GP Optimizer Live Recordings

Another GP Optimizer Live is in the books. While we wish we could be in person, there is light at the end of the tunnel. In-person events will happen sometime this year.

Things were a little different this time around.

  • New platform
  • More content
  • Keynote speaker
  • Expo time
  • Virtual ventriloquist

This 2-day event was jam-packed with sessions from well-known ISVs, a GP MVP, and an All-Star. There were a few hiccups and audio issues along the way which is understandable using a new platform, but you get to skip all that with just the recordings.

We kicked it off with an amazing keynote. John Garrett shared why it is so important to ask this question to everyone you work with, interview, meet – What’s your and? Work is way beyond our skills, expertise, and what time we clock in every day. It’s about what makes you happy, what you do outside of work, and who you are as a person. Not a number, statistic, or goal you have to reach.

It was so great to see all the amazing hobbies and passions everyone shared.

Check out the recording and feel free to share it with your team as well.

What's your and? Keynote Session

How can you incorporate “What’s your and” into your work life?

  • Add it to your signature
  • Have monthly chats
  • Ask this question as part of the interview process

Help! I need to make SmartLists useful again

Nicole Albertson, GP All-Star, took the stage on day 1 to share so many tips and tricks when it comes to Smartlists.

Everyone has unique needs when it comes to their data and SmartList doesn’t always cut it. Nicole will show the ways to make your data come to life.

3 Tools That Can Help You

  1. SmartList Designer -included with SmartList today
  2. SmartList Builder – available from eOne Software
  3. SmartView – available from eOne Software

Check out the recording where Nicole dives into each of these 3 tools, the differences, as well as a ton of resources you can utilize today to help you manage SmartLists in an easier way.

Stop Running SmartLists Just to Export to Excel Dang It!

Rod O’Connor, GP MVP, took the stage on the second day and shared why you don’t need SmartLists just to export them to excel.

There are so many other ways, both easier and quicker, to get your data into Excel if you need to.  In some cases, you can even have the go-to’s you’ve come to love. The best part, this is for all the non-developers who are ready to get your data into Excel where you want it.

View Rod’s recording and resources which are available for you to use.

Rockton Rockstars

Project Cost vs. Project Accounting – Is there a difference?

There sure is!  But, let’s first share what they have in common.

Both can manage and track your projects. Both work with GP. Both have reporting capabilities.

But there are some key differences that you should be aware of when deciding, and we have broken them down for you in this simple chart.

Project Cost versus Project Accounting Chart

Ginger shares with you what the key differences are and what you need to look at it when it comes to choosing the best solution for your business.

Remote workers became the source of up to 20% of cybersecurity incidents

Working from home opened up a ton of issues with security breaches, zoom bombing, and tons of headaches. It wasn’t all sunshine and rainbows and binge-watching Tiger King.

Alicia shared why you need to beef up your security in GP. She focused on our most popular product of 2020 – GP Toolbox and the 4 COVID reasons why:

  1. Security Manager
  2. Inactivity Timeout
  3. System Lockout
  4. Password Policy Options

So many topics to choose from

There were many sessions on helping you automate key processes and areas of businesses from AP automation to industry deep dives on inventory and supply chain challenges.  As well as, streamlining purchasing workflows and automatic time tracking.

There really is something for everyone. So, checkout all the recordings and resources. Share them with your team and reach out to any of the ISVs that helped make this event a success.

We certainly hope to see at GPUG Summit in Houston in October!

: How To Improve Security & Multi-Entity Management

Rockton Software and Binary Stream tackle the challenges Dynamics GP Users face when it comes to security, user management, and multi-entity management.

The POWER of 1

Imagine if you could take many databases and bring it down to one. One database, one single login, but multiple companies and with all the security you need.

Multi-Entity Management handles intercompany transactions in a single database, whether you have 5, 10, 20, or even 600 companies.

Yes, you can:

  • put them all in 1 database
  • end up with a single sign-on
  • have complete control of security for the access of your users
  • have a single set of master records you can share between companies or not
  • have different rules for different companies

All of this functionality is available even within a single SQL database your GP world sits on. Imagine accessing all the companies and never having to logout and log into different databases ever again.

Ways to set-up system security

You can restrict users from certain databases while giving them access to others. All the security is done over all of your companies but from one database.

You can:

  1. Identify what companies the AP Clerk can see (in one database)
  2. Assign any vendors to any combination of companies
  3. Users can see only those databases they have access to

Something for everyone

With Dynamics GP Toolbox you’re not just getting a tool, you are getting an entire tool kit. This toolkit contains 27 tools. These tool ideas came from users like you.

These tools can help anyone who uses Dynamics GP. We cover security and system administration as well as some to enhance your business processes pieces and end-user experience.

Since we are focusing on security for this blog below are 3 of the 27 tools we wanted to point out.

1. Security Manager

Security Manager allows you to look at the security across your different companies, and flip between them so that you can see exactly what your users have access to.

What can you report on?

  • Your different roles
  • Your tasks that are under those companies
  • What users have access to
  • What windows in a company, what SmartLists, reports, roles, & posting permissions
  • Compare what a user has against another user
  • What roles users have across companies

This information can all be printed and customized. You can also export all this information to Excel. So if you need to make changes perhaps to a different company, or maybe you just want to copy everything over to a new company, you can export a file out into a different file format, import it back in, and then those changes you’ve made in that file will then be your security.

2. Inactivity Time-out

This has been a huge lifesaver since COVID hit and everyone started working from home. When users forget to log out of the system, whether at home or in the office, this tool is for you. Especially if you’re a bit restricted on the number of user licenses.

You can set a default number of minutes that a user can be inactive in Dynamics GP, regardless of company, before being gracefully logged out of the system.

You can set that time based on user groups and you can specially set times for particular users in a group. Maybe light users get 60 minutes and those who enter just time and expense get 30 minutes.

In summary:

  1. Consider assigning a shorter amount of inactivity time to people who are only periodically in the system. For example, those folks logging in to enter an order here or there or their time.
  2. If a user is actively working in the system, say entering transactions, printing reports, posting batches, entering data, etc. they will not automatically log out of the system. Users are only logged out if they are inactive and still logged into the system.
  3. The Inactivity Time-out Tool is going to completely remove you from that activity table so that the license is freed up for someone else to get into the system.

3. Period Open & Close

Whether you have 1 or many companies this a great time-saving tool. This tool was specifically built for a customer that has 138 companies.

Imagine going into GP and having to open and close periods for two days, every month, because you didn’t want to double click and close the financial series.By having every company in one list you can now pick the fiscal year and multi-select those companies you want to close. So, it’s a huge time saver and it’s great for minimizing the potential for user error.

Whether you need to manage users at home or at the office or manage multi-company challenges from master record consolidation to balancing intercompany transactions we’ve got you covered.

Next steps:

Congrats to these 2 Dynamics GP Nonprofit Organizations

A few years ago, Rockton enacted a 1-1-1 rule. This means we dedicate 1% of our team’s time, 1% of company profits, and 1% of our product is given to charities in our communities. Employees enthusiastically jumped at the chance to engage with their chosen charities. It is such a great part of our company culture. We support a wide and interesting range of nonprofits in the communities where Rockton Software employees reside.

Going along with this rule we have recently incorporated something new. Each year we ask for nominations from nonprofits that would like to receive one of our products at no charge. We typically announce the winner at GPUG Summit but since this event went virtual we had to do things a little differently.

This year we are thrilled to give out not 1 but 2 awards.

Congrats to Autism Services of Saskatoon and Grace Lutheran Communities.

After all the submissions were reviewed, we felt these two service organizations go above and beyond for their community and they both deserved to get their requested product.

Autism Services of Saskatoon Submission

I would like to nominate Autism Services to receive the Dynamics GP Toolbox solution. We have been in operation for just over 40 years in the Saskatoon community and on an annual basis have approximately 130-145 new families every year coming to us for services.  The existing families still need support so our demand for services has been increasing dramatically in the past 5 years.  In all of this, I feel having the right tools in our hands to do our administrative processing as efficiently as possible is a good way for us to save a few dollars that can then be used to support our clients.

Grace Lutheran Communities

I’m writing this nomination for the free Rockton product that you are looking to reward to a non-profit organization. We are a non-profit organization that specializes in Skilled Nursing Facilities, Assisted Livings, Low-Income Apartments, Adult Day Services, and Child Care. Our organization uses Microsoft Dynamics GP for our Accounts Payable and Finance reporting.

Being a nonprofit organization, we use our budget to the best of our ability to service our residents and clients and most times go without the technology items that would help us with our day-to-day operations in the office. If I could have one product introduced to my Finance Team, I would like to get SmartFill. I feel as though the functionality of this product would greatly help us when we are dealing with information for 20-plus facilities and over 300 vendors that we do business with.

With a small team of seven people doing so much any little time saving tool would greatly help and impact the amount of time spent looking for something within the Dynamics system. I also find that this product would allow us to find mistakes before they happen and really impact our organization. I know that using this product previously it can help elevate double payment to vendors and such issues that arise. With an organization that does so much for so many facilities with a small number of employees this product would definitely be beneficial to us.

Congratulations to both and we are so excited to help be a part of your mission!

If you would like to learn about these two organizations and donate check out the information and links below.

Autism Services continuously strives to deliver the highest standard of support, advocacy, and service to individuals with autism, and their families and caregivers.

Click here to donate, https://www.autismservices.ca/how-you-can-help/make-a-donation/

www.autismservices.ca

Our vision at Grace Lutheran Communities is an evolution. We will breathe life into our vision with initiatives that help us live the vision a little more each day.

Click the link to donate to our Supplying Grace Fundraiser: https://www.autismservices.ca/how-you-can-help/make-a-donation/

https://www.graceluthfound.com/

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 improve and simplify your business processes.

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 will simplify your business processes by gracefully logging 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, they 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 simplifies business processes by providing 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.

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:

Inactivity Timeout Tool Saves Time and Money with a Remote Workforce

Inactivity Timeout Tool Saves Time and Money with a Remote Workforce

Is your team struggling to remember to log out of GP when they are logged in from home? Are you greeted to a Maximum Number of Users has been Reached message when you try to log into your Dynamics GP system?  Do you often have to run a routine to kick people out so users who need to be in the system can get in?

Most users and GP Admins respond with a resounding “YES”!

We have good news; you can put your users in Time Out. Well, maybe not good news for them. The Inactivity Timeout tool works exactly as 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.

Here are a few ways this tool can help you and your team:

Enable Users to log into Microsoft Dynamics GP

  • Using the Inactivity Timeout tool can help when there is a need to lower your Dynamics GP FULL User Type count or the count has already been lowered.
  • The enabling and easy setup of the tool will aid in logging Users out of the system who are no longer active in Dynamics GP and allow for other Users to log into Dynamics GP.

Graceful logouts

You no longer need to reach out to your IT department to delete a User who has left for the day by removing their record in the ACTIVITY table.

Inactivity Timeout logs a User out of the system the same way it would if you were to choose Microsoft Dynamics GP | Exit or the Microsoft Dynamics GP Close button. It’s a complete log out of GP and the ACTIVITY table.

No need to worry about Active sessions being logged out.

The Inactivity Timeout tool is smart! If you are actively working in the system, even if a process takes a long time, you will NOT be logged out if you are posting a batch or waiting for a report to generate. It also knows if you are midway through entering a transaction and need to complete it. Dynamics GP will provide a message asking the user if they want to save their changes but will NOT log them out. We don’t assume what you want to do with your work in those cases, so there is no risk of stuck data.

Flexibility with User Groups

User Groups can be created and then added to the Inactivity Timeout tool to specify the following:

  1. If the User Group should be included or excluded from the tool. For example, an ADMIN group could be created for Users like ‘sa’ and then marked as excluded from the Inactivity Timeout tool. Then the rules never apply to that user and they are never automatically logged out.
  2. The number of minutes inactive before gracefully logging the users specified in the User Group will be logged out of the system.
  3. This is helpful with light users who may only access the system for a brief period of time each day – you can set this timer for 5 minutes, so those licenses are rarely tied up.
  4. Schedule when the Inactivity Timeout is active or inactive for the User Group.
  5. Specify the default minutes inactive before timing out for all Users not specified in a User Group. This is a great catch-all if you don’t want to put all your users into specific groups right away!

Check out this quick video to see this tool in action.

Inactivity Timeout Tool Saves Time and Money with a Remote Workforce

This just one of the 27 tools in our Dynamics GP Toolbox. It is one of our most popular Dynamics GP add-ons, 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:

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

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