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On the Buy Side: A Purchasing Walkthrough in Dynamics GP

Charles AllenSenior Managing ConsultantBKD Technologiescallen@bkd.com

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Introduction

Charles Allen• Senior managing consultant• More than 27 years of experience• Microsoft MVP

Agenda

• Introduction• Purchasing Overview• Requisition Management• Purchase Order Processing• Other Options• Q&A

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Purchasing Overview

Purchasing Workflow

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Purchasing Overview

• Purchase Requisitions – released in Dynamics GP 2013 R2

• Purchase Order Processing – is forever a long time? • Workflow – path to purchasing• Encumbrance Management – tracks budgets tied to

accounts • Web Client – provides HTML5-based front end for

users

Purchase Requisitions

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Purchase Requisitions

• Purchase Requisition Setup• Workflow Setup (Optional)• Requisition Entry• Requisition Approval

Purchase Requisition Setup

• Purchasing area page >> Setup >> Purchase Order Processing

• Set the next Requisition Number• Select to keep history• Click the Requisition button

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Purchase Requisition Setup

• Select the options to use• Select whose requisitions will be

shown

Purchase Requisition Setup

• Select up to six items to be displayed as featured items

• These items should be selected for the Procurement Catalog in the Inventory Item Options window

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Purchase Requisition Setup

• Workflow is not required for Requisitions

• Create a workflow for Requisitions

• Make sure it’s Activated

Purchase Requisition Entry

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Purchase Requisition Entry

• Save – will save the requisition. The requisition cannot be purchased by the purchasing agent in Purchase Orders preview in this state. The Status at the bottom of the window will display Saved

• Submit – will submit the requisition to the workflow that is set up. This will set the status of the requisition so the requisition can be purchased by anyone who has rights to create the purchase orders in Purchase Orders Preview. The Status at the bottom of the window will display Submitted

• Partially Purchased – will display when some but not all of the line items have a status of either ordered or canceled

• Purchased – will display when all of the line items have a status of either ordered or canceled

Purchase Requisition Entry

• Items marked with an asterisk must be completed before the requisition can be purchased

• See the next slide for required fields for purchasing

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Purchase Requisition Entry

Required Fields• Item Number• U of M (for noninventory items)• Site ID• Vendor ID• Account• Shipping Method• Ship to Address ID• Unit Cost (for inventoried item)

Purchase Requisition Approvals

Multiple Options• Home Screen To Do Palette (turn on Workflow Tasks)• Purchasing Requisitions Pending Approval List

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Purchase Requisitions Approvals

Purchase Requisition

Select Purchase to create a purchase order from the requisition

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Purchase Requisition

Select the vendor & existing purchase order if desired

Purchase Order Processing

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Purchase Order Processing

• Setup• PO Generator Map Sites• PO Enhancements• Encumbrance Management• PO Entry

Purchase Order Setup

• Next Number• PO Format• Decimal Places• Prepayment• Options• PO Generator Options

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Purchase Order Generator Setup

Assign addresses to Inventory Sites

PO Enhancements

• Use this functionality or workflow

• Integrates with GL budgets

• Dollar-based approvals

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Encumbrance Setup

• Can use GL budgets, AA budgets or Grant budgets

• Multiple period types

Purchase Order Workflow

• Optional• Enables purchase

orders to be approved

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PO Features

• Multiple types• Email integration• Integration with Project Accounting • Prepayments• Landed Costs

Purchase Order Types

PO Types• Standard • Blanket • Drop-Ship• Drop-Ship Blanket

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PO Email Integration

• Set up email connection in System Preferences

• Set up company email • Set up Purchasing

email• Update vendors

Integration with Sales Orders

• Enable sales commitments • Link sales lines to purchase orders when sales line is

back ordered • Creates a record in SOP60100

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Integration with Project Accounting

• Enable alternate windows• Set up user in Project Accounting• Set up cost categories• Set options in POP Setup• Set vendor project options

Purchase Order Entry Prepayments

• Must enable in Purchase Order Processing Setup • Enables you to enter a payment on PO• Check Selection can include Prepayments

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Purchase Order Entry

• Press <Ctrl>+<D> to change display between item numbers & vendor item numbers

• Purchase Orders can be copied• You must print purchase orders to update the On

Order quantity • Once a PO is printed, any changes will create change

order revisions• Change default cost using PSTL

Questions

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BKD Technologies Support Center

• Microsoft Dynamics GP – 877.253.7778GPsupport@bkd.com

• Monday through Friday, 8 a.m.–5 p.m. Call Support Center toll-free

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The information contained in these slides is presented by professionals for your information only. Applying specific information to your situation requires careful consideration of facts & circumstances. Consult your BKD advisor before acting on any matters covered herein or in these seminars

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Continuing Professional Education (CPE) Credits

CPE Credit

• CPE credit may be awarded upon verification of participant attendance

• For questions, concerns or comments regarding CPE credit, please email the BKD Learning & Development Department at training@bkd.com