Microsoft Dynamics 2013 R2 - Purchase Order Processing/Encumbrance

We have added some enhancements to the Prepayments feature and Encumbrance Management reporting.  I will document these enhancements below.

Enhancement 1: Payables Payment Zoom

A PO Number field has been added to the Payables Payments Zoom. To open the Payables Payments Zoom window on the Microsoft Dynamics GP menu, point to Inquiry, point to Purchasing, click Transactions by Vendor or Transactions by Document, Select a payment document, and click the Voucher/Payment Number link.

Clicking the PO Number zoom field will take the user to the Purchase Order Inquiry Zoom window where the Prepayment was applied.

Payables Payments Zoom window

The PO Number will only be populated if Prepayments are involved.

Enhancement 2: New Prepayment Integrations.

We have added new Prepayment functionality to include the following modules:

• Multi-dimensional Analysis (MDA)
• Analytical Accounting (AA)
• Project Accounting (PA)
• Cash Flow Management (CFM)

In the previous versions of Microsoft Dynamics GP 2013, Prepayments were automatically disabled if you were Registered for Multi-dimensional Analysis, Analytical Accounting, Project Accounting, and Cash Flow Management.

I will document a bit more detail around these integrations:

MDA Integration

The MDA integration will not block the enablement of the Purchase Order Prepayment. No MDA information can be entered for Prepayments.

Analytical Account Integration

The AA integration will let the user enter dimensional information for the accounts when the prepayment is entered and then will reverse those same dimensions when the prepayment is consumed.

Project Accounting Integration

The Project Accounting Integration will allow the user to enter prepayment information on the purchase order. Currently there is no update or tracking done in Project Accounting in relation to a Payment.

Cash Flow Management Integration

The CFM Integration will include the prepayment information when purchase order transactions are included in the cash flow forecast. This will result in a lower amount due for the purchase order.

The Document Amount in the Cash Flow Explorer window will reflect the Purchase Order total minus the prepayment posted amount. The Total Amount Remaining will reflect this calculation as well.

Enhancement 3: Print from Encumbrance Summary and Detail

A new drop-down arrow has been added next to the Print icon where you can add the Encumbrance Summary Inquiry and Detail Inquiry SSRS report. To open the Encumbrance Summary Inquiry/Detail Inquiry window on the Inquiry menu, point to Purchasing, point to Encumbrance Management, and then click Summary or Detail

Encumbrance Summary Inquiry

Encumbrance Detail Inquiry

You must have SSRS set up in order to see the drop-down arrow icon and print the Encumbrance Summary inquiry and Encumbrance Detail Inquiry SSRS report.

By default, the Report will print as the Standard Report in Report Writer. To change this, you will need to select the drop-down arrow and point to Assign Reports.

Any parameters specified in the inquiry window will be passed to the report, so what you see on the inquiry window is what will print.

A lot of great features for POP in GP 2013 R2.  Here is more information around the new features in GP 2013 R2.

Microsoft Dynamics GP 2013 R2 Distribution New Features and VIDEO!!