Microsoft Dynamics FAQs: You’ve Got Questions, We’ve Got Answers

 

Here you will find answers to some of the questions we hear most often from our current customers.  If you have questions about the Microsoft Dynamics software you currently own, this is a great place to start.

 

General/Licensing FAQs

What is an Enhancement Plan and why do I need one?

Enhancement Plans are a service provided by Microsoft to help ensure that you are making the most of your Dynamics software solution. With your Business Ready Enhancement Plan, you have access to CustomerSource, a Microsoft website that contains all kinds of useful information around the Dynamics family of business management systems.

Once you’ve owned your Dynamics software solution for a year, it’s time to renew your Enhancement Plan. At this point, you have the option of continuing with your current plan or upgrading the to Business Ready Advantage Plan or the Business Ready Advantage Plus Plan.

Let us help you choose the right plan. Call (336)315-3935 or send us an email.

What are some of the benefits of staying current on my Microsoft Enhancement Plan?

Your Enhancement Plan entitles you to:

  • Access to the latest releases, new features, and updates, including service packs and hot fixes.
  • 10 year software support lifecycle (five years mainstream and five years extended support)
  • Tax updates, regulatory releases and future license purchases.
  • Protective list price– the price of your renewal is based on your original purchase price, ensuring that you always have predictability when it comes to your Enhancement Plan fees.
  • Transition investment credit – This gives you the flexibility to move from one Dynamics solution to another.
  • Access to CustomerSource – A portal designed specifically for Dynamics customers, CustomerSource is a one-stop shop for all your Enhancement Plan benefits, as well as other educational and money-saving information.
  • Online training – This includes downloadable materials and learning plans.
  • Self-help and support tools – These include an expansive knowledgebase, up-to-date product information and news.
  • Access to the Dynamics community – This is an online forum where you can connect with peers to exchange ideas, ask questions and discuss solutions.
What are my Enhancement Plan options?

Once you’ve owned your Microsoft Dynamics solution for a year, you have the option to choose between three different Enhancement Plan levels, The Business Ready Enhancement Plan, The Business Ready Advantage Plan and The Business Ready Advantage Plus Plan. For breakdown of what each one includes, take a look at this comparison chart.

For a detailed look at each of the Enhancement Plans, download the appropriate fact sheet below.

How much does a Dynamics GP Enhancement Plan cost?

The cost of your Microsoft Dynamics Enhancement Plan will vary between 16 and 25% of your licensing cost, depending on which option you choose.

Does my Enhancement Plan include Microsoft support?

No, the Business Ready Enhancement Plan for Microsoft Dynamics business management solutions does not include support incidents from Microsoft. However, you may purchase the Business Ready Advantage Plan, which for CRM and GP includes six (6) support incidents from Microsoft.  Or, the Business Ready Advantage Plus Plan which for CRM and GP includes an unlimited number of support incidents, as well as 24/7 support for critical cases.

Does my Enhancement Plan include any support or consulting hours from Intelligent Technologies, Inc?

No, your annual Enhancement Plan renewal does not include any consulting or support given by the staff at Intelligent Technologies. Payment for the Microsoft renewal is simply coordinated by us.

What are the risks or disadvantages of not renewing my Enhancement Plan?

There are many financial and nonfinancial disadvantages to letting your Enhancement Plan lapse. These include:

  • Loss of your protected system list price
  • Penalty fees – if you let your Enhancement Plan lapse, when you try to renew you will owe current renewal pricing plus an additional 3% penalty for each day that has passed since your Enhancement Plan expired. Additionally, you will be required to pay for the next year’s Enhancement Plan upfront.
  • Inability to purchase additional users or modules

Additional disadvantages to not renewing your Enhancement Plan include:

  • Losing access to product upgrades, service packs and hot fixes
  • Losing Microsoft support
  • Forfeiting access to CustomerSource’s online training, support tools and knowledge base
How do I know if I'm current on my Enhancement Plan?

Each year, when it is time for you to renew your Enhancement Plan, we will send you a letter alerting you to this fact and asking if you would like for us to handle your renewal.

Should you have questions about whether or not you’re current, please do not hesitate to contact us. You may call (336) 315-3935 or send us an e-mail.

I have an Enhancement Plan and would like to take advantage of CustomerSource, but am not sure how to login. What do I do?

Take a look at our CustomerSource login instructions.  They will walk you step-by-step through the process of setting up your account and logging in.

Where can I get checks, tax forms, blank invoices and other documents that work with Dynamics GP?

Looking for Microsoft Dynamics compatible checks and forms? We recommend Deluxe products for Dynamics GP. Deluxe Business Checks is the USA’s top check printer. They offer a wide variety of professional-quality checks, forms and accessories designed to work seamlessly with Microsoft Dynamics GP. Shop now! Use Priority Code: MM4248.

If I want to extend the functionality of my Dynamics GP software, are there tools you recommend?

Yes, there’s no doubt Dynamics GP is a robust software package that’s capable of helping you run your entire business.  But, sometimes, industries or businesses have very specific needs that are better served by specialized Dynamics GP add ons.

Select your challenge and find a solution.

How Tos

Can I change my account format?

Yes, to do this, go to, Administration > Setup > Company > Account Format. This window shows your current format settings, as well as the maximums allowed on your account framework.

 

Account format window in Dynamics GP

Now, to change your account format, all you need to do is change the numbers shown in the screenshot with red squares drawn around them. Decreasing these numbers requires a special tool. If you need to decrease them, send us an email or call (336) 315-3935.

Using these settings, you can increase your account length and segment length, as long as the new numbers you choose don’t exceed the maximum length threshold. Keep in mind, increase your account length, your existing accounts will have blanks in the newly added character fields. If you would like to have these blank spaces automatically populate with zeros, asterisks, etc, we can help. Send us an email or call (336) 315-3935.

Important note: Should you need to change your account framework (maximums), you will need access to the professional services tool library (PTSL) for Dynamics GP. This is a very powerful tool, so if you’re not familiar with the PTSL or how to use it, send us an email or call (336) 315-3935. Our friendly Dynamics GP experts will be happy to help you make the changes you need.

 

Can I see when a user logged in and out?

Yes, this is as simple as turning on the activity tracking tool available in Dynamics GP. Simply navigate to Dynamics GP > Tools > Setup > System > Activity Tracking (See screenshot).

 

Navigation menus to open Activity Tracking in Dynamics GP

The activity tracking feature allows you to track several categories of user activity, including logging and logging out, access, file, process and posting.

Activity tracking set up window

And, for each of these activity categories, there are many specific activities you can choose to track. Also, for additional flexibility, you can track activities at the user level, the company level, or some combination of both.

Can I see who made changes to a vendor?
Yes, tracking who makes changes to vendors is very similar to tracking users login/logout activity. Simply navigate to Dynamics GP > Tools > Setup > System > Activity Tracking (See screenshot).

Navigation menus to open Activity Tracking in Dynamics GP

Once the Activity Tracking window opens, you would choose “File Tracking” and then “Additions to Master Files”, “Deletions from Master Files” or “Modifications to Master Files,” depending on what exactly you would like to track.

File tracking window in Dynamics GP

 

Once you have Activity Tracking set up, you can view all the information it collects by going to Inquiry > System > Activity Tracking. A new window will open like the one shown below.

Sample Activity Tracking report in Dynamics GP

You can choose to look at all your activity tracking data at once, or filter at based on company, activity type or user. Above is an example of what your inquiry might look like if you filtered the data to show who made changes to a specific vendor.

 

Important note: the report doesn’t tell you exactly what change was made. But, it will tell you which vendor was affected by the change.

 

Can I still post to a fiscal year once I close it?

Yes, you can still post to your most recently closed year, if the following conditions are met.

  • The Financial series for the date you want to post to is open in the Fiscal Period set up window.
  • You choose to allow posting to history during your system’s financial set up process.

Important note: when you post to a historical year, the system automatically re-closes itself. This means, it automatically generates the appropriate entries to clear any profit and loss account balances and updates the beginning balances for the next year. So, you never need to rerun the closing routine for past years.

Also, if you are using a version of Dynamics GP prior to 2013 R2, you can only post back to your most recently closed year. For example, until you close your books for 2018 year end, you will be able post back to the 2016 fiscal year. But, as soon as you close the books for 2018, you will no longer be able to make changes to 2016, only 2017.

If you are using Dynamics GP 2013 R2 or later, you can reopen a closed year other than the most recent. On the year-end closing window, look for the button labeled “Reverse Historical Year.” (See screenshot).

Screenshot of reverse historical year feature in Dynamics GP

Important note: before using this feature, make sure to backup your Dynamics GP company database. Also, should you want to go back several years, open the most recently closed one first and work backwards from there.

How do I mask my employees’ bank account numbers on direct deposit earnings slips?

If you are running a newer version of Dynamics GP, you’ve probably noticed a feature that allows you to easily mask your employees’ Social Security numbers on reports. Understandably, many of our clients wonder if there’s a similarly simple way to mask bank account numbers on Direct Deposit earnings slips.

While masking bank account numbers is possible, it’s not as simple of a process as masking Social Security numbers. This is because unlike Social Security numbers, bank account numbers vary in length and many companies allow employees to direct deposit to multiple bank accounts, not just one.

If you’re familiar with Dynamics GP Report Writer, here are the steps you would take to mask employees, bank account numbers on your Direct Deposit earnings statements.

 

  1. Trim the bank account field (for the first instance, array 1)
  2. Pull the last 4 digits of that trimmed field
  3. Add some leading “*****” or “XXXXX” to the trimmed field
  4. Replace the old full bank account number with the new masked number (for the first instance, array 1)
  5. Do it all again for each of the other 11 arrays, or at least as many as allowed by the company
  6. Import this modified report on each workstation that might print the Direct Deposit Earnings Statements
  7. Set security for the modified report

If these instructions leave you thinking, “it’s all Greek to me”, save yourself time and frustration. Ask our friendly consultants to make this change for you. Send us an email or call (336) 315-3935.

How do I stop GP from asking where I want a posting report to print each time?/ How do I stop my posting report from printing altogether?

Navigate to the posting set up window. You can find it by going to Dynamics GP > Tools > Set Up > Posting > Posting. A new window will open. It displays the settings you have chosen for each of your posting reports. (See screenshot).

Posting set up window

Image source: http://Dynamicsgpblogster.blogspot.com/

Changing the settings for each report is as simple as adjusting the check marks in this list to match your needs.

Important note: do not select “all” in the origin drop-down menu as is depicted in the above screenshot, unless you truly mean to change everything in that module to the settings you select on this screen. Any item specific settings you’ve set elsewhere, including your post to/post through settings will be lost.

Should I run my payroll internally or outsource it?

This is a personal decision with lots of factors to consider. However, this article from the Dynamics GP User Group gives a great overview of what to consider when you find yourself faced with this choice.

Want to discuss your specific needs and options with one of our Dynamics GP consultants? Send us an email or call (336) 315-3935.

What does the “dictionary not loaded” error mean and how can I fix it?

There are a few different reasons why this error occurs. Most frequently, you will see this when your security is set to print a modified report, but the modification doesn’t exist in the file that holds your modified report definitions (a.k.a. your report dictionary). When this happens, the easiest way to fix it is to do one of these three things.

  1. Import the modified report
    1. by exporting from a workstation that has the report and then importing on the workstation that does not have it or
    2. by importing an existing .package file that has the modification
  2. Create a “fake” modified report by opening Report Writer (Alt-F9) and inserting the unmodified report into the modified reports list or
  3. Change security to use the unmodified version of the report.

Not sure how to change your security settings or import/export reports? Let our consultants show you. Send us an email or call (336) 315-3935.

Can you walk me through the year end closing process?

Each November/ early December Microsoft releases Year-End close instructions. If you are a current client of ours, we’ll email these directly to you, along with tips from our GP experts. Keep an eye on your inbox!

Not a client yet? Or just looking for general Year End close tips? Get them here.

How do I access online training for Dynamics GP?

Once you have been using GP for a while and familiarized yourself with how the software works, there’s online training available on Microsoft CustomerSource that may interest you. With these courses, you can learn additional modules and dig deeper into best practices for performing common tasks.

To access these courses:

  • Log into CustomerSource. Not sure how to do this? Here’s a tutorial.
  • Your screen should look something like the screenshot below.
  • Main Dynamics GP page on Microsoft CustomerSource
  • Click the “Get trained with eLearning” link (highlighted in yellow above).
  • You should see a screen that looks like this one.

Microsoft eLearning homepage

 

  • Click the “Finding courses to take” link to see course catalog.

Still have unanswered questions? We can help! Give us a call at (336) 315-3935 or fill out the information request form on the right hand side of the screen.

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