2012-05-03 Acctg Systems Comparison
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This document appears to be a presentation on comparing and selecting financial accounting systems. It includes an agenda, discussion of when an accounting system needs to be replaced, steps for evaluating and selecting a new system, summaries of Dynamics GP, Dynamics SL, Sage AccPac, and Intacct, and a demonstration of Dynamics GP, Dynamics SL and Intacct. The presentation provides an overview of key issues to consider in financial system selection and comparisons of leading accounting software options.
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2012-05-03 Acctg Systems Comparison
- 1. Financial Systems Comparison & Analysis Seth Zarny, Glenn Anstead, Buu-Linh Tran, Jeremy Taro, RAFFA TECHOLOGY GROUP May 3, 2012 Thrive. Grow. Achieve.
- 2. WHAT’S ON TAP SUMMARY • Introduction & Agenda • How to Select Accounting Software • Effective Accounting System Implementations • Review of Top Accounting Products • Demonstrations ̵ Dynamics GP ̵ Dynamics SL ̵ INTACCT • Q&A Financial Systems Comparison/ Page 2
- 3. DO YOU NEED THE NEW SOFTWARE? Hint – Sometimes You Need to Change Your Software! Financial Systems Comparison/ Page 3
- 4. DO YOU NEED IMPROVEMENTS TO YOUR OPERATIONS? Hint – Sometimes software can help! Choosing the Right Improvements Financial Systems Comparison/ Page 4
- 5. SEMINAR OBJECTIVES • Decide when to replace your financial system • Review process for selecting appropriate software • Provide overview of leading financial packages • Present demo of 3 leading products – Dynamics GP – Dynamics SL – Intacct Financial Systems Comparison/ Page 5
- 6. ACCOUNTING SYSTEMS • Microsoft Dynamics SL (Solomon) • Microsoft Dynamics GP (Great Plains) • Sage AccPac • Sage Mas/90/200 • Intacct • Demo –Dynamics GP, Dynamics SL, Intacct Financial Systems Comparison/ Page 6
- 7. ACCOUNTING SYSTEM LIFE CYCLE 1 TO 2 YEARS OLD - INFANCY • Limited features, missing modules • Bugs 3 TO 4 YEARS OLD - CHILDHOOD • Young product • 3rd party modules, bugs, early developer team 5 TO 6 YEARS OLD – ADOLESCENCE • Move to next technical version • Product Performance • Modules with different strength Financial Systems Comparison/ Page 7
- 8. ACCOUNTING SYSTEM LIFE CYCLE (CONT) 7 TO 11 YEARS OLD - MATURITY • Maturity and Respect • Vertical focuses • Advanced features and capabilities • Strong Channel 12 TO 15 YEARS – OLD AGE • Technology is Achilles heel • Legacy functions • Client base not technical leaders Financial Systems Comparison/ Page 8
- 9. STEPS FOR EVALUATING & SELECTING • Decision Making Team • Budget • Time Schedule • Current System Problems – Requirements • VAR or Software • IT Staff Involvement Financial Systems Comparison/ Page 9
- 10. STEPS FOR EVALUATING & SELECTING (CONT) • Review Potential Solutions • Eliminate Obvious Poor Choices – Potential List of 2 or 3 products at most • Avoid Analysis/Paralysis • Evaluate Product Features – Match to your Requirements – Accounting Library Used Here Financial Systems Comparison/ Page 10
- 11. STEPS FOR EVALUATING & SELECTING (CONT) • Analyze Requirements Against Features • Identify Appropriate Resellers • Product Demonstrations • Proposal Review • References • Decision Financial Systems Comparison/ Page 11
- 12. SUMMARY OF DYNAMICS GP 2010 • Powerful, popular financial system that targets horizontal & vertical markets – SMS&P • Strong user productivity features • Flexible reporting & inquiry • Industry leader • Integration with external systems Financial Systems Comparison/ Page 12
- 13. SUMMARY OF DYNAMICS GP 2010 (CONT) KEY FEATURES INCLUDE: • Personalized Role Pages • Integrated with Microsoft Office • Business Intelligence – Analysis Cubes • Business Portal – Team Collaboration • Improved Efficiency • Microsoft Visual Studio Integration • Increased Internal Controls Financial Systems Comparison/ Page 13
- 14. SUMMARY OF DYNAMICS SL 2011 • Powerful, popular financial system that targets horizontal & vertical markets – SMS&P • Mature product with high Microsoft investment • Powerful user interface with user roles • Easily integrate with external systems • Powerful chart of account segmentation • Industry leader in project accounting – govt contracting, grants, programs Financial Systems Comparison/ Page 14
- 15. SUMMARY OF DYNAMICS SL 2011 (CONT.) KEY FEATURES INCLUDE: • Integrated with Microsoft Office • Business Portal access to remote users • Customer Facing Web Pages customers only see their data • Web Requisitions - Front-end to Purchasing Module • Automates the Procurement Process • Powerful Project Costing • Improved Efficiency • Microsoft Visual Studio Integration • Increased Internal Controls Financial Systems Comparison/ Page 15
- 16. SUMMARY OF SAGE ACCPAC 200 ERP • Powerful, popular financial system that targets horizontal & vertical markets – SMS&P • Web-based & desktop application • Multiple database choices • Leading accounting system vendor • Integration with external systems • Supports financials, distribution, multicurrency, project accounting Financial Systems Comparison/ Page 16
- 17. SUMMARY OF SAGE ACCPAC ERP 200 (CONT.) KEY FEATURES INCLUDE: • Sage Accpac is scalable • Modular structure and customizable screens • Works on the Web, desktop, or both • Consistent Graphic Interface • Works with CRM, HR, and more • Flexible, object-oriented and multi-tiered architecture Financial Systems Comparison/ Page 17
- 18. SUMMARY OF SAGE MAS/90/200 • Popular financial system that targets horizontal & vertical markets – SMS&P • Mature product with many users • Large 3rd Party support base • Customizable & personalized module ̵ Screen mods ̵ Script functions ̵ New fields • Reporting tools – Customized reporting, Business insights, Crystal Reports • Powerful user interface with user roles • Easily integrate with external systems Financial Systems Comparison/ Page 18
- 19. SUMMARY OF SAGE MAS/90/200 (CONT.) KEY FEATURES INCLUDE: • Business Alerts Module – rule based e-mails • Visual Integrator with external applications • FRx Financial Report Writer • Crystal Reports • Intuitive Interface & Navigation • Toolbar launch of any task • Microsoft Explorer-Like Interface • Task Lists • Multiple Database Choices Financial Systems Comparison/ Page 19
- 20. CLOUD – CLAIMED KEY ATTRIBUTES • Agility – Improved Re-Provisioning • Cost – Claimed to be reduced, costs distributed over many users • Device & Location Independence • Multi-Tenancy – Key Issue for ERP • Reliability – Multiple Redundant Sites • Security – Providers devote more resources • Maintenance – Upgrades Installed Centrally Financial Systems Comparison/ Page 20
- 21. ON PREMISE ATTRIBUTES • Control – In your environment • Integration with Organization Applications • Customization – Under Your Control • Security – Pluses & Minuses • Access – Remote Access & Controlled Users • Local Data – Data is Accessible • Known Costs – Traditional Costs • Reputable Mature Vendors Financial Systems Comparison/ Page 21
- 22. MIXED CLOUD & TRADITIONAL VENDORS • Existing Software – Hosted in the Cloud • Mature Products – Functionality • Monthly Fees • Single Tenancy – Upgrades, Backups, Customized Attention • Integrations – Traditional • Remote Access - Citrix, Remote Desktop • Known Costs – Traditional Costs • Reputable Mature Vendors Financial Systems Comparison/ Page 22
- 23. KEY DECISION CRITERIA TO CONSIDER • Functionality – Do Cloud Solutions Meet Your Functional Needs? • Sophistication – What level of customization do you require • Infrastructure Support – Committed to On- Premise Infrastructure, Cloud, or Both • Costs – What are the Realistic Costs for Your Organization – On-Premise vs Cloud • Support – Who is Supporting Your Users, Applications, and Infrastructure Financial Systems Comparison/ Page 23
- 24. INTRODUCTION TO INTACCT • Newer Cloud Based ERP System – True Cloud Based – Local Partners – Yearly Costs • Strong Functionality • Very Satisfied Client Base • Targeted to Firms – in no particular order – Outgrowing Quickbooks – Interested in the Cloud – Not For Profit – Project Oriented Firms – prof services – Very Strong Financials – Multi-Company – Multi-Currency – Multi-Organizational Rollup – Cost Effective Financial Systems Comparison/ Page 24
- 25. THE ACCOUNTING LIBRARY SELECTION TOOL: Independent Accounting Selection Tool by The Accounting Library – Solutions METHODOLOGY INCLUDES • Competitive Research – wide array of accounting software products • Needs Analysis of your organization • Business Process Improvement • Comparison of program features against needs • Weighting of requirements • Ranking of features • Selection of likely candidates METHODOLOGY DOES NOT INCLUDE: • Look & Feel • User preferences & software experience • Budget comparison • Vendor Attributes • Consultant Attributes Financial Systems Comparison/ Page 25
- 26. THE ACCOUNTING LIBRARY SELECTION TOOL ANALYSIS OF ACCOUNTING PRODUCTS • Microsoft Dynamics SL • Microsoft Dynamics GP • MAS / 90 • Acc Pac 200 ERP • Intacct Financial Systems Comparison/ Page 26
- 27. THE ACCOUNTING LIBRARY SAMPLE RESPONSES Financial Systems Comparison/ Page 27
- 28. THE ACCOUNTING LIBRARY RANKING Financial Systems Comparison/ Page 28
- 29. THE ACCOUNTING LIBRARY RANKING Financial Systems Comparison/ Page 29
- 30. THE ACCOUNTING LIBRARY RANKING The Accounting Library Module Ranked Report Keys : ----1---- - Microsoft Dynamcis GP, Microsoft Business Solutions ----2---- - Microsoft Dynamics SL, Microsoft Business Solutions ----3---- - Sage MAS 200 ERP, Sage Software, Inc. ----4---- - Sage ACCPAC 200 ERPSage Software (ACCPAC Division) ----5---- - QuickBooks Premier Edition Intuit, Inc. -------1------- -------2------- -------3------- -------4------- -------5------- GENERAL LEDGER 434 98% 434 98% 441 99% 444 100% 373 84% ACCOUNTS PAYABLE 497 95% 505 97% 491 94% 499 96% 436 84% ACCOUNTS RECEIVABLE 570 100% 562 99% 558 98% 560 98% 522 92% BUDGETING 44 88% 50 100% 50 100% 50 100% 38 76% GENERAL QUESTIONS 527 100% 519 98% 493 93% 492 93% 436 83% ------------------------------- GRAND TOTAL : 2,072 98% 2,069 98% 2,033 96% 2,046 97% 1,805 85% Financial Systems Comparison/ Page 30
- 31. TOP 5 FINANCIAL SYSTEMS ISSUES • Operational Efficiency • Budget Development and Control • Integrity of Data • Flexible Reporting • Stability of Vendor Financial Systems Comparison/ Page 31
- 32. OPERATIONAL EFFICIENCY • Track and balance multiple funds • Flexibility of Process - Workflow • Manage encumbrance (commitments) • System Integration • Grant management • Reduce data entry time Financial Systems Comparison/ Page 32
- 33. BUDGET DEVELOPMENT AND CONTROL "Our remote office should be able to review and update their budget." "Why does it take so long to pull together our budget?" "Who can tell me how we are doing against our budget?" "My managers need to be accountable. Over budget is not acceptable." Financial Systems Comparison/ Page 33
- 34. BUDGET DEVELOPMENT AND CONTROL • Web deployed method of data entry • Update data real time • Automate rollup of budget line item details • Workflow / online collaboration • Version control and lock down • Proactive budget control with email alerts Financial Systems Comparison/ Page 34
- 35. INTEGRITY OF DATA "How can I certify that my financials are correct?" "Who double paid that invoice?" "Does this system have any security? My auditors need to know.” "Why do last month's financials keep changing?" Financial Systems Comparison/ Page 35
- 36. INTEGRITY OF DATA • Control posting to prior periods • Activity tracking • Maintain company, transaction, account, field level security • User class security window • Advanced security • Field level security Financial Systems Comparison/ Page 36
- 37. FLEXIBLE REPORTING "All my managers need the ability to quickly analyze their division's performance." “I need to be able to generate real-time ad-hoc reports.” "I need the information now!" “My accounting staff spend too much time responding to managers’ inquiries at month end.” "These reports are too cumbersome to analyze." Financial Systems Comparison/ Page 37
- 38. FLEXIBLE REPORTING • Display and manage role based dashboard • Track KPIs • Drill into transaction details • Automate distribution of reports • Construct adhoc queries & reports Financial Systems Comparison/ Page 38
- 39. STABILITY OF VENDOR "I need a vendor who understands my business." "Technology changes everyday. How do I keep pace with it?“ “Will our Vendor be around in 5 years?” "We do things a little bit differently. I need flexibility to suit my needs." "Who has the knowledge and resources to keep us ahead?" Financial Systems Comparison/ Page 39
- 40. STABILITY OF VENDOR • Uphold commitment to NFP marketplace • Lead technology and R&D • Upgrade path with product support • Participate in rich ISV community Financial Systems Comparison/ Page 40
- 41. DEMONSTRATION Financial Systems Comparison/ Page 41
- 42. MOMENTUM BEHIND DYNAMICS Financial Systems Comparison/ Page 42
- 43. Financial Systems Comparison/ Page 43
- 44. MICROSOFT SHAREPOINT PORTALS – WORK GROUP COMMUNICATIONS, • SharePoint Portal • Business Portal – KPIs – Role Based Info • Smart Tags • Creation of WorkSpace with Outlook SOLOMON AND GREAT PLAINS • Link with Business Portal Financial Systems Comparison/ Page 44
- 45. MICROSOFT SHAREPOINT WEB BASED MODULE FOR DYNAMICS SL AND GP BUSINESS WEB PARTS LINKS TO FINANCIAL INFORMATION POWERFUL DYNAMICS TOOL FLEXIBLE & CONFIGURABLE Financial Systems Comparison/ Page 45
- 46. RAFFA DYNAMICS EXCLUSIVE OFFER • Eligible for participants present at this accounting system shootout (3/4/10) • 10% discount on qualified Dynamics software purchases from Raffa between March 4th, 2010 thru May 15th, 2010. • Contact Jeremy Taro @ jtaro@raffa.com or 202 955 6528. Financial Systems Comparison/ Page 46
- 47. QUESTIONS? Financial Systems Comparison/ Page 47
Editor's Notes
- Intro – No matter what type of Membership Organization you are, succeeding is still a matter of dollars and sense. At the same time, the Sarbanes-Oxley Act has created a new public awareness of issues of accountability and independence. Some believe that certain provisions of the act will ‘spill over’ into the not-for-profit sector. So far this is not the case. Nonetheless, organizations operating in any community that depends upon the approval of the public to succeed cannot afford to overlook the implications that heightened scrutiny demands. Through our experience with customers and contacts in the Not for Profit sector, we know that CEOs and CFOs of NFP organizations share common issues and concerns. The top 5 Financial Systems issues we’ve heard from NFP executives today are: Operational efficiencyBudget development and controlIntegrity of dataFlexible reporting Stability of vendor. Today we’ll show you how Microsoft Business Solutions Great Plains is positioned to address and respond to each of these concerns, providing your organization a solid foundation for building business success.
- Microsoft Great Plains provides several important functions tailored specifically for the Not-For-Profit community.Always high on any executives wish list is the ability to automatically track and balance multiple funds. Great Plains Interfund Management automates the process of manually reconciling information between funds by providing a seamless self balancing set of transactions between funds automatically. This automated environment allows for easy reconciliation and maximum data integrity. Paperless batch approvals – Great Plains provides strong internal controls and the ability to segregate duties by requiring password approval on batches prior to posting. Encumbrance – Although the term encumbrance management strikes a cord most with government entities and grant making organizations, the encumbrance module is of interest to membership and other NFP organizations as it helps to prevent overspending by ensuring that total actual expenditures plus related encumbrances do not exceed budgeted amounts.Business Alerts – Business Alerts takes advantage of the power of MS SQL Server to monitor your business data and send email notifications when alert situations are reached.Reduce data entry time – Version 8.0 has additional important time saving enhancements that will improve operational efficiency of your staff – including:backing out and correcting posted transactionscopying posted transactionsauto-filing field info on transaction entry and the ability to define user specific tasks and reminders
- Budget Development and Control To be truly effective, your budgeting process needs to be fast, easy and collaborative. With FRx Forecaster, you can use the Web to collaborate with managers in the next office or around the world, compare budgets to actuals in real-time, and gain control over expenses by integrating budget information throughout Great Plains. You are able to gain immediate control of the entire budget process and quickly adjust a plan to take advantage of new business opportunities and challenges. Common concerns NFP Executives have identified related to budgeting include: cumbersome and manual budgeting/planning processes, inaccurate budgeting data, and difficulties to collaborate when one budget impacts another. Forecaster removes the pains associated with traditional budgeting methods by offering an intuitive application that solves the problems associated with the budgeting process.
- Web deployed method of data entry – FRx Forecaster is a Web-based application that utilizes Microsoft Internet Explorer with Microsoft SQL Server as the underlying database. All budget contributors including the budget administrator, budgeters and approvers can gain access to their portion of the budget via the web.Update data real time – Information entered into FRx Forecaster will automatically update the budget.Automate rollup of budget details – Line item entry enables you to budget below the account level and roll up those sub components into the final account.Workflow / online collaboration – Workflow is the mission control for budget contributors. From this point we can see the status of budgets for the different cost centers, use the icons as shortcuts for data entry and see the history of changes.Version control and lock down – To ensure strong controls over budget development, Approved and Completed Centers will be locked from input. Proactive budget control with email alerts – One can initiate emails to specific individuals in the workflow area as well as set up automatic setup email notifications
- Integrity of Data Maintaining the integrity of the financial system is of critical importance to all NFP executives, particularly in this day and age, where executives are asked to personally certify the validity of their published financials. Certainly the environment created by Sarbanes-Oxley has Association executives concerned. Grant Thornton recently conducted their National Board Governance Survey for Not-for-Profit Organizations. Responses were received from more than 300 not-for-profit CEOs, CFO and board members across 38 states and the District of Columbia. Since the uncovering of corporate accounting debacles over the past two years, 68% of survey respondents have evaluated their internal control structure. Internal controls are designed to provide reasonable assurance regarding the achievement of objectives in the following three categories: effectiveness and efficiency of operations; reliability of financial reporting; and compliance with applicable laws and regulations. Powered by Microsoft SQL Server, Great Plains is scalable from a single desktop PC to a cluster of multi-processor servers. SQL Server has a proven track record that can handle databases greater than a terabyte in size, but at the same time is easy to implement and can be tailored quickly to meet changing needs. Your vital business information is protected with Great Plains. Microsoft SQL Server’s integrated backup and restore systems will maintain copies of your data should you need to recover from a disaster. And Advanced Security simplifies processes for configuring and managing user security, reducing IT administration while maintaining high levels of protection for your business system. Microsoft SQL Server provides the confidence that your system is stable and secure. Controlling and monitoring the access and activities inside your accounting system are important components to ensure the integrity of data. We’ll take a look now at features that will help you to protect your system and ensure accurate financials.
- Control posting to prior periods – Great Plains will enforce controls to ensure historical data is protected and inappropriate changes are not made to prior periods.Activity tracking – With activity tracking you can monitor selected activities within the system such as failed login attempts and changes to table maintenance.Maintain company . transaction, account, field level security – Security controls are enforced at all levels to provide flexibility and appropriate control. For example, Microsoft Great Plains can provide the ability to specify which users have access to what accounts - which not only controls inappropriate data access, but also provides the user with a simplified accounting system removing accounts from their view that they do not need to see.
- Flexible Reporting What you need to sleep at night –the knowledge that your business’s financials are connected, up-to-date, and accurate. The power of financial information is at your fingertips with multiple reporting and business intelligence tools that enable managers and employees to access, analyze and view the exact data needed to make smart financial decisions. With Microsoft Great Plains, you can view reports and information from any location, at any time, via the Web, intranets, and in network and offline formats. Keep information at your fingertips with an online audit trail, smartlist inquiry capabilities and custom links to key Internet services such as email or Web sites. Provide role-based access to information, processes, and applications from a single Web-based portal, delivering the right information to the right people and reducing the requests for custom reports and simple business facts. Gone are the days where your accounting and management team are reliant on the IT department or programmers to generate their financial and adhoc reports.
- Intro - The design philosophy of FRx Financial Reporter states: break everything down to the smallest possible component, and then mix and match components as needed. With this building block approach, you can easily combine text, amounts, calculations, and summaries in an unlimited fashion. Display and manage role based dashboard – Microsoft Business Portal allows users throughout your company and across your extended organization to access the business information and processes they need to do their work, all from one Web-based portal. Track KPI's – Key Performance Indicators help monitor current performance, indicate when performance falls within alert ranges, and help compare current performance to past performance.Drill into transaction details – Within FRx you can drill into transaction level detail or drill directly into Great PlainsAutomate distribution of reports – There is no more need to print and distribute reports. With FRx's e-mail distribution feature, reports can be delivered timely without the need to print.Construct adhoc queries & reports - Smartlists provides the ability to provide easier faster access to information stored in the Great Plains system. You can print or export the search results, as well as displaying them on the screen.
- Stability of VendorPerhaps one of the most important features of choosing an IT package is the relationship you build with the company who provides it. Reliability, timely service, understanding, commitment, leadership – these are all words that come to mind when thinking about a quality product and customer service that supplements it.
- Uphold – For more than 15 years, Microsoft Business Solutions has worked closely with not-for-profit organizations to understand the challenges and offer effective solutions for the complex needs of this industry. Lead tech & R&D – Microsoft will spend $?? B on R&D this year alone.Upgrade – With Microsoft Business Solutions – Great Plains, you can rest assured that your choice is stable, durable and built for growth. Years of experience building reliable business solutions combined with scalable database technology give you the foundation you need to make your solution work for you today, tomorrow, and into the future. ISV - No two companies are alike. Great Plains can be tailored to meet those needs. All solutions are highly customizable, and dozens of industry specific solutions are readily available. With Microsoft Business Solutions, you not only have complete customization and integration control, you also have the backing of one of the most well-known and reliable names in the industry, as well as access to a vast network of independent software vendors that can tailor Great Plains to your specific requirements.
- Supporting documents: The quarter results can be pulled from the published 10-Q which can be found at: http://www.microsoft.com/msft/aspx/secfilings.aspx The quarter results can be pulled from the published 10-Q which can be found at: http://www.microsoft.com/msft/aspx/secfilings.aspx. Link to the AMR report http://infoweb/C19/C16/MicrosoftDynamics/Document%20Library/content_market_research.aspxThe Forrester report can be found at: http://www.microsoft.com/presspass/itanalyst/default.mspxSpeaker Notes:As a product group, we have over 23 years of experience, a growing partner ecosystem of almost 10,000 partners- which is very important to us because business solutions are sold through an indirect channel of partners. We also have almost 300,000 customers worldwide and are showing strong growth. Now is an exciting time at Microsoft Business Solutions, in Q3 FY07 Microsoft Dynamics customer billings grew 20% YOY. And we have 1,744 Microsoft Dynamics solutions developed by Microsoft Certified Partners to meet the unique needs of your business or industry. Business Solutions is a significant Microsoft investment with one of the Top 5 R&D budgets in Microsoft. With a large R&D and the interoperability with Microsoft Office, we can continue to invest in our Microsoft Dynamics product lines today and focus on the convergence of our solutions into next gen solution. A recent AMR Research Report on “Enterprise Resource Planning (ERP) Spending in 2005 – 2006” shows Microsoft Business Solutions (MBS) leading all other ERP vendors on evaluation lists for ERP software purchases. When asked which vendors would be considered for ERP applications during the next year, surveyed companies chose MBS, Oracle, and SAP in the top three positions. With the Business division we have a unique opportunity to take Office to a new level by more deeply infusing it with the capabilities needed to address core business processes within organizations. And, we make it easier for Microsoft Dynamics to automate business processes with familiar and easy-to-use programs, servers and services that already touch hundreds of millions of information workers around the world.
- Key Points:Microsoft Dynamics line works like and with other Microsoft products you and your employees are already familiar with, like Microsoft Office. Designed with a focus on the roles people play throughout your company, Microsoft Dynamics delivers an individualized, task-based user experience and allows your employees to easily customize and automate based on their own preferences and work style. That means less training and development time and an immediate return on your investment. We believe this is the unique value that it provides for our customers – it works like and with the Microsoft software they already own and use. We can break down “works like and with” into four primary areas or benefits to you and to your staff and ultimately your business.First and foremost, Microsoft Dynamics is:[CLICK]