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Microsoft Dynamics GP (Archived)

How to control my Purchase Cycle in Dynamic GP 2013 R2 ?

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Posted on by 215

Hi , I have the following scenario / Cycle . Need a control in Dynamic GP for all my purchase ; 

Step 1 : Purchase Order 

When order is finalised with the supplier , Purchase order is issued from Dynamic GP . 

Required :  When Purchase Order is Issued . Need to know the total Quantity on Order

Step 2 : Partial Shipment of PO & Shipped Qty

The supplier Partially shipped the Items . The Shipment is Not Received , But its in Transit (In our case it takes 45-50 days to receive the goods) . At the Time of Shipment the supplier sent the Invoice for the shipped Qty (which is final invoice ) . The Due date starts from the day of shipment .

Required :  

1: How can we enter the Invoice for the In-Transit or shipped items . So that we can have a control on due dates for the payments . 

2: How can we have the status for the Items which shows ; Qty shipped or In-Transit .

Step 2 : Receipt of the shipment

The shipment is received after 45-50 days . The shipment is booked with the Landing cost . And it shows in Available Qty

Please advice how can we achieve the above with the best practice . 

Summary : 

- On Order Qty 

- Invoice Qty / Shipped Qty 

- Controlling the due dates for the Invoices . 

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  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    46,527 Super User 2025 Season 1 on at
    RE: How to control my Purchase Cycle in Dynamic GP 2013 R2 ?

    Omar, the Landing Cost 'invoice' can be matched to the original Shipment/Invoice when you transfer the goods from the In-Transit site.  However, this will require a second Invoice Match to the original Shipment Receipt to record the Landing cost, separate from the Transfer transaction.

    There is no way to record the Landing Costs against the transfer to the stocking Site, unless you use the In-Transit Transfer.  However , the In-Transit transfer doesn't permit transfer between Quantity Types.  

    It's a shame you can't make a Site in GP 'non-net-able', meaning the goods in the Site would not be seen as available.  That would make this whole process a lot easier because then you could use the In-Transit Transfer as the last step in the process, adding the Landing Cost at receipt of the goods into the final Site.

  • Omar Ahmed Profile Picture
    215 on at
    RE: How to control my Purchase Cycle in Dynamic GP 2013 R2 ?

    Dear Frank , First of all thankyou very much for your prompt response.Your suggestion looks practical and seems it will clear our mess . I will just clarify my understanding about your concept before we adopt.

    1: A new site "In-Transit" will be created.

    2: Upon shipment by the Supplier and receiving the Final Invoice . The Shipment will be Booked in GP . Receiving Transaction Entry > Shipment/invoice at "In-Transit" Site . Without Landing cost. As the shipment has not arrived.

    Now i am still confused , Once you have posted the ""Shipment/invoice at "In-Transit" Site " , how can you add the Landing cost while transfering from" In-Transit" site to On Hand . On the whole shipment , rather then item wise .

    Appreciate your time and advice .

    Best Regards

    Omar Ali

  • Suggested answer
    Redbeard Profile Picture
    12,931 on at
    RE: How to control my Purchase Cycle in Dynamic GP 2013 R2 ?

    We have recommended Frank's approach to requirement two on numerous occasions to track in transit inventory, especially when the due date for the Vendor invoice is established based on their ship date.  

    If the transaction value is too high to make this practical, then you can incorporate WilloWare's IV Mass Transaction/Transfer substantially automate these transactions.

    willoware.com

  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    46,527 Super User 2025 Season 1 on at
    RE: How to control my Purchase Cycle in Dynamic GP 2013 R2 ?

    Omar, there isn't a way that I can think of to easily accommodate your requirements in GP.  Requirement 1 - Quantity on Order visibility is no problem, that's standard functionality.  As well, the Invoice aging requirement is no problem because the document (invoice) date controls invoice aging whereas transaction posting date determines the date Inventory and the general ledger are updated.  However, there is no allowance for in-transit shipment tracking in GP.  

    If transaction volume is low enough, you might consider performing a Shipment/Invoice transaction into and 'In Transit' Site when the invoice is received, then transfer the goods into a a Quantity Type other than 'On Hand' so it is not considered available.  Then, when the shipment is actually received, transfer the goods into the 'On Hand' Quantity Type in a normal stocking Site to make the goods available.

    Landing cost can be entered any time after the shipment/invoice is posted.

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