Microsoft Dynamics GP Purchase Order Processing
Course 8513: One day;
Instructor-Led
Course Fee:
$499.00
Course Time: 1 day, 9:30 am - 4:30 pm, or 2 evenings, 6pm - 9pm
Introduction
The Microsoft Dynamics 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:
| • |
Enter Purchase Orders, Receipts, and Returns
|
| • |
Enter Drop-Ship and Standard Blanket Purchase
Orders
|
| • |
Copy item details from an existing Purchase
Order
|
| • |
Use inquiry screens and reports to extract
and analyze appropriate information to maintain
and improve business processes
|
| • |
Understand how Purchase Order Processing
integrates with the Accounts Payable module
|
| • |
Enter Landed Costs at the time you enter the
receipt of inventory
|
| • |
Enter Landed Costs after the items have been
received
|
| • |
Close the Purchasing module
|
| • |
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:
| • |
General knowledge of Microsoft Windows
|
| • |
Knowledge of basic navigation functions in
Microsoft Dynamics GP
|
| • |
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
| • |
Course Description
|
| • |
Module Overview
|
| • |
Process Flow
|
| • |
Procedures for Processing Purchase Orders
|
| • |
Processing Purchase Orders - Step by Step
|
| • |
Other Features
|
After completing this chapter, students should be
able to:
| • |
Understand the goals of this course
|
| • |
Explain how the Purchasing module fits into
the suite of available modules for the Microsoft
Dynamics GP system
|
| • |
Follow the flow of transactions through
Purchase Order Processing
|
| • |
Understand the flow of Purchasing
transactions
|
| • |
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
| • |
Purchasing Procedures
|
| • |
Purchasing Setup Checklist
|
| • |
User Defined Fields
|
| • |
Landed Cost Setup
|
| • |
Purchase Order Generator Setup
|
Labs
| • |
Purchase Order Processing Setup
|
After completing this chapter, students should be
able to:
| • |
Use the set windows to "personalize" Purchase
Order Processing for your business
|
| • |
Set up Purchase Order Generator
|
| • |
Set up Landed Costs
|
| • |
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
| • |
Purchase Order Entry
|
| • |
Linking Purchase Orders to Sales Orders
|
| • |
Procedures for Entering Returns
|
| • |
Drop-Ship Orders
|
| • |
Printing Purchase Orders
|
| • |
Receivings Entry
|
| • |
Landed Cost Entry
|
| • |
Returns
|
| • |
Invoice Entry
|
| • |
Blanket Purchase Orders
|
Labs
| • |
New Purchase Order
|
| • |
New Purchase Order with Link to Sales Order
Processing
|
| • |
New Drop-ship Purchase Order
|
| • |
Landed Cost
|
| • |
New Shipment/Invoice with Additional Item
|
| • |
Received Shipment
|
| • |
New Invoice
|
| • |
New Invoice for Drop Ship Purchase Order
|
| • |
New Purchase Order with Multiple Shipments
|
| • |
Cost Differences
|
| • |
Purchase Order Generator
|
| • |
Blanket Purchase Order
|
After completing this chapter, students should be
able to:
| • |
Enter purchase orders and record the receipt
of shipments and invoices
|
| • |
Enter landed costs
|
| • |
Print purchase orders
|
| • |
Post shipment and invoice receipt
transactions
|
| • |
Commit purchase orders to sales documents
|
| • |
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
| • |
Deleting and Voiding Purchase Orders
|
| • |
Editing Purchase Orders
|
| • |
Reconciling Purchase Orders
|
| • |
Purchase Order Reports
|
| • |
Purchase Order Inquiries
|
After completing this chapter, students should be
able to:
| • |
Delete and void purchase orders, shipments
and invoice receipts
|
| • |
Edit purchase order statuses
|
| • |
Remove completed purchase orders
|
| • |
Remove historical data
|
| • |
Print analytical purchasing reports
|
Chapter 5: Conclusion
In this chapter you review the key points covered in
this course.
Main Topics
| • |
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.
|
| • |
You can choose to receive items without a
purchase order when necessary. This is a setting
on the Purchase Order Processing Setup window.
|
| • |
Receipt and invoice transactions can be
recorded separately, or in one step to match
your business procedures.
|
| • |
The ability to auto-receive and auto-invoice
speeds data entry and ensures accuracy.
|
| • |
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.
|
| • |
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.
|
| • |
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.
|
| • |
Purchase Price Variances will be identified
when the actual invoice cost differs from the
purchase order or standard cost.
|
| • |
You can commit purchase order line items to
backordered sales line items by clicking the
Sales Commitment button on the Purchase Order
Entry window.
|
| • |
Inquiries allow you to zoom back to purchase
orders and receipts to view them as they were
originally entered into the system.
|
| • |
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
| • |
Using SmartLists
|
| • |
Creating Objects
|
| • |
Using the Search Button
|
| • |
Saving New Objects as Favorites
|
Labs
| • |
Create a SmartList Account Inquiry
|
| • |
Save the query as a Favorite
|
| • |
Create a SmartList Account Transaction
Inquiry
|
| • |
Create a SmartList Account Summary Inquiry
|
| • |
Create a SmartList Multidimensional Analysis
Inquiry
|
| • |
Export Information to Microsoft Excel
|
| • |
Print Reports
|
After completing this appendix, students should be
able to:
| • |
Use SmartLists to access valuable sales data.
|
| • |
Create new SmartList objects.
|
| • |
Use the Search button to manage the
information in a view.
|
| • |
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
| • |
Purchase Order Processing Setup
|
| • |
Purchase Order Processing Document Entry
|
| • |
Printing Purchase Order Documents
|
After completing this appendix, students should be
able to:
| • |
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.
|
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
| • |
Setting up Purchase Order Approvals with
security and value restrictions.
|
| • |
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:
| • |
Set up approvals for each user
|
| • |
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
| • |
Purchase Order Processing Setup
|
| • |
Purchase Order Processing Document Entry
|
| • |
Printing Purchase Order Documents
|
After completing this appendix, students should be
able to:
| • |
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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