MANAGING THE ACCOUNTS PAYABLE PROCESS - Iniciodemo.revertis.com/sitios/Documentos/Documentos/Demo... · 3 Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process

MICROSOFT DYNAMICS® AX 2012 R2:

MANAGING THE ACCOUNTS

PAYABLE PROCESS

December 2012

Version 1.0.0

2

Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process

3


Contents

Introduction ........................................................................................................................................ 4

Audience .............................................................................................................................................. 4

Scenario ................................................................................................................................................ 5

Problems this Demo Addresses .................................................................................................. 5

DEMO PRESET CONFIGURATION: ............................................................................................. 5

Demo - Managing the Accounts payable Process .............................................................. 5

Introduction ........................................................................................................................................ 6

Demo 1: Improve Vendor invoice processing ....................................................................... 6

Demo 1.1: Non-PO invoice Entry ............................................................................................... 6

Demo 1.2: Invoice Totals Matching ........................................................................................... 8

Demo 2: Payment processes ..................................................................................................... 12

Conclusion ........................................................................................................................................ 17

Disclaimer ......................................................................................................................................... 17

4


INTRODUCTION

This document examines the new accounts payable features included in Microsoft Dynamics AX 2012. The

primary objective of this demo script is to provide the user with an overview of the new vendor invoice features

and demonstrate how users can improve payment processes.

This document and its included script:

Demonstrate improvements in the vendor invoice process including the ability to enter non-purchase order

related information and view/edit accounting distributions.

Demonstrate the invoice totals matching capabilities.

Demonstrate enhancements in the payment process, including multiple remit-to address functionality.

AUDIENCE

The script in this document should be used to demonstrate the value of Microsoft Dynamics AX 2012 to a

business decision maker (BDM). The executives that you present to will find value in this script if they are

challenged with:

Inability to add expenses that aren’t related to a purchase order to invoice documents.

Effectively managing the payment process, including the ability to capture multiple remit-to addresses.

This script targets the CEO, CFO, Marketing Executive, and Purchasing or Accounts Payable Manager who are

challenged with feedback from employees that the existing systems are too manual and take too much training.

Many manual processes result in delays in processing invoices and making timely payments. It also targets the

CEO or Accounting Executives who are challenged with implementing a flexible new enterprise resource planning

(ERP) system.

5


SCENARIO

This script provides an overview of the following capabilities that help manage and streamline the accounts

payable process introduced in Microsoft Dynamics® AX 2012:

Improve invoice processing

o Ability to create invoice lines that are not related to purchase order lines, for things such as

installation services.

o Flexible invoice matching options.

Streamline the payment process

o Multiple vendor remit-to address functionality.

PROBLEMS THIS DEMO ADDRESSES

This script focuses on solving issues around time consuming invoice entry by providing accounts payable clerks

with one centralized location to enter both invoices related to purchases order and those not related to purchase

orders. Additionally, issues around having to manually split up payments across differing remit-to addresses has

been addressed by providing the ability to set up multiple remit-to addresses per vendor.

DEMO PRESET CONFIGURATION:

This script was written to work with the Microsoft Dynamics AX 2012 R2 RTM Virtual Machine (VM), released in

December 2012. Make sure that the VM is up and running and that you have logged on. The script addresses key

pain points and challenges that different roles might face. However the demo can be completed as the system

administrator.

* Domain: CONTOSO

* User: Administrator

* Password: pass@word1

DEMO - MANAGING THE ACCOUNTS PAYABLE PROCESS

This demo introduces new capabilities that help you manage the accounts payable process in Microsoft Dynamics

AX 2012. The objective is to highlight some key enhancements and not to provide a full overview of all capabilities

in the new financial tools that are available to users in Microsoft Dynamics AX 2012.

6


INTRODUCTION

Microsoft Dynamics AX 2012 introduces new accounts payable features that help streamline collaboration. The

following provides a list of demonstrations that will covered in this script:

Create a vendor invoice line that doesn’t reference a purchase order.

Set up invoice totals matching.

Set up multiple remit-to addresses and assign to vendors and invoices.

DEMO 1: IMPROVE VENDOR INVOICE PROCESSING

Scenario and background

In Microsoft Dynamics AX 2012, several features have been added to improve the invoicing processes.

Enhancements to the vendor invoice allow users to add lines that are not related to purchase orders;

subledger distribution is supported, thus providing the users the flexibility to distribute expenses

across multiple ledger accounts.

DEMO 1.1: NON-PO INVOICE ENTRY

USMF has a purchasing policy that allows their employees to purchase services without first issuing a

purchase order to the vendor. In this scenario, goods have been ordered, but upon receipt, it is

realized that some assembly assistance is needed from the vendor, at an additional charge of $75.00.

1. Open Accounts payable > Common >

Purchase orders> All purchase orders.

2. On the Action Pane, click New.

7


3. Set Vendor account = US-104.

4. Click OK.

5. On the Purchase orders form, in the lines

grid, enter item number M0003 for a

quantity of 100, with a unit price of

$22.99.

6. Select the Purchase tab, and then click

Confirm action.

You have now successfully created the purchase order. The next step will record the product receipt

of the goods.

7. Select the Receive tab on the Purchase

orders form, click Generate, and then click

Product Receipt to open the Posting

product receipt form.

8. On the Posting Product Receipt form,

enter Product receipt as PR001.

9. Click OK to post the product receipt and

close the form.

You have now successfully recorded the

product receipt of the goods. The next

step is to record the vendor invoice. On

this vendor invoice, you have been

invoiced for the goods on the purchase

order and the additional charge of

$75.00 for the assembly assistance.

10. On the Purchase orders form, select the

Invoice tab, and click Generate, and then

click Invoice. This will open the Vendor

invoices form.

11. Set Number as INV0001.

8


12. Above the Lines grid, select Add line to

create a new line.

13. Set the Item number to S0001. The

quantity is 1 and the unit price is 75.00.

14. On the Action Pane, click Distribute

amounts.

15. Explain that April could distribute the

amount across multiple financial

dimensions by using the distribute

amounts functionality.

16. Click Close.

17. On the Action Pane, click Post, and then

click Post.

18. Close the purchase orders form.

You have successfully recorded the

vendor invoice. It contains one line item

that is related to a purchase order and a

second line that is not related to a

purchase order.

DEMO 1.2: INVOICE TOTALS MATCHING

In Microsoft Dynamics AX 2009, you had the ability to compare the unit price of the purchase order

and invoice. Another type of invoice matching is invoice totals matching. With this type of matching,

invoice totals on a purchase order invoice are compared with the expected totals, based on the

purchase order information. If the variance exceeds the tolerance percentage for invoice totals

matching, a matching discrepancy icon is shown. Totals are compared for balance, total discount,

miscellaneous charges, sales tax, and invoice amount. Invoice totals matching tolerances can be set

9


up per company or for individual vendors.

This type of matching is handy for companies that don’t want to track granular three-way matching

variations per line, but want to have some type of matching policies enforced in their company.

1. Log in as April, the Accounts Payable

Clerk. (In this scenario log on as the

Administrator.)

2. Navigate to Accounts Payable > Area

page > Setup > Accounts payable

parameters.

3. Select Invoice validation on the left hand

side of the form.

4. Check Use invoice totals matching.

5. Set Invoice totals tolerance percentage

to 2.00.

6. Close the Accounts payable parameters

form.

7. Navigate to Accounts payable >

Common > Purchase orders > All

purchase orders.


10


9. Set Vendor account to US-104.

10. Click OK.

11. On the Purchase orders form, in the lines

grid, enter item number M0003 for a

quantity of 100, with a unit price of

$22.99.

12. Select the Purchase tab, and then click

Confirm.

You have now successfully created the purchase order. The next step will record the product receipt

and vendor invoice. When the paper copy of the vendor invoice arrives, it contains an additional

miscellaneous charge for $250.00

13. Select the Receive tab on the Purchase

orders form, select Generate, and then

click Product Receipt to open the Posting

product receipt form.

14. On the Posting Product Receipt form,

enter Product receipt as PR002.

15. Click OK to post the product receipt and

close the form.

16. On the Purchase orders form, select the

Invoice tab, select the Generate, and then

click Invoice. This will open the Vendor

invoices form.

17. Set Number to INV0002.

11


18. In the Action Pane, select the Financials

tab and then click Maintain charges to

create a new miscellaneous charge.

19. Set the Charge code to Freight. Set the

Charges value to 250.00.

20. Close the Charges transactions form.

21. Click the Review tab, and then click

Matching details on the Action Pane to

view the total variance values.

22. Explain that the invoice amount is outside

of the tolerance, due to the additional

miscellaneous charge expense.

12


23. Click the ellipsis next to the Invoice

amount to view the total variance values.

Here you can see that the Charges is what is

causing the matching discrepancy.

24. Close the form.

25. Close the Matching details form.

26. Explain that you will be able to post with the

matching discrepancy, because the system is

set up to do so. Explain that conversely, you

can set up the system to require an approval in

order to post an invoice with matching

discrepancies.

27. Post and close all forms.

DEMO 2: PAYMENT PROCESSES

The vendor US-104, Fabrikam Supplier, has multiple payment processing centers. April received

invoices that must be remitted to multiple locations. In this exercise, you will set up multiple vendor

remit-to addresses, create vendor invoices using those addresses, and remit payments to the

addresses.

13


1. Open Accounts Payable > Common >

Vendors > All vendors.

2. Select vendor US-104 on the Action Pane,

and then click Edit.

3. In the vendors form, expand the Addresses

section.

4. Choose the Add button to create a new

address.

5. In the New address form, set the Name or

description field to Remit to address 1.

6. In the purpose field, clear Business, check

Remit-to, and then click OK.

7. Set Country/region to USA.

8. Set ZIP/Postal code to 58103.

9. Set Street to First Street.

10. Click OK to save the new address.

11. Choose the Add button to create a second

new address.

12. Set the Name or description field to

Remit to address 2.

13. In the Purpose field, clear Business, check

Remit-to, and then click OK.

14. Set ZIP/Postal code to 58103.

15. Set Street to Second avenue.

16. Click OK to save the new address.

17. Close the Vendors form.

14


18. Select the Accounts payable menu in the

menu bar.

19. Select Common, click Vendor invoices,

and then click Pending vendor invoices.

20. On the Action Pane, click New, and then

click Invoice.

21. Set the invoice account to US-104.

22. Set Number to REMIT01.


create a new line.



25. Select the Header view from the Action

Pane.

26. In the Header view, expand the Address

tab and validate that the Remittance

location is set to Remit to address 1.

27. Select Post, and then on the Action Pane,

click Post.

28. On the Action Pane of the Pending vendor

invoices form, click New, and then click

Invoice.

29. Set the invoice account to US-104.

30. Set Number to REMIT02.


create a new line.



33. On the Action Pane, select the Header

view.

34. In the Header view, expand the Address

tab and set the Remittance location to

Remit to address 2, and then tab out of

the field.

15


35. Select Post, and then on the Action Pane,

click Post to post the vendor invoice.

36. Navigate to Accounts Payable > Area

Page > Journals > Payments > Payment

Journal.


38. In the Name lookup, select VendPay.

39. On the Action Pane, select Lines.

40. On the Action Pane, click Payment

Proposal, and then click Create Payment

Proposal. This will open the Vendor

Payment Proposal form.

41. On the Vendor Payment Proposal form,

set Proposal Type to Due date and cash

discount and ensure that the payment date

fields are blank.

42. Click Select.

43. For Vendor Account, set Criteria to US-

104, and then click OK to close the form.

44. Click OK to close the form to generate the

payment proposal.

45. On the Vendor Payment Proposal form,

explain that the system has suggested five

payments based on both the existing data

and the REMIT01 and REMIT02 invoices you

previously posted.

46. Select the last record in the lower grid,

which should be for invoice number

REMIT02. To see the Remit-to addresses,

click the Remittance tab for each of the

records in the lower grid. Notice that

REMIT01 and REMIT02 will be paid separate

checks, based on their differing remit-to

16


addresses.

47. On the Action Pane, click Transfer.

48. Click OK on the dialog to confirm the

transfer.

49. Click Functions, and then click Generate

payments.

50. Click Functions, and then click Generate

payments.

51. Ensure Method of payment is set to

CHECK

52. Ensure Bank account is set to USMF

OPER.

53. Click OK, and print the checks.

54. After the checks have printed, click Post,

and then click Post.

55. Close all forms.

End of Script

17


CONCLUSION

This demonstration has taken you through three major capabilities to:

Streamline the vendor invoicing process

o Ability to create non-PO related invoice lines.

o Invoice matching capabilities.

Streamline the payment process

o Multiple remit-to address capabilities.

o Payment proposal for payment generation.

Disclaimer © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista, Microsoft Dynamics and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. Other names and brands may be claimed as the property of others.

The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation

Sample code included in this presentation is made available AS IS.THE ENTIRE RISK OF THE USE OR THE RESULTS FROM THE USE OF THIS CODE REMAINS WITH THE USER.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. NO LICENSE, EXPRESS OR IMPLIED, BY ESTOPPEL OR OTHERWISE, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED BY THIS PRESENTATION. Microsoft products are not intended for use in medical, lifesaving, or life sustaining applications.

Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make business decisions with greater confidence. Microsoft Dynamics works like and with familiar Microsoft software, automating and streamlining financial, customer relationship and supply chain processes in a way that helps you drive business success.

U.S. and Canada Toll Free 1-888-477-7989

Worldwide +1-701-281-6500

www.microsoft.com/dynamics

http://www.microsoft.com/dynamics

Documents

MANAGING THE ACCOUNTS PAYABLE PROCESS - Iniciodemo.revertis.com/sitios/Documentos/Documentos/Demo... · 3 Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process