General Ledger
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      Microsoft Dynamics GP

      3rd Party Integration

      IMPORTANT

       

      This article is currently being migrated and is NOT complete. Refer HERE for the complete information.

       

      Subjects      ▼

       

      About      ▲ ▼

       

      What Is It?      ▲ ▼

      The swiftpos MS Dynamic GP export is a General Ledger interface that allows Venues to export Sales and Stock Movement data to their Microsoft Dynamics GP General Ledger.

       

      What Is Required?      ▲ ▼

       

      What To Consider?      ▲ ▼

      • All assigning tabs MUST HAVE Accounts assigned. Unassigned Accounts may cause errors.
      • Stock transfers between Locations that exist in different Location Groups (Venues), is supported when exporting to a single MS Dynamics GP Company file. Obviously MS Dynamics GP Accounts will need to be configured for the Locations in question.
      • For Location Groups (Venues) that have the Track Individual Location Costs option selected, transfers between Locations will be exported, with the value of the transfer calculated based on the cost of the Products in the From Location (at the time of the Transfer).
      • GL Account Code Exported - The GL Account Code exported is sourced as follows:
        • GL Account - These Accounts can be either added or imported into the Accounts tab. 4 characters in length. (Represented as AAAA in the example below). Once added/imported, these Accounts can then be used to ensure all assignments/mappings are completed in the Clearing Account, Sales Account, Inventory Accounts and Tax Accounts tabs to the right of the Accounts tab.
        • Location/Site - This is configured HERE. 6 characters in length.  (Represented as BBBBBB in the example below).
        • Department - This is configured HERE.  3 characters in length. (Represented as CCC in the example below).

          Department Override - To override the default Location specific Department, a Department override can be configured against Master Groups and will be used instead of the Location specific Department when exporting.

          • Create a special Master Group (for example, Game Day), and specify an override Dept code (3 characters and represented as CCC in the example below) for it. The code specified here will be used to override the default Location's Department Code when generating the GL Account for export. Note : Override Dept Codes ONLY have to be configured for those Master Groups that require it. All other Master Groups can be left blank. In which case they will default to the Location specific Department. 
          • Create a special Product Group (for example, Game Day), to which specific Products can be assigned.
          • Assign the specially created Product Group to the specially created Master Group.
          • Assign (using the Report Group field) the required Products to the specially created Product Group.
          • Example
            • MS Dynamics GP Accounts - These are configured in the Data Portal > MS Dynamics GP > Settings > Accounts tab and can consist of one of the following:
              1. GL Account - These are the Accounts that are added form by importing the Chart of Accounts (COA). They are 4 characters in length and are then used as the first 4 characters of the GL Account generated when exported.

       

      MS Dynamics GP Account Location/Site Department GL Account Exported Comments
      AAAA BBBBBB CCC AAAABBBBBBCCC

      Where AAAA is the MS Dynamics GP Account from the COA Import.

      BBBBBB is the Location/Site value configured against each Location.

      CCC is the Department value configured against each Location.
      3161 003BGL RES 3161003BGLRES  
      31612 003BGL RES 31612003BGLRE

      Note : The GL Account will be generated for export, but will most probably cause an error when importing into MS Dynamics GP.
      3161 003BG RES  

      Note : The GL Account will not be generated for export in these two cases, as they do NOT comply with the GL Account Code Format.
      3161 003BGL RE  

       

      • GL Account Code Exported continued ...
        • Department continued ...
          • Example continued ...
            • MS Dynamics GP Accounts continued ...
              • Alternative Account - These Accounts are added (via the Accounts Tab) to ensure an alternate GL Account is generated when exporting. These Accounts can be one of the following lengths:

       

      Length Format Location/Site Department GL Account Exported Comments
      4 XXXX BBBBBB CCC XXXXXBBBBBBCCC

      Where XXXX, XXXX-YYYYYY and/or XXXX-YYYYYY-CCC  is the MS Dynamics GP Account added as an Alternative Account. Note : The hyphen characters must be included. These will be removed when generating the GL Account for export.

      BBBBBB is the Location/Site value configured against each Location.

      CCC is the Department value configured against each Location.
      11 XXXX-YYYYYY 003BGL RES XXXXYYYYYYRES
      15 XXXX-YYYYYY-ZZZ 003BGL RES XXXXYYYYYYZZZ

       

      • GL Account Code Exported continued ...
        • Example

       

      Length Alternate Account Location/Site Department GL Account Exported Comments
      4 8540 003BGL RES 8540003BGLRES

      Note : Once an Alternative Account has been added (via the Accounts Tab), they need to be assigned/mapped to the appropriate Accounts, that is via the Clearing Accounts, Sales Account, Inventory Accounts and Tax Accounts Tabs.

       

      Also, A Product requiring Alternative Accounts to that of the Accounts currently assigned/mapped to the Product's Location/Master Group combinations (in the Tabs in the Settings screen), a separate Master Group will need to be created and the Product assigned to it. Also, once the Master Group has been created ensure the Alternative Account has been created and the Location/Master Group combinations (in the Tabs in the Settings screen) are correctly assigned/mapped.
      11 8540-045ENT 003BGL RES 8540045ENTRES
      15 8540-045ENT-ZZZ 003BGL GDY 8540045ENTGDY

       

       

      What Is It Used?      ▲ ▼

      Used when Venues want to export swiftpos Sales and Stock Movement transactional data to Microsoft Dynamics GP. The MS Dynamic GP Export will export the following:

      • Sales - All Sales, Refunds, Account Charges/Payments, etc. Note : With regards to Account related transactions, the MS Dynamics GP export does not export individual Account (Debtor) specific data, but rather exports data that can be imported into MS Dynamics GP in a single Debtors Account (and NOT into individual Debtor Accounts).
      • Stock Movements - All Stock Adjustments, Damages, Receipts, Returns, Transfers, Wastage and Stocktake variances.

       

      How To       ▲ ▼

       

      How To GET STARTED       ▲ ▼

      • In Back Office
        • In Global Preferences, In the Other tab, ensure the GL Account Code Format is set. Refer HERE when specifying the value of the GL Account Code format.
        • In Location Group Edit ensure the following:
          • Ensure the drop-down Entity field is appropriately selected.
          • Ensure that the MS Dynamics GP Data Export Path is configured for those Location Groups (Venues) from which transactions will be exported.
        • In Location Full Edit ensure the following is configured for all Locations within each Location Group (Venue) from which data is to be exported:
          • Ensure the Department field is configured appropriately. 3 characters in length. This field is mandatory.
          • Ensure the Location/Site field is configured appropriately. 6 characters in length. This field is mandatory
          • Ensure the Post Financial Data option is selected.
        • In the Data Portal, ensure that the MS Dynamics GP Accounts are configured in the Accounts tab.  Refer HERE for information on how the GL Account Code that is exported is sourced.
        • In Member Classifications, if required set a Discount Expense Media against Member Classifications. This is optional and once set the Discount Expenses incurred in a sale will be exported using the GL Clearing Account the Discount Expense Media is mapped to.
        • Venues that have multiple Location Groups (Venues) and transfer Inventory/Stock between Location Group (Venues), then it is advised that the following is configured:
          • Ensure the Transfer Mapping option is set to Inventory<->Clearing Account in Administration > Global Preferences > Other tab > GL Account section.
          • Ensure the Draw From, Transfer In and Transfer Out Media are mapped to an appropriate Clearing Account in the Clearing Accounts tab in Data Export > Data Portal > Microsoft Dynamics GP > Settings screen.
      • Ensure MS Dynamics GP is backed up before importing from SwiftPOS. In the event something goes wrong, then at least the MS Dynamics GP data can be restored from the backup.
      • It is recommended that all types of Transactions are tested and imported into MS Dynamics GP. It maybe necessary to enlist the assistance/expertise of an accountant to ensure that from the MS Dynamics GP end, all transactions are posted correctly.
      • Once testing of all types of Transactions has completed, the Dynamics GP export can be optionally included as part of the End of Day process. Refer HERE for more information.
      • In Back Office
        • In Back Office> Data Export > Data Portal > MS Dynamics GP > Settings - Create/Import the MS Dynamics GP Accounts required to assign/map SwiftPOS combinations found in the tabs to the right. For example, Location/Media Clearing Accounts, Location/Master Group Sales Accounts, Location/Master Group Inventory Accounts, etc. The screenshot below provides an example of the basic Accounts required for an initial Export. Obviously this list can be customised and added to, to suit the requirements of individual sites and their corresponding MS Dynamics GP Account List (Chart of Accounts). Note : Account Codes added must comply with the GL Account Code Format as outlined in the Pre-requisites above. Duplicate Accounts are NOT accepted.

          microsoft-dynamics-gp-1

          This tab is accessed from Back Office> Data Export > Data Portal > MS Dynamics GP > Settings.

       

      To be continued ...

       

      Screens      ▲ ▼

      To be continued ...

       

      End of article      ▲