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    Microsoft Dynamics GP 2016 Cookbook
    Microsoft Dynamics GP 2016 Cookbook
    Microsoft Dynamics GP 2016 Cookbook
    Ebook929 pages4 hours

    Microsoft Dynamics GP 2016 Cookbook

    By Mark Polino and Ian Grieve

    ()

    Read preview

    About this ebook

    About This Book
    • Switch to Dynamics GP 2016 to take advantage of improved cloud support, workflow enhancements, and a more intuitive user experience
    • Understand the various tips and tricks to master Dynamics GP, and improve your system’s stability in order to enable you to get work done faster
    • Discover how to solve real-world problems in Microsoft Dynamics GP 2016 with easy-to-understand and practical recipes
    Who This Book Is For

    The book is for Dynamics GP users and Dynamics GP partners. It assumes that you have a basic understanding of business management systems and Microsoft Dynamics GP.

    LanguageEnglish
    PublisherPackt Publishing
    Release dateAug 24, 2016
    ISBN9781786467515
    Microsoft Dynamics GP 2016 Cookbook
    Author

    Mark Polino

    Mark Polino is a Certified Public Accountant, a Microsoft Certified Business Management Professional, and a Microsoft MVP for Dynamics GP. He has been working with Dynamics GP as an administrator and consultant for more than ten years. Currently Mark is a Principal Consultant with Microsoft partner I.B.I.S., Inc. and he runs the premier user-focused Dynamics GP blog at DynamicAccounting.net.

    Read more from Mark Polino

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      Book preview

      Microsoft Dynamics GP 2016 Cookbook - Mark Polino

      Table of Contents

      Microsoft Dynamics GP 2016 Cookbook

      Credits

      About the Authors

      About the Reviewers

      www.PacktPub.com

      eBooks, discount offers, and more

      Why subscribe?

      Instant updates on new Packt books

      Preface

      What this book covers

      What you need for this book

      Who this book is for

      Sections

      Getting ready

      How to do it…

      How it works…

      There's more…

      See also

      Conventions

      Reader feedback

      Customer support

      Downloading the color images of this book

      Errata

      Piracy

      Questions

      1. Personalizing Dynamics GP

      Introduction

      Personalizing the home page by selecting the right role

      How to do it...

      See also

      Improving visibility by setting required fields to bold and red

      Getting ready

      How to do it...

      How it works...

      There's more...

      Modifier with VBA

      Further personalizing the home page by customizing the layout

      How to do it...

      There's more...

      See also

      Speeding up access to data with Quick Links

      Getting ready

      How to do it...

      How it works...

      See also

      Rearranging navigation to make it easier

      Getting ready

      How to do it...

      How it works...

      Managing personal reports with My Reports

      How to do it...

      There's more...

      Reports without options

      Better dates in report options

      See also

      Viewing open items with Task List

      Getting ready

      How to do it...

      How it works...

      There's more...

      Recurring tasks

      See also

      Accessing accounts faster with Favorites in lookups

      Getting ready

      How to do it...

      There's more...

      Set as default view

      Restricted list

      Resetting

      Account security

      See also

      Cleaning up the mess by fixing AutoComplete errors

      Getting ready

      How to do it...

      How it works...

      There's more...

      Removed unused entries

      Reducing the number of AutoComplete entries

      Resetting AutoComplete

      2. Organizing Dynamics GP

      Introduction

      Speeding up account entry with Account Alias

      Getting ready

      How to do it…

      How it works…

      See also

      Cleaning account lookups by removing accounts from lookups

      How to do it…

      How it works…

      Gaining visibility with horizontal scroll arrows

      How to do it…

      How it works…

      There's more…

      Activating Horizontal Scroll Arrows for all users

      Widening segments for better visibility

      Streamlining payables processing by prioritizing vendors

      Getting ready

      How to do it…

      How it works…

      Getting clarity with user-defined fields

      How to do it…

      How it works…

      There's more...

      Special User-Defined 1 features

      Company Setup user-defined fields

      Expanded user-defined fields

      See also

      Developing connections with Internet User Defined fields

      How to do it…

      How it works…

      There's more…

      Login and password

      Labels 7 and 8

      See also

      Controlling reporting with account rollups

      Getting ready

      How to do it...

      How it works…

      See also

      Remembering processes with an ad hoc workflow

      Getting ready

      How to do it...

      How it works…

      See also...

      Improving financial reporting clarity by splitting purchasing accounts

      How to do it…

      How it works...

      Speeding up lookups with advanced lookups

      Getting ready

      How to do it...

      How it works...

      See also

      Going straight to the site with web links

      Getting ready

      How to do it...

      How it works...

      There's more...

      The All Field Values box

      Multiple values

      See also

      3. Automating Dynamics GP

      Introduction

      Copying security from an existing user

      Using Reminders to remember important events

      How to do it...

      How it works...

      There's more...

      Drilling down into reminders

      See also

      Controlling reporting dates with beginning and ending periods

      Getting ready

      How to do it...

      How it works...

      There's more...

      Fiscal period versus month

      Beyond the period

      Speeding up entry by copying an inventory item

      How to do it...

      How it works...

      Automating processes with macros

      How to do it...

      How it works...

      There's more...

      Macros can be made faster

      Macros and the shortcut bar

      Macros can be run with a keystroke combination

      Macro pauses

      Sequential macros

      See also...

      Getting early warnings with Business Alerts

      Getting ready

      How to do it...

      How it works...

      There's more...

      Prebuilt alerts

      See also

      Splitting AP across departments automatically with Control Account Management

      Getting ready

      How to do it...

      How it works...

      There's more...

      Multi-company

      See also

      Speeding document delivery with e-mail

      Getting ready

      How to do it...

      How it works...

      There's more...

      Customer and vendor setup

      Company setup

      Relating or linking items for suggested sales

      Getting ready

      How to do it...

      See also

      Automatically post cash receipt deposits

      Simplifying statement delivery with print remaining documents

      How to do it...

      How it works...

      4. Leveraging New and Updated Features in Dynamics GP

      Introduction

      Take the company offline for maintenance

      How to do it...

      How it works…

      There's more…

      Copying and pasting journals from Excel

      Getting ready

      How to do it...

      There's more...

      Budget Import Exception reporting

      Getting ready

      How to do it...

      Enhanced GL Year-End Closing

      How to do it...

      How it works...

      There's more...

      Unit Account

      Reversing Year-End Close

      Fix cross-company mistakes by voiding intercompany transactions

      Getting ready

      How to do it...

      See also

      Improving cross-company visibility with Intercompany Journal inquiries

      How to do it...

      How it works...

      EFT Format Enhancements

      Getting ready

      How to do it...

      There's more...

      Expanding payment options with credit card payment runs

      Getting ready

      How to do it...

      How it works...

      Merging records with Customer Combiner and Modifier

      How to do it...

      There's more...

      Modifying a customer number

      Import from spreadsheet

      Other Combiner functions

      Modifying Sales Order Ship To Address

      Getting ready

      How to do it...

      How it works...

      There's more...

      See also

      Getting a complete view with All-In-One View

      How to do it...

      How it works...

      Tracking serial and lot numbers on drop ship POs

      Getting ready

      How to do it...

      How it works...

      There's more…

      See also

      Selecting multiple serial or lot numbers

      How to do it...

      There's more…

      See also

      Intercompany asset transfer

      How to do it...

      There's more...

      See also

      Historical depreciation report

      How to do it...

      How it works...

      There's more...

      Mass depreciation reversal

      Reset History in Detail

      See also

      Fixed Assets Batches

      How to do it...

      There's more...

      See also

      Improve year-end with the Fixed Asset Year-End Closing Report

      Getting ready

      How to do it...

      Purchase requisitions

      How to do it...

      There's more…

      Gaining efficiency by printing or e-mailing any report with Word templates

      Getting ready

      How to do it...

      There's more...

      Attaching documents to records

      Getting ready

      How to do it...

      5. Exposing Hidden Features in Dynamics GP

      Introduction

      Controlling Posting Dates when not posting by batch

      How to do it...

      How it works…

      Reducing posting steps with better Printing Control

      Getting ready

      How to do it...

      How it works...

      There's more...

      Posting reports

      Print Options box

      See also

      Improving information with Tax Dates in transactions

      Getting ready

      How to do it...

      How it works...

      See also

      Gaining the option to process taxes in general ledger

      Getting ready

      How to do it...

      How it works...

      See also

      Changing the Remit-To Address on a Payables transaction after posting

      How to do it...

      Understanding an asset's financial information with Asset Details

      How to do it...

      How it works...

      Speeding up entry by copying a purchase order

      How to do it...

      How it works...

      There's more...

      Copying a sales order

      Getting control of printing with Named Printers

      Getting ready

      How to do it...

      How it works...

      There's more...

      Printer classes

      See also

      Speeding up month-end processing with the Reconcile to GL functionality

      How to do it...

      How it works...

      There's more...

      Balancing the year

      When AP and AR aren't enough

      Improving budget creation with Combine Budgets

      How to do it...

      How it works...

      Controlling POs with prepayments

      Getting ready

      How to do it...

      There's more...

      Gaining flexibility with Inventory Tolerance Handling

      How to do it...

      How it works…

      Creating Fixed Assets with a default ID

      Getting started…

      How to do it...

      Avoid creating Payables Invoices when a PO already exists

      How to do it...

      How it works...

      6. Improving Dynamics GP with Hacks

      Introduction

      Using comments without needing a comment name

      How to do it…

      How it works…

      There's more…

      Line item comments

      Keeping the chart of accounts clean by reactivating Account Segment warnings

      How to do it…

      How it works…

      Reducing licensing needs by preventing multiple company logins

      How to do it…

      How it works…

      Turning on more features with the Dex.ini settings

      Getting ready

      How to do it…

      There's more…

      Additional Dex.ini settings

      Popular Dex.ini resources

      See also

      Tackling self-assessed taxes such as Use Tax with the Reverse Tax functionality

      Getting ready

      How to do it...

      How it works…

      There's more…

      Correcting a lost password by resetting the system password

      How to do it…

      How it works…

      There's more…

      Getting greater journal entry control by clearing recurring batch amounts

      How to do it…

      7. Preventing Errors in Dynamics GP

      Introduction

      Preventing posting errors by managing Batch Date

      Getting ready

      How to do it…

      How it works…

      See also

      Reducing out of balance problems with Allow Account Entry

      How to do it…

      How it works…

      There's more…

      Adjustments

      See also

      Ensuring entry in the correct company by warning about test companies

      How to do it…

      How it works…

      Protecting Dynamics GP with key security settings

      How to do it…

      How it works…

      There's more…

      Security for security

      Security solutions

      Providing clean vendor information by properly closing Purchase Orders

      How to do it…

      How it works…

      Preventing account selection errors with segment names

      Getting ready

      How to do it…

      How it works…

      See also

      Ensuring proper year-end closing by checking Posting Types

      Getting ready

      How to do it…

      How it works…

      See also

      Preventing sales of discontinued inventory

      How to do it…

      How it works…

      There's more…

      Correcting errors by backing out, correcting, and copying journal entries

      How to do it…

      How it works…

      There's more…

      Subledger corrections

      8. Harnessing the Power of SmartLists

      Introduction

      Changing the Favorites pane size and visibility

      How to do it...

      Sorting data to get the information you want

      How to do it...

      How it works...

      See also

      Improving information returned with SmartList Search

      How to do it...

      How it works...

      There's more...

      Field comparison

      Match case

      Search type

      Wildcard search

      See also

      Tailoring SmartLists by adding fields

      How to do it…

      Theres more...

      Removing fields

      Favorites

      Default SmartLists

      See also

      Renaming fields for clarity

      How to do it...

      How it works...

      There's more...

      Default SmartList column names

      See also

      Speeding up access to information with SmartList Favorites

      How to do it...

      How it works...

      There's more...

      Modifying SmartList Favorites

      Go To

      See also

      Controlling data with SmartList record limits

      How to do it...

      How it works...

      Getting warnings with SmartList alerts

      Getting ready

      How to do it...

      How it works...

      There's more...

      Modifying and removing custom Reminders

      See also

      Controlling access by sharing or restricting SmartList Favorites

      Getting started…

      How to do it...

      How it works...

      There's more...

      SmartList security

      Favorite naming best practices

      9. SmartList Designer

      Introduction

      Creating a new SmartList

      How to do it…

      There's more…

      Preview the SmartList

      Configuring default columns for new SmartLists

      Creating a new SmartList from a SQL View

      Getting ready

      How to do it…

      There's more…

      Adding a filter to a SmartList

      How to do it…

      Exporting a SmartList object

      How to do it...

      Importing a SmartList object

      How to do it…

      Creating a refreshable Excel report from a SmartList

      Getting ready

      How to do it…

      10. Connecting Dynamics GP to Microsoft Office 2016

      Introduction

      Building analyses by exporting SmartLists to Microsoft Excel

      How to do it…

      How it works…

      See also

      Getting fine-grained control of Excel Exports from Navigation lists to Excel

      How to do it…

      How it works…

      See also

      Improving reports by sending SmartLists to Word

      How to do it…

      How it works…

      See also

      Communicating with customers using Letters from Microsoft Word

      How to do it…

      There's more…

      SmartList Favorites

      Letter customization

      Other starting points

      See also

      Skipping the exports by using pre-built Excel reports

      Getting ready

      How to do it…

      How it works…

      There's more…

      Excel Report Designer

      SQL and ODC connections

      Trust and security

      See also

      Delivering the goods with Excel-based dashboards

      Getting ready

      How to do it…

      How it works…

      There's more…

      See also

      Reporting on any Dynamics GP data with direct Excel connections

      How to do it…

      How it works…

      There's more…

      Tables

      Advanced options

      Importing data with Microsoft Word and a Dynamics GP macro

      Getting ready

      How to do it…

      How it works…

      There's more…

      Limitations

      Getting fine-grained control of Excel Exports from SmartList

      Getting ready

      How to do it…

      How it works…

      See also

      Gaining flexibility by printing documents with Microsoft Word

      How to do it…

      How it works…

      There's more…

      Which report to use?

      User template creation

      11. Maintaining Dynamics GP

      Introduction

      Speeding up Navigation lists by disabling Business Analyzer

      How to do it…

      How it works…

      There's more…

      See also

      Preventing entry to wrong dates by closing periods

      How to do it…

      There's more…

      Mass Close

      Improving performance by adjusting AutoComplete settings

      How to do it…

      How it works…

      There's more…

      Making the change for all users

      See also

      Cleaning up Accounts Receivable with Paid Transaction Removal

      Getting ready

      How to do it…

      How it works…

      There's more…

      Balance forward

      Providing correct tax information by updating 1099 information

      How to do it…

      How it works…

      There's more…

      1099 vendor setup

      Maintaining updated code by rolling down service packs with Client Updates

      Getting ready

      How to do it…

      How it works…

      There's more…

      Service pack errors

      Improving stability by managing dictionaries

      How to do it…

      How it works…

      There's more…

      The Dynamics.set file

      Safeguarding data by backing everything up

      How to do it…

      How it works…

      There's more…

      Additional backups

      Resolving errors with the Check Links utility

      How to do it…

      How it works…

      See also

      Speeding up login by clearing the Menu Master table

      How to do it…

      Validating balances with the Reconcile utility

      How to do it…

      How it works…

      See also

      Troubleshooting issues with a DexSQL.log file

      How to do it…

      How it works…

      12. Extending Dynamics GP Professional Services Tools Library

      Introduction

      Replicate settings and data to a new company with Company Copy

      Getting ready...

      How to do it...

      How it works…

      See also...

      Duplicate data between companies using Master Triggers

      How to do it...

      How it works…

      There's more…

      See also...

      Merge records with Combiner

      How to do it...

      There's more...

      Other Combiner functions

      See also...

      Change data using Modifier

      How to do it…

      There's more...

      Import from spreadsheet

      Other Modifier functions

      Using Customer Name Modifier

      How to do it…

      Import from spreadsheet

      Other Name Modifiers

      Set a minimum PO/receipt number

      Getting ready

      How to do it...

      How it works…

      See also...

      Preventing date errors with Doc Date Verify

      Getting ready

      How to do it...

      How it works...

      See also...

      13. Modern Business Intelligence for Dynamics GP

      Introduction

      Activating OData for better external analysis

      Getting ready

      How to do it…

      How it works…

      There's more…

      See also

      Secure OData to control access

      Getting ready

      How to do it…

      There's more…

      SQL objects

      Connecting OData to Excel for Business Intelligence

      Getting ready

      How to do it…

      How it works…

      Connecting GP to Power BI with OData

      Getting ready

      How to do it…

      How it works…

      There's more…

      Adding Power BI to the home page in Dynamics GP

      Getting ready

      How to do it…

      How it works…

      Index

      Microsoft Dynamics GP 2016 Cookbook

      Microsoft Dynamics GP 2016 Cookbook

      Copyright © 2016 Packt Publishing

      All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written permission of the publisher, except in the case of brief quotations embedded in critical articles or reviews.

      Every effort has been made in the preparation of this book to ensure the accuracy of the information presented. However, the information contained in this book is sold without warranty, either express or implied. Neither the authors, nor Packt Publishing, and its dealers and distributors will be held liable for any damages caused or alleged to be caused directly or indirectly by this book.

      Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.

      First published: August 2016

      Production reference: 1160816

      Published by Packt Publishing Ltd.

      Livery Place

      35 Livery Street

      Birmingham B3 2PB, UK.

      ISBN 978-1-78646-340-1

      www.packtpub.com

      Credits

      Authors

      Ian Grieve

      Mark Polino

      Reviewers

      Jivtesh Singh

      Leslie Vail

      Commissioning Editor

      Kunal Parikh

      Acquisition Editor

      Nitin Dasan

      Content Development Editor

      Priyanka Mehta

      Technical Editors

      Dhiraj Chandanshive

      Ravikiran Pise

      Copy Editor

      Safis Editing

      Project Coordinator

      Izzat Contractor

      Proofreader

      Safis Editing

      Indexer

      Rekha Nair

      Production Coordinator

      Aparna Bhagat

      Cover Work

      Aparna Bhagat

      About the Authors

      Ian Grieve is a Microsoft Most Valuable Professional for Microsoft Dynamics GP. He is also a certified Dynamics CRM consultant, specializing in the delivery of Microsoft Dynamics GP. He is the ERP Practice Manager at Perfect Image Ltd., a Microsoft partner, and VAR in the North-East of England, where he is responsible for the delivery, by his team, of all Dynamics GP projects.

      Ian has worked with Microsoft Dynamics GP since 2003, and over the years, he has dealt with all aspects of the product's life cycle, ranging from presales, implementation, technical, and functional training post go-live support to subsequent upgrades and process reviews.

      Ian is the author of Microsoft Dynamics GP 2013 Financial Management by Packt Publisihing and Microsoft Dynamics GP Workflow 2.0 and Implementing the Microsoft Dynamics GP Web Client by azurecurve Publishing. He is also the co-author of Microsoft Dynamics GP 2013 Cookbook by Packt Publisihing. Additionally, he has produced the Microsoft Dynamics GP Techniques online learning course and was the technical reviewer for several books on Microsoft Dynamics CRM published by Packt Publishing, including Microsoft Dynamics CRM 2011 Cookbook.

      In his spare time, Ian runs the azurecurve blog, Ramblings of a Dynamics GP Consultant (http://www.azurecurve.co.uk), which is dedicated to Microsoft Dynamics GP and related products.

      The most recent offshoot of running his blog is that Ian has started writing plugins to extend the functionality of the blogging platform, WordPress. A new site, azurecurve Development (http://development.azurecurve.co.uk), contains information about his plugins.

      Thanks to my parents for their support through the years and to my employer, Perfect Image Ltd., for giving me the opportunity to work with clients in many different fields and, not least, for being open to me taking on outside projects such as this book and its predecessors.

      I also owe thanks to all the clients I have worked with over the years, whose needs and questions have prompted me to learn ever more about Microsoft Dynamics GP, thereby putting me in a position to write this book.

      Thanks to the technical reviewers, Leslie Vail and Jivtesh Singh, and fellow Microsoft Most Valuable Professionals, for their valuable feedback, which helped make this book better.

      And finally, thanks to Mark Polino, my co-author on this book and the author of the first edition. It was a pleasure working with him on this book.

      Mark Polino is a Microsoft MVP for Business Solutions, a certified public accountant, and a Dynamics Credentials professional for Dynamics GP. He runs the premier Dynamics GP-related blog, DynamicAccounting.net. Mark has worked with Dynamics GP and its predecessor, Great Plains, for more than 15 years. He has worked as an author and co-author on five Dynamics GP-related books. He works as the Director of client services for Fastpath.

      About the Reviewers

      Jivtesh Singh is a Microsoft Dynamics Certified Technology Specialist for Dynamics GP, based in Sydney, Australia. He has been awarded as the Microsoft MVP for Dynamics by Microsoft for 6 years in a row (2011-2016). Through his blog, which is widely read in the Dynamics GP and CRM community, he covers tips and tricks and news on Dynamics GP.

      Over the last 15 years, Jivtesh has lead and managed successful product development and Dynamics implementations for multiple clients, including some of the Fortune 500 companies. He is a Dynamics consultant and systems implementer, and he has been associated with the Microsoft technologies since the launch of the Microsoft .NET framework. He has over 10 years of experience in development and maintenance of enterprise software using coding best practices, refactoring and usage of design patterns, and test-driven development.

      Jivtesh recently built a Kinect interface to control the Microsoft Dynamics GP Business Analyzer with gestures. Later, he built a part of the GP future demo for Convergence GP Keynote.

      He has set up a custom search engine directory for the Dynamics GP blog (www.gpwindow.com) to help with easier access of Dynamics GP resources for the GP community. With MVP Mark Polino, he has also set up a Dynamics GP product directory (www.dynamicsgpproducts.com).

      Jivtesh's blog on Dynamics GP is available at www.jivtesh.com.

      You can visit his custom search engine for GP blogs at www.gpwindow.com.

      You can reach him on LinkedIn at http://www.linkedin.com/in/jivtesh or contact him on his e-mail id .

      Leslie Vail is a CPA and is working as a Microsoft Dynamics GP consultant for nearly 20 years. She started off working on version 1.0 in 1993. During this period, she completed numerous implementations, conversions, and custom development projects. She is a session leader at many partner and customer technical conferences and conducts training classes throughout North and Central America.

      Leslie has been a Microsoft Dynamics GP MVP since 2007. She is recognized throughout the industry for her product expertise and contributions to the Dynamics community. She is the principal of ASCI, Inc., a consulting firm located in Dallas, TX.

      As a Microsoft Certified Trainer (MCT), she serves as a subject matter expert (SME) for the Microsoft Assessments and Certification Exams (ACE) team. She is a member of the US MCT Advisory Council and has been listed as one of the Microsoft Dynamics Top 100 Most Influential People by DynamicsWorld. She is one of the top contributors to the Microsoft Dynamics GP Newsgroup and Dynamics Community forum. Leslie maintains the popular Dynamics Confessions Blogspot (http://dynamicsconfessions.blogspot.com/) site.

      She has reviewed and developed Microsoft Courseware, co-authored the book Confessions of a Dynamics GP Consultant, Accolade Publications, and is the Technical Editor of several books dedicated to Microsoft Dynamics GP.

      Leslie provides implementation and consulting services for companies ranging from a family office to a multinational manufacturing firm. She is a Microsoft Certified IT Professional in Microsoft Dynamics GP Applications and Microsoft Dynamics GP Installation & Configuration as well as a Microsoft Certified DBA (Database Administrator).

      She holds a Microsoft Certified Technology Specialist certification in Dexterity, Modifier with VBA, Integration Manager, Report Writer, HR/Payroll, Financials, Inventory and Order Processing, FRx Report Designer, SQL Server 2000, SQL Server 2008, and Microsoft XP Professional.

      A skilled developer, Leslie uses Dexterity, Modifier with VBA, Integration Manager, and eConnect to provide custom solutions to her clients. She is a Certified Integration Developer (CID), a Dexterity CID, a Dynamics Tools CID, and a Dexterity Certified Systems Engineer.

      Her training proficiency spans the entire Microsoft Dynamics GP product line. She is an experienced trainer and teaches classes for Dexterity, Financials, Inventory and Order Processing, HR/Payroll, Integration Manager, Modifier with VBA, FRx Report Designer, SQL Server Reporting Services, Report Writer, Crystal Reports, SmartList Builder, Excel Report Builder, Integrated Excel Reports, Extender, and System Manager.

      Prior to working with Microsoft Dynamics GP, Leslie was the tax director for a large financial institution, before which she worked for one of the original Big Eight accounting firms as a senior tax accountant.

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