Introducing Microsoft Great Plains

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Introducing Microsoft Great Plains

• Small Business Information Systems
• Professor Barry Floyd

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Agenda

• Installing Great Plains as a standalone systems
• Backing up and restoring data
• Overview of Great Plains
• Payables Management
• Setup issues
• Processing transactions
• Reporting

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Objectives

• See a more powerful ERP system
• Contrast similarities and differences with a
  system such as QuickBooks
• Be able to effect transactions in Great Plains
• Associate roles/personas with activities and
  tasks in Great Plains

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Great Plains Positioning in Marketplace

• Microsoft Great Plains 8.0, a cross-industry
  solution for the midmarket business segment, has
  been enhanced to deliver richer distribution,
  manufacturing and project accounting a Microsoft
  Office look and feel seamless integration with
  Microsoft Office a deeper focus on Microsoft
  Business Solutions Business Portal functionality
  and improved usability. Microsoft Great Plains
  offers rich out-of-the-box functionality and a
  broad set of independent software vendor (ISV)
  solutions

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References

• http//www.microsoft.com/dynamics/gp/default.mspx

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Great Plains Overview

• Key Series
• Financial
• Sales
• Purchasing
• Inventory
• HR and Payroll
• Manufacturing
• Projects
• Field Service
• Can use some or all of these series, data is
  posted to each series and then is integrated
  with other Series as desired.
• Go to Help and enter Series and click on
  Described

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File
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View
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Tools
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Transactions
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Inquiry
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Reports
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Cards

• Cards in Great Plains are the master records of
  information, such as your chart of accounts and
  your customer, vendor, and employee records. To
  access a card in Great Plains, choose the Cards
  menu from the menu bar and select a series. A
  menu will appear, from which you can choose a
  window to enter information in.

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Help

• Very important for understanding Microsoft Great
  Plains.
• Provides detailed (but complicated) descriptions
  of setting up and using Great Plains

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Payables ManagementUsing Great Plains
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What is Payables Management?

• The paying of goods, supplies, or services
• Approving vendor invoices for payment
• Monitoring and evaluating efficiency and
  effectiveness through access to detailed
  information in inquires and reports

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The Big Picture!
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What Payables Management Covers

• Setup and Cards for Vendors
• Transactions
• Inquiries and Reports
• Utilities and Routines

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Using the Setup Routine

• Begin by setting up defaults for Payables
  Management. (ToolsgtRoutinesgtPurchasinggtChecklist)
  

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Purchasing Checklists
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Payables Management Setup Screen
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Vendor Classes

• Setting up Vendor Classes is a way to group
  vendors according to common entries.

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Why use a Vendor Class?

• Creating a class will make it easier to setup
  individual vendors by designating defaults for
  that specified class.
• You can also make changes to groups of vendors
  quickly by changing the class record and rolling
  down the change to all vendors in that class.

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Vendor Class Setup Screen
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Setting up Default Account for Vendor Classes

• After entering in the options it is time to
  determine how you will be recording different
  transaction with these vendors.
• On the bottom right of the setup screen click on
  the Accounts button.

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Setting up vendor class default posting accounts
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Vendor Cards

• Now that we have setup our Vendor Class we can
  begin entering in individual vendors to that
  class.

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Entering Vendor Information
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In class exercise

• Add a new vendor .
• Choose the class USA-US-C
• Create one PRIMARY Address
• Check to see the accounts associated with this
  class.

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Transactions

• Invoices
• Manual Payments

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Entering An Invoice
Transactionsgtgt Purchasinggtgt Transaction Entry
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Entering an Invoice
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Inquiry Payables Summary
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Paying An Invoice
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Paying An Invoice
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Inquiries
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Purchasing Lists
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Reports

• Reports gt Purchasing gt Check Information
• Click New
• Choose Demo
• Click Destination choose screen

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Summary

• Great Plains supports Payables
• We have only scratched the surface
• Well review other apps in the next couple of
  days
• Add your own vendors to Great Plains
• Add other vendors from Companies in the class.
• Review Great Plains on Purchase Orders