Pricing Revenue Management Engine

Here’s the story, of a guy named Brady

Who was struggling with pricing on his own,

With so much stuff, to track and update,

He felt all alone.

Till one day when he heard about this product

And he knew it was much more than a hunch,

That this tool, could quickly manage pricing

Now RPM has made him pleased as punch.

If you grew up in the 70s then you know The Brady Bunch, 2 families coming together in 1 house well Rockton Pricing Management (RPM) takes a bunch of pricing strategies and puts them together in one pricing engine.

This engine is the place where all the magic happens.

All updates, calculations, adjustments, attributes are managed and executed in here. All you have to do is set it up and then RPM will take care of the rest. That’s why it’s the most flexible, powerful, multi-platform (yes, it works with any ERP!) pricing solution ever available.

 

How does it work?

It takes a starting value such as a price sheet, an input value, and uses all the calculations in the engine and then spit back out the final price with those adjustments.

You can have unlimited price sheets, you can stack them, you can setup a few items that are an exception to the rule.

There are many ways to configure and manage your pricing revenue management strategies with this one engine.

No more replication of data

Take and entire list of 50,000 items instead of replicating that whole list you can now say this other price list is now a simple calculation of 5% more than this one.

With RPM you will be able to minimize data entry, simplify the system, and provide an audit trail to show how that price was calculated.

Get the behind the scenes view of all the calculations and adjustments that determined the final price.

What’s next?

We know when it comes to pricing it can be overwhelming and there’s a lot to consider.

If you’re not sure where to begin when it comes to a pricing strategy or just need some guidance, here’s a checklist to help you get started.

You know what they say, 2 is better than 1, well here at Rockton we can say 3 is better than 1. Because these 3 tools can help you each and every day.

With these 3 tools you can:

  • Put users in timeout
  • Review batches with ease
  • Be an Inspector Gadget

Dynamics GP Toolbox is a set of tools to make your work simpler & easier® whether you are a system administrator or an end-user. There is a tool for everyone, but let’s discuss three of our favorite tools here.

The Top 3

#1 – Inactivity Timeout

The Inactivity Timeout tool gracefully logs users out of Microsoft Dynamics GP after a pre-defined period of inactivity. You determine the period of time the user may be inactive before they are logged out, and they are only logged out if they are not in the middle of a process. If they have a window open where they had partially entered data, the are not logged off so as to keep your data integrity.

This is a great tool if you have users who do not log out when they finish their tasks or finish for the day. By gracefully logging them out, you make room for other users to log into your system. While you may assign the default number of minutes for users to be logged out, you may also assign a time limit based on a group of users. You can also have a group of users excluded from being tracked as inactive.

Put Dynamics GP users in timeout

Setting up groups can be done quickly and easily. After they are set up, you now can assign the time limits to each group if they are different than the default limit.

For example, you may have a default time limit of 30 minutes but have a group of Accounts Payable users who you do not want to be logged out unless they have been inactive for 60 minutes. Then, you may also have a group of Sales Order Processing users who you do not want to be logged out unless they are inactive for 120 minutes. You can simply set-up each group and assign specific time limits.

User Group Settings

You can even set up a schedule for the inactivity timeouts. During a regular business day, you might not want users logged out when inactive but do want them logged out when inactive outside of business hours. Schedules make that easy.

#2 – Batch Review

The Batch Review window allows you to access your batches in one central location. No more switching between batches and different batch windows. In this window, you can review, edit, delete, approve, and post your batches. You also easily see what transactions belong to a batch.

There are also transaction-level functions you can do using this window. You can add, delete, void, and edit transactions within the batch by selecting the appropriate icon. This opens the necessary transaction window where you can complete your task. You can also transfer transactions from the Batch Review window. For example, you may need to transfer a sales transaction from an order to an invoice. You can even move transactions from one batch to another, right from this window.

Using Batch Review is so much easier than jumping from window to window to process your batches. This is great for small companies where the same user works in multiple modules. It’s also great for large companies where they have a lot of transactions and want to easily see transactions in a batch.

Batch Review Window in Dynamics GP

#3 – Inspector

Inspector is a great tool for the IT team and for users who build reports, SmartLists, or just need to find what table a field belongs in. Inspector provides technical information about the tables and fields for almost any window in Microsoft Dynamics GP, as well as 3rd party products that are dexterity based.

This gadget is for you if you need help creating reports and SmartLists. Setting up security can also be simple and easy since the technical information for the data you want is right there in one window.

Sales Transaction Entry Window

While these are just three of the tools in the Dynamics GP Toolbox, there are plenty more to help with system security, payment approval, and more.

Next Steps:

You can always email us as well with any questions or concerns at sales@rocktonsoftware.com.

Project Cost for Government Contractors

Not to burst our own bubble but Project Cost is a fan favorite with Government Contractors.

In fact, we put together 10 favorite features that make your work simpler & easier® in Dynamics GP when it comes to projects.

Why Government Contractors?

Contractors are subject to Federal Acquisition Regulations (FAR) and audits by agencies like the Defense Contract Audit Agency (DCAA). These Project Cost features will provide superior contract cost support documentation which will help maximize cost recovery.

Top 10 Favorite Features

1 – Approval and Edit Audit Trail

Auditors are concerned that contractors might improperly move or re-class charges from a contract that is over budget to one that has ample budget during the approval process. Project Cost records each change to a transaction as well as the date, time, and user who made the change. Even data from deleted transactions is maintained for a perfect audit trail.

perfect audit trail for government contractors

The audit trail records all transaction data as well as:

  1. Modified Date and Time
  2. User who edited
  3. Transaction User ID
  4. Employee ID from the Payroll System
  5. The approver for the Cost Side of the transaction
  6. The approver for the Billing Side of the transaction

2- Sample Dynamics GP Cost Document and Sale Document Links

Each Project Cost transaction is linked to either a GP cost document, a GP sales document, or both. With Project Cost, every cost and revenue is easily understood.

Sample Dynamics GP Cost Document and Sale Document Links

3 – Cost Segregation

Items 2a & 2d of the standard form “SF 1408 Pre-Award Survey Prospective Contractor Accounting System >> Section B – EVALUATION CHECKLIST” published by the General Services Administration (GSA) requires both:

  • 2a. “Proper segregation of direct costs from indirect costs.”
  • 2d. “Accumulation of costs under general ledger control.”

Dynamics GP does an excellent job of meeting these requirements.

Item 2b also requires “Identification and accumulation of direct costs by contract.” Dynamics GP with Project Cost does an excellent job of meeting these requirements. It also satisfies the requirements for the remaining items in the Evaluation Checklist. Read the short “Cost Accounting System Compliance for Government Contractors” paper referenced below for more information.

4 – Overhead Processing

Full support for multi-level overhead pool application and processing to support all evaluation requirements listed above.

5 – Project Model and Project Historical Model

The Project Model is a Project Income Statement Presentation. It shows actual versus budget, fully burdened Costs and Revenues using any overhead rate structure.

The Project Historical Model shows actual versus budget, fully burdened Costs and Revenues using the actual overhead applied in past periods and budgeted rates going forward. This is especially helpful in understanding profitability for larger multi-year projects.

6 – Ease of Use and Accuracy

Project Cost supports project coding on all Dynamics GP transactions including:

  • Purchase Order
  • Payables
  • Cash Receipts
  • Most Requisition Modules
  • Sales Order Processing
  • Inventory
  • General Ledger
  • Receivables

In all cases, the Project Cost form opens off the primary Dynamics GP entry form.

Based on User Options, it may open automatically or with a standard Ctrl + z keystroke.

These simple interfaces between Dynamics GP and Project Cost make using a project costing module easier to use and likely more accurate.

7 – Cost and Efficiency

Project Cost supports project coding on all Dynamics GP transactions with a minimum number of keystrokes. Its consistent user interface and efficiency reduce both training and operational costs making Project Cost likely the most cost-effective project costing module in the Dynamics GP marketplace.

8 – Early Processing

Auditors worry that users may input labor charges before they are completed. Project Cost records the date and time of entry as well as the actual transaction date. This allows auditors to easily locate any transactions entered before the work was completed.

9 – No Need to Print and Sign Timesheets

The DCAA considers the technology used to validate users in Project Cost T&E Entry equivalent to an electronic signature. This means that employees don’t need to print and sign timesheets.

10 – Built-In Dynamics GP Integration to DevExpress Report Writer

One of the Federal Acquisition Regulations’ original goals was to standardize cost submissions. As time passed, the audit agencies’ submission requirements diverged. The integration with the DevExpress Report writer allows each contractor to readily meet the submission requirements for each funding agency.

More Background

For DCAA Audit Guidance and links to more documentation, click here.

If you would like to learn more about Project Cost feel free to:

System Security for Dynamics GP

Working from home has its ups and downs and pluses and minuses. A few extra z’s in the morning, no commute, no traffic, and living in comfy clothes even if it is only from the waist down. But now you may have added responsibilities with the kids being home, online learning, more Zoom meetings than you ever thought possible. With more people working from home security also needs to be at an all-time high.

Did you know there was a 667% increase in Coronavirus phishing attempts?

Viruses, zoombombings, and phishing attempts are on the rise so it’s important to have the right tools and systems in place to protect your computer both at work and at home.

We want to help boost your security in Dynamics GP, manage users working from home, report on any changes made, and manage a lockout for both system maintenance and users.

Dynamics GP Toolbox contains many features to help solve business needs such as security and the ability to work simpler & easier® in Microsoft Dynamics GP. This collection of tools was created to reduce pain points in Microsoft Dynamics GP.

Put users in timeout

The Inactivity Timeout tool works exactly like it sounds. You can automatically log users out of the system if they are inactive for a pre-defined amount of time and remove those inactive users with ease.

If your team is struggling to remember to log out at home or in the office then this is the tool for you.

You don’t want to be greeted with this message all the time, Maximum Number of Users has been Reached, and neither do your users.

Read more about this tool and see it in action.

Dreams do come true

Security Manager is the dream come true tool for IT and GP Administrators.

Check out how you can:

  • See which users have access to specific roles, tasks, and details in GP.
  • Get more information on a task or modify a task.
  • Export your security information to excel. View and make changes and then import it back in.

Lock them out

We have two ways you can lock out users.

Now you get your stuff done and notify everyone when you are doing it. Hey users it is time for some system maintenance so finish up what you are doing please. This gives them a one-minute warning to finish up what they are doing and log out.

Now, you will have some noninterrupted time to install a service pack or run that backup or any other maintenance you have on the list.

System Maintenance Lockout allows a system administrator to prevent users from logging into a specified company or all companies in Microsoft Dynamics GP. This will also force users to log out of the system if they are already logged in.

3 strikes and you’re out

User Lockout is a security feature that locks users out of Microsoft Dynamics GP after they have made three unsuccessful password attempts.

8 character passwords need to be a thing of the past. Even with special characters, an @ instead of an a, they still are high risk for those potential hackers. Passwords need to be a 16-24 character limit to help prevent you from being a potential victim.

These just a few of the 27 tools in our Dynamics GP Toolbox. It is one of our most popular Dynamics GP add-ons because it is packed with a ton of functionality designed to save you time, money, and frustration all while improving your Dynamics GP user experience.

Next Steps:

The Story Behind Pricing Revenue Management

Many things have changed over the years. The cell phone has evolved from a singular calling device to a do pretty much everything but walk your dog device. Coffee has gone from the coffee pot to the elaborate coffee run – non-fat, extra whip, light ice, mocha frappucino anyone?

And just like those everyday essentials, ERP systems and software solutions have also made strategic evolutions as well. When’s the last time you used a CD to install software?

The same holds true for pricing revenue management. Once upon a time, we acquired a product called Omni Price, which plenty of our customers still use today. You can set up pricing contracts by customer, item, date, or unique criteria, and use filters to simplify lookups, updates, tracking, and exports but it was just for one ERP, Dynamics GP.

It’s such a great tool so why not spread the love to other ERP systems and provide more robust functionality. So, we took on the challenge and that’s when we developed Rockton Pricing Management.

It works with:

  • Dynamics GP
  • Acumatica
  • Dynamics365 Business Central
  • And more to come

You asked, we answered

One of the main reasons for this new product was customer feedback and feature requests. We’re all about helping the customer and making their work simpler & easier®. That has been our motto for over 20 years.

We weren’t able to do many of the cool requests within the existing code of the product. We thought – why not design something totally new to meet the needs of our customers. So that’s what we did.

If you have checked out some, or all, of the blogs in our pricing strategies series you learned all the ways, types, forms, advantages, and challenges pricing can have on your business.

Research, automation, and testing are important parts of an effective pricing strategy.

You may or may not need a solution

When it comes to pricing every industry is different, every business is different so you just may or may not need a pricing solution to help. We have found that there are some key industries that truly do benefit from it.

Some are:

  • Distributors (Food is a big one)
  • Manufacturers
  • Wholesalers

Many ERPs have some type of pricing functionality built-in and that may be all you need. But if you are in one of the above-mentioned industries, or have complex pricing scenarios, or a large number of customers and/or items, or offer a wide variety of price adjustments then you may just need something more robust.

Let’s Dive In

Rockton Pricing Management (RPM), an all-in-one, flexible, multi-platform, multi-currency pricing solution. It’s the  “set it and forget it” pricing solution. You simply establish any pricing scenario one time and RPM does all the calculations and hard work behind the scenes.

Key Benefits:

  • Automate dynamic pricing: Set it and forget it! You simply establish any pricing scenario one time and RPM does all the calculations and hard work behind the scenes, automatically!
  • Simplify your price lists: Create, organize, filter, and search all your price lists super-fast, and in a way that actually makes sense.
  • Create date-driven pricing: Assign valid date ranges to your price lists and you will automatically get the right one—on your schedule.
  • Take control of rebates, commissions, restock fees, offsets and more: Track special pricing adjustments and make sure everyone gets paid. Increase overall revenue by protecting your desired margins.
  • Sync with Dynamics GP, BC, or Acumatica: Rockton provides our SQL-based and web service APIs for RPM so you can connect it to your ERP system.
  • Save time and money: Create more efficient, accurate systems all in one place so you can focus on growing your business instead.

Pricing management is an ongoing process of developing, setting, executing, and measuring prices for your customers. When you sell things, you need a strategy.

Whatever the pricing scenario is we will try to help and show you an easier way. We are ready to take on the challenge. Email us anytime to schedule a personalized demo.

Moving to HubSpot

Marketing automation plays such an important role in the success of your business. It is the fastest and easiest way to communicate with customers, leads, vendors, and more.

You want to make sure you have a platform that helps with the heavy lifting so all you are doing is creating the content.

We decided to change platforms at the beginning of this year. Why? Because the one we had was not meeting our goals, it was not easy to use, and we had outgrown it.

When looking for a new platform there are a few steps you can take.

  1. Do your research – see what platforms are out there, get a demo, talk to other businesses using the platform.
  2. Does it integrate with your CRM or any other programs that you use?
  3. It is in your budget – just because the price on the website may seem too high, you can get discounts or monthly payments so don’t get discouraged by the price.

In March of 2020 we began the process of switching platforms and it was not easy. There is so much to consider when making the move.

Get prepared and have:

  • A comprehensive project plan
  • A dedicated project manager
  • Weekly check-ins and deadlines
  • Communicate with your contacts – email, blog, website notice

So, what platform did we move too????? HubSpot was the clear choice. It is the one that met all of our criteria. We are only 5 months in and still not where we need to be. It’s a work in progress.

We did a team assessment after using the platform for 4 months and here are the results.

What did we like?

  • All the videos and tutorials you can watch to learn everything you need to know about HubSpot.
  • Bi-weekly onboarding meetings and quarterly strategy meetings that kept us on track with implementation and marketing goals.
  • Excellent customer service and follow-through. Whenever there was a problem or question, the HubSpot team got back to us super fast.

What was it lacking?

  • There could have been more hand-holding for some things. I understand they want you to go out and do everything and find everything yourself but sometimes it is nice to have them walk you through it, like the Workflows.
  • Even though there are great video learning resources and tutorials, it can be a bit overwhelming because there are so many.
  • They could have been more involved in the initial setup on the backend. Feels like a lot of time was wasted trying to navigate that on our own.
  • More information on how it integrates with Acumatica and other third-party applications.

What would we do differently?

  • Be more prepared, it was more of an undertaking than we thought it was going to be.
  • Dedicate more time to the tutorials.
  • Bring more specific examples of tasks or campaigns we wanted to implement so that there wouldn’t be so much troubleshooting down the road.

What excites you and what should we start doing?

  • It is an amazing platform, I love using it, there is still a lot of learning to do but I am looking forward to continuing with Workflows, using Pillar Pages, and get more familiar with the reporting and analytics.
  • Excited for data-driven and targeted marketing so it doesn’t feel like we are blindly trying things to see what sticks.
  • The platform pushes us to think about any gaps we may have in our current marketing plan and encourages us to fill them in ways that make the most sense for our business.

Implementing any new system takes time and preparation. As long as you do the research, have a plan, and timeline in place with weekly check-ins you will get there.

We are excited to see what other marketing initiatives we can do, how we can develop a marketing engine, and learn to streamline communications to our customers, prospects, and partners.

Pricing Engine for Dynamics365 Business Central

Rockton Software/Rockton Pricing Management Now Available on Microsoft AppSource

[Erie, CO — August 2020—] Rockton Software today announced the availability of Rockton Pricing Management on Microsoft AppSource, an online cloud marketplace providing tailored line-of-business solutions.

Rockton Software is an Independent Solutions Vendor (ISV) based in the United States. The company started in 1999 by offering custom development for clients using Microsoft Dynamics GP accounting software. Today, Rockton Software is a creative company with add-on products for Dynamics GP and is expanding into the cloud space with Dynamics 365 Business Central.

Rockton Pricing Management is the “set it and forget it” pricing solution. You simply establish any pricing scenario one time and RPM does all the calculations and hard work behind the scenes.

“We’re honored and excited to expand our offerings in the Dynamics suite of ERP solutions,” said Mark Rockwell, President of Rockton Software. “This is a testament to the strength of our application, depth of our integration, and commitment within the Dynamics community.”

Toby Bowers, General Manager, Business Applications Group, Microsoft Corp., said,

“We’re happy to welcome Rockton Pricing Management to Microsoft AppSource, which gives our customers access to the best solutions available from our extensive partner ecosystem. Microsoft AppSource offers partner solutions such as Rockton Pricing Management from Rockton Software to help customers meet their needs faster.”

About Rockton Software

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 and Acumatica add-ons for all industries. Whether you need auditing, pricing, searching, reporting, cost accounting, or general user enhancements, we’ve got the solution for you! Learn more by visiting www.rocktonsoftware.com

Are you ready to take reporting one step further and save time doing it? Dynamics GP is one of the great ERP systems out there. There are also a ton of ISVs that help make it the most robust solution you would ever need.

So, when it comes to reporting there are some things you can do in Dynamics GP but maybe you need to take it to the next level.

Maybe you have to:

  • Manage reports from home or office
  • Email a batch of invoices with one click
  • Send a single report to multiple destinations

This infographic can help show you the key differences between Dynamics Reports Manager and Dynamics GP.

Dynamics Report Manager versus Dynamics GP

10 Valuable Ways to Print Reports in Dynamics GP

Working from home is the new norm. It’s still business as usual just done differently. Maybe you need some new ways of doing things, like printing reports.

What if you could manage and print all of your Dynamics GP reports from anywhere, to anywhere, at any time – without having to install or launch any external applications to do it?

Here are 10 ways we can help with Dynamics Report Manager.

#1 DRM hits the spot

No more launching other tools or products to get the data you need; with DRM reports are organized for you in one spot.

Dynamics Report Manager allows you to organize, edit, and launch all of your existing Report Writer (modified or unmodified), Crystal, FRx, Management Reporter, and SQL Reporting Services reports, as well as your Microsoft Word and Excel documents from one location directly in Microsoft Dynamics GP.

#2 Built-in Schedule

Imagine having that one report you need every morning. DRM has a built-in schedule feature that allows you to easily schedule your reports on an hourly, daily, or monthly.

So if you run the same report each morning or a group of reports each month, why not schedule it and have it auto-generate for you?

#3 Let’s print double

Why be limited to one printer selection at a time? You can print reports to multiple printers. Send each report in your system to a separate printer or file and have that selection saved. Yes, it is that easy.

Now you can print the report at your kitchen table and at the office.

#4 No more failure to launch

You can choose to replace existing reports that print within Microsoft Dynamics GP.

Launch Points allows you to take any of your existing DRM reports, have it generate, and print in place of the standard report in Microsoft Dynamics GP.

If you have a custom sales invoice created in Crystal reports, Launch Points gives you the ability to now have that custom report generate automatically from the Print button of your Sales Transaction Entry window or any other location you specify.

#5 Different Formats, No Problem

You can use DRM to automatically print different reports/invoices based on information on the screen.

For example, if a customer has multiple invoice formats and they print different ones based on the customer, you can use conditions action on the Launch Point to have DRM determine which invoice type to print.

Stepping up your customer service just got easier.

#6 Get your batch ready

No more onesie, twosies emails to your customers or vendors. Now you can email one batch of reports. Easily generate a batch of invoices and have them sent to your customers or vendors inbox. This saves you time and money and allows you to focus on other tasks.

#7 It is more fun with a group

Need 5 different reports now? With the reports in DRM, you can choose each specific report and have it print at one time. For example, if you need to print a Report Writer, Crystal, and SQL Reporting Services report, it can all be done in one grouping without leaving DRM and Microsoft Dynamics GP. How efficient is that!

#8 Customize it their way

Sally wants a report this way, your customer wants a report that way, and your manager wants a report another way. Is your head spinning yet?

Well with DRM, you can customize it any which way for any person. DRM allows each user to setup their Favorites Folder. Meaning, you don’t have to scroll through hundreds of reports you don’t use. Just go directly to your Favorites Folder and all of your reports can be accessed quickly.

#9 Top Security

You can ensure your reports are secure. IT professionals have no fear, DRM allows you to set security access for each report, therefore, each user can have a tailored view of reports they should be allowed to view and generate. You can even password protect them!

#10 Make Changes Anytime

You can easily add, edit, or remove reports. DRM allows users to easily add new reports, edit existing report generation options, or remove reports that are no longer needed within DRM.

Dynamics Report Manager is such a robust product that users often aren’t aware of all the neat features that exist in it.

If you want to try it out in your Dynamics GP environment, click here to get started today with a 30-day trial.

Connecting the Dots Between Project Cost, Dynamics GP, and Concur

Just like a blind date if there is no real connection, it doesn’t work. Well, we have a real connection between Project Cost, Dynamics GP, and Concur and it will make your work simpler & easier®.

Let’s Break it Down

Project Cost

What it does:

  • Integrates with Payables, Receivable, Inventory, Sales Order, Purchase Order, Payroll, General Ledgers, and Smartlist Modules
  • Eliminates unnecessary keystrokes and double entry
  • Automates the creation of invoices, employee expense transactions, payroll transactions, project budgets, and project purchase orders.

How it makes your work simpler and easier® in Dynamics GP:

  • Users can logon anywhere/anytime to record Time and Expense information
  • Managers can use the powerful Budgeting and Project Analysis Tools

Wipfli Concur Connect for GP

What it does:

  • Provides a secure, seamless connection between Concur and Microsoft Dynamics GP.

How it makes your work simpler and easier® in Dynamics GP:

  • This seamless integration means you don’t have to download, manipulate and reupload data into different systems.
  • Built into your ERP’s environment, so you don’t have to switch between applications to transfer data. You can continue working in your ERP.
  • The connector is prepackaged and cloud-to-cloud, which makes it easy to use and helps ensure a fast, real-time stream of data into your ERP’s different modules.

Having a link between these systems means no double entry of data, streamlining the invoice, payment and approval process, and tying them to a project.

How does it work?

Once the invoices are fully approved and extracted from Concur all you have to do is run the integration and this will initiate the process and bring them all in from Concur. There is even a validation process.

You will get a message if any of them failed and why a voucher could not be created.

All of the successful non-project invoices will sit in an unposted AP batch.

For those that are tied to a project, they go directly to the Project Cost module for validation.

Once in Project Cost they are cued up and know they need to populate in the import window. You can then review and validate them.

Once validated you can process and post them in Project Cost to the individual projects.

You will also see those with errors as well with a detailed error description.

You can also go to each individual project to see the impact of these costs and how they hit the project.

Want to see it in action?

In a recent Rockton and Wipfli webinar we showed this tool in a customer’s test environment.

What we covered:

How to:

  • Seamlessly integrate expense data and invoice processing between 3 systems you use daily
  • Reduce errors and manual entry with a tool that talks to them all
  • Automate Concur AP purchases into Dynamics GP and Project Cost

Check out this 30-minute recording.

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