As the United States of America is knee deep in the upcoming Presidential Election, this message is NOT brought to you by Donald Trump, Hillary Clinton or any other exasperating politician. It’s coming directly to you from your friends at Rockton Software and we’re here to inform you of another important choice you can make this fall: Auditing in your Dynamics GP.
We feel strongly that all companies using Microsoft Dynamics GP should implement some sort of auditing tool to aid in fraud prevention and detection. Auditing in Dynamics GP can also provide many other benefits to your system, such as tracking changes to data or selectively auditing specific people or companies.
So, the next step is to determine which auditing tool is right for you and your company’s needs.
This is where YOU come in. You have the power to choose which product to implement, placing your trust in that software to work seamlessly with your Dynamics GP, increase your efficiency, and ultimately make your life easier.
Here at Rockton, we think we’ve got the best tool for this job in our product, Auditor. Now, similar to most elections, we are not running unopposed. Our main opponent in this auditing race is Fastpath Audit Trail.
In a product comparison conducted in May 2015, Rockton’s Auditor stood out against its opponent, Fastpath Audit Trail, on several key issues. Auditor proudly checks these boxes, while Audit Trail does not provide these functionalities:
- Attach note/reason codes to changes
- Email notifications to specified System Administrators
- Segregation of Duties (SOD)
- Audit forms and application changes
There are a few other differentiators between the two product offerings that users should be aware of before making a decision:
When it comes to accessing Audit Reports, Auditor uses the native GP SmartList to view audits, with easy-to-use filters and sorting to pinpoint needed info, while Fastpath Audit Trail requires an external .NET application. Since Auditor uses GP SmartLists, you can quickly and easily export audit information into Excel for backup or review purposes.
How about audit tables at the Dexterity level? While Fastpath Audit Trail does not provide audit tables at the dexterity level, Rockton’s Auditor does! Audit tables at the Dexterity level allows auditors to differentiate between application-based audits and those that occurred outside of Microsoft Dynamics GP.
Another prominent difference comes to light when users are choosing which fields within a table to audit. Rockton’s Auditor allows the user to choose which fields to audit in a simple interface in Form Audits, Table Audits and/or SQL Table Audits. Fastpath Audit Trail allows a user to choose only the tables and columns in each table within a database.
So there you have it! We hope this info has given you the confidence to make an educated decision when it comes to implementing the right auditing tool for your Dynamics GP needs. The only choice we want you to make this election season is for your Dynamics GP to work simpler & easier®, and that’s a decision we can all support!
Click here to contact our sales team for a one-on-one demo or to request FREE 30-Day Trial Keys for Auditor.
Summer has officially faded into fall and you know what that means… Pumpkin Spice Lattes are back! Okay, besides the return of everyone’s favorite fall beverage, it means it’s time to bundle up!
That’s right, back by popular demand is our Bundle up for Fall promotion. We’re not talking about hats, gloves, and scarves; we’re talking about the best Microsoft Dynamics GP add-on products on the market!
Now through November 30th, purchase any two Rockton Software products and receive a big savings!
Customers took advantage of two great bundle options last year, which are making their return for 2016, along with a new Build-A-Bundle option. Here’s a look at three ways you can save big and bundle up this fall with Rockton Software!
- Search and Rescue Bundle featuring Dynamics GP Toolbox and SmartFill. Dynamics GP Toolbox includes over 25 tools to enhance your Microsoft Dynamics GP. And, according to many in the Microsoft Dynamics GP channel, no one should be without SmartFill, a google-style search in GP. Get these two time-saving products for $350 USD per user.
- Build-A-Bundle: Have your eye on two Rockton Software products? Great! Simply contact our sales team, let us know which two products you’d like, and receive a BIG savings per user.
These will be the lowest prices of the entire year for our products, so don’t delay! If you’re not sure which two products might be the best fit for your Dynamics GP needs, we encourage you to reach out to our knowledgeable sales team, or attend one of our upcoming webinars that will provide an overview and demo of all our products.
As the leaves are changing, we’ve already got new customers saving. Don’t get left out in the cold this autumn, bundle up!
The final bell has rung and we’re closing the book on our first semester of Rockton 101 classes. Over 80 students (Microsoft Dynamics GP Users) attended our revamped webinar series to learn all the ways that Rockton Software products can make their work simpler & easier®.
From January through June, our Technical Sales Team Lead and Rockton 101 professor, Alicia Weigel, has been demonstrating how Rockton Software products can enhance the Dynamics GP user experience. From product spotlights on SmartFill, Dynamics Report Manager, and Omni Price, to focusing on topics like Payroll, Security, and GP Administrators, there was plenty of knowledge for attendees to soak up.
We’re not belting Alice Cooper’s hit “School’s Out” just yet because our next round of classes get under way in late-July. We’re hitting all the topics you didn’t see covered in the first semester and continuing to show you how our add-on products can help make your work simpler & easier®. Here’s a sneak peek at our summer school classes:
- July 26th: Life as a Microsoft Dynamics GP Inventory Control User Just Got Easier
- August 8th: Compliance, the Word You’ve Heard One Too Many Times
- September 7th: Beyond Fraud: Why Auditing is So Important
We hope you’ll join us this semester for Rockton 101. If you missed out on any of the first semester webinars, we invite you to watch the recordings linked below:
- Winter is coming . . . (featuring SmartFill content)
- Payroll Pains
- Hit the Snooze Button with Dynamics Report Manager (DRM)
- What do GP Administrators and Superman have in Common?
- Security, the word that makes any GP Administrator cringe
- Sunshine & Sales with Omni Price
We are always looking for user-inspired topics for upcoming webinars, please feel free to contact us with your suggestions!
It’s been an eventful spring here at Rockton Software! Since March, we’ve been inviting all Dynamics GP users to Spring into Savings with us! Kick this deal off with a FREE trial of any Rockton Software product. If you like what you see and want to add that product as a permanent fixture to your Microsoft Dynamics GP, we’ll give you a 15% discount upon purchase!
Not sure how our Rockton Software products can help you? With five different products to choose from, there’s sure to be something that will enhance your Microsoft Dynamics GP user experience.
Here’s a quick look at our product offerings:
– SmartFill: a google-style search tool
– Dynamics GP Toolbox: includes 25 tools to help nearly every Dynamics GP user
– Auditor: Track changes in your Microsoft Dynamics GP
– Dynamics Report Manager (DRM): easily launch reports from anywhere
– Omni Price: enhanced pricing options in your Microsoft Dynamics GP
Our promotion is winding down, but it’s not too late to join in the fun. Take advantage of this 15% discount during the next two weeks if you trial any Rockton Software product and purchase that product by May 31, 2016. No green thumb required!
We have a lot of new functionality slated for several of our Microsoft Dynamics GP add-on products this year. Here’s a small taste of what’s coming up so far: GP 2016, Dynamics GP Toolbox, and Auditor (available now!).
GP 2016 Releases
We have been busy bees working away on our GP 2016 releases. Who knows, by the time you read this, we may already have our GP 2016 releases available for download from our website! As I am writing this, we are just about to release the 2016 builds to be beaten up by our extensive regression suite. We expect to have them available by May 13th.
Dynamics GP Toolbox
Our development team has been working on an enhancement release of Dynamics GP Toolbox for several months now. This effort should draw to a close at some point after the Dynamics GP 2016 builds are made available. Until then, here are some upcoming features to get you excited!
With this future release, you will be able to perform the most common batch functions for any General Ledger, Inventory, Payables Management, Purchase Order Processing, Receivables Management, and Sales Order Processing Batches, all from our new Batch Review window!
Here are some highlights of the functionality that will be available on the Batch Review window:
• See all transactions for the displayed batch in a detailed list specific to that batch type
• If you only want to work with one type of transaction, you can filter by Series
• Move transactions from one batch to another
• Edit a transaction by double-clicking it
• Add new transactions for the selected batch
• Delete transactions from the selected batch
• Approve, unapproved, delete, or post batches
• View Batch Total, Number of Transactions, and Approval information
• Transfer and Void transactions (where appropriate)
Security What If?
The Security What If? window allows you to see what specific permissions will actually change if you grant or revoke security access to a security role in Dynamics GP. By reviewing these changes before you actually make the security change, you no longer have to worry about whether or not you are assigning the correct role. Once you find the role that you want, you can even make that security change right on this window!
We kicked off the New Year with an Auditor release that included many things that people have been asking for. Though this is not actually upcoming, it is worth a quick review to make sure you are taking advantage of all that Auditor has to offer!
Journal Voucher Roadmap
This new window shows posted Journal Entries along with the history of who created, approved, and posted them along with the date that these events occurred.
Audit sa User
The Audit sa User window allows you to create an Audit Group that will audit all Dynamics GP database changes made by the ‘sa’ user.
AUDITOR AUDITORS Security Role
The new AUDITOR AUDITORS security role is used for auditors that need to review audits and Auditor setup, but it will not allow them to make changes to any Auditor setups.
Conditional Auditing enhancements
New operators have been added to the Conditional Auditing feature that is found on the Field Options window: Is Greater Than, Is Not Greater Than, Is Less Than, Is Not Less Than, Contains, Does Not Contain, and Begins With.
Audit Note Improvements
• Audits that still need Notes are listed on the window, making clearer that they are there
• You can now enter the same reason for multiple Audit notes
• Added instructions to clarify how to use the Audit Note Maintenance window
• You can now optionally make users only select predefined Reason Codes
• Added a system option to not close the Auditor Note Maintenance window until all notes have been entered
• Added Auditor Note Maintenance window to the Auditor Setup menu allowing it can be opened at any time, not just when an audit occurs or at the login
Let us know what you think!
We are always excited to hear what you think about our development report for 2016, so please give us a call at 877-476-2586 or send us an email with any comments or suggestions.
You just bought Auditor (great decision by the way) and you want to know how much time you are going to spend getting it implemented. Since Auditor is such a valuable tool, most people want to get it up and running right away! It helps with fraud prevention, but it can be used for so much more than that. Auditor assists in verifying user performance by calculating how many transactions a user enters and if they do it correctly, procedural verification to guarantee the correct fields are entered and used properly, and it also helps with troubleshooting anomalies occurring in your system.
But enough of what it can do for you, let’s talk about getting it installed and implemented. Don’t worry, installing Auditor is simple and easy. Because Audit information is stored at the system level, this allows the first install you run to create the tables and stored procedures–this will take a little longer than the other installs. Remaining installs will take less time as you’re only installing the code on those machines.
On the first machine, run the Auditor.exe. It works best to right-click and choose ‘Run as Administrator’ when running the Auditor.exe. When you launch Microsoft Dynamics GP after that, you will be prompted to include new code. The Auditor install wizard will run, and this is where the tables and stored procedures are added to the system database. On the remaining machines, you will still run the Auditor.exe and include new code, but the wizard will not run as the tables and procedures are already there. You will want to install Auditor on any machines where you want audits to be captured.
After you have installed Auditor, we highly recommend you sit down with the necessary people and plan out what it is you want to audit. This is actually the biggest part of the implementation and where you could possibly spend the most time. It is important to determine what you need or want to audit as you would not want to audit everything.
Once you have determined what you want to audit, it’s time to begin setting up Auditor. The basic set ups, not including the audits themselves, will depend on what you want to change based on the defaults. When it comes to the audits, this will vary depending on how many audits you want to set up and what you plan to capture.
When your audit library is in place, you will want to do some testing to make sure the needed information is being captured. When you are happy with the results, it is best to export those audits and save them should you ever need to restore your audits.
Here are the estimated times:
Install: 5-10 minutes for the first machine, 3-5 minutes each machine after.
Planning: 1-4 hours to determine what type of audits you want.
Implementing: Set up 2-4 hours and 10-45 minutes for each audit.
Testing: 1 hour of testing
I include time for testing because it is important to always test a new product to make sure it is working as you expect. If you do have any questions or need assistance, you can always contact our support team at email@example.com.
You are ready to install and implement Auditor, but if you are not comfortable implementing or just don’t have time, Rockton Software offers an implementation and training services.
Auditor has the ability to audit changes only when a certain condition is met. This feature is called Conditional Auditing.
When setting up an audit definition, there is an Options button () available for each field that you are auditing, and for the tracking of Adds and Deletes, in the case of Table and SQL Table audits. Clicking the Options button will open the Field Options window. In the lower-right corner of this window, you will see the Conditional Auditing options. If you leave Use Conditional Auditing unmarked, the audit you have set up will always take place. However, if you check this box, then you will be able to enter criteria for when to enable this audit.
In older versions of Auditor, you were only able to choose “Is Equal To” and “Is Not Equal To” for the Operator field. As of January 1, 2016, as long as you have build 2013.7, 2013 R2.1008, or 2015.4 installed, you will have several new conditional operators available to choose:
• Is Greater Than
• Is Not Greater Than
• Is Less Than
• Is Not Less Than
• Does Not Contain
• Begins With
We hope that these new operators will open up new possibilities to satisfy your Auditors’ needs!
Interested in learning about the other highlighted Auditor features for the January 2016 release? Click the blog you’re interested in to learn about Part 1: Finding Auditor Triggers in a SQL Server Profiler Trace or Part 2: A View for Auditors.
We have often been asked to provide a way to let an Auditor look at all of the setups in Rockton Software’s Auditor product but not allow them to make any changes to any of those setups. As of January 1, 2016, this is now possible as long as you have build 2013.7, 2013 R2.1008, or 2015.4 installed.
To enable this feature, simply assign your Auditor’s user to the AUDITOR AUDITORS security role in Microsoft Dynamics GP. This will disable the ability to make or save changes on certain windows involved in setting up Auditor, yet still allow an Auditor to view those setups. This will be true even if the Auditor is in another security role like POWERUSER. In addition, a user in this role will be able to view the Auditor Smartlist objects.
The following windows will have this reduced functionality for users in the AUDITOR AUDITORS role:
• Auditor System Settings
• Auditor Options
• Group Maintenance
• Form Maintenance
• Auditor Table Maintenance
• Auditor SQL Table Maintenance
• Field Options
• Auditor Message Center
• Reason Codes
• Segregation of Duties Group Maintenance
• E-Sign Signature Definition Maintenance
• E-Sign Signature Assignment
The following windows will not be allowed for users in the AUDITOR AUDITORS role:
• Auditor Import / Export
• Auditor Rebuild
• Audit sa User
• Auditor Table Archive / Purge
This should give an Auditor everything they need to perform their job. If you find that there is some other window(s) that should be treated similarly, please let us know!
In Auditor, there is a powerful feature called SQL Table audits. These audits will capture database changes that occur either from inside Microsoft Dynamics GP, changes that occur as a result of an external process, or even someone making changes directly in SQL Server Management Studio. The way Auditor does this, behind the scenes, is by using SQL database triggers.
A SQL Server Profiler trace is often an invaluable tool when troubleshooting problems. The only problem is, the execution of a SQL database trigger it is not often obvious—unless you happen to be familiar with the exact code that is contained within that trigger. For this reason, we have changed Auditor’s SQL database triggers to include a statement at the beginning that contains the trigger name. This line of code will look something like this:
DECLARE @TriggerName CHAR(80) = ‘RSAS_TWO_GL00100_INSERT’
That way, you can simply do a search for the name of the trigger in question and you will know right away when, or even if, it executed.
In order to take advantage of this feature, first be sure that you are using at least Auditor build 2013.7, 2013 R2.1008, or 2015.4. Once you install any of these builds, the Install Wizard should automatically rebuild all of your existing SQL Table audits so that the triggers contain the new code. Then, when you create a trace file using the SQL Server Profiler tool, be sure to click the Events Selection tab, then click the “Show all events” box. Now, look for the Stored Procedures section and be sure that SP: StmtStarting and SP: StmtCompleted are selected. When you run the profile, if you cannot find anything that contains “RSAS_”, then you know that no Auditor triggers were executed.
Click here to watch a short overview of the 3 main new features in the January 2016 Auditor release.
As the holidays draw near, many of us are reflecting on what we are grateful for and busy making our list for Santa.
Well, I can tell you the Rockton Santa has heard your wishes and our elves have been busy working away on new features for Auditor. We are looking forward to fulfilling your ‘All things Auditor’ wish list this holiday season!
This list could go on and on, but you get the picture. Our elves are hard at work making sure our next release of Auditor is the best one yet and checks off every item on your Auditor wish list!
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