TAKING A VICTORY LAP Extending Purchasing Controls with Approval - - PDF document

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TAKING A VICTORY LAP

Extending Purchasing Controls with Approval Workflows

February 7, 2017

Christina Phillips Director BKD, LLP cphillips@bkd.com Sherri Lester Indianapolis Motor Speedway & IndyCar slester@brickyard.com

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• Participate in entire webinar
• Answer 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 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

TO RECEIVE CPE CREDIT

• Christina Phillips
• Director, BKD Technologies
• Microsoft MVP, MCT & MCP for Dynamics GP
• Sherri Lester
• Technical Analyst, Hulman & Company (Clabber Girl, Indianapolis Motor

Speedway, IndyCar, IMS Productions)

PRESENTERS

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• Understand capabilities of Dynamics GP purchasing workflow
• Understand configuration & deployment considerations
• Align these capabilities with your own requirements

OBJECTIVES

Control expenses with advance approval Apply consistent approval methodology Reporting/inquiry capabilities to view approval chain Reduced errors & increased oversight Can initiate as purchase order or as requisition Depending on complexity of routings, can be quick-to-goal

WHY PURCHASE ORDER WORKFLOW?

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PURCHASING WORKFLOW CONCEPTS

• Embedded in Dynamics GP after GP 2013 R2
• No SharePoint or separate installation
• Available workflows include
• Batch approvals – GL, RM, PM
• Payables transaction
• Purchase requisition (w/Project)
• Purchase order (w/Project)
• Vendor
• Employee Self-Service (profile, skills, direct deposit, timecard, W4)
• Project time & expense entry
• SmartList Designer View Approval

EMBEDDED & WORKFLOW

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• Uses Active Directory (with minimum of Self-

Service user)

• Complete approvals in full or web clients or

remotely via email

• SQL Server Agent required for escalation
• Web services required for remote approvals

HOW?

• Workflow Setup
• Admin>Setup>System>Workflow Setup
• Email settings , including enabling email

actions (approve/reject)

• Admin>Setup>Company>Workflow Calendar
• Set working days for due date calculations
• Admin>Setup>Company>Workflow
• Create workflow
• Admin>Setup>Company>Email Message Setup
• Configure email messages for notifications

WORKFLOW CONFIGURATION

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• Overview Workflow Configuration
• Using Purchase Order Workflow

Hear From a User!

Sherri Lester, Indianapolis Motor Speedway

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MAKING IT HAPPEN

• Consider your requirements & goals
• Plan your routings
• Incorporate testing or a focus group

Consider Your Requirements & Goals

• Requisitions vs. purchase order approvals
• Client-based vs. remote approvals
• Additional functionality needed (document management, etc.)
• Don’t ignore reporting/analysis needs
• Focus on the “why” of implementation

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Plan Your Routings

• Identify workflow users & approval levels
• Outline routings/conditions needed for approvals
• Get buy-in/sign-off on routings before you configure

Incorporate Testing or a Focus Group

• Plan for a testing period, especially for routings & user experience
• Consider rolling out in phases &/or using a focus group for feedback

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The information contained in these slides is presented by professionals for your information only & is not to be considered as legal advice. Applying specific information to your situation requires careful consideration of facts & circumstances. Consult your BKD advisor or legal counsel before acting on any matters covered 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

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• 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

CPE CREDIT

FOR MORE INFORMATION Christina Phillips | 816.221.6300 | cphillips@bkd.com

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