Sharing your Microsoft Dynamics Great Plains (GP) data

How to securely share your Microsoft Dynamics GP data with Validis

To share your data, log in to the Validis portal and start a new share from your engagement. You'll then be prompted to download and install vClient, the application that connects to Microsoft Dynamics GP and shares your data securely. The steps below walk through the whole process, starting from your engagement.

Before you start

Check these things before you begin. Sorting them out now avoids getting interrupted partway through the upload.

• Make sure you're online. Your data is sent while the process runs, so a stable internet connection is needed throughout.
• Have your accounting package open and accessible, with the data you want to share ready. vClient connects directly to it to read your accounts.
• Have an account that can read the company data, and know the sign in details. You'll enter these directly into vClient later in this process, not into the Validis portal.
• If you have more than one installation or company, know which one holds the data you're sharing. You'll pick it during setup.

Microsoft Dynamics GP needs a few more things. You'll be asked for the SQL Server Instance Name, and the SQL Server user ID and password that can reach the data. You also need to know which version of Dynamics GP holds the data, and which Company you're sharing. Your IT team can give you these if you are not sure.

Step 1

Get started with your engagement

Log in to the Validis portal, select the relevant Engagement, then select Share Data Now.

Step 2

Choose your accounting package

Search for or select your accounting package from the list. If not already selected, choose Microsoft Dynamics GP, then select Next. The panel on the right confirms your choice and shows what happens next.

Step 3

Download the application

Select Download to download vClient, the trusted application Validis uses to securely connect to your accounting package.

Step 4

Open the downloaded file

Your browser downloads vClient.application. Open it from your downloads folder, or from your browser's download history, to start the installation. If you need help finding it, follow the guide for your browser: Google Chrome, Firefox, or Microsoft Edge.

Step 5

Confirm the download

Depending on your browser and computer setup, you may see a security warning. Select Keep to continue.

Step 6

Install vClient

Once the file has finished downloading, open it to begin the installation. Select Install to continue. The URL shown may differ from yours depending on your region. vClient is a small application and is removed from your computer automatically once the sharing process is complete.

Connecting with Microsoft Dynamics GP

vClient opens automatically once installed and connects to Microsoft Dynamics GP. It tries to find your SQL Server instance and fill in the instance name for you.

Step 7

Choose your version

You can run more than one version of Dynamics GP at the same time, so vClient asks which one to connect to. Select the correct Version, then select Next.

Step 8

Connect to SQL Server

If the SQL Server name is already filled in, enter the User ID and Password for that SQL Server instance. This is usually an account called sa, or another user ID your accounting package administrator has given you for third-party tool access.

If it is not filled in, either type the instance name yourself or choose the ODBC DSN name from the dropdown. Once the database is selected, enter the database user ID and password. You can find ODBC DSN names in the ODBC Administrator tool, on the System DSN tab.

Two things to watch for here. If you see a Could not connect to the database error, check that you are running vClient on the same machine as SQL Server. And if your Dynamics database is not in the ODBC DSN list, the computer you are using may not have enough access to your Dynamics installation.

Step 9

Select your company

If the details you gave are correct, vClient connects to the database and lists every company available to share. Choose the Company you want to share, then select Next.

Step 10

Data extraction

vClient begins extracting your data, with a progress display. This can take a few minutes depending on the size of your database and how many entries it holds. Once everything has been read, the data is compressed, encrypted and sent securely to Validis. You can carry on with other work while it runs, but do not close the vClient window or interrupt the extraction process.

Step 11

Complete

Once the share finishes, a success message is displayed. Select Close to exit vClient. There is nothing more to do. Your Engagement Manager or Client Manager will be notified by email that you've submitted a new share.

After you've shared your data

Your data now queues for processing in the Validis central system. You can switch off your computer and disconnect from the network at this point.

You can track progress in the Validis portal, where the status moves from Processing to Completed.

Troubleshooting

If vClient won't install, or can't see your company data, these will help you work out why:

• List of Accounting Package's Validis Connect Permissions, if vClient can't see your company data.
• Validis Connect Requirements, to check your computer and accounting package are set up correctly.
• Validis Connect Technical Specifications, to send to your IT team if your computer is centrally managed.

A firewall or antivirus blocking vClient is a common cause and usually needs your IT team to resolve.