Purchase Order Processing in Dynamics GP

http://www.rosebizinc.com This video shows how to enter purchase orders, enter purchase receipts, and enter vendor's invoices and match them to receipts. This helps you control your purchasing process by providing purchase authorization and a 2-way or 3-way matching process for receipts/invoices.

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the purchase order processing module and
dynamics GP allows me to create purchase
orders received against those purchase
orders and then invoice those receipts
let's take a look at how it works to
create a new purchase order i'll
navigate like this I'll go to
transactions purchasing purchase order
entry brings up this screen here and i
can enter my purchase order going to tap
through this number here over the vendor
ID i can look up the vendor or i can
keep it in i'm gonna look it up in this
case and select advanced office systems
except the currency idea of the US
dollar and purchase order processing I
can have as many detail lines i want to
start entering them right here in this
particular grid so let's look up one
item here so the common item i order
quite a bit i'll select that tap through
here and going to put a quantity in
there you can see that automatically
takes the end cost last time i purchased
it from this particular vendor will
select site ID gonna be the warehouse
now this work easily for me because I
had already a relationship between this
particular item and the site the
warehouse i also had a relation set up
between this item and the vendor home
let me add a new item to this pio we'll
see what happens when that relationship
is not set up
I'm gonna look up an item and i happen
to know that this item here is not
already associated with particular
vendor going to select that it brings up
this dialog box here which is saying the
system does not have a relationship
between this particular item and this
vendor i'm going to add that what that
does allow me to add the vendor items
that might be different from my item
also allows me to end of enter a vendor
description if I want to do that and i
can add additional order information
here as well so i'm just going to accept
the defaults there and continue going
look at the unit of measure and i'm
going to change the price here so i
could enter as many lines i wanted to in
this purchase order and one thing you'll
find is that the personal system
dynamics GP is very oriented towards
line let's take a look at that i'm going
to select the line here and click on
this expansion arrow
this brings up the item detail screen in
here have a lot of dates systems
tracking i also have the purchase
general ledger account number of items
already set up to go to this particular
count if I wanted to go to a different
County can merely looked that up and
save it if this was a non inventory item
in other words an item is going to
purchase for my own use
I would select the GL account that i
want that debited to when i receive that
particular item this is all i need to do
to enter a POS want to print that p oh I
can click on the printer icon here now
my next step is to receive that p 0 and
invoice that p oh I've got a couple
options there i can receive the p.o and
invoices at the same time the same
transaction or it can receive it in and
then invoice that at a later time which
means i'm gonna get the vendors invoice
and apply to that receipt and then post
that into my payables let's take a look
at the three-point match first point
being i have an approved p oh that's
right here now what i can do is i go to
these actions button here can receive
those ppl line items and then I could
invoice them do it another way when
access that transaction through the menu
appear i'm going to transactions and i
want to receive that item in first so
we're receiving this transaction entry
I'm gonna tap through here
look up my vendor and then click on the
auto receive will show me all open pios
for this particular vendor here the
times we just entered i'm going to
select these items and i'm going to just
accept eight of these tents i order 10
i'm only going to receive 10
what that's going to do is going to
leave two of these items on the p.o
going to receive that in a little wizard
will fill out the receiving transaction
screen for me i can look at that I
change the qualities i can change
quantities here but I don't accept this
i'm just going to post this receipt when
I post it was like update inventory and
also create an invoice receipt for me so
now let's go back and pretend we get the
vendors invoice you want to enter that
invoice and attach it to the particular
receipt so I'm going to transactions
going to purchasing and enter match
invoices it brings up the screen here
going to tab down to the vendor document
number is the vendors invoice number
required field i'm going to enter that
here tab over to the vendor ID will look
up the vendor ID select the one that I'm
interested in
now i'm going to click on the auto
invoice button up here this will look at
all open receipts i can select from this
then the one the amount that i want to
invoice the items i want to invoice will
select these two here if I wanted only
invoicing only got the invoice 45 of
these eight items i could change that
here going to hit invoice also if I had
a price change i could enter that price
change here let's say got these for
three dollars instead when i do that tab
off that you can see that i'm gonna get
this message here
it's ok it's also going to put an icon
showing that there's a difference
between the p.o and the vendors invoice
when it came in
if I had some additional items here i
could add those again when I post this
what's going to do is going to create an
invoice in accounts payable it's also
going to relieve that receipt for the
mountain voice off that receipt I could
save us into a batch or i could post it
online real-time i'm going to post it
right now
the purchase order processing module and
I am GP allows me to create purchase
orders and I can manage those purchase
orders to always be aware of my
outstanding commitments and I can
receive $PERCENT off those purchase
orders and then turn around and apply
vendors invoices to those receipts