Leveraging Purchasing Module in Dynamics GP

Want to leverage more out of the purchasing modules in Microsoft Dynamics GP?  Sorts are not always the way one would want them.  By using the Set as Default feature, Advanced Lookups or SmartList favorites you can get to the information you require faster and more efficiently.

Tired of looking up account numbers when entering payables transactions?  Set up vendor default purchase accounts to create a “mini” chart of accounts or have them default on the distribution screen.  The All in One View allows users to quickly view the life cycle of purchasing documents.  Click on a document and instantly all of the documents that are tied to that vendor transaction appears whether starting with a purchase order or its payment.  Turn on the “warn if vendor has existing purchase order” in payables setup to pop up a warning if the vendor has open purchase orders.

A new feature in Microsoft Dynamics GP 2018 is the ability to save payment builds so that you can re-use the criteria from payment to payment run.  Also new in GP2018 is the One Payment Per setting which allows you to select one check per invoice or one check per vendor on the vendor card.

Need a quick way of building or modifying a payment batch?  Use the Edit Payment Batch window to easily mark or unmark vendors and vouchers.  You can also add columns in the document view area such as document number and discount date.

Do you enter individual vouchers for vendors and then pay them with a credit card?  You can move them all in one step by creating a batch and selecting the Credit Card radio button.  Easily create prepayments not related to a purchase order in Edit Vendor Payment. Navigation lists allow a user to look at vendors or purchase orders in an easy to read list.  Several filters can be used to pinpoint exactly what you are looking for.  You can then choose vendors out of sequence to run reports or send to Excel.  The checklist feature permits users to document their month-end, year-end, etc. processes so they can be followed by the user or other users.  Other GP windows, external tasks or macros can be added to get the exact steps that need to be followed.

The purchase order module offers a wide range of features including copying purchase orders or individual line items to a brand new document whether it’s for the same vendor or a different vendor. Since GP2013 users can enter a prepayment amount directly in the purchase order entry screen.  With GP2016 you can now prepay the full amount of the PO including taxes and miscellaneous charges.  Quantity Tolerance settings can be configured for inventory as well as non-inventory items which improves the accuracy of order quantities by automatically closing PO’s left open from quantity shortages and overages.

The Professional Services Tools Library is a set of tools to assist with day-to-day tasks.  Modifier allows users to change vendor ID’s while combiner gives users the capability to merge two existing vendors together.  1099 Modifier allows you to update the 1099 amounts for vendors who were not set up as a 1099 vendor for the year or a portion of the year.  Use the PM Minimum Check tool to set a minimum amount for your payables check within the Build Payments process.  Ever need to consolidate checks for the same vendor when adding to batch?  The Select Checks Combiner tool does just that.  The Minimum PO/Receipt Number tool will prevent Purchase Order Processing from defaulting to a number below the set PO or receipt number.  Use the POP Cost Defaulter to choose between current cost and standard cost defaulting on purchase orders.  Doc Date Verify will perform a check against the fiscal periods and not allow any dates to be entered outside of it.

The Account Rollup Inquiry in the Financial module provides a quick way to see combined balances of general ledger accounts.  Build your own inquiry around multiple expense accounts and/or departments to effortlessly obtain one result.  Reconcile to GL is a tool that identifies discrepancies between the GL balance and the sub-ledger trial balance.

SmartLists provides the opportunity for users to add fields from the originating module for ease of analysis of data.  Users can export vendor lists to Excel to merge with a Word label or letter template.  The Purchase Line Items allows users to view past history of items purchased while Payables Transactions provides information from transactions entered directly in the Payables module.

To find out more about these exciting features, listen to our CPE for Lunch webinar recording. The webinar recording will be posted soon.