Microsoft Dynamics GP Purchase Order Processing
Course 8513: One days; Instructor-Led
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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:
| • |
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. |
