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Microsoft Dynamics GP Sales Order Processing

Course 8514: 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

In this one information-packed day, the Microsoft DynamicsT GP Sales Order Processing class explores the accounting cycle and the processes required to enter and ship sales orders. This course shows you how to easily manage the life-cycle of your customer's order from the initial quote to the shipment documentation and final invoicing. You learn how to perform additional functions setting up process holds for quality assurance and linking order documents to purchase orders.

A thorough understanding of these topics allows you to boost sales order processing productivity and help improve customer service by automating sales order workflow procedures. Microsoft Dynamics GP Sales Order Processing gives you precise control over the flow of sales documents by defined quality insurance steps throughout the sales transaction life cycle. Unique ship to addresses per line item allows you to enter multiple items on a single document and ship to multiple locations.

This course shows you how to eliminate unnecessary steps in the order process, set up required steps according to your own business needs, and how to automate routine steps. You learn how to manually change quantity, units of measure, and prices to existing sales documents. You see what you can do when orders exceed quantity on hand.


Audience

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


At Course Completion

After completing this course, students should be able to:

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Create Quotes, Sales Orders, Back Orders, Invoices, and Returns
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Allocate and fulfill item quantities automatically and manually
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Execute comprehensive reports and use inquiry screens to obtain information which you can use to analyze and improve business processes
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Understand how the Sales Order Processing module interacts with the Microsoft Dynamics GP Inventory Control, Purchase Order Processing, and Receivables Management modules
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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
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Link sales orders to purchase orders

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 any of the following: Microsoft Dynamics GP General Ledger, Payables Management, or Accounts Receivable training

Course Outline

Chapter 1: Introduction

This chapter examines the core processes used in the Sales Order Processing module. You receive an overview of the sales workflow and how transactions integrate with other Microsoft Dynamics GP modules. You see each step in the accounting cycle, briefly discuss its purpose and primary features, and focus on its function in the accounting cycle. Please note that this chapter is not intended to provide you with a detailed description 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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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 Sales Order Processing module fits into the suite of available modules for the Dynamics GP system
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Follow the flow of transactions through Sales Order Processing

Chapter 2: Sales Order Processing Setup Procedures

This chapter helps you understand the defaults and user options defined in the Sales Order Processing Setup window. You review the variety of pricing structures available in Sales Order Management. You discuss the importance of the Order document Types and how they affect automated work flow in the life-cycle of an order. You learn how the behavior of each document type determines the steps and processes that must take place in the sales order processing cycle. You also learn how to set up process holds allowing you better control over document flow.

Main Topics

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Sales Order Processing Setup
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Master Documents
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Sales Quote Setup
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Sales Order Setup
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Sales Back Order Setup
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Sales Invoice Setup
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Sales Return Setup
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Sales Process Holds Setup
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Prospect Setup
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User Specific Setup

Labs

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Setting up a Quote ID
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Setting up a Order ID
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Setting up a Back Order ID
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Setting up an Invoice ID
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Setting up a Return ID
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Setting up Customer Items

After completing this chapter, students should be able to:

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Set up default characteristics for sales quotes, orders, back orders, invoices, and returns
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Create process holds
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Personalize setup windows specific to your business
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Set up user-defined fields
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Track the status of a sales document at various stages of its life cycle

Chapter 3: Daily Procedures

This chapter examines the day to day operations in the Sale Order Processing module. You focus on the Sales Transaction Entry window, which is the central location for entering customer orders. You learn the minimum required information to enter an order and the other important fields and options available for tracking, managing and handling orders. You learn about entering quotes, orders, back orders, invoices, and returns. You also learn how to print and transfer documents. You discuss the terms "allocation" and "fulfillment" and determine how these processes can be tailored for your business. You see a process called sales order commitments that allow linking sales order documents to purchase orders in the Purchase Order Processing module.

Main Topics

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Sales Batch Entry
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Sales Commission Entry
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Sales Process Holds Entry
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Printing Documents
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Sales Transfers
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Allocating Quantities
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Sales Order Fulfillment
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Creating Purchase Order Commitments
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Drop Ship Items
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Serial/Lot Numbered Items
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Sales Kit Options

Labs

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Entering a Quote
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Entering an Order
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Entering an Invoice
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Entering a Return
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Transferring a Single Document
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Processing a Kit with Item Shortages
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Fulfilling Invoice Quantities
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Entering an Order with a Manual Purchase Order Commitment
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Entering and Order and Creating a New Purchase Order

After completing this chapter, students should be able to:

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Enter quotes, orders, back orders, invoices, and returns
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Print quotes, orders, picking tickets, packing slips, back orders, invoices and returns
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Post invoices and Returns
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Link orders and back orders to purchase orders

Chapter 4: Maintaining Records

This chapter discusses the options available for editing, deleting, and voiding sales order documents existing in the system. You review the inquiry screens and reports that are provided to assist you in making informed sales decisions and to track sales data. You also see how to enter automatic returns and manual return documents.

Main Topics

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Returns
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Deleting Documents
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Voiding Documents
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Removing History
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Reconciling
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Inquiries
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Reports

Labs

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Automated Returns
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Correcting a Posted Invoice

After completing this chapter, students should be able to:

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Enter Manual Returns
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Enter Automatic Returns
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Void Sales Documents
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Delete Sales Documents
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Perform Inquiries
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Print Sales Reports

Chapter 5: Conclusion

This chapter reviews the key points discussed in this course.

Main Topics

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Sale Quotes can be transferred into an invoice or an order without re-keying information.
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Sales Orders can be transferred into an invoice or a back order without re-keying information.
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You can commit a back ordered sales line item to an outstanding purchase order from the Sales Transaction Entry window.
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You can set up a potential customer as a prospect from the Sales Transaction Entry. A Prospect can only be used on a quote; you must convert them to a customer before transferring the quote to an order.
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Process holds can be applied to various stages of the sales fulfillment process to prohibit talking further action. Process holds can be password protected.
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Returns can be automatically generated by linking them to a posted invoice. Selected line items will be returned at the originally invoiced price.
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Order fulfillment can be done automatically as part of the entry process or it can be set up as a separate process.
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Quick Print allows you to print sales documents such as the invoice, picking ticket and packing slip in one quick step.

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 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 Sales Order Processing class.

Main Topics

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Sales Order Processing Setup
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Sales Order Processing Document Entry
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Printing Sales Documents

After completing this appendix, students should be able to:

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Understand the necessary processes to set up and manage their Sales Order Processing module.
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Have more confidence in their ability to use Sales 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. Answers to all questions are provided at the end of the section.

Appendix D: Answers and Solutions

This appendix contains answers and solutions to labs and exercises used through out the training manual.
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