Sign Montana Banking Purchase Order Template Fast

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good afternoon again everyone this is Brandon mayor with implementation specialists thank you for those who have joined our webinar on purchase requisitions and purchase orders today Kirk wibble is going to kind of go through the capabilities and also really show these two items in action for you just so you know in the GoToWebinar there are areas or if you have questions during it in the in the questions pane as well as the chat window please feel free to use we will also have time at the end of the webinar to take everyone off mute and you can ask the questions to Kurt and we'll get those address so with that I'm going to hand it over to Kurt to get us started all right thank you for the introduction as Brandon said I'm Kirk wiggle professional services manager here at implementation specialist and we're going to do a quick overview of purchase requisitions and purchase order processing from GP I'll be demonstrating today on GP 2016 the latest release on the desktop client not in the web client and what we're going to cover is again just a little bit around the capabilities functionality as we would request product submit that to a purchasing agent for approval and we're I'm going to kind of add a little a little bit to this is we're going to look very slightly at how workflow does play in in the sense that you'll see some information flowing in to my email account stating that there's a new requisition elder for approval just so we can again see that functionality in action requisitioning in it's at its essence is the ability for an employee on our organization to request goods or services and not necessarily being a purchasing agent when they make that rep quest for goods they may not even know where it's going to be purchased perhaps I'm onboarding an employee and I need you laptop for that employee I can indicate that in my requisition that close to my purchasing agent and they can make the decision on which vendor Lee would buy that from and/or possibly changed the requirements and communicate that back to me as a requester as far as what is is ultimately going to be ordered and moved from there and of course that starts the whole ball rolling in our purchasing department so that from the person requesting the goods seeing that initial entry the purchasing agent that acts on that request does not have to repeat it into appeal as well as receiving and invoicing can also flow that from that original data entry so we're flowing that data component down to the person needs the component the first user we're going to display is a self-service user and you're going to see that options within GP are somewhat curtailed as far as what they're allowed to do within the environment and then we'll log in again later on in the demonstration to see how how much it was for tailless will login as a system administrator and will approve and go on to create that purchase order and I am NOT a fabulous user of PowerPoint hat Brandon Brandon I always put together some some bulleted topics here to keep us on track as well as the ability to for you to refer back to but at this point I think I'm gonna hop over and we're gonna look at product if that's okay for absolute that's the best part first so again I've logged in to Dynamics GP as a self-service user when we do so you'll notice that if I go into one of my work centers there's not a lot exposed to me as a user for a task that I can complete the only thing I can do in purchasing this create a requisition I look at my sales work center again the ability to begin to onboard a record but nothing beyond that and if we were to look at our HR Payroll side of the house as well we have a very limited ability again to do some time entry as a self-service user as well as a bit around benefits etc that's not the topic today for just requisitions are so looking if I were an employee of an organization and I wanted to create a requisition I click on the link and begin the process very streamlined window compared to a purchase order window in the sense that again I don't need a lot of information to get this process under underway I've been saying in PC for my description I have the ability to flow some comments again we shift to if I have multiple locations I'm indicating through my purchase date agent I need this ship to location one or two that is available to me as well the dates that it's being created as well as when doing need equipment maybe I needed by the 12th of the following month secession five in there then instead of up for work and so we have some of that information available to us and as we go down into the grid view or the line-item details again I could be entering items from our inventory so which would be probably a little on in a requisition but companies do that in the sense that I have people who are monitoring inventory at their location and they're going to indicate I need certain goods are goods to be replenished and this would allow them to do so to indicate that I need them I also have to to enter non inventory items so I could indicate that I mean a last time along those same lines you know how many an estimated cost based on maybes the website I was on as I was doing that research for that laptop and noticed that site ID and unit cost haven't asked for a shipping method shipped to address these are all further downstream requirements so in the long run before I can create that purchase order that information is going to be required it is not necessarily required at this point here I could indicate a little bit more information and move forward again this is a expanded review I can condense that I could maybe add ten fifteen items as many items as I need and if you've noticed I have not indicated anywhere on here which vendor I would prefer to buy this from I am just indicating that I need this particular item I have the ability to attach documents related to this maybe I have a spec sheet that I would like to attach grab a PDF attach it into the dock attach functionality and then add this requisition with flow to by purchasing engineering they would have that information available to them at their fingertips so if I wanted to then move this down the road I can submit the requisition over for approval and here we could indicate just some information for that next person in the chain some special notes that we want them to see as we move it forward that is submitted into the workflow engine work locals and NGP has the ability to determine based on type of good amount of dollars chain-of-command where that workflow is going to go to or the approval process and how that looks will go over real I was going to forget that random over email here and here you can see a requisition that has came in at 12 13 that is the requisition from that user being submitted to me as the approver I have the ability to drill into that document this would open Microsoft Dynamics GP and show me the requisition I need to be a GP user to do so I also have the ability to approve reject or delegate that here and it will flow into the workflow status without launching GP so that is a very chewy to act on so with that being sent will log in as the next person in the flow assuming that it was mark doesn't prove I'm going to change my user credentials here on the login is my cell phone my name will all be happy made the first name nice and short but that last names and as an approver or as a person within a workflow within my task area my workflow tablet our surface topology into GP similar to what I was seeing in my email there is a visual cue that says any you need to approve this by click on that link it opens the requisition for me so that I can see what has been requested and at that point again within the workflow I could approve it rejected or delegate it to someone else to decide maybe this is beyond what I want to approve or I could reject it send that information back to the other user here I could say use an old one you know something that we already have on hand nor purchase at this time and reject that requisition that flows back to the user when they log into GP they will see that in their task list as well as if we're close configured for that user they would get an email indicating that it was rejected and the reason for that rejection will act on a second one I don't know what this one is Oh computer somebody popular item popular item but we do see that that's mr. Poe and guys notice anything here she's I requested one for a grand and what was a big spender this catwalk this bedroom I am set up as an approver and a purchaser soon is this particular case I could go ahead and approve that or walk back in and then at that point we should be able to take that requisition and move it the next step down the line you notice my list got smaller here right that's that's much better so within my purchasing area again I did it them a web a webinar yeah not too long ago where we talked a little bit about using navigation lists and again within our navigation list view we can see information that's been submitted within the requisition process the requisition that we rejected is right here this one has not been submitted to the workflow in check for anything pending approval there's another one out there and true submitted it is visible here interesting thing using a navigation list is I can take action on this item I can mark that item I'll prove it move it along I could copy it to a new requisition I could create a new requisition and continue along those lines there is my effort all sorry about that I didn't have my Porter setup interesting we added that workflow at the last minute I think we see my requisition that have been approved interesting Cambridge we'll just create a brand new requisition and not submitted something else I do want you to see that process either that or when we implemented that word called that Kirby is actually not a producer and I thought I want yeah that's actually this I just really wanted to get in that purple I wanted to get workflow in this demo briefly just so that you guys could see it how it worked well perfect presented to you know and move along that task and again someone without that limited user notice I have so much more than I can act on here once you turn work we'll just set up another one real quick number 10 right Brandon it's correct when approval by Kurt searchers easy in that with both hard and fast never make changes up so again going back into that requisition list see what's out there to be approved Drupal bikers and I can't then at that point I'll prove it right back into this window we're gonna just cheat slightly and at this point we can see that it is been approved and it's ready to go at that point we can't purchase items on the requisition so you guys saw me clicking on that actions button then you the first time I came in I only had three options so now that it's been approved I have my two final options I can then cancel it they no no I guess I don't need it I can move forward and I can purchase it also remember that we had me master Issus that I mentioned before and it says that not all the information needed for a purchase has been entered ok now I can do that now before I go in to purchase it or I could do it after I move into my purchase order and and vendor ID was one of my open items that again the requester didn't need to know that so as I'm the purchasing agent I could choose it here or when I went to transition this to appeal I had been purchased pick my vendor to purchase so we would purchase this I mean it changed to it so I understand if anybody want to warn me on yeah I knew something silly it's all it makes sense though that if someone's making a modification to a requisition that a person who approved it should be Reno divided that it's been changed some would say that's a nuisance but I think it makes sense at this point we'll roll it into a purchase order and had I not picked my bender on the requisition this tab would be blank and you would see some big red X's across the side over here on the left and that's why I wanted to pick it before we move to this point because big red Xs look scary but at this point we can we can move that forward the other thing that we're able to see when we're on the vendor tab is other recent POS the family there again is to see if something else of similar value or similar item cathartic and ordered we can see the PLO as it's going to be created other information the item again making sure that everything is as we wanted I could change the quantity I could change the item I could make some additional edits here as with purchasing pages and at that point if I think everything's ready to go we can validate information make sure it doesn't throw any errors and again the validate and seeing that that shift to address if I tried to generate that you know it atleast warns me that you know the thing is still not quite a hundred percent you want to move forward or not I'm going to move forward and the report is generated indicating that we created Keo number twenty nine three for our vendor a straddle it's based on this requisition number and again and letting me know that there is not a shift to battles so at that point I have a purchase order in the system we could also again have a workflow on top of that if we wanted to you will go back to number nine sable is granted any theory thank you so at this point we can notify the vendor by the email printed fax it call it etc but it currently my status is still sitting at it is not released the system we have not made the vendor aware so I still need to make the vendor aware that I want that item printing is a good way to indicate to the system of thousand cow move to the next step purchase and again creating RPM notion to address it through and I went imagine on the line because the way I brought it in primary address okay now I do that ship to address along with it don't believe my printed POS figure to pull back address is configured to pull the line address so I won't answer that but that is taking again a requisition someone else doing the I would say the grunt work of entering what needs to be entered we load that or words to an approver again if it would be at this triple level to accept reject modify so again when I send that back if I'm going to reject it I can indicate a note what I want change then that goes back to the individual that made the original request to act on and they will see that interaction the other thing that we have available to us when we're in that window is any history around that requisition and how it's go through the system so again if we roll back to one of the drivers and we look at our history we do have the ability to see how it moved through the system when it was submitted by human who approved it so we can see where our requisition is in the in the process so here I can see that it's approved look at that final approval information who the user was in the workflow etc and I put any comment in I didn't know you'd put a proof though yeah I did I needed your computer so you can see that that a little bit of information I was typing into that text field that kept popping up is visible as I look at my history around that requisition so again requisitioning the ability to log in as a very limited user submit information to a purchasing agent to purchase they do not need to know a vendor they can enter a very minimal information in order to make the process happen and then as we move forward through the process the purchasing agent can read me that information or request additional information back from the user submitting and we should go back to us like that briefly and make sure again that we hit all your extremely interesting building directly to the vendor talk about automating used to hire our Apollo yeah probably a follow up on we're at 35 minutes in know this the idea that I can I didn't mention that so that's why we hop back over here that our process as we flow through once Akio has been created then becomes our baseline or receiving and invoicing so what we've alternately done is taking some of the workload and pushed it down to the person requesting the information in the first place so back to that purchasing area if we were to wo k on our purchase order that we have my actions here again is to receive against that invoice against that etc this is just one way of many to interact with that P oh I can receive against it and again notice there's another PL out there for a nice travel and maybe the goods and services that were receiving could have been on either one we could mark additional items as they were coming in the door to go ahead and create that receipt so it's not limited to the one pl okay this is a preview window so once I mark them and then click receive I can move that to the receipt itself the other option that I have is to when we do a ship and receive I can auto receipt here and notice it wants to know the PIO that I'm going to receive again so again we have the ability to expedite our data entry I can view the information on once again right back in with that same window but I was able to enter the peel just the peel number and on equable pocket appeal to get this point in the process and when I click receive it creates a receipt for me within the system and at this point I did do a shipment invoice and I should then post that PO word document that nursery place you know so the information on their document they tend to me in this deployment we are requiring that we are also requiring it to be unique so if I ever use that number again with ace travel it's going to again I'm also allowing document level posting not all deployments do allow document level posting often our purchasing agent or receiving agents able to a batch that someone else will act on a batch so again we're just another option along that check that out posting to table might like pop this new table with money actually hold on awesome let the guys know so this has actually been a fun demo in the sense that this is one of the first times I've got interact with funk and and this was a pleasure and again to see the new interface and to note it that it is not that scary so very similar to what I'm used to and it's looking rolling it so in Brandon you want to open up for any questions comments that you've seen come in excellent well thank you courage um with that I am gonna go ahead and take everyone off mute so if you had any questions to ask them at this time or you can still put them in the chat or questions window and then furthermore nailless i'm with those and we'd be happy to follow up so any questions at this time I am just popping back over to my user 1 and we're going to look at so with that Curt I don't see any questions so I just think where you want to take this time and really thank you for taking time out of your day to join the webinar on requisitions and pls if you do have any questions after we hang up here please don't hesitate to reach back out and we'd be happy to address that thank you so much for your for your day bye