New Millennium

Frequently Asked Questions

Prospective Dynamics GP Users:

Q: How is Dynamics GP Licensed?

Dynamics GP is primarily licensed per consecutive users. Example: If the company has two employees who use Dynamics GP but not at the same time, then the company can purchase one license. If the company has two employees who need to use Dynamics GP at the same time, then the company would need to purchase two licenses. The licensing agreement can also include the SQL database engine. The licensing fee also includes an annual Enhancement charge.

Q: What database engine does Dynamics GP use?

Dynamics GP version 10 uses SQL 2005. Dynamics version 9 can use SQL 2000 or SQL 2005.

Q: What is the current version of Dynamics GP?

As of November 19, 2008, 10.0 with SP3 is the current version of Dynamics GP.

Q: What are the system requirements for Dynamics GP 10.0?

Please download this Microsoft Word Document regarding Dynamics GP 10.0 requirements.

Q: Is Dynamics GP a good upgrade from Quickbook?

Yes, Dynamics GP is a very good upgrade from Quickbooks. Microsoft has created the Rapid Tools software to assist with the speed and efficiency to convert your Quickbooks data to Dynamics GP.

Q: What data can I bring over from my legacy system?

Not considering cost or time constraints, the company can bring over summary or transactional data for current years and historical years. Examples of the data would be General Ledger data; Bank Reconciliation data; Accounts Receivable; Accounts Payable; Purchase Orders; PO Receiving; PO Invoices; Sales Orders; Sales Invoices; Inventory (point in time); Fixed Assets (point in time); Payroll; Human Resources; and GL Accounts, Vendors, Customers, and Employee records. There may be restrictions of specific data based on the fields that are available within Dynamics GP.

Q: What modules are available in Dynamics GP?

The basic modules available are General Ledger, Bank Reconciliation, Accounts Payable, Accounts Receivable, Fixed Assets, Purchase Orders, Sales Orders, Inventory, Electronic Banking, Payroll, Human Resources, Project Accounting, Manufacturing, Field Service, CRM, and 3rd party industry-specific applications designed for Dynamics GP.

Q: Does Dynamics GP utilize the SQL Reporting Services functionality of SQL 2005?

Yes, Microsoft also provides a starter data warehouse to assist the user with reports, and there are a significant number of pre-developed reports.

Q: How are the costs for a Dynamic GP implementation determined?

The following items will give a general overview of the costing types to consider when implementing a Dynamics GP project:

1. The cost of the Dynamics GP software itself.
2. The cost of hardware needs.
3. The cost to install the SQL database engine, the server installation of Dynamics GP, and the installation of the workstations with Dynamics GP and/or the installation of Terminal Servers or Citrix Servers.
4. The cost to determine the data to import into Dynamics GP and the formatting of the data. This would include discussions about business processing needs, reporting needs, how Dynamics GP stores and processes the data, the format in which the data resides and the extent the data would need to be reformatted to be imported into Dynamics GP.
5. Importing the data and reconciling the imported data within Dynamics GP to the legacy systems.
6. Generating the basic financial reports: Balance Sheet, Profit and Loss, and Cash Flow Statements.
7. Training personnel on the use of Dynamics GP.
8. Providing go-live support.
9. Providing on-going support.

Q: What are the on-going costs of Dynamics GP?

The on-going costs to use Dynamics GP can consist of the following:

1. Annual enhancement renewal fee per Microsoft. Example: based on the support plan selected, the company could pay 18% of the original cost of the software.
2. Future upgrade costs from an older version of the product to the latest version. Microsoft generally supports only companies that are using a version that is within two versions of the most recent version.
3. On-going support needed from the company’s Dynamics GP consultant. This cost can consist of training, resolving errors, resolving miscellaneous processing questions, etc.
4. Maintaining trained personnel.
5. Implementing new modules.

Existing Dynamics GP Users

System

Q: Where can I obtain the latest service packs?

The service packs can be downloads from the Customer Source website or from your Dynamics GP consultant.   Customer Source 

Q: When will Microsoft stop supporting Dynamics GP 8.0?

As of October 13, 2009, Microsoft will end mainstream support for version 8.0.

Q: Which SQL database engines will Dynamics GP 9.0 run on?

Version 9.0 will run on SQL 2000 and SQL 2005.

Q: What are the steps to complete the Year-End Closing process for Dynamics GP?

View the Year-end Closing document for Dynamics GP 9 or Dynamics GP 10.

Financial Series

Q: How can I undo a GL transaction entry?

You will need to open the General Transaction Entry window within the Financial Series and select the Correct button at the top of the window. Once the Correct Journal Entry window has opened, you will select the Back Out a Journal Entry or Back Out a Journal Entry and Create a Correcting Entry. Then you can either enter or select the Original Journal Entry value. When all the selections have been made you will select the OK button at the top of the window. Link to the Undo Posted GL Transaction document.

Q: Can I create Recurring GL Batches?

Yes. If you open the Batch Entry window within the Financial Series, you can change the Frequency field to various time frames such as Monthly.

Purchasing Series

Q: Can I print a check without associating it to a Vendor ID?

Yes, you will need to open the Miscellaneous Check window within the Financial Series. A check printed from this window will update the Bank Reconciliation window and the GL cash account, but will not affect the Accounts Payable module.

Q: How do I void a payment?

If you have fully applied the payment to an invoice, you will void the payment from the Void Historical Transactions window.

If you have not applied the payment to an invoice, you will void the payment from the Void Open Transactions window.

Q: How can I apply a payment after I have already posted the transaction?

If you open the Apply Payables Documents window, you can select the desired Vendor ID and then select the desired payment. Once the payment is selected, you can select the invoice shown in the lower portion of the window.  Link to the AP – Apply Payment to Invoice document.