Purchase Order Processing - Prepayment Report

The purchase order processing prepayment has been introduced recently with the release of Dynamics GP 2013, it allows prepayments to be issued and handled while processing the purchase order. The purpose of this article is not to provide a detailed tutorial on "how to setup and use" the prepayment functionality in Dynamics GP, rather it provides a prepayment report. 

The report sample is provided below:

Prepayment Report Sample

The script can be downloaded from this link >  Download Link 

/*--------------------------------------------------------------------

Creation Date: 25 January, 2016

Created by: Mahmoud M. AlSaadi

The script provides a detailed report of the purchase order prepayment

Revision History:

Revision No.            Revision Date     Description

1                       25/01/2016        Original Version

----------------------------------------------------------------------*/

SELECT  PONUMBER PuchaseOrderNumber ,

        PMNTNMBR PaymentNumber ,

        CASE PrepaymentSource

          WHEN 0 THEN 'Edit Checks'

          WHEN 1 THEN 'Manual Payment'

          ELSE ''

        END AS PaymentType ,

        CASE PYENTTYP

          WHEN 0 THEN 'Check'

          WHEN 1 THEN 'Credit Card'

          ELSE ''

        END AS PaymentType ,

        CASE PSTGSTUS

          WHEN 0 THEN 'Unposted'

          WHEN 20 THEN 'CheckAssigned to Batch'

          WHEN 80 THEN 'Posted'

          ELSE ''

        END AS PostingStatus ,

        PSTGSTUS ,

        PrepaymentAmount ,

        OriginatingPrepaymentAmt ,

        APPLDAMT AppliedAmount ,

        ORAPPAMT OriginatingAppliedAmount ,

        CURTRXAM CurrentTransactionAmount ,

        ORCTRXAM Or_CurrentTransactionAmount ,

        CHEKBKID CheckBookID ,

        CHEKNMBR CheckNumber ,

        GLPOSTDT GLPostingDate ,

        BACHNUMB BachNumber ,

        CURNCYID

           FROM    [POP10170];

 

Best Regards, 

Mahmoud M. AlSaadi

Rule of Thumb | Keeping track of the Actual Ship Date of Shipments

When entering a receiving transaction, managing dates is an important point that shall be well managed in especially as part of vendor evaluation. Therefore, regardless of the document date which is recorded on the receiving transaction, you can still keep track of the "Actual Ship Date", which can mostly be used for reporting purposes.

In the following example (regardless of the fact that there are two types of receiving which are, shipment and shipment/invoice), a distribution company received a shipment at the 1st of March, while the document date is 15,3. In this essence, both dates are important and shall be kept.

On the Receiving Transaction Entry window, there are two dates that we will shed a light upon:

 

Receiving Transaction Entry

Document Date:
As commonly known, this field is the receipt date, by which the journal entry posting date is determined (according to the posting setup). This date determines the cost layer received date on the inventory module as well.

Actual Ship Date
On the other hand, it is still important to keep track of other piece of details, which is the Actual Ship Date regardless of the document date. This can be used as part of the vendor evaluation process.

Click on the expansion arrow, next to the document date field, and it will open the "Receiving Date Entry" window, in which there is a field for the actual ship date.

Actual Ship Date

Actual versus Promised Ship Date
 
It is important to mention that there are many other date fields on the Purchase Order entry level, which can determine lots of other associated details such as: Requisition Date, Promised Ship Date, Promised Date ...etc. Comparing the promised ship date, that is filled on the purchase order level, with the Actual Ship Date recorded on the receiving transaction level can provide valuable information for vendor evaluation.

Best Regards, 

Mahmoud M. AlSaadi

Rule of Thumb | Closing Fiscal Period per Transaction Type

I am starting the new year with a new exciting old feature which; as I humbly believe, is not commonly known among the Dynamics GP community users. This is related to closing or opening fiscal periods per transaction type, so that transaction entry is well controlled.

For example, as a distribution company, you may want to close the financial period for cash receipts, while leaving the sales entry transaction open until all invoices are delivered and recorded for this specific period. I am sure there are a lot of Dynamics GP users who may keep on opening and closing the whole period for the Sales Module until all transactions is recorded, which leads to losing control over the fiscal periods.

Here is the scenario, Go to Microsoft Dynamics GP > Tools > Setup > Company > Fiscal Period

Fiscal Period

As shown above, the check boxes are used to either close or open the whole period for a specific module, including (Financial, Sales, Purchasing, Inventory, Payroll and Project).

Although, you can still click on the Mass Close button (I understand that the name is quite misleading), and mass close fiscal periods window. 

Mass Close Fiscal Period - and Per Transaction Type

As shown above, you can choose a specific transaction (Origin), and close it or leave it open in terms of the fiscal period transaction entry. Such function provides further powerful capabilities over fiscal period control, and is mostly useful when applied in complex environment with a lot of business policies and procedures that are applied in this area.

In this essence, you are able to close January for any bank reconciliation transactions, while leaving the financial journal entry window open for corrective journals. 

Best Regards,
Mahmoud M. AlSaadi