Transcription of 10x Financials Lemonade:
Chris: Thanks Keith, and thanks everybody for joining this morning. My name is Chris Gordon. I’m a financials consultant at RPI. We’re going to spend the next half hour going through some of the differences that you guys can expect to see in your version ten Lawson environment, specifically within the financial suite.
We have three agenda topics here. We’re going to look at our new user interface, that being Mingle. For those of you who have not seen Mingle before, we’ll break it down and show you what that’s all about. Then, we’ll look at the actual enhancements or core features within the financial modules. We’ll start with AP and go all the way through to the General Ledger; and look at the new forms, fields, reports, jobs, and things like that.
Lastly, there are a ton of enhanced auditing capabilities in version ten. Infor has got a lot of feedback from the customers asking for new online queries and reports to give them information on who’s changed what, and when did they do that, and what did they change. That will be what we finish with too.
The biggest change here in version ten for an end user is the user interface. Mostly everyone is probably on portal in version nine. I just gave this training yesterday, and someone was actually using LID, all of their users were LID users. The LID to Mingle transition will be much greater than a portal to Mingle transition. Mingle is going to be your default browser based user interface for version ten Lawson. It doesn’t necessarily replace portal. You will have two separate links: one to portal, one to Mingle. That’s a lot you can do in Mingle that you can’t do in portal. We’ll take a look at that.
There’s two different types. There’s a Mingle Foundation and Mingle Enterprise. Out of the box, it’s Mingle Foundation. You upgrade to version ten, you’re most likely running Mingle Foundation. I’ve done this about 20 times, and I think out of the 20 maybe two have being using Mingle Enterprise. Foundation is going to be your standard out of the box browser based user interface for version ten. There is not social collaboration. All that social collaboration happens within the Mingle Enterprise, the different Mingle.
Within Mingle Enterprise you have some social business components like Twitter Tracker, Paparazzi Tracker, and things like that. This is what Mingle looks like. It’s a way of tracking specifics. Paparazzi, if you guys didn’t hear the question, is a way of tracking specific pieces of an invoice or PO and keeping track of that throughout its whole work flow.
This is what Mingle looks like. If you’ve not seen it, it looks similar to your version nine portal. Obviously there’s a different layout, we have the white and gray as opposed to the blue and the green and white from version nine. In my opinion, the layouts a lot cleaner. There’s much more space for your form. In version nine you had the bookmarks and favorites laid out on the left side of your form, but those are now done away with. There are drop-downs from the left of the form. That’s nice, you get a little bit more form space. Overall, you’re still coming to your search menu to go to forms, nothing’s really changed there.
There is a list view functionality in Mingle that we did not see in version nine portal. Essentially what that’s doing is translating your specific forms that will display in list view. You can think of list view like a spread sheet. If get an AP10, or GL10, or GL40, the records are going to display in a list view; in a spreadsheet where you can search for them. The idea behind this is to make searching for Lawson records much easier within this searchable and filterable view.
As you see across the top, if you have LBI or MSCM or RQC or specific extensions that you have access to; they’ll all display at the top of your Mingle banner. In this case we have the house that brings you back to the dashboard, the globe that will bring you into your S3 portal, the light-bulb is LBI, and the box is MSCM.
What’s cool about Mingle, there’s contextual applications that come right out of the box with it. Some are a little more useful than others. This is your library. From the top right you can click this gearbox and it’ll bring out your library of widgets or contextual applications. You can choose which ones you want, bring them over, and they’ll stay on your form no matter what form you’re going around to.
We’re going to take a look at two of these in a second, but there are a slough of them here. There’s a currency converter, if you’re dealing with multi currency. There’s a couple of others here too. There’s a documentation one which will actually send you out to Lawson’s info document center, so you can get user guides and things like that directly from your form.
Our first contextual application is Req to Payment. I want to talk about this one because I think it’s a pretty valuable widget or contextual application. Once you have this open on your form, in this case we’re in AP20, and AP20 only feeds this widget. You can’t go to AP30 and populate this widget, these are form specific widgets. In this case we inquire on an invoice on AP20 and we see relevant information all the way back to the requisition of the purchase order, and ultimately total payment; if this invoice has been paid.
It’s a nice widget there for an AP clerk to a little bit of history of the invoice to see where it started. It’s really easy to get a PO number. You can see a request or req number if there ever was one; whether it’s been received. If you’re trying to match an invoice or a PO invoice, you would want that receipt in there. You would need that receipt in there. This is a really quick way to see if a PO invoice has been received.
Another one I like is kind of similar. This widget is being feed off of a different form. The Req to Check widget is being fed off of AP20 this Invoice Payment Details widget is being fed from AP30, 30.2, and 30.3; your invoice maintenance forms. When you inquire on an invoice here, what we see is some invoice details. In this payment tab we that this one has a check number of one thousand, it was cut off cash code 100 with the check data 731. We can also see further down in the bank transaction window that this check has actually been reconciled.
Two different widgets, different forms are feeding these widgets. You can click next up here and the widget will refresh with the next invoice that you’ve inquired on. It is a nice dynamic widget there.
A couple more things about Mingle, I just wanted to give you an overview of this user interface before we hop in to the actually application differences. This data area verification, what this is doing is saying, “Next to your form number you’ll see a test in this case, and that’s your produce line.” There’s a setting within mingle where you can go to check off to say, “Hey, show what product line I’m in.” If PROD has a couple different produce lines, you’re comfortable, you know which one you’re in when you have that setting checked.
I really like this one. This is a status bar update. What this does is it keeps track of what you’ve been doing on this form during your session. It is session specific; if you close out of Lawson and come back in, this will be wiped clear. What it is going to do is keep track of what you’ve been doing on this form. I’ve inquired, I’ve clicked next a couple of times. My favorite part about this is that it’s actually holding the invoice numbers that you’ve looked at. Those blue links represent those records that you’ve inquired on. I click one of these links and an AP20 going to refresh with that invoice record that I was looking at.
It’s a nice way to see as you’re going through 20 invoices and you need to go back and find one, this is a real quick way to do that. This will stay with you throughout your entire session on there. It is tab specific, I noticed this yesterday. If you have multiply tabs open, five AP20 taps open, it’s not going to keep this log in every single tab. It is tab specific.
Let’s start talking about the application; what’s different in these applications, what’s new and enhanced. Starting with AP. I have screens too behind these, but this is a little overview of what is new in AP. The first thing being the AP144. There’s a brand new job or report that will create a file that you can send the IRS to validate that the vendors TIN number is accurate. You have a vendor, you run this report, it creates a file that you can send to the IRS to validate that it’s a correct TIN number.
AP00.4 on your company. There’s now an invoice date range that you can add to say, “Hey, I want to prevent my AP clerks from coding invoices with an invoice date outside of a range.” Lawson will give you a hard stop there and won’t let you add that invoice if it falls outside of that date range.
AP190 is your invoice reinstatement program, and in version ten you can now run this in report mode. In version nine you did not have the option. You just had to run it and hope that it was going to pick up what you wanted it to pick up.
On your vendors, you can attach documentation. Right click in the vendor field, you can go out and link to specific directory on your PC or on a shared network and attach a PDF or certain documentation.
AP08, now we can assign multiple withholding rates to vendors in addition to federal withholding. If you don’t use withholding rates, there’s now secondary withholding codes that you can add to invoices to reduce net payments.
AP520 adds control totals. If you’re interfacing invoices it’s going to show you the total sum of invoices a well as the total count.
AP14.5 is your FATCA setup. If you have any non-US or any non-Canadian vendors, it’s going to allow you have this information filled out the vendor, your AP10.2 or AP10.4 I belive. You’re going to need to have FATCA information setup before you can actually add an invoice in Lawson. That applies just for non-US non-Canada vendors, however there is a patch up here. This knowledge base article would point you to it to circumvent that Lawson requirement. Once that patch is installed you wouldn’t need to have the FATCA information setup.
Keith: We have a few questions. I kind of want to break it up a little bit. Get some energy in there. Question number one, can you use Paparazzi tracking on Mingle Foundation or does it require Mingle Enterprise?
Chris: Paparazzi is only on Mingle Enterprise.
Keith: It requires Mingle Enterprise.
Chris: Yeah. It’s only on enterprise.
Keith: This is what I like. It says, “Why is there white space between the form and the context app?”
Chris: I don’t know. I didn’t develop the form.
Keith: How can that be changed?
Chris: You can’t change it. I do get that a lot that there’s a lot of white space between fields or forms. That’s just the way it is. It’s the way they’ve developed the form to look. You can zoom. Zooming on you Internet Explorer or whatever browser you’re using might reduce some of that white space, but there is plenty of white space out there.
Keith: (laughter) Does the invoice payment detail context app work with SharePoint 2010? This is one we might have to ask Mr. Stout.
Chris: I believe so, yeah.
Keith: It there an info browser widget?
Chris: Info browsers are Smart Office specific. When I refer to the widgets, I use widgets and contextual applications interchangeably. When I am talking about that, I am talking Mingle. But, to this questions’ point there are widgets, if you own or use Smart Office, that you can add to your canvas in Smart Office. That’s something different.
Keith: We have a question here on the amount of time it takes to update security changes. I actually suggest that if you would join us at 11 o clock, we’ll have Mr. Richard Stout here. He’ll be in a better position to answer why it’s taking longer for the cache to clear. We also have a question on AP10. Where is the button to add documents to the vendor? Is there a button to add documents?
Chris: No button. You’re going to want to right click on the vendor field, once you inquire on a vendor. Right click on the vendor field, and then go down to attachments.
Keith: All right. We’ll let you keep going, and then we’ll come back more questions.
Chris: All right.
Thanks for the questions everyone, keep them coming.
Let’s move into AR. Just a couple of things I want to touch on here. There’s a new feature to assist with AR reconciliation between your General Ledger and your AP sub-ledger or sub system. There’s now an object ID that ties the transaction record from AR to that summarized distribution record that gets fed into the General Ledger.
The legal name field is not new, but it’s been expanded to a character limit of 80 on AR09. I think that was at 60 or something before, but now it’s at 80.
If you are using billing and revenue, there is an AR296 report. That’s not new, but it’s got a new field on there ‘Includes Subtotals’ and that’s going to help with reconciling invoices from your billing and revenue system to your accounts receivable system. It’s a small little field out to the right on your report.
Asset Management. There’s a CSV option for your account balance report, your AM270. You might being saying yourself, “Why do I need that, I can just export it from my print manager into Excel?” The CSV option is on the report itself, and it’s going to give you a better looking format. If you check this off, run the report, the outputs going to look alike bit better.
AM16 which more or less just a setup form for your asset management system. The new field here is the Compute Option set to Y. You can now have Lawson default this Y onto your AM20s. Adding assets on AM20, if you have this set to Y it’s always going to default in that Y to your asset addition.
There’s also some GL coding on your location. Now you can enter latitude, longitude, and altitude for your assets. If you want to go that crazy into detail you can do that, or you can use those fields for anything else.
Lease management. A couple of things here. What’s nice now is that the LM31 will allow you to adjust the invoice that Lawson creates; the number to match whatever the vendor is telling you this number is going to be. Lawson generates an invoice number for you, but now it’s letting you change that number to match the invoice number.
Keith: That seems super useful. I actually have another question, are hot-keys still available?
Chris: Yes they are. In the same way that you would set your hot-keys in version nine, you can set them in version ten. You’d go up to your preferences, which is next to the search bar at the top right, go down to user options, go into hot-keys. The same way you set them in version nine is the same way you’ll set them in version ten. Any other questions? Ok.
Last but not least, in lease management there’s a LM430, not a new report, but it’s just added in the present value detail to that report.
Cash management. Just a couple things here. If you are using CB55 to create or initiate cash payments, there’s now a new form the CB57 which will allow you to cancel those. This is a brand new form, and before you weren’t able to cancel any CB55 payments in the cash ledger system, you had to do that in AP. Now you can do all that in CB.
There is a new way to search on CB56, by the payee name. If you are using CB55 to initiate payments, you can now search for those payments via the payee name. This is the payment cancel form CB57. There’s also on CB80, if you’re reconciling bank transactions, there’s an add comments which will allow you to add more verbage about why you’re voiding something. If there’s a reconciliation difference you can add comments to the specific record and it’ll stay on that record. If you drilling around from GL or somewhere, those comments will stay with that specific transaction.
Two more things of matching. There’s a brand new report, MA237, this is your match update report. It’s going to look at the cost change information between the PO, your invoice, and your receipt. This is a little snipit of what the report looks like. We have our purchase order number, our invoice, our receipt number, the item that was on that PO and was received, the unit cost of the item, who received it, and the date.
I always recommend, when you get into testing, run these reports. Run MA237, see if it’s giving you information that you find useful and then you can add that to your month end or daily reporting.
On MA90.2 Lawson’s added this item description. Before if you’re looking at a specific item, you have a number there, you don’t have a description. Lawson’s now put in a nice blurb there for the description.
One thing in project accounting, which I think is nice. The AC409 you can now run for multiple years. That looks like this, so now there’s a posting years and posting periods. If you have an activity that goes five years, you can put in 2010 to 2015 periods 1 through 12 and that report for five years; instead of having to run that report five times. In version nine, you’d only run it one year at a time.
General Ledger. Not too much going on here. List views enabled for GL65, I talked about list view a little bit earlier. There’s some new system codes and sources codes. Honestly, if you don’t own cash treasury management or reconciliation management, you wouldn’t even see these system codes.
All and all, not a lot different in General Ledger. I probably should have prefaced the whole presentation with core Lawson functionality has not changed in version ten. There are new reports and functions and fields that we have looked at, but overall you’re still going to GL40 to enter a journal entry. The code behind that form is still the same. There’s just some nuance differences here and there that we’ve explained a little bit today.
Let’s spend the next 5 to 10 minutes just talking about the auditing capabilities in version ten because there are a lot of them. Here’s just a high level look at it across the financial suits. What can you audit? A lot of this is setup. In AP we can look at any additions, changes, or if someone deleted something at our company level, or process level. Same thing in AR company, process level, cash codes, bank accounts.
General Ledger. Now you can see if someone’s deleted a journal entry, you can see who did that and when did they do that. What we’re going to do is just walk module by module through. I’ll show you the forms. Once you’ve seen one form you’ve pretty much seen them all. They look very similar.
We’ll start with AP. One thing to note is that you do have to turn the auditing flag on. Right out of the box you’re not going to hop into version ten and all this is going to start being captured for you. You need to go somewhere to do this, and Lawson did not standardize where to put all these flags. In AP it’s actually on your company, where as in GL you have to go to your system control GL01.2 to turn that on. All that is outlined on these slides. If I’m in AM or AP where do I have go to turn this on.
Within AP, once you turn it on your company you can audit any changes to your company or process level. AP 189 is going to be a report that shows you that exact information. Here a little snap shot of an AP89 company audit. What we’re looking at here is this line. We see that it’s been changed, and we see the field name was workflow. The old value was no, the new value is yes, we’ve turn workflow on. Something to point out, make sure you cursor is in the right row here. The detail at the bottom of the screen is going to be reflective depending on what row you’re looking at.
CB is one of those modules that just starts auditing. It’s the only one out there that does that. You don’t need to flip a flag on the GL or within the CB it’s just going to start going. What you can audit is your bank ID setup, and setup changes to your cash code or your company cash code. If someone switched up a bank account on that company cash code relationship, you’ll be able to see that. Your cash code audit too, and let’s take a look at what one of these screens look like.
Here is our company cash code audit and we see that someone’s changed the payment account value from nothing to now 10100 account. It tells you what the action was, who did it, the date and time, and the program.
A couple things in AR. You’re going to want to go to the customer and go to the process tab and turn that on to start auditing. You’re also going to want to go to AR10, your customer, and turn on audit changes there. Once you’ve done that, AR88 and 88.3 will show you the same types of things that your AP audit will show you too. Just for your AR company and AR process level.
AC. You’ll want to go to GL01.4 to turn this on. It’s a button at the bottom, click that on. From that point on, you can start auditing any changes to your activity group, your activity, your status, you category structure, and account category overrides. As you can see there are reports associated with all those audits too.
You’ve seen one, you’ve seen them all. You put your courser in the right row and you see what’s changed at the bottom.
Keith: I’ve got a question. Quick question. I’m not sure if you know the answer to it, but the question is, “Is there any performance impacts in terms of response time to turning on the auditing capabilities?”
Chris: Yeah. I get that question every time. As far as we know, no. It’s not going to hurt you. A lot of this is setup so hopefully you’re setup’s not changing all the time. Even if it is, it’s not that much data. There’s no reason not to turn these flags on. Good?
Asset Management, just two more left here. There’s a lot you can audit here, and again it’s all setup. Your system options which is AM16, asset types, any changes there, accounts, account groups, accounting unit groups. AM288 is a report that will combine all of those auditing capabilities. If you need it to get a PDF or something that you can send to someone, AM288s your job there.
Same looking screen. What was changed? What was it before? What was it after?
Last but not least, GL. You’re going to want to go to GL01.4 to turn this on. Once that is turned on, you can audit your detail accounts: your GL0.3, your company, your accounting units, your summary accounts, journal entry control. If someone has deleted a journal entry, you’ll be able to see that.
Here’s a little example of what your detail account audit screen will look like. Here we’ve just changed the description from accounts payable to AP, and we can see all that same type of information there.
We’re all over social media thanks to our marketing department. We’re on Facebook, Twitter, Instagram, Youtube, LinkedIn, and Digital Concourse. Follow us there. We’ll be posting all of these webinars through Twitter and all these social media outlets.
We do have a webinar coming up on June 23. One of the partners here, Richard Stout, is going to be walking you through how to get through Inform in New York City. He’s was a resident of New York City, now lives in Florida. You should probably take his word for this.
Any questions, that is my e-mail address. I appreciate everybody joining today.
Keith: We do have a couple of questions here. This one I’m not sure we know the answer to. The pulling function in CA10 used in the CA110 no longer seems to work as it had in version nine. This is the first that I am hearing of that observation.
Chris: Yeah me too.
Keith: Okay. So it’s something that hopefully we can look into. I do have question on whether we have differences webinar for supply chain? We sure do. If you go to Youtube and you type in RPI consultants it should pop up. It’s by Brittany Degler. It was done last December, it’s actually really good. It’s on the RPI consultants channel that has all of our varies webinars that we’ve recorded. I do want to add one more thing, since we have a couple of quick minutes. In everything we focused here is actually on the actual differences version ten. Differences with mingle, is there anything else you can share about that experience? You’ve done differences training for a couple dozen clients and typically what does that look like? It’s based on web based training?
Chris: Yeah. Primarily it’s a web based training because it doesn’t a full day worth of training. An hour and half to two hours should be plenty of time to go through it. Typically during training we would focus more on Mingle; show you your own environment, walk you through these things. We can look at your data in these widgets that we were looking at before. There is more benefit to having that environment specific system.
Keith: Yeah and letting them play around. Is there anything else because some of these folks might be transitioning right now to 10; change management, user adoption, people are not happy with the white space, but overall works the same pretty much in the end.
Chris: I’ve heard good feedback on Mingle version ten.
Keith: Okay. Good. So once they get used to it …
Chris: Yeah it works.