1. Great Plains Rapid Deployment
Subsidiary Training
November 2005

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

3. 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

5. 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

6. 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

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

8. 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

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

10. 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)

11. AJE Report Before Posting (Hit Printer Icon)

12. General Ledger Summary Inquiry Inquiry > Financial > Summary

13. GP Calculated Allocation
Total Expensed
200.00
Distribution Account
Sales Account
Period 3 %
Alloc. Expense
539.55
0.31
0.62
2,659.30
1.52
3.03
172,251.95
98.18
196.35
175,450.80
100.00

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

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

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

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

18. 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

19. Drill Down to Source Transaction

20. 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

21. General Ledger Trial Balance Report Options Form

22. 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

23. General Ledger Trial Balance

24. 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

25. 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

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

27. Add New Vendor Cards > Purchasing > Vendor

28. New Vendor Options
Class setup options have updated this new vendor

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

30. Write Letter To Vendor Merges Automatically in Word.

31. 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 .

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

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

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

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

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

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

38. Payables Aged Trial Balance Reports > Purchasing > Trial Balance

39. 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

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

41. 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

42. New Batch Id

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

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

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

46. 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

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

48. 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.)

49. Enter Sales Transaction Transaction > Sales > Sales Transaction Entry

50. Enter Sales Transaction Expansion Button Detail
Inv. Item Mant.

51. Inventory Item Maintenance
Non Inv. Item

52. Receivables Summary Inquiry Inquiry > Sales > Receivables Summary

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

54. 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

55. 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

56. Cash Receipts Edit List An excellent batch report

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

58. 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

59. 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

60. Deposit Slip Report

61. 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

62. 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

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

64. Print Receivables Statements

65. 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

66. Receivables Reports

67. Unapplied Documents Report

68. Accounts Due Report

69. Receivables Sales Analysis Report

70. Period Sales Analysis Report

72. SmartList View > Smartlist
P. 74

73. 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)

74. SmartList

75. Customized lists

76. 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

77. 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

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

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

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

81. 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)

82. Bank Reconciliation Range of cleared transactions

83. Reconcile Bank Adjustments

84. 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