What do your Financial Statements Say About You?

Whether you are presenting your financial statements to a Board of Directors, an Auditor, or your Controller/CFO and other finance staff – your financial statements represent the culmination of your work each day.  Now perhaps you don’t have control of the bottom line figures, but what about the format of the report, the presentation of the material, and most importantly, “How hard was it for you to get this information together”?

We all know that excel plays a major component in most finance folks day-to-day operations.  It just seems easier to manipulate, calculate, and parse the data that you need within Excel.  But, it doesn’t HAVE to be such a major component in your financial statement preparation.

 Are you using all the features that Microsoft Dynamics GP has for you ~ right out of the box? 

One of the key components of using Microsoft Dynamics GP is the open accessibility to the security authorized users of the financial information.  I’ve listed some of my favorite shortcuts and tools that our customers use ~ but I’m sure there are favorites for others that I don’t even realize the value that the users see compared to what they did before.

Day to day quick lookup – For quick inquiries into the data for a specific account, account range, or transaction, here are a few outstanding options in Microsoft Dynamics GP.

Account Rollup – A nifty query screen allowing groups of accounts and up to four columns of figures for quick analysis of set of departments or account areas.  This means you can hand pick several accounts to be seen together, and save them for future lookups or just do it as an ad-hoc item for today.  You can print this inquiry too!

Define your specific accounts and columns to display!

 Now you are ready to see your results!

Lets you see up to four columns of numbers ~ and print detail or summary!

 Account Transaction List – This quick view into your financial transactions allows filtering by many options at once.  You can go as far as saying look across a range of accounts for a particular transaction description between two given dates with a particular dollar figure credited within the transaction.  That is powerful search capability very easily accomplished:

 

Define your filters and find that transaction!

Simple lookups/reports – of course there are screens allowing Actual to Budget, Summary and Detail balances, and trial balance reports and posting journals.  But these few items I mentioned seem too often be overlooked because they are not something you would expect out of the box!

Financial Statement Generation

FRx Report Manager (Add-On Module)- Of course I’m going to say “FRx” Financial Reporter, but many people don’t realize that a module available along with FRx called Report Manager allows you to pull together the financial statements within a comprehensive report book, which can contain other information end users may need in various document types and files.   You can just press a button and have your Balance sheet, income statement, cash flow statement, a ‘pdf’ report bringing in other information, a word doc explaining a new procedure, an excel spreadsheet with data outside of your system,  and more ~ all in one booklet!  Look at this document on FRx report manager!

FRx Webport  (Add-On Module)- Can you imagine just telling your managers that they can view whatever reports they need – and have them refreshable, just by going to your intranet?  With Webport, you can publish specific report layouts and provide access to key personnel and allow them to drill into specific account transaction detail if required.

 

Complicated Reports and Cross Table Inquiries – For very specific requirements, we utilize:

 FRx Financial Report writer is the tool for everything from departmental and company consolidations and eliminations to taking financial data from within Dynamics GP and marrying it to spreadsheets from other financial records and report as one.

Smartlist/Excel Report Builder  (Add-On Module)- We find that this tool allows companies to define and categorize relationships between their data fields as possibly only they could find a common connection.  The data is presented in either basic table format or complicated spreadsheets that they may have designed and require.  This tool has extended the reporting ability out of Microsoft Dynamics GP so that any manager can be happy with the data you present!

So comparing what you might use today ~ perhaps you just need a little training (or an add-on module) to use these unique and simple tools for YOUR financial statement preparation and presentations?

Call Borek Business Solutions to get you started with these modules today!

Use the Reconcile tool in Dyn GP 10 to match AP/AR to GL

Did you know that in release 10.0 of Microsoft Dynamics GP there is a new tool for reconciling your Accounts Payable and Accounts Receivable to General Ledger?

To find this feature you can go to the Dynamics GP button | Tools | Routines | Financial | Reconcile to GL.  Once there, you can click F1 for some help on how to use the tool.  

During this process you will:

• Select Individual accounts in GL to reconcile
• Enter a date range for reconciliation

Then,

• Transactions are automatically matched
• Discrepancies are identified
• Results are displayed in a Microsoft Excel spreadsheet

The process will identify the following:

• Matched Transactions that exist in both the sub-ledger and GL
• UnMatched Transactions that exist in either the sub-ledger or GL, but not both.
• Potentially Matched Transactions, but don’t meet all the matching criteria.
  • Example: A $100 transaction is posted in Receivables, but was deleted in GL. The mistake was caught and a transaction is manually entered into GL for the $100 transaction. The transaction amounts and GL posting date are the same, but they do not share an audit trail code, customer, or document number.

Here is a sample screen shot of the values one might use to reconcile AP and GL:

AP to GL Reconcile Tool Entry Screen

Once the process button is selected, an excel spreadsheet is generated.

 

Excel Spreadsheet created from AP to GL Reconcile Tool

Please contact us if you would like assistance running the tool or reconciling the data.

Support@BorekBusinessSolutions.com.

Need Inspiration, well sometimes even Eagles need a push!

I had a friend share a short 3 minute video with me this morning and it may just be what you need too.  This “Even Eagles Need A Push” will help jumpstart your day!

Windows 7 Operating System has some great features!

Windows 7, the newest windows operating system, is now a “Release Candidate” and will be hitting the shelves to all customers soon!  There are some really cool features that I can’t wait for to make it even easier to get around your desktop with ease! 

Microsoft’s catch phrase for this release is “Engineered by us.  Inspired by You.” and you can see previews of most of these enhancement by going to their Windows 7 Feature Webspace.

There is a whole Windows 7 blog area which I’m sure will be able to give you ALL the reactions and details after the features rollout to the general public, but here are some of the enhancements I can’t wait to use!  I’ll probably share more once I really get my hands on it and see how it can help our customers directly!

• SHUFFLE THROUGH PROGRAM WINDOWS ~ If you’re running a number of files from the same program, such as Word (or Dynamics GP), Windows 7 allows you to switch through these windows with ease. Simply press down on the Ctrl key while clicking the icon from the taskbar. Each click will change the window to the next in the sequence, in the order that you opened them.
• MANAGING YOUR WINDOWS ~ Windows 7 simplifies document and program
  management by allowing you to “dock” a window or manipulate its size with
  one mouse maneuver or a simple keystroke. To dock your window on one half
  of the screen, drag it to the left or right and it will change its size to fit that half
  of the screen. To manipulate the vertical size of a window, drag the window to the
  top to maximize it, or double-click the window’s top or bottom border to maximize
  it vertically while keeping the same width.  I can’t wait to be able to ‘dock’ my Dynamics GP windows all over my screen!
• AERO PEEK YOUR DESKTOP. A versatile tool introduced with
  Windows 7 is the Windows® Aero® feature, “Aero Peek”. Just click the
  rectangle in the lower right hand corner of the task bar for quick access to
  your desktop.
• LIVE CLUTTER-FREE ~ We live with enough clutter in our lives. Windows 7 gets rid of all the superfluous windows behind your active window. Just hit “Window Icon” +Home to minimize all inactive windows. To restore the windows when you’d like them, just press “Window Icon” +Home again.
• HELP THE HELP DESK HELP YOU ~ Solving problems unique to a machine can be an arduous task for both the end-user and the help desk. That’s why Windows 7
  introduces the Problem Steps Recorder, a screen-capture tool that allows the
  end-user to record the problems they’re having step-by-step. It’s as simple as
  hitting “record” then adding in comments as needed. A HTML-based file is
  converted to a .ZIP folder, which is easily passed on to the help desk.
  The program is accessible from the Control Panel under “Record steps to
  reproduce a problem” or run psr.exe from Explorer. That is something I know I can use!

I’ll keep going to the New features area, reading our Microsoft announcements and updating our blogs!

10 Ideas to Beat the Heat and Fall Asleep

Since the HEAT IS ON, I thought I’d share some awesome tips I found for getting cool at bedtime so you can fall asleep.  You can click here to read more, but here are some of my favs:

1. Ice Towel Method ~ Hang a wet towel holding ice cubes from two chairs (or freeze a hand towel).  Point a fan at the towel towards your bed.  The melting ice will chill the towel and blow cold air on you long enough for you to get to sleep (but spending lots of time in the direct draft of a fan can cause dehydration ~ and make sure the fan doesn’t get WET!)
2. Cool Socks Trick ~ Take a pair of cotton socks, rinse them in cool water, wring them until they are barely damp and put them on.  cooling your feet lowers your overall temperature.
3. Chill your pillowcase ~ put your sheets and pillowcases into freezer bags and put in the freezer all day!
4. Make a Rice Sock and place it in the freezer.  Leave it there for at least 2 hours.  When you turn in, bring the bag with you to use as a cool compress.  Try placing it under your pillow so it’s nice and cool when you flip it over. (Add dried lavender or lemon peels for aromatherapy!)
5. Do not consume any caffeinated beverages before trying to sleep, your increased heart rate will make you hotter and more susceptible to the heat.
6.  Take a cool shower, bath, or wipe your body down with a cool wash cloth.  Without fully drying yourself.
7. Run your wrists under the cold tap.  Your wrists and the inside of your arm are areas where your blood stream flows closest to the surface of your body.
8. Keep a glass of ICE next to your bed so in the event you wake up hot, you can get a cool sip of water.
9. Get that hammock out and sleep in it!  A regular bed absorbs your body heat and keeps you got!
10. Sleep with your feet out from under the sheets, body heat will escape via your feet.

Copy Invoice/Report Layouts in Notepad from Report Writer Packages

Did you know you can duplicate a layout in Report Writer just by making a package of the original report, modifying it in Notepad, and then re-importing the package as a new report?  This takes a mere minute compared to having to start from scratch and possibly taking two hours to duplicate all the work you may have done previously. 

Let me explain.  Let’s say you want the SAME format for your “SOP historical Blank Form invoice” that you do for your ‘SOP Blank form Invoice” in Microsoft Dynamics GP.  In the ‘old days’ you would have to start making your changes from scratch, but now you can try this ’shortcut’. 

Make a ‘package’ file by going to Tools > Customize > Customization Maintenance and select your first ‘modified report’ to EXPORT. 

Then take that ‘package file’ that you create and open it with NOTEPAD.  Then just change the line that says the name of your original file and change it to have the report name you want to modify next.  See my example below where I’ve modifed the “SOP Blank Invoice Form” to replace the “SOP Blank History Invoice Form”.

Modify first two lines in notepad to match new report.

Once you save the notepad changes, go back to Tools > Customize > Customization Maintenance & import the package file as the “NEW Report”. 

Then set security for the new report and you will have duplicated the report with minimal effort!

 

 

 

I included this helpful “Trick” in one of our past customer webinars last fall.  Perhaps we’ll repeat it again this fall!

Now, go save some time and effort and make all your reports pretty with just a few keystrokes!

Two Microsoft Dynamics GP Current Customer Promotions announced this week

Since the end of Microsoft’s fiscal year was last week, we were of course awaiting the newest existing customer promotions that we can share with our Microsoft Dynamics GP customers. There were two new ones announced, which are nice if the customer is looking at several modules to implement currently. Since many companies are looking to streamline their processes to keep up with the diminished workforce their company has forced them to cope with, these may actually hit some targets.

The first promotion is “Buy two modules, get one at 50% off” expires on December 23, 2009. This means that perhaps those customers looking at Payroll, HR, and Fixed Assets could get a great discount. Or perhaps adding some “tools” like Integration Manager, Smartlist Builder and Extender would be a great idea to automate some of the more labor intensive daily activities.

The second promotion is “Transition to Business Ready Licensing and get 25% off users or modules” (expires Sept 25th, 2009). This is an opportunity for existing older customers to move from the Module Based Licensing style to the packed modules. They can get Fixed Assets, Safe Pay (Positive Pay) and many distribution modules for an incredible deal. Then they may want to move more of their users onto Dynamics GP away from the paper form of processing, to spead up their activities and steer clear from the obvious errors occurring from multiple data entry points.

Hopefully our customers are indeed focusing on taking advantage of possible lulls in growth to automate as much as possible for their employees. Many of the modules available through Dynamics GP allow users to access the information they need quickly through the program instead of searching through papers, files, and spreadsheets for their needs.

Ping me for more details if you are curious about these promotions!

Share your outlook calendar on the web!

I love this new feature of Outlook which allows you to share your calendar on the web!  When you are trying to work on a project with folks from other companies and constantly coordinating schedules ~ OR ~ when you want your spouse, children, or even parents to know what is on your schedule these days, it seems it is everchanging and too much for a paper calendar or emails back and forth!

So now within your calendar view in Outlook, you can go to the left pane and select “Publish my calendar”, select the time span to share, select the detail to show (Just “Busy” or “Subject” or the “Details” of the appointments”, and then select the permissions level to share.

This truly helps me personally since I mix, personal, private, and family calendars together to be able to balance my life!

Try it, it is easy, quick, and painless ~ I promise it isn’t too techy!

Love the Mission Statement:”I make a profound difference in other people’s lives by serving myself and others.”

I just read a very insightful article within Rockton Software’s bi-monthly newsletter in which President, Mark Rockton decided to put aside his do-it-yourself remodeling; the work that will always be there; and the guilt of ‘not working’ ~ and take a quick vacation to the coast with his family.

I’ve learned, through the hard lesson of having a sick child and then losing him, that family is ALWAYS important ~ but even MORE important, is that you need to HAVE energy to successfully make any kind of impact on others.  If you are stressed beyond belief, tired from your toes to your nose, and frustrated about all there is to do; you will NOT be able to accomplish anything.  Taking a well deserved break, especially recharging, is not an option ~ it is mandatory!

Thanks for reminding us all Mark, that our “To-Do List” will be there when we get back, and will seem more palatable to take on when we are fully strengthened! 

THEN we can properly service our customers, close those challenging deals, smile through the ‘drama’; and come home to relax unconditionally with our family!

So make this your Mission Statement/Motto too:  “I make a profound difference in other people’s lives by serving myself and others.”

Google tips when searching for Microsoft Dynamics GP partners!

Here’s an excerpt from another blog we participate in ~ which I shared earlier this month!

 Tips for Google search that may not be obvious to you:

• Using the + Term.  When you search for often used words, like how, where, or the, they will be ignored. But if you want to have them in your search string you have to put a ’+’ directly to their left, e.g. “+how +to Dynamics GP product demo”
• Using the – Term. Use this when you want to exclude pages with certain words. That is most useful when you search for someone who has the same name as a celebrity, or is known for more than one reason e.g. “Bill Gates -Microsoft -you -tube -senate -whistleblower +foundation”
• Using ‘*’. Replaces one or more words, e.g.  “Microsoft Dynamics * consulting Eugene, Oregon”  (Yes, that will  lead you to our award-winning company!

More Google Search tips available at this blog.