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Home > Guides > User Guide > Hiring > Push to an HRIS system > Microsoft Dynamics GP

Microsoft Dynamics GP

This page was updated with version 9.1.  

The transfer process between Microsoft Dynamics GP and Cyber Recruiter is done via a file transfer.  There is one page for each person which is completed and then a whole list of new hire information can be transferred at one time. 

Step 1: Prepare the Applicant & Verify Required Fields

Page Location: Applicant File > Microsoft Dynamics GP

Once the Great Plains is enabled, a Microsoft Dynamics GP Page in the Applicant File will default.
 

Find the Applicant to export - Applicants > Find Applicant.  Once the Applicant is located, use the Microsoft Dynamics GP Page to enter data that does not already exist in the Cyber Recruiter product. This information will be transferred in addition to the required pieces of information necessary for the transfer. Before transferring an Individual from Cyber Recruiter to Microsoft Dynamics GP, ensure that this page is complete and contains all the required information for that applicant.

All Fields on the Microsoft Dynamics GP page MUST be filled in before the applicant can be successfully exported. 

Fields

- Employee ID
- Hire Date
- Adj Hire Date
- Hours/Year
- US Citizen?
- I-9 Verified?
- Spouse Name
- License #
- State/Province
- Emp Class
- Emp Type
- Job Title
- Supervisor
- Division
- Department
- Location
- License Expires

Step 2: Add Record to the Export File

Click on the red link at the bottom of the page to add this Applicant to the export file and save the data all in one step. The red indicator will change to indicate whether the applicant is on the list of applicants to be exported.  In this example, the link has been clicked.

Step 3: Generate Export File

Verify and add the Applicant to the export file, from the main menu bar select Applicants > Microsoft Dynamics GP Export to generate the export file.  The Employee ID number is pulled from the Applicant File > Microsoft Dynamics GP Page > Employee ID Field.

The table which appears displays the Applicants who have been added to the export file via the Applicant File > Microsoft Dynamics GP Page.  To add additional applicant to the list, press the Add button and find the Individual.  To remove Applicants from the list, check the box at the end of the Individual’s name and click the Delete Selected button.   Check the checkbox in the top of the table adds/removes checkmarks next to all records. Everyone listed here will be included in the export file.

Step 4: Verify Results

Click the Export button to create the export file.  Enter the name of the file in the Filename field.  Cyber Recruiter will save the last export file created. However, this file will be overwritten each time the export process is run.

Make Corrections

Using the page which appears, verify no errors occurred. If the error log indicates that some records are missing information, the information for those individuals should be entered and another export performed.  Click the Print link to print a report as needed to and click the Individual name to enter the file to make the necessary changes.  Re-run the export process; the export process can be run as many times as needed to obtain an error free file. 

Save file

If the warning section indicates an issues like below, the Exported with warning(s) message appears for the New Hire who is not going to be exported successfully as is if the file is imported into Microsoft Dynamics GP.  If the export results indicate that all Applicants/Employees were Exported Successfully, right-click the indicated link and choose Save Target As to download the ASCII text file created to the network or hard drive.  This file is then imported into Microsoft Dynamics GP as necessary.  Click on the Return to Microsoft Dynamics GP Export Page to finish the process.

 

Step 5: Prepare Export List for Next Batch

To prepare the Microsoft Dynamics GP Export page for the next batch of new hires, checking the checkbox in the top of the table will place a check-mark next to the individual’s names. Then, press the Delete Selected button to remove them from this list.

 

Step 6: Import into Microsoft Dynamics GP

Using the tools available via Microsoft Dynamics GP, browse to the file generated by Cyber Recruiter.  Import this file and verify the data for accuracy upon bringing the file into the system.

 

Data Mapping

The table below lists each of the field exported from Cyber Recruiter into the .csv file created. 
 

Field

Notes

Employee ID

As entered on applicant’s Microsoft Dynamics GP page.

Employee Class

As entered on applicant’s Microsoft Dynamics GP page.  Code entered under Admin/Codes/Great Plains

Last Name

 

First Name

 

Middle Name

 

“PRIMARY”

Address Code, always hard-coded as PRIMARY

SSN

SSN without dashes

Birth Date

 

Gender

1-Male, 2-Female, 3-N/A

Ethnic Origin

These are automatically translated from the standard Cyber Recruiter code into the code necessary for Great Plains.  If the current Ethnic Origin codes in Cyber Recruiter don't match the codes below, they should be changed.

   Cyber Recruiter  Meaning Microsoft Dynamics GP
   W  White  1
   I  American Indian or Alaska Native  2
   B  Black  3
   A  Aisian  4
   H  Hispanic  5
   T  Two or More  6
     Anything Else  7
   P  Pacific Islander  8

Marital Status

1- Married, 2- Single, 3- N/A

Spouse Name

As entered on applicant’s Microsoft Dynamics GP page.

Hire Date

As entered on applicant’s Microsoft Dynamics GP page.

Adjusted Hire Date

As entered on applicant’s Microsoft Dynamics GP page.

Employment Type

As selected on the applicant's Microsoft Dynamics GP page.

1=Full Time Regular
2=Full Time Temp
3=Part Time Regular
4=Part Time Temp
5=Intern
6=Other

Division

As entered on applicant’s Great Plains page OR pulled from a requisition field for the applicants HIRED req.  Code entered under Admin/Codes/Microsoft Dynamics GP

Department

As entered on applicant’s Great Plains page OR pulled from a requisition field for the applicants HIRED req.  Code entered under Admin/Codes/Microsoft Dynamics GP

Job Title

As entered on applicant’s Great Plains page OR pulled from a requisition field for the applicants HIRED req.  Code entered under Admin/Codes/Microsoft Dynamics GP

Location

As entered on applicant’s Great Plains page OR pulled from a requisition field for the applicants HIRED req.  Code entered under Admin/Codes/Microsoft Dynamics GP

Is Veteran?

Equals 1 if applicants is a disabled vet, Vietnam vet, or other vet

Home Street 1

 

Home Street 2

 

Home City

 

Home State

 

Home Zip

 

Home Country

Defaults to USA if empty

Home Phone

All numbers, no punctuation

Work Phone

All numbers, no punctuation

Cell Phone

All numbers, no punctuation

Hours/Year

As entered on applicant’s Microsoft Dynamics GP page.

Email

 

Citizen

As entered on applicant’s Microsoft Dynamics GP page.

I-9 Verified

As entered on applicant’s Microsoft Dynamics GP page.

Disabled?

 

Disabled Vet?

 

Vietnam Vet?

 

Other Eligible Vet?

 

Education

Top 3 education records for applicant, each has school, degree, major, GPA, and graduation year

Driver’s License Info

State, a space, then Driver’s License #

Driver’s License Exp Date

Driver’s License Exp date as entered on applicant’s Microsoft Dynamics GP page.

 


See also