We are looking to start using GP to purchase non inventory (but frequently purchased) consumables, such as lab supplies and office supplies. I understand that currently it is possible to create PO's in GP for these items, but we would have to type in the items every time. Is it possible to create a list of non-inventory items in GP that we can order/put on PO's? If not, how have others handled this situation?
We are small enough that a total procure-to-pay solution doesn't seem like a necessity at this time, but still want to be able to track the order, purchase, and receipt of these consumables without carrying them in inventory.
You could add them as Service Items. This would allow you to select them fromlist while not tracking them in inventory.
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"Service" item type is the solution for dealing with consumables.Although, you should consider a work-around to get these items expensed.
DynamicAccounting has came up with a smart work-around for this issue, you need to setup a “Consumables” profit and loss account as the Inventory account for these items. When the items are issued to a department, they get expensed to the requesting department as the Inventory Offset account.
This charges out consumables to the correct department but ensures that any leftover items are still expensed at month end as general consumables.
Mahmoud M. AlSaadi
Dynamics GP Essentials | mahmoudsaadi.blogspot.com
The use of service vs consumable depends on whether you want to track an inventory of consumable items or not. If not, use the service item. Otherwise, as suggested, put the items in inventory as a Sales Inventory item in a class ID of Consumable. Then when you pull them out of inventory, do an inventory adjustment transaction and change the account number to expense them to the correct departmental account. If you upgrade to V2013, the Reason Codes can be setup so users do not have to change account numbers but can select reason codes such as "Issue to Shipping" and the correct expense account will be hit.
This feature of 2013 is discussed on our video on Version 2013. Visit our website to view it.
Richard L. Whaley Author, Publisher, Consultant
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