Purchase Order Processing in Microsoft Dynamics GP
Course 8822: One day;
Instructor-Led
Course Fee:
$499.00
Course Time: 1 day, 9:00 am - 5:00 pm, or 2 evenings, 6pm - 9pm
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
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Course Materials
The student courseware includes a comprehensive
workbook.
Chapter 1: Overview and Setup
Course Outline
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
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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Course Description
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Module Overview
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Procedures for Processing Purchase Orders
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Purchasing Procedures
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User Defined Fields
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Landed Cost Setup
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Purchase Order Generator Setup
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Labs:
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Purchase Order Processing Setup
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After completing this chapter, students should be
able to:
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Understand the goals of this course
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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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Chapter 2: Entering Purchase Orders
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
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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Blanket Purchase Orders
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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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Blanket Purchase Order
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After completing this module, students will 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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Chapter 3: Entering Shipments
You will learn the process of entering receipts
against purchase orders. You see the affect on other
modules that integrate with Purchasing, when receipts
are entered.
Main Topics
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Receivings Entry
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Shipment line item matching
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Applying Landed Costs
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Posting Receipts
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Labs:
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New Shipment/Invoice with Additional Item
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Received Shipment
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New Purchase Order with Multiple Shipments
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Landed Costs
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After completing this module, students will be able
to:
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Post shipment receipt transactions
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Chapter 4: Purchase Invoice Entry, Returns. and
Automatic Purchase Order Generator
You will learn the process of entering invoices
against purchase orders. You see the affect on other
modules that integrate with Purchasing, when invoices
are entered.
This chapter examines the options available for
returning shipments to a vendor. It also discuss how to
set up a replenishment method to automatically generate
purchase order when inventory items are running low.
Main Topics
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New Invoice
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New Invoice for Drop Ship Purchase Order
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Purchase Order Generator
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Returns
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Labs:
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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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After completing this module, students will be able
to:
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Post Invoice transactions
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Enter and Post Return documents
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Generate automatic purchase orders
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Chapter 5: Editing and Removing Records
This chapter examines the options available for
editing, deleting, and voiding purchase orders existing
in the system. You review the inquiry screens 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 Inquiries
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After completing this module, students will 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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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.
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Appendix A: Job Aides
This appendix discusses the general workflow of
purchase order processing starting with entering a
purchase order. It outlines how posting and saving
documents in Purchase Order Processing affects other
modules in Microsoft Dynamics GP. It provides students
with a checkist to use while getting started in Purchase
Order processing. It provides students with common
reports used in Purchase Order Processing.
Main Topics
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To provide students with the general workflow
and integration of the Purchase Order Processing
module Creating Objects
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To provide students with a checkist to use
while getting started in Purchase Order
processing
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To provide students with common reports used
in Purchase Order Processing
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After completing this module, students will be able
to:
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Understand the general process and worlflow
used in the Purchase Order Processing module
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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
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After completing this module, students will 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.
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Appendix C: 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.
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After completing this module, students will be able
to:
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Set up approvals for each user
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Track commitments for financial reporting
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