Introducing Introducing Microsoft Great PlainsMicrosoft Great Plains

Small Business Information Small Business Information SystemsSystems

Professor Barry FloydProfessor Barry Floyd

AgendaAgenda

Installing Great Plains as a standalone Installing Great Plains as a standalone systemssystems

Backing up and restoring dataBacking up and restoring data Overview of Great PlainsOverview of Great Plains Payables ManagementPayables Management

– Setup issuesSetup issues– Processing transactionsProcessing transactions– ReportingReporting

ObjectivesObjectives

See a more powerful ERP systemSee a more powerful ERP system Contrast similarities and differences with a Contrast similarities and differences with a

system such as QuickBookssystem such as QuickBooks Be able to effect transactions in Great PlainsBe able to effect transactions in Great Plains Associate roles/personas with activities and Associate roles/personas with activities and

tasks in Great Plainstasks in Great Plains

Great Plains Positioning in Great Plains Positioning in MarketplaceMarketplace

Microsoft Great Plains 8.0, a cross-industry Microsoft Great Plains 8.0, a cross-industry solution for the midmarket business segment, has solution for the midmarket business segment, has been enhanced to deliver richer distribution, been enhanced to deliver richer distribution, manufacturing and project accounting; a Microsoft manufacturing and project accounting; a Microsoft Office look and feel; seamless integration with Office look and feel; seamless integration with Microsoft Office; a deeper focus on Microsoft Microsoft Office; a deeper focus on Microsoft Business Solutions Business Portal functionality; Business Solutions Business Portal functionality; and improved usability. Microsoft Great Plains and improved usability. Microsoft Great Plains offers rich out-of-the-box functionality and a broad offers rich out-of-the-box functionality and a broad set of independent software vendor (ISV) solutions set of independent software vendor (ISV) solutions

ReferencesReferences

http://www.microsoft.com/dynamics/gp/http://www.microsoft.com/dynamics/gp/default.mspxdefault.mspx

Great Plains OverviewGreat Plains Overview

Key SeriesKey Series– FinancialFinancial– SalesSales– PurchasingPurchasing– InventoryInventory– HR and PayrollHR and Payroll– ManufacturingManufacturing– ProjectsProjects– Field Service Field Service

Can use some or all of these series, data is posted to each Can use some or all of these series, data is posted to each ‘series’ and then is integrated with other Series as desired.‘series’ and then is integrated with other Series as desired.

Go to Help and enter “Series” and click on “Described”Go to Help and enter “Series” and click on “Described”

FileFile

ViewView

ToolsTools

TransactionsTransactions

InquiryInquiry

ReportsReports

CardsCards

Cards in Great Plains are the “master Cards in Great Plains are the “master records” of information, such as your chart records” of information, such as your chart of accounts and your customer, vendor, and of accounts and your customer, vendor, and employee records. To access a card in employee records. To access a card in Great Plains, choose the Cards menu from Great Plains, choose the Cards menu from the menu bar and select a series. A menu the menu bar and select a series. A menu will appear, from which you can choose a will appear, from which you can choose a window to enter information in. window to enter information in.

HelpHelp

Very important for understanding Microsoft Very important for understanding Microsoft Great Plains.Great Plains.

Provides detailed (but complicated) Provides detailed (but complicated) descriptions of setting up and using Great descriptions of setting up and using Great PlainsPlains

Payables ManagementPayables ManagementUsing Great PlainsUsing Great Plains

What is Payables Management?What is Payables Management?

The paying of goods, supplies, or servicesThe paying of goods, supplies, or services Approving vendor invoices for paymentApproving vendor invoices for payment Monitoring and evaluating efficiency and Monitoring and evaluating efficiency and

effectiveness through access to detailed effectiveness through access to detailed information in inquires and reportsinformation in inquires and reports

The Big Picture!The Big Picture!

What Payables Management CoversWhat Payables Management Covers

Setup and Cards for VendorsSetup and Cards for Vendors TransactionsTransactions Inquiries and ReportsInquiries and Reports Utilities and RoutinesUtilities and Routines

Using the Setup RoutineUsing the Setup Routine

Begin by setting up defaults for Begin by setting up defaults for Payables Management.Payables Management. (Tools>Routines>Purchasing>Checklist)(Tools>Routines>Purchasing>Checklist)

Purchasing ChecklistsPurchasing Checklists

Payables Management Setup ScreenPayables Management Setup Screen

Vendor ClassesVendor Classes

Setting up Vendor Classes is a Setting up Vendor Classes is a way to group vendors according to way to group vendors according to

common entries.common entries.

Why use a Vendor Class?Why use a Vendor Class?

Creating a class will make it easier to setup Creating a class will make it easier to setup individual vendors by designating defaults individual vendors by designating defaults for that specified class.for that specified class.

You can also make changes to groups of You can also make changes to groups of vendors quickly by changing the class vendors quickly by changing the class record and rolling down the change to all record and rolling down the change to all vendors in that class.vendors in that class.

Vendor Class Setup ScreenVendor Class Setup Screen

Setting up Default Account for Setting up Default Account for Vendor ClassesVendor Classes

After entering in the options it is time to After entering in the options it is time to determine how you will be recording determine how you will be recording different transaction with these vendors.different transaction with these vendors.

On the bottom right of the setup screen click On the bottom right of the setup screen click on the Accounts button.on the Accounts button.

Setting up vendor class default Setting up vendor class default posting accountsposting accounts

Vendor CardsVendor Cards

Now that we have setup our Vendor Class Now that we have setup our Vendor Class we can begin entering in individual vendors we can begin entering in individual vendors to that class.to that class.

Entering Vendor InformationEntering Vendor Information

In class exerciseIn class exercise

Add a new vendor ….Add a new vendor …. Choose the class USA-US-CChoose the class USA-US-C Create one PRIMARY AddressCreate one PRIMARY Address Check to see the accounts associated with Check to see the accounts associated with

this class.this class.

TransactionsTransactions

Invoices Invoices Manual PaymentsManual Payments

Entering An InvoiceEntering An InvoiceTransactions>> Purchasing>> Transaction Entry

Entering an InvoiceEntering an Invoice

Inquiry – Payables SummaryInquiry – Payables Summary

Paying An InvoicePaying An Invoice

Paying An InvoicePaying An Invoice

InquiriesInquiries

Purchasing ListsPurchasing Lists

ReportsReports

Reports > Purchasing > Check InformationReports > Purchasing > Check Information– Click NewClick New– Choose DemoChoose Demo– Click Destination … choose screenClick Destination … choose screen

SummarySummary

Great Plains supports PayablesGreat Plains supports Payables We have only scratched the surfaceWe have only scratched the surface We’ll review other apps in the next couple of We’ll review other apps in the next couple of

daysdays Add your own vendors to Great PlainsAdd your own vendors to Great Plains Add other vendors from Companies in the Add other vendors from Companies in the

class.class. Review Great Plains on Purchase OrdersReview Great Plains on Purchase Orders