2014 dynamics-user-conference-adv accounts payable-nor cal

September 25, 2014

10:00 a.m. - 5:00 p.m.

Microsoft Technology Center

MICROSOFT DYNAMICS

CONFERENCE

USER

2014 Dynamics User Conference

Overview – Part 1 Advance Accounts Payable

Void Process

Reconcile PM to GL

Use Tax

2014 Dynamics User Conference2014 Dynamics User Conference

Payables Void ProcessHow to void the right way!


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


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.


Reconcile PM to GLIdentify the variance using this tool!


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


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…


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


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


Reconciled PM to GL Excel


Unreconciled PM to GL Excel


DEMO


Use TaxTrack your use tax liability in Microsoft Dynamics GP


Use Tax

Charge imposed on the use or possession of personal property.


Overview of Use Tax Setup

1• Company Setup

2• Create Tax Detail

3• Create Tax Schedule

4• Vendor Maintenance


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


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.


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


Use Tax – Vendor Maintenance

Notice Shipping

Method and Tax

Schedule ID is USE

TAX.

Navigate to: Purchasing>Cards>Vendor


Use Tax – Enter Payables Transaction

Notice Shipping

Method and Tax

Schedule ID is USE

TAX.

Navigate to: Purchasing>Transactions>Transaction Entry


Use Tax - Distribution

The vendor records

show the true

purchase amount

and the general

ledger captures the

tax liability.


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


Use Tax – Tax Liability Payment Transaction

When paying the taxing authority enter payable transaction and debit the use tax liability account.

Distributions Window


DEMO


Overview – Part 2 Advance Accounts Payable

Posting Best Practices

Vendor Classes Best Practices

Advanced PO Payments


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



--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


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



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.



Basic

Recommended

Vendor Classes:

1099

EMPLOYEE

DEFAULT

ZCRED CARD

Any vendors

that:

--Have same

accounts

--Are grouped on

reports

--Have separate

check runs



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.


Purchase Order Prepayments


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


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.


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


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



For CHECK

prepayments,

create a check

batch and mark

the box for

Purchasing

Prepayment.



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.



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.


DEMO


Thank You!

Linda Herron, San Jose Office

[email protected]

Judy Clarke, San Francisco Office

[email protected]

Business

2014 dynamics-user-conference-adv accounts payable-nor cal