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April 7, 2015

Incorporating Seamless Cloud Integration with Dynamics GP

Posted by Armanino Financial Advisory Team

The phrase integrated with Dynamics GP instills expectations of a smooth, automated experience. Unfortunately, we all know not all cloud integration is created equally.

Getting information into Dynamics GP happens in four main ways: enter it manually, import a flat file, invest in programmers for eConnect/BizTalk, or a truly automated web services integration.

Manual integration speaks for itself. Your team is manually keying data into Dynamics GP. Manual integration includes tremendous potential for human error, numerous man-hours and lots of paperwork. In the past, this was the only way to transfer information between GP and other systems. Thankfully, technology has improved since then!

Flat file integration allows you to upload a specifically-formatted file into Dynamics GP, which enables your team to spend fewer hours entering data, decreases human error, and improves the accuracy of the information transfer. Most GP integrated applications use this flat file method for transferring data. However, it’s still necessary to manually configure the source system to send information to GP intelligently (and sometimes not so intelligently when configuration errors occur).

Transferring information is a bit better using flat files without all the manual data entry, but the it’s still not ideal. eConnect/BizTalk from Microsoft is often used to integrate internal systems with GP, but a multitude of IT and programming resources are necessary to take that route.

The best solution is a true cloud-based web service integration!

Web Services for Microsoft Dynamics GP allows cloud-based systems to communicate directly to specific areas of Dynamics GP via an open standard and instantly exchange information. It’s two-way, it’s seamless and, when done right, it’s error-proof.

Let’s use the example of an employee who has left the company. That person’s record may be marked inactive in Dynamics GP, but if your systems aren’t fully integrated then that employee will still be active in your project management, expense reporting, time tracking and other systems.

Without a web service integration, your team would need to enter each system separately and deactivate the departed employee manually, or even email the systems’ providers and request the change. It takes your valuable time and leaves a lot of room for human error or omission.

A web service cloud integration allows you to make a change in one system, trusting that your other systems will be automatically updated to reflect it. It means you always have the latest data and can instantly get up-to-date information from those systems in Dynamics GP.

Why is this so important?

Imagine you’ve just subscribed to new cloud-based expense reporting software that will integrate with your Dynamics GP via web services. It’s easy to use with great mobile capability, but what about GP? With a true cloud GP web services integration, the setup of all your configuration data (vendors/employees, GL accounts, etc.) will be synced from Dynamics GP automatically, typically in just a few minutes. Setting up GP web services takes just a little time for your IT team, and once it’s done, you have a flexible way for truly innovative solutions that use Web Services for Microsoft Dynamics GP to easily integrate, two-ways, without any manual intervention.

The web service integration will make sure your expense reporting software knows exactly what’s happening in Dynamics GP – new users or GL accounts that have been added, fields or dimensions that have changed – and will synchronize all the changes with a push of a button or on a schedule. It’ll understand the mapping of your GL segments and intuitively communicate with your native accounts. Approved expenses will just show up in GP after the final approval, complete and ready to be paid, all without manual input or rekeying, all without importing anything.

You’ll always have your out of pocket expenses, credit card transactions and VAT tax amounts right where they’re needed. Hours and hours will be saved, so you can focus on your business and not on data entry.

That’s what truly automated integration with Dynamics GP means. Why settle for anything less?

Learn more about Microsoft Dynamics GP and integration solutions to keep your business running smoothly.

Written by guest bloggers, Neil Wainwright (CEO) and Yana Kondrykava (Marketing Specialist) from Nexonia.

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