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.

Are you and your team weary of installing a new product in your system? You are not alone! Considering potential system downtime is essential when deciding to implement a new solution; as we all know: time is money!

Let’s examine potential complications that would result in extended downtime during an installation:

  • No registration keys
  • Error messages and trying to find a resolution
  • Having an excessive amount of machines to install

Just as there are install scenarios to avoid, here are a few suggestions to help streamline the process:

  • Run through the install and implementation on a test environment first
  • Have registration keys and code ready to install before you begin
  • Verify all machines are available for the installation, don’t forget to account for spares or those that are not used every day.

As for Rockton products, the install itself does not take long. It is best practice to have users log out of Microsoft Dynamics GP whenever you are installing code. Typically, with each of our products, you will want to install them on every workstation. The resulting downtime is merely a reflection of how many workstations you have.

The first install will take the longest as this step creates the tables and stored procedures. Even then, the install accounts for less than 15 minutes. Each additional workstation usually requires 5-10 minutes of processing. All of our products, except Omni Price, have tables stored at the system level. This means it only needs to be installed once on each machine.

For Omni Price, you will need to install for each company that will be utilizing Omni Price. Depending on how many companies you have, the install could take a bit longer than our other products. You only need to install Omni Price on the machines where pricing is used or needs to be viewed.

After the product is installed, users may continue to work in the system while you continue the setup of the product. The actual implementation will vary based on product, but can typically be accomplished within a day. Product configuration can be expedited if you have been using our product in a test environment, which we highly recommend.

Cue Auld Lang Syne and raise your glass to another year in the books! This time of year we like to take a pause and reflect on developments of the past, present, and future.

PAST

 

2017 played host to two major Rockton product releases. In January, we introduced two new tools to the Dynamics GP Toolbox: Batch Review Window and Security What If?. Later, in June, we put out a major release for Omni Price. Both releases have been wildly successful and we’ve received positive feedback from happy customers!

PRESENT

 

A peek behind the development curtain and you’ll find a robust Auditor release that’s been in the works for a while. This new build is scheduled to be released the later part of Q1 2018. You may be wondering, “What can we be looking forward to?” We’re glad you asked!

New Queued Approvals:

Currently, when using e-sign and you request a signature or a sign off on a change, that sign off has to happen right away in order for that change to take effect.

Not anymore.

We’re introducing another additional option where you can queue that approval. If for some reason an approver is not available to approve that change on demand, the proposed change will sit in a queue and wait for the approver. Once approved, it will go back in through the system and that change will occur.

Expanded Journal Voucher Roadmap Functionality:

In Auditor, many are familiar with the journal voucher roadmap for the GL that shows users who did what in the transaction process. We are going to be push that functionality out to other modules as well so you’ll get a nice view of who is entering transactions, approving them, and finally posting them.

If you made any suggestions around these queued approvals or other features that we’ve put into Auditor or any product releases, and we’ve told you that we’ve attached your name to that software bug or product enhancement, you’ll automatically receive a notification. So keep an eye out!

FUTURE

 

Also to come in 2018, a new release for Dynamics GP Toolbox and a product enhancement to SmartFill.

If you currently own either of these products, keep an eye out for a survey detailing our new feature ideas and provide your feedback to aid our development team in best serving you.

If you have any questions regarding past, present, and future product development, please reach out to our support team at support@rocktonsoftware.com.

A New Year and a new version of Microsoft Dynamics GP…What better time for a FREE product from Rockton!?

Would you like a little help with your next upgrade, new workstation or even product install?  Rockton’s Version Pro will do just that.  Version Pro allows easier maintenance and version control over multiple 3rd Party products on multiple workstations on your Microsoft Dynamics GP network, and it’s FREE!

With thousands of after-market solutions available for Dynamics GP, it is inevitable that your site has several additional products installed on each and every workstation using Microsoft Dynamics GP. In fact, common elements such as SmartList, HR, Fixed Assets, Collections Management, and other Dynamics GP integrated solutions distributed by Microsoft require their own installation and unique product dictionary. This means that you, as a network administrator need to keep track of each and every product version for all workstations on your network.

Version Pro is designed to keep track of each product you have installed at a system level, and it takes the next step in ensuring that every workstation on your network is on the same version for every product. This is critical to managing your network: if one user is using an outdated version of one product, data corruption and downtime can result. Version Pro verifies upon login that all products required by the system are loaded and are on the current version. Optional email notification and logging of incorrectly configured workstations is ideal for centralized management and control. System administrators can force users to exit the system when they are not operating with the correct products or versions loaded.

See Dynamics GP Toolbox User Guide for more information (Page 55-56).

How to Get Version Pro:

  1. Request Version Pro registration keys by simply emailing us at sales@rocktonsoftware.com.
    • We need to collect a few pieces of information to generate the registration keys. To help us better serve you, take a few moments to complete this form and attach it to your email request.
  2. Download our Dynamics GP Toolbox product
    • Visit the Dynamics GP Toolbox product page on our website
    • Click on the Download Dynamics GP Toolbox on the right-hand side of the page
    • Follow the Installation steps found in the Dynamics GP Toolbox Manual

Watch the steps to help you get started:

FAQs:

Q) Why do I have to install Dynamics GP Toolbox if I would like to start using Version Pro?
A) Version Pro is not a standalone product and is included in our Dynamics GP Toolbox.

Q) Will I have access to all the tools included in the Dynamics GP Toolbox?
A)  Our Version Pro registration keys will only allow you to use that specific feature.

Q) Does Dynamics GP Toolbox need to be installed on every workstation for me to use Version Pro?
A)
You will want to install Dynamics GP Toolbox on each machine where Microsoft Dynamics GP is installed.

If you have any additional questions regarding your free download of Version Pro, please contact our team at sales@rocktonsoftware.com or for product support, support@rocktonsoftware.com.

Ring! Ring! The school bells are ringing.

 

For many of us, our first days of school are long gone, but that doesn’t mean the buzz is any less invigorating.

 

My favorite part of a new school year wasn’t the new clothes, but rather the school supplies shopping trip. There were a few reasons this ritual will hold a special place in my heart. For starters, there was almost always a post-shopping feast at Taco Time to look forward too. Secondly, I thrived off the chaos of the crowded aisles, inspiring me to grab the last bright pink notebook before the girl next to me could. And finally, I loved feeling prepared, proudly checking every item off my list. It was symbolic in a sense, like now I was really READY for school, #2 pencils and all.

 

I think back to this feeling of preparedness and wonder why more businesses don’t place an emphasis on recreating that sentiment? Shouldn’t we all arrive to work each day feeling poised and ready to perform at our highest levels?

 

The answer is YES! And what’s even better, Rockton Software is here to help.

 

Much like kids need their school supplies, your Dynamics GP system needs similar attention. Our products are designed to make your work simpler & easier®, so you’re prepared to tackle whatever may come your way in a fast and efficient manner.

 

Here’s our Dynamics GP supplies list:

  • 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

If you haven’t already, we hope you’ll check a few of these items off the list. Whether you’re in need of improvements with auditing, searching, pricing, reporting, security, or simply general user enhancements, we’ve got the solution for you.

 

Not sure if one of these is exactly what you need? All of our products include a FREE 30-day trial, and we encourage you to take them for a test run before purchasing. Contact our sales team at sales@rocktonsoftware.com for more information or to set up a one-on-one product demo. 

In this fast paced business environment, one of the main barriers to implementing a technological change is the assumed hassle of setting up the new system. We feel your pain! That’s why we’ve taken the stress out of the install process with our products!

 

Having a quick and easy implementation for third party products in your Microsoft Dynamics GP system is important to your business, your customers, your users, and of course, your wallet. Maybe you are trialing a brand new product or perhaps it’s time to upgrade your current product, either way, implementing and installing can be a daunting task.

 

If you’re looking to install a Rockton Software product for the first time, for a trial period, or to install a newer build of a Rockton Software product, it’s as easy as these steps!

  1. Download the correct Rockton Software product version that corresponds to the Microsoft Dynamics GP version you are currently running. 
  2. Have all users log out of Microsoft Dynamics GP and make a complete restorable backup.
  3. Extract the downloaded Rockton Software product’s zip file, then find and right-click on the setup.exe file, for example SmartFillSetup.exe, and then click Run as Administrator.
  4. Install the files to the correct Microsoft Dynamics GP code folder. For example, the typical path for the Microsoft Dynamics GP 2015 code folder is: C:\Program Files (x86)\Microsoft Dynamics\GP2015.
  5. Right-click on Microsoft Dynamics GP, and then choose Run as Administrator.
  6. Choose Yes to Include new code.
  7. Log in as sa.
  8. On the first install, go through the Installation Wizard, which will automatically open.
  9. Finish the install by performing steps 3-6 on all workstations that have Microsoft Dynamics GP installed. 

Click here to read the full KB article on Installing a Rockton Software product: First install or installing the latest build/newest version.

While you’re at it, here’s a short video on the simple and easy SmartFill installation, whether for a free 30-day trial period or full registration keys. For more information, contact Rockton Software at sales@rocktonsoftware.com.

We’ve been tossing around the topic of segregation of duties within our team recently and one team member proposed a fun analogy. What if we explained segregation of duties within GP as if it were The Hunger Games!

We’re not suggesting you throw all your GP users into the conference room and see who makes it alive. Rather, humor us and pretend for the next five minutes that you find yourself in Panem, the futuristic civilization created by Suzanne Collins in her book trilogy.

For those that didn’t fly through the books or watch the movies, I’ll provide a little context. Panem is comprised of 13 districts. Each district is responsible for providing specific goods or services for the entire country, such as transportation, power, lumber, textiles, etc. This works because everyone sticks to their expertise and the result is harmony in the country. (That’s where the “Hunger Games” part comes in and things take a turn for the worse, but we don’t need to go there for this example.)

Just imagine what those 13 districts would look like if they were users in Dynamics GP…Payroll clerk, Payroll manager, Payables clerk, Payables manager, and so on. With so many users working on various overlapping tasks to keep the system running smoothly, it’s a wonder we ever keep anything straight!

Segregation of Duties is here to help create harmony between the metaphorical districts in your Dynamics GP system.

5 stages to harmony in Dynamics GP

1) ​Define the districts.

  • For example, there are two districts in the system for Payables Invoices and Payables Checks.
    • One district enters Invoices in Payables Transaction Entry and Purchase Order Entry.
    • The other district enters Checks in Select Computer Checks, Payables Manual Payment 

2) ​Create the districts.

  • Based on the two districts listed above, two Group IDs would be created in Segregation of Duties. You can do this either manually, by importing in a Security Task, or by importing in a previously defined Segregation of Duty Group.

3) ​Define and assign the Exclusions.

  • Because the Users in one district should not have access to the forms in the other district, an Exclusion ID needs to be created between the two of them.

4) Run and review the reports.

  • The reports will help you identify where a conflict exists for the User(s) between the groups you have set up to be excluded from one another.
    • The Segregation of Duties Conflicts report is per Exclusion and will tell all of the Users that have access to at least one of the Forms selected in each of the two districts that have an exclusion between them.
    • The User Segregation of Duties Conflicts report is per User and Exclusion and will tell you when a User has access to at least one of the Forms selected in each of the two districts that have an exclusion between them.

5) ​Adjust Security as needed. 

For detailed steps on how to do this for a Payroll Clerk group and Payroll Manager group in Dynamics GP, see KB How to create a SOD Group ID, an Exclusion ID, and how to review the SOD Reports.

May the odds be ever in your favor!

If you have any questions, please email us. We would love to help!

A couple of years ago I wrote a blog called, Give a Support Team a Script Log in Microsoft Dynamics GP.  That blog outlined three methods for how to help your support technician help you troubleshoot your problem by providing them with the best script log.  Since that blog was published, Rockton Software has added a new window to our products which further simplifies the process of creating a script log using two of the three methods mentioned in that original article.

A refresher

There are many types of log files, such as DexSQL logs, SQL Profiler trace files, and Windows Event logs, and they all contain different types of information.  Sometimes one log is appropriate when another is not.  Your support technician will let you know which type of log is needed.

A script log is a text file that lists all of the procedure calls that are being executed as the software runs inside of Dynamics GP.  This can be invaluable to a developer who may get called in on tough cases, because she or he can compare the calls in this script log to the calls in their program source code.  This will likely allow them to determine, with quite a bit of precision, what the program is doing behind the scenes.  

Creating the best script log

The general idea in creating an efficient script log is that you want the log file to be as small as possible.  At first, this may seem counterintuitive; after all, why not give as much information as you can?  The reason is that these logs generate lots and lots and lots of data.  If you can narrow down the log so that it contains just the activity that causes the error to occur, then you will save your support technician from having to slog through pages and pages just to find where to start looking.  For this reason, there are three very important things to keep in mind when creating your log file: 

  1. Begin logging at the last possible moment before the error occurs.
  2. While logging is active, perform the fewest possible actions necessary to make the error happen.
  3. Turn off logging as soon as possible after the error occurs, without doing anything more than is absolutely necessary in the application.  

Following the above guidelines will, in most cases, give the support technician exactly what they need to quickly isolate where in the software the error is occurring.

Creating a script log from Rockton Software products

Two methods for creating a script log that I described in my original blog post (The built-in script logger and Starting script logging from the login) have been simplified and improved upon by means of the Enable or Disable Script Logging window.

The Enable or Disable Script Logging window can be found in the latest builds of our Dynamics GP Toolbox and SmartFill products.  At the time of writing this blog, we are finishing up a release of our Omni Price product which will also include it.  The next time we release Auditor and Dynamics Report Manager, you will see it in those products as well. 

You can access this window by first opening the Setup window of one of our products, then clicking on the Troubleshooting tab.  Click on the option labeled, “Enable or Disable Script Logging”, which you will see near the bottom of the list.

So, what are the benefits of this new window?  Read on! 

Immediate script logging 
Follow these steps when you need to start logging at some point after you have logged in:


  1. Open this window and have it off to the side so you can use it when the time is right.
  2. Perform whatever actions you need to perform to recreate the error, not including that final step that causes the error to occur.  Keep in mind the three crucial steps in the Creating the best script log section, above. 
  3. On the Enable or Disable Script Logging window, choose Immediate for Log Type.
  4. Enter or browse to a path and filename to use for your script log.
  5. Click the Start Logging button.

At this point, everything that you do in Dynamics GP will be logged to the file that you specified in step five.  This is why you should not start logging until the latest possible point before the error occurs. Of course, if the support technician gives you specific instructions for where to begin logging, then follow those instructions. But in the absence of that, you should try to start logging as late as possible.

Once the error occurs, and you have captured everything that you need to capture, click the Stop Logging button, which will now be enabled.  In some cases, you may not be able to choose this option because there is some error message or other dialog that is requiring you to respond to it.  Go ahead and respond.  Then turn off script logging at the earliest opportunity.  Again, the objective is to put as little as possible in the log file, so don’t do anything that’s not absolutely necessary before you stop script logging.



It is a good idea to keep good notes for everything you did and what happened while script logging was active.  This will also help your support technician understand what they will be seeing in the log that you are sending them.

As you can see, this process is much easier than updating the Dex.ini and logging out of and into Dynamics GP.  It also does not involve adding that Debug menu, which would possibly be confusing to other users in a Citrix or Terminal Server environment. 

Starting script logging from the login

If your situation requires you to start logging during the login process, you can use this same window to do that.  Follow these instructions: 

  1. Open this window and choose At Next Login for Log Type.
  2. Enter or browse to a path and filename to use for your script log.
  3. Click the Start Logging button.
  4. You will see a message telling you that logging will start the next time you log in to Dynamics GP.
  5. Exit Dynamics GP, then log back in again. 


For this next login only, the script log file you specified will automatically be created in the specified folder.  To turn off script logging, you can do any of the following:

  1. Choose Disable Script Logging from the product’s Setup menu
  2. Press Ctrl + Alt + Shift + D.
  3. Open the Enable or Disable Script Logging window and click the Stop Logging button.

Using this method allows you to specify the filename and location to use for your script log file.

We want your feedback!

Please let us know if we can clear up anything that might be confusing or if you have any other information that would be useful.  And as always, if you have any suggestions for future blogs then please, suggest away! 

We can all admit that bad habits seem to work their way into our daily routines, even when it comes to tasks in Dynamics GP. Well, we’re here with good news: it’s not too late to implement a few New Year’s Resolutions to quell those habits and enhance your day-to-day use of GP! Let’s break it down by activity in Dynamics GP.

Auditing

Bad Habit: Auditing everything.

Resolution: It is very important to Audit what you need audited rather than setting up Auditor to audit everything because you are unsure of what to audit. To help with this process, you will want to review the processes done in GP that your departments perform. You will also want to work with the experts in those departments to help you identify areas you need to audit. Here are some categories to help you and the experts identify areas you need to audit.

  • Preventing fraud. For example, it may be important for your company to track changes to the Vendor Check Name field in the Vendor Maintenance window to help prevent potential fraud from happening. Auditing this change will help you identify the user(s) that is trying to write a check to someone else.
  • Training opportunities. For example, it may be important for your company to audit changes to the Vendor Hold field in the Vendor Maintenance window because it keeps changing from hold to not on hold and you cannot figure out who or what process is changing it. Auditing this change will give you the information you are looking for and help you train that user(s) to only make the change when appropriate.
  • Auditing for Auditor requirements. For example, it may be important for your company to audit who enters and who posts a transaction in the General Ledger. You can utilize the Journal Voucher Roadmap to do this. There is no set up for this. You just need to install and register Auditor. *Note: Auditor needs to be installed on all workstations that have GP installed on them. To learn more about the Journal Voucher Roadmap, click here

Once you have identified what you need to audit, create your Audit Groups.

  • Click here to watch a video on how to create an audit group to track PM Vendor Master File information & view Auditor Record.
  • Click here to see a KB article on auditing General Ledger Journal entries and who approved the Batch ID.

Bad HabitNot deploying SmartList Designer reports to Excel for the non-GP Users who need to see your Auditor SmartList reports. 

Resolution: Click here for steps on How to Create an Auditor Report for Non-GP Users.

Pricing

Bad Habit: Manually editing prices on Omni Price contracts instead of using the Omni Price Contract Mass Update utility.


Resolution: Click here to see how easy it is to update your Omni Price Contract prices using the Contract Mass Update utility.


Reporting

Bad Habit: Not creating a Dynamics Report Manager (DRM) Launch Point for scheduling reports to run automatically.


Resolution: 
Click here to see how to set this up in DRM. A video is also included.

Searching in Dynamics GP

Bad Habit: Clicking the lookup button and scrolling through hundreds of master records.

Resolution: Enter part of the value you are trying to look up, tab off the field, and let the magic of SmartFill do the work for you! Click here to see a video on how it works.

Security

Bad Habit: Forgetting to use Mentor to quickly change security for a User.


Resolution:
Click here to see steps on how to use Mentor to quickly change security for a User. A video is also included.

While you may or may not be guilty of these habits above (no one is pointing fingers), we hope you’ve gleaned a few tips that will improve your everyday work in Dynamics GP. Here’s to a year of new habits inspired by efficiency and streamlined processes!

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