Great Plains Accounting Software has long been a staple in the business world, offering robust solutions for managing finances. From its humble beginnings to its current standing as a powerful tool for businesses of all sizes, its evolution reflects the changing needs of the accounting industry. This guide delves into the software’s core functionalities, exploring its features, integrations, user experience, pricing, and future prospects.
We aim to provide a thorough understanding of what makes Great Plains a valuable asset for organizations seeking efficient financial management.
We’ll examine its capabilities in detail, comparing it to competitors, exploring its integration possibilities, and analyzing its user interface. We’ll also cover crucial aspects like pricing, support, security, and the potential future directions of this established software solution. By the end, you’ll have a clear picture of whether Great Plains is the right fit for your accounting needs.
Overview of Great Plains Accounting Software
Great Plains accounting software, now part of Microsoft Dynamics 365 Business Central, provided a robust and comprehensive solution for managing financial data for businesses of varying sizes. Its long history reflects a commitment to adapting to evolving business needs and technological advancements. This overview will explore its core functionalities, target audience, available versions, and its journey through the software landscape.Great Plains’ core functionality centered around providing a centralized system for managing all aspects of a company’s finances.
This included general ledger accounting, accounts payable and receivable management, inventory tracking, financial reporting, and budgeting capabilities. The software aimed to streamline financial processes, improve accuracy, and offer valuable insights into business performance.
Target Audience and Industry Applications
Great Plains software was designed to cater to a wide range of businesses, from small and medium-sized enterprises (SMEs) to larger corporations. Its scalability and customizable features allowed it to adapt to the specific requirements of diverse industries. Common applications included manufacturing, distribution, retail, and professional services. The software’s ability to handle complex accounting processes and integrate with other business systems made it a valuable asset for companies seeking to optimize their financial operations.
For example, a manufacturing company could use Great Plains to track inventory levels, manage costs of goods sold, and generate accurate financial reports. A retail business could utilize the point-of-sale integration to streamline transactions and manage inventory in real-time.
Versions and Editions
Over its lifespan, Great Plains offered several versions and editions, each designed to meet the specific needs of different business sizes and complexities. While precise details on all versions are difficult to obtain now that the software is largely superseded, it’s known that editions often included variations based on the number of users, modules included, and the level of functionality.
Larger businesses often opted for more comprehensive packages, while smaller businesses might have chosen a more basic version. These differences often impacted the pricing and the overall scope of the software’s capabilities. For instance, a larger version might have included advanced reporting tools or specialized industry-specific modules not found in smaller versions.
Historical Overview
Great Plains Software, originally founded in 1989, began as a developer of accounting software specifically for the DOS operating system. Through the years, it adapted to the evolving technological landscape, releasing versions compatible with Windows and eventually integrating with other Microsoft products. The company’s focus remained on providing user-friendly and scalable accounting solutions. Significant milestones included its transition to a client-server architecture and the eventual acquisition by Microsoft in 2002.
This acquisition marked a pivotal moment, leading to the eventual integration of Great Plains functionality into the broader Microsoft Dynamics ERP suite, ultimately culminating in its current form as part of Microsoft Dynamics 365 Business Central. This evolution showcased the software’s ability to adapt and remain relevant within the ever-changing business technology market.
Key Features and Functionality
Great Plains accounting software, now part of Microsoft Dynamics 365 Business Central, offers a robust suite of features designed to streamline financial management for businesses of various sizes. Its functionality extends beyond basic accounting tasks, providing tools for comprehensive financial analysis, inventory control, and reporting. This section will delve into the key features, comparing them to competitors and highlighting its strengths in financial reporting and inventory management.
Feature Comparison with Other Accounting Software
Great Plains distinguishes itself from competitors like QuickBooks and Xero through its scalability and robust functionality. While QuickBooks and Xero excel in ease of use for small businesses, Great Plains provides more advanced features suitable for larger enterprises and those with complex accounting needs. For example, its multi-company and multi-currency capabilities are superior to those found in entry-level accounting software.
QuickBooks and Xero often require add-ons for such functionality, increasing costs and potentially reducing integration. Great Plains, however, incorporates these features seamlessly, offering a more unified and efficient system for managing multiple entities and currencies. Furthermore, its integration with other Microsoft products offers a streamlined workflow for businesses already utilizing the Microsoft ecosystem.
Financial Reporting Capabilities
Great Plains offers extensive financial reporting capabilities, allowing users to generate a wide variety of reports tailored to their specific needs. These reports can include balance sheets, income statements, cash flow statements, and custom reports designed using the software’s reporting tools. The software allows for detailed analysis of financial data, including the ability to drill down into specific accounts and transactions to identify trends and anomalies.
This level of granularity is crucial for effective financial planning and decision-making. For instance, a business could easily track sales performance by product line, identify areas of high profitability, and pinpoint areas needing improvement. The ability to customize reports also allows for compliance with various accounting standards, making it suitable for businesses operating under diverse regulatory environments.
Inventory Management Tools
Great Plains’ inventory management tools provide comprehensive tracking and management of inventory items. Features include tracking inventory levels, managing costs, and generating reports on inventory turnover and valuation. The software supports various inventory valuation methods, such as FIFO (First-In, First-Out), LIFO (Last-In, First-Out), and weighted average cost. This allows businesses to choose the method that best suits their accounting practices and provides accurate cost of goods sold calculations.
Furthermore, the system can be configured to track inventory by location, allowing businesses with multiple warehouses or distribution centers to maintain accurate stock levels across all locations. This is particularly beneficial for businesses experiencing rapid inventory turnover or those operating in a just-in-time inventory model.
Key Features and Benefits
| Feature | Benefit | Feature | Benefit |
|---|---|---|---|
| Multi-company Management | Efficiently manage multiple entities within a single system. | Customizable Reporting | Generate reports tailored to specific business needs and regulatory requirements. |
| Robust Financial Reporting | Gain deep insights into financial performance through detailed reports and analysis. | Inventory Tracking and Management | Maintain accurate inventory levels, manage costs, and optimize inventory turnover. |
| Multi-currency Support | Streamline financial management for businesses operating in multiple currencies. | Integration with Microsoft Products | Seamless integration with other Microsoft applications for enhanced workflow efficiency. |
Integration and Compatibility
Great Plains accounting software, while robust on its own, significantly enhances its value through its ability to integrate with other business applications. This interoperability streamlines workflows, improves data consistency, and provides a more holistic view of your business operations. Seamless integration is a key factor in maximizing the software’s potential and achieving a truly unified business management system.Great Plains’ integration capabilities extend to a wide range of applications, enabling businesses to connect disparate systems and automate data exchange.
This integration functionality reduces manual data entry, minimizes errors, and frees up valuable time for more strategic tasks. The software offers several methods for integration, catering to different technical capabilities and business needs.
Integration with Other Business Applications
Great Plains offers various integration methods, including APIs (Application Programming Interfaces), direct database connections, and third-party integration tools. APIs allow developers to build custom integrations, tailoring the connection to specific business requirements. Direct database connections offer a more direct and often faster method for transferring data, suitable for systems with compatible database structures. Third-party integration tools provide a simpler, more user-friendly approach for those without extensive programming expertise.
These tools often act as intermediaries, translating data between different systems. The choice of integration method depends on the specific application, technical resources, and desired level of customization.
Compatible CRM and ERP Systems
Great Plains integrates effectively with various CRM (Customer Relationship Management) and ERP (Enterprise Resource Planning) systems. Popular CRM systems compatible with Great Plains include Microsoft Dynamics 365, Salesforce, and Sage CRM. The specific integration process may vary depending on the chosen CRM system, but generally involves configuring data mappings and establishing a secure connection between the two systems.
Similarly, integration with other ERP systems is possible, with compatibility often depending on the level of customization and the specific modules involved. Successful integrations often result in a unified view of customer interactions and financial data.
Integrating Great Plains with Third-Party Tools
The process of integrating Great Plains with third-party tools typically involves several steps. First, identifying a compatible tool and understanding its integration capabilities is crucial. Then, configuring the connection between Great Plains and the third-party tool is necessary. This may involve setting up data mappings, defining data transfer schedules, and configuring security settings. Testing the integration is a critical step to ensure data accuracy and system stability.
Finally, ongoing monitoring and maintenance are essential to ensure the continued smooth operation of the integration. Many third-party tools offer documentation and support to facilitate this process.
Examples of Successful Integrations
A manufacturing company successfully integrated Great Plains with its shop floor management system, automating the flow of production data into the accounting system. This eliminated manual data entry and provided real-time visibility into production costs and efficiency. Another example involves a retail business integrating Great Plains with its point-of-sale (POS) system, automatically updating inventory levels and sales data in the accounting system.
This integration improved inventory management and provided more accurate financial reporting. These examples highlight the potential benefits of integrating Great Plains with other business applications, resulting in improved efficiency, reduced errors, and better decision-making.
User Experience and Interface
Great Plains Accounting Software boasts a user interface designed for both ease of use and comprehensive functionality. While its feature-rich nature might initially seem daunting, the software’s intuitive design and logical layout generally receive positive feedback from users. The interface is customizable, allowing users to tailor their experience to their specific needs and preferences.The software’s interface is primarily characterized by a well-organized menu system, clearly labeled icons, and readily accessible help resources.
Navigation is straightforward, with most commonly used functions located prominently. The overall visual aesthetic is clean and uncluttered, reducing visual fatigue during extended use. While some users might initially require a learning curve, the software’s robust help system and online tutorials mitigate this significantly.
Creating an Invoice: A Step-by-Step Guide
To illustrate the ease of invoice creation, consider this process: First, navigate to the “Sales” module. Then, select “Create Invoice.” A new invoice window will open, prompting you to select the customer from a drop-down menu or add a new customer. Next, input the relevant invoice details such as invoice number (often auto-generated), date, and due date. Subsequently, add the items sold, specifying quantity, description, and unit price.
The software automatically calculates totals, including tax and discounts (if applied). Finally, review the invoice details and click “Save” to complete the process. The invoice can then be printed, emailed, or exported to other formats.
User Reviews and Feedback Categorization
User feedback is crucial in evaluating the software’s usability. Analyzing reviews reveals a clear distinction between positive and negative experiences.Positive feedback generally centers around:
- Intuitive interface and easy navigation.
- Comprehensive features and functionality.
- Robust reporting capabilities.
- Excellent customer support.
- Strong integration with other business applications.
Conversely, negative feedback often highlights:
- Steep learning curve for some users, particularly those unfamiliar with accounting software.
- Occasional glitches or bugs, though these are generally addressed through updates.
- The cost of the software, which can be a barrier for smaller businesses.
- Complexity of certain advanced features.
Visual Representation of the Software’s Interface
Imagine a screen divided into several sections. The top section displays a menu bar with options such as “File,” “Edit,” “View,” “Modules,” and “Help.” Below the menu bar, a toolbar displays frequently used icons for tasks like creating new entries, searching records, and printing reports. The main section of the screen is dedicated to the current module being used (e.g., Accounts Receivable, Accounts Payable, General Ledger).
This area typically displays a grid or list view of data, allowing users to browse, edit, and filter information. A status bar at the bottom of the screen provides information on the current task and system status. Context-sensitive help menus are readily available through tooltips and a dedicated help button. The overall color scheme is generally muted and professional, avoiding overly bright or distracting colors.
Pricing and Licensing
Great Plains accounting software, now part of Microsoft Dynamics 365 Business Central, doesn’t offer simple, publicly listed pricing. The cost depends significantly on several factors, including the specific modules chosen, the number of users, implementation services required, and the chosen deployment method (cloud or on-premise). Understanding these variables is crucial for accurate budgeting.Pricing models are largely customized and quoted directly by Microsoft partners or authorized resellers.
Therefore, obtaining precise pricing requires contacting a Microsoft Dynamics 365 Business Central reseller and providing details of your business needs. This ensures a tailored solution and accurate cost reflection.
Licensing Terms and Conditions
Microsoft Dynamics 365 Business Central licenses are typically subscription-based, meaning you pay a recurring fee for access to the software. These subscriptions usually cover a specific period, often annually or monthly. The licensing terms include stipulations regarding usage rights, permitted number of users, access to updates and support, and potential penalties for non-compliance. Detailed terms and conditions are available in the licensing agreement provided by Microsoft or your reseller.
It is essential to review this agreement carefully before committing to a purchase. Failure to adhere to the licensing agreement can result in legal repercussions and software access termination.
Cost Comparison of Different Editions
Direct cost comparisons between different editions are difficult to provide without specific configurations. However, generally, higher-tier editions of Dynamics 365 Business Central include more advanced features and functionalities, resulting in a higher subscription cost. For instance, an edition offering comprehensive manufacturing capabilities would be more expensive than a basic accounting edition. The pricing also scales with the number of users requiring access to the system.
A larger team necessitates a higher licensing fee. Additionally, optional add-on modules (like CRM integration or specific industry solutions) further impact the overall cost.
Cost-Benefit Analysis for a Small Business
For a small business, a cost-benefit analysis of implementing Dynamics 365 Business Central should consider both the initial investment and ongoing subscription costs against the potential returns. Initial costs might include software licensing, implementation services (consulting, training, data migration), and any necessary hardware or infrastructure upgrades. Ongoing costs comprise the recurring subscription fees and potential maintenance or support contracts.
Benefits can include increased efficiency through automation of tasks like invoice processing and financial reporting, improved data accuracy and reporting capabilities, enhanced collaboration among team members, and better decision-making based on real-time data. For example, a small bakery might find that automating inventory management reduces waste and improves profitability, offsetting the software’s cost. Similarly, improved financial reporting could lead to better control over expenses and increased efficiency in tax preparation.
A thorough cost-benefit analysis should quantify these potential benefits in monetary terms to determine the overall return on investment (ROI). A small business should carefully weigh the upfront investment and ongoing costs against the potential improvements in operational efficiency, profitability, and overall business growth.
Support and Training
Great Plains accounting software offers a comprehensive suite of support and training resources designed to help users maximize their software investment and achieve their business goals. Access to these resources varies depending on the licensing agreement and support package purchased. Understanding these options is crucial for ensuring a smooth implementation and ongoing operational success.
Great Plains prioritizes user success through a multi-faceted approach to support and training. This includes readily available online resources, direct communication channels, and structured training programs catering to different experience levels.
Support Channels
Users can access support through several channels, each designed to address specific needs and preferences. These channels provide various levels of assistance, from self-service resources to direct interaction with support specialists.
- Phone Support: Direct access to trained support representatives via telephone. This is often the quickest way to resolve urgent issues requiring immediate attention.
- Email Support: Users can submit detailed questions or reports of issues via email, receiving a response within a defined timeframe (often within 24-48 hours, depending on the support package). This method is ideal for non-urgent issues requiring a detailed explanation.
- Online Resources: A comprehensive knowledge base, including FAQs, tutorials, and troubleshooting guides, is available online. This self-service option allows users to find answers quickly and independently.
Training Options
Great Plains offers a variety of training options to cater to different learning styles and experience levels. These range from self-paced online modules to instructor-led workshops.
- Online Training Modules: Self-paced modules covering various aspects of the software, allowing users to learn at their own pace and revisit topics as needed.
- Instructor-Led Workshops: Hands-on workshops provide in-depth training and opportunities for interactive learning and Q&A sessions with experienced instructors. These workshops can be tailored to specific business needs and user roles.
- Webinars and Seminars: Regularly scheduled webinars and seminars provide updates on new features, best practices, and opportunities for community engagement.
User Testimonials
Positive feedback from users highlights the effectiveness and responsiveness of Great Plains’ support and training. These testimonials underscore the value of the resources provided.
- “The online resources were incredibly helpful in resolving a minor issue I encountered. I found the solution quickly and easily without needing to contact support.”
- “The phone support team was fantastic! They were patient, knowledgeable, and resolved my problem efficiently. I was back up and running in no time.”
- “The instructor-led workshop was invaluable. It provided a clear understanding of the software’s capabilities and helped me optimize my workflow.”
Comparison of Support Options
The table below summarizes the various support options, their strengths, and typical response times. The specific response times may vary based on the support plan and current support volume.
| Support Option | Response Time | Strengths | Best For |
|---|---|---|---|
| Phone Support | Immediate to within a few hours | Real-time assistance, quick resolution of urgent issues | Urgent issues, complex problems requiring immediate attention |
| Email Support | 24-48 hours (typically) | Detailed explanations, allows for documenting issues | Non-urgent issues, detailed questions |
| Online Resources | Immediate | Self-service, readily available, covers a wide range of topics | Self-sufficiency, quick answers to common questions |
| Instructor-Led Training | N/A (scheduled) | Hands-on learning, in-depth knowledge transfer | Comprehensive learning, advanced users, specific training needs |
Security and Data Management
Protecting your financial data is paramount, and Great Plains Accounting Software employs a multi-layered approach to ensure the security and integrity of your information. This section details the robust security measures in place, from data encryption to comprehensive backup and recovery procedures. Understanding these features will allow you to confidently manage your financial records within the software.Great Plains utilizes a range of security measures to safeguard user data, focusing on prevention, detection, and recovery.
These measures are designed to protect against unauthorized access, data breaches, and data loss. The software’s security architecture is regularly updated to address emerging threats and vulnerabilities.
Data Encryption
Data encryption is a core component of Great Plains’ security strategy. Both data at rest (stored on servers and databases) and data in transit (transferred across networks) are encrypted using industry-standard encryption algorithms. This ensures that even if unauthorized access occurs, the data remains unreadable without the correct decryption key. The specific encryption algorithms used are regularly reviewed and updated to maintain the highest level of security.
For example, data stored in the database might be encrypted using AES-256 encryption, while data transmitted between the client and server utilizes TLS 1.3 or a higher protocol.
Access Control
Great Plains provides granular access control features, allowing administrators to define specific permissions for different users. This ensures that only authorized personnel can access sensitive financial information. Users are assigned roles (e.g., Accountant, Administrator, Data Entry Clerk) with predefined permissions. Administrators can customize these roles and assign specific permissions to individual users, limiting their access to only the data and functions necessary for their job responsibilities.
This minimizes the risk of unauthorized data modification or deletion.
Data Backup and Recovery
Regular data backups are crucial for business continuity. Great Plains supports various backup methods, allowing users to schedule automated backups to local or cloud storage. These backups are incremental, meaning only changes since the last backup are saved, optimizing storage space and backup time. The software also includes robust recovery procedures, enabling quick and efficient restoration of data in case of hardware failure, software malfunction, or accidental data loss.
The recovery process is designed to minimize downtime and data loss, ensuring business operations can resume swiftly. For example, a company might schedule daily incremental backups to a local server and weekly full backups to a cloud storage provider for redundancy.
Best Practices for Data Security
Implementing best practices enhances the security provided by the software itself. These include using strong, unique passwords for each user account, regularly updating the software to benefit from the latest security patches, and educating users on security awareness. Encouraging users to report any suspicious activity promptly is also vital. Furthermore, limiting the number of users with administrative privileges minimizes the potential impact of a compromised account.
Regular security audits and penetration testing can identify and address vulnerabilities before they can be exploited.
Future of Great Plains Accounting Software
Great Plains, now part of Microsoft Dynamics 365 Business Central, faces an evolving landscape in the accounting software market. Its future hinges on its ability to adapt to emerging technological trends and the changing needs of businesses. Continued investment in innovation and strategic partnerships will be crucial for maintaining its competitive edge.The future development of Great Plains, or more accurately, its successor Business Central, will likely focus on enhancing its cloud capabilities, improving its integration with other Microsoft services, and incorporating advanced analytics and AI features.
This will involve continuous updates and releases incorporating user feedback and addressing market demands.
Cloud-Based Enhancements and Integration
Microsoft’s ongoing commitment to cloud technology means we can anticipate further improvements to Business Central’s cloud infrastructure. This will include enhanced scalability, reliability, and security features. Increased integration with other Microsoft cloud services, such as Power BI for data visualization and Power Automate for workflow automation, will streamline business processes and provide richer insights. For example, imagine a scenario where a company’s sales data in Dynamics 365 Sales automatically updates inventory levels in Business Central, triggering automated purchase orders when stock falls below a certain threshold.
This seamless integration eliminates manual data entry and reduces errors.
Artificial Intelligence and Advanced Analytics
The incorporation of AI and advanced analytics is another key area for future development. Business Central could leverage AI to automate tasks like invoice processing, reconciliation, and financial forecasting. Advanced analytics dashboards could provide real-time insights into key performance indicators (KPIs), enabling businesses to make data-driven decisions more effectively. Consider a scenario where the system automatically identifies unusual spending patterns, flagging potential fraudulent activities for immediate investigation.
This proactive approach enhances financial control and reduces risk.
Enhanced User Experience and Mobile Accessibility
Future updates will likely prioritize an even more intuitive and user-friendly interface. This includes improvements to navigation, search functionality, and reporting capabilities. Increased mobile accessibility will allow users to access and manage their accounting data from anywhere, at any time, further enhancing efficiency and flexibility. For example, a business owner could review financial statements on their tablet during a client meeting, making informed decisions on the spot.
Increased Automation and Robotic Process Automation (RPA)
Expect to see a greater emphasis on automation capabilities, potentially incorporating Robotic Process Automation (RPA). This could involve automating repetitive tasks such as data entry, bank reconciliation, and report generation, freeing up accounting professionals to focus on higher-value activities. Imagine a scenario where an RPA bot automatically retrieves bank statements, extracts transaction data, and reconciles them with the general ledger in Business Central, significantly reducing manual effort and the risk of human error.
Predictive Capabilities and Financial Forecasting
The integration of predictive analytics capabilities will allow Business Central to offer more sophisticated financial forecasting tools. By analyzing historical data and market trends, the software could provide businesses with more accurate predictions of future revenue, expenses, and cash flow. This would empower businesses to make better strategic decisions and proactively manage their finances. For example, the system might predict a potential cash flow shortfall in the next quarter, allowing the business to adjust its spending or seek financing proactively.
Epilogue
Great Plains Accounting Software stands as a testament to the power of adaptable technology in the ever-evolving landscape of business finance. Its robust features, extensive integration capabilities, and ongoing development ensure it remains a competitive and relevant solution for organizations seeking efficient and reliable financial management. Whether you’re a small business owner or part of a large enterprise, understanding the strengths and capabilities of Great Plains is crucial in making informed decisions about your accounting software needs.
This comprehensive overview should equip you with the knowledge to assess its suitability for your specific requirements.
Commonly Asked Questions
Is Great Plains Accounting Software cloud-based or on-premise?
Great Plains offers both cloud-based and on-premise deployment options, allowing businesses to choose the solution that best suits their infrastructure and security needs.
What types of industries use Great Plains?
Great Plains is used across a wide range of industries, including manufacturing, distribution, retail, and professional services, among others.
Does Great Plains integrate with Microsoft Office products?
Yes, Great Plains integrates seamlessly with various Microsoft Office applications, enhancing workflow efficiency.
What is the typical response time for Great Plains customer support?
Response times vary depending on the support channel used (phone, email, etc.) but generally aim for prompt and efficient assistance.
Can I customize Great Plains to fit my specific business needs?
Yes, Great Plains offers customization options through add-ons, integrations, and potentially through the services of a qualified consultant.