NOVEMBER 20, 2019
BALTIMORE
LOCAL USER GROUP MEETING
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INTRODUCTIONS
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Name
•
Company & Role
•
Microsoft Dynamics GP Version
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Did you attend a UG conference or event this past year?
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TODAY’S
AGENDA
Lunch and Networking
Welcome & Introductions
Educational Session: Workflows for Journal
Entries and Vendor Maintenance
Break
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EDUCATIONAL SESSION
WORKFLOWS
PURPOSE:
➢
Creates greater efficiencies
➢
Ensure and maintain proper internal controls
➢
Obtain proper approvals for additions and changes
➢
Aids in elimination of errors due to additional reviews
➢
Audit tracking benefits
WORKFLOWS
Vendor Workflows can be used to:
❑
Setup new vendors
❑
Update/Change existing vendor record (i.e. address, name)
❑
Store W-9 forms for 1099 purposes
WORKFLOWS- VENDOR MAINTENANCE
If you have access to the setup in GP these are the steps you would follow:(Tools>Setup>Company>Workflow>Workflow Maintenance)
WORKFLOWS- VENDOR MAINTENANCE (cont.)
Note that the window is showing the Purchasing Series, click Vendor Approval. Click New Workflow, add the title
WORKFLOWS- VENDOR MAINTENANCE (cont.)
Save the workflow; click New Step, add a title and description, uncheck Workflow Calendar. Set Send Message up. Add included document attachments.
WORKFLOWS- VENDOR MAINTENANCE (cont.)
WORKFLOWS- VENDOR MAINTENANCE (cont.)
Go back up to the top level of the workflow, the Type, Vendor Approval, and set up the approvers.
WORKFLOW-VENDORS (Implement)
Cards> Purchasing> Vendor, set up a new vendor with W-9, and other supporting
WORKFLOW-VENDORS- Implement (cont.)
WORKFLOW-VENDORS- Implement (cont.)
Originator pushes the submit button to the approver for review and adds any comments
WORKFLOW-VENDORS- Implement (cont.)
Email goes to the reviewer to allow them to approve or reject the new vendor setup. This also will happen for any vendor edits or ACH banking information for vendors as well.
WORKFLOW-VENDORS- Implement (cont.)
The reviewer can either approve vendor or reject for any corrections in setup. Note the view History button is there for any prior notes to submitter. Once approved workflow is completed.
WORKFLOWS- GL BATCH ENTRIES
Under the Financial Header, create a general ledger batch to start your journal entries
under Transactions, Financial, Batches.
WORKFLOWS- GL BATCH ENTRIES
WORKFLOWS- GL BATCH ENTRIES
WORKFLOWS- GL BATCH ENTRIES
Once you click attach it will open into the document attachment screen for you to put in your backup/support documents. Then click ok in upper left. Then save journal entry
WORKFLOWS- GL BATCH ENTRIES
WORKFLOWS- GL BATCH ENTRIES
Enter the comments about the batch and note to submitter. Then Submit again to close the batch window and for batch to move to approver.
WORKFLOWS- GL BATCH ENTRIES
Check Email. The approver will receive an email notification that a workflow step has been assigned with notes from the submitter.
WORKFLOWS- GL BATCH ENTRIES
WORKFLOWS- GL BATCH ENTRIES
Once the approver clicks either approve or reject they can put in comments that will appear in View History records for this entry. If rejected the submitter can make the correction based on approvers notes and then click resubmit.
WORKFLOWS- GL BATCH ENTRIES
Posting produces the General Posting Journal once completed. There is no need to print out as it is stored and completed in GP and if you wanted to look it up it is located within the entry with all the support.
WORKFLOWS- GL BATCH ENTRIES
Tips from Summit
MEMBER/CUSTOMER
SHOWCASE
MEMBER SHOWCASE
• Who We Are and What We Do • What Modules We Use
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• Next Date & Time: February 19, 2020 • Location: TBD
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