KnowFully Elevates Efficiency with Cargas as Microsoft Dynamics GP Partner

CHALLENGES

Previous Microsoft Dynamics GP Vendor Slow to Respond to KnowFully’s Evolving Needs

KnowFully’s former Microsoft Dynamics GP software partner wasn’t providing the level of service the company needed. According to Lynn Derman, KnowFully’s Director of Accounting, the vendor’s support was inconsistent. When making a request or issuing a ticket, she never knew when it might be addressed nor who would be addressing it. Sometimes it was days before the vendor acknowledged receiving KnowFully’s requests.

“We seemed to always get someone different and unfamiliar with our system and issues,” explained Derman. “We needed someone who understood our environment, had a consistent team, and could help with the projects we wanted to get done.”

KnowFully needed a partner to help the company gain efficiencies and put new processes in place from a control perspective. “We also needed quick support turn-around. All of that was missing with our prior partner,” Derman added.

She also shared that KnowFully was on a prepaid service plan, and the company was essentially paying each month for service hours they rarely used.

“Cargas has been a great partner. I can bounce ideas off of them, and I don’t feel alone in coming up with solutions to help create efficiencies.”

~ Lynn Derman, Director of Accounting at KnowFully

SOLUTIONS

Process Automation, Integrations, and Responsive Support via Cargas

Because of her work at a previous employer, Derman was aware of Cargas’s capabilities and reliability. In July of 2020, KnowFully switched from their former Microsoft Dynamics GP partner to Cargas.

“Transitioning to Cargas as our software partner was easy. They did a detailed review of our current setup and documented everything so they would have the information needed to provide ongoing support,” shared Derman.

She said this thorough attention to detail helps them trust that with Cargas’s support their system will be set up to meet their unique needs.

Some highlights of what KnowFully has accomplished with Cargas include:

• KwikTag integration to automate the invoice approval process
• Microsoft Dynamics 365 CRM integration to automate importing of CRM invoices and creating receivables records in Microsoft Dynamics GP
• Blackline integration to reconcile balances and automate the financial closing process
• Vendor Workflow implementation to create an approval process for changes to vendor records and invoices

BENEFITS

Increased Efficiency, Improved Controls, Reliable Support

According to Derman, KnowFully has gained many efficiencies through automation and better audit protection through additional controls in their environment.

For example, all payables invoices are now in the company’s accounting system and easier to locate for approval, thanks to the KwikTag integration. “We can pull them up quickly and no longer have to search through emails to find them,” Derman said.

Also, the Microsoft Dynamics 365 CRM integration has eliminated the need to manually enter client invoice information into Microsoft Dynamics GP. “When an invoice is created in CRM, it automatically creates a receivables record in GP.”

Derman shared that the vendor approval workflows that Cargas helped KnowFully set up ensure authorization and accuracy. “Before, an AP clerk was setting up vendors, but we had no approval process or accuracy check. Cargas made us aware of the feature and helped us set it up and start utilizing it.”

One of the reasons KnowFully put stronger controls in place is because the company has been acquiring additional entities. Since Derman joined KnowFully in 2020, the business has acquired 8 businesses. “We needed a more scalable environment — to add AP cycles or companies in Microsoft Dynamics GP. Now, we can easily add them to our current structure.”

Derman says one of the biggest advantages of switching to Cargas has been reliability. “It’s super helpful to have a great support system. So if something goes wrong, I have peace of mind that Cargas will get back to me and help me fix the issues.”

Moreover, KnowFully doesn’t pay for support unless they request service or need help with an issue. “Fees are always reasonable in terms of the work they’re doing for us,” said Derman. She also said it’s convenient to buy Microsoft Dynamics GP licenses and support software through Cargas.

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