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In December, we've migrated from GP 8.0 to 12.0.031570 and there are a few things that seem very different.
One of the biggest things is we can't seem to overwrite the GL while receiving or processing invoices against a PO. We have to do additional lines to properly code the items, as the employee's placing the PO don't necessarily know which GL, so the GL that will be in the system when receiving against, can't be overwritten.
Example:
00-00-1200 Purch $204.00 (debit)
00-00-200 Pay $204.00 (Credit)
42-20-5520 Misc $204.00 (debit)
00-00-1200 Misc $204.00 (credit)
The above example is how we've been told by our Certified Partner as to how to correct the GL's, but in 8.0, this could be overwritten where the debit for 00-00-1200 could have been changed on that line to 42-20-5520 (typed over), causing it to only be the 2nd and 3rd lines from above. Instead, that line is currently locked and the Certified Partner says it can't be unlocked to make it so it was like how 8.0 was. Are they correct, or is there a way that they're unaware of that someone could show us how to do? All these extra GL entries are taking up time and space.
The other item that we've never been shown how to do through the certified partners used through the years is deposits against PO's. An example would be Vendor ABC we issue a PO to for $40,000.00. They come back and say they would like a 50% deposit, so we need to cut a check for $20,000.00 to ABC, which should go against the PO. The only way that we've been able to do this is a very not accounting friendly version of issuing the check through a Payables Batch Entry, then try to remember when we receive the invoice from the vendor that we've already made a deposit (as some vendors do not reflect the deposits on their invoice). If the Accounts Payable person gets hit by the proverbial bus, we should be able to see that there was a deposit check issued against a PO (without receiving against the PO) in the system without having to make 100% sure we understand whether or not a deposit was issued to a vendor. Is the software setup to do this and if so, how?
Thank You
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Question in regards to P.O. deposits. Is there a setting in GP to allow you to only apply a percentage of your deposit when the invoice is matched to the receipt?
Cyndi,
Typically, you would change the default accounts at the line item level on a Purchase Order. There is an alternative.
Here is a clip from Page 11 from the following link:
www.goerpcloud.com/.../Dynamics_GP_Insights_to_Distribution_-_Purchase_Orders.pdf
If you want to change the purchases account on a PO receiving transaction but
don’t want to go back to each line item to change the account, you can add
additional distribution lines with the Type = OTHER. You would enter a credit to
the default PURCH account(s) and then enter a debit to the new/correct
account(s). This feature can also be used if additional accounting entries related
to the transaction are needed (to record use tax, for example). As long as you use
the OTHER distribution type and have the total debits = total credits for the
additional entries, there won’t be any distribution error messages.
The Purchase Order prepayment / deposit feature was added in Dynamics GP 2013.
There are several configuration options, which must be set prior to using the feature.
Here is a link to an INTERDYN post detailing this setup. Once the setup is complete, you can process deposits against Purchase Orders, when prepayment to the vendor is necessary.
www.interdynbmi.com/.../microsoft-dynamics-gp-2013-new-feature-purchase-order-prepayments
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