FMGT 4710
• Bernadette Edwards
• Lectures – Fridays - all sets
• Labs: Bernadette, Gagan and Carey
• depending on which set you are in you may have different
instructors for the 1 and 2 hr labs
NOTE: This term not all sets have the 2 hour
lab as the first lab after the Friday lectures Attendance at the First Lab for your set is
mandatory in order to receive marks for the
assignments.
Based on course material14/N.Brennan
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FMGT 4710
• Term A – January to Mid Term
– Business Processes using mostly Dynamics GP
– Payroll Process and analysis using Excel pivot table
– (Family Day Holiday)
• Term B – Mid Term to May
– Excel Model
– ASSUMES you do remember your first year excel
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Week 1 – In first labs
• Introduction part 1 to Microsoft Dynamics
GP - navigating the system
• Nav assignment – Completed In Labs Jan 6-8
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FMGT 4710
• Software
– Mainly Dynamics GP, and Excel
• Textbook – None Required
• The expectation is that the assignments can and
are to be completed in class
– few demos
– Mostly you will receive assignment in lab and
instructions in lecture and or lab
– IF YOU DO NOT COME TO LAB AND SUBMIT AN
ASSIGNMENT IT MAY NOT BE MARKED OR
RECEIVE FEEDBACK
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Course Outline
• Term A
55%
– (25% Assignments / 30% Quizzes)
– Assignment due each week
• Term B
45%
– (15% Assignments / 30% Final Exam/Quiz)
• No Mid Term or Final Exam
• Attendance required
– Assignments - expected completion and submission
in class.
– Assign may not be marked if you are not in labs
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Course Format
• Lecture 1 hour per week
• Lab
3 lab hours per week
» One 2 hour block
» One 1 hour block
• Lecture notes - I will post on D2L
• Quizzes – three quizzes Dynamics GP
• Assignment USUALLY due to D2L
dropbox by Wednesday 5:30 following the
lecture assigned.
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Course Format - Labs
• Assignment due each week
• Assignments will only be handed out in the
first labs.
• You will USUALLY submit an excel file to
D2L
• The work you submit must be your own
• Same as last term include the “ I certify …..” on
each assignment.
•
By submitting an assignment through D2L you are certifying it is your own
work since no one else has access to submit to your D2L dropbox unless
you give the access to it which is also academic misconduct.
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Cheating / Plagarism
• If we catch you copying
– Zero for Assignment
– And a minimum of 10 MARKS deducted from
your Final Grade
• We have to make a report to the
Department
– Means other instructors will learn of it
– People asking for references ask us “Is there
anything else I should know?” ….
• Department Discipline
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This week – labs
• Introduction to Microsoft Dynamics GP
– part 2
• Assignment 1
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Microsoft Dynamics
• Name given to a group of Accounting
Information (ERP) Systems intended for Medium
Sized Organizations
• Software packages in this group include
–
–
–
–
Dynamics AX
Dynamics SL
Dynamics NAV
Dynamics GP
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Microsoft Dynamics
• Microsoft did not write these systems
• They were existing successful packages which
Microsoft purchased
• There is a LARGE market for ERP systems for
Mid Sized Organizations
• We use Dynamics GP
• Dynamics GP and Sage 300 (AccPac) are
competitors
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Dynamics v Sage 50/QBooks
• Q/Books and Sage 50 were originally written for
small companies and ONE user
• One user did all the transactions
– had access to all modules
• Dynamics GP was originally written for larger
companies with MORE than ONE user
• Multiple users on the system at the same time
• Users were often restricted to their “module” Payables, Receivables etc
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System Administrator - sa
• Although Dynamics GP users are usually
restricted to certain modules or tasks the
System Administrator (sa) can access all
modules
• In lab when you log on you will be the System
Administrator
• You will have rights to all modules and tasks
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Real Time Data Entry v Batch Entry
• In Real Time systems ALL the MODULES
are updated when an entry is made
• QuickBooks and Sage 50 are real time
• Dynamics GP and Sage 300 are not
• They are “Batch” entry systems
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Real Time Data Entry v Batch Entry
• As with Sage 300, Dynamics GP is a
“Batch” system
• Normally we enter a number of
transactions into a “Batch” and save the
“Batch”
• The “Batch” is posted at a later time
• Information is not updated until the “Batch”
is FULLY posted
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WHY BATCHES?
• Transactions are entered into a batch and
then the batch gets posted
• The transactions are posted in
SEQUENCE
• When we post in sequence then we
access each Record ONE AT A TIME
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MicroSoft Dynamics GP
• Mid Range Product
• Purchased by Microsoft in 2000
• Various Flavours:
–
–
–
–
–
–
Microsoft Dynamics GP 2015 (using in labs)
Microsoft Dynamics GP 10.0 (previous version)
Great Plains
Great Plains Standard
Dynamics
eEnterprise
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Buy Microsoft Dynamics GP?
• Available only through approved agents
who are usually called Value Added
Resellers (VARs)
• Expect the system to be Expensive – in
addition to Software, there is Installation,
Setup and Training and Licensing and
there may be Annual Maintenance.
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Dynamics GP in the Labs
• We use version 2015 in a stand alone
environment
– You would buy Dynamics because you expect
many people to be accessing the system
concurrently
– In lab you are accessing it as a single user
– Not the way you would expect to use it
– Expect 10 people to use it at the same time
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Dynamics GP Data Files
• There are two (2) Company data files
– “Test Company Ltd”
– “Fabrikam Inc”
– Fabrikam is a sample with comes with
Dynamics
– This is not available if you install the software
on your home computer
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Dynamics GP Data Files
• “Test Company Ltd” is a US Merchandising
company
• They buy and sell electronic equipment
• Inventory is a significant asset
• They sell to 3 different regions in the US
– East, Mid West and West
• They have a separate Income Statement
for each region
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Dynamics GP Data Files
• Data Files are LARGE
• A database consists of 4 files
– GPSSSPRJ_log
– GPSSSPRJ
– GPSSSPRJdat
– GPSSSPRJlog
1,024 kb
2,048 kb
359,744 kb
729,792 kb
• When we create a backup we get one file
but it is 210,000 kb
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Where are the data files?
• In Qbooks you could store your data files
in D:\Work or the Desktop or a different
location
• In Dynamics you do not have that choice
• At setup the files are stored in
• C:\Program Files(x86) \Microsoft SQL Server
\MSSQL.1\MSSQL\Data
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Clean Data
• When you start Dynamics GP it will access
the data in C:\Program Files(x86)\...
• Someone else may have been working on
that data and may have made changes
• So you need to be certain that you have
CLEAN DATA before you start on your
work
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Implications for Students
• You MUST use BACKUP and RESTORE
to ensure you have your own data
• BACKUP will go to the backup folder to
write/retrieve the data files. You can use
your flashdrive or D:\Work.
• RESTORE will put the data files in the
correct folder
• Will DEMO in lab
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Labs - Starting Dynamics GP
• Start → All Programs → Microsoft
Dynamics → GP 2015 → GP
• Password = “bcitsql”
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Labs - Starting Dynamics GP
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Lab Issues - You
• Who are you?
– sa
(System Administrator)
• What is the password?
– bcitsql
(lowercase)
• When you login
– admin
• When you are asked for a password while running
Dynamics GP eg Backup/Restore
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Choose Company
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What date is it?
What company you
are working in?
Who are you
(role)?
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System Date / User Date
• When you log on GP shows Today’s Date
• In a real life company TODAY would be
the date for many transactions
• This is the System Date
• However our Data file is for the year 2021
so you need to change the date EVERY
TIME you log in
• April 2021 mostly
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System Date / User Date
Choose a April 2021 Date
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Lab Issues - Dates
• Does 10/01/14 mean “January 10, 2014” ?
• Does 10/01/14 mean “October 1, 2014” ?
• Be careful with your transactions
• Most times we log in as April 15, 2021
• try “041521”
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Date Issues
• System may be configured MM//DD/YY
• Or System may be configured DD/MM/YY
• Try “031507” – there is no month 15
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Differences
Dynamics GP to QBooks/Sage
•
•
•
•
BATCH PROCESSING
General Ledger Account Numbers
Account Types
Fiscal Periods
– Accounting Periods
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BATCH PROCESSING
• In QBooks when you “Save and
Close” a purchase invoice for items
– The On Hand Inventory is updated
– The A/P Subsidiary Ledger is updated
– The General Ledger is updated
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BATCH PROCESSING
• In Sage 300 we had to create a batch to
enter AR, AP and GL transactions
– Batch was saved and then posted
– After posting the AP Subsidiary Ledger was
updated and a batch was created in the GL
– Entering the transactions does not directly
update the system
• When you “save” a transaction in
Dynamics NOTHING IS UPDATED
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BATCH PROCESSING
• Your “Saved” transactions are stored in
a Batch
• The system will be updated ONLY when
the “Batch” is posted
• There can be many transactions in a
“Batch”
• Posting batch will update subsidiary
ledger, and MAY update the GL
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Dynamics GP - Single
Transactions
• Dynamics GP will also let you POST a
single SALES or PURCHASE
transaction
• This will update the Subsidiary Ledger
ONLY
• AND it will create “Batch” which, when
posted will UPDATE the General
Ledger
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Dynamics GP Account Numbers
• Not limited to 4 digits
• In fact you can have up to 45 characters
– Can be all digits (numbers) or Can be
Alphanumeric
• Generally we want Account Numbers to
be all digits as this speeds up data entry
• (How many digits in your credit card?)
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General Ledger Account Numbers
• Dynamics GP supports a Divisional structure
with more than one “segment”
• 4100 – 01
• Sales – East Region
• 4100 – 03
• Sales – West Region
• Can Have more than 2 segments
– 100 – 4100 – 01
• Fresh Produce – Sales - East Region
– 200 – 4100 – 01
• Frozen Produce – Sales - East Region
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Minor Difference
Account Segments
• Account number can also be divided into a
maximum of 5 segments
• 10–1000-5600–6500–9023
• 5 segments is more than most companies would
require (as is 45 digits)
• But many companies might use 3 or 4 segments
• The account number will look like this
–
100 – 5301 – 03
– Nine characters and three segments
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Why Segments?
• A grocery store may want to keep information by
Store, Account and Department
• Account No
100 – 5301 – 03
• The first segment
– “100” represents the division or “Store # 100”
• The second segment
– “5301” represents the account “Janitor Wages”
• The third segment
– “03” represents the cost centre “Produce Department”
• Accounts usually sort on 5301 – the Main
segment
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What is our data file “Test Company”
using?
Dynamics GP>>Tools>>Setup>>Company >>Account Format
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Account “4100 – 01”
Using 6 Characters can use 45 Characters
Using 2 Segments can use 5 Segments
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When do you decide on the
Account Number and Segment?
• When you first install the program
• Test company chose 45 digits maximum length
for the Account Number
– But use only 6 digits
– Room for future expansion
• They chose a maximum of 5 segments
– But use only 2 segments
– Room for future expansion
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Account Types
• Posting Accounts
– What you are used to from Sage50/Qbooks/Sage 300
• Fixed Allocation Accounts
– Allocates to other accounts on a fixed % basis
– Post the Telephone Bill to 5600-05 and it will be
allocated to 5600-01,5600-02 on a Fixed % basis
• Variable Allocation Accounts
– Allocate amounts to other accounts on a variable %
basis
• Unit Accounts
– Record number of Customers, Employees, Vendors,
Sq Feet (a One sided entry)
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Fiscal Periods
• Like Sage 300, Dynamics GP is not a “date
driven” system in the same way as Sage 50 and
QuickBooks are
• If you log in on Jan 6, 2018 the System date will
be the current date
– Jan 6, 2018
• If you run a Balance Sheet that day QuickBooks
will display Balance Sheet as at Jan 6, 2018
• Dynamics GP will display Balance Sheet as at
JANUARY 31, 2018 (current period end date)
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Financial Periods
• Our data sets use 12 Fiscal Periods
– Period 1, Period 2 ………....Period 12
• Each period corresponds to the month of
the year
• Jan 6 is in Period 1 so the Balance Sheet
will display ALL the info for that Period
• Transactions dated in January will
(usually) be reported in Period 1
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Fiscal Periods
• The year is divided into Periods – often 12
periods to coincide with the months
• Dynamics GP “knows” the start date of each
period
• Dynamics GP uses the “User Date” to select the
appropriate Period
• The “User Date” defaults from the “System Date”
– So you need to be careful with dates, particularly at
Period end
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Open and Closed Fiscal Periods
• Dynamics GP expects you to OPEN and
CLOSE Fiscal Periods
• When a period is “Open” you can post
transactions to the period
• When period is “Closed” you can not post
transactions to that period
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Open Fiscal Periods
• It is December but we can still post last
May transactions if May is “Open”
– This can be dangerous
• We have reviewed and acted on the May
Statements but today we change them
• To avoid this we “Close” the period
• Can also do this in QuickBooks and Sage
300
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Closed Fiscal Periods
• “Closed” - we can not post to that period
• But we do not have to “close” the all
Series in the Period
– can “Close” Sales but leave Purchasing
“Open”
• If a period has been Closed it can be
opened again, if necessary
– The ability to do this should be restricted to
the Accounting Manager or Controller
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Open / Closed Periods
Tools >>Setup>>Company>>Fiscal Periods
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Limited to 12 Fiscal Periods?
• Manufacturing companies often want a
“month” to be only 4 weeks
– Comparisons are more meaningful
• Set up 13 Fiscal Periods
• A retail company might want weekly
comparisons
– Set up 52 Periods
(not common -would need to close each period)
• If you need it you can have 367 Periods
(would be difficult to manage)
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14 Periods – Good Idea?
• For a company using 12 monthly periods it
can be a good idea to set up 14 periods
• Periods 1 – 12
– Regular monthly transactions
• Period 13
– Year End Adjustments
• Period 14
– Auditor Adjustments
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