Consolidating Your Databases with Microsoft Dynamics GP and Binary Stream

Written By: Jennifer Swiderski, Perry Kountouriotis, and Ken Jacobsen

from March 27, 2013

Many companies today must decide if they can benefit from consolidating multiple company databases that have been added through growth or acquisitions. A client of ours, a flourishing medical and healthcare company, really needed to consolidate all their databases. It was extremely labor intensive for the accounting team to have to log in and out of 200 different databases in Peachtree on any given day. This client decided they could gain much efficiency by upgrading from Peachtree Accounting software to Microsoft Dynamics GP with Binary Stream’s Multi Entity Management.  

This software allowed us to take their multiple entities and put them into one central database. With Multi Entity Management, when users are entering any transactions such as accounts payable, receivable, sales order, purchase order, etc., they are first prompted to enter the entity to which the transaction belongs. There is a drop-down menu the user can choose from and select the proper entity. Switching which company you are operating in is as simple as choosing a company from a drop-down list, and this logs you out from one company and into another. Even though 200 databases are now consolidated into one, Multi Entity Manager still allows you to create consolidated financial reports, A/R, A/P, and company-specific reporting.

When consolidating multiple company databases, you need to first evaluate the structure of the chart of accounts and make sure there is a company identifier included in the chart. If this segment is not within the chart of accounts, then we can expand the chart and add a segment to identify to which company or entity the transaction belongs. Microsoft has the Account Modifier Tool that can be used to modify charts and add segments. This tool is part of the Professional Services Tools Library, which is free for clients that have a current service plan. Using this tool, the existing chart of accounts is mapped to the new chart of accounts in a file. The Account Modifier Tool then imports all the changes to your chart, and all the history is moved over to the new chart of accounts.

Usually, setting up accounts with multiple entity databases can take at least two to four hours per database. Binary Stream’s Multi Entity Management streamlines and automates the process so we can consolidate your database entities more efficiently! If you’re searching for an easy solution for the consolidation of your databases, now is the time to act. Please contact The TM Group at 888.482.2864 or visit our website at www.tmgroupinc.com and we will be delighted to speak with you about the many successful results we have had.