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Microsoft Dynamic GP 2010 : Dynamics GP System - Users and security, Sales and purchase taxes

1/25/2013 11:21:56 AM
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1. Users and security

Prior to implementing Dynamics GP it is helpful to plan out all the system users and the security needs for them. If you have implemented Dynamics GP for versions prior to 10.0 and have not worked with the new Dynamics GP security yet, you may want to forget everything you have learned about Dynamics GP security in the past, as it has been completely overhauled starting with version 10.0.

Dynamics GP security is now pessimistic. Considered long overdue by many consultants and system administrators, this means newly created users will not have permissions to anything and will need to be explicitly granted any and all permissions.

The components of Dynamics GP security are:

  • Operations: These are the lowest level security building blocks. Operations include access to windows, reports, tables, tools, posting permissions, and SmartList objects.

  • Tasks: Groupings of operations. Tasks typically group operations across common fairly low-level functions, such as creating customers or entering sales transactions. Tasks can cross Dynamics GP products and modules. Multiple tasks can have the same operations.

  • Roles: Groupings of tasks. Multiple roles can have the same tasks. When setting up user security in Dynamics GP, users get assigned one or more roles.

All operations, a large number of tasks, and some roles are predefined in Dynamics GP. Existing tasks and roles can be changed and new ones can be created as needed. Any user can be assigned one or more roles.

A DEFAULTUSER task is available containing the basic system operations required by just about every user. When a new role is created, the DEFAULTUSER task is automatically added to it, and some third-party products include basic permissions needed in the DEFAULTUSER task.

A POWERUSER role is available for any system administrators that should have access to all functionality in Dynamics GP. This is similar to the sa user in SQL Server, which bypasses security completely. Any user with the POWERUSER role assigned does not need any other role assigned to them.

To start planning for security setup in Dynamics GP:

  • Identify all the users that will need access to Dynamics GP. Make sure to get the correct full name of the user, as this is helpful to fill in when creating Dynamics GP users.

  • Decide on the user ID naming. Even though Dynamics GP does not use Windows Authentication, the recommendation is to make the user IDs the same as the Windows user IDs to minimize user confusion.

Unlike Windows user IDs, Dynamics GP user IDs are case sensitive.

  • Determine the Dynamics GP functions each user will be performing. This is sometimes easier to start as a simple list of the tasks and then refine with additional detail as an iterative process.

    • It may be just as important to decide what a user should not be able to do. For example, some users may only be allowed to create transactions and should not have the ability to post them.

    • If you are planning on multiple Dynamics GP companies, determine what users should be granted access to each company. While not common, if needed, users can have different security settings in each company.

    • Evaluate the preset tasks and roles in Dynamics GP and compare these against the requirements for all users. This may become a daunting task and it may be another good place to involve your Dynamics GP resource if you have not had much experience with the new Dynamics GP security yet.

Following the example set by Dynamics GP, it is recommended to take a pessimistic approach to setting user security. Start by granting users only roles and tasks that they need to perform their work. It is easier to grant someone additional access when needed, rather than take away something a user already had or, even worse, having to fix issues caused by a user inadvertently changing a setting they should not have had access to in the first place.

2. Sales and purchase taxes

As part of the planning for your Dynamics GP setup, you will need to determine whether sales and purchase taxes should be calculated and tracked by the system. Even though the concept is the same, sales and purchase taxes must be set up separately, as a tax in Dynamics GP can only be one or the other. Many small and mid-size companies in the US choose not to track purchase taxes separately. However, any business selling goods or services will often need to collect and remit sales taxes to each state they do business in and have detailed records for state reporting purposes.

Setting up taxes in Dynamics GP involves the creation of Tax Details and Tax Schedules. Tax details are the lowest level of taxes a company wants to track; tax schedules are a combination of one of more tax details that are used together to calculate the total tax for a transaction. The same tax detail can be used on multiple tax schedules. Tax schedules are assigned to customers, vendors, items, and transactions that need to be taxed.

Here is a typical example:

The followings screenshot shows a typical tax detail setup window:

If planning to set up taxes, gather the following information for each tax detail needed:

Data Explanation
Tax Detail ID This may be another place you want to decide on some consistent numbering, especially if there are a lot of taxes to be set up. Having the state abbreviation in front will allow better sorting and selection of ranges during reporting. Maximum length is 15 characters.
Description Optional, but very helpful when looking at a long list of tax details during setup of tax schedules or reporting. Maximum length is 30 characters.
Tax Type Sales or Purchase. If the same tax detail is needed for both sales and purchase taxes, it will need to be set up twice. In this case, consider adding something to the ID to indicate this, maybe a S for sales and P for purchases at the end of the ID.
Tax ID Number The company's tax ID number with the taxing authority—this is optional for the setup, but many businesses like to have this information all in one place.
GL Account The General Ledger account number where the tax liability is accumulated, typically this is a Payables account for sales taxes.
Tax Based On How the tax is calculated. Options are:
  • Flat Amount per Unit

  • Percent of Another Tax Detail

  • Percent of Cost

  • Percent of Sale/Purchase

  • Percent of Sale/Purchase plus Taxable Taxes

  • Tax Included with Item Price

The most common of these is Percent of Sale/Purchase. If one of the other methods is chosen there may be some additional information needed for setup.
Percentage Tax percentage—up to five decimal places are available.
Round Rounding options for the tax calculation. Available options include nearest up, nearest down, to the nearest decimal place, or whole digit. The recommendation is to round to the nearest decimal place, as this is the most commonly expected calculation method.
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