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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / GP Integration - Invoi...
Microsoft Dynamics GP (Archived)

GP Integration - Invoices/Applying Payments

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Posted on by AVB 240

Looking for some general insight into GP. We currently have a MS SQL database that processes shipments, payments and creates payable records. The AR/AP stuff gets sent into QuickBooks in a batch process at night (1500 invoices and payment records at a time could be easily be 6000+). I'm looking mainly for an accounting package that has fairly easy and flexible integration and is built to span multiple physical locations. GP seems to offer a lot of features and I would assume does exactly what I'm looking for.

How difficult is it to do what I'm currently doing with QB?

What are you spending on average per user for GP?

TIA.

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  • L Vail Profile Picture
    L Vail 65,271 on at

    Hi,

    I do not sell the software, but I suspect a reseller has already tried to contact you :)

    GP will absolutely import the transactions from your payment center SQL database. GP does not read the QFX (QuickBooks) format, but it will read many other file types, as well as just read SQL directly. In addition, MS has a 'rapid implementation' tool that will pull the data you have in QB and push it into a new GP company to ease your conversion.

    Kind regards,

    Leslie

  • AVB Profile Picture
    AVB 240 on at

    Leslie,

    Actually surprisingly I haven't been contacted (yet) by any resellers. I appreciate the reply. Guess I'll have to delve into GP more.

    Thanks again.

  • nChannel Profile Picture
    nChannel 370 on at

    Yes, GP does offer integration and does so very well with various systems including POS and eCommerce systems. Our company actually helps many other retailers and suppliers with GP integration. We can recommend it.

  • mm123 Profile Picture
    mm123 2,535 on at

    Hi,

    Yes we have done couple of  Quickbooks Migration to GP / AX  .We have a good expertise on both the products ( QB & GP).As a Gold Partner for GP / AX/ NAV / CRM we could help you to identify best fit Microsoft ERP Accounting system based on your exact Business requirements. Please drop an email to Lear more.

    MV

    manick.m@hotmail.com

    Microsoft Gold Partner for GP/ AX/ NAV/ CRM

  • Community Member Profile Picture
    Community Member on at

    With GP you have a number of options for integration. The most robust and automated would be to use eConnect which is build specifically for integrating into GP. As a rough guide, if you are integrating to QB then you have all of the basic data required for a GP integration. However you would need technical skills / the assistance of an experienced eConnect person unless you have whizzkid on staff who can get up to speed quickly. The numbers you quote above are not an issue. You could also look at sending documents in almost real time rather than waiting for a nightly batch update - but this would depend on your source system and its ability to send data. Look at using Smartlist Builder [a GP Module] to provide users with visibility on documents [and the reason for failure]...that don't integrate.

    If you don't have internal resources, and don't want to invest in eConnect [and its related development costs] - then you can look at Integration Manager - again a GP module specifically designed for integrations. This is more 'non technical user' friendly than eConnect but is not as flexible. With training you could be creating integrations yourself - the drawback is it is not really intended for mission critical / complex / non 'human intervention' integrations.

    My advice would be to reach out to a number of GP Partners and see what they recommend for your particular circumstances. Make suppliers do the work of figuring out what you need!! [Please include me if you decide to go down that road!! :) ]

    Ian.

  • AVB Profile Picture
    AVB 240 on at

    At this time we aren't trying to do anything extremely complex. We'll have a web based system creating data (Orders,AR,AP,Payments etc..) in our MS SQL DB. From there we want to sync into an accounting package (we've used QB previously). Since GP runs on a MS SQL DB I wouldn't think our low volume of transactions would be a problem unlike QB which is slow at best. We have internal resources but none familiar with GP integration specifically however they are skilled in webservices/api/wsdl etc...  Honestly GP seems like overkill in the beginning and it's been difficult finding good demos on just the accounting portion of it. Everything I've seen has been geared towards the larger enterprises and "products" and not so much services (which we provide) not tangible items.

    What does GP offer in terms of batch invoicing and billing cycle flexibility? Some customers want paper, some want electronic invoices. Some want once a month cycles, some want twice a week. Automating collections is important too. Previously we would batch invoice customers from reporting services so reconciliation between two systems was critical and QB is a pain. Not a bad system for small companies but it lacks a lot.

  • AVB Profile Picture
    AVB 240 on at

    Oops...  I meant "...our low volume of transactions WOULDN'T be a problem"... obviously SQL can sustain a high amount of transactions.

  • Community Member Profile Picture
    Community Member on at

    Hi,

    There is a lot in your post above - probably more than can be addressed satisfactorily in this forum. If you have internal resources experienced in API - then you're off to a good start - but seek professional advice and help at least at the start, no point finding out the pitfalls all on your own - a good external resource can start you off on the right path and make sure your efforts comply with MS directives and so keep your integration solution supported. The types of documents you list below are all fairly standard and don't pose any issues. Would you also need to integrate new customer and vendor records? Again, not an issue, but thinking about how and when these get created in the design phase is a must.

    Why are you not getting good demo's? Are you looking at on line canned presentations, or have you asked a partner? You probably need to engage with a decent partner at this stage who will take the time to understand your requirements and tailor a demo to suit.

    The billing cycle would need investigation. Certainly you can communicate invoices / statements to customers in their preferred format and there is the ability to schedule invoices. What do you mean by automating collections? The actual collection of cash [i.e. sending files to your bank for direct debits / payment applications] or automating the collection management processes?

    A good bit of old fashioned discovery is what you need, I think!! :)

    Best regards,

    Ian.

  • Community Member Profile Picture
    Community Member on at

    Also - just as an aside. In GP you have a number of options regarding the stuff you sell. They can be set up as Service Items in GP inventory  [so, there is a master record for each service 'item'] - or you can choose to allow sales of 'non-inventoried' items [basically free type the item on an invoice]. There are pros and cons of each approach - but if you're using eConnect it doesn't really place any extra burden whatever you decide - you can create the service items on the fly [along with the customer, or the customers new ship to address etc. etc.] or just integrate free text from the website...its just a matter of understanding your requirement and getting advice accordingly. Lots of organisations have similar needs - so get a decent partner who has customers doing similar and talk to them - if they are any good, they will throw out ideas and help you make a more informed decision on your integration structure - regardless of what ERP product you end up implementing.

    Ian.

  • AVB Profile Picture
    AVB 240 on at

    Ian,

    Thanks for the response. Yes on-line canned demos. Yes we would need to send over new customer records and vendor records. Currently this happens within QB during the process of creating an invoice/bill. The collections process I was referring to was more the management aspect but you bring up an interesting feature of sending files to the bank for direct debit. I'm sure there are TONS of features I'm unaware of that we could utilize.

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