Chapter 1: Introduction

This chapter introduces you to the Purchase Order Processing module of the Microsoft Great Plains product and training course, and the screens and processes that are used to complete the accounting cycle in Purchasing.

You see the core processes that are used in the Purchasing module. You are introduced to each step in the accounting cycle, you briefly discuss its purpose and primary features, and you will focus on its function in the accounting cycle. Please note that this chapter is not intended to provide you with a detailed primer on each of these topics.

Main Topics

• Course Description

• Module Overview

• Process Flow

• Procedures for Processing Purchase Orders

• Processing Purchase Orders – Step by Step

• Other Features

After completing this chapter, students should be able to:

• Understand the goals of this course

• Explain how the Purchasing module fits into the suite of available modules for the Microsoft Great Plains system

• Follow the flow of transactions through Purchase Order Processing

• Understand the flow of Purchasing transactions

• Understand the process of entering Purchase Orders

Chapter 2: Setup Procedures

This chapter helps you understand the defaults and user options defined in the Purchase Order Processing Setup window. Even though these options are typically not changed after the product is implemented, you gain understanding of default values and processes through the settings in this window.

Main Topics

• Purchasing Procedures

• Purchasing Setup Checklist

• User Defined Fields

• Landed Cost Setup

• Purchase Order Generator Setup

Labs:

• Purchase Order Processing Setup

After completing this chapter, students should be able to:

• Use the set windows to “personalize” Purchase Order Processing for your business

• Set up Purchase Order Generator

• Set up Landed Costs

• Print Setup Reports

Chapter 3: Daily Procedures

This chapter discusses the process of entering purchase orders. You see the types of purchase orders available and the steps for processing each of the different types. We also print purchase orders in this chapter. You will learn the process of entering receipts against purchase orders and returning goods to vendors. You see the affect on other modules that integrate with Purchasing, when receipts are entered.

You learn the points of entry for Landed Cost transactions.

Main Topics

• Purchase Order Entry

• Linking Purchase Orders to Sales Orders

• Procedures for Entering Returns

• Drop-Ship Orders

• Printing Purchase Orders

• Receivings Entry

• Landed Cost Entry

• Invoice Entry

• Blanket Purchase Orders

Labs:

• New Purchase Order

• New Purchase Order with Link to Sales Order Processing

• New Drop-ship Purchase Order

• Landed Cost

• New Shipment/Invoice with Additional Item

• Received Shipment

• New Invoice

• New Invoice for Drop Ship Purchase Order

• New Purchase Order with Multiple Shipments

• Cost Differences

• Purchase Order Generator

• Blanket Purchase Order

After completing this chapter, students should be able to:

• Enter purchase orders and record the receipt of shipments and invoices

• Enter landed costs

• Print purchase orders

• Post shipment and invoice receipt transactions

• Commit purchase orders to sales documents

• Automatically generate purchase orders using PO Generator

Chapter 4: Maintaining Records

This chapter examines the options available for editing, deleting, and voiding purchase orders existing in the system. You review the inquiry screens and reports that are provided to assist you in making informed purchasing decisions and to track purchasing data. You see the process for replenishing inventory quantities based on historical purchasing report information and how to view inventory quantity and cost information by vendor.

Main Topics

• Deleting and Voiding Purchase Orders

• Editing Purchase Orders

• Reconciling Purchase Orders

• Purchase Order Reports

• Purchase Order Inquiries

After completing this chapter, students should be able to:

• Delete and void purchase orders, shipments and invoice receipts

• Edit purchase order statuses

• Remove completed purchase orders

• Remove historical data

• Print analytical purchasing reports

Chapter 5: Conclusion

In this chapter you review the key points covered in this course.

Main Topics

• There are multiple types of purchase orders in Microsoft Great Plains. The Standard purchase order is used when you will be receiving the items to your location. The Drop Ship purchase order is used when the vendor will be shipping the items directly to the customer site. The blanket purchase order and the drop-ship purchase order are used for recurring purchases that use a delivery schedule.

• You can choose to receive items without a purchase order when necessary. This is a setting on the Purchase Order Processing Setup window.

• Receipt and invoice transactions can be recorded separately, or in one step to match your business procedures.

• The ability to auto-receive and auto-invoice speeds data entry and ensures accuracy.

• Landed Costs allow you to apply a mark-up factor to receipts for such things as freight and duty to be included in the item’s cost.