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"Super PO"

  • 1.  "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 12, 2019 03:29 PM
    In talking to the Accounting Manager, we want to do something.  Periodically we bid a project.  We want to accumulate and aggregate the revenue, costs, and expenses.  There are multiple orders created for the bids.  I am not sure what my tools are to do this.  As I process invoices in payables, I need to code these to this 'project'.

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    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
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  • 2.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 12, 2019 05:18 PM
    Thomas,
    Depending on if you own the Advanced Pack for GP you could use Project Accounting for this, however you would have to use a Receipt transaction in the purchasing area to accumulate the costs.  This is not normally a big deal it is just a different way to enter the cost transaction that will flow to AP.  You can also bill those costs or not it is up to you.
    If you do not own the Advance Pack you could use Analytical Accounting, but it does not allow you to bill those costs you have to keep track of the costs by dimension codes and then enter an SOP Invoice if you want to bill the costs to the customer.

    Both ways will work Project is a little more automated, but is more difficult to setup.  If you are going to Summit I will have two Academy sessions that are 4 hours each that will get you a very good handle on the Project module.  I will also be teaching sessions during the regular Summit Breakout sessions for Project.
    Let me know if you need more information.
    Tanya

    ------------------------------
    Tanya Henderson
    Senior Consultant
    S2 Technology
    Park City UT
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  • 3.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 13, 2019 06:33 AM
    Thomas,
    Depending on what you all want to do - there are also great ISV solutions that can help you with purchasing and managing projects.  Some to consider could be:
    *eRequester
    * Fraxion
     Olympic Systems


    ------------------------------
    Kim Peterson
    218-862-5002
    Kim@DynamicsConnections.com
    #KimPetersonGP
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  • 4.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 13, 2019 09:36 AM

    @Kim Peterson and @Tanya Henderson  Thank you for responding.

    I do not think we have Advanced Pack.  I know we have Analytical Accounting.  But I do not think it is installed.  I will have to get with our GP Administrator regarding it.   ​



    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------

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  • 5.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 13, 2019 09:40 AM
    Thomas,
    I am sure you know this, but I will add it in.  I would HIGHLY suggest doing this in a test environment and fully test the functionality as AA can be a bit of a bear.  I like, but there are some quirks out there with the product.
    Tanya

    ------------------------------
    Tanya Henderson
    Senior Consultant
    S2 Technology
    Park City UT
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    Conference-GPUG_200x200


  • 6.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 13, 2019 12:37 PM

    @Tanya Henderson QUIRKS??  Too funny.  

    I actually asked our GP Admin to set up a demo company so I could explore setting up Contract Administration to manage what we are now doing outside of Great Plains.  I spoke to our Accounting Manager to make sure the Analytical Accounting is also there.  Then we go for it in the test company.  Thank you for the caveat. ​



    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
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  • 7.  RE: "Super PO"

    GPUG ALL STAR
    Posted Aug 13, 2019 02:23 PM
    Edited by Beat Bucher Aug 13, 2019 02:29 PM
    Hi @Thomas Hill,
    Be careful with AA.. this is not a lightly setup to do in your PROD environment as it has an impact everywhere.. so if you don't already have it installed, I'd really suggest testing this out into a dedicated TEST environment.. not just a test company, which uses the same system DYNAMICS database as your other LIVE companies. ​

    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    GPUG All Star 2013


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    Conference-GPUG_200x200


  • 8.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 13, 2019 02:40 PM
    Our "Test Company" is the back up from the production files.  So it is the "production" environment lagged by a day (or so).

    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------

    Conference-GPUG_200x200


  • 9.  RE: "Super PO"

    GPUG ALL STAR
    Posted Aug 13, 2019 02:47 PM
    That's exactly what I'm saying :-)
    You're running your TEST company in the same GP instance as your LIVE companies.. which shares the same DYNAMICS system DB..
    Read on this article from MS and you'll understand why I'm saying "Do this in a dedicated TEST environment".. which means separate SQL server (and potentially separate Apps server)
    https://support.microsoft.com/en-us/help/915903/steps-to-remove-analytical-accounting-from-a-computer-that-has-microso

    Once you install AA, it has implication everywhere in your system, and trying to remove it later can be a real headache.. you don't want to let that sit in the system if you're not using it.
    Hope this helps.

    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
    ------------------------------

    Conference-GPUG_200x200


  • 10.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 14, 2019 10:04 AM

    Our "TEST" company is a totally different server from the live company.  The test company is loaded with the backed up data from the live.  

    I think I am going to explore how AA works in the Demo company.  If it does what I think it can do, I will get it installed as part of the next upgrade.  It is too late for the current project.  It will have to be analyzed the old fashion way.  The project group is meeting today. The Accounting Manager will address doing a short term fix.  Then I am going to build a database tool... in my spare time.  

    I really appreciate your comments and feedback.  



    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------

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  • 11.  RE: "Super PO"

    Posted Aug 13, 2019 03:44 PM
    Edited by Kevin Droz Aug 13, 2019 06:00 PM
    Project Accounting works well to group expenses and revenue but its not easy to setup and plus you have would have a bit of a learning curve for the users.

    A quicker way would be to use the Document ID of the Sales document in the Distribution Reference Field in all related transactions (POs, Inventory Transactions) regardless of the module, then you pull reporting directly from financials.

    For multiple related orders use the same document ID + A,B,C etc.

    Good Luck!


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    Kevin
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  • 12.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 14, 2019 10:07 AM
    Kevin, thank you for these suggestions.  I will discuss these with the Accounting Manager after his meeting with the Project Team.

    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------

    Conference-GPUG_200x200


  • 13.  RE: "Super PO"

    TOP CONTRIBUTOR
    Posted Aug 15, 2019 02:47 PM
    Edited by Thomas Hill Aug 16, 2019 09:38 AM

    Our GP Administrator has installed AA and Project Accounting to our Demo Server. I will be exploring these.  I am sharing my temp solution, if it helps others or sparks inspiration.  Since we are starting this new contract NOW, I will have to go with an external solution.  It is simplistic just pulling data from the different modules in Great Plains.  

    First Screen, setting up the summary of the bid:

    Second, input the Orders.  Keying the ORDNumber pulls relevant data via ODBC.



    Third, enter the Purchase Orders.  Keying the PO Number pulls in relevant information via ODBC.

    Fourth, enter the other invoice information, such as freight or miscellaneous COGS not done by purchase order, keying the voucher number pulls invoice data, but I have to manually say what portion goes to the project.  The INVO button will pull up the PDF of the invoice as we have been scanning them for four years.

    The fifth is to show how the actuals are comparing to the original bid.





    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------

    Conference-GPUG_200x200


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