Course 8598: One day; Instructor-Led

Introduction

The one-day Microsoft Dynamic GP Payables Management II course explores the accounting cycle and the processes required to enter financial data into the system. As well, this course shows you how to perform additional functions such as intercompany transactions, using multidimensional analysis and year-end closing procedures.

A thorough understanding of these topics allows you to streamline monthly and year-end closing processes by learning how to automate routine activities such as reports. You will learn tips for troubleshooting and maintaining data integrity. This course also teaches you how to maximize your reporting and analysis capabilities with inquiries and reports that can be customized to meet your specific business needs.

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Audience

Customers who would like a more in-depth understanding of the Microsoft Dynamics GP system.

The class is targeted toward data entry clerks, administrators; office managers, CEO's, and consultants who need to understand the technical aspects of Microsoft Dynamics GP Payables Management and gain foundational knowledge of the application functionality.

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At Course Completion

After completing this course, students will be able to:

•	Setup Payables Management to meet business needs
•	Trace transactions back to the source document
•	Understand Payables Management posting flow
•	Create Scheduled Payments
•	Enter Multidimensional Analysis information for Payables Management transactions
•	Enter Intercompany transactions in Payables Management
•	Use advanced check processing features to increase efficiency
•	Void transactions
•	Edit posted transactions
•	Maintain vendor records
•	Use Inquiries, SmartList, and Reports to retrieve financial data
•	Complete recommended period and year end procedures
•	Troubleshoot and resolve error messages

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Prerequisites

Before attending this course, students must have:

•	Financial Series I course or equivalent working experience with Microsoft Dynamics GP

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Microsoft Certification exams

No Microsoft Certification exams are associated with this course currently.

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Course Materials

The student kit includes a comprehensive workbook and other necessary materials for this class.

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Course Outline

Chapter 1: Setup Changes and Review

This chapter focuses on the setup procedures for the Payables Management module. We examine how to customize the posting setup and posting accounts to streamline the data entry process. This chapter focuses on the use of vendor classes and vendor class accounts to minimize the amount of information that has to be entered when setting up your vendors.

Main Topics

•	Posting Setup
•	Posting Account Setup
•	Payables Management Setup
•	Payables Setup Options
•	Vendor Class Setup
•	Vendor Class Accounts Setup

Lab: Test Posting Settings

•	Modify existing Posting Setup
•	Enter and post transaction batch

Lab: Posting to a Closed Period

•	Verify Financial Series is closed
•	Modify Posting Setup
•	Enter and post vendor invoice
•	Verify posting updated Payables Management and General Ledger

Lab: Setup Changes

•	Modify Payables Management Setup selections

Lab: Vendor Class Setup Changes

•	Modify Vendor Class selections

After completing this chapter, students should be able to:

•	Modify posting settings for Payables Management
•	Enter default posting accounts
•	Modify Payables Management Setup selections
•	Create and modify Vendor Classes
•	Enter Vendor Class Accounts

Chapter 2: Transaction Flow

This chapter focuses on how data flows from the Work to Open to History tables as transactions are posted. This chapter focuses on the tables that are updated as data is processed for transactions and computer checks in Payables Management. We will also discuss the integration of all modules in the Microsoft Dynamics GP system.

Main Topics

•	Integration
•	Payables Management Document Status
•	Payables Management Transaction Entry Flow
•	Payables Management Computer Checks Transaction Flow
•	Tracing Transactions

Lab: Tracing Transactions

•	Modify posting settings
•	Create new vendor record
•	Enter and post transaction
•	Perform the inquiry
•	Print the report to the screen

After completing this chapter, students should be able to:

•	Understand how data flows from Work to Open to History tables
•	Trace transactions using Zooms

Chapter 3: Advanced Functionality

In this chapter we discuss the advanced functionality that is available in Payables Management. Multidimensional Analysis provides increased reporting and analysis capabilities without expanding your chart of accounts. Another focus of this section is Intercompany processing which allows transactions to be posted in one company and affect other companies in the organization. Finally, processing manual and computer checks, along with "Zero-dollar" checks is discussed in detail in this chapter.

Main Topics

•	Scheduled Payments
•	Multidimensional Analysis
•	Intercompany Processing
•	Define Intercompany Relationships
•	Enter Payables Management Intercompany Transactions
•	Post Intercompany Transactions in Destination Companies
•	Processing Computer Check Prepayments
•	Enter Manual Payments
•	"Zero-dollar" checks
•	Adding Checks to an existing Computer Check batch

Lab: Scheduled Payments

•	Create a payment schedule for an invoice
•	Post all invoices for the schedule
•	Print an Aged Trial Balance report

Lab: Multidimensional Analysis

•	Enter vendor invoice
•	Use analysis code to allocate the invoice amount
•	Print posting journals

Lab: Intercompany Transactions

•	Enter and post an intercompany transaction
•	Post transaction in destination company

Lab: Computer Checks

•	Create a computer check batch
•	Manually add payments to existing batch
•	Remove vendor from check batch
•	Print and reprint checks
•	Void checks
•	Post checks

Lab: Manual Payments

•	Enter and post payment for vendor invoice

Lab: Prepayments

•	Create payables check batch
•	Create the prepayment
•	Print and post prepayment

Lab: "Zero-dollar" checks

•	Create check batch
•	Print checks
•	Process the check batch
•	Print the remittance form
•	Print and post checks

Lab: Add to Batch

•	Select computer check batch
•	Add additional vendor to existing batch
•	Print transaction edit list

After completing this chapter, students should be able to:

•	Enter and post Scheduled Payments
•	Use Multidimensional Analysis information for payables transactions
•	Enter Intercompany payables transactions
•	Add transactions to existing computer check batches
•	Enter "Zero dollar" checks
•	Enter Prepayments

Chapter 4: Maintaining Records

This chapter examines the functionality available to maintain your Payables Management records. There is also a section that focuses on correcting posted entries as well as changing and deleting records. Time is also spent discussing how to remove Payables Management history and the types of history information stored in the system.

Main Topics

•	Editing Transaction Information
•	Void Open Payables Transactions
•	Void Historical Transactions
•	Voiding Posted Payment Schedules
•	Voiding Intercompany Transactions in Payables Management
•	Change and Delete Vendors
•	Remove History
•	Reconcile

Lab: Editing Transaction Information

•	Edit Payment Terms information for vendor invoice
•	Edit Due Date information for vendor invoice

Lab: Void an Open Transaction

•	Void vendor invoice
•	Verify invoice has been voided

Lab: Void a Historical Transaction

•	Void vendor invoice
•	Verify invoice has been voided

Lab: Delete a Vendor

•	Delete vendor record

After completing this chapter, students should be able to:

•	Correct posted entries
•	Void Open and Historical transactions
•	Void Posted Payment Schedules
•	Void Intercompany transactions in Payables Management
•	Change and delete Vendors
•	Remove Payables Management history
•	Run the Reconcile utility

Chapter 5: Inquiry and SmartList

This chapter focuses on the multiple methods for quick and easy information retrieval. The Inquiry and SmartList functions provide numerous ways to instantly view relevant summary and detail information about account activity and transactions. We'll also look at exporting SmartList queries to Microsoft Excel or to Microsoft Word.

Main Topics

•	Inquiries
•	SmartList

Lab: Tracing Transactions

•	Use Trx by Vendor Inquiry window
•	Drill down to source document

Lab: SmartList

•	Create SmartList query
•	Export query to Excel
•	Print Payables Summary Aged Trial Balance report

After completing this chapter, students should be able to:

•	Perform Summary and Detailed inquiries for current and historical accounts
•	Use SmartList to perform queries on Payables Management data
•	Use SmartList to export data to Microsoft Excel

Chapter 6: Reports

This chapter focuses on how to create report options which may be grouped together to print multiple reports within a series or combined to print reports containing data from multiple series to maximize reporting capabilities for your financial data. Reports can be very useful in locating discrepancies that need to be corrected. Time is spent discussing how to utilize the trial balance reports to analyze Payables Management data.

Main Topics

•	Creating Report Options
•	Creating and Printing Report Groups
•	Analyzing Payables Reports

Lab: Aged Trial Balance with Options

•	Print the Payables Summary Aged Trial Balance with Options report

Lab: Report Groups

•	Set up report option
•	Create a report group

After completing this chapter, students should be able to:

•	Create and modify report options
•	Create and print report groups
•	Print Trial Balance Reports

Chapter 7: Period-End Procedures

This chapter examines the process of closing an accounting period for Payables Management. The steps necessary to complete each phase of the closing process are discussed in detail. We look at the reports that should be printed before performing the closing process and the steps to reconcile to General Ledger. Time is spent examining what actually takes place during the closing process and how to close the fiscal period to prevent additional transactions from being posted to a period.

Main Topics

•	Period-end Closing Checklist
•	Reconcile Payables Management to General Ledger
•	Close Fiscal Period

Lab: Period Closing

•	Perform the month end procedures
•	Reconcile Payables Management to General Ledger

After completing this chapter, students should be able to:

•	Complete the processes that are performed at the end of an accounting period
•	Printing period-end reports
•	Perform account reconciliation
•	Close fiscal periods

Chapter 8: Year-End Procedures

This chapter examines the process of closing the year. The steps necessary to complete each phase of the closing process are discussed in detail. Time is spent examining 1099 reports, how to reconcile the amounts and print the statements. Steps are provided for closing the calendar and fiscal year in Payables Management and the Sales Tax Periods for the year.

Main Topics

•	Calendar Year-End Closing Checklist
•	Reconcile 1099 Vendor Amounts
•	Print 1099
•	Fiscal Year-end Closing Checklist
•	Close Fiscal Periods
•	Tax Year End Close
•	Payables Management Year-End Common Questions and Answers

Lab: Year-end Closing

•	Post all transactions for the period
•	Perform calendar year-end closing procedure
•	Reconcile and print 1099 statements
•	Perform fiscal year-end closing procedure
•	Close the sales tax periods for the year

After completing this chapter, students should be able to:

•	Reconcile 1099 amounts
•	Print 1099 statements
•	Perform calendar and fiscal year-end closing procedures
•	Close the sales tax periods

Chapter 9: Tips and Troubleshooting

This chapter focuses on techniques available for troubleshooting problems that may arise during posting or year-end processing. We look at the Batch Recovery process for releasing "stuck" batches and how to recreate the PM Key Master file. A section of commonly asked questions about Payables Management transactions is included in this section.

Main Topics

•	Batch Recovery
•	Posting Interruptions
•	Interruptions to the check printing process
•	Understanding Error Messages
•	Payables Management Commonly Asked Questions

Lab: Releasing a Payables Batch stuck in posting status

•	Verify batch status
•	Run SQL query in Query Analyzer
•	Verify batch transactions
•	Post the batch

Lab: Recreating the PM Key Master File

•	Run SQL statement
•	Perform Check Links process
•	Print error log

Lab: Distribution Errors

•	Enter vendor invoice
•	Modify distributions
•	Troubleshoot warning message
•	Post transaction

After completing this chapter, students should be able to:

•	Recover a batch that has become "stuck" in the system
•	Understand error messages
•	Rebuild the PM Key Master file
•	Use troubleshooting tips and techniques

Chapter 10: Conclusion

In this chapter we discuss the key points that have been covered throughout this course.

Main Topics

•	How to trace transactions
•	How to create Scheduled Payments
•	How to enter Multidimensional Analysis information through Payables Management transactions
•	How to enter Intercompany transactions through Payables Management
•	How to use Advanced Check Processing features
•	How to void transactions
•	Ho to edit posted transactions
•	How to query data using Inquiry, Reports, and SmartList

Appendix A: Smart Tags

This section contains information on Smart Tags or links between Microsoft Office documents and data in Microsoft Dynamics GP. The items that may be recognized and "tagged" in Microsoft Office XP are discussed in the section. The focus of this section is to highlight the benefits of Smart Tags and how you can use them in your business.

Main Topics

•	How Smart Tags work
•	Smart Tag Benefits

After completing this chapter, students should be able to:

•	Understand how Smart Tags work
•	Recognize the ways Smart Tags can make your business more productive

Appendix B: Professional Service Tools Library

This chapter contains information on the Professional Services Tools Library and how it can provide help for users to consolidate and change critical data ( quickly and accurately. Users can purchase tool individually, select any three tools or purchase the entire library.

Main Topics

•	Financial Series Tools
•	Purchase Series Tools
•	Sales Series Tools
•	Payroll Series Tools
•	Inventory Tools
•	System tools
•	Tools Available Separately
•	Related Service Offerings