Auditing or tracking has become a big piece of what businesses look for when it comes to Dynamics GP, especially with more people working from home. Not only does it give you a picture of what your users are doing, it helps find and prevent fraud, find process issues, and even troubleshoot when data is mysteriously changing. In your quest to find the best way to audit or track information you may ask yourself, what is the difference between Rockton Software Auditor and Dynamics GP Activity Tracking? What do they do? Which one do I need?
Let’s take a closer look at both products and answer some of those questions.
What are they?
What does each product do that will make my work simpler and easier®?
Auditor is our auditing product. It allows you to capture when a new record is created or when a record is deleted. You may also track when fields in existing records are changed. Plus, you see who made the change, when it was made, where it was made, and optionally even why it was changed. You control what is audited.
Activity Tracking is less about auditing specific windows and fields and simply tracking the user and what they are doing, such as accessing windows and tables, printing, or posting. You may see a window was accessed but you wouldn’t see if the user changed the Vendor Check Name to be their own name.
What are the benefits for each?
Auditor has so many benefits. It isn’t just for capturing fraudulent activity anymore. It is useful when you have new employees and you need to capture information on them, or you are having mysterious data issues. But we could go on and on so if you want to see more about what other uses Auditor has, take a look at the blog: 4 Reasons Auditing is Not Just For Fraud Prevention.
Easy to setup and use
Creating audits does not need to be difficult. You set up all your audits in one window and have multiple ways to audit so you get what you need. You can create a form audit, table audit, or a SQL table audit. You can even download Sample Audit Groups from our website to get you started.
After you have your Audit Groups created, they are easy to use. In fact, your users won’t even notice they are being audited. There is nothing more to do except to review the audits.
Captures information you need
The information Auditor provides is so helpful. When an audit is created, you determine if you want to capture adds, deletes, and changes. A SmartList report can easily tell you the who, what, when, where, and why.
Control audits by user and company
When you create an audit, you have the option to assign all or specific users and companies to the Audit Group. This makes it easy if you need to audit a new employee or only one company. You get to control who and what is audited.
Archive and purge data
As audits are captured, records are written to the table. Eventually, you will want to remove some of those older records. This is easy to do with the archive and purge feature. You can archive the records first so that they are still accessible externally should you ever need to go back to them. After they are archived, you can purge the records to remove them from the table.
When you buy the Auditor product, E-Sign is included. E-Sign is an added benefit where you can require an approver to approve changes made by a user. The approval can be done immediately or sent to a queue for approval later. This is helpful for those date-sensitive fields that typically should not be changed or only changed by specific users.
Reviewing the audit records can be done through the Audit Inquiry or by using the SmartList. You can even create your own report in SSRS using the RSAS015 table.
Auditor provides detailed information around changes made in your system. It’s easy to understand and captures the information you need. If you are looking for a true auditing product, then Auditor is a good option.
Basic tracking of activity
Provides a way to capture basic activity on whether a user was successful or failed when performing certain activities within GP.
Multiple activities are tracked
Activity Tracking offers 5 different activities to track within GP.
- Login tracking
- Access tracking
- File tracking
- Process tracking
- Posting tracking
Control who is tracked and in what company
Assign which users and in which company you want those users to be tracked when performing the specific activities. This way, if you are wanting to look at a specific user, you only need to capture the data you want rather than tracking everything.
Delete old records
When activity is captured, records are written to a table. That table can grow to be quite large. Periodically, you need to remove some of those records. This is easily done through a utility right within Dynamics GP.
You can easily see activity records that were captured in the Activity Tracking Inquiry window. If a report is more your style, you can print the inquiry or create your own report based on the SY05000 table.
If you want to track if a user successfully logged into GP, posted a transaction, or tried to access a specific window without needing a whole lot of detail behind it, then this would work for you.
What to look out for?
It’s an add-on product
Auditor is a 3rd party product so it would be an additional product to maintain. Fortunately, Auditor is easy to install, upgrade, use, and maintain.
Generally, performance is not an issue when using Auditor. There are rare cases where users have set it up to audit all fields, which we and Auditors don’t recommend, where they could see a slight performance decrease. While this isn’t something you typically need to be concerned about, it is something to be aware of.
As you capture audits, records are written to the Audit Log Master and could use up space. Fortunately, there is an easy way to remove those records from the table, so you don’t need to keep old records in the table.
Only tracks activity
Keep in mind this is only tracking activity. If you want to know when someone came to work, it won’t tell you that, but it can tell you when they logged in to GP.
Can be sluggish
While tracking the activity for users can be helpful, you want to be sure you are not trying to track too much, or it can cause performance issues and your users may notice the system is sluggish.
With each activity tracked a record is written to the Activity Tracking table which takes up space. This is not an issue though; you can simply remove some of those records.
Which do I need?
As you can see, either of these products are good options. The one best for you depends on what you need the product to accomplish. Perhaps you even use both!
Let’s take a quick look at what they offer.
|Easy to setup||X||X|
|Track log in||X||X|
No matter what you decide, Auditor and Activity Tracking provide benefits to you when it comes to what a user does.
If you would like to see more on Auditor, reach out to us at firstname.lastname@example.org and we would be happy to discuss this with you more or give you a demo.
Wouldn’t it be nice to have the ability to assign a different GL account to different discounts in Acumatica?
Meet Jane, the Accounting Manager. She knows John, the Sales Manager, has been offering multiple discounts which are great and all, but Accounting needs to be able to track these back to specific GL accounts.
Why is it important to assign these different price adjustments back to specific GL accounts?
- It’s easier for Accounting to track
- Gives Accounting a better view of what adjustments were applied and why
- Automates this process versus creating separate entries each month
Jane wants to track:
- Standard 30-day promo and bonus discount to computers & electronics
- Key customer discount to sales and marketing
Right now, she can’t do that in Acumatica.
A lot to ask? We think not!
There is a way she can do all of it, she just needs some help from a specific pricing engine known as Rockton Pricing Management (RPM).
We got your back, Jane. Watch this quick 1-minute video to find out how.
With RPM for Acumatica she now can:
- Track all those discount codes back to specific GL Accounts
- Save time not manually creating journal entries at the end of every month
The main aim of pricing and revenue management in a supply chain is to create a balance between supply and demand, while simultaneously optimizing profits. Traditionally, businesses would tweak the availability of their assets. However, in this day in age, revenue management has adopted a different approach. One that focuses more on pricing as the main tool for leveling out supply and demand.
As a more universal approach, this type of pricing and revenue management in a supply chain has proven to boost profits more efficiently. It’s a winning strategy for companies across a number of industries, including manufacturing, food distribution, and wholesale. Let’s dive into how and why you would adopt this approach for your own company.
Balancing supply and demand
Individually, both supply and demand can be adjusted using several different strategies. For supply, this could include changes to your inventory, while demand is usually generated by marketing efforts.
Pricing management is the process that ties supply and demand together by focusing on strategies designed to strike a balance between the two. Working with limited supply chain assets, both in terms of capacity and inventory, pricing and revenue management in a supply chain use pricing as the key tool for optimizing profits.
Increasing the profit margin
There are several revenue management strategies organizations can choose from, depending on your industry and business model. You can choose to focus on the timing of your pricing, targeting different customer segments or adjusting rates based on product or service availability.
Each of these approaches to pricing and revenue management in a supply chain can significantly increase profits. Which one you choose is largely based on the nature of your offering. Perhaps your value proposition is different for different audiences. Or maybe the demand for your products or services spikes during certain seasons. You could even adjust pricing based on individual versus wholesale purchases.
Seasonal pricing and revenue management in a supply chain
Manufacturers and food distribution companies selling season-specific products rely on revenue management tactics to balance out their supply and demand between peak times and the rest of the year. One winning pricing strategy for optimizing profits in this area is fluctuating between higher rates when demand spikes, and reduced prices in off-peak periods. This way you’re encouraging customers to shift their demand, which in turn allows you to maintain the efficiency of your supply chain.
By making this shift as well you are not stuck with a ton of inventory at certain times of the year and you can maintain consistent cash flow for these items.
Revenue management of bulk and spot customers
Most products can be offered individually at a higher price (spot sales) or in bulk at a lower rate. Effective pricing and revenue management in a supply chain strikes the right balance between the two, ensuring wholesale companies are bringing in optimal profit from their offering. You can achieve that through in-depth customer segmentation and strategic inventory management.
It does take an all-hands-on-deck approach. All teams need to be on the same page to be able to execute an effective pricing and revenue management strategy.
Not sure where to start?
What does it mean?
Auditor is FIELD specific auditing – what does that mean? It means you can look at any window in GP and pick and choose a particular piece of information on that window you want to capture changes to.
Does that mean I can only audit one thing? Nope – there are no limits on the number of fields you can audit.
Does Auditor slow GP to a crawl? Nope – we aren’t capturing an entire table’s worth of changes, just the fields you want. You might go a little audit crazy in the beginning and try to audit everything, but you’ll get the hang of it and figure out what’s really important to you to catch.
What if I don’t want something changed? Easy – put a lock on the field and require a user or an approver to sign off before the change is made!
What if I want to know WHY a user changed something? Just mark a checkbox when you set up the audit and require users to complete a note as to why they changed a field value.
Can I get a notification as soon as a field changes? Yep! Emailed, via the Auditor message center or both.
Can I audit an integration? Yes! Use a SQL table audit to capture changes written directly to a GP table and changes that are made through SQL scripts.
How to Install Auditor in 6 Easy Steps:
- Download the Auditor code file from our website and save it
- Run the install wizard on your GP server
- Log into GP as administrator
- Click Yes to install new code
- Plugin your registration keys and you are ready to create your first audit!
- Repeat steps 1-4 on any workstations that have local GP code installed on them
How long does it take to create an audit? 2-5 minutes depending on the number of fields and options you want to select for each field. We even have some sample audits you can download right on our product page to get you started.
Is there a trial version? Yes, you can try SmartFill for free for 30 days in your environment. Here is a link to the trial form.
Here are some commonly asked questions and facts for SmartFill.
What is SmartFill?
It’s a Google-like search tool for finding a key piece of information or a specific record in Dynamics GP.
What is a key piece of information?
An Account, a Vendor, A document, A customer, a checkbook, an employee – almost anything
Where does SmartFill work?
Anywhere there is a magnifying/lookup glass across GP you could use SmartFill. In most cases, it’s already working there as soon as you install it!
Can I modify how SmartFill searches?
Absolutely! It comes with easy to modify pre-set searches, but you can quickly customize them to however you want to search for information!
Does SmartFill work for all of my GP users?
Yes! SmartFill is licensed based on the number of concurrent or full system users you have in GP, so everyone can use it no matter how much or how often they access GP.
Can SmartFill search in 3rd Party product windows?
Most of the time, yes! As long as the product is Dexterity-based, you can create a new object, or apply an existing SmartFill search to the windows and fields that search for key records in 3rd party products. If you run into a snag, just reach out to email@example.com and they’ll help point you in the right direction!
How many pre-set searches does SmartFill come with?
Out of the box, SmartFill searches over 4,000 fields in GP
Is it hard to add SmartFill to a lookup field?
Nope! A few clicks and your set to search it! Here are the easy to follow steps from our Knowledge Base
How to Install SmartFill in 6 Easy Steps:
- Download the SmartFill code file from our website and save it
- Run the install wizard on your GP server
- Log into GP as administrator
- Click Yes to install new code
- Plugin your registration keys and you are ready to start searching!
- Repeat steps 1-4 on any workstations that have local GP code installed on them
How long does it take to modify a SmartFill Search?
2-30 Minutes depending on the number of fields and options you want to customize.
We even have some additional SmartFill objects you can download right on our product page to get you started or to further customize your searches in 3rd party products!
Are there any directions to modify a SmartFill search object?
Is there a trial version?
Yes, you can try SmartFill for free for 30 days in your environment. Here is a link to the trial form.
Once a magazine, now a movement
The GP Optimizer once started as a digital magazine comprised of articles provided by Microsoft Dynamics GP Add-On Partners. Each article focuses on making your investment in Microsoft Dynamics GP more worthwhile by addressing issues that you may be experiencing and providing ways to remedy them.
Then in 2020, 8 years later, we decided to bring it to life with our first ever GP Optimizer Live event on July 28 & 30. These ISVs came together and brought content around 3 popular categories; Supply Chain, Paperless and Payroll, and Cloud Apps and Automation.
The infamous Bob McAdam shared insights on Community Summit, Local User Groups, and other Community-centric information.
We also had Abra and Mariano joining us to talk about how GP is a power player. Boy, a lot has changed since then.
It was such a huge success! We just finished our Winter 2021 edition this past February. This time we used a new platform, had an amazing keynote and focused on content around categories such as; Automation, Tips & Tricks, and Strategies to help improve processes in GP.
So, what’s next?
Well, we wanted to keep the momentum going in the GP space. Unfortunately, it has been in a state of influx with all the changes happening.
The GP ISVs hear you and want to help keep GP a relevant ERP. We want to keep the community going strong. So, what’s next on the list?
Many of us still live and breathe GP. Community is so important whether in person or virtual. With COVID and not being in the office as much or at all, those chats around the watercooler have been non-existent. So, get ready for the TED Talks of GP called Water Cooler Wisdom happening at 12:00 EST every other Wednesday starting April 21.
We have a great line-up of speakers having a conversation around industry trends, hot topics, and educational information.
This is a great way to get up close and personal with the amazing ISVs who have been part of the GP Optimizer since the beginning.
Here’s the upcoming line-up for Spring and Summer:
April 21 – The Two Sides of Inventory Management – NETSTOCK & Panatrack
May 5 – Ask the Experts about Budgeting – Dynamic Budgets, MSX Group, deFacto Global
May 19 -Extend your ERP with integrated eProcurement – Fraxion
June 2 – Why would I customize my Dynamics GP system? What have other customers done?- Blue Moon
June 16 – A Perfect Couple: AP Automation and Payment Outsourcing – Mekorma
June 30 – A/R Automation and Payment Processing– Nodus
July 14 – 2021 Sales Tax Changes: Midyear Update – Avalara
July 28 – What does your variable compensation plan say? – EthoTech
August 11 – Preparing your Digital Factory – Horizon’s International
August 25 – Achieving and Maintaining a Daily Reconciled Cash Position – Nolan Business Solutions
September 8 – GP Then & Now – Rockton Software & Integrity Data
We will share wisdom, insights, best practices, and tips-n-tricks. So, pull up a chair and chat with us.
The best part, they will all be 15 minutes or less. So, it really is a nice way to start the morning or a great break in the day depending on what time zone you are in.
Duplication of pricing, price adjustments, date-driven pricing, and promotions can be a daunting task.
Is it a manual process for you? Do you have to keep track of a million spreadsheets? How about a pricing strategy, what does yours look like?
When you think about your pricing strategies and offering discounts or promotions, it can be time-consuming and painful? Acumatica does have some pricing functionality like discounts and special promotions, but it may not meet all your pricing needs. Maybe you need to rethink your strategy, start here with this checklist.
How can you end the duplication process with pricing? Here are 4 ways:
1. Automate different pricing strategies
Whether those strategies involve running promotional discounts, offer VIP client discounts, rebates for vendors, and more. There really is no limit to the different price adjustments you can use or how many you can offer.
2. Don’t forget the accounting side of things
If you are using a variety of promotions or campaigns (as described above) and you want to put dollars to each of those accounts, you can post adjustments to multiple GL accounts for a single line item.
3. SQL Based Engine
Rockton Pricing Management (RPM) is the pricing engine sitting outside of your ERP system. It is the little engine that could or can do any type of price calculation. Once the price is calculated based on certain criteria it will then push that price back into Acumatica.
We push all of those:
4. How flexible is Rockton Pricing Management?
You can set up a few different promotions that apply specifically to a date range, for a particular customer.
Change a percentage at any time. Give your VIP customer a 3% discount when they are ordering regularly and then when they’re not ordering as much you can easily remove them from VIP status. This can help increase your bottom line knowing you have the flexibility to change which customers get which discounts.
This is all done behind the scenes which means no more duplication of efforts. When you’re setting up these different price calculations, RPM will do the rest and tell the system to just remove that customer from the VIP status filter.
Now, let’s take it a step further. If you have these types of pricing scenarios, then you’re obviously selling goods or services. Wouldn’t it be nice to connect all of your channels from EDI and storefronts to inventory, shipping, and fulfillment?
Here are 3 ways to say goodbye to data duplication
1. One platform is all you need
TrueCommerce can help you streamline processes including eCommerce, marketplaces, and EDI with one single, unified solution. It is a true multi-tenant, cloud-based technology, so you can run it anywhere.
2. All Your Orders in 1 Place
You don’t realize how many places pricing can touch – EDI, Amazon, storefront, an email pdf. It doesn’t matter where the orders are coming from they all end up in 1 central place.
Where is your pricing coming from?
- EDI orders with the negotiated price
- eCommerce with the promotional pricing for your web store or your website
With all of your orders in one central place, there is no more duplication and you never have to re-enter orders or re-type them in.
3. Product Management to the Rescue
Selling on these different platforms and marketplaces is a great way to make money, build your business, and sell your products but each one is different.
Rockton Pricing Management handles all the different pricing scenarios and attributes, TrueCommerce can also enhance those products to have all the different attributes required by doing digital commerce.
The information Amazon wants is different than what Shopify might need to know, this includes product descriptions, packaging, size of your product, and shipping info. With product management in place, you don’t need to keep track of all of that.
With everything integrated and working together with your storefront (Amazon, Shopify, WooCommerce, Magento) you can keep things running smoothly and seamlessly with Acumatica.
End the duplication of pricing, inputting orders, and tracking your entire supply chain process. It is nice to know there are tools out there to not only manage your pricing but your shopping platforms as well.
Check out this webinar to see how Rockton Software and TrueCommerce can help:
- Automate complex and obscure pricing scenarios and calculations
- Enable date-driven pricing with all historical pricing tracked
- Add multiple price adjustments on 1 item
- Gain access to more than 92,000 pre-connected retailers, marketplaces, distributors, vendors, and logistic providers.
Are you spending hours getting information from your time clock or timekeeping system assigned to projects you’ve set up in GP?
Did you know there is an:
- Import tool can make your job more accurate, timely, and efficient
- Easier way to import those payroll and journal entries needed for a specific project
The Project Cost Import tool is a must-have with your job cost solution. It’s easy to import those payroll and journal entries needed for a specific project. So, don’t waste time updating time.
What can you import with this tool?
A variety of transaction types such as:
- Sales transactions
- External Payroll
- Time & Expense
- Payables transactions
- And more
Accounting can import data quickly and easily from outside systems or spreadsheets.
Employee Managers can rest assured because this Project Cost Import Tool requires no additional approval.
Let’s use General Ledger and Timekeeping as an example. There is a one-time set-up for each type of import. You will be able to map all the fields and we provide the excel-based spreadsheet format for this.
You can quickly and easily get your timesheets or your time information, Journal Entry created, and simply bring it in as a General Ledger Journal Entry,and update the project with those cost amounts.
Check out this webinar to see it in action
Since Project Cost Import Tool is an add-on product you do need the Project Cost solution. Project Cost is a tightly integrated project module for Microsoft Dynamics GP, with GP requisition integration, and cash receipts processing.
Maybe you are in the early stages and researching if you need a way to manage, track, and report on projects in Dynamics GP.
Two options that many users look at are Project Cost and Project Accounting.
Is there a difference?
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 blog.
If you would like to learn more about Project Cost Import Tool or Project Cost feel free to:
Meet John, he’s the Pricing Manager. He wants to do something extra special for his customers, like multiple discounts.
What’s his struggle?
He wishes he could offer:
- a standard 30-day promo
- key customer discount
- a bonus discount for those who buy more than 1 item
- anything else he can dream up🤔
Right now he can’t offer any extra discounts for his customers. It’s pretty much a one-and-done scenario.
All he can do is apply:
- one discount
- one item at a time
With RPM for Acumatica he now can:
- give the VIP treatment
- create as many discounts for one item as he wants
- incentivize those loyal customers
You now have the flexibility to offer those discounts or promos for your special customers to give them a little something extra when they purchase an item or service from you.
Ready to give your customers VIP treatment?
SmartFill, the #1 Rockton product, just got even better. Yes, we added 6 new features and we’re so excited to share them with you.
It’s easy to see what new features have been added to SmartFill by accessing the What’s New in SmartFill document right within Microsoft Dynamics GP.
2 Ways to Access The What’s New Document
- From the blue SmartFill shortcut, click What’s New in SmartFill.
- In Microsoft Dynamics GP, go to Help | Rockton Software Support and click the What’s New button.
New Feature #1 – Open from Additional Menu
You can quickly open the Make a Selection window from a window where you have SmartFill lookups assigned without having to type anything in the field. For example, if you have assigned a SmartFill Object to the Customer ID in the Customer Maintenance window, put your cursor in the field and click Additional | Open SmartFill lookup. The Make a Selection window opens with all records tied to that field.
New Feature #2 – Make a Selection Hotkey
You may now open the Make a Selection window using a hotkey. Assign the hotkey from the SmartFill Options window. To access the window, click the SmartFill shortcut, and then click Objects. In the SmartFill Objects window, click Actions | Options.
In the ‘Open SmartFill Lookup hotkey’ field, assign the hotkey you wish to use. By default, S is set as the hotkey. This key, in conjunction with the Ctrl key, opens the Make a Selection window from any field where a SmartFill lookup has been defined.
New Feature #3 – Search by Column
Using SmartFill to find a record is already easy, but now it’s even easier. Previously, when you searched in a field, the Make a Selection window opened, and you could enter a Subset Search to help further define your results if too many were returned. You can still do that, but now you may also select a specific column to search to help narrow down those results.
New Feature #4 – Edit Object from Make a Selection
You may now easily open the SmartFill Object Maintenance Details window from the Make a Selection window. This makes editing the object so much easier. When you invoke SmartFill and the Make a Selection window opens, click the new Edit Object button. Of course, this is only true if you have security access to the SmartFill Objects window. If you don’t have access to the window, the Edit button does not appear in the window.
New Feature #5 – Export Make a Selection
SmartFill is flexible and allows you to pull helpful information into the Make a Selection window.
For example, you might see Sales Order Processing transactions for a specific Customer in a specific date range. Using the Export button in the Make a Selection window, you may export the values returned and send it to an Excel or CSV file.
New Feature #6 – Resize Make a Selection Window
When you open the Make a Selection window, you may re-size the window to fit your needs. The next time you open that window, it will remember the size you last used. It is user-specific, so it won’t affect the way other users see their window.
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