5 Software Tools Wholesale Distributors Use to Quickly Migrate To Microsoft Dynamics GP

In a previous article I began the discussion, “Controlling the Cost of Implementation of Dynamics GP for Wholesale Distribution Companies.”  Today I’ll discuss some of the tools you can use with Microsoft Dynamics® GP to integrate more data from QuickBooks and Peachtree.  These tools enable clients and consultants to quickly and accurately integrate, change, and move data.

Rapid Migration Tool

A recent implementation of ours used the RMT (Rapid Migration Tool) to move data from QuickBooks to Dynamics GP.  During the prototype, the client wanted to test various setup options, breaking apart one QuickBooks database for their multiple companies and locations into multiple Dynamics GP databases.

After we used the RMT, the client re-approached us to test different designs.  They had multiple international locations and companies, personnel spoke several different languages, and making decisions was a time-consuming process.  They wanted to do primary design and project management internally to keep consulting costs down.  We cooperated in various stages and processes.

Computeration Zap!

Within QuickBooks, the client was using the simple job cost functionality which equated to Dynamics GP’s Analytical Accounting dimensions.  The RMT doesn’t integrate with Analytical Accounting so we used a custom product, Computeration’s Zap!, to fill the integration gap.  Zap! uses the eConnect module and provides friendly error messages to advise when something doesn’t integrate.  It also tracks those errors and allows for easy re-integration once the error is corrected.

Professional Services Tools Library

After the RMT migration the client wanted new general ledger account numbers and customer and vendor ID’s.  March 1, 2012, Microsoft provided PSTL (Professional Services Tools Library) at no charge (Microsoft personnel call it “pistol;” we call it “postal”).  It provides exactly the functionality to translate general ledger account numbers and customer and vendor ID’s quickly and accurately.

The general ledger account number change can be accomplished with several different methods and tools.  Prior to using PSTL, we used Maintenance>>Clear Data function on the Financial>>Year-to-Date Transaction Open table.  This cleared the beginning balances that the RMT had imported.

The client initially chose to bring over the QuickBooks five-character string consisting of four numeric digits for the account number followed by 1 character representing a company location.  We expanded the company account format (>>Administration landing page>>Setup>>Company>>Account Format) to allow for both the old and new format—two segments of five and two characters.  Then using PSTL we translated the five characters into six characters, reversing the account and location segments.

Reconcile Account Format Utility

After completing the general ledger account change, we utilized the reconcile utility at >>Administration landing page>>Utilities>>Reconcile>>Account Format Setup.  This caused the account format to reduce to fit the desired segment characters.

Integration Manager

The client also desired 2011 and 2012 general ledger detailed transactions.  In the new Dynamics GP database after a validated backup:

1. We used Maintenance>>Clear Data function on the Financial>>Year-to-Date Transaction Open tables.
2. Then we used >>Financial>>Utilities>>Reconcile process on the current year
3. Then we used the 120-day free license of Integration Manager to import 2011 and 2012 general ledger detail transactions.

Live Deployment

The client tested this initial database for a short time then determined they wanted to use Intercompany Setup and break each location into its own database.  Our sequence of tools use will change for the live deployment, but with Dynamics GP, we know we have the tools to move this data around quickly and accurately.

Controlling Costs

Our client set an initial goal of keeping total consulting services to under 100 hours.  Their multiple locations and languages and their changes with the prototype make this difficult, but we expect to come in very close to their expectations.  They are using the online training webinars rather than classroom training.  Once operative, they are striving for a lean, simple ERP implementation.

By Gloria Braunschweig with Wholesale Distribution Systems Specialists, Computeration, your Idaho Microsoft Dynamics GP Partner with Microsoft Dynamics GP clients in Oregon, Washington, Idaho, California, and around the world.  Computeration specializes in ways to enhance wholesale distribution companies, by offering experienced project management, data integration, training, and consulting services.