Dynamics GP Cloning the Company

It is possible to clone your existing company and we would like to give you some recommendations and steps.  We will review the steps for current version 2010/11.0 (and older versions on MS SQL Server Platform: 10.0, 9.0, 8.0, 7.5, 7.0, 6.0) plus we will give you some idea about how to clone the company, where you are on older releases, including on Pervasive SQL 2000 (or its predecessor Btrieve), Ctree (versions 7.5, 7.0, 6.0, 5.5, 5.0, 4.0).  Some consideration will be given to Great Plains Accounting on DOS, Windows (versions 9.5, 9.2) or Mac.  Let’s begin with new company installation procedure in GP Utilities:

1. Creating the company database.  If you are MS SQL Server Certified DBA, please know that it is not generally a good idea to do all the work via 2008 Management Studio (or Enterprise Manager if you are on SQL 2000).  When you create new company, you have to register this company is several tables in Dynamics database (this is system database for that Corporate ERP application).  This is why the natural way to create new company is via Utilities

2. Loading the new company from another company backup.  This work could be done in SQL Management Studio.  This is also recommended step to change the ownership of the DB (from SA or domain administrator account, which you likely used to DYNSA, use sp_changedbowner procedure)

3. Clearing data.  We assume that you do not want your production company transactions, and master records (except probably chart of account) to be present in the new company.  The good way to accomplish this job is Maintenance -> Clear Data (clear all historical, open and work tables, plus master tables – except Financial Account Master; do not clear setup files where modules setups are stored)

4. Changing Account Segment which stays for the company ID.  This is common practice to have one of the account segments (typically short one, containing just couple of symbols) to be different for each company across the entire installation.  Your accounting department may use it in FRx Reporting (Consolidated Balance Sheet, P&L and Statement of Cash Flow) or Microsoft Management Reporter.  To achieve this goal use Query management (former Query Analyzer) and change the segment in the following statement: update GL00100 set ACTNUMBR_N (where N stays for the segment you need to specify in real situation) = ‘02’ (where 02 is your second company – also change it accordingly).  Next step is to rebuild Account Index Master table GL00105.  The easiest way is just to delete all the records there (delete GL00105) and then recreate it by initiating Check Links over account master table cluster (Maintenance -> Check Links)

5. Additional considerations.  We also recommend you to delete and recreate Account Summary master file (recreation could be done in Utilities -> Financial -> Reconcile).  If your new company will have different fiscal year, you will need to remove historical years (outside of the scope, we already published the dedicated article, see us on Google).  Also be sure that you have updated FRx reports, created SOP Invoice Form with new company logo, review if PM check form needs to be updated or not.  If you use Intercompany Transactions module, setup new company intercompany relations

6. All the above should be valid for the version on Microsoft SQL Server (2008, 2005, 2000, 7.0)

7. Great Plains on Pervasive SQL 2000/Btrieve.  Here you have to do the same thing first – create company in GP Utilities.  This process will create company subfolder in your Dynamics folder on the server (if you are not sure, please review Dex.ini file on the user workstation, where the path to Dynamics folder should be specified – might be UNC Path or mapped drive).  When you are done with company folder creation in Utilities, open Dynamics folder in Windows Explorer, remove all the folders and files from company folder, copy all the folders from production company folder into newly created company folder.  At this point follow guidelines above and clean data (historical, open, work and majority of the master tables).  Updating existing Btrieve files is a bit tricky.  We usually recommend you to install Pervasive ODBC Driver (it could be found on CD#2 of your installation media, you should also create DDF file – simply drag DDF.Set and drop it on Dynamics.exe file, Files, Fields, Index DDF files should be copied into your company folder to be recognized by ODBC DSN) and then connect to your tables via MS Access Linked table (via ODBC SDN connection).  If you are on Ctree – ODBC driver is available on CD#2 as well, use MS Access for data update

8. Great Plains Accounting DOS, Windows or Mac versions (please note that we have only limited experience working with GPA on Mac, but it looks like it is Btrieve database, which if copied to PC should be accessible via ODBC).  Copy production company folder, which could be found under GPS folder on your Server (typically Windows NT or Novell, however large number of GPA customers migrated to Windows 2003 or 2008, including Small Business Server; be sure that you are deploying it on 32 bit Windows as Pervasive SQL 2000 Server was not compatible in time with Windows 64; GPA could be also deployed for auditing purposes on Windows 7 32 bit pn Pervasive SQL 2000) into new folder with the abbreviations of the new company.  Then change login GPA and change the company (here you simply select the new company folder).  New Reg Key is required, as GPA reg key is per company name.  Reg key should be requested from your Dynamics GP Reseller (they should be able to generate key on the Microsoft Partner Source portal).  If you have no clue who are these people, feel free to call our office

9. New Company for your International Subsidiary.  If you are multinational corporation with Great Plains as Corporate ERP in USA, Canada, Australia, New Zealand, South Africa, UK – please research first if Dynamics GP is localized in the targeted country.  Technically it is possible to implement it Worldwide, as Accounting Double Entry principles (introduced by Luca Paccioli in 15th Century) are universal.  In real life, however Corporate ERP needs to be localized for the country or region.  Localization includes two sides: Local Tax code (including government compliance) and local language support.  GP is localized or partially localized in English, Spanish (except Spain), Arabic speaking countries.  There is certain problem in enabling Great Plains user interface support Unicode based alphabets (with hieroglyphs – Chinese, Korean, Japanese).  This application is not localized in Brazil, where Microsoft recommends Dynamics AX (consider also Microsiga and SAP Business One).  If you are expanding to Russia, Ukraine, Kazakhstan – this application is not localized there as well.  We recommend AX, NAV, or local Accounting package 1S Bukhgalteria

10. Direct Competition.  We think that SAP Business One is competing with GP in USA, Canada, Spanish speaking Latin America.  SB1 has such pluses as availability Worldwide and supporting Unicode.  It could be considered as ERP application for your overseas subsidiaries with consolidated financial reporting in FRx or MMR (just consider exporting trial balance into Excel worksheet from SBO and use it as the source for FRx), assuming that you are deploying GP in the Headquarters

11. If you feel that your concerns are not addressed or your question is not answered, please feel free to contact our office.  Support domestically in the USA, Canada, Mexico and internationally.  This option is possible via Web Sessions, Skype or Phone conferences and direct visits onsite (in the case of the large scale project).  Our consulting team speaks English, Chinese, Portuguese, Spanish, Russian, Filipino.  Feel free to call us 1-866-304-3265, 1-269-605-4904, or email help@efaru.com