ESS and Workflow Cale Tanguay and Jodi Dare

Session Agenda Introduction What is ESS? What is workflow? Requisitions using ESS through to Purchase Orders ESS time card entry through to Canadian Payroll batches Workflow for Payables Transactions Q & A ESS and Workflow

What is ESS? ESS is Employee Self Service Allows users to make purchase requisitions that will transfer to a purchase order if approved. Allows employees to enter time, and to update personal information such as address changes and direct deposit information. The employee does not have access to financial information. Accessibility to functions can be assigned by security roles. Does not require a full license in GP, but still requires a very cost efficient license per named users. If your company is on enhancement, the ESS license is $88 per named user.

What is Workflow? Workflow can allow for approvals or notifications without the requirement for a license in GP Notifications can be emailed which can be received any mobile device; approver can approve, deny, or view documents from the mobile as well as any workstation Managers can still maintain audit controls without the employee handing over piles of papers Can have layered controls in the setup that will consider if the manager is out of the office, if the totals are over purchasing thresholds, etc.

Purchase Requisitions using ESS Purchase requisitions functionality and workflow were introduced in Dynamics GP 2013 R2 Requisitions don’t require the user to specify a vendor nor do they require a purchase price so they offer more flexibility than purchase orders Compatible with GP web client functionality Workflow means the purchaser will be able to approve/reject the requisition and make changes as desired, such as changing the vendor or price ESS and Workflow

DEMO ESS and Workflow

ESS and Time Entry for Payroll Employees have their own Home screen so that they can enter time, submit time, and recall if errors are made. Employees can update their own direct deposit info and change their address You can select what type of income codes the employee has access to when entering time; Hourly, OT, Vacation, etc. You can set different rules for different combinations of employee groups; Shop vs. Admin staff Managers will be required to approve timesheets to ensure accuracy and can make any changes required **Having employees enter time by the date, rather than a ‘one lump sum’ in the normal payroll batch, allows for use of the Stat Pay Generator and Overtime Generator with greater accuracy.**

ESS and Time Entry for Payroll Prophet has developed a tool that extracts the approved timecard information and creates an Excel file with the click of one button. You can then import the Excel file via the “Import and Export” Utility within GP to your current payroll batch; saving time and errors on manual entry. This Payroll tool is yours for no cost (minimal setup time may be charged) ESS and Workflow

DEMO ESS and Workflow

Workflow 2.0 - Dynamics GP 2013 R2 Workflow introduced in Dynamics GP 2013 R2 Available workflow types in GP 2013 R2: Purchase Requisition Approval Purchase Order Approval Payroll Time Approval Project Timesheet Approval ESS and Workflow

Workflow 2.0 - Dynamics GP 2015 New workflow types in GP 2015 General Ledger Batch approval Payables Batch approval Receivables Batch approval Vendor approval Project Expense approval Direct Deposit approval Employee Skills and Training approval Employee Profile approval ESS and Workflow

Workflow 2.0 - Dynamics GP 2015 R2 Workflows for Payables transactions and Smartlist View approval released in Dynamics GP 2015 R2 Documents attached using the Document Attach feature were also enabled to flow with the task notification email in Dynamics GP 2015 R2 with the following workflow types: Purchase Requisition Approval Purchase Order Approval Payables Batch approval Vendor approval Payables Transaction approval ESS and Workflow

Workflow 3.0 - Dynamics GP 2016 No new workflow types, but included 3 improvements: E-mail notifications expanded to include emails to approver for delegation, escalation, alternate approval Additional condition – when condition is not met there is now an option to continue to the next step (previous options were only accept or reject) Word template available for batch edit list that may be e- mailed to the approver for any batch approval workflows ESS and Workflow

DEMO ESS and Workflow

Questions? ESS and Workflow

calet@prophet.ca or jodid@prophet.ca ESS and Workflow