12:15 – 12:25 Smart Tags 12:25 – 12:40 GP10 Feature Pack 12:40 – 12:55 Workflow Lunch & Learn June 2008 12:55 – 1:05 Reconcile to GL 1:05 – 1:15 Questions & Answers Kevin Evans, Director Tim Chase, Senior Consultant Chris Isbell, Consultant Susan Basye, Senior Consultant Martin & Associates There are seven Microsoft Dynamics GP smart tags. The following table lists the smart tag and the types of data recognized in Microsoft Smart Tags Dynamics GP applications. g Smart Tag g What is recognized Account Account numbers and account descriptions Checkbook Checkbook descriptions Customer Customer Names Employee Employee names Item (Inventory) Item numbers and Susan Basye descriptions Salesperson Salesperson names Vendor Vendor Names https://mbs.microsoft.com/customersourceapp/searc Letter Writing Assistant within h.aspx?qu=Smart+Tags Microsoft Dynamics GP You will need your Microsoft Customersource login. Reports – Letter Writing Assistant If you do not have one please contact your account manager for details. You can use and existing Microsoft template or Choose the type of letter you wish to send. create a custom one using Microsoft Word. Choose the type of letter you wish to send. Choose the vendors you would like to send letters to Modify the vendor list Chris Isbell Service Pack 2 Included with GP 10 Office Excel Report Builder (requires Creates Office Data Connections (ODC) Smartlist Builder) Historical Inventory Trial Balance report Always view current GP data Support for Windows Server 2008 and SQL , p For use with Excel 2007, or previous versions Server 2008 with Office Compatibility Pack More robust integration to PerformancePoint Can use predefined spreadsheets, or create Server new ones using ODCs Rapid Tools (Installation, Quickbooks Migration, Configuration Included with GP 10 GP 10 Lists Leverage SQL Server 2005 Reporting Services Select one or more records and perform Drilldown actions on them Subreports p Customizable per user Graphs and charts Custom lists are sharable 75 Pre-loaded reports Easily create your own reports Access GP information through web interface Participate in business processes Role-based desktop q y p Ad-hoc query capabilities Integrated web-based applications Dashboards Requires Sharepoint server Action Panes Excel Reports Business Portal Session objectives Learn more about how Dynamics GP leverages the workflow provided in Microsoft Office SharePoint Services, including submitting documents, acting on tasks, receiving notifications, and Workflow configuring a workflow Kevin Evans Workflow Six out of the box workflows The routing of a document or batch to one or more individuals for approval Submit documents for approval Approval Path View tasks and notifications in Microsoft Dynamics The predefined sequence of users in which the document will be GP, Outlook, and SharePoint routed to for approval. Each increment in the path is called a step Take actions on approval tasks from Microsoft Originator GP, Outlook, Dynamics GP Outlook and SharePoint The user who submits the document or batch into workflow Approve, Reject, Delegate or Request Change Approver View workflow history for document The user who approves a document or batch Get workflow related desktop alerts in Microsoft Task Dynamics GP An alert informing the user of an action that must be performed Use multi-select list to take actions on Notification multiple documents An alert informing a user of an event in the workflow Example – select multiple purchase orders pending approvers and approve all at once GL Reconcile Tim Chase We are going to briefly discuss why the The Historical Aged Trial Balance report is printed with restrictions. accounts payable account balance or the accounts receivables account balance in Print the Historical Aged Trial Balance report again with only a date restriction. General Ledger could be different than the total When you print the Historical Aged Trial Balance report, you g amount due on the Historical Aged Trial did not click to select the following check boxes in the Balance report in Microsoft Dynamics GP, and Exclude area: what we can do to find the cause. Unposted Applied Credit Documents Zero Balance Credit Balance No Activity Click to select these check boxes, and then print the Historical Aged Trial Balance report. Not all accounts payable accounts or all accounts receivable The date range on the Detailed Trial Balance report in General Ledger accounts are viewed in General Ledger. Make sure that you does not match the date range on the Historical Aged Trial Balance report in Payables Management or in Receivables Management. When view all accounts payable accounts or all accounts you print the Historical Aged Trial Balance report, click to select the GL receivables accounts in General Ledger. Posting Date check box in the Select Transactions For Report Using area. Batches in Payables Management or in Receivables Management were posted to General Ledger. The batch in Transactions were posted in Payables Management or in Receivables General Ledger was changed or edited before it was posted. Management. However, these transactions were not posted to General Ledger if they were for beginning balances. If the Post To General Ledger check box is not selected in the Posting Setup window for the Purchasing series or for the Sales series, the transactions will be Adjustments to the accounts payable account or to the posted to Payables Management or to Receivables Management. accounts receivable account may have been entered directly However, these transactions will not be posted to General Ledger. in General Ledger. These transactions update the account in General Ledger. However, these transactions do not update the Historical Aged Trial Balance report. The Track Discounts Available in GL check box is selected in the If you want to balance the accounts payable account balance or the accounts Payables Management Setup window or in the Receivables receivables account balance in General Ledger to the Historical Aged Trial Balance report for a certain period, the balances from the Historical Aged Trial Balance report Management Setup window. Then, the net amount of the invoice will must be reconciled to the net change on the Detailed Trial Balance in General Ledger be posted to General Ledger. Additionally, the remaining amount is for the same period. posted to a discounts available account. Only the net amount will appear on the Detailed Trial Balance report in General Ledger. If you want to balance the accounts payable account balance or the accounts However, the invoice displays the gross invoice total on the Historical receivables account balance in General Ledger to the Historical Aged Trial Balance Aged Trial Balance in Payables Management or in Receivables tf d th t i ti report for a day that is not in a certain period, d t t i i h th Payables i d determine whether P bl Management. Management or Receivables Management has ever been balanced. If Payables Management or Receivables Management has never been balanced, the beginning balances may be incorrect. In this situation, balance the most current period first, and • Documents were voided in a different period than they were originally then reconcile the previous months in reverse order. posted. The Detailed Trial Balance report in General Ledger may not match the Historical Aged Trial Balance report. For example, assume If posting interruptions have occurred, batches may not have been posted correctly to an invoice was entered on 1/1/2007. This invoice was voided on General Ledger, to Payables Management, or to Receivables Management. 2/1/2007. A General Ledger Detailed Trial Balance report is printed for 2/1/2007 - 2/28/2007. The voided transaction will appear on the report. Not all General Ledger batches were posted. If a Historical Aged Trial Balance is printed by using the same date range, the voided document will not print on the report because it has been voided. During normal business operations, thousands of Microsoft Dynamics GP 10.0 provides the "Reconcile to GL" procedure transactions can be processed. When working with this which generates a Microsoft Office Excel spreadsheet. volume of transactions, standard processes might be inadvertently changed or unintended entries made and posted. As a result, the payables or receivables balances on You can use this spreadsheet to match transactions in Payables a General Ledger trial balance report might not match the Management and in Receivables Management that were posted to corresponding balance on trial balance reports printed in General Ledger. Payables Management or Receivables Management. Some i ht include the following. specific examples might i l d th f ll i ifi l This process does not generate correcting transactions. However, this A transaction is posted to—but not through—General Ledger process can help you determine the transaction differences that are and is deleted, or the distributions are changed before it’s listed in this section. posted in General Ledger. To open the "Reconcile to GL" window, point to Tools on the Microsoft Use the Reconcile to GL window to generate a Microsoft Dynamics GP menu, point to Routines, point to Financial, and then Excel spreadsheet that can help you match transactions in click Reconcile to GL. General Ledger with the originating transactions in Payables Management and Receivables Management. This spreadsheet can provide information that helps you enter adjusting transactions that reconcile any discrepancies. Transactions are displayed on the spreadsheet using the functional Category currency. To be included in the spreadsheet, transactions must be Sorting criteria posted and exist in either an Open or History table. Transactions also must include distributions to either the Accounts Payable account or Matched Accounts Receivable account, or the Discount Available account in Transactions from Receivables Management or Payables Management are “matched” using the transaction source code, document number, transaction date, and transaction amount. Payables Management or Receivables Management. Potentially matched The reconcile routine can help you analyze transactions in General Transactions are identified as “potentially matching” if some, but not all the information matches. For example, if the source document code for the transaction in Receivables Management or Payables Ledger, but it doesn’t change data automatically, even if unmatched Management matches the code in General Ledger, but the transaction dates or amounts don’t match, transactions are identified. Adjustments are not automatically created the transactions are considered a potential match. Similarly, the transaction dates and amounts might match, but the source document codes can be different. In this case, the transactions are listed in the or posted, nor are transactions marked or identified as being spreadsheet as potentially matched. reconciled within General Ledger, Receivables Management, or Payables Management. For information about entering reversing or Unmatched correcting transactions in General Ledger, refer to Correcting If a transaction exists in General Ledger, but not Receivables Management or Payables transactions. Management—or vice versa—the transaction is considered “unmatched.” For example, a transaction might have been posted in Receivables Management, but not have been posted in General Ledger. Transactions in Work tables aren’t included in the reconcile process.
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