On the Buy Side: A Purchasing Walkthrough in Dynamics GP Charles - - PDF document

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On the Buy Side: A Purchasing Walkthrough in Dynamics GP Charles - - PDF document

Nov 14, 2022 134 likes •342 views

On the Buy Side: A Purchasing Walkthrough in Dynamics GP Charles Allen Senior Managing Consultant BKD Technologies callen@bkd.com To Receive CPE Credit Participate in entire webinar Answer attendance checks & polls when they are

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On the Buy Side: A Purchasing Walkthrough in Dynamics GP

Charles Allen

Senior Managing Consultant BKD Technologies callen@bkd.com

To Receive CPE Credit

  • Participate in entire webinar
  • Answer attendance checks & polls when they are provided
  • If you are viewing this webinar in a group
  • Complete group attendance form with
  • Title & date of live webinar
  • Your company name
  • Your printed name, signature & email address
  • All group attendance sheets must be submitted to

training@bkd.com within 24 hours of live webinar

  • Answer attendance checks & polls when they are provided
  • If all eligibility requirements are met, each participant will

be emailed their CPE certificates within 15 business days of live webinar

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Introduction

Charles Allen

  • Senior managing consultant
  • More than 27 years of experience
  • Microsoft MVP

Agenda

  • Introduction
  • Purchasing Overview
  • Requisition Management
  • Purchase Order Processing
  • Other Options
  • Q&A
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Purchasing Overview

Purchasing Workflow

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Purchasing Overview

  • Purchase Requisitions – released in Dynamics GP

2013 R2

  • Purchase Order Processing – is forever a long time?
  • Workflow – path to purchasing
  • Encumbrance Management – tracks budgets tied to

accounts

  • Web Client – provides HTML5-based front end for

users

Purchase Requisitions

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Purchase Requisitions

  • Purchase Requisition Setup
  • Workflow Setup (Optional)
  • Requisition Entry
  • Requisition Approval

Purchase Requisition Setup

  • Purchasing area page >> Setup

>> Purchase Order Processing

  • Set the next Requisition Number
  • Select to keep history
  • Click the Requisition button
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Purchase Requisition Setup

  • Select the options to use
  • Select whose requisitions will be

shown

Purchase Requisition Setup

  • Select up to six items to be displayed as featured

items

  • These items should be selected for the

Procurement Catalog in the Inventory Item Options window

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Purchase Requisition Setup

  • Workflow is not

required for Requisitions

  • Create a

workflow for Requisitions

  • Make sure it’s

Activated

Purchase Requisition Entry

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Purchase Requisition Entry

  • Save – will save the requisition. The

requisition cannot be purchased by the purchasing agent in Purchase Orders preview in this state. The Status at the bottom of the window will display Saved

  • Submit – will submit the requisition to the

workflow that is set up. This will set the status of the requisition so the requisition can be purchased by anyone who has rights to create the purchase orders in Purchase Orders Preview. The Status at the bottom of the window will display Submitted

  • Partially Purchased – will display when

some but not all of the line items have a status of either ordered or canceled

  • Purchased – will display when all of the

line items have a status of either ordered

  • r canceled

Purchase Requisition Entry

  • Items marked with an

asterisk must be completed before the requisition can be purchased

  • See the next slide for

required fields for purchasing

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Purchase Requisition Entry

Required Fields

  • Item Number
  • U of M (for noninventory items)
  • Site ID
  • Vendor ID
  • Account
  • Shipping Method
  • Ship to Address ID
  • Unit Cost (for inventoried item)

Purchase Requisition Approvals

Multiple Options

  • Home Screen To Do Palette (turn on Workflow Tasks)
  • Purchasing Requisitions Pending Approval List
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Purchase Requisitions Approvals Purchase Requisition

Select Purchase to create a purchase

  • rder from

the requisition

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Purchase Requisition

Select the vendor & existing purchase order if desired

Purchase Order Processing

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Purchase Order Processing

  • Setup
  • PO Generator Map Sites
  • PO Enhancements
  • Encumbrance Management
  • PO Entry

Purchase Order Setup

  • Next Number
  • PO Format
  • Decimal Places
  • Prepayment
  • Options
  • PO Generator Options
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Purchase Order Generator Setup

Assign addresses to Inventory Sites

PO Enhancements

  • Use this functionality or

workflow

  • Integrates with GL

budgets

  • Dollar-based approvals
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Encumbrance Setup

  • Can use GL budgets, AA

budgets or Grant budgets

  • Multiple period types

Purchase Order Workflow

  • Optional
  • Enables purchase
  • rders to be

approved

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PO Features

  • Multiple types
  • Email integration
  • Integration with Project Accounting
  • Prepayments
  • Landed Costs

Purchase Order Types

PO Types

  • Standard
  • Blanket
  • Drop-Ship
  • Drop-Ship Blanket
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PO Email Integration

  • Set up email

connection in System Preferences

  • Set up company email
  • Set up Purchasing

email

  • Update vendors

Integration with Sales Orders

  • Enable sales commitments
  • Link sales lines to purchase orders when sales line is

back ordered

  • Creates a record in SOP60100
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Integration with Project Accounting

  • Enable alternate windows
  • Set up user in Project Accounting
  • Set up cost categories
  • Set options in POP Setup
  • Set vendor project options

Purchase Order Entry Prepayments

  • Must enable in Purchase Order Processing Setup
  • Enables you to enter a payment on PO
  • Check Selection can include Prepayments
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Purchase Order Entry

  • Press <Ctrl>+<D> to change display between item

numbers & vendor item numbers

  • Purchase Orders can be copied
  • You must print purchase orders to update the On

Order quantity

  • Once a PO is printed, any changes will create change
  • rder revisions
  • Change default cost using PSTL

Questions

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BKD Technologies Support Center

  • Microsoft Dynamics GP – 877.253.7778

GPsupport@bkd.com

  • Monday through Friday, 8 a.m.–5 p.m.

Call Support Center toll-free

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At Dynamics GP Insights, you can read articles, watch webinars & join conversations

View videos on YouTube

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The information contained in these slides is presented by professionals for your information only. Applying specific information to your situation requires careful consideration of facts & circumstances. Consult your BKD advisor before acting on any matters covered herein or in these seminars BKD, LLP is registered with the National Association of State Boards

  • f Accountancy (NASBA) as a sponsor of continuing professional

education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org

Continuing Professional Education (CPE) Credits

CPE Credit

  • CPE credit may be awarded upon verification of

participant attendance

  • For questions, concerns or comments regarding CPE

credit, please email the BKD Learning & Development Department at training@bkd.com