In our most recent webinar, we took a look at Automation in Microsoft Dynamics GP. In this webinar, we covered how automation can be used in Microsoft Dynamics GP to improve efficiencies and accuracy of data. If you want to catch up on this, or any other, webinar, you can do so here.
In this blog post, I am going to recap the webinar and cover the highlights of how automation can be used in Microsoft Dynamics GP to improve efficiencies and improve data accuracy:
Where possible in this webinar I highlighted standard, or Microsoft supplied, features or additional products where they are available. However, in many cases the standard functionality does not allow for full automation. This is an intentional design choice made when Microsoft Dynamics GP was first created back in the md-90s. The company who created Great Plains, the original name of Dynamics GP, was intended from the very beginning to be extensible with the intention that there be a thriving third-party marketplace for add-ons.
This is the current situation; the core Dynamics GP system has strong core financials and distribution modules, but wider functionality is provided by third party (Independent Software Vendors (ISVs) who have a variety of add-ons and complimentary products which provide the functionality required or automating processes. In each of the areas, there are usually a number of products available from several vendors, but I have selected one in each area. usually an add-on which I have used with several clients across a number of years and which has received positive reviews.
Before implementing one of the solutions, I’d recommend reviewing the functionality it includes, the functionality of competing products and making your own decision about which will best fit your requirements.
This diagram shows the available workflow types, colour-coded by version introduced:
If you are looking to implement workflow, I have a book which can guide you though configuring the Microsoft Dynamics GP Workfow module from the basics of designing your workflow process, through building it and the ways that users can interact with the workflow for approvals.
The Workflow module is quite popular and becoming much more so with so many clients working in a distributed manner. There is one problem on the horizon and that is the retirement of TLS 1.0 and 1.1 which the Web Services for Microsoft Dynamics GP rely on. We are waiting for confirmation as to when a fix for this will be available, but I am expecting the fix to require an upgrade of Microsoft Dynamics GP which isn’t always quickly possible.
One of those products is PurchaseHQ which provides an Azure hosted web portal through which users can log on to do their purchasing series approvals. It fully integrates with the Workflow module in Microsoft Dynamics GP (blog and video) for document approvals (blog and video). The portal is quite a popular approach for organisations with a lot of approvals which need to be done as approvers have a web page they can logon to to see all of their approvals for all companies in one list, rather than receiving one email per approval.
A specified logon session does not exist. It may already have been terminated.
I’ve not seen this error before, so some investigation was in order. As part of the project, I had provided pre-requisites to the client who had forwarded them into their IT partner to sort out. I discovered that when they added the SSL certificate they had, perhaps not unreasonably, added it to the WebHosting certificate store, but it needed to be in the Personal store.
Once the certificate had been moved, I was able to add the certificate to web services and continue with the configuration.
One item I did flag to the client, is that people wanting to do an approval on a mobile (cell) phone, is that it will not work on Android Chrome as this has retired TLS 1.0 and all of the main browsers will be following suite very soon. While I expect Microsoft to provide a fix for this, an upgrade of Microsoft Dynamics GP will most likely be required.
With the recent growth in people working remotely, or “distributed working” which seems to be the en vogue expression, I’ve fielded a number of questions from people about how Microsoft Dynamics GP can help facilitate this.
Many clients already have remote access to their systems via a VPN or Citrix connection which allows users to connect to a server running the Microsoft Dynamics GP desktop client, but even these users don’t always have the capacity to put all of their users onto Dynamics GP in this way. However, this isn’t the only type of client available for Microsoft Dynamics GP.
In the current web client, all functionality from the desktop is supported including SmartList and Word templates for distribution of invoices, statements, remittances, purchase orders and more. The web client is lighter to operate than the full desktop client allowing more users to be server hosted on one server and can be accessed from the web browser, protected by an SSL certificate, removing the need for a VPN.
I have a book available on Implementing the Microsoft Dynamics GP Web Client; this is the Second Edition and has only recently been released (use code WEBCLIENT2ND for 25% off until end 15th May 2020) which will guide you through the process of installing using the web client from logging in to differences with the desktop client.
There is a 28 day free trial available for PurchaseHQ which allows you to try it with no cost and no obligation to buy and connected to a system of your choice. The 28 day free trial can be quickly installed and connected to the system of you choice; if you have a standalone test system, it can be connected to this for you to do do testing of all scenarios and then when you purchase it will be connected with your live system.
Alternatively, you might choose to connect it to your live system straight away so you can give key members of your purchasing team, or key approvers, access to PurchaseHQ against live data so they can operate using their normal daily processes.
If you’d like to speak to someone about PurchaseHQ or to organise a free trial, please use this contact form or call ISC on +44 (0)1480 802280 or +353 (0)1 514 3686:
When an approver for non-Workflow invoices logs onto the portal, they will have two tiles in the Supplier Invoice Approvals section; the Approvals tile shows the numbers of approvals pending. Click the tile to drill down to see the list of pending approvals:
Once the non-Workflow Invoice Approvals module is configured and approvers created, invoice can be submitted for approval. Invoices are entered as normal and added to a batch; then click Additional » Select Approvers: