setting will apply to this field only.
    • Under the Notifications section, check the box to ‘Notify System Administrators’.

      Note
      : You can also choose to ‘Send an Email to this Alternate Address’, if you want to send the notification to someone not marked as an Auditor Administrator. For multiple recipients, you need to use an email group as you cannot add multiple email addresses in this field.
    • Click OK to close the window and close the remaining windows.

Now, when you make a change to the field you have set up to notify, you will receive an email that shows the changes and the other pertinent Auditor information related to that audit.

If you have issues with notifications and find they are not being sent, there is a great KB article on troubleshooting:

Auditor isn’t Displaying Audits in Message Center or Sending Notifications

SmartFill

Our SmartFill product allows you to find a specific Account, Vendor, Customer, Employee, and other key Master Records with ease and flexibility.  For example, you can find a Customer ID by phone number, contact name, or any other information you have saved on that record, as long as you have the SmartFill Object setup to allow you to search using that field. You can even link other tables!

With SmartFill, you can also use a Custom SQL Object to allow you to search for General Ledger Accounts from another GP company when you are entering an Intercompany transaction.

To setup this SmartFill Object to lookup Intercompany GL Accounts, you will need to create a new SmartFill Object called ‘Intercompany Accounts’.  This object will differ from a typical Accounts object in that it will use a datatype of String, instead of Account as shown below:

In the example, the fields setup includes Company, even though it is not used as a search field. It is important to mark the Search box, so the stored procedure can use it as a parameter to identify the company you are using in your Intercompany transaction.

Note: The Test Search feature is not available when you use Custom SQL as your Search Type.

You will also need to either edit your SmartFill stored procedure in SQL Server Management Studio to include the new object called ‘Intercompany Accounts’ or create the stored procedure for the first time.

The steps to edit the script and create the SmartFill Repository record to link the object to the field on the window within GP are included in our Knowledgebase article:  How to Use SmartFill to Lookup Intercompany General Ledger Accounts.

As you go through the steps and you have any issues or questions, please reach out to our support team at support@rocktonsoftware.com.

Auditing or tracking has become a big piece of what businesses look for when it comes to Dynamics GP, especially with more people working from home. Not only does it give you a picture of what your users are doing, it helps find and prevent fraud, find process issues, and even troubleshoot when data is mysteriously changing. In your quest to find the best way to audit or track information you may ask yourself, what is the difference between Rockton Software Auditor and Dynamics GP Activity Tracking? What do they do? Which one do I need?

Let’s take a closer look at both products and answer some of those questions.

What are they?

What does each product do that will make my work simpler and easier®?

Auditor is our auditing product. It allows you to capture when a new record is created or when a record is deleted. You may also track when fields in existing records are changed. Plus, you see who made the change, when it was made, where it was made, and optionally even why it was changed. You control what is audited.

Activity Tracking is less about auditing specific windows and fields and simply tracking the user and what they are doing, such as accessing windows and tables, printing, or posting. You may see a window was accessed but you wouldn’t see if the user changed the Vendor Check Name to be their own name.

What are the benefits for each?

Auditor

Multiple uses

Auditor has so many benefits. It isn’t just for capturing fraudulent activity anymore. It is useful when you have new employees and you need to capture information on them, or you are having mysterious data issues. But we could go on and on so if you want to see more about what other uses Auditor has, take a look at the blog: 4 Reasons Auditing is Not Just For Fraud Prevention.

Easy to setup and use

Creating audits does not need to be difficult. You set up all your audits in one window and have multiple ways to audit so you get what you need. You can create a form audit, table audit, or a SQL table audit. You can even download Sample Audit Groups from our website to get you started.

After you have your Audit Groups created, they are easy to use. In fact, your users won’t even notice they are being audited. There is nothing more to do except to review the audits.

Captures information you need

The information Auditor provides is so helpful. When an audit is created, you determine if you want to capture adds, deletes, and changes. A SmartList report can easily tell you the who, what, when, where, and why.

Control audits by user and company

When you create an audit, you have the option to assign all or specific users and companies to the Audit Group. This makes it easy if you need to audit a new employee or only one company. You get to control who and what is audited.

Archive and purge data

As audits are captured, records are written to the table. Eventually, you will want to remove some of those older records. This is easy to do with the archive and purge feature. You can archive the records first so that they are still accessible externally should you ever need to go back to them. After they are archived, you can purge the records to remove them from the table.

Includes E-Sign

When you buy the Auditor product, E-Sign is included. E-Sign is an added benefit where you can require an approver to approve changes made by a user. The approval can be done immediately or sent to a queue for approval later. This is helpful for those date-sensitive fields that typically should not be changed or only changed by specific users.

Easy reporting

Reviewing the audit records can be done through the Audit Inquiry or by using the SmartList. You can even create your own report in SSRS using the RSAS015 table.

Auditor provides detailed information around changes made in your system. It’s easy to understand and captures the information you need. If you are looking for a true auditing product, then Auditor is a good option.

Activity Tracking

Basic tracking of activity

Provides a way to capture basic activity on whether a user was successful or failed when performing certain activities within GP.

Multiple activities are tracked

Activity Tracking offers 5 different activities to track within GP.

    1. Login tracking
    2. Access tracking
    3. File tracking
    4. Process tracking
    5. Posting tracking

Control who is tracked and in what company

Assign which users and in which company you want those users to be tracked when performing the specific activities. This way, if you are wanting to look at a specific user, you only need to capture the data you want rather than tracking everything.

Delete old records

When activity is captured, records are written to a table. That table can grow to be quite large. Periodically, you need to remove some of those records. This is easily done through a utility right within Dynamics GP.

Easy reporting

You can easily see activity records that were captured in the Activity Tracking Inquiry window. If a report is more your style, you can print the inquiry or create your own report based on the SY05000 table.

If you want to track if a user successfully logged into GP, posted a transaction, or tried to access a specific window without needing a whole lot of detail behind it, then this would work for you.

What to look out for?

Auditor

It’s an add-on product

Auditor is a 3rd party product so it would be an additional product to maintain. Fortunately, Auditor is easy to install, upgrade, use, and maintain.

Performance

Generally, performance is not an issue when using Auditor. There are rare cases where users have set it up to audit all fields, which we and Auditors don’t recommend, where they could see a slight performance decrease. While this isn’t something you typically need to be concerned about, it is something to be aware of.

Data build-up

As you capture audits, records are written to the Audit Log Master and could use up space. Fortunately, there is an easy way to remove those records from the table, so you don’t need to keep old records in the table.

Activity Tracking

Only tracks activity

Keep in mind this is only tracking activity. If you want to know when someone came to work, it won’t tell you that, but it can tell you when they logged in to GP.

Can be sluggish

While tracking the activity for users can be helpful, you want to be sure you are not trying to track too much, or it can cause performance issues and your users may notice the system is sluggish.

Data build-up

With each activity tracked a record is written to the Activity Tracking table which takes up space. This is not an issue though; you can simply remove some of those records.

 

Which do I need?

As you can see, either of these products are good options. The one best for you depends on what you need the product to accomplish. Perhaps you even use both!

Let’s take a quick look at what they offer.

Feature Activity Tracking Auditor
Easy to setup X X
Track log in X X
Add X X
Delete X X
Change X
Inquiry X X
SmartList X
Signed approval X

No matter what you decide, Auditor and Activity Tracking provide benefits to you when it comes to what a user does.

If you would like to see more on Auditor, reach out to us at sales@rocktonsoftware.com and we would be happy to discuss this with you more or give you a demo.

Auditor Fast Facts

What does it mean?

Auditor is FIELD specific auditing – what does that mean? It means you can look at any window in GP and pick and choose a particular piece of information on that window you want to capture changes to.

Does that mean I can only audit one thing? Nope – there are no limits on the number of fields you can audit.

Does Auditor slow GP to a crawl? Nope – we aren’t capturing an entire table’s worth of changes, just the fields you want. You might go a little audit crazy in the beginning and try to audit everything, but you’ll get the hang of it and figure out what’s really important to you to catch.

What if I don’t want something changed? Easy – put a lock on the field and require a user or an approver to sign off before the change is made!

What if I want to know WHY a user changed something? Just mark a checkbox when you set up the audit and require users to complete a note as to why they changed a field value.

Can I get a notification as soon as a field changes? Yep! Emailed, via the Auditor message center or both.

Can I audit an integration? Yes! Use a SQL table audit to capture changes written directly to a GP table and changes that are made through SQL scripts.

How to Install Auditor in 6 Easy Steps:

  1. Download the Auditor code file from our website and save it
  2. Run the install wizard on your GP server
  3. Log into GP as administrator
  4. Click Yes to install new code
  5. Plugin your registration keys and you are ready to create your first audit!
  6. Repeat steps 1-4 on any workstations that have local GP code installed on them

How long does it take to create an audit? 2-5 minutes depending on the number of fields and options you want to select for each field. We even have some sample audits you can download right on our product page to get you started.

Is there a trial version? Yes, you can try SmartFill for free for 30 days in your environment. Here is a link to the trial form.

Dynamics GP Tools for New Users

Joining a new company and learning a new system can be overwhelming but rest assured there are some ⚒️ tools to help you along the way.

How can these tools help make your work simpler & easier®?

How about:

  • Faster searches
  • Quality control tracking
  • Help navigating GP
  • Manage and train new hires
  • Improve user experience

What are these 3 tools?

 SmartFill

  • Replaces the need to click on the magnifying glass in Dynamics GP, making it quick and easy to search for things.
  • It already comes preset up. So, you don’t have to be a developer to work with this product.
  • You’d be able to use SmartFill without having to know every little nuance about how things are named in Dynamics GP as well as your 3rd party solutions.

 Auditor

  • Quickly track and report on any changes to specific fields in the system. This is great for training and accuracy, staying informed on data changes, fraud prevention, and improving the user experience.
  • Get your questions answered when someone changes a specific field on a window.
  • Audits are field-specific, which means you can set up and track any field on any window across GP and Dexterity-based 3rd party solutions.

Dynamics GP Toolbox

  • Manage security by user or role or copy security from one user to another (great for setting up new users).
  • Print out an accurate security report to know exactly what users can get to, whether it’s Windows, reports, or different fields.
  • Use a search tool to help navigate to windows.  This helps improve the user experience as they get accustomed to the new system or to help find windows you don’t often use.

These are just a few highlights of what these three products have to offer.  We could go on for hours on how they can make your work simpler & easier®.

Next Steps:

If you have any questions, please email us at sales@rocktonsoftware.com.

Avoid penalties & fines when it comes to compliance in Dynamics GP

Payroll compliance is vital for HR teams and business owners. Fail to stay on top of it and you could see serious fines or penalties coming your way.

Let’s dive into how to stay safe with the Affordable Care Act (ACA) Employer Mandate Compliance, tracking sick time, and COVID-19 Compliance in Dynamics GP.

3 areas to play it safe within Dynamics GP Payroll

  1. COVID Legislation
  2. Sick Leave – paid and mandated
  3. Affordable Care Act compliance and penalties

COVID Legislation Overview

The COVID-19 legislation started back in March and April. Of course, we thought we’d be on the other side of it by now. Unfortunately, it’s still going on, so it’s important to know this information. In case you’re new to your role or haven’t seen it presented, there are two elements in place: the FFCRA and the CARES Act (Coronavirus Stimulus Bill).

Family First Coronavirus Response Act (FFCRA)

This Act provided COVID-19 Paid Sick leave, as well as an additional paid sick leave for up to 10 weeks – considered emergency family, and medical leave. Paid FMLA, as it relates to COVID-19, is for caring for family members or yourself, or have kids out of school…. all those things that we’ve all experienced in the last eight months.

This essentially made available paid sick time for employees as you’re dealing with either yourself in a quarantine situation of potentially having the virus or caring for your family. The first two weeks will be considered as paid sick leave. This was made available through an employer reimbursement tax credit.

Coronavirus Aid, Relief, and Economic Security (CARES) Act

The second piece of legislation was the Cares Act often referred to as the stimulus bill. The CARES Act includes important provisions including the Payroll Protection Program, the economic impact payments, or the stimulus checks that we received to help sustain the economy.

Mandated Sick Leave

Another type of leave many customers deal which is just a different type of sick leave is mandated sick leave. In some areas of the country, there’s legislation, either at the state level or the local level that states, you have to provide paid sick time to all of your employees – even part-time employees.

Generally, mandated paid sick time accrues one hour for every 30 hours of work. It also depends on where the employee works. Even if you’re headquartered in a particular area, but you have employees working in California, you would have to be in compliance with those local laws.

Whether it’s a traveling consultant or an employee assigned to multiple projects, they both can accrue several different types of sick time in different areas at the same time. This certainly can get very confusing. It could get as convoluted as this, you could have a sick bank for California sick time, Washington sick time, San Diego sick time, whatever the situation might be.

You have several options for how to do this. You can use:

  • Excel
  • Dynamics GP Payroll Accruals
  • Dynamics GP PTO Manager
  • Integrity Data’s Comprehensive Leave Manager

Affordable Care Act

We wanted to throw this in because as we get towards the end of the year, it is time to start thinking about the new enrollment season.

It’s important to know who’s eligible for an offer of coverage during the open enrollment, based on ACA rules, and part-time employees that have been working for you for the last year…. all the fun things related to ACA Compliance.

Just to touch on the penalties for 2020. There is the Sledgehammer Penalty and the Tack Hammer Penalty. There’s also a penalty for offering non-compliant coverage that’s not affordable to the employee. Certain industries are impacted and most vulnerable to these penalties.

Who is vulnerable to penalties?

  • Certain industries that are most impacted are Hospitality, Retail, Education, Nursing Care, Municipalities, and more.
  • Part-time workforces, seasonal, varying schedules, frequent turnover.

Rockton Auditor

Being compliant is not only about making sure you have everything set up correctly in Dynamics GP. It’s about tracking and auditing any changes that are made as well. You also need to audit all areas and aspects of these business processes when it comes to Payroll changes, sick time, vacation time, and more.

4 ways to make auditing work simpler & easier®:

  1. Track changes and be specific
  2. Audit silently or authorize it
  3. Reporting at your fingertips
  4. Who, what, why? – Get your questions answered

Track Changes & Be Specific

If you’re making changes anywhere throughout GP, but especially in this case, in Payroll, don’t you want to be able to track who made that change, what the value of that field was previously, what it is now, and the why that changed occurred?

Auditor is field-specific. So, you can look at any field on any window and this includes all the fields on the Integrity Data side, anything throughout GP, as well as any dexterity based third party products. You can be picky and choose the field or fields that you want to audit.

Does Auditing slow down GP performance? No way. We get around that because we let you pick and choose what fields are important to you, what are important to your auditors, to your team, and your managers. Everyone is happy.

Audit Silently or Authorize It

With every field that you audit, you always have a couple of options.

Option 1 – audit silently in the background, so that your end-users aren’t aware that there’s an audit happening on that particular field. It’s just capturing that change and putting it aside for you to go and report on it later.

Option 2– you can require the end-user to tell you why they made a change.

That might come in handy if you want to know why someone suddenly has 200 hours of vacation or an extra 80 hours of sick time. You can require that note to pop-up on specific fields.

Once a change is made, the Auditor Note Maintenance window will open, asking the end-user to enter in the details of why those changes are being made.

The users you have defined as Audit administrators can be set up to receive, in real-time, notifications when changes occur.

Reporting at your fingertips

When it comes to reporting, we tried again to stick with the work simpler & easier® approach. All of the reporting is done right inside of Dynamics GP using standard Smartlists. When you install Auditor, it will create an Auditor folder for you, as well as the subfolders.

This is going to list every audit systemwide. If you have 25 different GP companies, the information for each will appear here. When you set up an audit, by default, we audit all your users and all your company’s unless you dial it back. For example, you wouldn’t have to audit a test company.

E-sign Approval

E sign approvals are a feature included with Auditor. You can put a lock on vacation time, changing a social security number, or maybe a direct deposit account field, and require approval prior to allowing them to be changed. Our audit log will keep track of who requested approval, and ultimately who gave it or denied it, and why.

Audit Security Changes

It’s as simple as marking a check box, and Auditor will track all your security changes.

For example, say you gave Dan access to a Payroll Administrator role, gave Amiee access to the Audit Administrator role, or modified a task inside of those roles, those security changes would be captured automatically, and kept in a separate reporting folder, so you can easily access and review the information anytime.

Who, what, and why? – Get your questions answered

Auditor arms you with all the answers.  It answers who, why, and what changed in your system and your data.  You’ll have access to all the audits that have been accruing over time.  Simply use the power of SmartList and sort by date, by user, by company, to review and display whatever you want to see.

Take it to the next level and create SmartList favorites by simply saving searches so the information is quickly and easily available at your fingertips.

You can get real granular with reporting.  If you wanted to see changes to a particular pay code, simply use the SmartList search functionality, select to search on a specific pay code, and review the narrowed down data.

For the purpose of compliance, let’s say you drill into sick time. Our report includes a date and time-stamp for the change, the user who made the change, the workstation they were at, the company and database they were in, and the specific record changed. It’ll also list the type of audit it was such as a change to an existing record, or a new record, and was it added or deleted.

Ultimately, you now know what field changed, who changed it, when it changed, and, if you are asking, why it changed.

Serious fines and penalties are no joke

We know how important compliance is for your business. With all the changes that are happening this year, our hope is to keep you educated and informed. It’s time to take action and follow the steps needed to ensure you’re not at risk.

Next steps:

10 Ways To Automate and Audit to Your Commission Puzzle

Are you still manually calculating commissions or royalties?

Do you need variable compensation management to handle multiple intricacies of your commission structure?

Do you wish there was a way to audit when lines are added to existing documents and when commissions are changed?

It’s possible to automate and audit the accounting and administration of your commissions, rebates, royalties, bonuses, and SPIFFS.

Commission Plan is the only variable compensation management software that is completely integrated with Dynamics GP.

Auditor is a simple (yet robust) data-change management tool that will track any of those field level changes in GP and in other 3rd party products.

There are 2 tools to automate and audit your commission puzzle, and we are going to dive into 10 the ways they can do that.

1 – Attach multiple salespeople with a split percentage

What if you didn’t have to manually determine the salesperson or salesperson’s splits for a document?

You’re probably tired of pasting the Invoice details to multiple salesperson’s tabs on your spreadsheet and remembering which salespeople split a particular customer or sale.

Commission Plan allows you to attach multiple salespeople with a split percentage if needed to our customer, an item, or a territory.  This will allow them to automatically default onto the invoice for commission purposes and begin tracking their commissions.

2 – Automatically calculate the commissions

What if your commissions automatically calculated as sales documents are updated?

Document lines change, a new price is entered, quantities are modified, or a line is deleted. Commission Plan automatically calculates the commissions for the sales document and automatically updates with no manual intervention.

3 – Easily set different rate structures

What if you didn’t have to assign a rate to each salesperson’s lines on your spreadsheet?

The more complex your structure is, varying the rate by product line or differing the rate between an inside rep versus an account executive can be a lot to handle.

The Commission Matrix, Commission Plan allows you to group like customers, items, and salespeople together for commission purposes and easily define the rate.

You can easily manage the many different rate combinations contained in your company’s compensation plan.

4 – Reconciliation of invoices to payments

What if you could quit manually reconciling invoices to payments to determine which commission should be released?

You probably have a list of invoices and a list of payments and have to match them up routinely.

If you void an invoice or if a payment is unapplied, updating your spreadsheets becomes even more tedious.

Commission Plan automatically tracks per salesperson ID when a commission is ready to be released. Whether you release when the invoice is posted, or when the invoice is paid it is bringing you the task of the reconciliation.

5 – Edit commission after the document is posted

What if you could edit the commission after this SOP document is posted?

Commission Plan entry allows you to edit the commission even after the SOP document is posted so you can easily add/remove salespeople, change the commission type or rate, or even the commissionable sale/cost amounts if needed.

Commission Plan entry allows you to edit the commissions for a given transaction and keep it all tied to document in Dynamics GP.

6 – Release payments with just a few clicks

What if you could release the proper compensation payments to your salespeople with just a few clicks?

At the end of the period, use the filtering power of Commission Plan to easily dictate which range of commissions should be released for payment.  Whether you pay salespeople weekly, monthly or quarterly.

And, when processing a salesperson’s commission, the software can also automatically create a general ledger, accounts payable, or payroll transaction. Saving you time and data entry errors.

7 – Avoid Data Silos

What if you could produce reliable results, avoid data silos and get the full data picture in the hands of the people who need it?

Commission data is stored in your ERP system alongside the sales transactions, providing multiple inquiries and reporting options.

You can easily answer questions from reps. The CFO can make strategic decisions. The sales manager can see how well a new product is doing. The account rep can focus on servicing the customer. This enables everyone to realize their compensation program goals.

8 – Audit Everything and Anything

What if you could audit any field, any changes, in GP or 3rd party products?

Auditor just about audits anything you can imagine in Dynamics GP, if you can think of a place where you would make an edit to a record, add a new record, or delete a record, that’s where Auditor is going to work.

It also works with all Dexterity-based 3rd party solutions like Commission Plan.

So, if you’re looking or wanting to see who’s making changes to those commission structures and things like that, that is something you’d be able to track with Auditor.

Auditor is a field-specific auditing solution, which means you can look at any window across Dynamics GP and those 3rd party products and pick and choose the fields on the window you want to audit. So, you’re not having to take everything that’s on that window and cram a whole lot of data into your tables.

You get to be selective and say, OK, I care about when someone adds a new line to this invoice. Maybe I need to know when a vendor’s check name is changed, but I don’t necessarily care if someone updates a PO number or maybe, you know, something a little bit more minor, perhaps an address or a phone number.

This allows us to get around some of the performance degradations that auditing software can sometimes cause on your system. We don’t want to slow down your work in GP. We want to make sure that that work is accurate, that you’re able to report on those changes, and that those changes were valid, to begin with.

9 – Reporting and e-signatures made easy

What if reporting on all of those changes getting an e-signature for a locked field were that simple and easy?

You can track all of those changes to all of those fields that you chose. All the reporting is done inside of GP standard SmarLists. You don’t need to have an external report server or maintain a bunch of custom reports.

We get to use just standard GP’s SmartLists, which we create for you when installing the product.

Audits are everything systemwide, so regardless of how many companies you have, all of your audits are, by default, auditing all users and all companies, unless you want to dial that back, which is totally possible.

E sign approvals is included with Auditor. This is going to let you put a lock on a field before it can be changed. So say you wanted to put a lock on that commission field. We could do that. Then it would require someone else to sign off on it and give a reason why that change is happening.

All of that would be recorded and kept in here. And then we also have security audits. So if you change your GP security, we’re automatically tracking that for you and keeping it out here separately.

10 – Get a complete 360 view

What if you knew the who, what, and when of any changes made in Dynamics GP?

You will always have a date and time-stamped so you know exactly when it happened.

The user who made the change, the workstation from which it was made is the person that logged in and made the change. The workstation is where they were sitting at. Unless you’re using a terminal or Citrix environment, then that would just show that box.

Company and database, the change affected, the type of audit it was.

We also can audit at the SQL level.

So if you have an integration that writes directly to the table, or maybe you’ve got a DBA that’s making update statements in the backend, we can capture that, as well.

The type of event edit means we changed something preexisting. This sales document was out there, and we made a change to that sales document. We can also track adding a new record and deleting a record.

We are going to show you the product that we’re auditing. So if you are auditing Commission Plan, that’s what would show up too.

We show you the field that was changed and the table that field lives in the record key.

It’s a clear snapshot of exactly what changed on a particular sales document.

Automate & Audit

Automating your variable compensation and auditing any changes gives you that little piece of assurance everything is getting done the way you want it. You’re able to track changes and report on them so everyone can be on the same page.

Are you?

  • Still manually calculating your commissions
  • Trying to figure out who did something, when did they change that particular record, when did they update this vendor, or the sales persons’ commission level
  • Handling variable compensation

How can you?

  • Easily managing your commissions
  • Audit those sales transactions when things are getting added or deleted or updated
  • Report and pay on those commissions

If you want to learn more about either of these tools you can:

Auditing in Dynamics GP

When you think about auditing Microsoft Dynamics GP, do you picture FBI-style interrogators searching the audit logs to point out all ill-intended crooks who are stealing money from your company?  In our experience, fraud prevention and detection might be a good starting point for an auditing tool, but rarely is this what makes the magic of auditing valuable in the long term.

Here are 4 Tangible Benefits

#1 – Backup Data to the Rescue

Have you ever hit your keyboard by accident and wiped out some field? Imagine you are in Microsoft Dynamics GP with a transaction window open, receiving a phone call, and bumping your keyboard along the way.

After your call, you come back to Microsoft Dynamics GP and close the transaction window . . . what do you get? A message saying, Do you want to Save or Delete this Transaction? Your only reasonable option is to hit Save, even though you weren’t editing something in the first place. Fast forward a few days . . . you discover that your transaction has gibberish in a key field! If you have an auditing tool in place, you can visit your audit log to restore the information that has mistakenly been replaced.

One of our customers in the healthcare industry, with locations in 15 different states, notes that the number one reason they use Auditor is to “track changes deemed high-risk areas.”

Audit information in the Health Care Industry

#2 – Why does this keep happening

At Rockton, we ran across two employees scratching their heads on why the Customer Contact in Microsoft Dynamics GP kept changing. Diane was complaining that she changed the company’s contact every other day, and she did not understand why the save hadn’t been working.

We were able to check the audit logs, thus, realizing Ryan, our Internal Accountant, was changing it back. We had a good laugh because we had the audit log to show that Ryan and Diane kept undoing each other’s work, toggling the contact name back and forth.

Ultimately, we were able to have the two of them talk about why they were making the changes, then they came up with an improved procedure on what our system data means and how to use it.

Customer Contact Record in Dynamics GP

#3 – Are employees pulling their weight?

Now more than ever the workforce is working from home. With this change in the workplace environment, have you ever wondered how productive a certain employee is? With Auditor you can audit one person and track how many new transactions they make. You’re able to view the audit log on a daily basis.

Audit productivity working from home

#4 – Troubleshooting made easy

Time and again we run into customers who have customizations that are behaving irrationally. Auditing can do wonders for tracking when and where there is a problem occurring. In the case of bad data, you can email or alert a system administrator with a pop-up message; the system administrator can go to a person’s computer right away and ask them what steps they took to create the issue.

Troubleshooting made easy

If you haven’t considered auditing before, you should consider giving Auditor a chance. Not only do we track changes to data, we have alerting systems to notify when audits happen, and the ability to selectively audit specific people or companies. It is easy to configure and provides many added benefits.

Dennis L. Day, LKA’s Chief Consultant, described Auditor as,

“Very intuitive to setup, however, the ease of reporting is the most important thing to our clients. Since Auditor uses SmartList reporting, our clients are able to quickly analyze the data changes needed for their organization whether it is information on new hires, changes to employee’s pay, who added a new chart of accounts, or who added or modified a vendor account.”

We are dedicated to Microsoft Dynamics GP users who want their system to run more efficiently. Our products are designed to be quick installations with minimal setup and training required. This product is coded in Dexterity to provide the best results with Microsoft Dynamics GP and other 3rd party products.

Take the Audit Challenge!

You can try Auditor for free in your own environment. Get your FREE trial today!

Compliance Tips N Tricks in Dynamics GP

Rockton Software and Greenshades have come together to share their compliance tips-n-tricks and what you need to know in regards to the Families First Coronavirus Relief Act.

Auditor is a simple (yet robust) data-change management tool. While fraud prevention is the most common reason Auditor provides outstanding value for Microsoft Dynamics GP, the personal and customized fit offers the flexibility of tracking data changes for many reasons.

Here are 7 ways you may want to be in the know when it comes to tracking changes.

  1. Easily track when a new employee is added to the system.
  2. Keep track of important personal information such as a name change.
  3. Track changes across the entire system (even other 3rd party products like Greenshades).
  4. Audit silently in the background or have an employee tell you why they are making the change.
  5. Set up e-sign approval on a particular field like sensitive information such as a social security number.
  6. Get reports for all of your Payroll changes within Dynamics GP with a standard SmartList.
  7. Track pay codes assigned to employees such as Caregiver and Quarantine and salary and hourly.

Greenshades wants to keep you in the know with all the changes to pay codes, remote employees, as well as Federal and State changes in particular to the I-9 and W-4.

Here are 4 tips to be aware of as we focus on the new FFCRA (Families First Coronavirus Relief Act).

Tip 1 – Create at least 3 new codes to track: Two pay codes setup for both Caregiver and Quarantine; Families First Coronavirus Response Actthen one for salary and one for hourly.

Tip 2 – With everyone now working virtually, you may have new remote locations, which can create further tax implications. Make sure you set up and manage local tax rates. Also, set up a streamlined approval to review, update, and add the local tax rates now.

Tip 3 -Now is the time to make the appropriate updates to wage-based unemployment as well as social security.

Federal Payroll ComplianceTip 4 – Make sure you are current with the 2020 HR and Compliance updates. There are quite a few Federal I-9 changes and this year has the largest number of changes to the W-4 (this includes both Federal and State).

These can include:

  • Changes in conjunction with the Tax Cuts and Jobs Act.
  • Changes designed to make withholding more accurate.
  • Simplifying withholding for those with multiple jobs and two-earner families.

Greenshades and Rockton provide a valuable pairing of tools, especially with the unique circumstances of tracking all the new changes involved with FFCRA.

To get a more in-depth look at all of these changes and tools please check out our recorded webinar.

About Rockton Software

Work Simpler & Easier® isn’t just a catchy motto. It’s a lifestyle.

Rockton Software is a virtual company with employees in seven states and its headquarters in Erie, Colorado. Serving over 100,000 users worldwide, Rockton Software supports innovation by offering Microsoft Dynamics add-ons for all industries. Whether you’re in need of auditing, pricing, searching, reporting, or general user enhancements, we’ve got the solution for you!

About Greenshades

Passionate professionals. Game-changing solutions.

Greenshades Software delivers an independent, field-proven platform centered around proactive compliance, automated tax calculations and robust employee engagement. With 4,000+ clients, an average client tenure of 11+ years, and some of the highest net promoter scores in the industry, Greenshades can transform your payroll and HR obstacles into business-enhancing opportunities. https://www.greenshades.com/

Oh how we all love summer: the warm weather, the busy social calendar, and the lazy days spent relaxing by the pool. And this year, we’re giving you even more to love with our Suite Summertime Savings bundle promotion. We’re offering our lowest prices of the year early, because why wait?

 


What’s so sweet about these suite savings?

We’re glad you asked! All summer long, when you purchase any two Rockton Software products, you’ll save $30 per GP User, per product. That’s a combined savings of $60 per GP user. 

How will I decide?

We’re no Baskin Robbins, but our choices are just as delicious, if you’re a Dynamics GP user that is. Rather than agonizing over 31 flavors, we’ve got five different products to choose from. The best part? You can sample them all just the same! 

All of our Dynamics GP add-ons come with a FREE 30-day trial. We want to make sure that you find the products to best fit your needs, so it makes sense to try before you buy. 

Here’s a look at our product flavors:

  • SmartFill: Find information up to 83% faster with our quick and easy google-style data search tool
  • Auditor: Changes happen, now you have a way to track them all
  • Dynamics GP Toolbox: Over 25 tools in one convenient package to enhance the Dynamics GP user experience
  • Dynamics Report Manager: any report, any time, any place
  • Omni Price: Manage nearly every pricing situation you can think of, and a bunch you haven’t

Make it a double…scoop!

If you’ve found a couple products you’d like add to your Dynamics GP System, it’s time to get in touch with our sales team. Our team is standing by to provide you with whatever you may need: a one-on-one demo, a quote, or more information on our products in general. Contact our team at sales@rocktonsoftware.com. This offer is valid through August, 31st 2018.

With every new product purchase, we require customers to pay 20% of the current product price to establish their Annual Maintenance Agreement. This agreement is in place for the benefit of our valued customers.

Some of you may be saying: Why do I need to pay for the Annual Maintenance? What exactly are the benefits?

We’re glad you asked! In an effort to be as transparent as possible, we want our customers to know exactly what you are paying for each year. First of all, here is a copy of our official Annual Maintenance Agreement for your reading pleasure.

The benefits of the Rockton Annual Maintenance Agreement (AMA) are technical support, product enhancements, and upgrade protection. Let’s break each one of these benefits down.

Technical Support

With a current AMA, you and your Microsoft Partner have unlimited access to our talented technical support team. Angela, Dana, and team are available to assist you by phone, email, and web streaming during our regular business hours. Our customers consistently report satisfaction ratings over 95% in follow-up surveys after a support case has been closed.

Unlimited support? Seriously?

Yes! From the beginning, we have provided our customers with unlimited support. We recommend that you first reach out to your Microsoft Partner for support, as the Partner will be familiar with all of your third party products and the specifics of your GP system, but we happily provide whatever direct support is needed.

Product Enhancements

At Rockton Software, we constantly modify, expand, and improve our products. With a current AMA, simply visit our website and download the latest build for FREE. If you like, we’ll even email you whenever new builds are available.

Upgrade Protection

A new major version of GP is released approximately once per year. With a current AMA, you can upgrade your Rockton products at no additional fee by downloading the new version and installing your upgrade key. New registration keys can be requested from within GP using the “Get Keys” feature, on our Partner Portal, or by emailing sales@rocktonsoftware.com. Download the new version of your Rockton product, install your new key, and you’re done!

What happens if I let my AMA lapse?

If for some unfortunate reason your AMA is neglected and becomes lapsed, not all hope is lost. While you will not be eligible for the benefits listed above (support, enhancements, upgrades), our team will be happy to get you back on track. For example: if you need to add an additional user, require support help, or have upgraded to a new version of Dynamics GP, you can work with our sales team to bring current your AMA. Please note that in doing so, you will be responsible for penalties incurred by the prior missed payments.

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