Hi, we have recently upgraded to GP 2015 from GP 2010. we never used PO module. We would like to start using it for all our services and other expenses (Mostly non inventory and flat rate consulting and service charges). Can we use PO module for such expenses where no qty and price is involved but only flat rate monthly services are involved?. Also can I put restrictions on invoice to not exceed the PO value and warn moment it exceeds it?
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We are also on GP 2015 and the setup in Purchasing (Microsoft Dynamics GP > Tools > Setup > Purchasing > Purchase Order Processing Setup) to prevent over receiving does not work. Everything I've read online states that a customization is required to make this work.
Is this true?
Hello,
I'm trying to figure out (in GP2015) how to setup inventory Services type items with a restriction so that no more than the quantity on the PO can be received/invoiced. On the PO Setup window I marked the box for Quantity Tolerance Overage and 0.000%. This setting doesn't appear to apply to Services type inventory items. I entered a PO with 1 Services type inventory item (5,000 qty at $1 each) and 1 non-inventory item (25,000 qty at $1 each). GP allows me to enter as much qty as I want on the Service inventory item line (I entered 50,000 and higher numbers, w/o error). But I get an error when I try to enter anything greater than 25,000 on the non-inventory item line. I tried to set a tolerance on the Services type item on the Item Purchasing Options Maintenance window, but the tolerance fields are not there. The desire is to have/use Services type inventory items to ensure consistency. I'm hoping I'm missing something. Is there a way to set a restriction so that Services type items on a PO cannot be over received?
thanks Mahmoud. I figured out solution. Appreciate your help
Thanks, this is a good work around and helps. But i have a new problem (hopefully can be resolved). I want to assign Account Code and Analytical code for each item so my Accounts Payable doesn't need to plug it again. Now since this is inventory item it doesn't let me change the account code in distribution and gives me error
"You Cannot change the PURCH account at summary level. Change the inventory account for line item instead".
cant we put decimals for non-inventory items.
In the light of what you've mentioned above, allow me to provide another approach.
Set up an item, with type of "Service" in the inventory module, and configure this item to have a quantity decimals of 2. Now as you create the purchase order, you will include a quantity of 12 for this item, and a unit cost of 1000. Expecting to receive 12 invoices
Now as you receive the first invoice, the quantity can be manipulated to reflect the correct value. For instance, if the invoice is received with 1800, second invoice for 3100.
Now, you will enter a quantity of 1.8 for the first invoice (which will get an extended cost of 1200), and a quantity of (3.1) for the second one and will result with a value of (3100). The end result is a remaining value of 12000 - (1800+3100) = 7100
Let me know if this is what you are looking for,
Your feedback is highly appreciated,
Thanks Mahmoud for reply.
By doing above will the remaining sub-total of PO show the value based on cost. At the moment when i am doing it (without the settings you mentioned above) shows the remaining sub-total at remaining Qty x Per unit cost i used in PO creation. But i want to see the remaining PO value based on cost.
Let me give you example. I have contracted with a vendor for $120,000 for 1 year. And i am expected to receive 12 invoices of average $10k each month. I have created a PO with non-inventory item and have put qty as 12 (for 12 months) and value as $10,000
And if i receive invoice for $12k for first month, I want to see remaining sub total as $108,000. But at this moment GP is showing remaining sub-total of balance 11 qty @ $10k = $110,000.
thanks in anticipation
Hello Manoj
Regarding the first question, you definitely can use the Purchase Order Processing cycle for non-inventory or service items. To include a flat amount, set a quantity of (1) and a unit cost accordingly which will result with an extended cost of (quantity * unit cost).
For the other question, you definitely can prevent or allow receiving according to the quantity ordered, for that go the purchase order processing setup window (Microsoft Dynamics GP > Tools > Setup > Purchasing > Purchase Order Processing Setup), and check the preferred option under quantity tolerance which includes (Shortage or Overage), fill in a zero % if you want no tolerance at all for the quantity.
As for the cost, you can restrict the value received on the "Receiving Transaction Entry" to be controlled by the value (cost) on the purchase order by preventing the edit unit cost upon receiving. To do so, on same purchase order processing setup window above, uncheck the option to allow editing of cost in receiving
Please never hesitate to share any further inquiries,
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