microsoft dynamics gp vs. sage intacct: a …...microsoft dynamics gp vs. sage intacct: a tournament...

Microsoft Dynamics GP vs. Sage Intacct:A Tournament of Features

Brought to you by The Resource Group

Contents1. Look and Feel ........................................................... 4. 2. Chart of Accounts .................................................... 6.3. Multi-Entity Capabilities ......................................... 8.4. Hosting Models ...................................................... 10.5. Inventory, Distribution and Manufacturing .....,..... 12.6. Projects and Project Accounting ............................ 15.7. Workflows ............................................................. 19.8. Revenue Recognition ............................................. 22.9. CRM Integration .................................................... 24.10. Reporting .............................................................. 28.11. Industry Comparison ............................................ 30.12. About The Resource Group ................................... 32.

Microsoft Dynamics GP vs. Sage Intacct: A Tournament of Features 2.

Key Contributors: Romy Andrews, Todd Bowlsby & Gary Volland

Contents

Are you looking for a new enterprise resource planning (ERP) solution? Considering whether you should select an on-premises system or move over to a cloud-based solution? As a value-added reseller, we’ve worked with hundreds of clients who’ve faced the same decision.

The Resource Group has been a Microsoft Dynamics® GP partner for more than 30 years. Dynamics GP is a rock solid solution which is perfect for many companies. A few years ago, we decided to add a cloud-based ERP to give our clients more options. We selected Sage Intacct™ because it’s a best-in-breed solution that compliments our Dynamics GP product line so well. To help you decide which solution works best for your needs, we’ve developed some information about these two leading ERP solutions for you to compare and contrast which might be the best fit going forward.


Look and Feel

When you’re deciding on a new ERP solution, one of the first things to consider is its look and feel. Both Dynamics GP and Sage Intacct have user-friendly designs. Dynamics GP resembles Microsoft Office providing users with a familiar look and feel. Sage Intacct is highly intuitive, and each module has the same look and feel. Let’s take a look at some key features of both solutions.

1.


Key features:

• Resembles MS Office by design• Address bar• Main toolbar• Navigation pane• Content panes

• User preferences and home page customization

• Navigation lists• Reporting• Transaction• Favorites

Key features:

• Every module has an overview map that makes the system even more intuitive and easy to use

• Highly intuitive – once you learn one module, the concepts are similar across other modules

• User interface customization, including:• Menu layout• Favorites in the submenus• Submenu expansion/contraction• Transaction entry grids

• Views• Master records• Transactions• Reports

• User defined fields (UDF’s) require no IT intervention

DYNAMICS GP SAGE INTACCT


Chart of Accounts

When it comes to a chart of accounts, what are your organizational needs? Dynamics GP offers a traditional “segmented” approach, which is similar to most ERP systems on the market. However, Sage Intacct takes a dimensional approach. Check out how the two solutions stack up.

2.


Chart of Accounts• Takes a traditional “segmented” approach –

similar to most ERP systems on the market

• Dynamics GP can support up to 10 segments • Each segment can be any length of alpha-

numeric characters• Overall length of the string (all segments

combined) may not exceed 66 characters

• Once defined, each account is referenced as a string:• 01-4000-ABC-SW, etc.

• As your business grows, issues can emerge• You may decide later to track projects, cost

centers, etc.• Adding new segments can have

implications

• Takes a dimensional approach

• Based on a single, natural chart of accounts

• 10 out-of-the-box dimensions

• Multiple ledgers• Cash and accrual accounting in parallel• ASC 605 and 606 revenue recognition in

parallel• Ability to add user-defined books (ledgers)

and journals

• Enables robust reporting capabilities, providing the ability to dice and slice by dimensions

• Grows with your business• Centralized COA is adopted as new entities

are added• You may decide later to track projects, cost

centers, etc.



Multi-Entity Capabilities

If your organization is comprised of multiple entities, you may need multi-entity capabilities. For example, you may need to track financials for each business unit, division, department, branch, location, or other business entity. Or you may need multi-currency management and global consolidation capabilities. Here’s the tale of the tape between Dynamics GP and Sage Intacct.

3.


Multi-Entity CapabilitiesConsiderations include:

• Option 1: Define each company as a separate database • Distinct COA for each• Distinct master files (vendors, customers,

assets, etc.)• May require synchronization of master

files• Eliminations across entities requires

manual steps• Consolidated reporting limited to financial

statements

• Option 2: Requires a companion product - BinaryStream MEM

• Managed in a single database• Streamlines consolidations and closings• Automates intercompany transactions• Centralize or de-centralize payments,

receipts, payroll, invoicing, and purchasing as you see fit


Key features:

• Managed in a single database

• Multi-entity shared data• Enter/Upload customers, vendors, COA –

once; available to all entities• Ability to restrict by entity

• Multi-entity distributed• For organizations that have multiple

entities with disparate chart of accounts• An organization that has different fiscal

periods• Allows for different ownership %’s

• Automates due to/due from transactions

• Sage Intacct Global Consolidations module• Allows your organzation to consolidate

multiple base currencies into a single currency for reporting purposes


Hosting Models

So how would you like your next ERP solution to be deployed? Are your business needs better suited to an on-premises solution? Or does it make sense for your next solution to be in the cloud? Let’s take a look at the deployment options of Dynamics GP and Sage Intacct.

4.


•On-premises option• Requires IT infrastructure• Requires IT staffing/resources• Attractive ROI/TCO if you already have

these in place• Provides solid performance and scalability• Lends itself well to custom reporting/data

warehousing• Provides peace of mind for some• Requires periodic upgrades

• Cloud option• Allows you to outsource infrastructure • Allows you to outsource administration to

an extent• Does not alleviate upgrade considerations• Introduces additional costs atop software

licensing

•Web client available

• Open architecture designed to interface with other systems

• Provisioned/maintained at Sage Intacct’s SSAE 16 SOC1 Type II certified data centers

• True multi-tenant cloud platform• Every user is on the same version• Requires no IT infrastructure• Requires no IT staffing/resources• Provides solid performance and scalability• Provides quarterly upgrades that are

seamless and automatic, and don’t impact customizations or integrations

• Browser-based solution provides full functionality accessible through browsers and mobile devices



Inventory, Distribution and Manufacturing

Manufacturing, distribution and supply companies need a superior ERP solution meeting the needs of real-time inventory, automated order fulfillment process, barcoding, automatic inventory replenishment, optimized customer service with 360 degree view and the ability to integrate with ecommerce solutions. If you have these needs, here’s a comparison between Dynamics GP and Sage Intacct.

5.


• Seamless integration (purchasing, sales, invoicing, GL)

• Item classing/configurable attributes• Multiple warehouse locations• Multiple bin tracking/lookups• Manufacturer item number cross referencing• Shelf life controls/automated alerts• Serial and lot number tracking• Inventory ranking• Bill of materials• Item resource planning• Quality assurance• Landed costs• Real time visibility• Material requirements planning• Vendor/customer relationship

• Warehouse management companion products • Panatrack• Accellos• SalesPad

• Facilities warehouse operations• Order fulfillment - pick & pack• Receiving & put away• Barcode scanning• Integrated shipping• Configurable workflows• Alerts & notifications

• Great fit for distributors and wholesalers

DYNAMICS GP


• Provides basic capabilities• Item management• Location management• Stocking levels• Integrated with purchasing, sales,

invoicing, GL

• Still a “work in progress”

• No native manufacturing capability today

• Complimented by third-party products• QStock• RootStock• Stitch Labs• Ctuit RADAR

SAGE INTACCT


Projects and Project Accounting

Does your organization require a strong project management solution? Perhaps you need to track expenses by projects, understand the costs around R&D projects that don’t get billed, or run billable services projects for clients. Let’s see how Dynamics GP compares with Sage Intacct with regards to projects and project accounting.

6.


• Included in the Extended Pack • Project accounting

• Features include:• Assigning projects to contracts• Multiple project types

• Fixed fee• Time and expense• Cost plus

• Budgets• Tracks labor and expenses with approval

workflows• Tracks project costs

• Committed and uncommitted costs• Budgeted vs. actuals

• Integrates with purchasing and receivables

• OK for internal projects

• Shortcomings • Not well suited for external projects

• Does not handle• WIP billings• Project plans• Task dependencies• Gantt charts• Resource leveling• Resource utilization• Talent pools

• Poor reporting• Convoluted database model• Difficult time and expense entry

DYNAMICS GP


• Robust suite of modules• Basic project tracking• Time and expense• Project costing• Project costing and billing• Project & resource management

• Key features• Leverages dimensions and statistical accounts

• Keeps the COA clean and concise• Fully integrated project accounting

• Ties directly with time & expenses, purchasing, order entry, and revenue recognition, and contracts

• Resource Management• Gantt charts• Placeholder resources• Multi-element resource search/

assignment• Talent tracking• Automatic notifications• Configurable workflow• Utilization tracking

• Billing• Billable and non-billable data capture• Comprehensive, automated billing• Indirect cost calculation• Timesheet & expense approval

workflows• Flexible invoicing• Flexible billing rates• Automatic markups• Complete audit trail• Revenue recognition• Ability to tie to contracts

• Reporting• Role based dashboards and reports• Custom and ad hoc reporting wizard• Standard reports and graphs• Real-time data• Complete project-to-cash lifecycle• Matrix reporting• KPI reporting• Utilization reporting

SAGE INTACCT


• Revenue recognition• Logical separation – decouples billing

and revenue recognition• Templates and flexible schedules for

revenue recognition• Automated revenue recognition• Automatic A/R and deferred revenue

calculation• Supports contract modifications• Audit ready

• Integration with Salesforce

SAGE INTACCT CON’T


Workflows

When selecting a new ERP solution, it’s important to consider workflows. Regardless of your business model, you’ll want a solution that provides automation within the accounting package. And you’ll benefit from an ERP system that includes tasks, alerts and notifications. So, how does Dynamics GP compare to Sage Intacct when it comes to workflows? Let’s take a look!

7.


• Provides automation within the accounting package

• Includes tasks, alerts, and notifications

• Microsoft began adding these capabilities in 2013• Leverages MS Outlook• Calendar tool provided for day by day

definition• Very flexible and granular

• Streamlines operations dramatically

• Prior to 2013, this feature was only available in high-end ERP solutions

• Purchasing• Requisition approval• PO approval• Payables batch approval• Vendor approval

• Projects• Time sheet approval• Expense report approval

• Finance• GL batch approval

• Sales• Receivables batch approval

• Payroll• Timecard approval• Employee profile approval• Employee skills approval• Direct deposit approval• W4 approval

DYNAMICS GP


• Provides automation within the accounting package

• Includes tasks, alerts, and notifications• General ledger

• Journal entry approval• Accounts payable

• AP payment approval• Purchasing

• Purchase requisition approval• Purchase order approval• Custom approval workflows

• Expense management• Expense report approval• Expense reimbursement approval

• Projects• Time entry approval

• Approvals via mobile devices

SAGE INTACCT


Revenue Recognition

When searching for a new ERP solution, have you considered your revenue recognition needs? Some painpoints include complex, evolving software revenue recognition guidelines and a disconnected quote-to-cash process, to complex subscription billing and renewals management challenges. Do you need to make sure your busines is in compliance with current and future SEC, FASB, AICPA, and other accounting standards such as ASC 606, ASU 2014-09, and IFRS 15? If so, make sure to review this chapter comparing the revenue recognition capabilites of Dynamics GP and Sage Intacct.

8.


Revenue Recognition• Comprehensive module does not exist

natively with Dynamics GP

• Requires external software/spreadsheets• Defining contract revenue schedules• Determining when and how to recognize• Administration and change management• Financial reporting to support compliance

• Single ledger design further limits your ability

• Built into Sage Intacct by design

• Leverages contract billing, contract revenue recognition, and revenue management modules

• Supports complex contracts, contract modifications, variable transaction pricing, and contingencies

• Multiple ledger design further enhances your ability• Automatically posts to ASC 605 and ASC

606 ledgers simultaneously • Enables reporting in parallel across ASC

606 and ASC 605 accounting standards



CRM Integration

One very important thing to consider when selecting a new ERP solution is how well it integrates with your current CRM solution. If you’re also in the market to change up your CRM system, you will want to make sure that both solutions integrate seemlessly. So how do Dynamics GP and Sage Intacct stack up when it comes to CRM Integration?

9.


CRM Integration• Dynamics GP to Dynamics 365 CRM - key

benefits• Reduces redundant data entry, eliminates

errors

• Real time/bi-directional data flows

• Enhanced reporting across both data sets• Facilitates complex sales commissions

by orchestrating commission rates in CRM with invoice payment data in Dynamics GP

• Return on investment reports that reconcile marketing campaigns in CRM with cost and revenue data in Dynamics GP

• Supports market analysis by correlating CRM demographics data with Dynamics GP sales and invoice data

• Changes in Dynamics GP trigger CRM workflows• Order shipment triggers CRM to notify

the customer and schedule phone call for follow up, based on customer class

• A change to the quantity of an item with a certain item class in Dynamics GP can trigger CRM to initiate a task for the Master Scheduler to review the item and verify that it will not affect the shop floor schedule

• A dramatic change to the standard cost of an item can trigger CRM to create and assign a task to the pricing manager to review the item’s price lists.

• Microsoft connector “OK at best”

• Can utilize third-party connectors such as Scribe or SmartConnect to integrate to:• Microsoft Dynamics 365 CRM• Salesforce• Other CRM solutions

DYNAMICS GP


DYNAMICS GP - MICROSOFT CONNECTOR INTEGRATION PATHWAYS


• Sage Intacct to Salesforce - key benefits• Reduces redundant data entry, eliminates

errors• Real time/bi-directional data flows• Enables your sales teams to turn

opportunities into orders, verify pricing in real time, etc., without leaving your CRM solution

• Automatically trigger invoicing, subscription billing, and revenue recognition when a sale is completed in Salesforce

• Create and track customer projects from the Salesforce CRM account screen, then drill down to see individual project details in Sage Intacct

• Sage Intacct Collaborate feature leverages Salesforce Chatter

• Can utilize Sage Intacct’s world-class Web Services API to integrate to any CRM solution

• Multiple pre-built, third-party solutions for integrating to Microsoft Dynamics 365 CRM

SAGE INTACCT


Reporting

What are the reporting needs of your organization? Do you require out-of-the box reports? Are you open to adding a third-party solution? Both Dynamics GP and Sage Intacct offer several options for reporting. Let’s see how they compare.

10.


• Several options available• Inquiry windows• SmartLists• Out-of-box reports• Excel refreshable reports• Management Reporter• SSRS reports• Dashboards• Third-party options

• Features include:• 28 quick start financials - can be

duplicated• 7-step wizard for new reports• Statistical accounts for key metrics• COA dimensions and account groups• Hundreds of reports out of the box• Customizable views with in-field search• Custom report writer with wizard – very

easy to use• Dashboards• Reports and dashboards accessible via

mobile devices, including full drill-down capability



Industry Comparison

Now that we’ve compared the capabiites of both Dynamics GP and Sage Intacct, it’s time to see how each solution stacks up based on industry. Below you’ll find a list rating each solution based on industry.

11.


• General purpose accounting – Strong

• Wholesale Distribution – Strong

• Manufacturing – Moderate to Strong

• Nonprofits – Low to Moderate

• Healthcare – Moderate to Strong

• Professional Services – Low

• Financial Services – Low to Moderate

• High Tech – Moderate

• Software/SAAS – Low to Moderate

• Hospitality – Moderate

• General purpose accounting – Strong

• Wholesale Distribution – Low

• Manufacturing – Low

• Nonprofits – Strong

• Healthcare – Strong

• Professional Services – Strong

• Financial Services – Strong

• High Tech – Strong

• Software/SAAS – Strong

• Hospitality – Moderate to Strong



About The Resource Group

The Resource Group has been helping companies implement ERP solutions since 1988. We provide support and services for Microsoft Dynamics GP and Sage Intacct Cloud ERP software. We ensure that your organization has the level of support needed by offering the following:

• ERP Evaluation Assistance• ERP Implementation• Dashboard & Financial Reporting• Help Desk Support Plans• Operational Reviews• Training

Ready to take the next step? Contact Us Today to Schedule a Free ERP Evaluation425.277.4760 | [email protected]

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