Dynamics GP 2016 – Workflow and Self-Service

Dynamics GP 2016 – Workflow and Self-Service
Presented by Tim Sparks Tweet During today’s #GPUGworkflow , #GPUGworkflow

Introduction Microsoft GP certified expert with a decade of experience implementing Great Plains (GP) and Microsoft Dynamics GP supporting products Recent focus has been placed on Dynamics 365 for Financials and Business Intelligence Home office in Denver, CO

Agenda What is Workflow? Setup & Configuration Demo
What is Self-Service?

What is Workflow? Workflow is a System
Workflow is a system in GP that allows you to create individual workflows and approval processes Workflow is an approval processes Workflow defines how a document, batch or master record flows through the system Previously offered via Business Portal (Workflow 1.0) Now embedded and native to GP Ties to Active Directory for roles and setup Useful for tasks as well as approvals. Workflows were new in GP2013 R2 No need for Sharepoint Approvers do not have to be GP users. They can approve/reject directly from . All actions taken including comments are recorded back into GP.

Available Workflows GP2013 R2 GP2015 GP2015 R2 GP2016 & 2016 R2
Purchasing Purchase Order Approval Purchase Requisition Approval Payroll Timecard Approval Project Timesheet Approval GP2015 Financial GL Batch Approval Sales RM Batch Approval Purchasing PM Approval Vendor Approval Payroll Emp Profile Approval Emp Skills Approval Direct Deposit Approval W4 Approval Project Expense Report Approval GP2015 R2 Purchasing Payables Transaction Approval Administration Smartlist Designer View Approval GP2016 & 2016 R2 Improvements Workflows are setup and maintained as types. Here are all of the types of workflows now available in Dynamics GP.

What’s new in GP2016 Workflow condition management
Two new options available to select when a step condition is NOT met: 1-Continue to the next step, or 2-Reject the workflow Workflow reassignment notification Automatically notify a new approver when they need to take action when: 1-workflow was delegated to this approver 2-part of the escalation process 3-is the alternate approver

Workflow – Document Attachment
Attachments can now be sent with the workflow task notification Available for: PM Batch Approval, RM Batch Approval, GL Batch Approval, Purchase Order Approval, Purchase Requisition Approval, Vendor Approval, and Payables Transaction Approval A new checkbox is added in the Workflow Maintenance window for the specified workflow types, which when selected will allow you to send the document attachment documents for Workflow Assignment type messages. Prerequisites for Document Attachment • The Allow Document Attachments checkbox must be marked in the Document Attachment Setup window (Administration – Setup – Company – Document Attachment Setup). • The Send Message checkbox above it in the Workflow Maintenance window is marked.

Workflow – Document Attachment New in 2016
You can now setup flow and ability in Document Attachment Setup, but, you now have the ability to modify this on an individual record basis As long as you have a feeder type or other scanner capable of scanning multiple pages, when you click the Scan button, you can scan in that multi-page document. Under this option you can choose if you want your Document Attachments to automatically flow from the PTE Employee Expense Entry to Project Employee Expense Entry

Workflow Calendar Menu: Microsoft Dynamics GP -> Tools -> Setup -> Company-> Workflow - > Workflow Calendar Identify work hours and non-work days. This calendar identifies the hours and days to NOT include in approval time limits. Go to Dynamics GP and show where to find this window, under Company. Enter a couple of non-work days.

Workflow Setup Menu: Microsoft Dynamics GP ->
Tools -> Setup -> Company-> Workflow -> Workflow Setup Enable actions allows for people to approve/reject requests within . The Server Name is typically the server where you have setup webservices. Go to Dynamics GP and show where to find Workflow Setup, under System. Show the ‘Test action’ and ‘Test ’ buttons.

message setup Menu: Microsoft Dynamics GP -> Tools -> Setup -> Company-> Workflow -> Message Setup Create and edit existing messages which are sent out at time of a request or approval/rejection. Go to Dynamics GP and show where to find this window, under Company. Bring up a message. Show the Fields drop down at the bottom of the window. All changes made will be active for new actions that are taken.

DEMO Demo Configuration and Workflow
Go to Dynamics GP and open Workflow Maintenance Show Series drop down The send notification box is important to check so people receive notifications. Click on Action Arrow to open Notification Maintenance. Show how each notification can be edited from this window. Editing these documents could allow you to have different versions for different language needs. Show how carbon copies can be sent out as well. Point out that the Hierarchy option works off of the AD hierarchies. Choose to send a CC to the persons direct manager. ‘Allow approver to delegate tasks’ means the approver can assign someone else to perform a task. The person who this is delegated to needs to be setup as an approver within the workflow. ‘Allow originator to be an approver’ for demo purposes this is needed but typically this would not be turned on. ‘Always require at least one approver’ If you setup multiple steps and check this box then you are saying that at least one of the steps has to be true. There can be no situations where a request does not get approved. When a task is overdue ‘Escalate to’ a specific person or role. Click on lookup window to show User Selection window. Go back to top line of the workflow and show the managers window and how to add managers to the workflow. Let’s add a step Setup a Travel step for a Payables Voucher. Set as Travel. There can be two steps setup as ‘First Steps.’ This means they can be done in sequence. Set conditions of PM Transaction Work Account is 283 AND PM Transaction Work Document is Invoice. Click on Expansion Arrow to show Conditions Editor. Show how conditions can be edited or deleted. Compare to field values allows you to compare a field value like document amount to an amount you input, i.e. document amount is greater than $1,000. Assign to allows for more than one entry and then you set the Completion Policy. Time limit can be set to hours, days or weeks. And you need to apply the Workflow Calendar in order to activate it. Turning this on means you avoid escalations happening at 3 am.

Messages IDs The Document Drillback in the notification requires GP to be open on the same machine you’re receiving the on The design idea is that the Message ID would be modified so that the would contain all the necessary information to allow the approver to make the decision without opening GP.

Workflow task visibility
Find on Home Page or Navigation List

Workflow delegation Menu: Microsoft Dynamics GP -> User Preferences -> Workflow Delegation

Adding to Conditions We’re able to get additional fields into the list for setting conditions by joining in additional tables into the condition editor for the workflow type. We can do this by using one of the tools added to Workflow that was originally intended to help with the development of new workflow types. But we can also use it to modify existing workflow types, including extending the fields available for setting conditions. Here are the steps: Shut down GP. In the Dex.ini, set the QueryDesignerAllFunctionality=TRUE switch, and restart GP. Open Workflow Maintenance, and open the Workflow Condition Editor for one of the steps of your workflow. It should now look something like this:

Employee Self-service

What is Employee Self-Service?
Enables users to manage tasks, such as Requisitions, Time Card Entry, and Project Time & Expense Management directly in the Dynamics GP application. Functionality was only available using Business Portal prior to Dynamics GP 2013 R2 release. Why are these features important? Starting with the Dynamics GP 2015 release, Business Portal will no longer ship with the product.

Self-Service Overview
Self Service Home Page New Home Page Parts Simplified Navigation Preview Important information Employee Self Service Time Management + Workflow Direct Deposit & Workflow Paystubs W4 & Workflow Employee Benefits Skills and Training & Workflow Team Manager Requisitions Easy entry Workflow Request inventory or non inventory goods Project Project Time & Expense Project Time Workflow

Self-Service Security
Self Service User Created for users who require very limited access to the system Less expensive option which enables users to perform tasks such as: Entering Payroll and Project Time Creating Purchase Requisitions ESS EMPLOYEE MANAGER* ESS EMPLOYEE* ESS PURCHASE REQUESTER* ESS EMPLOYEE-BSS* ESS PTE EMPLOYEE* the Self Service User Type has been added with the release of Microsoft Dynamics GP 2015 R2!!! This was created for users who require very limited access to the system. It is a less expensive option which enables users to perform tasks such as entering payroll time, entering project time and expenses, and/or creating a purchase requisition.

Process: Project Management

Project Management Self Service Users Project Time
Microsoft Dynamics 10/13/2017 Project Management Self Service Users Project Time Project Time & Expense Workflow Replacement existing Project Management © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Process: Employee Self Service

Time Management Self-Service User
Microsoft Dynamics 10/13/2017 Time Management Self-Service User Business Portal Time & Attendance Replacement Allows Entering ‘Time on Behalf Of’ Approval Workflow © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Employee Profile & Workflow
Microsoft Dynamics 10/13/2017 Employee Profile & Workflow Employee can view and edit their employment information Address, Dependents, Emergency Contacts and Position History © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Employee Skills and Training & Workflow
Microsoft Dynamics 10/13/2017 Employee Skills and Training & Workflow View and maintain employee’s education and tests Employee can view skills and training history © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Microsoft Dynamics 10/13/2017 Employee Benefits Employee can view their benefits with employer and employee contributions. © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Microsoft Dynamics 10/13/2017 Employee Paystubs An employee can view or print their paystubs from the paystubs navigation list © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Microsoft Dynamics 10/13/2017 Employee W4 & Workflow Edit W4 information, add or change additional withholding, and update deductions With workflow, route the W4 information to the desired users © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Microsoft Dynamics 10/13/2017 Employee W2 The Self Service employee will be able to print their own W-2 with the most current boxes and labels. There is also a feature that allows payroll admin to choose which year's W-2 are available for Self Service Users to Print. © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Employee Direct Deposit & Workflow
Microsoft Dynamics 10/13/2017 Employee Direct Deposit & Workflow Edit deposit information, add accounts or change the distribution With workflow, route the deposit information appropriately © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Human Resource Attendance Time Available
Microsoft Dynamics 10/13/2017 Human Resource Attendance Time Available The Time Management Tile on your Home Page of Microsoft Dynamics GP will display up to 5 tiles for Human Resources Accruals Time Codes. These will display in alphabetical order. Time Codes balances will only show if 'Print Available Time on Payroll Checks' is marked in the Employee Attendance Maintenance Window. (HR & Payroll >> Cards >> Human Resources >> Employee - Attendance >> Maintenance) © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Managers can View Employee Available Time
Microsoft Dynamics 10/13/2017 Managers can View Employee Available Time The Current Timecards and Historic Timecards navigation lists will now display the current balance for the first 5 active Time Codes for an employee in alphabetical order in the Preview Pane. Time Codes balances will only show if Print Available Time on Payroll Checks is marked in the Employee Attendance Maintenance Window. © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Microsoft Dynamics 10/13/2017 Manager Team Profile Manager able to view and edit their team members data Address, Dependents, Emergency Contacts and Position History © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Manager Skills and Training
Microsoft Dynamics 10/13/2017 Manager Skills and Training Manager can view and maintain their employee’s education and tests View employee’s skills and training history Driven from navigation lists © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

HRP Pending Approval Nav List
Microsoft Dynamics 10/13/2017 HRP Pending Approval Nav List Navigation list for HRP Workflow Approvers Displays all workflow tasks assigned to user for HRP Workflows Complete workflow actions across active workflows © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Process: Requisition Management

Requisition Replace existing Req Management Order items and goods
Microsoft Dynamics 10/13/2017 Requisition Replace existing Req Management Order items and goods Combine requisitions to a single PO Requisition Workflow © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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Dynamics GP 2016 – Workflow and Self-Service

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