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Microsoft Dynamics GP Purchase Order Processing

Course 8513: One days; Instructor-Led

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Introduction Introduction
Audience Audience
At Course Completion At Course Completion
Prerequisites Prerequisites
Course Outline Course Outline
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Introduction

The Microsoft DynamicsT GP Purchase Order Processing course explores the details for the purchasing module from how to enter simple purchase orders with minimal to very detailed information based on your own business rules.

You learn to make informed decisions using a variety of comprehensive reports that enable you to negotiate the best prices with your vendors by understanding what products and services your company needs, the right time to order them, and the best vendors. You will learn how Purchase Order transactions integrate with the Microsoft Dynamics GP Inventory Control, General Ledger, Payables Management, Sales Order Processing, and Fixed Assets modules.

You use the automatic Purchase Order Generator to warn you when inventory quantities are running and allow your business to take a proactive role to order new items.

You learn how to enter receipts, track open orders, override unit costs, and receive quantities larger than original purchase orders. You discuss Standard Purchase Orders, Drop-Ship Purchase Orders, and Blanket Purchase Orders and how each of these can benefit your business needs. This class discusses topics such as how an item's receipt unit of measure can differ from an item's stocking unit of measure and how the receipt can automatically be converted to the stocking unit measures, so that inventory is accurately updated. You will also cover how to set up Vendor defaults, such as shipping addresses, accounts and sub accounts to be used on new Purchase Orders, which allows you to create Purchase Orders and Receipts with a minimum amount of manual data entry.

You learn about Purchase order commitments in which you may "commit" a purchase order to a Back Order document in the Sales Order Processing Module.


Audience

Purchase Order Processing training is recommended for anyone who plans to implement, use, maintain, consult, or support Microsoft Dynamics GP. The class is targeted toward data entry clerks, administrators, office managers, CEOs, and consultants who need to understand the technical aspects of purchasing and gain foundational knowledge of the application functionality.


At Course Completion

After completing this course, students should be able to:

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Enter Purchase Orders, Receipts, and Returns
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Enter Drop-Ship and Standard Blanket Purchase Orders
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Copy item details from an existing Purchase Order
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Use inquiry screens and reports to extract and analyze appropriate information to maintain and improve business processes
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Understand how Purchase Order Processing integrates with the Accounts Payable module
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Enter Landed Costs at the time you enter the receipt of inventory
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Enter Landed Costs after the items have been received
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Close the Purchasing module
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Define set up options for the module that allow you to customize your system to better fit your organization's unique needs

Prerequisites

Before attending this course, students must have:

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General knowledge of Microsoft Windows
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Knowledge of basic navigation functions in Microsoft Dynamics GP
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Completed General Ledger and/or Payables Management training

Course Outline

Chapter 1: Introduction

This chapter introduces you to the Purchase Order Processing module of the Microsoft Dynamics GP product and training course, and the screens and processes that are used to complete the accounting cycle in Purchasing.

You see the core processes that are used in the Purchasing module. You are introduced to each step in the accounting cycle, you briefly discuss its purpose and primary features, and you will focus on its function in the accounting cycle. Please note that this chapter is not intended to provide you with a detailed primer on each of these topics.

Main Topics

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Course Description
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Module Overview
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Process Flow
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Procedures for Processing Purchase Orders
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Processing Purchase Orders - Step by Step
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Other Features

After completing this chapter, students should be able to:

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Understand the goals of this course
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Explain how the Purchasing module fits into the suite of available modules for the Microsoft Dynamics GP system
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Follow the flow of transactions through Purchase Order Processing
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Understand the flow of Purchasing transactions
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Understand the process of entering Purchase Orders

Chapter 2: Setup Procedures

This chapter helps you understand the defaults and user options defined in the Purchase Order Processing Setup window. Even though these options are typically not changed after the product is implemented, you gain understanding of default values and processes through the settings in this window.

Main Topics

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Purchasing Procedures
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Purchasing Setup Checklist
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User Defined Fields
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Landed Cost Setup
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Purchase Order Generator Setup

Labs

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Purchase Order Processing Setup

After completing this chapter, students should be able to:

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Use the set windows to "personalize" Purchase Order Processing for your business
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Set up Purchase Order Generator
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Set up Landed Costs
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Print Setup Reports

Chapter 3: Daily Procedures

This chapter discusses the process of entering purchase orders. You see the types of purchase orders available and the steps for processing each of the different types. We also print purchase orders in this chapter. You will learn the process of entering receipts against purchase orders and returning goods to vendors. You see the affect on other modules that integrate with Purchasing, when receipts are entered.

You learn the points of entry for Landed Cost transactions.

Main Topics

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Purchase Order Entry
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Linking Purchase Orders to Sales Orders
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Procedures for Entering Returns
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Drop-Ship Orders
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Printing Purchase Orders
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Receivings Entry
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Landed Cost Entry
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Returns
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Invoice Entry
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Blanket Purchase Orders

Labs

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New Purchase Order
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New Purchase Order with Link to Sales Order Processing
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New Drop-ship Purchase Order
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Landed Cost
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New Shipment/Invoice with Additional Item
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Received Shipment
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New Invoice
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New Invoice for Drop Ship Purchase Order
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New Purchase Order with Multiple Shipments
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Cost Differences
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Purchase Order Generator
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Blanket Purchase Order

After completing this chapter, students should be able to:

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Enter purchase orders and record the receipt of shipments and invoices
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Enter landed costs
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Print purchase orders
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Post shipment and invoice receipt transactions
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Commit purchase orders to sales documents
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Automatically generate purchase orders using PO Generator

Chapter 4: Maintaining Records

This chapter examines the options available for editing, deleting, and voiding purchase orders existing in the system. You review the inquiry screens and reports that are provided to assist you in making informed purchasing decisions and to track purchasing data. You see the process for replenishing inventory quantities based on historical purchasing report information and how to view inventory quantity and cost information by vendor.

Main Topics

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Deleting and Voiding Purchase Orders
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Editing Purchase Orders
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Reconciling Purchase Orders
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Purchase Order Reports
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Purchase Order Inquiries

After completing this chapter, students should be able to:

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Delete and void purchase orders, shipments and invoice receipts
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Edit purchase order statuses
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Remove completed purchase orders
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Remove historical data
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Print analytical purchasing reports

Chapter 5: Conclusion

In this chapter you review the key points covered in this course.

Main Topics

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There are multiple types of purchase orders in Microsoft Dynamics GP. The Standard purchase order is used when you will be receiving the items to your location. The Drop Ship purchase order is used when the vendor will be shipping the items directly to the customer site. The blanket purchase order and the drop-ship purchase order are used for recurring purchases that use a delivery schedule.
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You can choose to receive items without a purchase order when necessary. This is a setting on the Purchase Order Processing Setup window.
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Receipt and invoice transactions can be recorded separately, or in one step to match your business procedures.
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The ability to auto-receive and auto-invoice speeds data entry and ensures accuracy.
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Landed Costs allow you to apply a mark-up factor to receipts for such things as freight and duty to be included in the item's cost.
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The PO Generator in conjunction with the Order Point Quantity for an item to determine if a purchase is required. If the supply of an item is less than its demand plus the order point quantity, a purchase will be suggested.
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In the PO Generator will select the vendor based on the Primary Vendor assigned to the item, the vendor with the lowest cost or the vendor with the shortest lead time.
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Purchase Price Variances will be identified when the actual invoice cost differs from the purchase order or standard cost.
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You can commit purchase order line items to backordered sales line items by clicking the Sales Commitment button on the Purchase Order Entry window.
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Inquiries allow you to zoom back to purchase orders and receipts to view them as they were originally entered into the system.
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Reports like Expected Shipments and Received/Not Invoiced can help you to manage your purchasing processes.

Appendix A: SmartList

This appendix discusses the use of SmartList to access financial data. There are also optional exercises that can be completed by students if there is time in class.

Main Topics

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Using SmartLists
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Creating Objects
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Using the Search Button
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Saving New Objects as Favorites

Labs

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Create a SmartList Account Inquiry
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Save the query as a Favorite
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Create a SmartList Account Transaction Inquiry
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Create a SmartList Account Summary Inquiry
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Create a SmartList Multidimensional Analysis Inquiry
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Export Information to Microsoft Excel
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Print Reports

After completing this appendix, students should be able to:

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Use SmartLists to access valuable sales data.
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Create new SmartList objects.
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Use the Search button to manage the information in a view.
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Explain the various options that are available when using SmartLists.

Appendix B: Case Study

This case study is a comprehensive lab used to reinforce the learning that has occurred throughout the Purchase Order Processing class.

Main Topics

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Purchase Order Processing Setup
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Purchase Order Processing Document Entry
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Printing Purchase Order Documents

After completing this appendix, students should be able to:

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Understand the necessary processes to set up and manage their Purchase Order Processing module.
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Have more confidence in their ability to use Purchase Order Processing in their company.

Appendix C: Test Your Knowledge

This appendix contains short answer and True or False questions that may be used as a review of the information covered in this course and may be used as time permits.

Appendix D: Purchase Order Enhancements

This appendix contains descriptions and benefits associated with Purchase Order Approvals and Purchase Order Commitments. The following lists the main topics covered:

Main Topics

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Setting up Purchase Order Approvals with security and value restrictions.
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Setting up and tracking commitments against budgets either by period, year-to-date or on an annual basis.

After completing this appendix, students should be able to:

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Set up approvals for each user
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Track commitments for financial reporting

Appendix E: Answers and Solution

This appendix contains answers and solution for labs, Test Your Knowledge questions, and the Case Study in the Purchase Order Processing Training manual.

Main Topics

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Purchase Order Processing Setup
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Purchase Order Processing Document Entry
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Printing Purchase Order Documents

After completing this appendix, students should be able to:

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Understand the necessary processes to set up and manage their Purchase Order Processing module.
•

Have more confidence in their ability to use Purchase Order Processing in their company.



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