Category Archives: Tips and Tricks

How to Add On-Screen Messages to Keep Users Informed

One of the really cool features in both Dynamics SL and Intacct is that it is fairly easy to add messages to data entry screens. Visuals are very effective and if you think about it, there are many useful purposes for on-screen messages, such as:

  • Help ensure data entry is more accurate.
  • Give tips about fields or options in the open screen.
  • Inform users of a new feature, field, or function that was installed during an update.
  • Add a hyperlink to a relative resource.

To see a full article and one of our “How to” Tips & Tricks videos on the subject, click below.

Add On-Screen Messages in Dynamics SL | Add On-Screen Messages in Intacct

3 Tips to Help with Your 1099 Process

January has arrived and the busyness of annual tasks begin! Reconciling accounts, filing W-2s, preparing for tax returns, reviewing accounting system processes, and of course the 1099 process. We’ve listed three tips to help ensure your 1099 filing is accurate. After the three tips, we’ve shared how to generate a few reports in SL and Intacct that might help with the 1099 review process.

Tip #1 – Take the time to review 1099 reports. Don’t let lack of time take away from the important task of taking the time to review reports. Reviewing reports helps you spot items that might be inaccurate. It takes far more time to file amended 1099s than to ensure they are right in the first place. In some instances, companies can get fined by State and Local agencies for not issuing 1099s, or for issuing them with the wrong amount. A few extra minutes on the front end is well worth the effort. [Choose Full Article Below]

1099 Process in Dynamics SL
1099 Process in Intacct

Bring the FUN back to Accounts Payable with EFT

Electronic payments through electronic funds transfers (EFT) are being accepted and required at more and more businesses. The ease and efficiency of sending EFT payments to your vendors is a drastic improvement over printing a check, stuffing it in an envelope, digging through the desk drawer for a stamp, and getting it to the post office in time to take advantage of a discount.

Let’s not forget the fun of your bank reconciliation when checks clear the bank at the wrong amount or don’t clear at all! Using EFT payment options through your bank has made our AP Offices happy and fun places to work once again.

Recording these EFT payments in your accounting software should be simple and easy too. In this post we are going to explore the different ways you can record EFT payments in Dynamics SL. Whether you are already using EFT in your accounting software, or brand new to the process, you’ll likely benefit from the following.

Read full article in PDF: EFT in Dynamics SL

View full presentation in VIDEO: EFT in Dynamics SL

CRIME – How Your Software Can Help Your Internal Control Process

internal_controlsYour organization’s system of internal control encompasses all of the electronic and manual processes you use to ensure accurate reporting of your financial affairs. Processes like bank reconciliations, manager approval of purchase orders, owner review of vendor payables, supervisor approval of time cards, etc. Having processes that ensure good internal controls significantly decreases the chance of crime in an organization.

In this article, we’ll highlight a couple of features in your accounting software that are tasks included in a good internal control process. But first, let’s look at how the word CRIME is an acronym for internal control components…

Read full article in PDF: Internal Control in Dynamics SL

How to Make Your Vendor List More Efficient

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You survived another calendar year end! 1099s have been issued, W-2s are out the door, and with any luck you’re back to a normal work day. The next couple of months could be a great time to start spring cleaning in your accounting system. For example, focusing on reducing the list of active vendors and ensuring vendor setup is accurate can bring great benefits to your organization. Usually, those benefits far outweigh the effort it takes to do the clean-up. They include:

  • Boosting productivity with a smaller, leaner list of vendors
  • Cleaner and more efficient audits
  • Reducing the likelihood of duplicate payments
  • Cost savings by ensuring you’re taking advantage of vendor discounts
  • Increased visibility into your vendor data and reporting

Read the steps to take to clean up your Vendor List in either Dynamics SL:

Clean Vendor List in Dynamics SL

Printing Dynamics SL Invoices to PDF

by Margo Dame’

Problem: How to print Dynamics SL reports to PDF.

Solution:  Dynamics SL out of the box has Application Server/ Quick Send that can run the invoice to emails to a PDF format.

Or you can use Bullzip Free PDF Printer.  It is free and the setup is easy. It runs on all Windows platforms and is support by 64 bit operation system.

http://www.bullzip.com/products/pdf/info.php

Cloud Accounting: Additional GL Dimensions in Intacct

by Noland Lim

Just recently I was challenged to find additional GL dimensions beyond Location, Department, Employee, Customer, and Vendor within the Intacct cloud computing core accounting modules. Dimensions are used to help capture and analyze a customer’s data. Dimensions when used with reporting give a client a power tool in breaking down key components of their business to help make better business decisions. There are 13 dimensions within Intacct but most of them have specific uses and are not very flexible in terms of using it for reasons other than its intended purpose. However, there are three additional dimensions that can be used if needed.

The Class dimension can be renamed/repurposed to meet your needs. For example, a not for profit company may use this extra dimension to track Programs cost. Secondly, if your needs further require an additional dimension the Project Dimension is also available. You can enable the Projects dimension without subscribing to Project accounting from within the AR module. You start with enabling in the GL all dimensions you want to use system wide and then enable the specific dimension within the module’s configuration. Then in permissions you need to give yourself rights to create projects.

Lastly, the third additional GL dimension is Item. This can only really be used if you will not be implementing any of the supply chain modules. You could setup items to represent what they need for this additional dimension. You’d have to subscribe to either Purchase Order or Order Entry in order to be able to create the items but just not use the module.

Finally, in terminology under Company you can rename the dimensions.

How to Get Project IDs to Auto Increment Based on Customers

by Donna Hurst

If you have setup your Project ID’s to include your Customer ID, e.g. let’s say it’s SYN01-XXXX.  And you want the XXXX to increment to the next Number (0001, 0002, 0003, etc), you can do the following:

1) Setup a code type in Project Controller / Code Type Maintenance of 0CUS. The length of the field will be the length of your customer ID.

        1. Make the Data 1 Field Visible.
        2. The Caption should read “Count.”
        3. The length of the field should be the length of the Project Segment that will be incrementing.
        4. The Mask should be 9-Numeric.

2) Update the 0CUS Code File in the Project Controller Code File Maintenance screen.

        1. Enter each customer as the Code Value.
        2. Enter the Customer Name as the Description.
        3. Enter the current number of projects (last project number) for that customer.

3) Update the Project Controller Setup Screen: The Segment number will be 1 (as it’s the first segment that you are wanting to count) and the Type will be the 0CUS (the code file you setup).

4) When you go to create your next project, click the “New Project” icon next to the Project ID and then enter the Customer ID in the Customer field and press the Increment button.

Dynamics SL will look to the “count” field in the code file to get the next number and then increment by one. That’s it!

The Dynamics SL Auditor: You Can Know Who Changed It!

“If only I knew who changed it…”

by Angela Hurd

We often run into issues where an employee has changed a setting within the system, unbeknownst to others, and it reeks havoc across the accounting department.  I had just this issue this week and the client said “If only I knew who changed it…”   You can know!  The built in method is checking the LUPD_USER field for the affected tables in SQL. However, once you’ve corrected the setting, this field will no longer hold the culprit’s ID.  It also may not be accurate depending on the table’s processing. Don’t fret. There’s a better solution.

It’s the KB Technologies Dynamics SL Auditor.  You can designate key tables to track changes, such as System Setup, Vendors, Customers, or Chart of Accounts.  The SL Auditor will keep a history of what was changed, what the previous value was, who did it, and when.  This is a great product, especially if you are a public company and need to ensure separation of duties and control over your accounting system.  And, it is Sarbanes-Oxley compliant!

Foreign Currency Symbols in Dynamics SL

by Don Wachtveitl

In earlier versions of Microsoft Dynamics SL, the Currency Manager module had country flags available to use as currency symbols. Starting with Version 7.0 these symbols are no longer available out of the box. However, they can be added by taking the following steps.

  • Create a new folder in the location Program Files (x86)Microsoft DynamicsSLApplicationsCurrency.
  • Copy image files that represent each currency ID to this folder. All button images measure 16 pixels by 16 pixels so it’s best to use images already scaled to this size.
  • Make sure the image files are in bitmap (.bmp) or portable network graphics (.png) file format and the file names are not longer than three characters.
  • Ensure the file name matches the first three letters of the currency IDs.  For example: if CAD is used in DSL to designate Canadian Dollars then the image file should be named either CAD.bmp or CAD.png.

Once completed, when a data entry screen is opened, the customized button that contains your currency image will appear on the screen’s application toolbar. The Currency Manager module is one of 9-10 modules in Dynamics SL’s financial management software series.