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February 6th, 2010 Tod Heath 1 comment

Written by Tod Heath, Senior Dynamics GP Business Analyst for Ignify

If you’re like me, there are times when you have more work than you can handle.  This is based on the fact that we are limited in what we can accomplish by our two hands and some of our tasks can be quite repetitive.  Well, what if you had the ability to recruit a ‘Little Helper’ to assist you with some of your chores and tasks?

Dynamics GP has a Little Helper ready to assist you.  All you need to do is recognize that’s he’s waiting around, hoping that you call upon him so he can feel productive.  Providing him with some simple instructions can make him happy and you more productive.  By the way, he is known as the GP Macro. 

Macros in GP are simply recordings of a series of keystrokes, mouse-clicks and mouse-movements made while performing a procedure. It’s like taking a video of a series of tasks that you want to accomplish and then being able to replay it at any time to accomplish various tasks.  Your Little Helper can be a big time saver while performing certain tasks such as Bank Transfer entries or other repetitive tasks.  Simply record the series of events up until the time you need to key in any data.  When ready, just replay the macro and you’ve saved yourself a series of keystrokes.

However, your Little Helper can really be productive by helping you import data.  Running Macros can be effective when working with these situations:

1)      Integration Manager does not support what you’re trying to import.

2)      You are using a customized or third party version of a window that might interfere with Integration Manager.

3)      You don’t want to use eConnect, Table Import, SQL or some other technical method.

4)      GP Master Records.

5)      Transactional data that would access only a single form (window).

6)      Any process where identical repetitive steps are required. As an example, members of my team have deleted selective inventory Items in GP using macros as it was not possible to be done via SQL as there were multiple related tables.

7)      Some developers even use them for testing purposes.


Summary Steps to create a Macro to import data are as follows:

1)      Record a dummy macro in Dynamics GP to be the template macro.

2)      Open the macro template in an MS Word document.

3)      Use the Mail Merge feature using the Step By Step Mail Merge Wizard to locate your data set and create your letter to define the records in the template.

4)      Run the macro in Dynamics GP to import the data.


Dynamics GP Macros really can aid you in many different ways.  It’s just up to you to give your Little Helper some instructions. 


This post is written by Tod Heath. Tod is a Dynamics GP Senior Analyst in the Microsoft Dynamics GP Practice at Ignify. Ignify is a Global Microsoft Dynamics Inner Circle Partner specializing in Microsoft Dynamics ERP for RetailDistribution, Manufacturing and Chemicals verticals. For help on Microsoft Dynamics ERP email us at

2, 4, 6, 8… What Does Dynamics GP Integrate?

July 27th, 2009 Tod Heath 1 comment

OK, so I can’t believe I’m running with my wife’s idea of bending an old high school cheer leader football chant into a compelling blog title about data integration.  But really, this question is quite simple.  It’s exciting to know that Microsoft Dynamics GP will integrate with the vast majority of third party and legacy systems so that information can be collaborated and shared effectively. Though GP offers a wide array of integrating modules and third party solutions, there are times when you will definitely gain advantages by creating a custom integration with one of your important systems that may not currently talk to GP. An example is a client of mine that wanted to integrate GP to a warehouse management system (WMS).  The client wanted to turn off the Multi-Bin functionality in GP and let the WMS system do the heavy lifting of managing warehouse movements, tracking and managing of inventory, staging, and fulfillment. Therefore a decision was made to leverage Microsoft’s Developer Toolkit for Microsoft Dynamics GP to create this integration.  Now don’t get me wrong, performing an integration of this magnitude was not easy, but once we finished it, it was well worth it. We utilized these tools to accomplish this integration:

  • eConnect – Lets you automate the integration of fields and data and adds data validation specific to GP.
  • XML files – This is a universal convention for passing data between two different systems.
  • Web Services – A web interface for third party integration applications.  It provides different methods for transmitting different XML payloads between the two systems.
  • Microsoft Message Queuing (MSMQ) – Provides guaranteed message delivery, efficient routing, security, and priority-based messaging.
  • SQL Stored Procedures – There were a small number of data integration points that were not supported by eConnect so we created stored procedures to update the data.

Steps taken to successfully achieve this integration were as follows:

  1. Reviewed the requirements and agreed upon a design.
  2. Mapped required data between the two systems via Excel mapping tables.
  3. Agreed upon the XML file formats.
  4. Created the Web Services.
  5. Set up MSMQ to facilitate the transfer of data.
  6. Configured the different eConnect integrations.
  7. Worked closely with a couple of developers on the WMS side so that they could accept GP data and GP could accept their data in acceptable XML payload format.

Information passed from GP to the WMS:

  • Sales orders
  • RMA’s – These were sent over to the WMS as a special type of Purchase Order to facilitate receiving of returned parts into the WMS.
  • Purchase Orders
  • Inventory Transfers – Created a PO in the WMS if parts were being transferred into the WMS location and created sales orders if parts were being shipped out to a different location.
  • Items – GP was the owner of the item database and passed new items and updates to the WMS.
  • Vendors

Information passed back from the WMS to GP:

  • Sales Order Fulfillment – Once an order was shipped then the WMS would send back to GP the fulfillment notification and it would automatically update the Quantity Fulfilled on the sales order line item as well as updating the tracking number.  Once a line on a sales order was fulfilled it would then automatically invoice, speeding up revenue recognition.
  • Inventory movements – Though there are several different WMS movement types, we only integrated movements in/out of quarantine locations (unsellable locations).
  • Inventory Adjustments – WMS Cycle counts and standard adjustments updated GP.
  • Purchase Order Receipts – Parts received in the warehouse would automatically create PO Receipts in GP.
  • RMA Receipts – When returned parts were received in the WMS it would create RMA Receipts in GP.

Benefits of the integration:

  • Two separate systems now talk to each other efficiently.
  • The WMS is a real time extension of GP to help manage fulfillment, inventory management and purchasing.
  • Items, vendors and item quantities are synced up between the two systems.
  • Revenue recognition is enhanced.
  • Produced a happy client (most important of all).

Sometimes the thought of integrating GP to another system of yours might seem out of reach, but really it’s not.  It just requires planning, coordination, and possibly some assistance.  Contact Ignify – an Inner Circle 2009 Microsoft Dynamics Partner – as we have real life experience assisting customers with simple and complex integrations.

How to improve your cash flow with Dynamics GP Collections Management

July 27th, 2009 Tod Heath No comments

Years ago I used to do some collecting for a finance company.  I had to use manual ledger cards to track notes of my collection efforts with many different customers and it was a pain.  I wish I could have used an automated collection system like Microsoft Dynamics GP offers with its Collections Management module.  It would have made me a more effective collector which in turn would have improved my company’s cash flow.

Each day I would pull out the pile of collection ledger cards from a collections box.  This was pretty clunky and didn’t offer much flexibility.  With Collections Management I could have created and saved different electronic queries of my customers based on what I needed to focus on that day.  For example, I could have pulled up a list of all the customers that were 60+ days past due, that were past due more than $1000.00.  I could then have acted upon that list one by one by opening up a GP Collections window that had all the important customer information on an easy to read window.  This would have made my job of follow-up much easier and given me the best bang for my buck that day.  Or, I could have pulled up other queries that met my needs.

Next I would take one ledger card and read the prior notes which were in various collectors’ scribble.  I would call and speak with the customer, write my notes on the ledger card, and then put the card back in the collections box.  It was hard to keep track of all my activities and required follow-ups.  Collections Management would have allowed me to automate this process by writing electronic notes tracked by date and collector.  Plus, I could have assigned a follow-up date and action which would have prompted me with a GP reminder when I needed to follow-up.  This would have made me much more efficient and I wouldn’t forget to follow-up with the customer.

There was a day when I wanted to write a bunch of letters to those customers that were 30 days past due.  That was not an easy task as it was largely manual.  Collections Management would have allowed me to pull up all customers in my “30 days past due” query and automatically perform a mail merge into an effective letter I had created previously.  Then it would have automatically assigned another follow-up date so I could automatically be “tickled” (GP Reminder) to follow up when needed.

I used to spend more time managing the process with the ledger cards and it reduced my collections effectiveness.  If you are using a manual collections process like I was, look at this module closely – it offers great functionality to automate your collections, catch any notes, promise to pays – all of which could help your company’s cash flow significantly. I’ve listed some of the more useful features of Dynamics GP Collections Management below.

  • Automated Customized Collection Notices: Create overdue notices and collection reminder templates with Word which can be automatically populated for the correct set of customers the letter is targeted for with information from Dynamics GP.
  • Tie-in to Receivables management: Integration with A/R removes customers who have paid and adds any customers that have any newly overdue invoices.
  • Credit and Collections Team:  The collections responsibility can be distributed among several credit and collection agents and managers by assigning different customers to them.
  • Track A/R by Credit Manager/ Collections Team:  Excel Reports are available that help track accounts receivable by Credit manager (in addition to by customer) to be able assess performance of your various collections agents/ teams.

If you want to know more about Collections Management, email Ignify @