If you are in the middle of your next Corporate ERP application selection cycle and you are considering Microsoft Dynamics GP, or former Great Plains Dynamics as an option, we would like to give you some ideas about GP installation and ongoing maintenance.
Dynamics GP is mid-market ERP,
MRP, Accounting application with large set of add-ons, available from Dynamics GP ISVs, including such add-ons as Warehouse Management System, eCommerce, plus it is open to programmer via such tools, as Microsoft Dexterity, eConnect, SQL Scripting, VBA with Modifier, Integration Manager with VBA even handling scripts, Extender. You typically purchase Dynamics GP via Microsoft Business Solutions Resellers channel and your selected partner should have certified Dynamics GP consultants in staff to provide Installation and ongoing support. Here are some highlights:
1. Installation is wizard driven and it has several phases. You begin with the GP code to be copied on your Server or User Workstation, then it launches Dynamics GP Utilities. GP Utilities application checks if Database side was installed. If Dynamics database is not detected – Utilities launches its creation. Depending on the version you may get Account Format dialogue, where you have to choose maximum number of segments and maximum account length in character-digit combination (traditionally in GAAP you only expect to use digits). When Dynamics DB is created you are offered to create test Company TWO with sample data in. Then you are ready to create your own company database – or you may have several companies to create depending on your business structure
2. Maintenance. This is ongoing process, you have to be enrolled into Dynamics GP annual enhancement program through your Dynamics GP Reseller in order to have access to Dynamics GP Service packs download and new version registration key. Service packs are recommended, but not required (until you are doing something like update to new version, where service packs application is required in upgrade procedure). Also there are situations (especially with older Great Plains Dynamics versions), when there is known issue with your current version build and this issue is fixed in new Service pack
3. Dynamics GP CheckLinks, Rebuild procedures. Check Links is good, when you think that your data was repaired on SQL update and delete level – this process checks that the whole cluster of tables (such as Account Master group of tables) is consistent. Rebuild was useful for Great Plains Select on Btrieve/Pervasive SQL 2000 and Ctree database platforms, where physical file is the table and in order to reclaim hard drive space you have to rebuild the file. However with porting Dynamics GP to Microsoft SQL Server platform rebuilt should be done as MS SQL Server maintenance
4. Version Upgrade. This is version specific (and even service pack specific as it was introduced with Microsoft Dynamics GP 10) and if you are not a professional Dynamics GP consultant, we recommend you to engage your Dynamics GP VAR into version update project. In upgrade scenario you have to check with your Dynamics GP ISV (if you have GP add-ons) if new version of their product is already available. We also like the idea to be on the conservative side and do not rush into upgrade as the new version is just released, wait half a year or so until at least two service packs are released for targeted version
5. Data repair. Well, it might happen, especially under the following circumstances: you got power failure (when you were posting the batch, for example and as the most popular case), you are in phase-in for in-house coded Dexterity customization and data became corrupt by the bug in the Dexterity code, some modules for example Fixed Assets have restriction on when you have to close fiscal year and if you missed the deadlines – you need Dynamics GP data surgery. In data repair you first try check links, batch recovery (see administrator guide for details) and if those do not work you have to appeal to SQL data repair (select, update, delete statements – very dangerous for inexperienced Dynamics GP SQL coder, we recommend you to give it to Dynamics GP Partner, or at least open technical support case with Microsoft Dynamics)
6. Report Writer dictionary upgrade. It is common when you have such reports modified in ReportWriter: SOP Blank Invoice Form, POP Purchase Order (most typical modification is placing your company logo on the forms). Dictionary upgrade is part of Great Plains Utilities, there are some cases when you have to rebuild report in the new version
7. FRx Financial Reporitng. FRx also requires some maintenance, such as Service packs, version upgrade (however current FRx 6.7 is likely to be the last one to be succeeded by Microsoft SQL Server Reporting Services)
8. If you are on the old version of Great Plains Dynamics or Great Plains Accounting for DOS, Windows or Mac. There are special procedures and steps to move your GPA or Great Plains on Pervasive SQL 2000/Btrieve or Ctree to the new server (Windows 2003, 2007, however 64 bit platform is not supported)
9. For help please call us 1-866-528-0577, in Michigan 1-269-605-0330 or email us worldwide help@albaspectrum.com We are offering Great Plains local support in Chicago, South Western Michigan, Southern California, Houston and Dallas areas. We are offering Dynamics GP remote support USA, Canada nationwide, South Africa, Australia, New Zealand, UK, Ireland, Mexico, Latin America and Caribbean basin, Saudi Arabia, Egypt and most of the Arabic speaking countries
10. Second opinion on Microsoft Dynamics GP implementation. We certainly respect the opinions when you think that you were forced to by “the lemon”. Great Plains Dynamics and its successor Microsoft Dynamics GP is matured Corporate ERP platform and we believe that most of the implementation failures and limbos are related to your chosen Dynamics GP Partner entry level and learning curve phase (have you checked and verified the references on how many successful Dynamics GP implementations they made and especially in your industry?)
