Great Plains Rapid Deployment Subsidiary Training November 2005

Recommendations We will be going quickly, so please hold questions until the end No talking during a session

Objectives Get a feel for how the system can be used Go through sample transaction flows in the main modules We will be using functions that will be applicable to our situation This is not just a dog and pony show, we will be learning forest-level troubleshooting techniques Sample reports and inquiries

Sample Transaction Flows General ledger entry with allocations Entering new vendors Payables: Entry, Posting, and check printing Receivables: Entry, Cash Receipts, Monthly Procedures Bank Reconciliation Enter sales order that posts to receivables

General Ledger Demonstration Enter variable allocation account by sales View the regular distribution accounts Enter and post journal entry View AJE report before and after posting Print general ledger trial balance, with options General Ledger Inquiry, with Drill Down

Allocation Accounts Variable Allocation Accounts: Allocate by adjusted cases Allocate by period sales Fixed Allocation Accounts: Allocate by fixed percentages (i.e. Rent 50 %)

Variable Allocation cards > financial > variable allocation This allocates on the basis of the 4100 sales accounts Standard: Department 900 is the allocation department Sales Account

Variable Allocation cards > financial > variable allocation Blue underline ZOOM hyperlink means another screen is available Here we can view the distribution account

General Ledger Transaction Entry Transaction > Financial > General Generate After Posting Report (p.15) Enter both allocation and regular Required fields Expansion JE balances Batch ID or Post now Generate Before Posting Report (p.11)

AJE Report Before Posting (Hit Printer Icon)

General Ledger Summary Inquiry Inquiry > Financial > Summary

GP Calculated Allocation Total Expensed 200.00 Distribution Account Sales Account Period 3 % Alloc. Expense 100-6170-00 000-4110-00 539.55 0.31 0.62 200-6170-00   000-4110-01 2,659.30 1.52 3.03 300-6170-00 000-4110-02 172,251.95 98.18 196.35 175,450.80 100.00

General Ledger Inquiry, Posted AJE Inquiry > Financial < Journal Entry Inquiry Note the system generates the allocation during the posting process

General Ledger Inquiry, Posted AJE Inquiry > Financial < Journal Entry Inquiry Most inquiry screens have a report attached

General Ledger Summary Inquiry Inquiry > Financial > Summary Highlight line to view Click on Blue Underline Field

Drill Down to Detail Inquiry Note there are range selections available Click on expansion button to see Highlight transaction Click on Journal Entry

Drill Down to Actual Journal Entry Click on Source Document When you drill down to sales invoice, you can print the sales invoice from inquiry This is mc2 intercompany screen

Drill Down to Source Transaction

Print General Ledger Reports > Financial > Trial Balance To print reports, build option settings Click Insert, New or Modify Can print multiple reports in a queue Demo: Click Modify

General Ledger Trial Balance Report Options Form

General Ledger Trial Balance Report Options Form You must name the option, should usually save the option so it can be used later Destination: We recommend screen Must select year, subtotaling is available Ranges: Segment ID, date, full account Can have multiple types of ranges Can only have one account range, for multiple ranges use an ad-hoc Frx report Must click INSERT to activate range setting Click Print for report

General Ledger Trial Balance

Accounts Payable Demonstration Add vendor using Vendor Class Rolldown (25) Enter and post transaction with GL allocation (31) Posting and security setup Select, Edit and Print Checks Print Accounts Payable Trial Balance, with options Modify Accounts Payable Trial Balance

Vendor Class Setup Tools > Setup > Purchasing > Vendor Class Default Entries for Vendors These are 1099 vendors Can access from vendor screen Click button for default GL accounts

Vendor Class Setup Default General Ledger Posting Accounts Allocation account used for Purchases Can enter multiple Purchases GL accts

Add New Vendor Cards > Purchasing > Vendor

New Vendor Options Class setup options have updated this new vendor

New Vendor Accounts Default GL Accts have updated this new vendor Class changes can also rolldown to existing vendors

Write Letter To Vendor Merges Automatically in Word.

Once you enter Batch name GP go to page 33 Enter Payables Transaction Transactions > Purchasing > Transaction Entry This is the enhanced intercompany screen Vendor options are default document settings Can print quick check Linkkkkk .

Vendor Lookups Expansion buttons work on lookup screens Click on header to change sort order Enter part of ID/Name to find vendor

Batch Entry screen for A/P Trx . Batch Entry screen for A/P Trx

Enter Payables Transaction Transactions > Purchasing > Transaction Entry/Distribution Default distribution accounts pulled from vendor Can edit GL distributions

Post Batches Transactions > Purchasing > Batches Page 36 Posting reports are optional Cash portion of AJE determined by checkbook ID Most users modify posting reports

Access Checkbook ID form Databases can have multiple bank accounts System tracks both GL and checkbook cash balance

Payables Aged Trial Balance Reports > Purchasing > Trial Balance Creating report options Multiple range options Destination can print to screen

Payables Aged Trial Balance Reports > Purchasing > Trial Balance

Modify Report Printed to Screen Tools > Customize > Modify Current Report To quickly select a report to modify, print it to screen before customizing it Most reports can be customized You must grant security to customized reports

Grant Security To Customized Report Tools > Setup > System > Advanced Security Note: Permits viewing the modified report

Select Checks To Print Transactions > Purchasing > Select Checks Once you enter Batch ID GP go to page 42 Select Checks To Print Transactions > Purchasing > Select Checks Build options Then Build Batch Check run batch total calculated Then you can Edit Payments

New Batch Id

Edit Payments Form The Next button shows first payment in batch Apply button lets you change amount of check

Print Checks From Select Checks or Edit Payments Forms We will be printing on MICR checks

Payables Inquiry Inquiry > Purchasing > Transactions By Vendor Work, Open and Historical Trx on same inquiry screen Printed report is available

Accounts Receivable Demonstration Review transaction entry screen Review some account receivable inquiry screens Enter cash receipt batch Gather and print deposit slip Review the statement process Paid transaction removal process Print Accounts Receivable Trial Balance, with options

Sales Transaction Entry Transactions > Sales > Transaction Entry Review transaction types, including credit memos Can also enter cash payments

Sales Order Processing Overview Quotes can be converted to orders Prospects as well as customers can be entered for quotes When quote is converted, prospect becomes a customer Orders can be converted to invoices Only invoices can be posted Non-inventory inventory items should be set up for services performed (Blue Nile ads, etc.)

Enter Sales Transaction Transaction > Sales > Sales Transaction Entry

Enter Sales Transaction Expansion Button Detail Inv. Item Mant.

Inventory Item Maintenance Non Inv. Item

Receivables Summary Inquiry Inquiry > Sales > Receivables Summary

Inquiry: Transaction By Customer Work, open, and history on same inquiry Click on OPEN, Redisplay and you can print amounts owed

Cash Receipts Batch Transactions > Sales > Cash Receipts Either AutoApply to open invoices Or Apply to individual invoices Apply Individual Sales Doc. (p. 55) Apply Automatically

Apply Cash Receipts Individually Cash Receipts Edit List (p. 56) Tracks unapplied amount as check boxes clicked Can edit applied amount Unapply to start over You can post unapplied payments

Cash Receipts Edit List An excellent batch report

Post Cash Receipts Transactions > Sales > Receivables Batches Notice the batch report total In Great Plains, any trx errors will be on batch report

Gather and Print Deposit Slip Transactions > Financial > Bank Deposit Immediately after printing the cash receipts batch, gather and print deposit slip If you do not print deposit slips, the checkbook cash amount will not reconcile to general ledger If you do not print deposit slips immediately, you will immediately become bald

Deposit Slip Report (p.60) Gather and Print Deposit Slip Transactions > Financial > Bank Deposit Deposit slip amount must match the cash receipt batch total Good practice to print both reports and file them

Deposit Slip Report

Apply Cash Receipts Transactions > Sales > Apply Sales Documents You can reapply cash at any time before paid transaction removal And even after then, Prof Tools lets you unapply cash receipts from history

Paid Transaction Removal Tools > Routine > Sales> Paid Transaction Removal Note: After this process we can not unapply Cash Move Open Items to History Remove from Statement

Statement Printing Process Tools > Routines > Sales Most menu options arranged in order of use AG does paid transaction removal before printing statements

Print Receivables Statements

Important Receivables Reports This menu option includes: Unapplied Document Report Accounts Due Report Sales Analysis Report Aged Trial Balance Historical Aged Trial Balance Caveat: The further away the data of the historical aged trial balance, the less dependable it is

Receivables Reports

Unapplied Documents Report

Accounts Due Report

Receivables Sales Analysis Report

Period Sales Analysis Report

SmartList View > Smartlist P. 74

SmartList View > Smartlist Customized lists you can modify (p. 75) Good for ad-hoc analysis You can add columns to a smart list (p.75) You can add your own smart list Can export lists to Excel (p.74)

SmartList

Customized lists

Reasons Why General Ledger wouldn’t Reconcile to AP/AR SubLedger There are unposted general ledger batches Hanging invoices because of errors will not cause reconciliation problems General ledger entry posted directly to AR or AP account in general ledger, bypassing the subsidiary module (can be found by scanning posting references) Very extremely unlikely that differences are caused by Great Plains software bugs Extremely unlikely that differences would be due to data corruption, SQL is very stable

Bank Reconciliation Demonstration Review bank reconciliation screens You can build a proof of cash easily Save work and go back to transaction entry Show how to do quick balancing entry Inquiry screen for cash balances Reasons why cash per general ledger could differ from cash per checkbook

Checkbook Balance Inquiry > Financial > Checkbook balance Shows general ledger and checkbook cash balances

Reconcile Bank Statement Transactions > Financial > Reconcile Bank Statement Enter bank balance, statement and cutoff date, and click on Transactions button to start bank reconciliation

Bank Reconciliation Select Bank Transactions Cleared Transactions (p. 81) The difference needs to be zero to reconcile

Bank Reconciliation Select Bank Transactions Click on cleared transactions You can click OK and save work if you need to enter a transaction elsewhere or work on bank reconciliation tomorrow You can mark range of cleared transactions (p.82) You cannot reconcile until difference is zero Click on adjustments for common adjustments (p. 83)

Bank Reconciliation Range of cleared transactions

Reconcile Bank Adjustments

How the Checkbook and General Ledger Bank Balance Could Differ General ledger batches are not posted Bank deposits not gathered and printed Posting adjustments directly to cash account in general ledger Not using the bank transfer screen to do bank transfers, but entering a cash account as an offset account in A/R and/or A/P