The Easiest Way to Reduce Multi-Company Expense Processing Time by 75% In Microsoft Dynamics GP

By: Michael Marinaro

If you’re managing expenses for several companies in one ERP system, it’s easy to get overwhelmed. With a few simple steps, combined with some custom programming, you can start managing your multi-company expenses in a fraction of the time.

The Challenge of Multi-Company Management

Managing multiple companies within the same ERP system is difficult. Some struggle with importing credit card data into multiple companies in Microsoft Dynamics GP. Others need help creating corresponding adjustment entries for some companies, but not all of them.

What if you have expenses that are paid by one company, but some of the expenses are the responsibility of a second or third company? In this case, the secondary expense records need to be made for those companies, and adjustment records need to be created for the primary company to offset the payments.

Many of our clients know that processing multiple companies is tricky. Luckily, there is a simple solution that can seriously cut down the time it takes to manage expenses in Microsoft Dynamics GP.

How to Simplify Your Multi-Company Management Process

Our team, utilizing a programming language called C#, gives us the ability to process data from Excel files and generate CSV files for import into Microsoft Dynamics GP. The program allows you to select a specific file for processing and then generates one file per company to import into GP. We can even include default values in this program so they do not need to be filled out each time.

In addition to creating default values in forms, we can design a simple account translation file for the adjustment entries. This gives users the flexibility to change the account number if needed. If the account numbers are hard coded in the program, a programmer would need to change the entire code base in order to make changes to account numbers.

The Easy Steps You’ll Need to Take

  1. Download the monthly expense data from the credit card company in an Excel file.
  2. Add several columns to indicate the company or companies the expense should be applied to, and the GP accounts the payments should be applied to.

After selecting the right files, our custom C# program reads each line of the import file and produces one or more internal accounting records, depending on the supplied data, and exports the files. Integration Manager will then take these exported files and import them into Dynamics GP. This allows you to preview your import files prior to creating the records. It will then generate adjustment records, if needed.  

By using an automated process, you’ll cut down your processing time by 75%. It’s inefficient to import the data into the first company, and then manually create the second or third company records, along with the corresponding adjustment records.

Need Help?

Our Microsoft experts are standing by to customize your ERP system to meet your needs. If you’re wondering how you can reduce your processing time by 75%, contact us here or call us at 410.685.5512.

Published January 3, 2018

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