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Transcript of 2014 dynamics-user-conference-adv accounts payable-nor cal
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September 25, 2014
10:00 a.m. - 5:00 p.m.
Microsoft Technology Center
MICROSOFT DYNAMICS
CONFERENCE
USER
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2014 Dynamics User Conference
Overview – Part 1 Advance Accounts Payable
Void Process
Reconcile PM to GL
Use Tax
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2014 Dynamics User Conference2014 Dynamics User Conference
Payables Void ProcessHow to void the right way!
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2014 Dynamics User Conference
Void Open Payables Transactions
Use the Void
Open Payables
Transactions
window to void
open
transactions.
Open:
Documents with
this type have
been posted but
not fully paid or
applied.
Void Date and Posting Date should be the same and current month
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2014 Dynamics User Conference
Void Historical Payables Transactions
Void:
Payments,
Returns and
Credit Memo’s
History
Documents
with this type
have been
posted, fully
paid, or
applied, and
transferred to
history.
Void Date and Posting Date should be the same and current month.
Voiding a payment will leave the invoice open to be paid or voided.
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2014 Dynamics User Conference2014 Dynamics User Conference
Reconcile PM to GLIdentify the variance using this tool!
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2014 Dynamics User Conference
Reconcile GL Tool
Why?
What is?
• Use the Reconcile to GL window to reconcile the Payables Management sub-ledger to the General Ledger.
• Troubleshooting tool to help you identify the discrepancies.
• This tool does not correct the transactions.
• PM Historical Aged Trial Balance does not reconcile to GL Trial Balance Report
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2014 Dynamics User Conference
Why PM HATB and GL TB do not reconcile
• Date range on Detail General Leger Trial Balance is not the same as PM HATB.
• Adjustments made directly to general ledger which does not update the HATB.
• Not all General Ledger batches were posted.
• If posting interruptions have occurred, batches may not have been posted correctly to General Ledger or to Payables Management.
• Using the PAY distribution type and GL Account is not Accounts Payable (make sure you incorporate the account in the reconcile to PM to GL tool.
• Many more reasons…
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2014 Dynamics User Conference
Reconcile to GL Window
Use the Reconcile to GL window to generate a Microsoft Excel spreadsheet that can help you match transactions in General Ledger with the original transactions in Payables Management.
Navigate to: Financial>Routines>Reconcile to GL
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2014 Dynamics User Conference
Matching Criteria
PM
• Voucher Number
• TRX Source
• Posting Date
• On Account Amount
GL
• Originating Control Number
• Originating TRX Source
• Transaction Date
• Debit Amount or Credit Amount
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2014 Dynamics User Conference
Reconciled PM to GL Excel
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2014 Dynamics User Conference
Unreconciled PM to GL Excel
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2014 Dynamics User Conference
DEMO
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2014 Dynamics User Conference2014 Dynamics User Conference
Use TaxTrack your use tax liability in Microsoft Dynamics GP
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2014 Dynamics User Conference
Use Tax
Charge imposed on the use or possession of personal property.
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2014 Dynamics User Conference
Overview of Use Tax Setup
1• Company Setup
2• Create Tax Detail
3• Create Tax Schedule
4• Vendor Maintenance
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2014 Dynamics User Conference
Use Tax – Company Setup
You’ll be able to
assign reverse
charge tax details to
transactions in
Payables
Management,
Reverse charge tax
information also will
be printed on tax
reports.
Navigate to: Administration>Setup>Company>Options
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2014 Dynamics User Conference
Use Tax – Create the Tax Detail
Navigate to: Administration>Setup>Company>Tax Details
Use Tax Expense – Enter ID, Type, Account, Description and positive % for debit side.
Use Tax Liability– Enter ID, Type, Account, Description and negative % for credit side.
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2014 Dynamics User Conference
Use Tax – Tax Schedule
Create Tax
Schedule ID and
insert USE TAX
ID’s. If this step is
missed the USE
Tax will not
automatically
populate in the
distribution of the
payables
transaction.
Navigate to: Administration>Setup>Company>Tax Schedules
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2014 Dynamics User Conference
Use Tax – Vendor Maintenance
Notice Shipping
Method and Tax
Schedule ID is USE
TAX.
Navigate to: Purchasing>Cards>Vendor
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2014 Dynamics User Conference
Use Tax – Enter Payables Transaction
Notice Shipping
Method and Tax
Schedule ID is USE
TAX.
Navigate to: Purchasing>Transactions>Transaction Entry
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2014 Dynamics User Conference
Use Tax - Distribution
The vendor records
show the true
purchase amount
and the general
ledger captures the
tax liability.
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2014 Dynamics User Conference
Use Tax – Company Detail Tax Reports
This report indicates
the use tax liability
owed to taxing
authority.
Navigate to: Administration>Reports>Taxes>Tax Transactions Report
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2014 Dynamics User Conference
Use Tax – Tax Liability Payment Transaction
When paying the taxing authority enter payable transaction and debit the use tax liability account.
Distributions Window
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2014 Dynamics User Conference
DEMO
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2014 Dynamics User Conference
Overview – Part 2 Advance Accounts Payable
Posting Best Practices
Vendor Classes Best Practices
Advanced PO Payments
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2014 Dynamics User Conference2014 Dynamics User Conference
Best Practices - Payables Posting
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2014 Dynamics User Conference
Best Practices - Payables Posting
Use the Posting
Setup window to
specify posting
options.
Series =
Purchasing
Multiple Origins
**Be very careful with this window**Origin = All will OVERRIDE ALL current settings
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2014 Dynamics User Conference
Best Practices - Payables Posting
--Post To AND
Through G/L
(applicable only
for batches)
--Do not allow
transaction
posting
--Posting Date
from Batch
--Unmark
reports not
used.
Each Origin has unique posting reports
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2014 Dynamics User Conference2014 Dynamics User Conference
Best Practices – Vendor Classes
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2014 Dynamics User Conference
Best Practices – Vendor Classes
Vendor Class Setup
(Purchasing>Setup>
Vendor Classes)
Key Fields:
Payment Terms
Shipping Method
Tax Type
Purchases Account
Mark the Default box for the most common Class
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2014 Dynamics User Conference
Best Practices – Vendor Classes
Use the Vendor
Class Accounts
Setup window to
provide default
G/L accounts.
This can be a
big time-saver
when creating
vendors and
entering
transactions!
Only applicable accounts need to be populated.
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2014 Dynamics User Conference
Best Practices – Vendor Classes
Basic
Recommended
Vendor Classes:
1099
EMPLOYEE
DEFAULT
ZCRED CARD
Any vendors
that:
--Have same
accounts
--Are grouped on
reports
--Have separate
check runs
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2014 Dynamics User Conference
Best Practices – Vendor Classes
When a vendor is
created on the
Vendor
Maintenance
window, assign
the appropriate
class.
***Consider
modifying the
Vendor
Maintenance
window to make
Class required
field.
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2014 Dynamics User Conference2014 Dynamics User Conference
Purchase Order Prepayments
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2014 Dynamics User Conference
PO Prepayments
Mark the box to
Allow
Mark the box to
Create manual
Prepayments if
NON-Check
payments will be
made.
Enter a password
to prevent
accidental
manual
payments.
Enter a Prepaid
Expense account.
Use the POP Setup window to enable PO Prepayments
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2014 Dynamics User Conference
PO Prepayments
On the PO Entry
window, enter the
prepayment
amount on the
PO.
A not equal sign
will be displayed.
For manual
(non-check)
prepayments,
click on the blue
arrow/expansion
button.
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2014 Dynamics User Conference
Payables Prepayments
Mark the
selection for
Manual Payment
and complete the
payment fields.
NOTE: Enter a
unique number,
such as a
confirmation
number, in the
Check Number
Field
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2014 Dynamics User Conference
PO Prepayments
After the PO is
saved, a
MANUAL
payment has
been POSTED.
(Not for check
prepayments)
The Prepayment
field is then
grayed-out
Use the POP Setup window to enable PO Prepayments
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2014 Dynamics User Conference
Payables Prepayments
For CHECK
prepayments,
create a check
batch and mark
the box for
Purchasing
Prepayment.
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2014 Dynamics User Conference
Payables Prepayments
On the Edit
Payables Check
Batch window, all
PO’s with check
prepayments that
have not been
processed will be
displayed.
Mark the box(es)
of the desired
prepayments and
proceed following
normal check
processing
procedures.
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2014 Dynamics User Conference
Payables Prepayments
On the Edit
Payables Check
Batch window, all
PO’s with check
prepayments that
have not been
processed will be
displayed.
Mark the box(es)
of the desired
prepayments and
proceed following
normal check
processing
procedures.
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2014 Dynamics User Conference
DEMO
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2014 Dynamics User Conference2014 Dynamics User Conference
Thank You!
Linda Herron, San Jose Office
Judy Clarke, San Francisco Office