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01

Jul

Improving productivity in the NGO and not for profit industries with Microsoft Dynamics NAV

Some of the common pain points we hear from the finance team in service-based organisations are often to do with reporting, budgeting, allocations, fund or trust accounting and purchasing and procurement, and they’re often also managing multiple unintegrated systems.

These pain points often manifest themselves in long month ends, administration overload, and staff spending too much time on administration rather than focusing on the core organisational deliverables. Lots of spreadsheets and processes that take place outside of your financial system are another sure sign that your financial system is not doing the job.

Intergen has a strong history working with NGO/not for profit organisations. Through this experience we’ve seen commonalities in these pain points and have designed solutions to address these, using Dynamics NAV to reduce month end timelines, reduce manual transactions and improve visibility of the organisation.

Here are a handful of areas where Dynamics NAV – and Intergen – can help alleviate these pain points, streamline processes and improve productivity.

Reporting

The new version of Dynamics NAV offers multiple options for end user report options, including charting on the role centre. But management reporting is still a weakness of standard Dynamics NAV. To resolve this  Intergen now provides enhanced out-of-the-box capability to allow for a ‘My Reports’ functionality for quick access to often used management reports. These reports can either open up a page or run as a report, or users can subscribe to the reports to have them emailed to them. The drill-through capability of the ‘My Reports’ functionality will allow users to drill through to the source transaction and open a scanned attachment if it has been saved with the transaction.

Read about how Intergen helped Netball New Zealand improve processes and reporting: http://www.intergen.co.nz/Our-Work/netball-new-zealand/.

Budgeting

Dynamics NAV’s standard budgeting functionality has the ability to hold a budget but again Intergen saw a gap in the standard functionality and developed ‘Advanced budgets’.  Advanced Budgets provides a distributed budgeting solution accessible via web client (mobile), pre-defined budget model, financial and non-financial data inputs, multi-contributor, workflow managed submit/approval all within Dynamics NAV.

For more information on this, here’s a blog on Dynamics NAV’s advanced budgeting functionality: http://www.intergen.co.nz/blog/derek-lamb/dates/2013/9/microsoft-dynamics-nav-advanced-budgeting-functionality/

Fund or trust accounting

Adding Intergen’s Fund Accounting module to Dynamics NAV provides a powerful, fully-integrated solution that deal with the complexities experienced by organisations needing to account for multiple entities. It allows individual entities to balance within a single NAV company, providing transparency and accountability. Having multiple entities within the same NAV company will improve an organisation’s productivity and allows them to combine processes such as procurement.

Read here about how Te Tumu Paeroa managed their thousands of trusts within Dynamics NAV: http://www.intergen.co.nz/Our-Work/Te-Tumu-Paeroa/

Microsoft Dynamics NAV: Reporting

Figure 1 General Reporting

Purchasing and Procurement

The most common requirements around purchasing are purchase orders, delegated financial authority and scanning of invoices.  The ability to review and approve transactions before commitments are made, but also to financially account for the impact of these commitments on cashflow, are key requirements met by Dynamics NAV.

In Ian’s blog here he talks about scanning of invoices and the benefit organisations will get from automating data entry:  http://www.intergen.co.nz/blog/Ian-Barker/dates/2014/5/Easy-Dynamics-NAV-data-entry-with-OCR/

Financial Allocations

Month end is busy enough without having to manage overhead allocations via a spreadsheet.  We’ve seen organisations spend one to two days at the back of month end allocating these types of transactions using Excel. While Excel allows for limitless allocation methods it’s not great for auditability.

Intergen’s Advanced Allocations creates transactions based on previously posted transactions, allowing organisations to reallocate amounts for outcome or activity-based reporting. A powerful rules engine allows calculations to be based on either static percentages or other posted transactions. Allocations can be run on both Actual and Budget transactions thus using the same rules for both

Information from parts of the system can be used for the allocation basis including the General Ledger, Budgets, Jobs and Assets.  Examples of this would be using salaries, head count, square footage or number of PCs as basis for reallocation of costs. Posting these statistical values allows allocations to be based on them. This gives the ability to use offset accounts leaving posted source transactions in original accounts, allowing for ‘below the line’ reporting.

Integrated Systems

Predominately organisations in this space have a requirement around stakeholder or membership management which means the overall solution includes a system to manage this. Intergen often provides a solution incorporating Dynamics CRM for the relationship management.

Te Tumu Paeroa implemented a solution built on the Microsoft Dynamics platform to manage their properties and Trusts http://www.intergen.co.nz/Our-Work/Te-Tumu-Paeroa/

Microsoft Dynamics NAV: Reporting by Fund

Figure 2: Reporting by Fund

The integration capabilities of Dynamics NAV make it a great solution for implementing with third party membership systems.

Read here how Queensland Law Society integrated Dynamics NAV with their membership system: http://www.intergen.co.nz/Our-Work/queensland-law-society/

If your organisation is experiencing any of these pain points and would like to know more about how we can help you address them with Microsoft Dynamics NAV, we’d love to talk to you.

Posted by: Derek Lamb, Solution Specialist, Dynamics Solutions | 01 July 2014

Tags: Dynamics NAV, NGO


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