Home

Mover`s Guide - Complete Business Solutions

1. field File Edit Tools View Options Additional Help sa Fabrikam Inc 4 12 2008 E Save Actions g S Imeline ih GIEZHHNENIMEENE STDORD aO a 4 12 2008 a Dement Mo Jag Batch ID Iam Customer i an gt Detauit Site ID WAREHOUSE Rm Custeevie Rowe Customer PO Number ShploAddes al B Comma am Line items by Order Entered 220 tem Number OQ D vom 2 Qty Ordered gt ABS Uni Price Extended Price w i lS mss o Gases H Amount Received l 0013 Se peme Trade Discount 000 gt numm wo Fe Bes Comment 1D an gt x wale Taa um I4 4 gt gt i by Document No Document Status lI Use the Tab key to move into the Document Number field This field should be automatically filled in with the next document number Changing this field may not be allowed depending on settings in the Document Type ID setup Changing the Document Number back to a prior value will cause the system to attempt to open that sales transaction If the number represents an un posted transaction the transaction will be displayed If the number repre sents a posted or historical document the system will display a message that reads This document number already exists Please enter a new document number Document numbers cannot be duplicated in the system and posted historical documents cannot be
2. 120 Gin RN 121 General Wied ge C 122 Posting Setup Batch vs Transaction Processing entente 123 Idontdluie Ren 125 Posting Date Options m M 126 Posting Detail Opinions 53 ii iere tet re AR ECHO ne o IR HT EE OE UE 127 Ita unies c PIESE 128 The ALL Posting SeblpScreenz c ener eritis Spr Lieb rre rede ei tede vers asit st ieasize 130 yop eei 130 hyeme M 131 Vendor 1888 cce avete e ETHER E rc ES ECHO veo E e vetet leaner sievaspettnativea S 135 M nU cH 136 lnvou yc 136 Unit of Measure Schedules enti iieri s etre Ee HERO FH dre deed e 137 TLCS M 137 jl cueEEr S 138 lic E 138 Receivables enii iaren A team Ret ri tive teste E ede 139 Customer Class iri eoe nime utere itenim ariete 142 Sinn 142 Optional Washes ioi iiti terne ee t n vett ele d rede EE He e De UE RPG 142 Other Modules osos u perse d UM DEMM E 144 5 QUICKBOOKS MOVER S GUIDE Z A le O Cc Oo le Z 6 QUICKBOOKS MOVER S GUIDE Introduction Congratula
3. 21 POS UIT Os M 22 Disorder M 23 Th Report Listos ions ee rette ERE Rer ede te i eese de ip pe ES e tec ectetuer 25 My Reports TEM C n 26 Dischi ce 27 Chapter 2 Billing Customers Creating Customers a cererea eesriie merid e Ree rates e eM BE He EINER Ee RENE In date 30 Creating Customer MEC c 33 Creating Items to Sell isse renati See I Hp to eie pre d no parra rect ri 35 The Sales Process In Microsoft Dynamics GP 5 csssisssssssscassssssisusecesasstavstvesectcssssoronsssedectsvadstesvavaaaayensa 37 Entering a Sales Transaction trt eben EE HEX REE ERR EE EE REEF Vete FEE Dres e dene das 38 Entermnp sales Line WSIS 8355505 nee erbe Reiter E ee ORI Ee EEG TNR 41 Lane Hem Entry Icons and Buttons seseina E EEEE ani E FERAE PE EE AARRE EEKEREN 43 Entering Sales Transaction Footer Information iiini E E NR 44 The Document Transfer Process aeterne e detimiietenr 46 Document by Document Transfer st oceeteci eese err rte Eee D ded eere le PEERS YR ANE terre Erde PbeEE 48 TTranster Dy BAG Meersen reete etre eme eee ioter NA ERSS 49 ovili igiene c 49 Other Microsoft Dynamics GP Functions eiecti rfi tii tinet ede sake ea erede epp rea de dueg 58 Chapter 3 Paying Your Bills Create
4. Ele Edit Tools Help sa Fabrikam Inc 4 12 2008 Last Finance Charge Date 4 12 2008 Customers by Customer ID w O A G Fem ACCOD a To WESTSIDEODOT Q Cei OMi O From Fits r Account Type AI Open Item 7 Print Register Balance Forward Finance Charge Includes Balances and Older Minimum _ Cue E Minimum Balance ve Using this window finance charges can be calculated for all customers a selected range of customers all customer class IDs or a range of IDs and for all or a specific account type As well a minimum finance charge amount or minimum balance can be specified When the Process button is clicked the system will examine the selected range of customers and create finance charge transactions The transactions 53 QUICKBOOKS MOVER S GUIDE will be recorded in an un posted Receivables Batch that is named RM FIN CH99999 where 99999 is an incrementing number Once the batch has been created a user can print a batch report review the transactions make any appropriate edits and then post the batch Until the batch is posted the finance charges have not been applied to the customer ac counts Selective transactions in the batch or the entire batch can be deleted if desired Statements In QuickBooks statements are printed for customers by clicking the State ments Icon in the Customers section of the Home Page In Microsoft Dy namics GP by selecting the Sale
5. Le 7 Caes Coen Cico Where did the accounts come from The accounts that default onto the transaction come from one of two places The account numbers stored with the Vendor information or the Posting Account Defaults for the purchasing module defined as part of the Company setup If the defaulted accounts are not appropriate for this transaction just change them on this window Any changes made on this window will impact only this transaction and will not change the accounts that will default onto the next transaction entered for this vendor These changes must be made before the transaction is posted Transactions on hold It may be necessary to place a transaction on hold This prevents the vendor s invoice from being paid Unlike placing a vendor on hold placing a transac tion on hold only stops payments for that one bill Other vendor invoices can still be paid While a transaction is on hold the following rules apply to that transaction e No payments can be issued e No payments can be applied Nocredit memos can be applied e No returns can be applied e The transaction cannot be voided e The transaction cannot be written off 69 QUICKBOOKS MOVER S GUIDE To place a transaction on hold open the Hold Payables Transactions window Purchasing Tile gt gt Transactions gt gt Holds Select a vendor and then mark the check box next to the individual transaction s that are to be placed on hold To remove the hol
6. 83 QUICKBOOKS MOVER S GUIDE Open the Unit Account Maintenance window Financial gt gt Cards gt gt Finan cial gt gt Unit Account IP Unit Account Maintenance Ele Git Ios eip 4a Aerolede Pubicstions ire 01 12 2017 ld Sove Cer X Dece EJ c ca 930 9040 20 QS E D imeve Nube of Telephone nstalistbonz Abas 31 Year 2017 Display Net Ceangs Period 8 dances I auc Eeziennz Balance Fevd1 Pendz Pero 3 Peodt Peron IL ida b bi by amp scoure Type A setup choice introduced for this type of account is Decimal Places Up to two decimal places for this account can be displayed Since the balances in this account can represent such things as head count and do not necessarily represent dollars perhaps only entering whole numbers zero decimal places would be appropriate This setting can be changed at any time The scrolling window Displays either the period end balances or the net transactions posted to the account in the period illustrated The view can be changed simply by selecting between the two radio buttons The maintenance window also displays current period balances for already established unit accounts In order to drill down on a period to get the detailed information about the transactions making up the total select the period of interest and then click the mouse on the word Amount at the top of the scroll ing window The Detail Inquiry window will
7. Show Detail Opens the detail display as if the user clicked the Line Item Expansion icon Hide Detail Closes the detail display and returns to the line item grid dis play Find Item Provides a way to locate a specific item on the current sales trans action This search is useful on long sales transactions Entering Sales Transaction Footer Information Some of the information in the footer section of the Sales Transaction Entry screen cannot be entered for some of the document types For example sales distributions cannot be entered for quotes or orders That said let s examine the various different fields in the footer area of a sales transaction The Subtotal field is automatically calculated as is the Total of the sales trans action These fields cannot be edited by the user The Trade Discount field will be calculated automatically if a trade discount percentage is listed in the customer s card The expansion arrow to the right of the field opens the Sales Trade Discount Entry window This screen shows 43 QUICKBOOKS MOVER S GUIDE the discount percent if any listed in the customer s card and the calculated amount of the discount The user can enter or edit the percentage or enter a trade discount amount Before entering an amount however the Amount radio button must be selected Freight charges can be manually entered into the Freight field Some third party shipping packages will automatically post freigh
8. At this point the firm s chart of accounts can be entered or imported In QuickBooks the use of GL Account Numbers is optional Microsoft Dynam ics GP as do most accounting systems requires the assignment and use of General Ledger Account Numbers These numbers are then used to catego rize expenses income assets liabilities and equity The creation of GL Accounts is described in detail in Chapter 4 gt gt Financial Reporting The Account Setup window is opened by double clicking on Ac count Setup from the Setup Checklist or by highlighting the option and click ing Open just as other setup windows Once GL accounts have been created continue with the setup process by defining Fiscal Periods 109 QUICKBOOKS MOVER S GUIDE Fiscal Period Setup Fiscal Periods are used to break the accounting year into smaller periods of time Most firms use monthly fiscal periods allowing them to measure per formance throughout the year rather than waiting until December when it is too late to make corrections in the business operations Microsoft Dynamics GP supports up to 367 fiscal periods per fiscal year far too many for most people Generally a 12 or 13 period fiscal year is adopted While most firms use fiscal periods that exactly match the calendar months others adopt schemes such as 4 4 5 where 2 four week periods are fol lowed by one five week period through out the year In this scheme a fiscal month always ends on Saturd
9. 13002 MERIT SSOD 173822 m 2x2ma nma g 1297204 00000000055 Mere System s zus 14002 ELECTFONOCO 815 352 amp 01 26 2014 5 01731 2010 30 426 204 00000000000000286 Electone Server ZUS 15002 LEAF RIVE DICA tmo navda Gl nena umor anna nasse Lest Fiver Paging Systeme ZUSS A historical document is one where no amount from the document is still out standing This means that if the document is a credit memo it has been fully applied to an invoice If the document is a check then the full amount of the 71 QUICKBOOKS MOVER S GUIDE check has been used to pay invoices If the document is a return it has been fully offset against an invoice et cetera When a historical document is voided several things happen e The document is flagged with an asterisk that will serve as a vi sual que to indicate it has been voided Any items the document was applied to are returned to Open status For example if a check is voided then the invoice the check previ ously paid is once again outstanding e The general ledger s original posting accounts and amounts are reversed Note Voiding the check does not void the vendor s invoice only the payment made to the vendor has been voided The next time computer checks are run this invoice will be available to be paid with a new check To void the bill as well as the check void it as an open document as described above Once the bill has been paid voiding the en
10. 66 Apply Sales Documents window 55 AutoComplete Setup window 102 Available to Promise Inquiry window 42 Bank Maintenance window 114 batch header window 21 Budget Selection window 89 90 91 Cash Receipts Entry window 54 55 Chart of Accounts window 82 Comment Setup window 44 Company Preferences window 91 92 Company Setup Options window 114 Company Setup window 113 Credit Card Setup window 115 Customer Account Maintenance window 32 Customer Address Maintenance win dow 104 Customer Class Setup window 32 135 Customer Maintenance Options window 31 Customer Maintenance window 29 104 136 Customer Summary window 135 Detail Inquiry window 18 84 Distributions window 45 Edit Payables Check Batch window 67 Enter Bills Accounts Payable win dow 69 Finance Charge window 52 Financial Area screen 93 Financial Statement Report Options window 95 Fiscal Periods Setup window 110 General Ledger Setup window 116 Hold Payables Transactions window 70 Internet User Defined Setup window 114 Inventory Control Setup window 130 Item Class Setup window 132 Item Maintenance window 34 Item Price List Inquiry window 41 maintenance window 84 Make Journal Entries window 85 Master Posting window 21 Microsoft Dynamics GP Budget Maintenance window 90 nternet Information window 104 Order Fulfillment window 46 Payables Batch Entry window 67 Payables Cash Entry window 64 Payables Check Entry window 65 P
11. Country Code us a laxSchedue D USASTOITY amp e Country United States Ship To PRIMARY Comment 1 Bil To PRIMARY Qe Comment 2 Statement To PRIMARY Trade Discount Salesperson ID ee Pamenlems Ieuton ID TERRITORY 1 i Discount Grace Period Type Due Date Grace Period User Defined 2 Price Level M p pi pOstmel 8 0v Some of the fields in these windows are self explanatory name address phone et cetera Some of them bear some discussion The Hold check box is used to mark customers that might be late in making payments Checking this box can stop sales transactions from being entered and or processed The Inactive check box is used to mark customers that are no longer doing business with the firm These customers may have gone out of business or simply stopped buying No transactions can be posted for customers marked Inactive The Priority field helps identify those customers that should have their sales orders filled first A firm s best customers should have a low value highest priority See the documentation on Sales Order Processing for information on creating and using Tax Schedule IDs The Ship Complete Documents check box requires a sales transaction to be completely fulfilled before it can be invoiced Check this box if a customer does not allow back orders Different pricing levels can be established for different types of custom ers For example items can have one set of pr
12. D database installation 9 data entry jobs 10 Date field 38 Date to Print field 53 Default Site Id 40 Default Site ID 39 40 Description field 51 108 Detail Inquiry window 18 84 Distribution Reference field 69 86 Distributions button 45 Distributions window 45 Doc Date 63 Document Date 39 Document ID 41 46 Document Number 63 134 Document Number field 37 Documents field 53 Document Type ID 37 Document Types 37 Drop Ship Check Box 41 Drop Ship flag 40 Duplicate button 97 Dynamics database 100 Dynamics GP inventory 34 Dynamics GP Multicurrency module 35 Dynamics GP Sales Order Processing module 113 E Edit Check button 67 Edit menu 12 Edit Payables Check Batch window 67 Edit Report Option 20 Enforce Password Expiration 106 Enforce Password Policy option 105 Enter Bills Accounts Payable window 69 Excel button 91 Export to Excel 91 Extended Price 41 F Fields Account Alias field 82 address ID field 38 Amount Received field 44 Balance field 87 Batch ID field 39 Cash field 64 Checkbook ID field 32 Check field 65 Check Format field 126 Comment field 39 Comment ID field 44 Company field 106 Credit Card field 65 Currency ID field 40 Customer ID field 29 Customer Name field 29 Customer PO Number field 40 Customers field 53 Date field 38 Date to Print field 53 Description field 51 108 Distribution Reference field 69 86 Document Number field 37 Documents field 53 Freig
13. Ee Z Other Transactions Assign To Sammy iraak CO Autopost Stock Count Variances C Use Existing Serial Lot Numbers Only on Decrease and Transfer Transactions Auto assign Lot Numbers Based on ReceiptDate w S70 130 QUICKBOOKS MOVER S GUIDE 131 The setup of the inventory module is beyond the scope of this book The Microsoft Dynamics GP Inventory module is quite robust and the setup includes decisions concerning multiple bins serial and lot number trackinmg lot expiration tracking In Transit transfers multiple sites units of measure schedules et cetera Inventory setup is covered in the Inventory Control User Guide available on CustomerSource A few important components of the inventory module however will be Unit of Measure Schedule Sites briefly discussed here When items are added into Microsoft Dynamics GP the Inventory Card requires a Unit of Measure Schedule This is NOT a single unit of measure for the item being created but a schedule of several related Units of Measure In most functions of Microsoft Dynamics GP any individual unit of measure listed on an item s Unit Of Measure Schedule can be used in any transaction for that item For example if a Unit of Measure Schedule called Weight is defined that includes Pounds Tons and Ounces and defines a Pound as containing 16 Ounces and a Ton as containing 2000 Pounds then when the schedule Weight is assigned to an inventory i
14. gt Inventory gt gt Site Once a site is established even if no quantities are currently on hand at that site inventory items must be assigned to the site Until an item is assigned to the site it cannot be held in inventory at that location The item site assignments can be easily made using the Assign button in the bottom right corner of the Site Setup window Again refer to the Inventory Control User Guide available on Customer Source for details on creating sites Item Class Item Classes like Vendor Classes provide predefined sets of data that can be used to quickly setup new inventory items Review the section of this chapter on Vendor Classes to see just how classes work Inventory Classes as well as Customer Classes work just like Vendor Classes They just have different information fields Item classes are defined using the Item Class Setup window at Setup Check list gt gt Inventory gt gt Item Class More information on Item Classes is found in the Inventory Control User Guide available on CustomerSource Items Of course items must be created if an inventory is to be tracked In Micro soft Dynamics GP the inventory consists of actual physical items that are sold to customers as well as miscellaneous and service charges Between the quantity values in each site purchasing information Units of Measure Schedules multiple price lists et cetera the we must again recommend the the Inventory Control User Guide av
15. pi by Class 1D x g 9 When a new customer is added to Microsoft Dynamics GP and one of the user defined Customer Classes is assigned to that customer all of the information from the Customer Class record is copied to the new customer record This makes the creation of a new customer easy since most of the critical busi ness settings finance charges credit limits trade discounts et cetera can be included in the Customer Class record Customer Classes are a great tool but they must be used carefully and correct ly As stated above when new customers are created and a class ID is listed in the customer card all of the information in the Customer Class is copied into the new customer s record The information stored in the Customer Class record is not used by Microsoft Dynamics GP to manage the customer or to form transactions Only the information contained in the actual Customer Card is used The Class ID is a shortcut to creating and managing Customer Cards When a user edits a Customer Class and saves the changes Microsoft Dynam ics GP will display a message and offer to roll down the changes made to all customers that belong to the class If the user responds Yes then all of the changes made to the Class Card will be copied to all Customer Cards that are assigned to the modified Class Only the fields in the Customer Class that have been changed this time are copied If for example a user edits a Customer Class car
16. 30 Accede 01 12 2017 soe u X eee FA Wre koton x Veeder ACCOLADE PUB E yam Gans deme Noe Accolade Pobications inc Shat Kame ecolsde Pubs Class ID US4 U5 4 A Cheek Mame amp ccclede Pubieations ine Fray Address Adivesit PRIMARY ile Coach inen Doe Phare D00 0000000 Ext 9000 Adimss 123 Any Siset Phone 2 202 000 0000 Ex 0000 Prore 3 200 900 0000 Exi 0000 Fax 005 000 0000 Est 0000 Diy Any Ciy State few State Tau Schedule USAUSSTCITY 6 a ZIP Code ny Zip Shipping Method GROUND A County Code USA UPS 2me T Lean United States dderere IDs Vendu Account Puchese Paani R Bami 1a PRIMARY st Comment 1 Ship From PRIMARY 2 Commen 2 usos J ass J grcu Each Vendor Card contains fields that cannot be inherited from a Vendor Class Some of the obvious fields are name address and phone number Each vendor may have an unlimited number of addresses This section will review some other fields that cannot be defaulted from the Vendor Class The Hold check box is typically not checked when a new vendor is created This check box is used to stop the system from generating payments to a ven dor Perhaps a dispute or questions about the quality of the goods or services exists or some problem has arisen that causes the firm to interrupt payments Checking this box will put the vendor on hold While a vendor is on hold the following rules apply e No payments can b
17. Analysis So you have one GL account for trade show expenses and one for travel expenses Your sales team travels to several trade shows per year and you want to know what they spend total on each show That s Multidimensional Analysis Audit Trail Codes Want to change some of the Audit Trail Codes Or set up some custom ones This is where it can be done Purchase Order Generator If the firm is using Purchase Order Processing processes can be run to automatically create purchase orders for needed items National Accounts Many firms have customers within customers For example purchases are made by multiple distribution centers of a customer yet the main office pays all the bills Each of the distribution centers needs to be setup as a customer since the invoices are mailed there Then a primary customer is created and a relationship established Microsoft Dynamics GP calls this feature National Accounts Refund Checks Checks are printed from Payables Customers return prod ucts and a credit is generated in Receivables Moving the amount from the customer in receivables to a vendor to be paid in payables can require several transactions If this occurs quite often the the Refund Checks process may be very helpful OTHER MODULES Beyond the extra functions available in the modules already discussed ad ditional Microsoft Dynamics GP modules are available depending on the package purchased by the firm A brief discussion o
18. Balance with Options SonVerdors Print Age as of Ase Tiai Balanco Ophor demo Seties 20 QUICKBOOKS MOVER S GUIDE Posting Transactions can be posted in Microsoft Dynamics GP in a variety of manners depending on how the system is configured See the Installation Appendix for setup information on posting When batches are used they may be posted from one of several different places Each time a batch is created a batch header window is used to define the batch source date et cetera Later these batches can be pulled back up using these batch header windows printed the transactions reviewed approved if required and posted Using Series Posting multiple batches can be posted at the same time With batch level posting only one batch can be posted at a time series posting will let any number of batches be posted at a time To use series posting just open the series posting window found in each module or series check off the batches to be posted then click on the Post button OF Purchasing Series Postir Na ot Tm Posted frequeney Tieni B ABLES Fayabior Tiz Eni PAVABLES 2 Fayabies Tx Eniyy Maked Pavan LES BATCH Pagobies Fx Enty Marked Payables Tix Eni From the Master Posting window found under Administration gt gt Routines gt gt Master Posting all o
19. Document Status De This feature allows users of Microsoft Dynamics GP to have a number of different windows open at one time A user can easily open a transaction window and then several different inquiry windows to search for appropriate information And the open windows do not need to be in the same series For example a user may have the Sales Transaction Entry window open from the sales series while at the same time have windows open from the inventory or purchasing series 11 QUICKBOOKS MOVER S GUIDE Task Screens Since each task screen is it s own separate window including the drill downs from the current task screen each window carries its own top menu The typical Windows options of File Edit and Help are found along with stan dard Dynamics function of Tools Two other menus Options and Additional may appear providing access to more functions specific to the current win dow The File menu option contains in addition to the standard Windows Close option options of Add to Shortcuts Print Setup and Print The Add to Shortcuts function will add the current window to the shortcuts list on the Home menu The Print Setup function allows a user to change the printer to be used Changes made in one window will be carried to other windows in the application This selection is universal for the workstation Finally the Print function opens the same print window opened by clicking on the Printer Icon that appears elsew
20. Duplicate Invoices Per Vendor Microsoft Dynamics GP supports a variety of check formats all of which can be modified using the built in Report Writer Use the Check Format field to select one of the check layouts The available layouts are listed in the note in the sidebar The List Documents On Remittance allows a firm to determine what types of payables transactions will appear on the check stubs Options include Invoices Only Totals Only All Documents and All Documents in Apply Or der The next check box Print Previously Applied Documents on Remittance applies a second control on the documents printed If this box is checked documents that may be completely paid off such as an invoice with a credit memo applied will be printed on the remittance Only documents that were not previously printed on a stub will be printed on the current checks Once a set of documents has been printed on a check and fully paid off the docu ments will not be printed on any subsequent checks Several special supervisor passwords can be defined These include pass words to Remove Vendor Holds Exceed Maximum Invoice Amounts and Exceed Maximum Write off Amounts If no password is specified these tasks can be performed without any restriction A series of options are then offered that tailor the functionality of the pay ables application These should be set properly and in most cases should not be changed Override Vouch
21. However some of the features of the Microsoft Dynamics GP inventory as it compares to the Quick Books Inventory will be discussed In QuickBooks inventory items are created by clicking on the Items and Ser vices icon in the Company area of the desktop In Microsoft Dynamics GP the inventory module is opened by clicking on the Inventory tile in the Navigation Pane Inventory items are created by open the Item Maintenance card under the Cards menu group File Edit Tools Additional Help bk Save Clea X Delete E Copy lee hone n Descuotum Short Description Generic Description Item Type Sales Inventory Valuation Method FIFO Perpetual Sales Tax Option Taxable Tax Schedule 1D Shipping Weight Quantity On Hand Quanity Available I4 4 b pi by Item Number In QuickBooks a separate description can be recorded for an item to appear on purchase orders versus sales orders In Microsoft Dynamics GP the description entered for an item on the Item Maintenance window can be used on both the sales transaction or the purchase order However in Microsoft Dynamics GP multiple Vendor Item cards can be created for each item allowing the item to be purchased from more than one vendor and recording the vendor s number for the part as well as the vendor s description The vendor s information is then printed on purchase orders 34 QUICKBOOKS MOVER S GU
22. In most firms only the current period is left open marking all other periods closed by checking the box As the current period nears its end the next period is opened by simply un checking the box This process prevents accidental posting of entries into the wrong fiscal period Separate closing check boxes are provided for several series of modules It is frequently necessary to close periods for sales purchasing et cetera promptly while leaving the financial modules open allowing the accounting team to finish balancing and reconciling before printing monthly financial documents and closing the period When the Fiscal Year and Periods are properly structured click the OK button to save the settings Sales Tax Setup QuickBooks takes a very simple and straight forward approach to sales taxes Items and customers can be marked taxable or not taxable through the use of tax codes Sales Tax Items are created much like services listed in inventory and applied to sales transactions for taxable items on taxable customers And for small firms this can work It does allow firms to charge and collect ap propriate tax amounts in most cases Taxes charged to customers on purchases are typically an aggregation of taxes for several different authorities For example sales taxes may be levied in the US by the local state county and city as well as other groups If the state tax rate is 5 the county 2 and the city tax 1 the customer ofte
23. Measure listed in the Unit of Measure Schedule associated with the Item Card While Units of Measure can be typed into this field if the entry typed in does not perfectly match a listing in the Unit of Measure Schedule the system will display an error and require a correction Use the Search icon next to the UofM prompt to display and select a valid Unit of Measure for the item If the Unit of Measure field does not automatically fill in with a default unit the Item Price List Default Selling Unit of Measure has not been properly set When a Quantity Ordered is entered for an order fulfillment order or invoice and the Document ID calls for Line Item Allocation the system will attempt to allocate the item If the Quantity Ordered is greater than the Quantity Available for the item the Sales Quantity Shortage Options window will be displayed Select an option from this window to tell the system how the short age should be handled The Unit Price for the item will default to the Price List price established for the item based on the customer s price level and the quantity ordered The Unit Price can be changed if desired and if allowed by the setup options Other established prices for the item can be viewed by clicking on the Unit Price prompt This will open the Item Price List Inquiry window On this screen prices for all of the established price levels currencies and quantity breaks can be viewed Through this screen a user can tell whe
24. S GUIDE When a document is transferred the quantities recorded in the document and shown in the Sales Item Detail Entry window control what lines and which amounts will be transferred For example the screen below shows the Sales Item Detail Entry for a line item on a quote In the Sales Document Setup for this Quote ID the document is configured to be transferred to an order document When the quote was entered Microsoft Dynamics GP takes the Quantity Quoted and places that same amount into the Quantity to Order field When the quote is transferred to the order the Order Quantity on the new Order document will be taken from the Quantity to Order field on the original quote document zicixi E Save X Delete ltem Number D gt fuorM SQ Quantity Quoted gt A untPice 5 Description Markdown gt Quantity to Invoice Extended Price Quantity Fulfilled Quantity Canceled Quantity to Order Unit Cost GP1000 Ea 10 175 00 Information Flow and Posting for Dynamics G 0 00 0 1 750 00 0 10 0 00 Quantity Available Subtotal 1 750 00 Site ID WAREHOUSE Exceptional Demand P4 Price Level RETAIL Ship To Address ID PLANT PIE Requested Ship Date 3 13 2007 Shipping Method K L3 Date Fulfilled Tax Schedule ID SE Actual Ship Date Salesperson ID PAUL W Item Tax Option __ Taxable d Territory ID TERRITORY 1 ltem
25. SOP Create a Journal Entry Per There are two radio buttons for this param eter The options are Transaction or Batch When Transaction is selected a complete set of GL debits and credits is created for each transaction or docu ment in the batch When Batch is checked transactions can be summarized Without any other settings made one set of debits and credits is created for all of the transactions or documents in the batch Transaction is the recommend ed setting Selecting Batch will disable some of the drill down analysis Use Account Settings This checkbox is only available if the Create a Journal Entry Per Batch option is selected When this box is not checked all transactions in a batch are summarized into a single entry per account number When this box is checked the system will look at the individual account num bers to determine if the transactions should be summarized or posted in detail Posting Date From There are two options for this radio button Batch and Transaction If Batch is selected the posting date used on the transactions or documents will be the Batch Posting Date found on the batch header record that was entered when the batch was created If Transaction is selected the posting date used will be the transaction or document date Require Batch Approval Checking this box will require users to enter a special password before posting a batch of transactions This allows a select number of users to con
26. Tax Schedule ID ole Comment ID Calculated Tax 0 00 gt Item Type Kit Noninventoy Bins Item Inquiry Kits Serial Lot Distributions I4 4 dl i9 If a customer accepts a quote but tells a sales rep they want a different quan tity the rep can make one of two different adjustments to the quote prior to the transfer Typically the original Quantity Quoted is edited If the customer increases or decreases the quantity to be ordered the sales rep can edit the Quantity Quoted and the Quantity to Order will be changed to match A second approach works ONLY if the customer reduces the quantity The Sales Item Detail Entry window can be opened the Quantity to Order re duced to the desired amount and the difference between the Quantity Quoted and the Quantity to Order placed in the Quantity Canceled field The sum of Quantity to Order and Quantity Canceled MUST equal the Quantity Quoted and neither the Quantity to Order nor the Quantity Canceled can exceed the Quantity Quoted Using this second approach when the quote is transferred the order is created for the Quantity to Order and the quote becomes a historical document When viewed this historical quote will show the Quantity Quoted Quantity To Order and Quantity Cancelled providing a history of quantities offered to the customer accepted and canceled When an order is transferred frequently quantities are transferred to both an invoice and a back order document Aga
27. Transaction Entry window To pay the bill with a credit card Enter the amount to be paid with the credit card in the Credit Card field The Payables Credit Card Entry window will open where a card name receipt number and date can be selected or accept the default Then click on the OK button Credit cards used to pay bills in this manner must be set up in the system before they can be used See Chapter 5 for information on setting up the Microsoft Dynamics GP system and credit cards In order to reopen this window after it has closed select the expansion arrow next to the Credit Card amount on the Payables Transaction Entry window After the payments are entered look at the On Account field If any amount remains in this field it will be posted to the vendor s account to be paid latter Make any adjustments to the payment amount prior to printing any check or posting the transaction If the bill is being paid in full the On Account amount should be zero When the payments are recorded properly and the check printed if the pay ment was made by check either post the transaction or save it in a batch for later posting Recording Manual Payments A manual payment refers to any payment not generated by the system for a bill that has already been entered and posted For instance The bill for the travel agency is received in the mail and is entered into the system If this bill was paid with a hand written check not a check prin
28. VET OTS eoe otr rerit Eee ER REA EESE ERI eter ierit dior Pe WERE SEE EIEE 61 The New Vendor Center oiu t HERREN UE NER Ie HE HUE OE E 61 Set up a new vendor using Vendor Maintenance eese teet ettet ttn ttn ta iira riire takes endo 61 3 QUICKBOOKS MOVER S GUIDE Payine Billson E 64 Entering a Bill and Paying it in one step sette EE Eres eene teste ek eene 64 Recording Manual Payments rero reti e b RUE HH era enira 67 Using computer Check Run iiie ritiene pene tke bbep ee EP Ea R PF EHI EU EMI EH ER VEU Lee EE Yee Ee Ee age 69 Wsing Credit Cards to Pay Vendors opere Dee rrt rate eerie Ee Ree irte 70 Checking the ACCOUDIS pU eR P REPRE RET EGET RR EN EH EQ AE DERE SERE WEINE UE 70 Transactions on Hold occie M 71 Voiding Invoices Bills and other Open Transactions cccecesescseesescseesesescseeeescseseseeecaeseeesesseseserersees 72 Voiding Checks and other Historical Transactions sss 73 Ign EDI DL M M 75 Payables Transactin Inquiry s Vendor e IRA Eti haere amines 75 Payables Transaction Inquiry Document tette tenerent 76 Vendor Credit Summary Inquiry remo pire eene esistere ener erae ee ME PER 77 Crediting and Printing Reports tte ha Eai RESETE EEE R NE bete pe SREE 78 Other Microsoft Dynamics GP Functions rte rrr tenerte tette riia 80 Chapter 4 Financial Reportin
29. and Paying it in one step The Payables Transaction Entry window is used to record the details from the vendor s invoice This same window is used to record the bill for later pay ment or to both record the bill and create a payment The Payables Transac tion Entry window is opened by clicking on the Purchasing tile in the Naviga tion Pane then select Transaction Entry in the Transactions section Payables Transaction Entry Eie Gd ims Opes thb D Soe 0X Obe 4c Bot E Pw vate 8s Donnas QO deeesmpen Bahid Deeamernt Tyre huone ba Come Dna Deve piion zust 123456 LOL e 3 cos 1 9 ME ty Belen Status Unsewed 62 QUICKBOOKS MOVER S GUIDE In this window the bill can be paid at the same time it is entered Payment can be any mixture of cash check or company credit card Entering a bill is pretty straight forward In a typical transaction the only fields required to enter and post an invoice are Voucher No Doc Date Vendor ID Document Number Amount Let s take a look at each of those five fields and explain what they are and where they come from Voucher No is assigned by the system and defaults from the Payables Setup Options window This is NOT the field used to enter the vendor s invoice number That comes later To prevent users from changing this field un check the box next to Override Voucher Number at Transaction Entry in the Options section of t
30. and posting is normally performed using a batch Individual transactions of course can be printed and posted from the Sales Transaction Entry window Printing but not posting of invoices can also be performed from the menu option Print Sales Documents Options on this screen are almost identical to the options for printing Picking Tickets The accounting department or the individuals that will be printing and posting invoices must know which documents are ready This can be accomplished in several manners Many firms place fulfilled orders in a special batch such as Ready to Invoice Some firms require shipping departments to pass the completed picking tickets in and invoices are printed for those transactions This has the risk of lost paperwork delaying the invoicing process Another option is to use a SmartList to identify those transactions with a current fulfill ment date Those transactions are then opened invoices printed and posting occurs Once sales transactions are posted the receivables system receives a copy of the summary invoice information in the form of an open receivable and any attached deposit or payment information Of course if the payment deposit completely pays the invoice it will be posted as a closed receivable Additionally any back ordered items on the original sales document will create a back order document Allocations for any items remaining on back order if they exist will be released QUICKBOOKS M
31. be entered exactly The list of Modules registered may include more tools than the firm needs Business Ready Licensing provides two levels of registration with differ ent software modules in each level In many cases modules such as Multi currency Analytical Accounting and others should be turned off if not needed These modules can require additional data entry Consult with the Business Partner Add Users See the notes under Optional Tasks concerning the setup of security Micro soft has provided predefined security tasks and roles that will provide appro priate security for most firms For a basic setup all that is needed is to add new users and grant them appropriate access to the existing companies and roles The security system is called a pessimistic system When a new user is cre ated all that user will be allowed to do is log on No rights to any business functions are allowed In addition to assigning a new user access to compa nies the user will need to be assigned to Security Role s Security Roles define the a group of tasks that can be assigned to users Tasks are groups of windows and individual lower level tasks including Lists Let ter Writing reports et cetera that form the application There are thousands of windows and lower level tasks that form the Microsoft Dynamics GP application To require a system administrator to individually grant access to each of these windows or tasks would create a night
32. bottom tile one for each of the over flow series An expansion arrow in the lowest tile opens a configuration menu Most of the configuration options for the Navigation Pane apply only to the Home Tile These options allow users to add Windows SmartLists Macros and External Tasks to the upper half of the Home Navigation Pane Users can add windows to Shortcuts in two manners Either open the Add Window Shortcut window drill down to the desired window and click the Add button to place the selected window in the shortcuts list of the Home Navigation Explorer Alternately the user can open the desired window click on the File menu in the new window and click on the Add to Shortcuts op tion 14 QUICKBOOKS MOVER S GUIDE The Home Navigation Explorer is the list of folders and shortcuts displayed in the top half of the Navigation Pane when the Home Tile is selected The Navigation Pane Options allows the user to modify the tiles displayed The Navigation Pane Options window can be opened by selecting it from the Configuration Menu or by right clicking on any series tile Phyllis s Home E To Do Reminders New Reminder Items Due for Stock Count PRU S d meo es omm f Budget vs Actual Inquiry Checkbook Balance Inquiry Reconcile Bank Statements Cash Flow Calendar Grant Maintenance Analytical Accounting Budge B inventory Fe wm rayon 15h 4 12 2017 Fabrikam Inc sa Each of
33. by expanding the Company group then expand the Sales Tax group and double click on Tax Details Remember as discussed above a Tax Detail must be defined for each tax authority not for the total tax rate to be charged to any one customer Com plete the fields for each tax authority and then use Tax Schedules to combine Tax Details into Schedules to be assigned to customers A tax authority for example is your local state county and or city as well as any special taxing areas established More information on the creation of Tax Details can be found in the System Setup Guide available in the Documentation area of Customer Source Tax Schedules are defined using the Tax Schedule Entry window Access this window from the Setup Checklist by expanding the Company group then expand the Taxes group then double click on Tax Schedules 112 QUICKBOOKS MOVER S GUIDE Tax Schedules Tax Schedules are used to combine Tax Details into a single structure or group that can be assigned to customers and used in sales transactions Generally speaking a Tax Schedule is defined for every tax area where the firm makes deliveries of taxable products and services For example if state county and city taxes are collected depending on the location of the custom er a schedule will be created for every county where the firm makes deliv eries The schedule will contain the state and county Tax Details For the cities additional schedules are defined
34. by the user by applying parameters to for example select the custom ers in South Carolina or Texas Each of these reports with their user defined parameters can be saved to be used repeatedly The reports used frequently by a user can be placed on that user s Reports List To see the Reports List select the appropriate series in the Navigation Pane To see the My Reports list select Administration In the Lists Pane select Report List or My Reports To modify the parameters for the report first se lect the desired report Second click on the Edit Report Option button in the Options section Third modify the report options and print the report The Reports Filter Report lists can become very long Microsoft Dynamics GP is delivered with hundreds of standard reports Users can add reports and pre configured op tion sets for reports resulting in an extensive series of reports on any list The reports filters can be very helpful in locating any desired report in any report list In the Type To Filter type a few characters or a phrase that appears in the de sired report s name Click the action arrow at the end of the field and the list of report will shorten to show only those reports containing the phrase For more complex searches filters similar to SmartList filters can be used E Purchase Order Transact ES Payables Batches La Aged Trial Balance Aged Trial Balance with Options Aged Trial
35. containing the state county and city Tax Detail If a customer s location is in the city the city schedule is used on the sales transaction If a customer s location is outside of the city the county tax schedule is used It may seem strange that so many other setup windows have been completed Company before completing the actual Company Setup There are however several fields that can contain information that must be created first Tax Schedules are one of those items Nevertheless it is now time to complete the Company Setup window This window is found by expanding the Company node of the Setup Checklist and double clicking on Company from the list Most of the information needed on the main window is obvious The firm name and address information filled in here appears on some of the documents and forms generated by the application Ifthe firm has multiple sites a separate address record can be created for each location If the firm is using or planning to use the Microsoft Dynamics GP Sales Order Ele Edit Tools Additional Help Fabrikam Inc Primary fails Fabrikam Inc Taylor Stewart Cray 4277 West Oak Parkway 312 436 2671 Ext 0000 000 0000000 Ext 0000 000 000 0000 Ext 0000 312 436 2896 Ext 0000 Human Resources Esta Fields Intenet User Defined Address Processing module the Sales Tax Sched
36. different customers or vendors Activity Tracking This tool allows tracing of access to the data tables and the performance of different functions A firm can identify which user changed which records if necessary Process Server NO they don t deliver legal papers But it does deliver reports and documents Microsoft Dynamics GP can have a separate physical workstation configured to print reports and documents Users can then off load the printing of lengthy reports to the Process Server Edit Launch File This task should only be performed by a trained Micro soft Dynamics GP consultant or support tech Incorrectly editing this table can cause Microsoft Dynamics GP to stop functioning properly SmartList Options SmartList is a tool that allows users to browse data from Microsoft Dynamics GP in a spreadsheet style display This function allows user options to be configured Custom Links Custom links allow firms to send emails to customers and vendors from almost any point in the application that refers to customers or vendors check the shipping status of packages sent and drill down to ven dor s web sites for specific inventory items Advanced Lookups This part of Microsoft Dynamics GP allows users to customize the search windows and provide some very powerful tailored lookups 137 QUICKBOOKS MOVER S GUIDE Multilingual Checks Need to print checks for some vendors in different languages Multidimensional
37. drill down for more detailed information 75 QUICKBOOKS MOVER S GUIDE Creating and Printing Reports Hundreds of reports are available with Microsoft Dynamics GP Each report allows customized report options that can be printed with preset selections First let s walk through how the payables reports are organized The purchasing area page has a section set aside just for reports There are six different categories of reports Each of those categories has a number of individual reports For example the Trial Balance reports category contains four different types of trial balance reports Cm PF tome pucam gt wora pue Purchase Orar Documents Purchase Orset Rems vercor Remove Completed Purchase Orders vengar Crack Vercor Yearly vendar Peros Vercor 1099 Dacis LET G saw Pannie Veca Cam Purchase Orner Process Purchase Order Generator Mao Stes 8 Purchase Order Erhan ce cena D gt rome gomma i sales A Mdmietra E inventory LAE E Baneram Resolade Pubtestions Ine 35 To illustrate to how the print a report we ll use the Aged Trial Balance with Options report from the Trial Balance category of reports First open the Payables Trial Balance Reports window Purchasing gt gt Reports 77 Trial Balance 76 QUICKBOOKS MOVER S GUIDE Select the Aged Trial Balance with Options report from the Reports drop down list then select the New button The Report Options window will open Ele
38. edited 37 QUICKBOOKS MOVER S GUIDE The Lookup icon next to the Document Number field can be used to search for any open sales transactions that might need to be edited Select an existing number from the lookup window and the transaction will be displayed in the Sales Transaction Entry window When all of the edits or corrections have been made to the document click the Save button to file the document and clear the screen Note that clicking the Delete button will delete the transaction To simply clear the screen do NOT click the Delete button use the Save button Editing of some documents such as sales transactions already printed may be prevented by a setup option Also the deletion or voiding of sales transac tions can be prevented As well deleting and voiding may require a pass word All of these options are controlled by the configuration of the sales document Clicking the Expansion Arrow 9 next to the Document Number field opens the Sales Document Detail Entry window It provides access to the Master Number assigned to the sales transaction repeating document fields a history of the sales transaction and an optional GL Reference field Each document quote order invoice et cetera that is used in a sales transaction will have a different document number The Master Number however is a single number that is attached to each of the documents It represents the transaction and al lows all documen
39. formula used to create a balance sheet is Assets Liabilities Owners Equity A balance sheet is often used to evaluate the solvency of an entity by compar ing the amount of available cash to the current liabilities needing to be paid 96 QUICKBOOKS MOVER S GUIDE Statement of Cash Flows Illustrates in detail the sources and uses of cash Starting with the balance of cash at the beginning of the period in flows and out flows of cash are recorded ending with the final cash balance This state ment answers the question Where did all the money go Statement of Retained Earnings Shows all of the changes to retained earn ings Changes to retained earnings can involve more than just net income Contributions to equity and dividends are just two examples that would impact retained earnings and not impact net income Microsoft Dynamics GP uses the Account Category selection on the Account Maintenance window to determine where the account should be positioned and on which statement it should appear The Posting Type has no impact on this decision For example accounts in the Cash category always appear as the first grouping on the balance sheet and statement of cash flows regardless of the actual account number The account category associated with an account can be changed at any time Whether the account is displayed as a positive or negative number is controlled by the Typical Balance Statement layouts are created in the
40. have been automatically generated The accounts to which these transactions were distributed were obtained generally from the vendor accounts in the vendor cards or from the Posting Accounts table created during the setup process In the lower right hand corner of the Payables Transaction Entry window as well as others there is a button with the word Distribution on it Click on that button to open the Payables Transaction Entry Distribution window 68 QUICKBOOKS MOVER S GUIDE This window is used just like the bottom half of the Enter Bills Accounts Payable window in QuickBooks It s laid out a little differently because Microsoft Dynamics GP relies more on account numbers than account names To see the Account names simply click on the show hide button in the upper right hand corner of the scrolling window as seen below Use the Distribu tion Reference field to enter a comment about this particular distribution The Distribution Reference field is equivalent to the Memo field ables Transaction Fntry Distribution imos Ye addon trip sa amp eenlsde 0012 2077 Vendi ALD LADE PUR Vourre Hume COODCOCDEHO O4 S Vordor Mame Accolade Futheatoes Ine Documen Type kvize Coveney iD zu Functor Aout LET fo ID Desorpiton Dstrbuticn Feferznzo 200 6100 00 ne a IL Slate Sex Tas Expense 7 00c 300 00 Pav Pecan Payalle Funeral Total 3 3500 3500 Orgnahng Totais 0 00 220
41. i Iob ifb sa Aemlede Publcetions ine 014 127201 D sove Z cer X Dece a wame gen Monerly in Cer S Herod Aged TrolP dence wth Ophens Iz iDeal Sot Vendor Vedan So Docwnarte Documert D abe X Purk ge as ol End of Proana Month i p Credi 8 dance v Dew Baarce Unported Acpied C adit C ccunerts Wo cce I Mabeureney lolo Piet Curency In Fintona Pepaiting Range Vender D Fest ions Depending on which report was selected the report option choices will vary The Option field is just a name the user assigns to this set of selections so it can be printed repeatedly without requiring the options to be set again This is similar to a Memorized Report using QuickBooks The My Reports but ton at the top of the report options window allows the user to build a list of personalized reports that can be selected and printed directly from the Home Page in Microsoft Dynamics GP After creating four report options and add ing them to the Home Page it appears as is illustrated below sa s Home Cusompe coe page El rote 0 0048 nans Wesdndurs ew Remncer gt Gross Profit for the Past 12 Months Customers Over ndum Pack Dum Customer T arsacters 1 240 752 85 1mo Seene Dae Todor E 9 E Posada Due Tony 0575 00 goes Tasks New Tak duo Catone torere Posen rogar EP amn F D m du pom E 3 1 i 5 8 poner i3 77 QUICKBOOKS MOV
42. in the setup process Vendor infor mation is stored in the actual Vendor Cards However there is a significant amount of information to be entered for each vendor This includes terms codes finance charges and a complete set of posting accounts Entering all of this information for each vendor can be tedious and prone to errors Vendor Classes are actually a set of default values for many of the fields in the Vendor Cards By selecting a Vendor Class for each new vendor entered all of the data contained in the Vendor Class card is copied into the new vendor s card amp Vendor Class Setup File Edit Tool Options Help E Save Clear X Delete Ciesz 1D USAUSI Q V Defaut 2 vendors Inventors CunencylD Zus 2 Bate Type ID a USAUSSTCITY 0 et Payment Terms Net 30 a Checkbook ID Discount Grace Period Due Date Grace Period Type Payment Priority 55 User Defined 2 Minimum Order Tax Type Not a 1089 Vendor Trade Discount FOB None No Minimum Percent Amount No Maximum O Amount Teie O Noted O lnii Anast Not Allowed Unlimited O Maximum ca Revalue Vendor Post Result To Payables Discount Acct Purchasing ffset Acct v Calendar Year v Transaction 7 Fiscal Year Distibution M4 M yoso Iw s Maintain History The Vendor Class Setup window is found in the Setup Ch
43. in the sys tem Reports can be printed the data can be examined and proofed and then the batch is posted Batch processing allows a significant amount of control and manual validation Information can be entered by junior employees reviewed by management and then posted As software systems grew in sophistication much of the management review was assumed by the software The reduction in errors allowed immediate posting to become a viable option As well certain aspects of a business s operation found the delays in processing transactions through batches to be an inconvenience When inventory is received for example sales wants to ship it immediately to those customers that have been waiting To take the time to validate the receipts against purchase orders proof the batch of receipts and then post delays the shipment of the sales orders A second form of transaction processing immediate transactional processing evolved With this immediate processing transactions are posted as soon as they are entered Each transaction effectively becomes a batch of one and the company relies on the software validations and the ease of correcting transac tions to ensure the accuracy of the information 117 QUICKBOOKS MOVER S GUIDE With transactional posting inventory receipt transactions update quantities on hand immediately The GL transactions are created and written to other tables These transactions can be posted directly through to the tri
44. is shipped If the tracking Custom Links are properly defined then a user can highlight a number and click on the Tracking Number prompt to open the carrier s shipment tracking system and automatically track the delivery progress of the package General Ledger distributions can be reviewed and if necessary edited on invoice and return documents by clicking the Distributions button This opens the Sales Distribution Entry window This window displays all of the GL transactions that will be generated when the invoice is posted except for item distributions Those distributions are shown when the Distributions window is opened from the Sales Item Detail Entry window The Commissions button opens the Sales Commission Entry window This screen shows the sales rep assigned to the account and the calculated amount of the commission payable to that rep Microsoft Dynamics GP only provides for a single sales rep to be assigned to each customer s address However multiple reps can be listed on a sales transaction using the Sales Commission Entry screen and commissions can be divided between multiple reps The Document Transfer Process Sales transactions move from one document type to another through a process called Transfer Quotes can be transferred to orders or invoices orders can be transferred to invoices or back orders back orders to invoices or orders and invoices transferred to back orders all using the transfer process 45 QUICKBOOKS MOVER
45. item entry can be a simple process with only a few required fields And with the power contained in the expansion windows significant order man agement and scheduling can be achieved 40 QUICKBOOKS MOVER S GUIDE 41 The Item Number entered can be an item listed in the Inventory Cards or it can be a totally new item never before sold by the firm A firm can prevent the accidental entry of non inventory items items not listed in the Inventory Cards table by un checking the Enter Non Inventory Items option in the Sales Order Processing Setup Options window The Search icon 9 next to the Item Number prompt on the header of the Line Entry grid allows a user to search the Inventory Cards for the appropri ate part number Items can be located by the firm s assigned information by any recorded Customer Part Number or by any recorded Vendor Part Number Microsoft Dynamics GP has a very powerful search ability The little square check box following the Item Number field is the Drop Ship flag Check this box if the item is to be drop shipped from a vendor directly to the customer A matching purchase order should be created using the SOP POP link for these items Using that linked relationship when the items are reported shipped to the customer the invoicing transaction for the PO will fulfill the sales order The Unit of Measure will default from the Item Price List Default Selling Unit of Measure It can be changed to any valid Unit of
46. not create a posting for the current transaction Ge Got Ink Yew ift ld Sove X Dedde LLLI Amst PAYFDU e Weekly Pavol Entry MAZZI 1E houses weetly Payal Aliio ad Urbem dae es 100 1001 00 Doniol Edanice 200 met Gest Demi O00 5400 00 14 635 00 cams and Wages cares tor Eas Coast Broren D00 150 00 Employes Senefity Epere East Cossi Branch D00 5200 00 1101 S Employer FICA Expance DOU 2300 QU 58212 Fedora withroidng Pa atle onn 2400 nn 3220820 FICA Payebie bell 113 208 45 eeb ME domal i9 88 QUICKBOOKS MOVER S GUIDE Clearing Entries Financial gt gt Transactions gt gt Financial gt gt Clearing Ele d Ios Wew Hb D Sove X Obe y vod te Bet ILI gag Baho a Vm Due 04712207 E Race Decent B a t Combine Inventory Accounts YeatoDale O Te Petod REC e 2 Account Desctictor Dosciizto Dist buton Rete ence 200 1302 02 500 1302 00 Noth Warehouse Inventory iventow Combine balance in lnveniow M POM by SatchiD This type of journal entry has no equal in QuickBooks It is used to transfer the balance from one account to another without having to look up the amount The from account is entered on the left and the to account is entered on the right The system automatically looks up the Year to Date or Trx Period bal ance a
47. of the Navigation pane to display an explorer offering the pallets menus for the series as well as a group of Lists The top entry in the explorer displays the various menus and tasks for the series in the Content Pane The menu page offers a form of explorer with tasks grouped into branches such as Transactions Reports Routines Cards Inquiry Utili ties and Setup Under each of these branches can be found the various actions tasks reports and inquiries that form the body of the Microsoft Dynamics GP application In some cases several of these tasks reports et cetera are grouped together into additional branches A user can expand or contract any branch by clicking on the appropriate expansion arrow When the user moves to a different product series or exits the application their current settings are recorded When the user returns to the application series the pallets are displayed in exactly the same state the user left them The lower half of the Navigation Pane consists of tiles representing the various product series as well as a special Home and Administration tile The amount of space occupied by the upper and lower half of the Navigation Pane can be changed by moving the divider bar between the two sections The lowest tile is reserved for overflow icons When the lower half of the Navigation Pane is too small to display all of the product series 4 12 2017 Fabrikam Inc sa small icons will be placed on the
48. on the Posting Setup for the posting point the invoices could be posted effective the date on the invoice or posted effective the date of the batch When a posting batch is created in purchasing sales inventory or any other module a posting date is associated with the batch Unless the user changes this date it defaults to the date the batch was created Of course each docu ment or transaction that is saved to the batch carries it s own date This would be the document date of a sales or purchase order the check date for a payment or payroll check the transaction date of customer payments or GL transactions et cetera When the batch is posted the system refers to the Posting Setup for the particular posting point to determine which date should be used to create the general ledger transactions If the setup specifies that the document date be used the date on each of the documents in the batch will be used to date the individual transactions If the setup specifies the batch date is to be used then the date associated with the batch header will be used Depending on the size of a firm and the number of transactions processed ac counting may want to post each transaction in full detail to the trial balance or summarize groups of transactions Microsoft Dynamics GP provides several options for the consolidation of transactions all of which are controlled in the Posting Setup screen for each posting point 120 QUICKBOOKS MOVER
49. open the Address Look 38 QUICKBOOKS MOVER S GUIDE up window and locate any existing address for the selected customer New addresses can be created and recorded in the list of addresses if desired Also a custom or one time only address can be entered on this sales transaction Tab into the Date field This date will be automatically filled with the user date or the date from the previous document The expansion arrow to the right of the date field opens the Sales Date Entry window This window holds a number of different date fields associated with the sales transaction If the current transaction is a quote the date on the main screen will be copied to the Quote Date field of the Sales Date Entry window The number of Days to Expire in the Quote Setup window will be added to this date to calculate the Quote Expiration Date This date can be manually adjusted if appropriate If the sales transaction is an order or invoice the date on the main screen will be copied to the appropriate field As documents are transferred the addition al document date fields will be filled in For example when a quote is trans ferred to an order the Quote Date will not be changed in the Sales Date Entry window However the new order document will have the current date set into the Order Date field in the Sales Date Entry window Thus the progression of dates from quote to order to invoice shows a brief history of the transaction Back order and return d
50. originated the journal entry will open This window shows all of the original detail that was captured at the time the payable was posted In just a few clicks the user can traverse through summary views of the account all the way back to the originating transaction sa Reminds Pubteetions Ine 004 127203 9 Beterib am Doc Date 081272017 Dato Vaded 00 00 0000 PO Number Vendan ATTRACT 0000 Cumency ID Zust Nome Attractive Telephone Co Document Hunber 9370 Ad resciD N Shpcirq Method LOCAL DELMERY ferme 10 Tax Schedule ID UOMPANYFUH Pamor Terme 1098 ucunt Purchases Trace Eisccunt Tata Pyme Freight Tams Disc Takan Mccelaneoce On Accont IE loro Other Inquiry Windows In addition to the windows showcased above the GL module offers the fol lowing inquiries Account Rollup Ever needed to know the combined total for all of the fixed asset accounts or the combined total for all inventory accounts Account Rol lup Inquiry allows the user to create inquiries including any selected accounts Not only will the combined balances be available but drill downs to each of the account balances and source transaction are available Calculated columns and budget columns can be included Journal Entry Any journal entry for any open year can be viewed in this window See both sides of each journal entry and even zoom back to the origi nal source document History Summary and D
51. that no changes can be made to it by opening the budget using Microsoft Dynamics GP and selecting the Password Padlock button A dialog box will be presented requiring the password to be entered or if no password exists one can be assigned QUICKBOOKS MOVER S GUIDE Importing or Exporting a Budget Select a any budget ID in the Budget Selection window It is not necessary for the Excel icon to be showing Next select the Excel button from the toolbar Ele dt took Help uang Microsoft Dynamics GP usnz Exce View Budgehs b Bude Ip M BUDGET 4 Di INATT emen Two choices will be available Export to Excel will export the budgeted amounts from Microsoft Dynamics GP to Excel The budget can be exported to an existing workbook or a new workbook If the selected workbook already has a tab that matches the budget ID selected that tab will be replaced When importing back into Microsoft Dynamics GP the numbers on the Excel spreadsheet will replace any existing numbers in the budget so be sure to enter the budgeted amount instead of the amount by which the budget should be changed Again credits should be entered as negative numbers Importing from Excel will import the numbers from a specified workbook and worksheet thereby replacing all of the budgeted numbers with the amounts from the worksheet The number of periods in the Excel budget must match the number of periods in the Microsoft Dynamics GP budget or else no import wil
52. the available tiles or buttons a large button is normally called a Tile especially when they are displayed next to each other like the tiles on a wall or floor The user can change the order in which the tiles are displayed in the Navigation Pane by highlighting a tile and clicking o the Move Up or Move Down button Tiles can be removed from the Navigation Pane display by removing the check box next to the button s name in the list in the Navigation Pane Options Selecting the Administration Tile displays the Administration Tasks in the Content Pane and the Administration Navigation Explorer These menus contain the system tools and configuration options Other tiles select the tasks and Lists for the various series in the application The majority of the branches on the various different Navigation Explorers are List tasks 15 QUICKBOOKS MOVER S GUIDE List Pane Functions The List Functions available in the Lists Pane provide a powerful way to ac cess modify and report on the data contained within the Microsoft Dynamics GP application From a single screen a list of records customers vendors inventory items employees et cetera can be displayed filters applied to limit the list the records can be selected for editing new records can be added reports printed and selected functions performed But the real power of this feature is how these functions are managed When a business series Financial Sales Purchasing I
53. the document or from the batch header record approvals can be required or skipped and account summarization can be specified Ele Edit Tools Help sa Fabrikam Inc 4 13 2008 Series Financial Oion EREEEINEENNENNNENENENE v Create a Journal Entry Per Temm Post to General Ledger Transaction Post Through General Ledger Files Batch Allow Transaction Posting Posting Date Fiom 9 Batch C Transaction Include Mulicurrency Info If Existing Batch Append Create New Verity Number of Trx o Require Batch Approval Verify Batch Amounts Send To File 2 EAE Type C MA General Posing Jounal Boog 7 General Posting Joumal Boag Each of the Microsoft Dynamics GP transactions and posting processes are represented by a screen in Posting Setup All of the screens are identical ex cept for the list of posting reports Those are different for each Posting Point One special screen for each series the All Origins screen works a little differ ently from the others and will be discussed at the end of this section When the Posting Setup Screen is displayed there are two fields at the top that define the specific Posting Point to be configured Series and Origin From the drop down menu for these fields select first the software series and then the specific origin or transaction to select the posting point The current settings for that Posting Point
54. 16 Allow Posting to History check box 116 Drop Ship Check Box 41 Hold check box 60 Individual Report check box 96 Require Batch Approval checkbox 123 Restrictions box 54 Security check box 114 Show Optional Setup Tasks and Un registered Modules boxes 101 Use Separate Fulfillment box 47 Use Separate Fulfillment check box 47 Check Date 67 Check field 65 Check Format field 126 Checklists Setup Checklist 101 Classes Vendor Class 60 Collections Management module 138 Comment field 39 Comment ID field 44 Comment Setup window 44 Commissions button 45 Company field 106 Company Preferences window 91 92 Company Setup 113 Company Setup Options window 114 Company Setup window 113 Content Pane 10 13 Creating Vendor Classes 129 Credit Amount 51 Credit Card field 65 Credit Card Setup window 115 Credit Process Hold 44 Currency ID field 40 Customer Account Maintenance win dow 32 Customer Address Maintenance win dow 104 Customer Card 30 Customer Classes 33 Customer Class ID 29 Customer Class Setup window 32 135 Customer ID field 29 Customer Items 56 Customer List 18 Customer Maintenance Options win dow 31 Customer Maintenance window 29 104 136 Customer Name field 29 Customer Part Number 40 Customer PO Number field 40 customer record 29 Customers field 53 Customers Navigation List 104 Customers SmartList 104 Customer Summary window 135 Customer Vendor Transactions 56 Custom Links 44 Cut Off Date 53
55. 6 Travel History icon 13 Trial Balance reports category 76 Type field 82 Type To Filter 20 Typical Balance 83 94 U c Ci C3 CC CIO CI CC eC ccc eC eee nit Account Maintenance window 83 nit of Measure 40 nit of Measure Schedule 34 131 nit of Measure Schedule Edit window 131 nit Price 41 nit Price promp 42 nits of Measure Schedules 132 ser Access Security window 106 ser Defined button 44 ser Defined fields 49 ser Defined Label fields 117 ser Desktop 11 ser Display Preferences window 102 ser field 106 ser interface 10 ser Preferences window 102 ser Security Setup window 106 ser Setup window 105 108 se Separate Fulfillment box 47 se Separate Fulfillment check box 47 lt Valuation Method 35 Valuation Methods 35 Vendor Card 60 Vendor Cards 129 Vendor Class 60 Vendor Classes 59 129 Vendor Class Setup window 129 Vendor ID 59 61 63 Vendor Maintenance window 59 60 130 Void Historical Payables Transactions window 71 Voiding the check 72 Voucher No 63 WwW Windows 145 QUICKBOOKS MOVER S GUIDE Account Format Setup window 109 Account Maintenance screen 121 Account Maintenance window 81 94 Address Lookup window 38 Add Window Shortcut window 14 Adjustments window 49 Advanced Financial Analysis Report Layout window 97 Advanced Financial Reports window 97 All Origins screen 122 Alternate Modified Form and Reports window 108 Apply Payables Documents window
56. Also if necessary the values in the Account Format can be increased changing for example a 4 character segment into a 5 character segment The segment size generally cannot be reduced in size and it cannot be increased in size beyond the limits set by the Account Frame work 108 QUICKBOOKS MOVER S GUIDE The Account Format is defined in the Account Format Setup window Setup Checklist gt gt Company gt gt Account Format When the window is opened a default format is displayed that matches the Account Framework Notice in the Account Format Setup window the Maximum fields These fields display the Maximum Account Length Maximum Number of Segments and Maxi mum Segment Lengths from the Account Framework and cannot be changed Set the Account Length Segments count and Segment Length for each seg ment Maximum Account Lenglh Account Lem Semen Lenghh Display Width 3 Standard 4 Standard Standard By default the segments will be named Segment 1 Segment 2 et cetera Change the names of the segments to a meaningful name Also specify the Main Segment ID The Main Segment holds the base account number For example if an account such as 01 18000 45 is used where 01 is a company id 45 is a site id and 18000 says this is an Accounts Receivable account seg ment 2 the 18000 value is the Main Segment Click the OK button to record the Account Format Account Setup
57. CS GP 8 QUICKBOOKS MOVER S GUIDE Chapter 1 Getting Around In Microsoft Dynamics GP The First Login Using The sa User Id When Microsoft Dynamics GP is first installed there are no predefined user IDs or passwords The applications does however inherit one user ID from the database installation the System Administrator sa user and password To begin the implementation of a company database log into Microsoft Dy namics GP with the sa user ID and the password assigned to that user Microsoft Dynamics GP is a multi company application and can support separate databases and financial records for several different companies on the same installation A typical installation includes Microsoft s training company Fabrikam as well as any company databases required for the firm During the login process a user will need to select the desired company Se curity can be used to limit a user s access rights to specific companies This will be discussed in the next few pages Once the application is opened the user s Home Page will be displayed When new users are created the system administrator can assign each user different home pages based on their role in the firm This will be discussed in the pages that follow NOTE The sa User ID has full rights in the application and can perform any func tion The password for this user should not be distributed to other users in the firm If the GP Partner that installed the applicat
58. ER S GUIDE Amount The bill may now be broken down into separate pieces The benefit of being able to separate the invoice into different parts allows users to spec ify the correct general ledger account s to be used for each component For example the system can be set up so the amount in the Freight field defaults to the shipping expense account If this much detail is not necessary simply put the full amount owed to the vendor in the Purchases field On the Payables Transaction Entry window the following fields are displayed in the lower left hand corner to be used to record vendor invoice amounts e Purchases how much did it cost e Trade Discount how much of an overall discount is allowed e Freight shipping charges Miscellaneous any other charges e Tax Keep in mind that any amount entered into the Trade Discount field will reduce the amount owed the vendor for this invoice Every amount is entered as a positive number and Microsoft Dynamics GP will figure out whether it should increase or decrease the amount owed If the vendor s invoice is to be recorded posted and paid later the user is finished The document can be posted if transaction level posting is allowed by clicking the Post button at the top of the window If the transaction is to be stored in a batch and posted later make sure the batch ID 1s filled in and click the Save button If we want to pay this bill immediately there is more to be done The lowe
59. ER S GUIDE Any number of reports can be put on your home page for easy access and increased productivity Other Microsoft Dynamics GP Functions This guide just touches the bare minimum of what can be done with Micro soft Dynamics GP Our goal is to get you up and running quickly leverag ing the QuickBooks knowledge There are many other functions contained within Microsoft Dynamics GP Payables These include such functions as Scheduled Payments This feature allows a firm to take a major purchase or lease and divide it into monthly payments or to amortize a note payable while accruing interest Intercompany Transactions Firms with more than one entity and and need to transfer amounts between those entities properly will find these func tions useful Analytical Accounting This feature will help keep detailed information on multiple dimensions of a sub ledger to a regular posting account providing complex reporting Customer Vendor Consolidations Sometimes vendors are customers too this module allows balances from both to be combined into a single account Mass Vendor Delete A routine in Payables to sweep through vendor re cords and remove unwanted vendors in a single process Year end closing Routines available to manage the process of printing and reconciling Forms 1099 Period end closing Routine available to aid in the balancing of accounts payables accounts to the general ledger Other Payables Docume
60. HIST MONDD PMI 02 25 016 FABRI ABOUT This inquiry window shows every transaction saved posted or paid for all vendors Again filter out records using the fields at the top of the window to see a selected range of documents dates or vendors Every field label that is blue and underlined is a drill down field that will display more detailed information about the selected transaction This window is very useful if the invoice number or check number is known but the vendor ID is not known This window is similar to the information offered by QuickBooks using the Transactions tab in the Vendor Center 74 QUICKBOOKS MOVER S GUIDE Vendor Credit Summary Inquiry Purchasing Tile gt gt Inquiry gt gt Vendor Credit pome D A 22T 06 2 2017 id Fi Vest Purchase Date Days tor Checks to Clear Amage D aye to Pay Cartect Penod Yaa lo Date 2 Days Lte to Date 3 80D ae ET apd D vem Number of Paid Irwoices Yaa lo Date Lfe to Date ee P op by Mondor ID This window gives a quick view of the current status of outstanding invoices with this vendor Other information available here includes Last Check Number Amount and Date Last Invoice Number Amount and Date Unapplied Payment Amount Highest Balance Unpaid Finance Charges First Purchase Date Average Days to Pay Number of Paid Invoices Aged Payables by Aging Period Several zoom fields are available to
61. IDE In QuickBooks a Unit of Measure schedule can be built for an item allow ing the item to be purchased sold and moved in any of the several different units listed on the schedule In Microsoft Dynamics GP the Unit of Measure Schedule is also used but one schedule can be assigned to many different items Additional Microsoft Dynamics GP windows are required to allow the entry of all of the pieces of information that could be recorded for an inventory item Up to 17 different windows could be required just to enter a single new item In addition to the basic information describing a part prices can be entered for a variety of price levels different list prices in different curren cies can be listed if the Microsoft Dynamics GP Multicurrency module is in use quantities can be tracked for each of a number of different warehouses or sites purchasing restrictions and information unique to a number of vendors can be recorded alternate or substitute items can be listed et cetera When creating inventory items pay special attention to the Item Type and the Valuation Methods True inventory items physical parts are listed as Sales Inventory This is true even if the part is purchased to be used as a component in a kit or an assembly If it can be counted it is a Sales Inventory item Dis continued is a label applied to Sales Inventory items that are no longer in use A kit is a grouping of items sold as a single line item Kits are NOT ass
62. Management 28 Receivables Management Setup win dow 55 133 135 Receivables Management system 134 Receivables Setup Options window 135 Receive Payments window 54 Records customer record 29 Recurring Invoices 56 Recurring Sales Orders 56 Recurring Transactions Only option 127 Report Options window 77 Reports Aged Trail Balance Report 17 Aged Trial Balance with Options report 77 Memorized Report 77 Quick Financial report 95 RM Customer Report 104 Reports List 20 Requested Ship Date 39 40 Require Batch Approval checkbox 123 Restrictions box 54 Retained Earnings Account field 116 Reversing Date field 86 RM Customer Report 104 Routines menu 52 S Sales Batches window 47 Sales Commission Entry window 45 Sales Customer Detail Entry window 38 Sales Date Entry window 38 Sales Distribution Entry window 45 Sales Document Print Options 12 Sales Document Print Options window 49 Sales Document Process Holds 56 Sales Document Setup 45 Sales Fulfillment Order Invoice Setup screen 47 Sales Inventory 35 Sales Inventory item 35 Sales Item Detail Entry window 40 41 45 46 Sales Order Fulfillment window 47 48 Sales Order Processing 28 51 Sales Order Processing module 114 136 Sales Order Setup 47 Sales Payment Entry window 44 Sales Process Holds Entry window 49 Sales Quantity Shortage Options win dow 41 Sales Quantity Status window 41 Sales Tax Items 111 Sales Tax Schedule Entry window 43 Sales Tax Sum
63. OKS MOVER S GUIDE Hybrid posting schemes as described above can provide the mid sized busi ness with a highly efficient form of business processing Inventory sales and purchases can be posted immediately Accounts receivable and payables de partments can know exactly what amounts are owed by and to the firm Inven tory can be accurate to the minute and accounting can balance and reconcile last month s general ledger while holding this month s transactions in batches waiting for the appropriate time to post The scheme that will work best for the firm should be a carefully thought out decision Consult with accounting professionals and with the software imple menter or support team before making any changes Ifa system is already installed do not consider making any changes without fully understanding their ramifications and consulting with the appropriate professionals Posting Process Options Let s take a little more detailed look at how Microsoft Dynamics GP imple ments these two different posting schemes As was said in the previous pages the Microsoft Dynamics GP accounting system provides several options for the posting of transactions allowing sig nificant flexibility in the implementation It is highly recommended that a firm examine each of the options carefully and adopt one of the posting flows as their primary mode of operation leaving all other options only for exceptional circumstances At the transaction level
64. OVER S GUIDE Statement Charges and Adjustments to Customer Accounts In QuickBooks charges and adjustments to customer accounts are entered through the Statement Charges function in the Customers section of the Home page In Microsoft Dynamics GP these same charges and adjustments are cre ated using the Receivables Transaction Entry window This window is opened by clicking on the Sales tile in the Navigation Pane then in the Transactions menus click on Transaction Entry Ele Edit Tools Options Mew Additional Help sa Fabrikam Inc 4 12 2008 E Save X Delete 4E Pos Sh Print ox Ducumenti Type Sales Invoices Y Bachi eec jai Musde SALES00000001011 Ag Document Date 4 12 2008 gi Description Rent Charges Cosine ID ACCODT F1 Curency ID zus jani Name Accolade Publications Inc Payment Terns Net 30 a Address ID PRIMARY a Shipping Method a Salesperson ID e Tax Schedule ID Qe Tenitory ID Q P O Number Cost 000 Cash mwh Sales 1 000 00 Aw ILL Sm 3 Tinta Dico 0 00 a x E 2 Freight 45 00 e eee x Miscellaneous 0 00 06500 Tax Hm gt Total 1 045 00 Distribution Commissions 4 4 gt E by Document w Staus Unsaved Qe Seven types of transactions can be entered through this window Sales Invoic es Debit Memos Finance Charges Service Repairs Warranty Credit Memo and R
65. Quick Financial Setup window Finan cials gt gt Reports gt gt Quick Financial An unlimited number of layouts can be created Financial Setup File Edit Tools Help sa Accolade Publications Inc 4 12 2008 ll Save Cea X Delete Repeh Balance Sheet Type Balance Sheet Net Income Loss Source Check links report name Selected Columns I4 4 b b by Report Name The columns listed on the right are called the Default Columns and are re quired Additional columns from the left called Optional Columns can be added by selecting the column name and clicking the Insert button The optional columns are inserted below the default columns in the order they are inserted No column may be inserted before or between default columns Op tional columns are always added to the bottom of the column list If a column is highlighted on the right and then an optional column is inserted it will insert below the highlighted column 97 QUICKBOOKS MOVER S GUIDE Creating a Profit and Loss Statement The profit and loss statement should be created first because each of the other three statement types require identification of the Net Income or Loss source A profit and loss statement created from Quick Financial Setup is limited to six columns of information The three columns on the right Description Cur rent Period and Year to Date must be included in the statement in the order i
66. S GUIDE 121 Posting Detail Options The first choice that is provided is an option to create one set of journal en tries per transaction or one per batch Selecting the journal entry per trans action option causes a complete set of debits and credits to be created and posted for each transaction or document in the batch For example if there are 5 invoices in the batch there will be 5 debits to accounts receivable one for each invoice and one credit to inventory for each and every item invoiced Selecting the batch option provides for the generation of summary transac tions Summary transactions consist of one complete set of debit and credit transactions for the entire batch All documents and or transactions in the batch are added together For example if several transactions result in debits to the cash account one debit will be created for the sum of the amounts in the batch When summarization of the transactions in the batch is selected however the determination of which transactions to consolidate can be controlled at the account number level When this option is selected in Posting Setup the soft ware will examine the individual GL account definitions to determine which accounts to summarize What this means is that some transactions can be summarized while others are posted in detail In the Account Maintenance screen Cards gt gt Financial gt gt Accounts users can specify the level of posting for transactions fr
67. S Sales Discounts Trade Discounts 000 4183 00 US Sales Trade Discounts Term Discounts Available 000 1205 00 Sales Discounts Available Finance Charges 000 7010 00 Finance Charge Income Inventory 000 1300 01 Inventory Retail Parts NSF Charges 000 7040 00 Miscellaneous Income Sales 000 4100 00 Sales o 124 QUICKBOOKS MOVER S GUIDE For example when a sale is entered into Microsoft Dynamics GP if no other process provides a Sales account number the system will take the Sales ac count listed in this window and create a transaction to post to the ledger Sales accounts can be stored in the customer cards If an account is found there that account number will be used and the account listed here ignored This account would only be used if the sales account in the customer card was blank If Sales Order Processing is being used the set of accounts associated with inventory items also includes a sales account A switch setting in the Sales Order Processing Setup window determines whether the sales account from the customer card or the inventory item card is used to generate GL transac tions Still if the designated account is blank the account in this window is used It is recommended that all of the account number fields in the Posting Ac counts Setup window be completed Leaving any account blank could result in the creation of a GL transaction without an account num
68. ST for Australia Enable Tax Date ooo0000000 Withholding Vendor ID Withholding File Reconciliation Number Withholding Tax Rate Close the Company Setup Options window If desired click on the Internet User Defined button to open the Internet User Defined Setup window This window contains the default names of the fields found on the Internet Information windows this window opens when the user clicks on the i icon next to customers vendors parts employees et cetera The names assigned to the fields can be changed if necessary They should not be changed once data has been added to the tables The banks a firm uses must be defined This is done using the Bank Mainte nance window This window is found in the Setup Checklist by expanding the Company node and then double clicking on Bank Bank sa Fabrikam Inc 4 13 2008 E City ZIP Code County Transit Number Bank Branch i4 4 b bi byBankID 114 QUICKBOOKS MOVER S GUIDE The routing transit numbers are important if one of the third party check printing products will be used to print checks on blank forms or if the Micro soft Dynamics GP Direct Deposit functions will be used Otherwise simply identify each bank or financial institution used by the firm Credit Cards If the firm will be using credit cards they must be predefined This includes both credit and debit cards
69. Simply set the Max Number of Entries to Store per Field to a reasonable number such as 300 Click OK to close this window Click OK to close the User Preferences window Mark the task as complete Registration File Edit Tools Options Additional Help sa Fabrikam Inc 4 12 2008 She ons IME Registration Keys ZBGTOBLTJY3CVFAKF34FGGGG UA7M3QCUFEAC3TU LJ24C4V YLUPFOTFEUZSA7JUS Unmark the modules that you do not want to use It is recommended that you do not unmark machine Pal vuhave MOA ADNANA Lar enun pidan b credit Donee P Account Level Security Account Rollups Advanced Analysis Cubes Library Advanced Distribution v Advanced Human Resources v advanced Payroll Advanced Picking Analysis Basic Cubes Analysis Cubes Library Analytical Accounting Audit Trails 102 QUICKBOOKS MOVER S GUIDE Microsoft Dynamics GP allows users to access only the Fabrikam training company and a few setup windows until the application is properly registered Microsoft issues registration keys and provides them to the customer usually through the Business Partner that installed the software If it is necessary for the user to install the registration keys note the following requirements The Site Name must be taken from the registration informa tion provided by Microsoft exactly Capitalization spacing commas periods everything in the Site Name from the registration information must
70. States and or other countries of their respective owners In less uploaded example companies organizations products domain names e mail addresses logos people places and events depicted herein are fictitious No association with any real company organization product domain name e mail address logo person place or event is intended or should be inferred Microsoft and Accolade Publications Inc may have patents patent applica tions trademarks copyrights or other intellectual property rights covering subject matter in this document Except as expressly provided in any written license agreement from Microsoft the furnishing of this document does not give you any license to these patents trademarks copyrights or other intel lectual property Microsoft Corp and Accolade Publications Inc disclaims any warranty re garding the sample code contained in this documentation including the war ranties of merchantability and fitness for a particular purpose The content of this document is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Microsoft Corp or Accolade Publications Inc Neither Microsoft Corp nor Ac colade Publications Inc assumes any responsibility or liability for any errors or inaccuracies that may appear in this manual Neither Microsoft Corp or Accolade Publications Inc Nor anyone else who has been involved in the creation product
71. ables Setup Options window 63 Payables tile 62 Payables Transaction Entry 64 Payables Transaction Entry Distribu tion window 68 Payables Transaction Entry window 62 64 65 Payables Transaction Inquiry Vendor window 73 Payables Trial Balance Reports window 76 Posting Account Defaults 69 Posting Accounts Setup window 124 125 Posting Point 122 Posting Setup 120 Posting Setup screen 121 124 Posting Setup Screen 122 Posting Setup window 117 Posting Type 82 94 Price Level field 30 Price List price 41 Print Check button 65 Print Checks button 68 Printer Icon 12 Print Receivables Statements window 53 Print Sales Documents 50 Print Setup 12 Priority field 30 Process button 52 Process Hold 44 Profit and Loss and Balance Sheet ac counts 89 Prospects 56 Purchase Order Processing module 130 Purchase Tax Schedule 113 Q Quantity Available 41 Quantity Fulfilled field 48 49 Quantity Fulfilled fields 46 Quantity Ordered 41 Quantity Ordered prompt area 42 Quantity Quoted 45 Quantity Ready to Fulfill 48 Quantity to Order field 45 QuickBooks Inventory 34 Quick Financial function 93 Quick Financial item 93 Quick Financial report 95 Quick Financial Setup 95 Quick Financial Setup window 93 94 Quick Journal Entry 87 Quick Journal Entry window 87 Quick Journal Setup window 87 Quote Date field 38 Quote Expiration Date 38 Quote ID 45 Quote Setup window 38 R Receivables Batch 52 Receivables
72. ack Orders and Returns A Fulfill ment Order is a special form of the Invoice document that tracks the progress of fulfillment and shipping Most firms simply use the Invoice document The Sales Transaction Entry window is opened from the desktop by clicking on the Sales tile in the Navigation Pane and then selecting Sales Transaction Entry from the Transactions menu It can also be opened from the menus by clicking on the Transactions menu then from the pull down menus select Sales and thenTransaction Entry Ln Sales transactions can be initially entered as Quotes Orders or Invoices Orders and Invoices typically reserve or allocate inventory holding parts to be delivered to the customer until the order is shipped Quotes allow formal offers to be made to customers without allocating or reserving inventory A sales transaction is advanced from one document to another through the Transfer process Quotes accepted by customers can be transferred to Orders Orders that have been fulfilled can be transferred to Invoices to be billed to the customer and if necessary to back orders to wait on out of stock items to be shipped later Back Orders can be transferred to Orders when the missing products arrive to be fulfilled and shipped to the customer By configuring the various different document types a firm can customize the flow of sales transactions to meet their specific requirements The most commonly used flow is the one described ab
73. aher State Universty ALERSTOOOL 4321 McDaniels Rd Mmneapois 612 555 0159 Bt 0000 S La Margie s Travel MARGIESTOOO1 6789 82 Ave 5 Minneapolis 612 555 0187 Ext 0000 R I NovaSystems Inc NOVASYSTOOD1 123 W Nichols Rd St Paul 612 555 0176 EXt 0000 F Plaza One PLAZAONEDOO 2345 42 St W Woodbury 612 555 0182 Ext 0000 M T Pulaski Enterprises Inc PULASKIEOO01 3456 E Main Parkway Duluth 218 555 0184 Ext 0000 M The Actions listed are performed on the records found in the List Pane The valid Actions will change depending on the selections made in the List Pane For example if one record in the List Pane is selected Edit Actions are valid If multiple records are selected in the List Pane the Edit Action is dimmed and will not function as this button typically opens a window that acts on a single record at a time Take for example the Go To Actions for the Accounts in the Financial Se ries These include View Transactions Detail Inquiry Summary Inquiry and Send to Excel If one account in the List Pane is checked all of these Actions are active Clicking on the View Transactions will open the Account Transac tions List for the selected account Clicking on the Detail Inquiry will open the Detail Inquiry window for the selected account However if more than one account is checked only the Export to Excel option is active Each of the accounts checked will appear in the resulting Excel spreadsheet None of the other Go To A
74. ailable on CustomerSource as well as a qualified Microsoft Dynamics GP Partner for guidance in creating inventory items 132 QUICKBOOKS MOVER S GUIDE Receivables The setup of the receivables or customer system is performed using the Re ceivables Management Setup window This window is accessed through the Setup Checklist by highlighting the Receivables item and clicking Open ent Setup File Edit Tools Help sa Fabrikam Inc 4 13 2008 Aging Periods O Due Date Document Date Passwords Curent From 0 To 30 Exceed Credit Limit PASS WORDI 31 60 Days al 60 Remove Customer Hold PASS WORD1 81 90Days 61 0 Exceed Maximum Writeoffs PASS WORD1 S1 1200ags 9i 398 waive Finance Charge PASSGIWORD1 r Apply by 0 Due Date Document Number Options _ Defaults V Track Discounts Available in GL NSF Charge 15 00 Print Historical Aged Trial Balance Checkbook ID Uptown Trust q C Delete Unposted Printed Documents Pie Level RETAIL Q V Compound Finance Charge Document Format Blank Paper v O Pay Commissions After Invoice Paid Default Summary View Amounts Since Last Close wi v Reprint Statements C Print Tax Details on Documents E mailed Statements Status Recipient 7 Auto Apply to Finance Charges Fir
75. al balance immediately Both of these posting schemes batch and transactional have their own benefits and risks Which scheme a business employs depends on the size of the business and the controls that are needed Small businesses for example where the owners are personally involved in the operation of the firm and on a day to day basis enter and post most of the transactions may not need to print batch reports and review the data More often they don t have the time for these extra steps and want simply to receive inventory and print balance sheets Larger firms with stockholders and boards of directors hire teams of accoun tants to ensure their investments are properly managed These specialists in accountability like to review all of the financial transactions For these firms batch reports are a vital control document allowing them to certify to the stockholders the proper handling of their investments Microsoft Dynamics GP supports both forms of posting During the imple mentation of a site decisions are made concerning the method of posting transactions Transactions can be processed through batches or immediately using what is referred to as transaction posting It is also possible to process some transactions immediately and others through batches Posting in Microsoft Dynamics GP occurs at a number of well defined points At each of these posting points the system can be configured to allow or dis allow transactional p
76. ales for each detail the taxable sales the Tax Amount GL account number for the tax and the percentage or amount used as the basis for the tax calculation If a deposit has been tendered with the order by the customer the amount of the deposit can be entered in the Amount Received field The Sales Payment Entry window will open automatically when an amount is entered in this field The details of the payment must be entered The expansion arrow to the right of the field allows the Sales Payment Entry window to be reopened as needed The difference between the Total of the sales transaction and any Amount Re ceived will appear in the On Account field This amount will be posted to the customer s account when the invoice is posted The Comment ID field allows a user to select a predefined comment that will be attached to the sales transaction and optionally printed on the documents The text of the comment can be edited by clicking on the expansion arrow to the right of the Comment ID field A custom comment can be keyed in by simply ignoring the Comment ID field and clicking on the expansion arrow to the right of the Comment ID field The user can then simply type in the desired comment 44 QUICKBOOKS MOVER S GUIDE New comments may be added to the list of predefined comments Click on the Search icon 4 next to the Comment ID field and when the search window opens click on the New button The Comment Setup window opens Enter a n
77. ales reps and used over and over again Or ders can be placed in the batch moved out of the batch to other batches and then new transactions placed in the batch 39 QUICKBOOKS MOVER S GUIDE When creating a new sales transaction the ID of an existing batch can be entered into the Batch ID field The transaction will be stored as a member of that batch If an ID is entered that does not exist the system will ask the user if they want to create a new batch If the user says yes then the Sales Batch Entry window will be displayed The Batch ID entered on the sales transac tion will appear in the Batch ID field and Sales Transaction Entry will appear in the Origin field If the application is setup properly all other important fields should be completed except for the Comment field Enter a name for the batch or a brief description of its use Click the Save button to create the batch and close the screen The Default Site ID is the default location from which product will be shipped when the sales transaction is fulfilled This must be an existing site already defined in the system While it is possible to create new sites on the fly from the Sales Transaction Entry window it is not a recommended practice Sales reps and customer service staff members should not have rights that would allow them to create new sites The Default Site ID like the Requested Ship Date will be copied to each line item as they are entered on the transaction If
78. and Miscellaneous charges can be listed in this window These schedules define the taxes that will be calculated by default on purchase invoices Finally the labels for the user defined fields in the Vendor Cards are specified on this page Click OK to close the window On the Payables Management Setup window the 1099 Setup button opens the 1099 Setup window If the firm needs to issue 1099s to selected vendors these setup tasks must be completed The Tax Type pulldown allows the selection of three different types of pay ments reportable on 1099s These include Dividends Interest and Miscel laneous payments Selection of each type displays in the lower section of the window the boxes that appear on that type of 1099 form and the default Description for each box If necessary change the descriptions In most cases the descriptions should be correct The Minimum Amount column allows a firm to specify a floor payment amount If the 1099 payment amounts to a vendor for the selected Tax Type and selected 1099 category do not meet the floor amount no document will 128 QUICKBOOKS MOVER S GUIDE be printed This floor does not control the accumulation of 1099 totals for a vendor If a vendor receives a payment less than the floor amount the pay ment will still be added to the vendor s 1099 amounts Only when the actual 1099 documents are printed is the floor amount considered Vendor Class Creating Vendor Classes is the next step
79. and cards used for purchases as well as accepted from customers for payments Credit cards are defined using the Credit Card Setup window Setup Checklist gt gt Company gt gt Credit Cards EYE Ble Edt Toos Hep sa Fabrkam Inc 4 13 2008 fd Save Cla X Delete 3 Cat Meme Bakod AY O BankCard Checkbesk iD UPTOWNTRUST A Charge Card ccount Numk E v Used by Company When defining a credit or debit card specify a name for the instrument Then mark whether the card will be Accepted from Customers or Used by the Com pany for purchases A single instrument can be used for both purposes When a card is Accepted from Customers specify whether the card is a bank card debit card or a charge card credit card If a bank card then select the Checkbook ID of the account that will receive funds when the payments made by this instrument are settled When a charge card is Used by the Company indicate the Vendor ID that will represent the card issuer Charges made using the card will accumulate as vouchers due to be paid to this vendor Checks can be cut to the vendor to pay the balances on the card by selecting the vouchers during a check writing session Define each payment instrument that will be used or accepted by the firm For cards used by the firm to make purchases if each card was issued by dif ferent firm create a different card record and use differ
80. are going to provide an introduction to these cus tomer management functions Additional information on the remaining func tions can be found in the Receivables Management Sales Order Processing and Inventory Control documentation available online or through a Dynamics Partner e Creating Customers e Creating Customer Classes e Creating Items to Sell e The Sales Process In Microsoft Dynamics GP e Entering a Sales Transaction e Transferring Transactions to Other Documents e Fulfilling an Order e Invoicing a Transaction e Statement Charges and Adjustments to Customer Accounts e Finance Charges e Statements e Receiving Payments e Other Microsoft Dynamics GP Functions 28 QUICKBOOKS MOVER S GUIDE Creating Customers As with any system customers must be recorded in the database before sales can be made to them Microsoft Dynamics GP has both customer files and prospect files allowing quotes to be entered by sales reps for prospects Later the accounting department can convert the prospect to a customer adding all of the necessary financial constraints terms codes finance charges account numbers et cetera Note In this text we will discuss only customers For information on creating prospects and converting them to customers refer to the online documentation included with the application In QuickBooks customers are created in the Customer Center In Microsoft Dynamics GP customers are created in the Customer Mainte
81. as well as the Insert Row and Delete Row functions for Microsoft Dynamics GP The Tools menu contains the Customize Integrate Macro and Resource Description options and the Help menu contains the same func tions found on the User Desktop Help menu 12 QUICKBOOKS MOVER S GUIDE Using the User Desktop The Address Bar Navigation Pane Lists Pane and Content Pane are tightly tied Users can navigate to the windows of the application using several dif ferent paths found in these components As an option is selected in each com ponent the user s choice is reflected in each of the other components as well A user for example can click on the expansion arrow following the word Home in the Address Bar A pull down menu will be displayed If the user selects Sales from the pull down menu the Address Bar will change to reflect Home gt gt Sales gt gt Sales The Navigation Pane will change to show the Sales options The Lists Pane will change to show the Sales option highlighted And the Content Pane will change to show the Sales windows and tasks avail able to the user If the user selects Sales in the Navigation Pane the same screen changes take place 4 12 2007 Accolade Distribution Inc sa The Navigation Buttons in the upper left corner of the User Desktop func tions exactly like the Back and Forward buttons of the Internet Explorer The Travel History icon to the right of the Forward button di
82. ates follow the same rules The Requested Ship Date will default to the Document Date or the document date plus a few days depending on the setup This field should be set to the date that product needs to be shipped to the customer As each line item is entered this date is copied into the line item as the Requested Ship Date for the line While each line item can have different Requested Ship Dates the default date for each line item comes from this field There is no roll down process for the Requested Ship Date Changing this date after line items are entered onto a transaction will not change the Requested Ship Dates of the individual line items Unless the sales transaction is an invoice or Return that is to be posted imme diately from the current screen it must be stored in a batch Enter the Batch ID that will hold the sales transaction while it is being processed Batches are artificial constructions used to group certain sales transactions together For example a batch can be created for each sales representative and all of the transactions for each rep can be stored in that rep s batch Later when the order is pulled and shipped the warehouse might move the transac tion into a To Be Invoiced batch telling the accounting team that the trans action has been shipped and invoices need to be printed and posted Once a batch has been created it is retained in the system until destroyed Thus batches can be created for s
83. ay evening with the next one starting on Sun day morning Other schemes use 4 week periods with 13 months in a year The fiscal year does not have to start on January 1 Microsoft Dynamics GP will support fiscal years starting at any point in time Typically however a fiscal year starts on the first of some calendar month If a firm is considering changing fiscal years changing the starting date of the year consult with an accounting professional In the US there are IRS con siderations when changing the start of a firm s fiscal year If the firm is not using fiscal periods and has simply been accumulating income and expenses for the year the most commonly used scheme is to adopt calendar months for fiscal periods Again consult with an accounting professional To specify the fiscal year structure to Microsoft Dynamics GP open the Fiscal Periods Setup window From the Setup Checklist this is done by expanding the Company group and double clicking on the Fiscal Period entry or high light the entry and click on the Open button File Edit Tools Help sa Fabrikam Inc 4 12 2008 ov OK Calculate Redispley Yea 2008 F st Dap 1 1 2008 Historical Year Lat Bay 12 31 2008 Z3 apenan Close Ait Muses of Periods 12 2 Series Closed UNES een Warm Date Financial Sales Purchasng In
84. ayables Credit Card Entry window 65 Payables Management Setup window 63 128 Payables Manual Payment Entry screen 68 Payables Manual Payment Entry window 66 Payables Setup Options window 63 Payables Transaction Entry Distribu tion window 68 Payables Transaction Entry window 62 64 65 Payables Transaction Inquiry Vendor window 73 Payables Trial Balance Reports win dow 76 Posting Accounts Setup window 124 125 Posting Setup screen 121 Posting Setup Screen 122 Posting Setup window 117 Print Receivables Statements window 53 Quick Financial Setup window 93 94 Quick Journal Entry window 87 Quick Journal Setup window 87 Quote Setup window 38 Receivables Management Setup win dow 55 133 135 Receivables Setup Options window 135 Receive Payments window 54 Report Options window 77 Sales Batches window 47 Sales Commission Entry window 45 Sales Customer Detail Entry window 38 Sales Date Entry window 38 Sales Distribution Entry window 45 Sales Document Print Options 12 Sales Document Print Options win dow 49 Sales Fulfillment Order Invoice Setup screen 47 Sales Item Detail Entry window 40 41 45 46 Sales Order Fulfillment window 47 48 Sales Payment Entry window 44 Sales Process Holds Entry window 49 Sales Quantity Shortage Options window 41 Sales Quantity Status window 41 Sales Tax Schedule Entry window 43 Sales Tax Summary Entry window 43 Sales Trade Discount Entry window 43 Sale
85. be charged on these types of charges At the bottom of the Receivables Setup Options window is perhaps the most important set of options the Sales History Includes check boxes The set tings here define the amounts that appear in the Sales totals at various places in the Receivables Management system These settings do not affect the GL postings Select those components of sales transactions that should be reflected in a customer s sales summary Typically Sales and Discount is checked leaving Freight Miscellaneous and Taxes out of the sales totals Some firms however want all of these amounts to be included Click OK to close the window The Classes button at the bottom of the Receivables Management Setup win dow opens the Customer Class Setup window This window is also a separate step on the Setup Checklist 135 QUICKBOOKS MOVER S GUIDE Customer Class As with vendors Customer information is stored in the actual Customer Cards As well there is a significant amount of information to be entered for each customer This includes terms codes finance charges and a complete set of posting accounts Entering all of this information for each customer can be tedious and prone to errors Customer Classes are actually a set of default values for many of the fields in the Customer Cards By selecting a Customer Class ID for each new Cus tomer entered all of the data contained in the Customer Class card is copied into the new C
86. be transferred to either an order or a fulfillment order when the Transfer Button is clicked the Sales Transfer Documents window will open On that window the user will be able to select to transfer the quote to either the order or the fulfillment order Of course some documents can be transferred to more than one destination document in one move If an order for example is partially fulfilled the user should mark to transfer the document to both an invoice and a back order The fulfilled items will be transferred to the invoice while the unfulfilled items will be transferred to the back order 47 QUICKBOOKS MOVER S GUIDE The transfer of sales documents on a document by document basis is useful when customers accept quotes The sales rep that receives the order confirma tion from the customer can open the quote make any final adjustments then transfer it to an order Transfer by Batch The transfer of sales transactions can be made in batches For example as orders are fulfilled they can be placed into a special batch This batch of fulfilled orders can then be transferred all at one time to invoices and back orders The new batch of invoices can then be printed and posted while the new back orders await the arrival of additional product The transfer is performed by opening the Sales Batches window selecting the appropriate batch and clicking the Transfer button Fulfilling Orders Fulfillment of a sales transaction tell
87. ber This transac tion although created by the system will not post and may result in a hung All i batch The batch can be corrected and posted later however completing all of these fields will avoid this potential issue Display Groups Financial Sales Purchasing Inventory Project Several groups of accounts are displayed in this window Selecting the All group from the pull down list at the top of the window displays all accounts Selecting a specific group of accounts Sales for example will shorten the list to only the accounts that belong to that group If the firm is not using Project Accounting the Project group of accounts can be left blank Payables Payables Management is the Microsoft Dynamics GP term for Accounts Pay able The Payables Management Setup window Setup Checklist gt gt Pur chasing gt gt Payables is used to configure this module The Aging Periods grid allows a firm to specify up to 7 aging periods and to define whether vendor invoices should be aged based on the Due Date or the Document Date Most firms age vendor documents based on the Due Date Using this method a document s amount will appear in the Current Period totals until the day after the Due Date Note that the To value for the last Ag ing Period should be 999 The Apply By options tell Microsoft Dynamics GP how credits and payments should be applied when they are automatically applied The Default Summary View s
88. ble The All origin allows a user to easily set one or more of the parameters for all of the Posting Points within the selected series For example if a user selected the Inven tory Series and the ALL origin checks the Allow Transaction Posting box and clicks the Save button all of the Posting Points in the Inventory Series will have the Allow Transaction Posting box checked One frequent mistake that users make is to look at the default settings under the ALL origin as a record of the last set of configuration changes what were posted This is not true Each time the ALL origin displays its Posting Setup screen the options that are checked and unchecked are exactly the same Changing and saving a setting using the All origin change the individual Post ing Points within the series but do not change the displayed defaults of the ALL origin Posting Accounts The Posting Accounts Setup window Setup Checklist gt gt Posting gt gt Posting Accounts provides a list of default posting GL accounts Once the Chart of Accounts has been built this table must be completed The accounts entered in this windows are the ultimate default accounts for the system F sa Fabrikam Inc 4 13 2008 Accounts 000 1100 00 000 1200 00 Cost of Goods Sold 000 4510 01 Cost of Goods Sold Retail Parts Credit Memos 000 4110 01 US Sales Retail Parts 3 DebiMemos 000 7040 00 Miscellaneous Income Tem Discounts Taken 1000 4180 00 U
89. bt to be posted as a voucher per payment period with the same base number 127 QUICKBOOKS MOVER S GUIDE The Options button on the Payables Management Setup window opens the Payables Setup Options window This window contains a few more user definable options The Description and Code column allows a firm to assign customized names and abbreviations to standard accounting documents It is actually the con tents of the Description and Code columns that are printed on documents and reports and not the document Type name amp Payables Setup Options sa Fabrikam Inc 4 13 2008 Went Vasche Number 00000000000000495 Pesi Popers Mortes 00000000000000340 Next Schedule Number SCHEDOO000000000 Tax Schedule IDs Purchase ALL DETAILS Freight ALL DETAILS Miscellaneous ALL DETAILS Tupe Next Temp Vendor ID TEMPORARYO00001 UserDefined2 4e Temporary Vendor ID numbers Next Voucher and Payment Numbers can all be defined in this window It is strongly recommended that each number series be prefixed with an abbreviation that helps identify the transaction Certainly a payables aging report can show both vouchers and payments and identifies those documents in the details However looking at document numbers starting with VCHO000 and PMT000 make it immediately clear which are vouchers and which are payments The default tax schedules for Purchases Freight
90. ccur depending on the setup options selected The Maintain History check boxes should all be checked The history created is invaluable in resolving customer payment issues The Customer Account Maintenance window is used to record GL accounts that will be used to create postings when certain transactions are entered for the customer The account number fields can be left blank A set of Posting QUICKBOOKS MOVER S GUIDE Accounts is maintained for the entire company and if no account number is specified in the fields in the Customer Account Maintenance window the accounts found in the Posting Accounts window will be used to create the transactions NOTE Ifthe account numbers are left blank on this screen and the match ing account number fields in the Posting Accounts window are also blank transactions will not post or will require users to manually enter the desired accounts Either complete the Posting Accounts setup window or complete these account number fields File Edit Tools Additional Help sa Fabrikam Inc 4 12 2008 Customer ID accoo Name Accolade Publications Inc Checkbook ID AMENA A Description Computer Uptown Trust Cash Account from Checkbook O Customer Aecom __Deserption e 2 Accounts Receivable 000 1200 00 Qj Accounts Receivable Sales 000 4110 01 Q US Sales Retai Parts gt Costof Sales 000 4510 01 Q Cost of Goods So
91. ckiD GL RATCH I gt Transaction Type aam m Dade 02 02 2007 3 KO Stended Revesng Reveicnz Date wman 3 ee aoe 5l ca Cenan insurance E penze 244 an Lp Q Ploape 000 6350 00 Kepman imunes instnane ter doe 5 mih 000 2456 00 ineuranes Payable Monty acosa o Insurance Tota ie ep 9 beeschiD This window corresponds to the Make Journal Entries window accessible from the Company menu in QuickBooks Like QuickBooks the Journal Entry number will automatically increment The same journal entry number cannot be used more than once Reference is a field that doesn t have a correlation to any field in the Make Journal Entries window This field allows a 30 character description for the entry and is a required field 85 QUICKBOOKS MOVER S GUIDE The scrolling grid at the bottom of the window is where the account numbers and debits and credits are entered The third line of each account entry con tains the Distribution Reference field This field is used like the memo field in QuickBooks and is not required Journal entries can be entered and saved into a batch for later posting Make sure to enter a Batch ID if the entry is to be saved rather that posted Alter nately the transaction can be posted directly from the transaction window if that is allowed by the firm Leave the Batch ID blank to post immediately Reversing Entries Reversing entries are entered just like standard en
92. cking ticket packing list order documents and statements can be printed using Microsoft Dynamics GP Up to 4 different document formats can be maintained for each form Sales Document Process Holds Process holds can be applied manually or automatically to sales documents allowing review and release by key person nel before the transaction is processed These can be used for a variety of reasons including quality tests and credit checks Customer Vendor Transactions When a customer is also a vendor sometimes vendor invoices are used to offset the customer balances This tool allows simple cross postings to occur Scheduled Payments Payment plans can be established for large purchases allowing customers to make monthly payments Recurring Invoices Using this tool monthly charges such as rent can be assessed easily without re keying each customer s invoices 57 QUICKBOOKS MOVER S GUIDE Recurring Sales Orders Regular shipments of products to customers on a schedule is easily supported using recurring sales orders National Accounts When invoices need to be mailed to each purchasing warehouse of a company but are paid by the corporate offices National Ac counts can be used Parent Child relationships can be established between the corporate account and each warehouse s account Customer Items Frequently customers like to place orders and see the invoices showing their own part numbers Microsoft Dynamic
93. ctions and set them to recur according to your schedule with reminders Create automatically reversing entries Copy posted Journal Entries Void saved Journal Entries Back out and create correcting entries easily Create unit accounts to track non financial information like head count and square footage Create fixed allocation accounts to automatically split amounts to other accounts according to a fixed percentage Create variable allocation accounts to automatically split amounts accord ing to the balances in other accounts Assign a name to each account segment such as department or division Categorize general ledger accounts for more robust reporting Copy delete move update or inactivate a group of accounts Close each division to a separate retained earnings account Create an unlimited number of budgets Import and Export budget amounts using Excel Set up journal entry templates called Quick Journals Use transaction matching to link related transactions together Maintain an unlimited number of historical years Use up to 367 reporting periods per year Enter details beyond the account level using Analytical Accounting Print any of hundreds of pre built reports Save entries in batches to be posted later And much more 81 This guide will explain the basics of the GL module an many of the new fea tures now available In the pages that follow we will cover Creating Accounts Making Journal Entrie
94. ctions will be active as these actions only function for a single account The ability for an Action to work for more than one selected record in the List Pane provides some interesting abilities Take for example the Customer List in the Sales Series One of the Actions is to Apply Holds to accounts The filter functions can be used to reduce the list to selected customer ac counts then specific customer records checked When the Apply Hold Action is clicked a hold will be automatically applied to the marked customers A ribbon is displayed showing the results of the action In our example the ribbon reads Apply Hold action completed 3 succeeded 0 failed 18 QUICKBOOKS MOVER S GUIDE Numerous Actions work on multiple records like the Apply Hold Action These include among others the printing of many reports application of finance charges deletion of records and exporting of the selected records to Excel Managing List Content In a live database system Lists could be long Consider for example a list of inventory transactions for a firm that moves hundreds of products daily and has been using Microsoft Dynamics GP for several years Fortunately Restrictions are provided and until the user changes the restrictions only transactions within the last 90 days are displayed This restriction however is easily changed by clicking on the Restriction icon in the Action Pane and selecting a different restriction A variety of stan
95. d open this window and unmark the check box IP Hold ELI ansactions AT TRAC TOON Alvactve Telephone Co o by Mondor ID Voiding Invoices Bills and other Open Transactions Once an invoice has been posted it cannot be deleted If the bill was entered for the wrong amount or from the wrong vendor or maybe even entered as a duplicate corrections are still needed without losing the audit trail of the er roneous transaction Voiding documents provides this mechanism In order to void an invoice the following criteria must be met e The invoice must be posted e No part of the invoice can have been paid e The bill cannot be on hold The vendor must not have a status of inactive Use the Void Open Payables Transactions window Purchasing Tile gt gt Transactions gt gt Void Open Transactions Document Kumbar Ducane Amount _Comeney ID 2709 2 00 18 2014 T 26 405 87 01 27 2014 J sas mayan 3p nnan d 48 3958 11 18 2013 F 10 28588 12 17 2013 3 eam ml 70 QUICKBOOKS MOVER S GUIDE Select a vendor The open transactions for the vendor will be displayed Mark the Void check box next to those transactions to be voided If one of the criteria outlined above is not met a message will be displayed indicating why the invoice cannot be voided Voiding a bill impacts the books in the following ways e The bill is marked as voided and moved to histor
96. d and does not roll down changes those modifications will be used when new customers are cre ated but existing customers will not be affected Later if the same Customer Class card is edited again and the changes made are rolled down the first set of changes will not be copied to the customer cards only the new changes will be rolled down 33 QUICKBOOKS MOVER S GUIDE One of the accounts maintained in the Class Card is the Accounts Receivable account to be used for customers Some firms use different AR accounts for dif ferent types of customers For example customers that are employees officers of the firm or where other special long term payment arrangements have been made can have different AR accounts Changing the AR account in the Class Card and rolling it down to the customers is not recommended If a customer has an existing balance due that balance will be reflected in the original AR account If the AR account is changed the balance is not moved to the new account The payment however may be posted to the new AR account resulting in balancing problems Avoid changing AR accounts through the Cus tomer Class cards Creating Items to Sell Microsoft Dynamics GP maintains a very strong perpetual inventory Items purchased from vendors assembled by the firm and sold to customers can be listed in the inventory and values and quantities easily tracked All of the details of managing an inventory cannot be covered in this book
97. d by selecting one or more Security Tasks This group of Tasks now becomes a single object a Security Role that can be as signed to a user And users can be assigned as many Security Roles as they need to perform their job Microsoft provides with Microsoft Dynamics GP an extensive set of pre defined Security Tasks and Security Roles Using these predefined tasks and roles a system administrator should be able to easily create new users and assign the desired business functions to those users Where the predefined Security Tasks and Roles do not match the specific requirements of a compa ny new Security Tasks and Roles can be defined and configured as required Alternate and Modified Forms and Reports Microsoft Dynamics GP includes a Report Writer and optionally tools to modify the various windows and screens themselves These user modified reports and windows are stored in the application along with the original reports and windows and are referred to as Modified Reports or Modified Forms Third party vendors can provide their own reports and windows to be used in place of the Microsoft provided forms or reports These are referred to as Alternate Forms and Alternate Reports The security system in Dyanmics GP can control who has access to these alternate and or modified forms and or reports In many installations all us ers need access to the same set of reports and forms either the standard or the modified ones In a few cases selec
98. dard date ranges and a cus tom date range is provided Once a new restriction is selected it will remain selected even after the application is closed until the user changes the restric tion again BAe 1 30 2004 11 Cash Operating Account 1 30 2004 11 Transfer Suspense Account 1 30 2004 12 Cash Payrol 12 Transfer Suspense Account 1 30 2004 20 Cash Operating Account 5 TZD 1 30 2004 20 Transfer Suspense Account 2 120 00 0 00 1 30 2004 21 Cash Flex Benefits Program 2 120 00 0 00 1 30 2004 21 Transfer Suspense Account 0 00 2 120 00 zi nnamnnam unm unan i The data in the list is presented in columns that are originally sequenced in an order specified by the person that created the list The sequence of columns can however be changed by the user Simply pick up a column title and move it to the desired position in the list The Lists are also sorted The sort order is indicated by an up or down arrow to the left of the column title used to sequence the list The user can change the sort by clicking on any column The list will be sorted by that column Clicking the same column again will change the sort order from ascending to descending The records displayed in the list can also be limited by using the filters Fil ters are described in the section on Creating Customized Lists below 19 QUICKBOOKS MOVER S GUIDE The Reports List Microsoft Dynamics GP contains several hundred reports Each report can be refined
99. document type and number of the transaction to be fulfilled The line items for the transaction will be displayed The ID of the current user will be defaulted into the Fulfilled By field Ifa different person fulfilled this document change the value in the field to reflect the ID of the user that fulfilled the order The Date Fulfilled and Actual Ship Date will default to the current system date If either of these dates needs to be changed make the necessary adjust ments The Sites prompt allows the user to limit the line items displayed to those shipped from a specific site if desired To do so click on the Site ID radio button and enter the desired site in the adjacent field Line items displayed in the Sales Order Fulfillment window must be allocated before they can be fulfilled Notice in the window above that the first line item shows a Quantity Ready to Fulfill of one If the value was zero it would indicate that the line item is NOT allocated Allocation cannot be performed from this screen On lines where the Quantity Ready to Fulfill is not zero the user can enter the quantity actually picked and or packed for delivery into the Quantity Fulfilled field This quantity will be invoiced to the customer when the transaction is posted 49 QUICKBOOKS MOVER S GUIDE Any difference between the Original Quantity and the Quantity Fulfilled will be automatically back ordered if the Enable Quantity to Back Order option was selected in
100. e 4 12 2007 Accolade Distribution Inc sa 16 QUICKBOOKS MOVER S GUIDE Information or Preview Pane The first section of the display the Filters area provides a place for the user to enter selection criteria The restrictions entered here limit the list of custom ers prospects items etc displayed The second section the Action Pane provides a group of Actions that can be performed for the records displayed in the list The third section is the actual list of records while the bottom section the Information Pane displays details of one of the selected records Now here is where the power comes in the power that allows users to per form many of their daily tasks directly from the List Panes Ever needed an Aged Trail Balance Report for only a couple of accounts Accounts that are not in sequential order in any listing Ever needed to apply or release holds from several different customer accounts Wish you could select a few records customers orders vendors purchase transactions and export those selected items to Excel All of these and much more can now be performed directly from the a List Pane Some of the functions found in SmartList are found in the Lists A user can double click on a record in the list and open the edit window for that type of record A record can be selected and an option selected from the Go To menu to perform a specific function The Actions Pan
101. e it s possible to just plunge in but it s better if you have an idea of what should be accomplished before starting That way creating vendors can be quick and easy Microsoft Dynamics GP includes a structure called Vendor Classes Think of these classes as templates used to create new vendors Multiple classes can be defined so that separate templates exist for trade vendors versus traveling employees or professional service providers versus inventory vendors Once a Vendor Class has been created referencing the Class ID copies all of the data from the Vendor Class into new vendor cards Later if it becomes neces sary to update or change any of the data on the class the Class Card can be edited and the changes copied or rolled down to all vendors that are members of the class 59 QUICKBOOKS MOVER S GUIDE The creation of vendor classes is discussed in Chapter 5 of this manual as well as the Payables Management manual available from Customersource Vendors are created using the Vendor Maintenance window Purchasing Tile gt gt Cards gt gt Vendor The only required fields are the Vendor ID and the Vendor Name Of course most people enter a complete address for their vendors Much of the information recorded on a vendor card can be completed by entering a vendor Class ID As mentioned earlier this will copy most of the Account and Options information from the selected class into the new vendor record Ele Edt Ims Cpo ben
102. e line item display from a grid to a window showing more information for the selected line item In this view additional information for the line item such 42 QUICKBOOKS MOVER S GUIDE as Requested Ship Date Markdown Unit Cost ship from Site ID Price Level Ship To Address ID and Shipping Method for the line item can be changed Any changes entered on this screen will affect the selected line item only and will not apply to the entire order or any subsequent line item entered Once the line item screen has been expanded other line items can be viewed edited by clicking on the Previous or Next buttons Insert Icon BB Clicking this icon will open a new line in the item grid above the highlighted line item This allows a user to insert a new item above an existing line item on the sales transaction Delete Icon Hl Clicking this icon will delete the currently highlighted line item from the sales transaction If the item was allocated the allocations will be reversed and any serial or lot numbers selected will be released Line Item Pull Down Menu The Line Item Pull Down Menu icon located on the left end of the Line Item Grid menu bar provides 5 options Delete Row Deletes the currently highlighted line item Ifthe item was allocated the allocations are released Any selected serial or lot numbers will be released Insert Row Opens a blank row above the highlighted line item allowing a user to insert a new line item
103. e as part of a third party dictionary then the choices may be the standard alternate or a modified standard or modified alternate report or form Select the reports or forms that should be used by the group of users that will be assigned the current Group ID When the appropriate group is defined click the Save button to record all of the changes A MRE IDs are assigned to users in the User Setup window as discussed earlier in this chapter Account Format The account format for the new company must be specified The Account Framework defines GL account number maximums for all companies man aged using the one Microsoft Dynamics GP installation The Account Format defines a specific GL account layout for a specific company within the instal lation The parts of the format cannot be larger than the Account Framework will allow but it can be smaller The Account Framework is defined during the installation of Microsoft Dynamics GP as discussed earlier For example if an Account Framework is defined specifying a maximum ac count number length of 50 characters in 4 segments with 10 characters in the first 3 segments and 20 in the last then account number formats such as 3 3 two segments of three characters each or 2 10 4 one segment of 2 charac ters one segment of 10 characters and one segment of 4 characters can be used When an account format 1s defined while it can be smaller than the Account Framework it cannot be larger
104. e fulfillment process these tracking numbers may be recorded on the document Recording these tracking numbers allows customer service team members to respond to customer inquiries and provide tracking information Freight and Miscellaneous Amounts on the sales transaction can be adjusted from the Sales Order Fulfillment window by opening the Freight and Misc Adjustments window This window is opened from the Additional window Amounts entered into this window will be written back to the original sales document To simplify the fulfillment process for larger orders where the majority of items are being delivered a Fulfill All button is provided Clicking this but ton fills in the Quantity Fulfilled field with the amount found in the Quantity Ready to Fulfill field After this button has been clicked adjustments can be made to the few items not shipped If desired a packing list can be printed from the Sales Order Fulfillment win dow Clicking on the printer icon in the upper right corner of the window will open the Sales Document Print Options window Select the Packing Slip and the appropriate format and click on the Print button 50 QUICKBOOKS MOVER S GUIDE 51 Invoicing of Sales Transactions At this point sales transactions are typically turned over to a member of the accounting department for invoicing Orders must be transferred to an invoice document using the transfer process described earlier in this section The printing
105. e issued No payments can be applied so if the vendor is given a deposit that deposit could not be applied against any invoice Transactions can still be entered so the bills can continue to be en tered from this vendor but they can t be paid Credits can be applied to invoices Returns can be applied to invoices 60 QUICKBOOKS MOVER S GUIDE 61 Basically it s not possible to pay a vendor on hold but all other transactions are still allowed A vendor may be placed on hold at any time To the right of each Vendor ID is a little notepad icon see above This icon provides similar functionality to the QuickBooks Notepad field in the Vendor Center Clicking on the icon opens a notepad that holds free form notes about this vendor Anywhere in Dynamcs GP that this vendor ID is entered these notes can be read Vendors may have one of three status Active Inactive or Temporary Temporary vendors can be used to enter and process immediate payments for products or services when it is antici pated that the vendor will not be used again Once the transaction is complete the temporary vendor can be deleted The multiple addresses for a vendor come in handy for vendors with multiple service centers Products may be shipped to your firm from one of several different service centers and purchase orders issued individually to each different service center Yet the firm s payments for these purchases is mailed to a different c
106. e of the Content Pane will offer different Actions for each of the different lists These Actions are listed later in this manual in the various sections on each series But let s take a few minutes to discuss the Action Pane generally 17 QUICKBOOKS MOVER S GUIDE The Action Pane As stated above the contents of the Action Pane will change from one list to another When a user creates customized List Views see below the user can select which actions will be available for that view The Actions offered should be the most frequently performed tasks for the List View being de fined This allows a user to customize their desktop and organize their most frequently performed tasks into a single desktop for each role The Action Pane is organized into groups of functions The Actions displayed can include record edit screens new record creation new transaction creation actions reports inquiries GoTos and export functions f Oustomers in MN and ND gt Type to fite gt show Options v E 5727 2007 Apply Hold action completed 3 succeeded 0 failed Print Delete Refresh Customer Name Customer ID Address Cty Phone Number lc Ig Center Suite Hotel CENTERSUDO01 876551 Ave S Minneapolis 800 555 0119 Ext 0000 M L4 Direct Marketers DIRECTMADDOL 8765 9 St W St Paul 612 555 0135 Ext 0000 C Laser Messenger Service LASERMESOO01 98765 CrosswayParkDr Bloomington 612 555 0153 Ext 0000 D M
107. ecklist under Pur chasing gt gt Vendor Class Complete the appropriate information for each class of vendor Remember this information is not used here but copied into the vendor records There are a few important things that must be noted The Default check box does not establish a default vendor class Rather when a new vendor class is created information from the one class marked as the default will be copied to the new class making the creation of classes easier Notice the Accounts button This opens a window that contains a table of account numbers for the vendors of this class Vendor classes are most fre quently used to assign vendors to specific groups of accounts rather than for any other use For example traveling employees with expenses reimbursed through payables may have one set of account numbers that are different from trade vendors 129 QUICKBOOKS MOVER S GUIDE Use caution when saving changes to any existing vendor class The system will offer to roll down any changes made to the class to other existing ven dors Make sure that all vendors assigned to the class should be changed before allowing the system to do this It can be a handy tool but it can also change vendor records that should not have been changed Vendors Of course vendors must be entered into the system before payables invoices can be posted for them Vendors are also used in the Purchase Order Process ing module During the process of setti
108. ed 2 Use Det ned 1 User DeFined 4 awe ems id JD mass cama 9 ME byOssmpion QUICKBOOKS MOVER S GUIDE e Start by entering the account number Both numbers and letters can be used to define account number but keep in mind using letters could slow down transaction entry because they typically take longer to enter It s best to use the same number of characters for each account even though the system will allow some positions to be left blank To make creating a chart of accounts even easier a default chart of accounts based on business type corporation partnership or sole proprietorship and industry could be selected during company creation Next enter an account description Up to fifty characters can be used in the description but it s usually best to keep it short If more information about this account is required such as what kinds of transactions should be posted to it select the record notes button circled above and enter the additional comments The Account Alias field is like a nick name for the account The account alias can be used instead of the account number during transaction entry by holding down the CTRL key and then tapping the Q key while in the account number field A window will pop up allowing the account alias to be typed The system will automatically select the appropriate account number based on the name assigned here Account aliases are especially helpful if the acc
109. elects the initially displayed window when the Vendor Yearly Summary window is displayed This setting can be changed at any time 125 QUICKBOOKS MOVER S GUIDE Check Formats Supported The following check formats are supported by Microsoft Dynamics GP No Stub Stub On Top Stub on Bottom Stub Top Bottom Text Format Stub Top Bottom Graphical Stub Stub Check 3 Per Page No Stub 2 User Defined Formats The Checkbook ID selects the default checkbook to be used when payables checks are created Any checkbook can be selected at the time checks are created but the account selected here will be defaulted amp Payables Management Se sa Fabrikam Inc 4 13 2008 e O Document Date Password D Remove Vendor Hold ACCESS Exceed Maximum Invoice Amount ACCESS Exceed Maximum Wiiteoff Amount ACCESS Options V Override Voucher Number at Transaction Entry Track Discounts Available in GL v Print Historical Aged Trial Balance 7 Delete Unposted Printed Documents _ E Print Tax Details on Documents Apply By Document Date Due Date Defaults Default Summary View _ Amounts Since Last Close Che ckboo ok ID Uptown Trust Check Format Stub on Top La Booi e ___JANDoavenss EN JG Recurring Transactions Only V Print Previously Applied Documents on Remittance ale C Age Unapplied Credit Amounts Allow
110. em blies Kits are never found on the shelves of a firm and are pulled together at the time the kit is sold A kit construction allows a single line item the Kit itself to appear on the customer s sales order and invoice while the compo nents of the kit appear on the picking ticket and packing list Miscellaneous Charges Services and Flat Fees are three structures that allow users to assess charges to customers without affecting inventory Consult the help files to see the differences between these item types The Valuation Method is referred to in general accounting as the costing method for the item The two perpetual methods cause item costs to be tracked from each receipt through to each sale The two periodic methods use the Standard Cost value recorded on the item card as the value of the item in inventory and will generate variances when items are purchased at a value dif ferent from the standard For more information on creating and maintaining inventory items download the Inventory Control manual from CustomerSource 35 QUICKBOOKS MOVER S GUIDE 36 The Sales Process In Microsoft Dynamics GP QuickBooks users enter sales transactions by clicking on the Quotes Sales Orders or Invoices icon on the QuickBooks desk top In Microsoft Dynam ics GP users enter sales transactions by opening the Sales Transaction Entry window This single window supports 5 different document types Quotes Orders Fulfillment Orders or Invoices B
111. en created a list of vendors with unpaid bills will be displayed If the vendor list does not immediately appear click on the Re display button To add bills to be paid to the batch check the box to the left of the vendor A list of that vendor s unpaid bills will be displayed Then simply check the vouchers to be paid The Apply Date displayed on the screen is the date used to determine if prompt payment discounts are available This should be set to the date when checks will be printed As each bill is selected to be included in the batch the Amount Remaining to be paid will be moved into the Amount Paid column This amount can be edited in the Apply Payables Documents window allowing you to pay only part of a bill 67 QUICKBOOKS MOVER S GUIDE When all desired bills have been selected the information can be reviewed by clicking on the Edit Check button The system will automatically compute how much money is required to pay the bills that were checked off and will show how much money is still available in the selected checking account When the information is correct click the Print Checks button to print the batch of checks Note that the posting date from the batch is the date transactions will appear in the general ledger The check date is the date that will be printed on checks and that will appear in the checkbook register Using Credit Cards to Pay Vendors Paying a vendor with a credit card transfers the debt from
112. ent Vendor ID s In this manner payments for charges can easily be made The entry of information into the General Ledger Setup window begins the configuration of the actual modules of Microsoft Dynamics GP This infor mation controls the way the GL module handles certain functions and pro cesses 115 QUICKBOOKS MOVER S GUIDE General Ledger Setup The Next Journal Number is a required value This value will be incre mented each time a GL Journal is created This number should be set to a reasonable starting number and not changed after that point If it needs to be changed it should be raised and not lowered The Display options selection allows a firm to select the default display values for financial inquiries Each inquiry can show either Net Changes or Period balances or both The selection made here will establish the default display if only one value is displayed PP General Ledger Setup File Edit Tools Help sa Fabrikam Inc 4 13 2008 Mes ewm tm asi Display Net Change Period Balances r Retained Eamings 7 Chose to Divisional Account Segments Account 000 3030 00 Kil Maintain History Allow v Accounts v Posting to History v Update Accelerator Information v Transactions v Deletion of Saved Transactions C Veiding Correcting of Subsidiary Transactions C Back Out of intercompany Transactions User Defined Field Labels User Defined 1 UserDefined 3 User Defined 3 Use
113. er Number at Transaction Entry Microsoft Dynamics GP automatically assigns voucher numbers to transactions Checking this box will allow users to change these voucher numbers This can cause prob lems as users attempt to use already used numbers select numbers that skip large ranges this scares auditors et cetera It is recommended that this box is NOT checked 126 QUICKBOOKS MOVER S GUIDE Track Discounts Available In GL If this box is checked the amount avail able as a discount for a promptly paid voucher is posted to GL as a discount available to be taken This reduces the total payables balance in GL and the payables subledger must be balanced to the sum of GP Trade Payables plus the Discounts Available to Be Taken In most cases accountants don t see the discount as earned until the invoice is paid timely and prefer to leave the potential discount amount in the Payables account Discuss this option with the firm s financial advisor Most firms do NOT check this box Print Historical Aged Trial Balance This box MUST be checked to instruct the system to maintain the transaction history necessary to print this report If the box is not checked the history is not maintained Checking the box later will not allow an accurate report to be printed for periods where the box was not checked It is recommended that this box be checked Delete Unposted Printed Documents When transactions are entered into batches and errors are fo
114. essary these fields can be edited Enter the various amounts for the transaction Each different amount type sales amount credit or debit amount trade discount freight miscellaneous amount and taxes will be used to adjust the matching amounts in the GL and the customer s account On the right side of the screen record how the transaction was made check cash credit card et cetera If the transaction is a credit memo or payment click on the Apply button and select an invoice from the customer s account The credit memo will be ap plied to the selected document If necessary sales reps commissions or GL distributions can be edited When the transaction is complete it can be posted immediately by clicking on the Post button or saved in a batch To save the transaction in a batch the ID of the batch must be entered and the Save button clicked Transactions saved in a batch can be edited later if necessary and then posted either individually or by posting the entire batch Finance Charges Finance charges for late and unpaid balances on customer accounts can be calculated and applied in QuickBooks using the Finance Charge function in the Customers section of the Home Page In Microsoft Dynamics GP finance charges are calculated and applied using the Finance Charge window This window is opened by selecting the Sales tile in the Navigation Pane and then clicking Finance Charges under the Routines section
115. etail Account entries for closed fiscal years Drill down to the detail and all the way back to the source document Budget View the budgeted amounts for any account for any budget ID 95 QUICKBOOKS MOVER S GUIDE Budget vs Actual Compare any account s actual numbers with any budget ID view the variance amount and variance percent Net Change Summarized annual information is displayed for any account such as beginning and ending balance total debits and credits net change and number of transactions entered Creating Financial Statements Financial statements can be as simple or as complicated as is required Micro soft Dynamics GP has a Quick Financial function whereby financial state ments are automatically formatted with just a few clicks of the mouse To get started select the Quick Financial item from the reports section of the Financial Area screen This will open the Quick Financial Setup window a ESHCUXEZS SiL e Be Git Iob Le D sov Cex X Deer nasi income Statement 2017 LI Protit and Lose Opbona Colmnz Curent Bade YTD Gadget Curent Hester YTD Hestery Habo iea P pi by Repatt Name Four types of financial statements can be created from this window Profit and Loss Reflects a company s profitability for an indicated time frame Expenses are deducted from revenues resulting in Net Income Balance Sheet Shows the assets liabilities and equity for a company The
116. eturns If Sales Order Processing is being used all Sales Invoices should be entered using that process and not this window As well Returns should be processed using the SOP module as well These functions are in cluded for firms that do not move inventory and need to enter and post invoice transactions directly to receivables Finance charges can be adjusted for individual accounts using this transaction window Iffinance charges need to be calculated for all past due receivables the Finance Charge Routine should be used The most common use of this window is posting debit or credit adjustments to customer accounts The prompts on the window will change depending on the type of transac tion selected For example the Sales prompt shown above will change to Credit Amount if the Document Type is changed to Credit Memo and to Debit Amount if the Document Type is changed to Debit Memo To enter a transaction select the desired Document Type from the pull down menu Tab through to the Description field Microsoft Dynamics GP will automatically assign the next sequential document number To edit an exist ing un posted transaction enter the document number or use the search icon to look one up Posted transactions cannot be edited 52 QUICKBOOKS MOVER S GUIDE Enter an appropriate description of the transaction and select the customer account The account name salesperson and territory will be displayed from the customer account If nec
117. ew ID for the comment and select the appropriate Series Enter the desired text and then click the Save button The Holds button on the bottom left of the Sales Transaction Entry window allows any user to apply a Process Hold to a transaction or allows a user with the appropriate rights to remove a hold Process Holds are a tool to ensure that appropriate approvals have been received before a sales transaction is processed If a Process Hold has already been applied to a sales transaction the Hold button will display a red stop sign shaped icon Some holds such as a Credit Process Hold can be automatically applied to the sales transaction This hold is not applied until the document is saved Ifa transaction is entered for a cus tomer that is over their credit limit and the system is set up to apply the credit process hold the user will not see the red Icon on the hold button until the transaction is saved If a user attempts to enter an order and transfer it to an invoice the hold can prevent the transfer even if the red Icon is not displayed The User Defined button opens the Sales User Defined Fields Entry window This window has space for shipper tracking numbers 3 user defined list fields two user defined date fields and 5 user defined text fields Tracking numbers from shipping firms can be hand entered Some third party shipping packages will automatically insert package tracking numbers into these fields when a sales transaction
118. ey HVAC or contract repair teams for copiers elec tronics et cetera will find the Field Services modules an excellent solution for their business requirements 139 QUICKBOOKS MOVER S GUIDE 140 QUICKBOOKS MOVER S GUIDE Index A Account Alias field 82 Account Categories 82 account description 82 Account Format Setup window 109 Account Framework 100 108 Account Maintenance screen 121 Account Maintenance window 81 94 account number 82 Accounts Accounts Receivable account 109 Balance Forward account 31 Accounts Payable 80 Accounts Receivable 80 Accounts Receivable account 109 Account Transactions List 18 Action Pane 18 Actions Apply Hold Action 18 address ID field 38 Address Lookup window 38 Add Window Shortcut window 14 Adjust button 96 Adjustments window 49 Administration Tile 15 Advanced Financial Analysis 97 98 Advanced Financial Analysis Report Layout window 97 Advanced Financial Reports window 97 Advanced SQL Server Options 105 Aged Trail Balance Report 17 Aged Trial Balance 76 Aged Trial Balance with Options 77 Aged Trial Balance with Options report TI Allocation Line Item Allocation 41 Allocation Accounts 81 All Origins screen 122 Allow Account Entry check box 82 Allow Backout of Intercompany Trans actions 117 Allow Deletion of Saved Transactions check box 116 Allow Posting to History check box 116 Allow Transaction Posting box 124 Allow Voiding Correcting of Subsid iary Transactions 117 Al
119. f fea tures included and hundreds of third party vendors providing enhancements These features and add ons give GP a strength that allows it to support the re quirements of a wide variety of business types However in this book we are attempting to help the business person upgrade from QuickBooks accounting software to Microsoft Dynamics GP In the pages that follow a very simple approach to supporting business requirements will be taken Don t panic nothing recommended here will in any way limit the ability of a business to adopt the more sophisticated ac counting abilities supported by this product Throughout these pages refer ences will be made to other options available But first things first Lets get running on Microsoft Dynamics GP and then implement many of the new features available 7 QUICKBOOKS MOVER S GUIDE Resources available from the Help menu The Microsoft Dynamics GP Help menu gives users access to additional resources stored on their computer as well as on the web Contents Opens the Help file for the active Microsoft Dynamics GP component and displays the main contents topic To browse to a more detailed table of contents click the contents tab above the Help navigation pane Items in the contents topic and tab are arranged by module If the contents of the active component includes Additional Help files topic click the links to view separate Help files that describe additional components To find info
120. f the unposted batches for all of the modules in Mi crosoft Dynamics GP can be seen Again multiple batches may be selected and posted crossing module lines Dads Balores AN Mathed nae NocfTm LaxPox Frequency Invoce tnb Gere Eny Sae Tr Entry Papabtes Tix Enti Papaties 1x Enity Pagabies Tix Enty Fecevabe Dash F eceictz Gered Eniy Gened En Bmed Eny Gened En Gered En Papeties Tix Enty Gere Enim Recevabies ales Entry Fecevabies Cash Fewsiots 21 QUICKBOOKS MOVER S GUIDE Hundreds of pre designed reports are shipped with Microsoft Dynamics GP Some reports run automatically when an event occurs such as posting a trans action closing the year or voiding an entry Other reports run on demand such as trial balances aging reports inquiry reports checks and invoices This section focuses on controlling this arsenal of reports that run on demand and accessing those reports quickly and easily Additionally this guide will discuss how to create report options print reports to several destinations cre ate a customized list of reports and using the My Reports feature Report Options To be sure a report includes only the information of interest a report option is created A report option is a saved set of parameters such as ranges to specify the scope of information that will appear on a report printing destinations to specify where the output will be sen
121. f these modules follows Consult with your Microsoft Dynamics GP business partner about the avail ability of these modules in your package Fixed Assets Some firms require detailed tracking of the fixed assets held their values and the calculation of the depreciation of those assets Microsoft Dynamics GP has a detailed and completely integrated Fixed Assets module Collections Management The Collections Management module helps manage past due receivables From tracking of scheduled collection calls to customer promises and how well they honor these commitments this module helps streamline the collec tion process 138 QUICKBOOKS MOVER S GUIDE Payroll A very robust payroll calculation and check preparation module is available as a fully integrated Microsoft Dynamics GP module Human Resources Beyond Payroll HR tracks employees their skills their reviews and growth through the time of their employment Project Firms that need to track expenses and income by the project can implement Microsoft Dynamics GP s Project Account module Purchases made through payables or purchasing can directly post expenses to the projects Complete costs and income from each project are collected for analysis Manufacturing From a simple assembly process through full router based MRP driven pro duction Microsoft Dynamics GP has several robust options for firms with manufacturing operations Field Services Fields service firms be th
122. for example invoices or purchase receipts transac tions can be saved to a batch as they are created or posted immediately to the subledger level Depending on the setup options selected during implementa tion of the software financial transactions from these subledger postings can write to a GL batch that requires additional posting or can post directly through to the trial balance With two different options at two different points four different posting paths are available These are seen in the drawing to the left and described below Post Transaction Directly Using a pure batch option the blue path transactions are saved to a batch the subledger batch posted to a GL batch and then the GL batch is posted to the trial balance Alternately local transactions can be posted immediately the red path skipping the local batch and writing financial transactions directly to the GL batch requir Through ing one final posting to affect the trial balance In both of these schemes The GL batches can then be posted by the accounting department at their leisure Post to GL Batch Of course complete transaction post through processing the Trial Balance brown path is suggested as a possibility By setting the posting options to post through and allow immediate posting transactions would be posted immediately at the source document level and post through completely to the
123. g OVOEVICW 82 GIL ACCOUD IS itin id sia ee DI ere de eR He bir i E RA 83 Creating Postne ACCOUNIS 83 bcne 85 Types of Journa Mtr eS oer tree reti P DESEE REPE Ee en e EMEN ER IND 87 Standard Journal Entries EET 87 Reversing Entries eer er tiere ere Pies NE RD dde Ue re yer E etaed eee 88 Quick Jonna GUIS sas sae pora oe MtetisuFek pt npe EE ERNE FLUR PERCHE ADI CU P R ENETEIA EEEE EISE RFT 88 iind 91 Creating and Editing Budgets using EXCel reete e eren VEE ERES iE 91 Creatnp a BUudgetooo s serere PIRE Ennis 92 Opening an Existing Budpet i i iere hte eerie teretes te och eset ie EAEE Eai aaisa 93 Importing or Exporting a Budget eere rrr tt eerie nieto e Eee a eee DEEE Sies 94 Closing the Fiscal Year or Perod u i eite eerte ta eb eres ee eire eie tee NEE REN SEES 94 Hotels BT op E 95 Summary MINY oo een testo oe HR ent ERE ERREUR RE EHE ER UTER ue 95 D tail Inquity ace ote entes iier ease E e edet tes A 96 Transactionn Enty ZI HM E 96 Payables Transaction Entry Zoom ette rt OH o eae EEEE PRA AE HS rete EEES 97 Other Inquiry Window C 97 Creating Pinancial Statements rir A Y n ree EVER EE HERES EE URL EE EEEFE SERERE UE 98 Creating Profit and Loss Statemen
124. g Financial Statements After the report layouts are created the Financial Statement Report Options window is used to define how the reports should be printed At least one option must be defined before the report can be printed To access this window select Financial Statements from the Reports section of the Financial Page The Financial Statement Report window will open Select a layout from the Report lookup and then click on the New Button Ele Edi is thb sa Accolade Pubkeetions ne ONT cgo ld Sove cow X Lee Ew s m BALEHEET Detail 2017 ero Balanco Sheet 2017 Amoorts kowe T Zemo Balances T leddes T Unt2ecourrs frdividial Rapat 3 Qj Calculate Ratio indvidual On sa ie Aesinchons onam Peed Seurel E Segmertt Fiorn 300 T2202 Late e A Option is the first field and its purpose is to name the report something de scriptive so its particular option selections will be easily identified Up to 32 different report options may be defined for each statement The Amounts drop down list allows the selection of a detailed report or a summary report A detail report will show each account s balance that is included in the category Cash will show the balance of each cash GL account prepaid expenses will show the balance of each prepaid asset account et cetera Conversely a summary report will only show the total for each category not the individual account detail Cash would have
125. gs This chapter describes how to quickly get up and running paying bills using the Payables Manage ment module Entering and paying bills is simple the whole process starts when the bill from the vendor is received Before a vendor can be paid the vendor s invoice or bill needs to be entered into the system Creating Vendors Before we can enter any invoices we must first have vendors to pay A ven dor can be set up either directly through the Vendor Maintenance window or on the fly Using the on the fly method a new Vendor ID is entered on the transaction entry screen and the system will ask if a new vendor should be created Respond Yes and the Vendor Maintenance window is opened Let s go over how to create a vendor using the standard process first The New Vendor Center Using theintuitive navigation in Microsoft Dynamics GP getting around all things vendor related is easy What QuickBooks referred to as the Vendor Center is now the Purchasing Page Click on the Purchasing tile in the Navi gation Pane to display the Purchasing Page From here we ll navigate to the Vendor Maintenance window in order to create vendors The Vendor Mainte nance window is sometimes referred to as the Vendor card Set up a new vendor using Vendor Maintenance Purchasing Tile gt gt Cards gt gt Vendor Eager to create new vendors It is possible to just open the window and start typing in values Right Wrong sort of Sur
126. h statements will be printed For example the Customers field allows a user to specify the order in which statements will be printed The Documents field allows a user to specify the order in which documents will be printed on the statement The three date fields have a pull down menu that allows for the selection of a variety of predefined points in time The options include such choices as End of Month Beginning of Period Beginning of Previous Month et cetera One option Enter Date allows the user to enter a specific date when printing the statements 54 QUICKBOOKS MOVER S GUIDE The use of two of these three date fields helps select the documents that will appear on statements Of course the Date to Print field is used to specify the date that will print on the statement itself The date used in the Summarize To field controls how far back in time detailed transactions will be printed Transactions that occurred prior to the Summarize To date will be rolled up into a single line Generally if accounts are maintained as Open Item ac counts the Summarize To date is set to a very old date The Cut Off Date determines the newest transaction to appear on a statement For example if statements are printed on the fifth of the month and should only contain transactions posted through the end of the prior month the state ment Cut Off Date should be set to End of Prior Month Any transactions posted on the first through the fifth will be on t
127. he entire process includes the closing not only of the financial series but of each module in Dynamics At the end of each year information on the closing process is available through Microsoft Dynamics GP Partners world wide or on Customersource Inquiries and Reports The GL module provides a rich set of tools to research all entries impact ing the general ledger Several Inquiry windows are available as well as over twenty different general ledger reports Starting with the Summary Inquiry window it is possible to drill down all the way to the originating transaction This feature makes analysis of financial transactions a snap Let s step through how this is done Summary Inquiry Start with the Summary Inquiry window Financial Area Page Inquiries Section Summary From here select the period of interest and move the pointer to the column heading and click LAETI mary Inquiry Ble d Ins Ye ift ge dere 00 8520 00 Deserprien Travel Servicer retalabor Pei d Qet T Eezi ninz Balance 0 00 200 Fez 0 00 0 00 Pend 600 soo Pero 3 500 1 6 PerudS shan T 2525 77 Pero 000 n 2525 77 Pood 3520 1 05 2825 77 Pee 0 00 2528 77 Pend soon 12526 77 Peroz 10 000 2525 7 Foros I 0 00 2625 77 Te212 0 00 2828 77 v Totak 1269 27 125927 twene iee p ME byOoscnpion g 93 QUICKBOOKS MOVER S GUIDE Detail I
128. he Payables Management Setup window Doc Date should be the vendor s invoice date this is the date that will be used to age the bill when printing the payables trial balance This is also the date used to determine when the bill is due as computed by the payment terms established with the vendor Vendor ID identifies the specific vendor who has sent the bill Either type the ID into this field or select the looking glass button next to the field to bring up a list of vendors to choose from Once a vendor has been selected the following information will be copied into the transaction from the Vendor Vendor Name e Address ID e Remit To ID e Payment Terms e Shipping Method e Tax Schedule ID These values can be accepted or changed as necessary Changing the field val ues during transaction entry will not alter the values stored with the vendor Document Number is the vendor s invoice number Different from Quick Books this is now a required field and a document number is required to enter a bill If the vendor doesn t use invoice numbers just enter something that will help identify that specific invoice like the date or month the invoice was entered for instance Whether or not the same vendor document number can be used more than once per vendor depends on the selection made in Pay ables setup Requiring unique document numbers will help insure the invoice isn t inadvertently entered and paid more than once 63 QUICKBOOKS MOV
129. he customer s account but will not appear on the statement The Restrictions box is used to limit the group of customers for which state ments will be printed Open the pull down menu next to the Ranges field and select a parameter Customer ranges can be selected by Customer ID Customer Name Class ID Type Sales person ID Territory ZIP or Statement Cycle Once the parameter is selected enter the starting and ending value for the range for example the starting and ending customer number or the start ing and ending ZIP code and then click the Insert button Multiple ranges can be inserted into the Restrictions box However each line further limits the selection and a customer account must match all of the restrictions entered for a statement to print For example if a restriction by customer number is entered with a range of numbers from 1000 to 2000 and a sales rep restriction is entered limiting selections to only rep RLW then a cus tomer must have RLW as their sales rep AND must have a customer number in the range of 1000 to 2000 Two different ranges of customer numbers can not be entered as a single customer cannot have a customer number that falls inside both ranges Select the destination printer for printed statements modify the messages to print on the statement if necessary and set the desired e mail options if state ments can be e mailed If the specification set is to be saved and not printed click the Save butto
130. here in the window For example clicking the Printer Icon on the Sales Transaction Entry window opens the Sales Document Print Options window Clicking on the Print function in the File menu of the Sales Transaction Entry window also opens the Sales Document Print Options window W Sales Transaction Entry ipid sa Accolade Distribution Inc 4 12 2007 Ele Edt Tools view Options Additional Help en BS i Drop Ship Ite Type Type ID Order eld im Date 4 12 2007 a gt Document No BOOK Alecate or Furl Batch ID RLW ae Customer ID ACCS Open Item Detail CtreE Default Site ID WAREHOUSE ID Customer Name Accok Quick Print Setup Customer PO Number Ship To Address PRIME Quick Print CQ Currency ID Z US D Item Number QA 9 b vom A Gly Ordered gt N amp Unit Price Extended Price GP1001 Each 3 122 50 336750 4 ao 0 00 0 00 z Amount Received 3000 3 Subtotal mE oT AE Trade Discount 0 00 gt ems Discount Taken 0 00 m n Account 36750 Fag 00 oss cn Miscellaneous 0 0003 ommen aL Tex 3000 3 Holds User Defined Commissions Total 367 50 I4 4 gt pi by Document No Document Stalue De The Edit menu contains the familiar Cut Copy Paste Clear and Select All options
131. hould not be checked If this box is marked users will be allowed to edit transactions is batches automatically created by postings from other modules These corrections should be made in the other module and not in the GL batch 116 QUICKBOOKS MOVER S GUIDE Allow Backout of Intercompany Transactions controls the editing of transac tions that can flow between multiple companies in a single Microsoft Dynam ics GP installation This box should not be checked If the firm needs to use Intercompany Transactions consult with a Microsoft Dynamics GP Partner for detailed information The User Defined Label fields set the prompts for the user defined fields as sociated with the GL Accounts The Workflows button allows for the configuration of SharePoint Workflows If SharePoint is installed consult a Microsoft Dynamics GP Partner for in structions on the configuration of Workflows Posting Setup Microsoft Dynamics GP provides firms with an extremely flexible transaction posting system Before we jump into the Posting Setup window itself we are going to take a page or two and discuss some of the posting schemes and options available Different accounting software packages take different approaches to the processing of transactions All of the options generally can be reduced to two different schemas Batch vs Transactional processing Batch vs Transaction Processing In batch processing all transactions are recorded in a set of tables
132. ht field 43 64 Fulfilled By field 48 GL Reference field 38 Journal ID field 87 Maximum fields 109 Miscellaneous field 43 On Account field 44 65 Option field 77 Order Date field 39 Origin field 39 Price Level field 30 Priority field 30 Quantity Fulfilled field 48 49 Quantity Fulfilled fields 46 Quantity to Order field 45 Quote Date field 38 Retained Earnings Account field 116 Reversing Date field 86 Subtotal field 43 142 QUICKBOOKS MOVER S GUIDE Summarize To field 53 Tax field 43 Trade Discount field 43 64 Type field 82 User Defined fields 49 User Defined Label fields 117 User field 106 File menu 12 Filters 19 SmartList filters 20 Finance Charge function 52 Finance Charge Routine 51 Finance charges 51 52 Finance Charge window 52 Financial Area screen 93 Financial Statement Report Options window 95 Financial statements 93 Financial Statements 80 Fiscal Periods 110 Fiscal Periods Setup window 110 Freight field 43 64 Fulfilled By field 48 fulfillment date 50 Functions Finance Charge function 52 List Functions 16 Print Setup 12 Quick Financial function 93 Statement Charges function 51 G General Ledger account numbers 100 General Ledger Account Numbers 109 General Ledger Setup window 116 GL Reference field 38 Go To Actions 18 Go To menu 17 Grids Line Item Entry Grid 41 Line Item Grid 42 H Help menu 12 Hold button 44 Hold check box 30 60 Hold Payables Transactions window 70 Hybrid posting sche
133. i uira Microsoft Dynamics Ge using Budget aem For Ewo anhe nn ee OPES Select using Budget Wizard for Excel to launch the budget creation wizard The wizard consists of several screens which will step through the process of adding a new budget Once the budget is created the amounts may be edited using Excel and then imported back into Microsoft Dynamics GP Note Credit amounts like income equity or liabilities must be entered as negative numbers Some key points to remember for creating a budget include e A budget can be made for a single fiscal year or a date range that may span fiscal years e The date range or fiscal year entered must exist in fiscal periods setup e One of four calculation methods can be used to create starting balanc es in the new budget Where percentages are used they can be either positive or negative e Open Year Percent uses actual amounts from an open year ad justed according to the indicated percentage 90 QUICKBOOKS MOVER S GUIDE 91 e Other Budget Percent uses the current amounts in another budget as adjusted by the indicated percentage If the Other Budget amounts change after the new budget is created the new budget is not adjusted to reflect those changes Historical Year Percent uses actual amounts from a closed year adjusted according to the indicated percentage e Blank Budget includes the account number and description but all amount fields are zero do
134. i Sah Vote tice WIA 650 00 Unapobec mount Due Dae J rgnel Document Amt Discount Oats Toms Avante 1 Exchange Rare Caicizton Moros 1234013 IE ra marma manana to the Payables Manual Payment Entry window Click the Post button if the transaction is to be posted immediately or the Save button if the transaction is to be posted later make sure a batch is specified 66 QUICKBOOKS MOVER S GUIDE Using a Computer Check Run There are several ways to generate computer checks using Microsoft Dynam ics GP but for purposes of this guide let s take a look at the method that will most closely match the technique used in QuickBooks The Edit Payables Check Batch window Payables Tile gt gt Transactions gt gt Edit Check Batch provides an easy method of quickly selecting individual vendors and vouchers to be paid Once the Edit Payables Check Batch win dow is open provide a Batch ID that will name this batch of checks As soon Slee the documeres you cui Ika ts pay for verdor ACETRAVEOOOI Travel Compary E Youre Mum DueDate Aroun Remang amari Pad D ammont 0 28723 as a new Batch ID is added the Payables Batch Entry window will open The only piece of data needed in this window to identify the checkbook to be used If appropriate change the Check Date to the date to be printed on the documents Click the Save button to create the batch Once the batch has be
135. ices for retail customers and a second set of prices for distributors Microsoft Dynamics GP allows for an unlimited number of price levels to be established The Price Level field in the Customer Card identifies the pricing level assigned to this customer 30 QUICKBOOKS MOVER S GUIDE 31 File Edit Tools Additional Help CdiCadNume TakEtemi2 Expiration Date Tax Registration Bank Name Currency ID ZUS Bank Branch Bate Type Language None Statement Cycle Monthly Maintain History rT Send E mail Statements Calendar Year 7 Fiscal Year Cc v Transaction 7 Distibution J The following fields are found on the Customer Maintenance Options window click the Options button on the Customer Maintenance window If a customer is marked as a Balance Forward account payments are automat ically applied to the oldest invoices first Open Item customers can specify the particular invoices being paid Most firms use Open Item as the Balance Type If a customer s Credit Limit is set to No Credit payments must accompany each order and be listed on the order If a customer is to have items shipped COD a credit limit should be established and the terms code set to COD For most customers a credit limit Amount is entered If the customer exceeds the amount specified one of several actions can o
136. in the quantities recorded in the original order and visible through the Sales Item Detail Entry window or the 46 QUICKBOOKS MOVER S GUIDE expanded line item display control the movement of the line items to the dif ferent documents For example in the line item below a quantity of 15 pieces was ordered However the customer cancelled 2 7 were packaged to be shipped to the customer and the remaining 6 pieces are scheduled to be back ordered When this document is transferred the historical copy of the order will maintain this record of activity an invoice for 7 pieces will be created and a back order for 6 pieces will be created Line Items by Order Entered Iter Number I CA Oty Ordered GP 1001 o Extended Price 175 00 2 625 00 Unit Price Description Information Flow and Posfiffffor Dynamics GP Site ID WAREHOUSE A Price Level RETAIL An hip To Address ID PLANT Qe Shipping Method KA Quantity Available 30 4 Previous Nest gt Markdown 0 00 3 Unit Cost 0 00 ReqShip Date 3 13 2007 Date Shipped 4 12 2007 Hj Qty to Invoice Qty Fulfilled 5 Oty Canceled ip Back Order ca Orders can be created already fulfilled or requiring a separate fulfillment process This is specified on the document type ID when the Document ID is defined When an order document that does not requ
137. indow If the Auto Apply was not clicked none of the documents listed in the lower section of this window will be marked To manually apply the payment or to change the selections check or un check the desired documents As documents are marked the Unapplied Amount will be decreased until the entire amount is applied To partially pay an invoice check the document line and change the Apply Amount When the payment is applied as desired click on the OK button on the Apply Sales Documents window to return to the Cash Receipts Entry window Click the Post button to post the payment immediately To save the payment in a batch for later approval and posting enter a batch ID and click on the Save button Other Dynamics GP Functions As was mentioned earlier in this manual Microsoft Dynamics GP is a robust application with hundreds of functions designed to support the day to day operations businesses In this chapter the functions provided in QuickBooks have been discussed in terms of the matching functions in Microsoft Dynam ics GP And that discussion has been necessarily brief Listed below are some additional sales invoicing and receivables manage ment functions provided by Microsoft Dynamics GP in the Business Ready Licensing model Please consult with a Microsoft Dynamics GP Partner and the appropriate manuals for information on implementing and using these functions Multiple Sales Document Formats Different sales order pi
138. ing require ments Do however leave a couple of extra digits in each segment to allow for growth The Account Framework will place a limitation on the format of the account number If an Account Framework is defined with a maximum length of 30 characters with only 3 segments of 10 characters each then any company in the installation can use any account number format as long as the format does not exceed a total of 30 characters 3 segments and 10 characters per seg ment Smaller account number schemes can be used such as 3 6 2 or 3 9 5 The Account Framework defines the maximum account format for an installa tion 100 QUICKBOOKS MOVER S GUIDE 101 Using The Setup Checklist Microsoft Dynamics GP includes a Setup Checklist that allows users to fol low a predefined series of steps This helps ensure that all of the necessary tasks are performed in the proper sequence The Setup Checklist is reached by selecting Administration in the Navigation Pane the lower left section of the screen Then when the menus appear expand the Setup menu and select Setup Checklist The Setup Checklist window will be displayed The Setup Checklist contains a complete list of all of the tasks required to properly implement all of the components of Microsoft Dynamics GP Click ing on the plus signs to the left of each of the modules explodes the display and shows more and more implementation tasks DO NOT PANIC Most are optional In the next few pages
139. ion has not created addi tional users review the section of this manual on creating users in the Instala tion Appendix and create additional user IDs Keep the sa user s password confidential 9 QUICKBOOKS MOVER S GUIDE User Interface The biggest change when moving to a new software package like Microsoft Dynamics GP is the user interface The Home Page the Address Bar Navi gation Buttons and the Status Bar begin to give the page a look similar to the Office Suite from Microsoft The Tool Bar Menus provide access to the soft ware s screens and processes The Content Pane opens with the well known Home Page with its Reminders Quick Links Outlook Integration Metrics and customized My Reports list Navigation Buttons Content Pane showing Home Page Address Bar Tool Bar Menus Tool Bar Layout Menu sa s Home 2 ton A wetics User Preferences t Shortcuts Reminders Top 10 Items for Last Month by Dependent Quantity Items Below Order Point Quantity 29 Negative Quantity Items 14 Overstocked Items 226 4 Report Shortcuts All Reports Back Ordered Line Ttems 13 Laser terns Overdue to Ship 3 SmartList Favorites Overdue Receipts 13 Startup Late Manufacturing Orders 3 Tasks WE Quick Links View Available to Promise View Purchase Order Lines View Assembly Documents Item Resource Planning 5 Financial View Item Rece
140. ion or delivery of this documentation shall be liable for any indirect incidental special exemplary or consequential damages including but not Limited to any loss of anticipated profit or benefits resulting from the use of this documentation or sample code Use of this product is covered by a license agreement provided with a soft ware product If you have any questions please call the Microsoft Dynamics GP Customer Assistance Department at 800 456 0025 in the US or Canada or 1 701 281 6500 January 2008 2 QUICKBOOKS MOVER S GUIDE Contents Introduction What s ati thas m anual sis socesssisss M 7 Resources available from the help meni rrr rH che ESI HEEL Hee SE E E TETE 8 Chapter 1 Getting Around In Microsoft Dynamics GP The First Opis em ier DET EEE 10 User Inte HAC Eno Decem repiten etse dbi er ep dece 1 Tool Bat Menus P 12 TASK SCHOO m M 13 Using the User Desktop tenter oot EH Ee eb Da pi lide dee fdv 14 The Navigation Pane iieri re Ir PERRA OXO EUR I C GT RERO ETIN 15 pst Pane PUG HONS cdi rete trier en cr et ee nennt OIS ESTEE TETAS 17 The Action Pane cose ed ee ESAE EU BURNER EE 19 Managing List Content seisev la are eR EE E RH eR RR EGER ee eee E Eee ee desde eee en 20 The Reports List iinisav apa etr ice diete a Yr bet dut tei e ave o et dae 21 gud ISIUI NOI
141. ipts Item Inquiry C WT View Allocated Quantities s Purchasing Item History APICS Web site View MRP requirements View pickist item shortages View sales forecasts 4 12 2007 Fabrikam Inc sa Status Bar Navigation Pane The QuickBooks desktop provideds a road map showing the various different pathways required to perform basic business functions This desktop cer tainly helps new users quickly learn their way through the software It was however designed for firms where one or two people performed all of the basic business functions As business grows the data entry jobs increase and are delegated to additional people Sales reps for example begin to enter their own orders or quotes taking some of the load off of the accounting team But we certainly don t want those reps changing prices or customer terms Microsoft Dynamics GP its security system and its desktop are designed around business roles Sales reps can be given access to order entry and inquiries and be prevented from releasing orders or viewing financials The desktops in Microsoft Dynamics GP are customized to the user and their role in the firm 10 QUICKBOOKS MOVER S GUIDE Let s look at the various different sections of the Microsoft Dynamics GP user interface Tool Bar Menus The Tool Bar Menus allow users to open cards master file records transac tions inquiries and other screens In the image below the user has
142. ire separate fulfillment is used to enter an order the Quantity Ordered is copied to the Quantity to In voice as well as the Quantity Fulfilled fields If this order is transferred to an invoice and posted without change the Quantity Ordered is assumed shipped and inventory is adjusted for the entire quantity When an order requires separate fulfillment the order must be fulfilled before it can be transferred to an invoice It is the fulfillment process that identifies the quantity of the items on the order that were actually packaged and deliv ered to the customer as well as the quantities that will remain on the order or be transferred to a back order Fulfillment can be performed using the Order Fulfillment window Transactions gt gt Sales gt gt Order Fulfillment or by manu ally adjusting the numbers in the Sales Transaction Entry window The fulfill ment process is discussed later in this chapter Sales transactions can be transferred in three different manners document by document in batches and if fulfillment orders are in use through the Mul tiple Orders to Invoice Transfer window Each method has its benefits and drawbacks It is conceivable that a firm will use all three methods Document by Document Transfer The Sales Transaction Entry window has a Transfer Button Clicking on this button will transfer the currently displayed document to the next selected document type For example if a quote is set up to allow it to
143. l occur While the existing columns should not be moved nor should ad ditional columns be inserted in the Excel budget layout links to other files and calculations can be included without impacting the import back into Microsoft Dynamics GP Closing the Fiscal Year or Period QuickBooks does not have a routine to close a fiscal year or fiscal period normally a calendar month The QuickBooks file contains all transactions from the beginning of the business forward Since transactions may be entered to any date the close is managed using a setting in the Company Preferences window From the Company menu in QuickBooks choose Select Closing Date This will open the Company Preferences window under the Accounting section At the bottom of this window is an area for setting the date through which the books are closed Once a date is set if a transaction is entered before that date a dialog will warn that the date is before the closing date and will request a password only if one has been set up 92 QUICKBOOKS MOVER S GUIDE Microsoft Dynamics GP has a much tighter control on closing a period or year to prevent transactions from being inadvertently entered using an incorrect date Closing a period can be controlled by module For instance Payables can be closed while Receivables remains open The closing processes for Microsoft Dynamics GP help ensure that transac tions are not accidentally posted to the wrong accounting period or year T
144. ld etai Parts inventos 000 1300 01 Q Inventory Retail Parts E Iems Discounts Taken 000 4180 00 Q US Sales Discounts gt Terms Discounts Available 000 1205 00 Q Sales Discounts Available Finance Charges 000 701000 Aj Finance Charge Income wiiteoffs 000 6700 00 Q Bad Debts Expense gt vemamentwW eol 3 P p Sales Order Retums a gt 2e Cx The Checkbook ID field on the Customer Account Maintenance window identifies the checkbook that will receive deposits from payments made by the customer When a sales invoice is posted the GL transactions can be created from ac counts listed on this window or on matching windows attached to the inven tory items The Sales Cost of Sales and Inventory accounts can come from either location A setup switch in Sales Order Processing will determine the accounts used When all of the information for a customer has been entered click the Save button on the Customer Maintenance window to record the data Customers entered in error can be deleted However once any transactions are recorded for the customer they cannot be deleted Inactive customers with history on file can be marked Inactive Customer Classes The Customer Class Setup window is shown below This window can serve as a significant time saver when building and maintaining customer cards This window can be opened by either clicking on the highlighted prompt Cus tomer Class on the Customer Maintenance windo
145. llars e A separate Excel worksheet may be included in thbnme budget file to be used for reference while editing the budget All accounts or just a selected group of accounts can be included in the budget Several budgets may be stored in a single Excel file by using a sepa rate tab for each budget e Do not modify the worksheet s layout by adding or moving columns because the link to Microsoft Dynamics GP depends on the layout be ing exactly as it is exported Opening an Existing Budget Select a budget ID showing the Excel icon in the first column of the Budget Selection window tie Fit Took Help 3 Wee X Date GE toe fae Eee Expert to Cvenl Mew Budget oy Budget ID Import from Foot Budget ID fesse BUDGE n nemo This icon acts as a visual cue that the budget has previously been viewed in Excel Next select the Open button from the toolbar If the budget is showing the Excel icon there will be two selections available These selections refer to the method to be used to open the budget It can either be opened in the Micro soft Dynamics GP Budget Maintenance window or opened using Excel Opening the budget using Excel is by far the easiest method to use to edit or view the budget as it has the familiar format of showing the accounts in rows and the periods as columns Once the budget has been opened in Excel it can be edited including adding additional accounts The budget can be password protected so
146. m e Fortes tbe d maeti Endis Sia NITRE 101 QUICKBOOKS MOVER S GUIDE To learn more about Advanced Financial Analysis refer to the user manual in the Documentation folder or the Help file Additional Features The GL module has a robust set of functionality available in addition to the basic entries described in this guide Consult your VAR or training consultant to learn about how to use the more advanced features Some of the advanced features include 102 QUICKBOOKS MOVER S GUIDE Multidimensional Analysis Analytical Accounting Intercompany Transactions Account Level Security Field Level Security Recurring Batches Sub Ledger Reconciliation Correcting Posted Entries Copying Journal Entries Transaction Linking and Matching Mass Modifying the Chart of Accounts Calculating Taxes in General Ledger Recovering from Posting Interruptions gt o i D 5 x gt n r iz 99 QUICKBOOKS MOVER S GUIDE Appendix A Set up Installation of Microsoft Dynamics GP Microsoft Dynamics GP is typically installed by a certified consultant There are two types of installation server and client and a variety of database en gine configurations A complete set of instructions for the installation of Mi crosoft Dynamics GP can be found on CustomerSource in a document titled Microsoft Dynamics GP 10 0 Installation Instructions This document can be found under Documentation Installation and Setup Guides A q
147. mare job But since absolutely no access to any window or task is provided by default when a new user has been created some scheme is required to simplify the task of assigning rights to all of the needed windows and tasks required for the new user to perform their job Security Tasks and Security Roles serve this purpose A Security Task is a group of windows and lower level tasks called Security Operations that are required to perform a selected job For example the Security Task CARD_0201 one of a number of predefined Security Tasks provided with Microsoft Dynamics GP contains the Security Operations needed to create customers their addresses and print lists of customers This 103 QUICKBOOKS MOVER S GUIDE Security Task as delivered from Microsoft has 19 different Security Opera tions assigned These operations include the Customer Address Maintenance window the Customer Maintenance window the Internet Information win dow the RM Customer Report the Customers Navigation List the Custom ers SmartList and 13 additional operations all related to the creation and editing of customer records Security Roles are equivalent to business roles For example the AR Clerk Security Role would be assigned to users that need to perform certain receiv ables functions This role includes among others the CARD_0201 Secu rity Task that allows users assigned to this role to perform maintenance on customers Security Roles are define
148. mary Entry window 43 Sales tile 36 Sales Trade Discount Entry window 43 sales transaction 39 Sales Transaction Entry 11 Sales Transaction Entry screen 43 Sales Transaction Entry window 36 44 46 48 50 Sales Transfer Documents window 46 Sales User Defined Fields Entry win dow 44 Save button 67 Schedule Unit of Measure Schedule 34 Scheduled Payments 56 Schedules Unit of Measure Schedule 34 144 QUICKBOOKS MOVER S GUIDE Security 9 Security check box 114 Security Operations 103 Security Role 103 104 Security Role IDs 106 Security Role Setup window 106 Security Task 103 Security Task ID 106 Series Posting 21 Setup Checklist 101 114 Setup Checklist window 101 Ship Complete Documents check box 30 Shipping Method 112 Show Optional Setup Tasks and Unreg istered Modules boxes 101 Site Name 103 Site Setup window 132 SmartList 17 SmartList filters 20 Standard Cost value 35 Statement Charges function 51 Statement ID 53 Statements Icon 53 Subtotal field 43 Summarize To field 53 System Administrator 9 T Tax Detail 111 Tax Detail Entry window 112 Taxes 111 Tax field 43 Tax Schedule 111 Tax Schedule Entry window 112 The menu page 14 Tiles 15 Administration Tile 15 Inventory tile 34 Payables tile 62 Sales tile 36 Tool Bar Menus 10 11 Tracking Number 44 Trade Discount field 43 64 Transaction Entry window 85 transaction posting 118 Transactions menu 36 Transfer 45 Transfer Button 4
149. mation in the scrolling window Use the printer icon 4 in the upper right corner of this window to print the information to a report There are several zoom fields on this window that will allow you to drill down on the transactions to view the source documents For instance if an invoice is selected in the scrolling window clicking the mouse pointer on the blue and underlined words Unapplied Amount just above the scrolling window will open another inquiry window that will show what documents have been applied to the selected invoice For example if two checks had been used to pay a specific invoice both checks would be shown in the second inquiry window with the amounts applied against the selected invoice The Payables Transaction Inquiry Vendor window is similar to the All Trans actions view in the lower half of the Vendor Center window in QuickBooks 73 QUICKBOOKS MOVER S GUIDE Payables Transaction Inquiry Document Purchasing Area Page Inquiry Section gt gt Transaction by Document dye Doe Ode Due Date Dhc Doe Linacpicd Amount PMT 01 2 2007 ACETRAVEODOI PMI 04722007 ALLENSONDEI PMT 322 37 BERGERONDUDI PMT 04 12 2017 ASSOCATOCOI PMT 04 21 2007 WESTJUNDION PMT 04 71 2007 8 EALIMDIT DOOR PMT UCUABZGHE 4ssogaroon PMT 02 08 2016 ASSOCATODO PMT 0212 2016 ADVANCEDCON PME 0276 26 CENTRAL EDO PMT 01 05 2016 ADVANCED O01 PMT 02 23 206 TTRACTIOCOC PMT Oe04 aN6 GRE ENLAKUDUT
150. mes 119 I Icons Items and Services icon 34 Lookup icon 37 Printer Icon 12 Statements Icon 53 Travel History icon 13 IDs Alternate Modified Forms and Re ports ID 107 Batch ID 67 Default Site Id 40 Default Site ID 39 40 Document ID 41 46 Quote ID 45 Security Role IDs 106 Security Task ID 106 Statement ID 53 Vendor ID 59 61 63 Inactive check box 30 Individual Report check box 96 Information Pane 17 Internet User Defined Setup window 114 Inventory Card 131 Inventory Cards 40 Inventory Control Setup window 130 Inventory module 130 Inventory tile 34 Item Class Setup window 132 Item Maintenance window 34 Item Number 40 Item Number Prompt 41 Item Price List Inquiry window 41 Items Line item 40 Sales Inventory item 35 Items and Services icon 34 Item Type 35 J journal entry types 85 Journal ID field 87 K kit 35 L Layout button 97 Line Entry 40 Line item 40 Line Item Allocation 41 Line Item Entry Grid 41 Line Item Grid 42 List Functions 16 Lists Account Transactions List 18 Amounts drop down list 96 Customer List 18 Customers Navigation List 104 Customers SmartList 104 Reports List 20 Lists Pane 13 16 Lookup icon 37 M Main Segment 109 Maintain History check boxes 31 maintenance window 84 Make Journal Entries window 85 manual payment 65 Mass Write offs 56 Master Posting window 21 Maximum fields 109 Memorized Report 77 Menus Edit menu 12 File menu 12 Go To menu 17 Help menu 12 R
151. mplished by setting the range parameters and then clicking on the Insert button To remove a restriction highlight the restriction and click the Remove button Ee Gdt ios bb so Acccinde Pielicstiens Ire 0432 2017 D sov cee X Deer d bw Remote s em Cumple Orhon Fe Aged Tra Babee m Dpbons Din Tear Sor Customer by Curare ID Sori Documents bp Dac a T Concaldate Natonal Account Acta Accourt ype OM Open item Baares Forward Escude O Credit Babnce 7 Zeo Baner Urposted Apotes Credt Documents Ful Fad Documents v Ko dectsty C Multicuneney irto Bit Lirene bee Functona Reparnc Ranges Fiom Ta Tee 23 QUICKBOOKS MOVER S GUIDE To control where the report prints click on the Destination button in the lower right hand corner of the window Reports always default to the printer but this can be changed Reports can be printed to the screen to a printer or to a file or any combination of these options The report can also be set to Ask Each Time thereby allowing the user to specify the destination each time the report is printed After all of the settings are selected click the Save button to memorize the report Upon closing the Report Options window the new report option will be listed in the Options section of the reports window To print the report simply highlight it and click the Insert button which will add it to the Print List Multiple report option
152. n If the statements need to be printed click on the Print button The specification set will be automatically saved when printed Receiving Payments Payments collected from customers are applied to their accounts in Quick Books by opening the Receive Payments window from the Customers sec tion of the Home Page In Microsoft Dynamics GP payments are posted to customer accounts using the Cash Receipts Entry window This window is opened by clicking on the Sales tile in the Navigation pane then selecting Cash Receipts from the Transactions section 55 QUICKBOOKS MOVER S GUIDE File Edit Tools Additional Help sa Fabrikam Inc 4 12 2008 Gel Save E AutoAppy 4Ej Post X Delete amp Ancap PYMNT 000000000331 JO BatchID Al Date 4712 2008 ma Catone ACCOOI Name Accolade Publications Inc Locate Customer By e CuencyID ZUS aa Check O Cash O Credit Card Amount 175 00 Checkbook ID Uptown Trust Q Credit Card ID Api Check Card Number 123432 mw l4 4 gt DI byReceint Staus Unssved 9 The system will automatically assign a Receipt number This number should not be changed for new payments To lookup an un posted receipt click on the search icon or enter the payment number directly Enter the basic information for the payment customer amount method of payment document number and da
153. n increasing the quantity ordered can result in a lower unit price and offer the customer the extra savings while up selling the product The Extended Price is calculated by the system and displayed It can be ed ited if changes to Unit Prices are allowed If the Extended Price is edited the Unit Price will be recalculated QUICKBOOKS MOVER S GUIDE Line Item Entry Icons and Buttons The following icons and buttons are available in the header bar of the Line Item Entry Grid of the Sales Transaction Entry window The Item Number Prompt The Item Number Prompt provides access to the Item Maintenance window If Custom Links are defined then access to the web pages or other information concerning the item is also available Information Icon amp The Information Icon opens the Sales Quantity Status window This window shows the status of quantities ordered invoiced ful filled back ordered et cetera Expansion Arrow Item Number The Expansion Arrow next to the Item Number prompt opens the Sales Item Detail Entry window This screen allows the entry of additional details for each line item including separate Requested Ship Dates ship from Site ID sales representatives comments separate Ship To Address IDs separate Shipping Methods et cetera Kit com ponents bins serial numbers and or lot numbers and line item distributions are managed from this screen Drop Ship Check Box Checking this box for a line item indicate
154. n sees just 8 listed on their invoice But the firm must report the individual amounts to each taxing authority A combination of Tax Details and Tax Schedules is used to support this in Microsoft Dynamics GP A Tax Detail is created for each tax authority In the example above separate Details would be created for the state county and city A Tax Schedule is created to represent different combinations of Tax Details Naturally the state tax would be charged in every county but only one county tax rate would be charged Thus different schedules would be built each containing the state Tax Detail and the appropriate county Tax Detail Other schedules would be built containing the state s Tax Detail the appropriate county s Tax Detail and the local city s Tax Detail for those customers subject to the city tax The taxes to be charged on a sale usually depend on where delivery is made If customers pick up purchases at the firm s location the firm s location determines the taxes charged If the firm makes deliveries then the delivery QUICKBOOKS MOVER S GUIDE address determines the taxes charged In most cases the point where the customer takes delivery of the goods determines the taxes charged Consult with the local taxing authorities to confirm how tax rates are determined Tax Schedules are assigned to customers or actually to the customer s ship to address allowing the proper taxes to be charged when that customer make
155. n which they appear in the window Optional columns include history year amounts budget amounts and ratio The ratio column on the profit and loss statement shows each balance as a percent of sales If history information is selected the history year must be indicated in the drop down box If budget information is included the budget ID must be selected Only one col umn of each type up to six can be included in the report For instance two columns of budget information is not allowed Creating a Balance Sheet The process of creating the balance sheet is much the same as creating a profit and loss statement One difference is that when a balance sheet is created the source of the net income must be identified It is not necessary to print the profit and loss statement each time a balance sheet is printed it just needs to be included in the Quick Financial Setup A balance sheet is limited to a maxi mum of five columns Creating a Statement of Cash Flows Like the balance sheet a statement of cash flows requires the identification of the profit and loss source A total of seven columns are allowed in this state ment Creating a Statement of Retained Earnings Again the source of the profit and loss must be identified The same profit and loss statement can be included with an unlimited number of reports There are four columns available for this statement when using the Quick Financial report 98 QUICKBOOKS MOVER S GUIDE Printin
156. nance window This window can be opened by clicking on the Sales tile in the Navigation Pane then selecting Customer under the Cards group in the menus In QuickBooks customers are identified by a Customer Name field In Micro soft Dynamics GP a Customer ID field is used The Customer ID can con tain both letters and numbers but is only 20 characters Additional fields are provided for the customer s company name contact names addresses phone numbers et cetera In QuickBooks firms can enter a customer Bill To address and a number of Ship To addresses In Microsoft Dynamics GP firms can enter a number of addresses for a customer and then specify one as the primary or Bill To ad dress of the customer one as the Statement address and use the remainder as Ship To addresses At any point in time these addresses can be switched if needed As well each address record can have its own Sales Tax Schedule Shipping Method and contact information complete with phone fax web and e mail addresses The main Customer Maintenance window is shown below This window in cludes the Customer ID and basic name and address information Additional addresses for the customer can be entered by clicking on the Address button in the bottom right corner of the window Two additional Customer Maintenance windows complete a customer record These windows store GL accounts used to create transactions for the customer and other information about the accoun
157. nd transfers it to the to account This type of entry is very useful if for example inventory used to be divided between the North and South warehous es and then the North warehouse was closed It would no longer be necessary to maintain two inventory accounts a Clearing Entry could be used to simply transfer the balance from the North warehouse account to the South warehouse account Creating and Editing Budgets using Excel Using QuickBooks only one budget can be created per fiscal year With Micro soft Dynamics GP an unlimited number of budgets may be created per fiscal year Additionally a single budget may include any combination of accounts including both Profit and Loss and Balance Sheet accounts Budgets may also be password protected Microsoft Dynamics GP provides a simple method to import and export bud gets using the familiar Excel format A budget can be created in Excel and then imported into Microsoft Dynamics GP or a budget can be created from within Microsoft Dynamics GP and then exported to Excel for editing 89 QUICKBOOKS MOVER S GUIDE Creating a Budget To create or open a budget use the Budget Selection window Financial gt gt Cards gt gt Financial gt gt Budgets Be d Ios Hew DX Debe qae Onen RE tet View Budgets by Sudgst ID LJ Desciphon Selecting New from the toolbar of the Budget Selection window will open a drop down menu as illustrated below DM Rudget Select
158. ng up a new company the initial or current set of vendors must be entered However most firms are constantly creating new vendors to buy new products and services or to replace existing vendors that can no longer provide the services needed The Vendor Maintenance window can be opened by double clicking on the Vendor item in the Setup Checklist It can also be opened from the Purchas ing tile on the Navigation bar or by selecting Cards gt gt Purchasing gt gt Vendors from the menu bar The details of creating Vendors are covered in Chapter 4 Paying Your Bills Note that existing vendors can also be imported into the Microsoft Dynamics GP system making the conversion from QuickBooks much easier Inventory The Inventory module must be setup if the firm is using Sales Order Process ing Invoicing in Receivables Management or Purchase Order Processing If these modules are not being used skip directly to Receivables setup Oth erwise The Inventory Control Setup window Setup Checklist gt gt Inventory gt gt Inventory Control must be completed sa Fabrikam Inc 4 13 2008 F Default Decimal Places Quantities 0 In Transit Transfer Segment ID for Sites Company Via Site ID db a Lr ee C Adjustment Overrides v Cost for Decrease Adjustments O Variance Overrides me C Transfer Overrides Use Expired Lots in Inventory Adjustments and Transters Enable Multiple Bins OREA
159. nquiry The Detail Inquiry window for the selected period will open This window shows each general ledger transaction that was posted to this account for in this case Period 4 Select the transaction of interest and then move the pointer to the Journal Entry prompt and click Transaction Entry Zoom ff Detail Inquiry Eie Edt Ios tew oa Reds bep hime 400 2520 00 KR Deserpinn Travel Service nstallation a accout dence Date Source Document OA GA D From fm a To To juna Currency ID Oa fom To ba Audi Trai Code um e Cedi Relesnze A227 3466 51 on 00 DA 272017 3 468 aden gin 7 3450 575 00 yo Taa 12526 77 le e bob bi Devcngten The Transaction Entry Zoom window for the selected journal entry will open This window shows both sides of the journal entry providing a complete pic ture of how the general ledger was impacted Move the pointer to the Source Document prompt and click nad tansact Ee dt an Entry Zoom Yew Heb 347 04A 257 i isos darna E rby Tiarsaction Dae Aude Tiai Code Each ID Pha Tex PMTREX A sference Payatles Tex Enty ima b Cuneney ID 000 2400 00 94 QUICKBOOKS MOVER S GUIDE Payables Transaction Entry Zoom The Payables Transaction Entry Zoom window for the payables transaction that
160. nt Types More choices than just an Invoice additional document types available include Finance Charge Misc Charge Return Credit Memo Purchase Order Processing Create Purchase Orders and link them to sales documents drop ship orders blanket orders blanket drop ship orders return to vendor management Purchase Order archiving Purging History Utilities exist for purging unwanted history from the company tables Consult with your Microsoft Dynamics GP Certified Partner or the Purchas ing Management manual from Customersource for more information 78 QUICKBOOKS MOVER S GUIDE Chapter 4 Journal Entries and Financial Reporting 79 QUICKBOOKS MOVER S GUIDE Chapter 4 Journal Entries amp Financial Statements Overview The General Ledger GL module in the Financial series of Microsoft Dynam ics GP does so much more than just journal entries GL is the final destination of all of the company s financial transactions and is tightly tied to each of the other modules in the system Financial Statements are based on the balances of the accounts in GL While other modules such as Accounts Payable and Accounts Receivable automatically update GL the GL module itself contains many powerful features You can 80 QUICKBOOKS MOVER S GUIDE Drill down from GL all the way back to the originating document with just the click of a mouse Automatically create presentation quality financial statements Memorize transa
161. nventory et cetera is selected in either the Address Bar or the Navigation Pane the Content Pane displays a set of functions for the series and the Navigation Explorer offers branches with a variety of Lists For example if the Sales series is selected Customers Prospects Salespeople All Sales Transactions Receivables Transactions Sales Order Transactions Invoicing Transactions Receivables Batches and Reports List options are displayed Some of these selections Sales Order Transactions and Receivables Batches in our example are actu ally groups of options that can be expanded by clicking on the expansion arrow to the left of the option in the list showing Views of the Primary List Clicking on one of the List options in the Navigation Explorer pane changes the Contents Pane presenting a four section display of functions specific to the option selected Filter Pane Action Pane List Pane Restrictions Reporte GoTo Customer ID ABRONFITODOI Adams Dynamics Software Consultants Advanced Tech Satellite System Advancment Consulting Group Phone Number Contact 425 555 0101 Ext 0000 Bob Fitz 317 555 0102 Ext 0000 000 000 0000 Ext 0000 416 555 0104 Ext 0000 312 555 0103 Ext 0000 ACESTORE Accolade Online Bookstore gt 801 West State Road 436 Suite 2147 Altamonte Springs FI 32714 United States Fred Jones Be HRiPayol de Manufacturing A Project By Field Servic
162. om each of 4 different series or areas of Microsoft Dynamics GP For each series post ing can occur in detail or summary This provides tremendous flexibility in the control of the level of detail For example the transactions posted to a specific account can be posted in detail from inventory and posted in summary from sales and or purchasing And a different GL account can post completely in detail or completely in summary by batch A word of caution posting in summary disconnects the drill down trail Once a batch is consolidated and transactions posted in summary obtaining the detail behind a single line entry in the trial balance will require exploration of the individual transactions in the subledgers Selecting a summarized transac tion and displaying it s contributing transactions is not currently supported This drill down is only available when posting in detail QUICKBOOKS MOVER S GUIDE Posting Setup Screen Now that we understand all of the issues controlling the posting processes in Microsoft Dynamics GP let s look at configuring the process itself This is accomplished by using the Posting Setup Screen Setup Checklist gt gt Compa ny gt gt Posting Setup The Posting Setup Screen allows a system manager to control how posting from each of the many posting points will be performed By making the appropriate settings on this screen transactional posting can be allowed or blocked posting dates can be taken from
163. only one line on the financial statement and the amount displayed would be the sum of all of the cash ac counts Segment ID is used as an account range restriction For example in order to print a statement for a single department or group of departments Pick the ac count segment that identifies the department and then select a range of values for that segment and click on the Insert button The selected range will be displayed in the Restrictions section Once a range is selected the Individual Report check box becomes active If the box is marked a separate report will be printed for each department instead of just one report for the entire range of departments This is a very helpful feature where many departments exist Using this check box will prevent hav ing to set up a different report option for each department 99 QUICKBOOKS MOVER S GUIDE The Adjust button provides a mechanism to make temporary changes to sev eral report characteristics including e Year of Report Budget or Actual e Currency Display e Rounding Range Restrictions e Header Text e And more For instance if the report layout includes all departments but an ad hoc report is needed for just one department a segment range restriction can be entered The changes are temporary because when the report options window is closed the settings revert back to the default In short any changes made on the report options window are saved with the report an
164. open revealing the transactions posted to the period highlighted All of this information is available with but two clicks of a mouse QuickBooks does not at this time have an equivalent to the Microsoft Dynamics GP Unit Account NOTE When making an entry using a single unit account the entry will not balance and that s just the way we like it In this instance it s OK to post an unbalance entry Because what Unit accounts really do is store important metrics that our company uses to make decisions about productively and the like All we are doing is letting the system store a number for us that we may use later in a calculation or trend report 84 QUICKBOOKS MOVER S GUIDE Types of Journal Entries Microsoft Dynamics GP provides four basic kinds of journal entries Standard Entries The typical list of debits and credits Reversing Entries An entry that will automatically reverse itself Quick Journal Entries An easy way to make repetitive large entries Clearing Entries An entry used to transfer account balances Each of these different journal entry types will be discussed in the following pages Standard Journal Entries Standard journal entries are entered using the Transaction Entry window in the financial series Financial gt gt Transactions gt gt Financial gt gt General Be Git Ins ew Lb sa amp ecolsde Pubbestions ne 0j cgo Kk Sove X bte diz Bost ES Corect LF Eom S 4 PIDE Bel
165. orporate address Using the multiple addresses separate service invoicing and payment addresses can easily be maintained for a single vendor Once all of the information for a vendor has been entered click on the Save button to record the new vendor QUICKBOOKS MOVER S GUIDE Paying Bills Using Microsoft Dynamics GP bills and vendor invoices can be paid in a variety of ways These include 1 Enter a bill and immediately print a check pay with cash or charge it to a company credit card all in one step 2 Record manual payments made outside the system via a hand written check a credit card charge or a cash payment or 3 Enter several bills and accumulate amounts due vendors then pay selected vendors and bills using a computer check run Each of these three methods of entering and paying vendors will be discussed in the pages that follow Most firms use the third scheme on a day to day ba sis As vendor invoices arrive they are vouchered or entered into the system and posted against the vendor s account Then once per week every other week or sometimes monthly the firm will generate a computer check run and pay all vendors whose invoices are due The other two methods are typically used to pay incidental bills make imme diate payments when necessary as advances to employees or to make local purchases from office product stores for example All three however can be used and used interchangeably Entering a Bill
166. osting to require or not to require batch posting In this manner an implementer can require all transactions to be recorded in batches verified and posted allow all transactions to be posted immediately or allow selected transactions immediate posting while writing other information to batches Consider for example the posting of sales invoices This process involves the updating of customer accounts and inventory as well as general ledger In a pure immediate posting environment the creation of an invoice will end when the user clicks on the post button and all tables including the general ledger are updated In a pure batch environment the creation of the invoice will end when the user saves the invoice into a posting batch Accounting will then post the batch updating inventory and the customer tables and cre ating another batch of transactions to be posted to the general ledger Other accounting team members will proof this GL batch and post it to the ledger A hybrid posting environment however will allow inventory and customer tables to be updated immediately while GL transactions are recorded in a batch for accounting to post As an invoice is recorded the user clicks on the post button on the sales order entry screen The first level of posting occurs immediately updating customer and inventory tables General ledger trans actions however are written to a batch file and later proofed and posted by accounting 118 QUICKBO
167. ount number is lengthy or hard to remember The Allow Account Entry check box is a powerful management tool that is often overlooked By default this box is checked but serious consideration should be given to un marking this check box for so called control ac counts A control account is one that is fed by a sub ledger Examples include cash accounts payable accounts receivable inventory et cetera If the box is un marked the account cannot be entered into a transaction by a user Quick Books prevents transaction posting to control accounts at the system level Microsoft Dynamics GP allows a firm to determine which accounts a user can enter into a transaction Choose from among 48 pre defined Account Categories These categories are used by the automatic financial statement creator to group the accounts The Category field in this window is comparable to the Type field on the Chart of Accounts window of QuickBooks The Posting Type determines whether or not the account will flow into re tained earnings It does not control where the account appears on the financial statements The account category is the control for financial statement place ment For Balance Sheet type accounts the balance is carried forward from year to year Profit and Loss type accounts are zeroed out to retained earnings during the year end close process QuickBooks does not have a year end clos ing routine so this may be a new concept Use the table below to de
168. outines menu 52 Tool Bar Menus 10 11 Transactions menu 36 Methods Valuation Method 35 Microsoft Dynamics GP Budget Main tenance window 90 Microsoft Dynamics GP Unit Account 84 Miscellaneous field 43 Modules Collections Management module 138 Dynamics GP Multicurrency module 35 Dynamics GP Sales Order Processing module 113 Inventory module 130 Multi Currency module 40 Payables Management module 59 Purchase Order Processing module 130 Sales Order Processing module 114 136 multi company application 9 Multi Currency module 40 Multiple Sales Document Formats 56 My Reports button 77 N National Accounts 56 Navigation Buttons 13 Navigation pane 14 Navigation Pane 13 Navigation Pane Options 15 nternet Information window 104 O On Account field 44 65 143 QUICKBOOKS MOVER S GUIDE Open Item customers 31 Optional Tasks 103 Option field 77 Options Advanced SQL Server Options 105 Enforce Password Policy option 105 Export to Excel 18 Navigation Pane Options 15 Order Date field 39 Order Fulfillment window 46 Origin field 39 P Page The menu page 14 Panes Content Pane 10 Password Padlock button 91 Payables Batch Entry window 67 Payables Cash Entry window 64 Payables Check Entry window 65 Payables Credit Card Entry window 65 Payables Management module 59 Payables Management Setup window 63 128 Payables Manual Payment Entry screen 68 Payables Manual Payment Entry win dow 66 Payables setup 63 Pay
169. ove In the next few pages let s look at the process of entering a sales transaction transferring the document to another type and invoicing the customer QUICKBOOKS MOVER S GUIDE There are a significant number of features embeded within Microsoft Dy namics GP s Sales Order Processing module and the Sales Transaction Entry window that cannot be covered in this brief introduction Consult with a Mi crosoft Dynamics GP Partner or obtain a copy of the Sales Order Processing manual from CustomerSource to discover many of these additional features Entering Sales Transaction Header Information The first item entered on the Sales Transaction Entry window is the Document Type Document Types include Quote Order Fulfillment Order Invoice Back Order and Return Some of these document types may be disabled and not shown on the pull down list This is a setup option and a decision a com pany makes when the system is first installed For each Document Type several different Document Type IDs may be defined Different Type IDs allow different setup options for different types of Quotes Orders Invoices et cetera These can include different lengths of time before the quote expires different document number sequences et cetera Different customers or groups of customers may require different options Select the Document Type ID appropriate to the type of transaction being entered The most common Document Type ID should default into this
170. performs both investment management as well as project management may have two groups of users Some users need the project management screen sets while the other set of users needs access to investment management screens Two IDs INVEST and PROJECT can be created and the appropriate Alternate Modified Forms and Reports assigned to each Then when a user is created it is assigned one of the two groups and given access to the appropriate forms and reports 107 QUICKBOOKS MOVER S GUIDE To add a modified form or report to an id or to create a new id use the Alternate Modified Form and Reports window Administration gt gt Setup gt gt Security gt gt Alternate Modified Forms and Reports To modify an existing id such as adding a new modified report to the DEFAULTUSER id lookup the id in the ID field To create a new id enter a new id in the ID field and description in the Description field Use the Product pull down menus to select the product that contains the new form or report Use the Type pull down menu to select the type of object to be added to the id The type can be either a Window or a Report Once the product and type are selected a menu tree will be drawn listing all of the product s series Drill down into the tree to locate the desired window or report Expanding the desired object select from the options available For example the standard versus modified report may be available If an ad ditional report is availabl
171. priate check boxes to al low these functions on the Sales Order Fulfillment window 48 QUICKBOOKS MOVER S GUIDE Fulfillment of a sales transaction an order or an invoice can be performed in the Sales Transaction Entry window However it is easier to use the separate Sales Order Fulfillment window This screen provides a limited set of func tions that allow for the fulfillment of the transactions including back ordering and canceling if allowed the entry of shipper tracking numbers the placement or release of holds recording of bins relieved and the selection of serial or lot numbers The ability to change the sales transaction is limited in this screen Ele Edit Tools Options Additional Help sa Fabrikam Inc 4 12 2008 E Save T Funta E Type Order Type ID STDORD Doc themes ORDST2233 QD DocumentDate 4712 2008 Customer ID M Fulfiled by E q Customer Name Accolade Publications Inc Date Fulfiled 4 12 2008 a Actual Ship Date 4 12 2008 a ex GA Oseo j4 TE Line Items by Order Entered Jtem Number 1O Original Quantity Oty Ready to Fulfil Oty Fulfiled Description U of M Qty to Back Order Oly Canceled GP1001 1 1 1 Information Flow and Posting Each 0 WAREHOUSE ee 1 Ci en M 4 gt pi by Document No M Document Status New To fulfill a sales transaction using the Sales Order Fulfillment window select the
172. r Due Custome T Ipveniory d analysis ES 4 e fendi t Fosen Jota Due Tocay r customs Lonessons omnes Grau Setup Tu ari Peso soups Ager Assets gt Actwty k links 22 QUICKBOOKS MOVER S GUIDE Once a report type is selected report options can be created or edited To cre ate a new report option select New to display the Report Options window To edit an existing report option highlight the option and select Modify rial Balance Reports Ele Edt Ins ifb to J Ew Feat acd Trai Balance C ztons The report options window illustrated below has several selections that can be set to display specific types of information To restrict the data included on the report utilize the Range restriction functionality The Ranges area is on the lower part of the window For this report there are 11 different fields that can be used to filter data on the report For instance this report may only be needed for a specific class of customers or perhaps only customers in a certain zip code Each range restriction can be used once on a report option Range restrictions are not mandatory if the To or From fields are left blank it is assumed the blank field indicates the beginning or the ending of a range In this example if all customers should be included on the report there is no need to specify a range of customers If a range is used it must be inserted into the Restrictions list box in order for it to be applied This is acco
173. r right hand corner of the Payables Transaction Entry window can be used to record the method of payment for this bill The bill can be paid by printing a check charging the amount to a company credit card or by paying cash Combinations of these payments can also be recorded on one transaction However only one cash payment one check payment and one credit card payment can be associated with a vendor invoice using these fields To pay the bill with cash Enter an amount to be paid in the Cash field The Payables Cash Entry window will open where a checkbook document number and date can be selected or accept the default then click on the OK button This window is used to record the payment number In Microsoft Dynamics GP petty cash is managed through the use of a checkbook ID In order to reopen this window after it has closed select the expansion arrow next to the Cash amount on the Payables Transaction Entry window 64 QUICKBOOKS MOVER S GUIDE To pay the bill with a check Enter the check amount in the Check field The Payables Check Entry win dow will open where a checkbook can be selected check number and check date entered or accept the default Then click on the OK button In order to reopen this window after it has closed select the expansion arrow next to the Check amount on the Payables Transaction Entry window To print the check select the Print Check button in the lower right hand cor ner of the Payables
174. r Defined 2 User Defined 4 User Defined 4 Workflow Setup S20 Cx When Microsoft Dynamics GP preforms a Year End Close of the GL it will generate a Retained Earnings entry The account number to which this bal ance should be posted is entered in the Retained Earnings Account field Microsoft Dynamics GP has the ability to close a fiscal year to divisional accounts If the firm needs to use divisional account segments consult with a Microsoft Dynamics GP Partner for information on creating these structures The Maintain History check boxes should always be checked This informa tion can be invaluable in diagnosing future problems As a general rule the Allow Posting to History check box is normally NOT checked This protects the historical years from accidental changes Fre quently during the setup of a firm this box will remain checked allowing past year s financial postings to be processed Once the application is ready for general use this box should be cleared The Allow Deletion of Saved Transactions check box is normally checked With this box checked transactions entered in error but not yet posted can be deleted Some firms found batches created by other modules Inventory for example were being edited by users and transactions that should have been posted were being deleted This can be stopped by clearing this check box Allow Voiding Correcting of Subsidiary Transactions s
175. rate report to be printed for periods where the box was not checked It is recommended that this box be checked Delete Unposted Printed Documents When transactions are entered into batches and errors are found some firms simply delete the documents and 133 QUICKBOOKS MOVER S GUIDE re enter them As firms grow larger and accounting tasks are spread between different people business managers fear that needed transactions will be ac cidentally deleted It is recommended that this box remain NOT checked If a transaction really needs to be deleted a high level accounting person with security access to the setup screens can change the flag delete the document and then reset the flag Compound Finance Charge If this box is checked when finance charges are calculated unpaid finance charges will be included in the amounts and finance charges calculated on the unpaid finance charges Pay Commissions After Invoice Paid Microsoft Dynamics GP maintains a listing of commissionable invoices If this box is checked invoices will not be considered commissionable until after they are paid fully If the box is not checked invoices are added to the commission report as soon as the sale is posted Reprint Statements This box must be checked if customer statements might need to be reprinted Print Tax Details on Documents Just as the title suggests checking this box will print tax details a breakdown of the tax amount calculated by ta
176. rmation in Help by using the index are full text search click the appropriate tab above the navigation pane and type the keyword to find To save the link to a topic in the help select a topic and then select the Favor ites tab Click Add Index Opens the Help file for the active Microsoft Dynamics GP component with the Index tab active To find information about a window that s not currently displayed type the name of the window and click Display About this window Displays overview information about the current window To view related topics and descriptions of the fields buttons and menus for the window choose the appropriate link in this topic The F1 key can also be pressed to display Help about the current window Lookup Opens a lookup window if the window being viewed has a lookup window For example if the Checkbook Maintenance window is open choosing the lookup option opens the Checkbook s lookup window Show required fields Highlights fields that are required to have entries Required fields must con tain information before the record can be saved and the window closed The font color and style used to highlight required fields may be changed On the Microsoft Dynamics GP menu choose User Preferences and then choose Display Printable manuals Displays a list of manuals stored in Adobe Acrobat pdf format which can be printed or viewed 8 QUICKBOOKS MOVER S GUIDE Chapter 1 GETTING AROUND IN MICROSOFT DYNAMI
177. s Creating and Editing budgets using Excel Printing Financial Statements GL Accounts Two types of accounts can be created using GL Posting Accounts Unit Accounts Microsoft Dynamics GP also supports Allocation Accounts a special type of account that distributes any amounts posted to it to other accounts Alloca tion accounts are useful for spreading expenses such as rent and power bills to different department expense accounts based on a percentage of floor space or other factor For information on Allocation Accounts refer to the General Ledger manual available on Customersource Creating Posting Accounts These are the regular accounts where transactions are entered that are later summarized and used on financial statements such as the balance sheet and in come statement This type of account is substantially the same as the accounts used by QuickBooks except that the account number is required by Microsoft Dynamics GP Setting up posting accounts is done in the Account Maintenance window Financial gt gt Cards gt gt Financial gt gt Account fft Account Maintenance Be i imb ifb ld sov Cex X Lew cmm 200 1100 2 Osee Fist Nabona Bark as Feb Dee Cash Level of Posting from Seres Balance Sheet ides Daal Frotit ard Loss inventory Coetrat Daat Purchsena Ostal Typical Badanes 3 Paol Delal De lnctude n Lookup Ordi User Derined Use Dein
178. s GP supports the tracking of a customer s part number for any of the Microsoft Dynamics GP inventory items Prospects Frequently sales quotes need to be entered and printed for pros pects people that are not yet customers Rather than create a new customer each time sales reps can enter a prospect record Later if the quote needs to be converted to an order the accounting team can convert the prospect to a customer Mass Write offs Customers have a habit of paying almost all of their bill frequently leaving a few pennies unpaid Where large customers are involved with a buying history of hundreds of thousands of dollars chasing them for ten cents is just bad business Microsoft Dynamics GP allows these small amounts to be written off one at a time But a facility is included that will al low all minor balances that meet user specified criteria to be written off in one easy transaction These are but a few of the extra features found in Microsoft Dynamics GP in the sales and receivables module Each of the other modules of Microsoft Dy namics GP inventory purchasing GL bank reconciliation et cetera are also filled with powerful functions to make managing a business easier 58 QUICKBOOKS MOVER S GUIDE Chapter 3 Paying Your Vendors 58 QUICKBOOKS MOVER S GUIDE Chapter 3 Paying Your Vendors Accounting programs have some similarities and some differences in their various approaches to the task of paying for thin
179. s Transaction Entry 11 Sales Transaction Entry screen 43 Sales Transaction Entry window 36 44 46 48 50 Sales Transfer Documents window 46 Sales User Defined Fields Entry window 44 Security Role Setup window 106 Setup Checklist window 101 Site Setup window 132 Tax Detail Entry window 112 Tax Schedule Entry window 112 Transaction Entry window 85 Unit Account Maintenance window 83 Unit of Measure Schedule Edit win dow 131 ser Access Security window 106 ser Display Preferences window 102 User Preferences window 102 User Security Setup window 106 User Setup window 105 108 Vendor Class Setup window 129 Vendor Maintenance window 59 60 130 Void Historical Payables Transactions window 71 Workflows button 117 Index Gc 146 QUICKBOOKS MOVER S GUIDE 147 QUICKBOOKS MOVER S GUIDE 148 QUICKBOOKS MOVER S GUIDE 149 QUICKBOOKS MOVER S GUIDE 150 QUICKBOOKS MOVER S GUIDE
180. s a purchase A Tax Schedule is also assigned to the firm in the Company Setup window discussed later in this section If the Microsoft Dynamics GP Sales Order Processing SOP module is being used to enter and process sales transactions customer purchases can be recorded for delivery to the custom er s site or for pickup at the firm s location The Tax Schedule selected for the calculation of the taxes is determined by the Shipping Method used in the transaction When a Shipping Method is defined a flag specifies that the method is either a Delivery or Pickup method If Delivery is marked any customer transac tion is taxed based on the schedule recorded in the customer s card If Pickup is marked any customer transaction is taxed based on the schedule recorded in the firm s schedule There are many more options with sales taxes that allow firms to charge taxes on some items and not on others or to charge certain taxes on some trans actions and not on others Review the documentation on the Sales Order Processing module for more information on additional abilities of Microsoft Dynamics GP It is strongly recommended that you work closely with a Microsoft Dynamics GP consultant when establishing sales tax calculations Below however are instructions for creating the Tax Details and Tax Sched ules discussed here Tax Details Tax Details are defined using the Tax Detail Entry window Access this win dow from the Setup Checklist
181. s may be added to the Print List once the Print button is selected each of the reports in the Print List will print to the speci fied destination The Report List Report Let Ged ony Shaw ress d Adertter Nam opn Ses awy O 4e Anadis Satiap Do 18 reco since Similar to the Report Center in QuickBooks the report list contains a list of available reports for the selected series The report list is displayed in the content pane of the Microsoft Dynamics GP application window The screen below illustrates the list of reports available for the Financial Series The report list can be accessed from any area page in the Microsoft Dynamics GP application window To print a report from the Reports List simply mark the check box next to the report and click on the Print button in the Action Pane 24 QUICKBOOKS MOVER S GUIDE Qon E rer mand satus a Vo 15B emh voted Hd i Ft ji i My Reports List Reports that are used frequently can be added to the My Reports list Reports in this list are easily accessible from the My Reports drop down list on the Microsoft Dynamics GP toolbar or from the My Reports area on the home page BERTA New kemnzer E 4 Gross Profit for the Past 12 Months Fast Due Customer Tanwactors 51 540 73253 eon 1 i Tasks Nen Tak EHE ILIM 110M aih Bue 28 E monday In each report options window the My Reports button can be selected
182. s that the item will not be shipped from the firm s inventory Rather a vendor of the firm will ship the product directly from their warehouse to the customer s ad dress Expansion Arrow Quantity B If Available to Promise is registered this ar row will display the Available to Promise Inquiry window Alert Icon Quantity A If the quantity ordered for an item is not allocated an Alert icon will be displayed next to the Quantity Ordered in the Line Item Grid To attempt to allocate the item highlight the line item and click on the Alert icon in the Line Item Grid menu bar Link Icon 9l This icon located in the Quantity Ordered prompt area allows a user to tie a line item to an existing purchase order Highlight the desired line item click on the icon and lookup or enter the purchase order number in the field provided If the icon is displayed in the line item next to the entered quantity it indicates that the line item is already linked to a purchase order Highlight the line item and click on the icon in the title bar to display the pur chase order number to which the line is linked Unit Price Prompt The Unit Price prompt in the Line Item Grid is a link field that opens the Item Price Inquiry screen This screen shows other established prices for the selected line item Quantity price breaks and other acceptable price levels are shown for reference Line Item Expansion The Line Item Expansion icon will change th
183. s the software that products listed on the transaction have been picked and are being shipped to the customer Transac tions must be fulfilled before they can be invoiced Unless the Use Separate Fulfillment check box is marked in the document ID setup screen sales transactions will be created already fulfilled This works fine for counter sales situations where customers pick up the items to be pur chased from a warehouse or storefront operation and then proceed to check out However for most distribution firms orders are placed by telephone fax web or picked up by field sales teams entered as orders picked and then fulfilled Separate Fulfillment processes allow the actual items shipped to be properly flagged on a transaction with the remaining items back ordered or cancelled It does require additional data entry However the alternative billing the customer for items not delivered is usually less acceptable To enable the fulfillment process in the Sales Order Setup or the Sales Ful fillment Order Invoice Setup screen for the document ID Tools gt gt Setup gt gt Sales gt gt Sales Order Processing Setup gt gt Order or Fulfillment Order Invoice mark the Use Separate Fulfillment box Check the companion box Override Quantity to Invoice with Quantity Fulfilled to allow the quantity fulfilled to become the quantity to invoice If users should be allowed to back order or cancel remaining quantities mark the appro
184. s tile in the Navigation Pane then selecting Statements in the Routines section The Print Receivables Statements window will appear Be Edt Tools tiep sa Fabrikam Inc 4 12 2008 E Save Z Cha X Delete Sh Pint Sutesest iO A Decipion Last Printed Print Statements O Alignment Form JQ Dateto Print Enter Date w momon 3 M Summarize to Enter Date x a CutOffDate Enter Date v a Y C Reduce Oldest Aging Period Amounts by Unapplied Credit Amounts Include Type Pant OA Credit Limits 7 Payment Terms w O penltem Finance Charge 7 Messages Balance Forward Ranges a O AO Fom Restrictions ah c Destination M 4 i by Statement 1D T Several user defined groups of accounts can be defined for the printing of statements Each of these groups of specifications is stored under its own Statement ID If no group has been defined enter a new Statement ID to begin the creation of a set of statement specifications Once a specification set has been defined or selected statements for the selected group of customers can be printed The specifications for a group of statements provide considerable flexibility in defining the sort order of the statements the sort order of the documents contained on the statements the form to be used to print the statements the dates used to print the statements and the customers for whic
185. selected Transactions gt gt Sales gt gt Sales Transaction Entry causing the Sales Transac tion Entry window to open There are several exciting features in the individual windows Notice first that the Sales Transaction Entry window is a separate window from the Microsoft Dynamics User Desktop These windows are completely separate windows with their own frame and menu bar They float outside of the User Desktop and can be found on top of the Desktop window or beneath it Type T v Order Date 4 12 2007 B di Sales View temReceipts Document No BOOKODIOOT kms Batch ID PLW a o gt Emm ducis Customer I ACCSTORE DE Default Ste ID WAREHOUSE an chee sai weenie Customer Name Accolade Online Bookstore Customer PO Number Je Administration bi Ship To Ad PRIMARY Ca 801 West Stat Ep inventos APICS Web site nmn ton tender de Manufactuing View sales forecasts E Project By Field Service Microsoft Office Ot 4 12 2007 Accolade Distribution Inc sa Amount Received 3000 5 Subtotal 336750 Terme Discount Taken 9000 4 Trade Discount 000 Qn Account 367 50 Mur omm rY3 liscellaneous t 1D I Comment ID aa was E num Tot 3850 v v v v User Defined Commissions i4 gt dL by Document No
186. splays a recent history of the travels of the user through the application and allows a user to click on any of the recent screens and return immediately to that function 13 QUICKBOOKS MOVER S GUIDE Navigation Pane ceivables Transactions Order Transactions E Receivables Batches Report List YTA C Transactions The Navigation Pane Sales Transaction Entry Sales Batches Print Sales Documents Order Fulfillment Holds Processing Customer Vendor Transactions Transfer Multiple Orders Automatic Order Allocation Bulk Print Bulk Confirmation Invoice Entry Invoicing Batches Transaction Entry Scheduled Payments Cash Receipts Apply Sales Documents Refund Checks Lockbox Entry Series Post Posted Transactions Edit Transaction Information Recenwables Batches Collection Main Build Query Query Letters Collection Tasks The Navigation pane consists of two parts The upper half contains an explorer tree containing folders and shortcuts to tasks and list pages The lower half contains tiles representing the software Series licensed to the site Selecting a tile in the lower half of the Navigation pane changes both the content of the upper half of the pane as well as the options available in the Content pane In addition to the software series two special tiles represent the Home page and an Administration page Selecting a tile that represents a software series causes the upper half
187. st E Aste har Ci IVA Cancel The Aging Periods grid allows a firm to specify up to 7 aging periods and to define whether customer invoices should be aged based on the Due Date or the Document Date Most firms age customer documents based on the Docu ment Date Note that the To value for the last Aging Period should be 999 A series of options are then offered that tailor the functionality of the receiv ables application These should be set properly and in most cases should not be changed Track Discounts Available In GL If this box is checked the amount that could be taken as a discount for a promptly paid invoice is posted to GL as a discount available to be taken This reduces the total receivables balance in GL and the receivables subledger must be balanced to the sum of GP Trade Receivables plus the Discounts Available to Be Taken Payables and Re ceivables discounts available must be different accounts in the GL In most cases accountants don t see the discount as earned until the invoice is paid timely and prefer to leave the potential discount amount in the Receivables account Discuss this option with the firm s financial advisor Most firms do NOT check this box Print Historical Aged Trial Balance This box MUST be checked to instruct the system to maintain the transaction history necessary to print this report If the box is not checked the history is not maintained Checking the box later will not allow an accu
188. system administrator can assign a Home Page Role for the user from the valid desk top roles for the firm This is NOT the Security Role but controls the initial desktop appearance It is suggested that the system administrator select a default desktop role for the user Otherwise the user will be required to select a desktop role when they first log in During that initial log in the user will be allowed to select an industry for the firm something that should be pre selected When the sys tem administrator selects a desktop role the roles offered will be only those appropriate to the business type The Advanced SQL Server Options will only be available if the firm is using MS SQL 2005 or above Checking the Enforce Password Policy option re quires users to follow the password policy established by the Windows Server domain Check with the firm s domain administrator for a definition of these requirements Change Password on Next Login requires the user to enter a new password the next time they login Once the user logs in and changes their password this option will be grayed out and cannot be reset 105 QUICKBOOKS MOVER S GUIDE Enforce Password Expiration will cause the Microsoft Dynamics GP pass word to expire like the system passwords After the specified number of days the user will be prompted to enter a new password The number of days is determined by the operating system policy not by Microsoft Dynamics GP Once the
189. t ice eee ee d enit ee tese eerte rete tenerlo eade 100 Creating a Balance Sheet tette peer ee tir edet d i b e HE iei eere eie A 100 Creating a Statement of Cash Flows estesa bi eee eater theo echan tet e Era e EINDES SSATP EHE REPE ER Eee pe EE Even eh 100 Creating a Statement of Retained Earinings sese 100 Printing Financial Statements 219r rience YO CERE UR CEREREM YER unin 101 Advanced Finaticial Analysis seeen dee Ere D a ertet e er A 102 Additional Features T 104 4 QUICKBOOKS MOVER S GUIDE Appendix A Setup Installing Microsoft Dynamics GP neta cp en ryan E PO EORR FEES tease 106 Using The Setup Checklist deett tete tettetn rt eere ea nd eet reset ee seno erroe rodeo eoe 107 User diro M 108 REGIS CATION T 108 Add US 109 Alternate and Modified Forms and Reports RESET dein 110 Creating ai BC 111 Setting Up Alternate and Modified Forms and Reports 113 VALOJ BIDLA SKO y 1E e 114 Account SOtUp wisciies E M 115 Fiscal Pernod Setup erii erecto IHRER YO e RR I e EVEN NO E LEER ge 116 RIIrMbrexldnM 117 Vax Details e 118 Tax Schedules au3 tme eon ER PPP HEU eruit 119 luu 119 lon pe
190. t whether detail or summary informa tion should be included and others depending on the specific report selected Instead of typing the parameters in each time the report is printed a report op tion can be selected To reprint the report using the same parameters simply select the option rather than reentering each restriction Using report options is a very efficient means to memorize reports The same name can be used for a report option for different reports however the same report option name cannot be used twice for the same report An unlimited number of report options can be created Like QuickBooks the reports for Microsoft Dynamics GP are segregated by functional area such as Financial Sales Payables and Inventory Us ing QuickBooks if a receivables aged trial balance is desired Customers amp Receivables would be selected from the Reports menu Similarly in Micro soft Dynamics GP navigation to receivables reports can be accessed from the Reports menu item then select Trial Balance from the Sales menu There are several different Trial Balance reports to choose from Depending on the series selected a different list of reports is available The menu navigation is illustrated below In addition to menu navigation reports may be accessed from the Reports List or for reports used frequently they can be added to My Reports and be just one click away H Tee ror la Tiareiel ss M mers Over Cree Eurchasing sto
191. t SharePoint Server installed on the network Workflows allow among other things purchase orders or sales orders to be created and routed to specific individuals for ap roval 136 QUICKBOOKS MOVER S GUIDE Organizational Structures This functionality allows the relationship of individuals within the firm to be mapped thereby providing for account level security Set Up Security Oh yes security is required However Microsoft pro vides with the base application a number of predefined security tasks and roles In most cases these tasks and roles are sufficient and do not need to be modified As security needs increase or different roles are required this task can be revisited and new security roles defined Multicurrency If a firm deals with foreign customers and or vendors and accepts or makes payments in more than one currency this module allows easy conversion of amounts from one currency to another Intercompany Microsoft Dynamics GP can manage separate sets of records in completely separate databases or several companies in a single database Since each of the companies maintained in a single installation is typically owned by the same group of investors it is natural to have some intercompany transactions Microsoft Dynamics GP can support those inter company transactions Language Yes it is possible to specify different languages if the firm is licensed for different languages and assign different languages to
192. t charges into this field The expansion arrow to the right of the field opens the Sales Tax Schedule Entry window for the freight charges If the system is properly setup the correct set tings for the taxing of freight should already be set However in some circum stances it may be necessary to change these settings The settings in this screen are dependent on the various taxing authorities Changes to the tax settings will affect only this order but will also affect the amounts collected accumulated and reported for payment to the various taxing authorities Change these settings ONLY when absolutely necessary and when approved by the accounting depart ment Miscellaneous charges are entered into the Miscellaneous field Like the freight field the expansion arrow to the right of the field opens the Sales Tax Entry window for the miscellaneous charges Depending on the type of charges and local regulations these items may be subject to sales taxes If the system is setup correctly the tax setting should be correct However there are times when they may need to be changed Review the comments in the paragraph above concern ing changing taxing settings Taxes on a sales transaction are calculated for each line item as it is entered on the transaction and totaled in the Tax field The expansion arrow to the right of the field opens the Sales Tax Summary Entry window This screen shows the tax details assigned to the transaction the total s
193. t groups of users need access to either the original reports and forms or an alternate set Rather than requiring a system administrator to find and select each modification for each new user Alter nate Modified Forms and Reports Groups are provided Each user is assigned to an Alternate Modified Forms and Reports Group giving them access to the appropriate selection of customized forms and reports Microsoft provides a predefined group ID called DEFAULTUSER Addition al group IDs can be defined by the system administrator We will look at how these groups are created and maintained in the next few pages 104 QUICKBOOKS MOVER S GUIDE Creating a New User Creating a new user involves 3 steps The user must be defined in the User Setup window the User must be given access to specific companies in the User Access window and then the user must be assigned one or more Securi ty Roles and an Alternate Modified Forms and Report ID in the User Security Setup window te ot beh gt Li imu R8 WawsPayefide AmseeiB BNVN ER F Erima Pec Foi A F Erfarca Pure E miran BP Charge Pure imt Lage Warr Using the he User Setup window the new user s ID Name and Password are entered Only the User ID and User Name are required If the Password is left blank the user will be required to enter one when they first log in The user can optionally be assigned to a user Class ID As well the
194. t such as Balance Type Credit Limits Finance Charge settings et cetera With all of this information to enter just to create a customer mistakes can be made Customer Class IDs simplify the process of creating customers Class IDs are collections of information such as GL account numbers terms codes finance charge settings et cetera By selecting a Class ID all of these fields are completed using the information from the Class ID record 29 QUICKBOOKS MOVER S GUIDE Note New customer Class IDs can be created by clicking on the highlighted Class ID prompt Click on the Clear button when the Class ID Maintenance window opens and enter the appropriate data Do not create too many class x id s File Edit Tools Additional Help sa Fabrikam Inc 4 12 2008 E Save Clea X Delete W Write Letters Vi E Cussen ID accon QDYLIHed Inactive l Name Accolade Publications Inc i Short Name Accolade Close ID RETAIL et Statement Name Accolade Publications Inc Priority None Address ID PRIMARY BEER Se n ELE Contact Richard L Whaley Phone 1 321 206 4690 Ext 0000 Address 380 South State Road 434 Phone 2 000 000 0000 Ext 0000 Suite 1004 281 Phone 3 000 000 0000 Ext 0000 L Fax 000 000 0000 Ext 0000 City Altamonte Springs State Florida UPS Zone ZIP Code 32714 Shipping Method GROUND Ra
195. te on the form If the payment is to be saved in a batch and posted later enter the batch ID Payments are normally applied to open invoices Microsoft Dynamics GP will allow a payment to be recorded and applied later if necessary To apply the payment to an existing invoice there are two options Auto Apply and manual application To automatically apply a payment to invoices click on the Auto Apply button at the top of the payment window Depending on the Apply By setting in the Receivables Management Setup window the payment will be applied to open invoices in either Due Date or Document Number order To manually apply a payment to open invoices or to see the invoices selected by the Auto Apply function click on the Apply button The Apply Sales Documents window will open This window shows the open receivables documents for the selected customer es Do l sa Fabrikam Inc 4 12 2008 wv OK d Find QE Unapply 4 AuoAppy 3 Getto ACCOOI A Name Accolade Publications Inc lyon Payments Apply From Currency ID zuss Document No 4 PYMNT000000000331 MI Diignal mount 175 00 UnappliedAmount 4 4 gt bi by Customer ID c 56 QUICKBOOKS MOVER S GUIDE If the Auto Apply button was used on the Cash Receipts Entry window the selected invoices will be pre marked in the Apply Sales Documents w
196. ted by the accounting system then this would be considered a manual payment Manual payments can take any form of cash check or credit card Use the Payables Manual Payment Entry window to record manual payments Pur chasing Tile gt gt Transactions gt gt Manual Payments 65 QUICKBOOKS MOVER S GUIDE First select the vendor that is to be paid Then select the payment method Enter the check number if the payment was a check and finally indicate the amount of the payment Be Edt ls Opes db i Seve X eee C Q Asote dep Best ka eabes CNXDRKDENDEMC Ow mia m4 Yaet O ACETRavEnoO Shack Nome JA Tavite __ Crock Credit Care Terms Doemunt Token Terme D esu Avalabie MO oM ceBacnio In order to indicate which bill or bills are being paid click on the Apply but ton in the lower right hand corner This will open the Apply Payables Docu ments window A list of the open or unpaid bills for the selected vendor will be displayed Simply mark the check boxes next to the bills that have been paid If neces sary change the Apply Amount to indicate what portion of the selected bill has been paid When the appropriate invoices have been properly marked and the Un Applied Amount is zero click OK to save the selections and return te w UK A Fes SES obe E Anil Vendorit Apravum Docurert No Nore A Travel Company Dseurert lyre HE Apok From Cumerey D lt u Ahia wan d
197. tem the item can be purchased sold and transferred in either Ounces Pounds or Tons But which unit of measure is used to track the inventory Quantity On Hand When a Unit of Measure Schedule is defined a Base Unit of Measure is selected before any other units are entered Quantities On Hand and other inventory quantities are all tracked in the schedule s Base Unit of Measure Other units of measure entered into the schedule must be defined in terms of the Base Unit of Measure The number of decimal places for quantities is defined in the Unit of Mea sure Schedule All items assigned to the Schedule will have their quantities tracked and entered on documents using the number of decimal places speci fied here The Unit of Measure Schedule Edit window is found in the Setup Checklist under Inventory gt gt Unit of Measure Schedule Multiple sites might be one of the reasons a firm outgrows QuickBooks While QuickBooks tracks inventory Microsoft Dynamics GP can easily track inventory stored at multiple sites Quantities on hand as well as allocations quantities on order and a number of other values can be tracked for each storage site for the firm When Sales Order Processing is in use orders can be taken at any location and scheduled for delivery to the customer from any site QUICKBOOKS MOVER S GUIDE The creation of the sites where the firm will be storing inventory is performed using the Site Setup window at Setup Checklist gt
198. termine the correct Posting Type for the account 82 QUICKBOOKS MOVER S GUIDE Profit and Loss Cost of Goods Sold Profit and Loss Profit and Loss Typical Balance impacts whether the balance is shown as positive or negative on the financial statements It is not actually speaking to whether the account normally has a debit or credit balance Use the table below to determine which is the appropriate Typical Balance to choose Cost of Goods Sold For example equipment is considered an asset on the balance sheet so it should have a Typical Balance of Debit Accumulated depreciation is also presented on the asset side of the balance sheet but normally carries a credit balance Because accumulated depreciation should be shown as a reduction to net assets the Typi cal Balance for accumulated depreciation should also be Debit Creating Unit Accounts Accounts of this type are used to track non financial statement data Examples include head count number of issued and outstanding shares of stock square footage occupied et cetera Unit Accounts follow the same account number for mat as Posting accounts and are treated as a typical debit balance account This means to increase the balance of the account debit it and to decrease the bal ance of the account credit it These accounts behave like balance sheet accounts in that the balance is carried forward from year to year and is not zeroed out to retained earnings during year end close
199. ternate Modified Form and Reports window 108 Alternate Modified Forms 107 Alternate Modified Forms and Reports ID 107 Amount radio button 43 Amount Received field 44 Amounts drop down list 96 Application multi company application 9 Apply Date 67 Apply Hold Action 18 Apply Payables Documents window 66 Apply Sales Documents window 55 Auto Apply button 55 AutoComplete Setup window 102 Available to Promise Inquiry window 42 B Balance field 87 Balance Forward account 31 Balance Sheet type accounts 82 Bank Maintenance window 114 Base Unit of Measure 131 Batches 39 batch header window 21 Batch ID 67 Batch ID field 39 Batch Posting Date 123 Budget Selection window 89 90 91 Business Ready Licensing 103 Button Expansion Arrow 38 Buttons Adjust button 96 Amount radio button 43 Auto Apply button 55 Commissions button 45 Distributions button 45 Duplicate button 97 Edit Check button 67 Edit Report Option 20 Excel button 91 Hold button 44 Layout button 97 My Reports button 77 Navigation Buttons 13 Password Padlock button 91 Print Check button 65 141 QUICKBOOKS MOVER S GUIDE Print Checks button 68 Process button 52 Save button 67 Transfer Button 46 User Defined button 44 Workflows button 117 C Cash amount 64 Cash field 64 Cash Receipts Entry window 54 55 Chart of Accounts window 82 Checkbook ID field 32 Check Box s Allow Account Entry check box 82 Allow Deletion of Saved Transactions check box 1
200. the Default Site ID is changed on the header of a Sales Transaction the change will NOT roll down to the line items Line items can be individually set to be shipped from different warehouses or sites by opening the Sales Item Detail Entry window highlight a line item and click the Expansion Arrow next to the Item Number prompt The Customer PO Number field provides a place to record the customer s purchase order number There are no special functions associated with this field it is provided for documentation only and can be printed on the sales documents The Currency ID field is active only if the Multi Currency module is regis tered This field will default to the Currency ID associated with the customer in the Customer Card if one exists If the Currency ID selected is different from the firm s functional currency the local currency adopted by the firm as its native currency then a rate will be assigned to the transaction and used to calculate differences between the functional currency and the selected Cur rency ID If the wrong Currency ID is selected it cannot be changed and the sales transaction must be deleted and reentered Entering Sales Line Items If there appeared to be a lot of extra hidden windows in the order header the line item grid has its share as well But using icons and expansion arrows to open secondary windows provides an elegant and simple transaction entry screen with lots of well placed power Line
201. the Document Type ID setup window Otherwise the unful filled quantity will remain on the original document and will not be trans ferred Quantities not transferred can be fulfilled later or cancelled from the original sales document Once all fulfilled line items have been updated the document is saved Sev eral other functions are supported from this window If Process Holds have been placed on the transaction they may need to be removed A button on the Sales Order Fulfillment window opens the Sales Process Holds Entry window and allows the user to remove holds If items fulfilled are bin based the appropriate bins must be specified This allows the posting process to relieve the appropriate bins when the invoice is posted A button on the Sales Order Fulfillment window opens the bin selec tion window allowing users to select the bins from which product was picked If bins were pre selected when the transaction was first entered or during the allocation process this step is optional and the window would only need to be opened if different bins were actually used during picking Pre selected bins should be printed on picking tickets allowing warehouse team members to pull the designated stock and annotate the pick ticket should any differences occur A button on the Sales Order Fulfillment window provides access to the User Defined fields These fields record among other things the tracking numbers of the shipping firms During th
202. the required steps will be discussed Other functions may be desired Discuss these functions with the Microsoft Dynamics GP Partner that provided the software To reduce the number of tasks displayed un check the Show Optional Setup Tasks and Unregistered Modules boxes File Edit Tools Help sa Fabrikam Inc 4 12 2008 Use the Setup Checklist to set up the Microsoft Dynamics GP application Setup tasks are listed in an order that is most efficient for you to set up the application Com Status amp fjSetUp Org Structures amp fj Set Up Security Not Stated wj amp fj Add Users amp j Set Up Multicurrency Info Show 7 Optional setup tasks V Unregistered modules The tasks required to setup a new company and to configure the Financial General Ledger Receivables and Payables modules will be discussed in detail in the following pages The optional tasks and other modules are dis cussed briefly at the end of this chapter When using the Setup Checklist select the next task in the list to be complet ed Either double click on the task or highlight it and click the Open button The window required to complete the selected task will be displayed Com plete the task and close the window Microsoft Dynamics GP will then ask if the task was completed is still in process or was never performed If the task is completed the task will be marked with a green check mark in the list If
203. the task is still in process it will be marked with a red question mark QUICKBOOKS MOVER S GUIDE All of the windows listed in the Setup Checklist can be opened from other S places in Microsoft Dynamics GP and will function exactly the same The Q Setup Checklist is a convenient central location from which each modules various setup windows can be opened and lists those functions in an appro priate sequence allowing tasks to be performed in the proper order User Preferences Each user can set their own user preferences There are two settings in this area that should be changed especially for new users Open the User Preferences window from the Setup Checklist Click the Display button and on the User Display Preferences window set the Required Fields Font Color to Red and Font Style to Bold This will highlight required fields in Microsoft Dynamics GP with red bold prompts Click OK to close the User Display Preferences window On the User Preferences window click on the AutoComplete button to open the AutoComplete Setup window AutoComplete remembers the last en tries typed into each field in the application by a user When the user begins typing into the same field again a list of possible matching entries is shown The user can select from the AutoComplete list to speed up data entry But if the list of phrases that the application is remembering becomes too long the loading of Microsoft Dynamics GP windows can be slowed
204. the vendor s ac count to the credit card account Similar to a cash or check payment the credit card is used to pay invoices billed from vendors Since each vendor in voice has already been expensed to the various accounts for the products and services purchased only a transfer of the payable amount from trade payables to credit card payables is made Vendor accounts are paid via credit cards using the Payables Manual Pay ment Entry screen described previously This screen provides for the payment of selected vendor invoices using a manual check direct cash payment or a credit card When a payment is entered in the Payables Manual Payment Entry screen the credit card to be used to make the payment is selected The bills to be paid are selected using the Apply button exactly as if a manual check or cash was being used When the transaction is posted the vendor invoices are marked paid in the amounts applied and the debt is transferred to the credit card ven dor Later when the credit card statement arrives a charge will be seen on that statement matching the payment made Examining the account of the vendor associated with the credit card a matching charge will be found Reconciling the credit card statement is a matter of matching the entries on the credit card statement with the list of open payables in the credit card vendor s account Checking the accounts Throughout the processes discussed above general ledger transactions
205. tions Your business has grown to the point where you need to step up from QuickBooks to the more robust Microsoft Dynamics GP system Microsoft Dynamics GP is filled with many new and exciting features that will allow your firm to more accurately account for the movements of funds products customers and vendors It also has more robust financial controls to ensure that transactions are properly recorded and that changes are not made behind your back Auditibility and traceability to generally accepted accounting standards are applied in this system allowing you to delegate ac counting tasks with confidence With the enhanced abilities of Microsoft Dynamics GP come additional functions and controls In places you might think that Microsoft Dynamics GP requires extra steps The power of this application and the controls and security it provides far outweigh the few extra steps With the growth of your business you find more and more often that you must delegate tasks to others When you are used to doing the jobs yourself you don t need to worry that the tasks are performed properly For your accounting Microsoft Dynamics GP will help ensure this to be true This mover s guide is designed to help you make the move to understand the differences and to understand how to perform transactions required by your firm in this new to you application What s in this manual Microsoft Dynamics GP is a very robust application with thousands o
206. tire transaction is a two step process First void the check as a historical transaction and then void the vendor s invoice as an open transaction 72 QUICKBOOKS MOVER S GUIDE Finding the Data Microsoft Dynamics GP has a rich array of inquiry windows to help find in formation quickly The information is available both on screen and in reports Using the inquiry windows it s possible to see Transaction details as they were originally entered in Payables e What general ledger accounts were impacted by each transaction e How each transaction was applied e How taxes were calculated for each transaction Details about voided transactions This section will briefly introduce the most commonly used inquiry windows in the payables module Payables Transaction Inquiry Vendor Purchasing Tile gt gt Inquiry gt gt Transaction by Vendor IP Payables Transaction Inquiry Vendo Ble Edt Iob Me bep w UK f Redgie Verdi BEALMONTOOD Q Nome Beaumont Consiuation Documents ty Document Numbe w 9 A ieeuce v Work M Oren DET Din IC Document Nurber T Soe Dae i n Dus Oeste Die Dae v PMT C4QLD T 3000 PMT Oran I 1 367 00 Wy OM Aawane 28 57 100 e Mss 1567 00 PMT 1006 2013 7 w nazmi W 129011 eeb pi by Mondor ID Use this window to see all transactions recorded for the selected vendor The filters at the top of the window can be used to limit the infor
207. to add the report option to the My Reports list 25 QUICKBOOKS MOVER S GUIDE Ele Gd imb Lb p ew By Joumal Eny w Pieper Inchade 7 Fossa courts CO Unt amp cccuets Ranges douce E ety Reporting Tools Microsoft Dynamics GP ships with a wide variety of reporting tools Among those available include Report Writer SmartList Advanced Financial Analysis Analysis Cubes Business Portal key performance indicators Crystal Reports FRx Financial Reporting Excel Reports Report Scheduler Reports Catalog SQL Server Reporting Services Hundreds of pre built reports are available or by using any one of the above tools an unlimited number of reports can be created combining data from any data source 26 QUICKBOOKS MOVER S GUIDE Chapter 2 Selling to Billing Customers 27 QUICKBOOKS MOVER S GUIDE Chapter 2 Selling to Billing Customers Microsoft Dynamics GP provides some very strong customer management and sales processing tools Between the Receivables Management and Sales Order Processing modules customers can be created credit limits set and managed or automatically monitored by the software an unlimited num ber of addresses tracked sales quotes orders and invoices processed Sales histories customized pricing discounts drop shipping payment processing customer statements and a wide variety of other functions are provided In the next few pages we
208. trial balance In fact this does 119 QUICKBOOKS MOVER S GUIDE NOT occur Rather when immediate posting is allowed a batch is always created at the GL level This provides a level of control by ensuring that some record of the postings is made prior to hitting the GL And finally transaction documents can be written to a local batch and then posted completely through to the subledgers and GL in one operation the green path The settings that control these posting options can be applied to any of the many posting points found in Microsoft Dynamics GP Each posting point can be configured individually to allow or disallow immediate posting or to require batch posting As well a number of other configuration settings allow the implementer to determine which dates are used during posting what veri fications and or approvals to require which reports to print during posting et cetera The date associated with a transaction determines the accounting period that will be affected Understanding the source of this date and having the date options set correctly is vital Improper settings here can cause transactions to be posted in the wrong periods Posting Date Options The posting date of a Microsoft Dynamics GP transaction can be derived from one of two different sources the date of the transaction document or the date of the batch Invoices for example can be accumulated for 4 5 days into a batch before they are posted Depending
209. tries with one exception The radio button Reversing is selected instead of the default of standard When the reversing radio button is selected the Reversing Date field becomes active The date entered here tells the system the date to use to enter the re versing transaction As soon as this entry is posted another entry the revers ing entry is posted at the same time but to the typically future Reversing Date There is no need to remember to post the reversing entry it is all done automatically Reversing entries allow accountants to enter and post accruals that will need to be adjusted out at some future point It s a handy little trick Quick Journal Entries This is a real timesaver if the same journal entry needs to be entered time after time In QuickBooks the entry could be memorized but the user still had to go through and change the amounts If they forgot to change one of the amounts the memorized entry would be posted with the old amounts and the error would be hard to track down Using a journal entry template called a Quick Journal in Microsoft Dynamics GP the only thing saved is the list of accounts not the amounts Let s say a payroll service like ADP processes the firm s payroll Each week they send a report summarizing the payroll and a journal entry is used to re cord that activity The entry would probably look something like this No 51000 Salaries and Wages Expense 15 234 15 PF 51500 Employee Benefi
210. trol when transactions are posted and to review the data prior to the posting Approval Password This field is available only if the Require Batch Ap proval checkbox is marked Enter into this field the special password that is required to approve batches for posting Verify Number of Transactions Checking this box will require users to enter a number of transactions into the batch header record and for the num ber entered to match the number of transactions counted by the system for the batch This control is used by some accounting departments to help ensure all data is entered correctly prior to posting 123 QUICKBOOKS MOVER S GUIDE Verify Batch Amounts Checking this box will require users to enter a total dollar amount for the batch of transactions into the batch header record that matches the total dollar value calculated by the system as transactions are saved to the batch This control is used by some accounting departments to help ensure all data is entered correctly prior to posting Reports At the bottom of the Posting Setup screen is a listing of the post ing reports that can be printed for the selected Posting Point To print any of these reports check the box in front of the report name and enter the desired specifications Users can determine the destination screen printer file et cetera for each of the selected reports The ALL Posting Setup Screen In each of the posting series an origin of ALL is availa
211. ts Expense 3 530 36 PF 32000 FICAExpense nasej 23000 Federal Withholding Payable 2 742 12 24000 FICAPayable 2285 2 86 QUICKBOOKS MOVER S GUIDE No 10001 Cash Suspense 14 879 83 Rather than always having to go into a memorized entry and change each of the amounts wouldn t it be easier to just pull up a template with the accounts each entered and the amounts blank That s exactly what you can do using a Quick Journal First the Quick Journal needs to be setup Open the Quick Journal Setup win dow Financial gt gt Setup gt gt Financial gt gt Quick Journal Eie dt ime gt D Sove X Obie LLLI PAYROLL aD ee umn Weekly Payrol Entry eee ee al RA ELI 2 Weeds Parol Activity 100 1001 00 h D fes Coo icon A gt Dessticten onn 5100 00 Salate and Wages 000 5150 00 Employee Boett E cove 000 5200 00 Erpiover FICA Espenos D00 2300 00 IL State Salve Tax Payable JUU 2400 0U Drertends Payable iee POM byjomalo The Journal ID is a short name used to identify the entry The Description allows a more lengthy explanation of the entry The Reference carries over to the actual entry and is used to provide a short explanation of the entry The Offset Account is the account used to post the balance of the entry the difference between all of the debits and credits Build the list of acco
212. ts within a transaction to be identified Assign a customer to the transaction by entering or searching for the Custom er ID of the desired customer If a quote is being entered a sales prospect can be selected or added at this time The Expansion Arrow 31 to the right of the Customer ID field opens the Sales Customer Detail Entry window On this screen custom or one time ad dresses for the bill to and or ship to location can be entered Other informa tion such as the Shipping Method Tax Schedule ID Price Level UPS Zone Payment Terms Salesperson ID Territory ID Tax Registration Number and Tax Exempt Numbers can be viewed and if necessary edited Once the Customer ID is entered the Customer s Name will be displayed in the next field This field can be edited if necessary Changes made here will NOT be permanently recorded in the Customer Card and will only appear on this one sales transaction The change will be copied from the current docu ment to subsequent documents within the transaction when this document is transferred Microsoft Dynamics GP provides for the recording of multiple addresses for customers With an address ID field 15 characters long billions and billions of addresses can be recorded for each customer The default Ship To Address stored in the Customer Card is copied into the Ship To Address field of the Sales Transaction Entry window The Lookup Icon next to the Ship To Address field is used to
213. tt Dynamics Microsoft Dynamics GP QuickBooks Mover s Guide By Richard L Whaley and Leslie Vail of Accolade Publications Inc 1 QUICKBOOKS MOVER S GUIDE Copyright Trademarks Intellectual property Warranty disclaimer Limitation of liability License agreement Publication Date QuickBooks Mover s Guide copyright 2008 Microsoft Corp The textual material contained herein copyright 2006 2007 2008 Accolade Publications Inc All Rights Reserved Complying with all applicable copyright laws is the responsibility of the user Without limiting the rights under copyright no part of this document may be reproduced stored in or introduced into a retrieval system or transmitted in any form or by any means electronic mechanical photocopying record ing or otherwise or for any purpose without the express written permission of Microsoft Corporation Notwithstanding the foregoing the licensee of the software with which this document was provided may make a reasonable number of copies of this document solely for internal use Microsoft Excel Internet Explorer and Microsoft Dynamics are either reg istered trademarks or trademarks of Microsoft Corporation or its affiliates FairCom and c Tree Plus are trademarks of FairCom Corporation and are registered in the United States and other countries The names of actual companies and products mentioned herein may be trademarks or registered marks in the United
214. uick review of this document will convince all but the most experienced systems person that a qualified consultant should perform the initial installations Even then it is recommended that a Microsoft Dynamics GP Partner perform the initial installs Subsequent client machines can be easily rolled out once the initial install is completed correctly During the installation process a Dynamics database will be created This database contains common information for the GP installation A separate database for each company will also be created As well the Account Frame work will be defined The Account Framework defines the maximum sizes for the various segments of the General Ledger account numbers Microsoft Dynamics GP can support account numbers up to 66 characters long Also up to 10 account number segments can be used This means that the account number can be broken into as many as 10 pieces where each piece has a specific meaning For example the first segment of the account may hold a company number All accounts for the main company for example would use the value 001 as the first segment of the account Other segments can hold such things as the main account number a division number a site ID a product line code et cetera Account numbers in Microsoft Dynamics GP can be quite complex Don t try to add too much complexity into the account number framework Only use the number of segments required to support the firm s report
215. ule for each location must be filled in This is the tax schedule that will generally be used to calculate taxes when customers pick up products from the firm s location The Purchase Tax Schedule is used to calculate taxes owed by the firm on purchases Make sure to mark the Security check box If this box is not marked any user that logs into Microsoft Dynamics GP can get into any function For security to restrict access properly this box must be checked 113 QUICKBOOKS MOVER S GUIDE Do not check the Account Security check box unless instructed to do so by your Microsoft Dynamics GP Partner Click on the Options Button to open the Company Setup Options window If the firm is using the Sales Order Processing module check the Use Shipping Method when Selecting Default Tax Schedule check box This box allows Microsoft Dynamics GP to look at the Shipping Method on a sales order and know whether the product is being picked up at the firm s location or delivered to the customer s location This point of delivery determines the proper sales taxes to apply File gdt Tools Additional Help sa Fabrikam Inc 4 12 2008 Use Shipping Methad when Selecting Default Tax Schedule a Calculate Terms Discount Before Taxes Enable Intrastat Tracking Separate Payment Distributions Merge Trade Discount and Markdown Distributions in Sales Merge Trade Discount Distributions in Purchasing Calculate Tax Rebates Enable G
216. und some firms simply delete the documents and re enter them As firms grow larger and accounting tasks are spread between different people business managers fear that needed transactions will be ac cidentally deleted It is recommended that this box remain NOT checked If a transaction really needs to be deleted a high level accounting person with security access to the setup screens can change the flag delete the document and then reset the flag Print Tax Details on Documents Just as the title suggests checking this box will print tax details a breakdown of the tax amount calculated by taxing authority on the documents Un checking box leaves the documents printing the total tax but not necessarily the detailed breakdown Age Unapplied Credit Amounts Some firms want credits to remain in the current period while others want credits to age just as debits Typically if the firm writes off credits after 90 days it is helpful to have them age This flag can be changed at any time Allow Duplicate Invoices Per Vendor Most vendors these days have ac counting systems that prevent duplicate invoice numbers from being issued Marking this option No prevents users from accidentally entering a document more than one time If the firm has vendors that issue duplicate document numbers it may be necessary to mark this option Yes The Recurring Trans actions Only option allows a series of payments for example against a single original de
217. unts to be used in the Quick Journal Entry When the transaction is complete click the Save button to record the template Notice that there are NO amounts in this window We are ONLY building a template to be used over and over again To Enter a Quick Journal To use the Quick Journal templates described earlier use the Quick Journal Entry window Financial gt gt Transactions gt gt Financial gt gt Quick Journal The Journal Entry Number will automatically increment 87 QUICKBOOKS MOVER S GUIDE The Journal ID field is where the ID that was defined in Quick Journal setup is entered Once entered the accounts listed in the setup window will appear in the Quick Journal screen The debit and credit amounts will be empty and all that is needed is for the amounts other than the Offset Account amount to be entered As amounts are entered into the fields of this window the balance will accu mulate in the Balance field The amount in the Balance field will be used as the amount posted to the Offset Account Thus this transaction will always balance One of the benefits of using a Quick Journal is that not all of the accounts re quire an amount A line can be left blank and it will be ignored during posting If one or more of the accounts listed in the template do not apply to the current transaction they do not need to be deleted Simply leave their amounts blank The account will remain in the template for the next use but will
218. user This required field selects the group of modified or alternate forms and reports available to the new user Setting Up Alternate Modified Forms and Reports IDs Alternate Modified Forms and Report IDs A MFR IDs provide an easy method of assigning users permission to groups of alternate or modified re ports and or windows When a form is modified or an alternate form installed or a report modified or installed the system manager adds the form to a DEFAULTUSER ID and every user with that group ID assigned gets access to the new form or report When a user is created the user is assigned to the DEFAULTUSER ID and access is provided to all current and future custom ized forms and reports that belong to that ID The DEFAULTUSER ID is provided with the system As many A MFR IDs as are needed can be created There is no actual limit However in most installations only two or three should be required A special user ID such as TESTING can be created As new reports or forms are being developed they can be assigned to the TESTING ID The user or users working on the forms or reports can be assigned the TESTING ID al lowing them to test the changes without publishing the incomplete reports and forms to the world When testing is complete the newly modified forms and reports are added to the DEFAULTUSER ID In a few cases select groups of users may need access to a different set of windows For example a firm that
219. user is defined access to companies must be granted The User Access Security window is opened the user selected from the left list and the appropriate companies are marked in the list on the right n Bb GR Io Ares p 53 Amda Dr tution Inc 4722007 LESSONLGERI LESSOMSER2 To assign Security Roles to a user open the User Security Setup window and in the User field select the desired user In the Company field select the company to configure Different Security Roles can be assigned to the user for each company that the user can access For example the user might have the right to change customer payment terms in one company but not in others Once a User and a Company are selected the list of Security Role IDs is displayed in the scrolling window Simply check the roles that should be as signed to the new user for the selected company The trick is to remember what each Security Role ID allows Microsoft has provided a nice shortcut here Pick a Security Role ID shown in the User Se curity Setup window and double click on it The Security Role Setup window will be displayed showing all of the Security Task ID s assigned to the Role Need more information Pick a Security Task ID displayed and double click on it The window referenced by that task will open 106 QUICKBOOKS MOVER S GUIDE Finally select an Alternate Modified Forms and Reports ID for the
220. ustomer s card Customer Customers must be entered into the system before receivables invoices can be posted for them Customers are also used in the Sales Order Processing module During the process of setting up a new company the initial or current set of customers must be entered However most firms are constantly creating new customers and new sales opportunities are presented The Customer Maintenance window can be opened by double clicking on the Customer item in the Setup Checklist It can also be opened from the Sales tile on the Navigation bar or by selecting Cards gt gt Sales gt gt Customers from the menu bar The details of creating Customers are covered in Chapter 3 Billing Custom ers Customers can also be imported into Microsoft Dynamics GP Check with a certified Microsoft Dynamics GP Partner for information on importing customers Optional Tasks The following tasks were skipped over in the setup discussion above They are in many cases optional but sometimes required depending on a firm s re quirements A brief discussion of each of these optional tasks is listed below Following that a listing of some additional Microsoft Dynamics GP modules not covered in this manual can be found Consult the general Microsoft Dynamics GP documentation or contact your Partner for information on setting up these tasks modules Some may require additional licensing Workflows The use of workflows requires Microsof
221. verto Pawol _ Project _ 1 January jae amp OF Oo E E L E D_E 2 February ne Sd O Did 3 March suae m O Lj oO o oO 4 Petiod 4 ano X I B r8 5 Periods jai m OF O L1 G B E amp Period amp 617208 i O o 1 L1 Li 7 Peiod7 me m O Oo Oo B Ini 8 Pe odB 87 2008 O o m L1 Li ug Mass Close ce First select the year from the pull down list Fiscal years must be defined in order Fiscal year 2007 cannot be defined if fiscal year 2008 has already been defined Enter the starting and ending date for the fiscal year and the number of periods Then click the Calculate button The system will make it s best effort to calculate starting dates for each period If Januaryl and December 31 are entered as starting dates for a 12 period fiscal year the system will calculate calendar month periods with each period beginning on the first of each month for example 110 QUICKBOOKS MOVER S GUIDE 111 Starting dates for each period can be manually changed if needed The Period Names will be defaulted to Period 1 Period 2 Period 3 et cetera It is strong ly recommended that these be changed to the appropriate month s name Remember some firm s begin their fiscal year in months other than January Thus Microsoft Dynamics GP does not guess at the proper period names The check boxes are used to mark selected fiscal periods as closed The posting of transactions into a closed period is prevented by Microsoft Dynam ics GP
222. w or by clicking on the Sales Navigation bar then selecting Customer Class from the Setup Menu group 32 QUICKBOOKS MOVER S GUIDE A firm can create as many classes as necessary to support their operations It is suggested that Customer Classes be kept to a manageable minimum In addition to the fields found on the window below a group of GL accounts can also be associated with Customer Classes by clicking on the Accounts button in the bottom right corner of the window File Edit Tools Help sa Fabrikam Inc 4 12 2008 kl Save Clea X Delete E Clans i RETAIL AD O Defaut Description Retail Customers O Balance Foward Percent O Amount Ms Percent Amount Unlimited 9 Amount 20 000 00 gt Wiiteolf NotAlowed Unimited Maximum 25 00 V Revalue Customer PostResuls Ta 9 Receivables Discount Acct Sales Offset Acct Order Fulfilment Shortage Defaut None C Inchide in Demand Planning Trade Discount 0 00 ShippnaMelhed GROUND a Payment Tems Net30 Q _TaxScheduleID USASTCTYE QQ Discount Grace Period 0 Price Level A Due Date Grace Period 0 CuenslD ZUS a Salesperson ID PAUL W Rate Tye ID aA Tenitony ID TERRITORY 1 Q iow None Maintain Hitoy 34 Statement Cycle Monthly m v Calendar Year v Transaction V Fiscal Year V Distribution l4 4 gt
223. will be displayed Note If you select the All origin the configuration displayed is the Microsoft Dynamics GP default set ting and does not represent any of the current settings for any specific Posting Point Lets look at some of the fields found on this screen Post to General Ledger Check this box if the transactions from this Posting Point are to post to the General Ledger Without checking this box NOTHING from the selected Posting Point will affect the GL Post Through General Ledger Files Checking this box will cause trans actions generated at this Posting Point to be posted through completely and 122 QUICKBOOKS MOVER S GUIDE appear on the Trial Balance without any additional posting If this box is not checked a batch of transactions will be created in the Financial Series Trans actions gt gt Financial gt gt Batches or Transactions gt gt Financial gt gt Series Post that will require further posting This batch will be created even if transac tions in the application are posted immediately without the use of a subledger batch Allow Transaction Posting Checking this box allows users to enter transactions and click on the Post button on the transaction screen to post im mediately without using a subledger batch Leaving this box unchecked will require users to save transactions to a local batch for posting A local batch is a batch within the application series for example a batch of sales orders in
224. xing authority on the documents Un checking box leaves the documents printing the total tax but not necessarily the detailed breakdown Auto Apply to Finance Charges First If this box is checked and a cus tomer s payment is automatically applied to open invoices the payment will be applied to finance charges first and then sales invoices Age Unapplied Credit Amounts Some firms want credits to remain in the current period while others want credits to age just as debits Typically if the firm writes off credits after 90 days it is helpful to have them age This flag can be changed at any time A series of manager passwords for the Receivables Management system can be defined If these fields are left blank then the associated task can be performed without entering the extra password If a password is assigned then the user will need to know that password or call on someone that does know the password The tasks that can be protected are entering transactions that Exceed the customer s Credit Limit Remove Customer Hold Exceed Maximum Write offs and Waive Finance Charges The Apply By options define how payments are applied to open invoices when they are auto applied Options are to apply to invoices by the Docu ment Number or by the Due Date Typically documents in numeric order are also in date order as the system assigns the document number as the docu ments are created Most firms auto apply by Document Number Ne
225. xt is a series of default settings When transactions are opened that need these fields the data entered here will be displayed in those fields The selec tions can be changed for each transaction if needed Defaulted fields include 134 QUICKBOOKS MOVER S GUIDE NSF Charge The amount charged to a customer when an NSF transaction is created Checkbook ID The checkbook that will normally receive customer pay ments Price Level The standard default price level Typically this is the list price level Document Format Each document in Microsoft Dynamics GP can have several different formats In this field specify the most commonly used for mat Default Summary View The default view when the Customer Summary window is opened Clicking on the Options button opens the Receivables Setup Options win dow This window allows the description abbreviation and next sequentially assigned number for a variety of receivable documents to be specified The description or abbreviation entered on this window is actually used in various documents and reports rather than the system s name for the document allow ing firms to rename their documents The Receivables Setup Options window also maintains a list of dates when certain processes were last run These dates should not need to be changed The Default Tax Schedule IDs for Sales Freight and Miscellaneous charges are specified here These Schedule IDs define the taxes that will
226. y e The bill is flagged with an asterisk that will serve as a visual que to indicate it has been voided e The original general ledger accounts are reversed to zero out any impact this bill had on the financial statements e By default the Void Date displayed is the original transaction date and is the date used to impact the payables module this can be changed in the Void Open Payables Transactions window e By default the Posting Date displayed is the date used in general ledger because this was the date of the original posting of the bill this date can also be changed in the Void Open Payables Transactions window Voiding Checks and other Historical Transactions Use the Void Historical Payables Transactions window Purchasing Tile gt gt Transactions gt gt Void Historical Transactions to void cash check or credit card payments as well as credit memos and returns This window needs the document number to be entered but not a vendor ID Think about this window as the one that is used to void checks It would be the company s check number that s needed not a number issued by the vendor Documents ON Okom In Duzursent Nurber Vendor ID Douer Armut Vad ate Dae Payment Humber Verdot Nome Coen lo T1007 CRUGEFENOCOT 22 238 02 01 27 2014 JD 01 31 2014 I meta oom ons Luger Engieeennc Company ZUSE 130004 FABRIFAMOD0I 354411 11 05 2013 IE 1 01 2014 106203 00000000000000150 Factication Conan Buss
227. y changes made under the Adjust button are not Advanced Financial Analysis Financial Area Page Reports Section Financial Advanced Financial Using Advanced Financial Analysis AFA new reports can be created and reports created using Quick Financials can be edited Changes made in AFA are permanent and once a change is made using AFA the report can no longer be edited in Quick Financials AFA provides many more options for creating financial statements Additional columns can be added both actual and budget individual accounts can be rolled together for presentation Static text appear ing on a report may be changed added or deleted The headers and footers may be changed Indentions can be added Subtotals can be added Reports can be copied Note if changes are made to a report that s been identified as the profit and loss source for another report be sure to check the other report to be sure there are no undesirable changes The easiest way to get started with AFA is to duplicate a report created using Quick Financial Open the Advanced Financial Reports window select the report to be copied and click the Duplicate button 100 QUICKBOOKS MOVER S GUIDE Name the new report and then select Open select the Layout button from the next window that opens This will open the Advanced Financial Analysis Report Layout window where the report can be edited wag Sag Number Ending Sag Numbat L Testa np Seg Lo

Mover`s Guide - Complete Business Solutions

Contents

Download Pdf Manuals

Related Search

Related Contents