Payables Management II in Microsoft Dynamics GP
9.0
Course 8598: One day;
Instructor-Led
On This Page
Introduction
The one-day Microsoft Dynamic GP Payables
Management II course explores the accounting cycle and the processes
required to enter financial data into the system. As well, this
course shows you how to perform additional functions such as
intercompany transactions, using multidimensional analysis and
year-end closing procedures.
A thorough understanding of these topics allows
you to streamline monthly and year-end closing processes by learning
how to automate routine activities such as reports. You will learn
tips for troubleshooting and maintaining data integrity. This course
also teaches you how to maximize your reporting and analysis
capabilities with inquiries and reports that can be customized to
meet your specific business needs.
Audience
Customers who would like a more in-depth
understanding of the Microsoft Dynamics GP system.
The class is targeted toward data entry clerks,
administrators; office managers, CEO's, and consultants who need to
understand the technical aspects of Microsoft Dynamics GP Payables
Management and gain foundational knowledge of the application
functionality.
At Course Completion
After completing this course, students will be
able to:
| • |
Setup Payables
Management to meet business needs |
| • |
Trace transactions back
to the source document |
| • |
Understand Payables
Management posting flow |
| • |
Create Scheduled
Payments |
| • |
Enter Multidimensional
Analysis information for Payables Management transactions |
| • |
Enter Intercompany
transactions in Payables Management |
| • |
Use advanced check
processing features to increase efficiency |
| • |
Void transactions |
| • |
Edit posted transactions |
| • |
Maintain vendor records |
| • |
Use Inquiries,
SmartList, and Reports to retrieve financial data |
| • |
Complete recommended
period and year end procedures |
| • |
Troubleshoot and resolve
error messages |
Prerequisites
Before attending this course, students must have:
| • |
Financial Series I
course or equivalent working experience with Microsoft
Dynamics GP |
Microsoft Certified Professional Exams
No Microsoft Certified Professional exams are
associated with this course currently.
Course Materials
The student kit includes a comprehensive workbook
and other necessary materials for this class.
Course Outline
Chapter 1: Setup Changes and Review
This chapter focuses on the setup procedures for
the Payables Management module. We examine how to customize the
posting setup and posting accounts to streamline the data entry
process. This chapter focuses on the use of vendor classes and
vendor class accounts to minimize the amount of information that has
to be entered when setting up your vendors.
Main Topics
| • |
Posting Setup |
| • |
Posting Account Setup |
| • |
Payables Management
Setup |
| • |
Payables Setup Options |
| • |
Vendor Class Setup |
| • |
Vendor Class Accounts
Setup |
Lab: Test Posting Settings
| • |
Modify existing Posting
Setup |
| • |
Enter and post
transaction batch |
Lab: Posting to a Closed Period
| • |
Verify Financial Series
is closed |
| • |
Modify Posting Setup |
| • |
Enter and post vendor
invoice |
| • |
Verify posting updated
Payables Management and General Ledger |
Lab: Setup Changes
| • |
Modify Payables
Management Setup selections |
Lab: Vendor Class Setup Changes
| • |
Modify Vendor Class
selections |
After completing this chapter, students should be
able to:
| • |
Modify posting settings
for Payables Management |
| • |
Enter default posting
accounts |
| • |
Modify Payables
Management Setup selections |
| • |
Create and modify Vendor
Classes |
| • |
Enter Vendor Class
Accounts |
Chapter 2: Transaction Flow
This chapter focuses on how data flows from the
Work to Open to History tables as transactions are posted. This
chapter focuses on the tables that are updated as data is processed
for transactions and computer checks in Payables Management. We will
also discuss the integration of all modules in the Microsoft
Dynamics GP system.
Main Topics
| • |
Integration |
| • |
Payables Management
Document Status |
| • |
Payables Management
Transaction Entry Flow |
| • |
Payables Management
Computer Checks Transaction Flow |
| • |
Tracing Transactions |
Lab: Tracing Transactions
| • |
Modify posting settings |
| • |
Create new vendor record |
| • |
Enter and post
transaction |
| • |
Perform the inquiry |
| • |
Print the report to the
screen |
After completing this chapter, students should be
able to:
| • |
Understand how data
flows from Work to Open to History tables |
| • |
Trace transactions using
Zooms |
Chapter 3: Advanced Functionality
In this chapter we discuss the advanced
functionality that is available in Payables Management.
Multidimensional Analysis provides increased reporting and analysis
capabilities without expanding your chart of accounts. Another focus
of this section is Intercompany processing which allows transactions
to be posted in one company and affect other companies in the
organization. Finally, processing manual and computer checks, along
with "Zero-dollar" checks is discussed in detail in this chapter.
Main Topics
| • |
Scheduled Payments |
| • |
Multidimensional
Analysis |
| • |
Intercompany Processing |
| • |
Define Intercompany
Relationships |
| • |
Enter Payables
Management Intercompany Transactions |
| • |
Post Intercompany
Transactions in Destination Companies |
| • |
Processing Computer
Check Prepayments |
| • |
Enter Manual Payments |
| • |
"Zero-dollar" checks |
| • |
Adding Checks to an
existing Computer Check batch |
Lab: Scheduled Payments
| • |
Create a payment
schedule for an invoice |
| • |
Post all invoices for
the schedule |
| • |
Print an Aged Trial
Balance report |
Lab: Multidimensional Analysis
| • |
Enter vendor invoice |
| • |
Use analysis code to
allocate the invoice amount |
| • |
Print posting journals |
Lab: Intercompany Transactions
| • |
Enter and post an
intercompany transaction |
| • |
Post transaction in
destination company |
Lab: Computer Checks
| • |
Create a computer check
batch |
| • |
Manually add payments to
existing batch |
| • |
Remove vendor from check
batch |
| • |
Print and reprint checks |
| • |
Void checks |
| • |
Post checks |
Lab: Manual Payments
| • |
Enter and post payment
for vendor invoice |
Lab: Prepayments
| • |
Create payables check
batch |
| • |
Create the prepayment |
| • |
Print and post
prepayment |
Lab: "Zero-dollar" checks
| • |
Create check batch |
| • |
Print checks |
| • |
Process the check batch |
| • |
Print the remittance
form |
| • |
Print and post checks |
Lab: Add to Batch
| • |
Select computer check
batch |
| • |
Add additional vendor to
existing batch |
| • |
Print transaction edit
list |
After completing this chapter, students should be
able to:
| • |
Enter and post Scheduled
Payments |
| • |
Use Multidimensional
Analysis information for payables transactions |
| • |
Enter Intercompany
payables transactions |
| • |
Add transactions to
existing computer check batches |
| • |
Enter "Zero dollar"
checks |
| • |
Enter Prepayments |
Chapter 4: Maintaining Records
This chapter examines the functionality available
to maintain your Payables Management records. There is also a
section that focuses on correcting posted entries as well as
changing and deleting records. Time is also spent discussing how to
remove Payables Management history and the types of history
information stored in the system.
Main Topics
| • |
Editing Transaction
Information |
| • |
Void Open Payables
Transactions |
| • |
Void Historical
Transactions |
| • |
Voiding Posted Payment
Schedules |
| • |
Voiding Intercompany
Transactions in Payables Management |
| • |
Change and Delete
Vendors |
| • |
Remove History |
| • |
Reconcile |
Lab: Editing Transaction Information
| • |
Edit Payment Terms
information for vendor invoice |
| • |
Edit Due Date
information for vendor invoice |
Lab: Void an Open Transaction
| • |
Void vendor invoice |
| • |
Verify invoice has been
voided |
Lab: Void a Historical Transaction
| • |
Void vendor invoice |
| • |
Verify invoice has been
voided |
Lab: Delete a Vendor
After completing this chapter, students should be
able to:
| • |
Correct posted entries |
| • |
Void Open and Historical
transactions |
| • |
Void Posted Payment
Schedules |
| • |
Void Intercompany
transactions in Payables Management |
| • |
Change and delete
Vendors |
| • |
Remove Payables
Management history |
| • |
Run the Reconcile
utility |
Chapter 5: Inquiry and SmartList
This chapter focuses on the multiple methods for
quick and easy information retrieval. The Inquiry and SmartList
functions provide numerous ways to instantly view relevant summary
and detail information about account activity and transactions.
We'll also look at exporting SmartList queries to Microsoft Excel or
to Microsoft Word.
Main Topics
Lab: Tracing Transactions
| • |
Use Trx by Vendor
Inquiry window |
| • |
Drill down to source
document |
Lab: SmartList
| • |
Create SmartList query |
| • |
Export query to Excel |
| • |
Print Payables Summary
Aged Trial Balance report |
After completing this chapter, students should be
able to:
| • |
Perform Summary and
Detailed inquiries for current and historical accounts |
| • |
Use SmartList to perform
queries on Payables Management data |
| • |
Use SmartList to export
data to Microsoft Excel |
Chapter 6: Reports
This chapter focuses on how to create report
options which may be grouped together to print multiple reports
within a series or combined to print reports containing data from
multiple series to maximize reporting capabilities for your
financial data. Reports can be very useful in locating discrepancies
that need to be corrected. Time is spent discussing how to utilize
the trial balance reports to analyze Payables Management data.
Main Topics
| • |
Creating Report Options |
| • |
Creating and Printing
Report Groups |
| • |
Analyzing Payables
Reports |
Lab: Aged Trial Balance with Options
| • |
Print the Payables
Summary Aged Trial Balance with Options report |
Lab: Report Groups
| • |
Set up report option |
| • |
Create a report group |
After completing this chapter, students should be
able to:
| • |
Create and modify report
options |
| • |
Create and print report
groups |
| • |
Print Trial Balance
Reports |
Chapter 7: Period-End Procedures
This chapter examines the process of closing an
accounting period for Payables Management. The steps necessary to
complete each phase of the closing process are discussed in detail.
We look at the reports that should be printed before performing the
closing process and the steps to reconcile to General Ledger. Time
is spent examining what actually takes place during the closing
process and how to close the fiscal period to prevent additional
transactions from being posted to a period.
Main Topics
| • |
Period-end Closing
Checklist |
| • |
Reconcile Payables
Management to General Ledger |
| • |
Close Fiscal Period |
Lab: Period Closing
| • |
Perform the month end
procedures |
| • |
Reconcile Payables
Management to General Ledger |
After completing this chapter, students should be
able to:
| • |
Complete the processes
that are performed at the end of an accounting period |
| • |
Printing period-end
reports |
| • |
Perform account
reconciliation |
| • |
Close fiscal periods |
Chapter 8: Year-End Procedures
This chapter examines the process of closing the
year. The steps necessary to complete each phase of the closing
process are discussed in detail. Time is spent examining 1099
reports, how to reconcile the amounts and print the statements.
Steps are provided for closing the calendar and fiscal year in
Payables Management and the Sales Tax Periods for the year.
Main Topics
| • |
Calendar Year-End
Closing Checklist |
| • |
Reconcile 1099 Vendor
Amounts |
| • |
Print 1099 |
| • |
Fiscal Year-end Closing
Checklist |
| • |
Close Fiscal Periods |
| • |
Tax Year End Close |
| • |
Payables Management
Year-End Common Questions and Answers |
Lab: Year-end Closing
| • |
Post all transactions
for the period |
| • |
Perform calendar
year-end closing procedure |
| • |
Reconcile and print 1099
statements |
| • |
Perform fiscal year-end
closing procedure |
| • |
Close the sales tax
periods for the year |
After completing this chapter, students should be
able to:
| • |
Reconcile 1099 amounts |
| • |
Print 1099 statements |
| • |
Perform calendar and
fiscal year-end closing procedures |
| • |
Close the sales tax
periods |
Chapter 9: Tips and Troubleshooting
This chapter focuses on techniques available for
troubleshooting problems that may arise during posting or year-end
processing. We look at the Batch Recovery process for releasing
"stuck" batches and how to recreate the PM Key Master file. A
section of commonly asked questions about Payables Management
transactions is included in this section.
Main Topics
| • |
Batch Recovery |
| • |
Posting Interruptions |
| • |
Interruptions to the
check printing process |
| • |
Understanding Error
Messages |
| • |
Payables Management
Commonly Asked Questions |
Lab: Releasing a Payables Batch stuck in
posting status
| • |
Verify batch status |
| • |
Run SQL query in Query
Analyzer |
| • |
Verify batch
transactions |
| • |
Post the batch |
Lab: Recreating the PM Key Master File
| • |
Run SQL statement |
| • |
Perform Check Links
process |
| • |
Print error log |
Lab: Distribution Errors
| • |
Enter vendor invoice |
| • |
Modify distributions |
| • |
Troubleshoot warning
message |
| • |
Post transaction |
After completing this chapter, students should be
able to:
| • |
Recover a batch that has
become "stuck" in the system |
| • |
Understand error
messages |
| • |
Rebuild the PM Key
Master file |
| • |
Use troubleshooting tips
and techniques |
Chapter 10: Conclusion
In this chapter we discuss the key points that
have been covered throughout this course.
Main Topics
| • |
How to trace
transactions |
| • |
How to create Scheduled
Payments |
| • |
How to enter
Multidimensional Analysis information through Payables
Management transactions |
| • |
How to enter
Intercompany transactions through Payables Management |
| • |
How to use Advanced
Check Processing features |
| • |
How to void transactions |
| • |
Ho to edit posted
transactions |
| • |
How to query data using
Inquiry, Reports, and SmartList |
Appendix A: Smart Tags
This section contains information on Smart Tags or
links between Microsoft Office documents and data in Microsoft
Dynamics GP. The items that may be recognized and "tagged" in
Microsoft Office XP are discussed in the section. The focus of this
section is to highlight the benefits of Smart Tags and how you can
use them in your business.
Main Topics
| • |
How Smart Tags work |
| • |
Smart Tag Benefits |
After completing this chapter, students should be
able to:
| • |
Understand how Smart
Tags work |
| • |
Recognize the ways Smart
Tags can make your business more productive |
Appendix B: Professional Service Tools Library
This chapter contains information on the
Professional Services Tools Library and how it can provide help for
users to consolidate and change critical data ( quickly and
accurately. Users can purchase tool individually, select any three
tools or purchase the entire library.
Main Topics
| • |
Financial Series Tools |
| • |
Purchase Series Tools |
| • |
Sales Series Tools |
| • |
Payroll Series Tools |
| • |
Inventory Tools |
| • |
System tools |
| • |
Tools Available
Separately |
| • |
Related Service
Offerings |
After completing this chapter, students should be
able to:
| • |
Understand the tools
that are available in the Professional Service Tools Library
and how they can be used in your organization |
