myGPcloud – Step 4: Vendors, Accounts Payables and Check Writing

Dougs Mug

I’ve been trying to figure out how much time it’s taken me to get to Step 4 in this journey.

  1. Provisioning – maybe 10 minutes
  2. Setup Multicurrency, Chart of account, Fiscal periods – Another 10 minutes if you choose the defaults
  3. Setup Navigation – Probably another 10 minutes
  4. AP and AR setup – 5 minutes

So we are at Step 4 in just over half an hour. That is cool stuff. Think of what the normal process for getting Dynamics GP up and going is.

  1. Identify several partners
  2. On-site visits by Partners or at a minimum several phone calls – Sales team and solution consultants dance around doing magic show, card tricks, and flashy demos. Discuss how Partner is the best fit for them, etc.
  3. Get a quote from at least three partners (sometimes competing products as well)
  4. Sign off on quote and sign Master Service Agreement (MSA)
  5. Partner orders reg keys from MBS, etc.
  6. Schedule on-site visit with consulting team to plan implementation
  7. Consultant comes out to install Server and all workstations
  8. Commence implementation and training

Some variation of the above can take weeks if not months. The absolute fastest I’ve heard a deal closed and implementation started is in a week. With myGPcloud you skip 6 or 7 of the above steps. Implementation planning and execution is still a huge step but the sales process is now a fraction of it used to be. And you can have Dynamics GP installed, reg keys entered, users setup, basic setup done within an hour.

Holy Cow!!!!

Side step before going on to step 4: Before doing Step 4 I would consider entering beginning balances at the GL so the cash account doesn’t immediately become negative.

Day 4 - 1 - Vendors, Accounts Payables and Check Writing

Navigate to Transactions>>financial>>General Ledger. Nothing out of the ordinary here. As long as your debits equal credits you are good to go.

Step 4 – Setting up Vendors, Accounts Payable and Check Writing

Can we use this system finally. It’s been like and hour and I’m tired of setup already. Looks like we are onto entering Vendors, inputting invoices for those vendors and then cutting a check.

Vendors

I owe my mom a lot so decided to enter her as my first vendor. Since I already added the DEFAULT class I have accounts already setup and that speeds up entry significantly.

Day 4 - 2 - Vendors, Accounts Payables and Check Writing

Click on the Accounts button at the bottom and make sure you have an account listed in the Purchases field. This is where the expense account will default from. I would also keep the “Use Cash Account From” the Checkbook. Seems to be easier that way. As you can see my expense is listed as “Shrinkage and Waste”. Kind of appropriate in my case.

Day 4 - 3 - Vendors, Accounts Payables and Check Writing

Make sure you go to the Options button and identify the Tax Type. This is important for 1099 vendors.

Day 4 - 5 - Vendors, Accounts Payables and Check Writing

Identifying payment terms are also important. The window is pretty straight forward.

Day 4 - 4 - Vendors, Accounts Payables and Check Writing

Side Note: I’m not sure if the navigation is quite as intuitive as MBS would like to proclaim. The above screens have a magnifying glass next to fields usually placed on the right. Clicking on the glass will find all the items setup already for that field. So clicking the magnifying glass (or looking glass or eye glass. All terms I’ve heard used) next to payment terms will pull up all payment terms in the system. Choosing the blue underlined field on the right will bring you to the payment terms window where you can set new payment terms up.

Everything looks good on the vendor side. I like the suggestion in the documentation to come up with a systematic numbering system. I also use this approach when naming batches. Something like Initials followed by date.

Another thought is if you already have your vendor list you might consider using Integration Manager to import all your vendors into the system.

Invoicing

I entered in an invoice for my vendor “DOUGS MOM”. I clicked on the distributions field to make sure my correct expense account came up. Looks good.

Day 4 - 6 - Vendors, Accounts Payables and Check Writing

Save this transaction to the batch. Then open the batch. (Transaction>>purchasing>>Batches).

Day 4 - 7 - Vendors, Accounts Payables and Check Writing

The batch is often saved as a single use batch. Changing the frequency will make this batch recurring. Also notice the posting date should be watched.

Looks good. Post away.

Five PM posting reports pop up and one GL posting report defaults so you can print those or cancel out if you don’t want to kill anymore trees than is n
eedful. Reports can be completely turned off at Microsoft Dynamics GP>>Tools>>Setup>>Posting>>Posting. Choose the series and origin on for any process and you will see how things are setup to post.

Day 4 - 8 - Vendors, Accounts Payables and Check Writing

Printing Checks

The invoice is entered and posted. Let’s pay my mom for all her hard work.

I’d use the path listed in the documentation. Way easy to cut checks this way.

Day 4 - 9 - Vendors, Accounts Payables and Check Writing

I don’t know if I have enough money in the back but I’m going for broke. ($97,987,980 is probably not enough to make up all the pain and agony I caused in my youth.)

Selected the checkbox and pressed Print checks.

Check number should have been set correctly. I left it at a gazillion zeros and a number 1. That should have been changed in the setting up checkbook step but if that wasn’t done navigate to Cards>>Financial>>Checkbook and change it there.

Day 4 - 10 - Vendors, Accounts Payables and Check Writing

I’d put the check stock in the printer at this point. If it’s a shared printer…spend $100 and get a dedicated one for checks. If that’s not an option yell really loud “Nobody Print, check are coming out”. Silly process but lots of businesses still do it.

I’m ready. I press Print and bomb’s away.

Day 4 - 11 - Vendors, Accounts Payables and Check Writing

I sent it to the screen instead of a real check. I know, cheap skate. Maybe I’ll send this really to my mom and see what she says.

The Post Payables Check window pops up. If everything printed right I can process the checks. If it didn’t work out don’t post. Choose the drop down button next to Process:

Day 4 - 12 - Vendors, Accounts Payables and Check Writing

Reprinting here is way easier than having to void out after the batch is posted.

The deed is done. I posted the check and feel a lot lighter of my obligation to my mom.

The documentation goes through this process in great detail.

Onto Step 5