Order entry and fulfillment at Fabrikam: an ERP walkthroughclasses.bus.oregonstate.edu/ba302/van_patten/BA302_Dynamics_GP... · Order entry and fulfillment at Fabrikam: an ERP walkthrough

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Order entry and fulfillment at

Fabrikam: an ERP walkthroughIn this exercise you will experience the look and

feel of a modern ERP system: Microsoft Dynamics

GP. You will play the role of an intern at

‘Fabrikam’ who is assisting a customer in

purchasing some computers. The steps you will

go through (shown in Figure 1) highlight the

integrated nature of ERP software.

Towards the end of this assignment, the system

will generate a report with your name and ONID

id on it. If you have completed the steps, it

also list the transactional details from your walk

through. Please turn in BOTH that report and the

answers to 5 questions listed at the end of this

document. HINT: read the questions before you

start – you will encounter the answers as you go

along.

Accessing this Assignment

You must run this assignment on one of the

computers in the Bexell Hall labs as are these are

the only computers that have the required

software installed. Before you start this assignment,

so that you will be working with a fresh copy of the data (as opposed to potentially another student

having started the assignment and left the files in a different state than as described in these

instructions).

Your Mission:

Using GP, conduct a hypothetical sales business process with the following activities:

• Sales generates orders, manages customers and if stock levels are too low, ‘back orders’

inventory.

• The Warehouse receives shipments and updates stock levels, and then enters vendor inv

that arrive with shipments.

• Once Sales has the inventory to complete an order, it will transfer stock out of inventory to be

shipped to a customer, creating an invoice to the customer.

• Finally, Accounting receives customer payment and deposits it i

payment to the vendor for their shipment.

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Order entry and fulfillment at

Fabrikam: an ERP walkthrough In this exercise you will experience the look and

feel of a modern ERP system: Microsoft Dynamics

You will play the role of an intern at

‘Fabrikam’ who is assisting a customer in

some computers. The steps you will

go through (shown in Figure 1) highlight the

Towards the end of this assignment, the system

will generate a report with your name and ONID

id on it. If you have completed the steps, it will

also list the transactional details from your walk

through. Please turn in BOTH that report and the

answers to 5 questions listed at the end of this

HINT: read the questions before you

you will encounter the answers as you go

Accessing this Assignment

You must run this assignment on one of the

computers in the Bexell Hall labs as are these are

the only computers that have the required

software installed. Before you start this assignment, reboot the computer! This will reset t



a hypothetical sales business process with the following activities:

generates orders, manages customers and if stock levels are too low, ‘back orders’

receives shipments and updates stock levels, and then enters vendor inv

that arrive with shipments.

has the inventory to complete an order, it will transfer stock out of inventory to be

shipped to a customer, creating an invoice to the customer.

receives customer payment and deposits it into the records, and issues

payment to the vendor for their shipment.

Figure 1 - The workflow explored in this exercise

Figure 2

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! This will reset the database



generates orders, manages customers and if stock levels are too low, ‘back orders’

receives shipments and updates stock levels, and then enters vendor invoices

has the inventory to complete an order, it will transfer stock out of inventory to be

nto the records, and issues

The workflow explored in this exercise

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Launching Microsoft Dynamics GP

To begin, launch the Microsoft Dynamics

Programs �Microsoft Dynamics folder

This should bring up the login window

sensitive)

User ID: student

Password: student

Press the OK button

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Launching Microsoft Dynamics GP

Microsoft Dynamics ERP system: Start -� All

Microsoft Dynamics folder �, GP icon.

ndow. Login to the system with the following credentials

sn050

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credentials (case

sn050

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You will then be asked to login to the company. If it is not already selected, from the Company drop

down menu, select Fabrikam, Inc.

sn001

Next, you will receive a notification that the date is being set for the year 2017. Because Fabrikam is a

hypothetical company, the data in the system

future. Just be aware of this when you are working in

current date.

Press the OK button.

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ou will then be asked to login to the company. If it is not already selected, from the Company drop


company, the data in the system has been developed around a set of dates in the distant

re. Just be aware of this when you are working in Dynamics as you will not see date stamps for the

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ou will then be asked to login to the company. If it is not already selected, from the Company drop


been developed around a set of dates in the distant

you will not see date stamps for the

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Initial Sales and Back-Order

In this section you will work with Sally in the sales department to place

sales functions include taking orders

vendors. Normally, an ERP system enforces user controls by only allowing users to perform the activities

that they have been authorized to perfrom

using the student login, for simplicity

Tasks that Sally (and you) will perform in this section are as follows:

• Start a new sales transaction order entry,

• Create a new customer record (yo

• Attempt to add 10 computers to the order, but discover there is insufficient inventory in the

warehouse… so we must place them on back

• Create a purchase order for the 10 computers and select a vendor from w

them,

• Submit your purchase order into the ERP system.

On the home page, click Sales Transaction Entry

sn002

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Order

you will work with Sally in the sales department to place an order. She explains that her

ales functions include taking orders, maintaining customer information, and purchasing stock from

ERP system enforces user controls by only allowing users to perform the activities

perfrom. However, in this exercise, you will perform all functions

, for simplicity.

Tasks that Sally (and you) will perform in this section are as follows:

Start a new sales transaction order entry,

reate a new customer record (you!), and add this customer to the order,

ttempt to add 10 computers to the order, but discover there is insufficient inventory in the

warehouse… so we must place them on back-order,

reate a purchase order for the 10 computers and select a vendor from whom to purchase

Submit your purchase order into the ERP system.

Sales Transaction Entry under the Quick Links

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explains that her

, and purchasing stock from

ERP system enforces user controls by only allowing users to perform the activities

in this exercise, you will perform all functions

ttempt to add 10 computers to the order, but discover there is insufficient inventory in the

hom to purchase

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This will bring up the following screen

sn003

Note: since Dynamics enforces entering

key can be useful as it jumps over the various required data fields in the required order. You may,

course, use your mouse to activate input fi

order, Dynamics will complain.

Using your Tab key, tab to Document

Next, Tab to the Customer ID field, and

[email protected], then your ONID ID is the part before the @ sign. Once you have added your

ONID ID, click on the new icon which looks like a magnifying glass

sn004

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This will bring up the following screen; choose Order (we are going to place an order for

entering certain types of information in a specific order, using the Tab

it jumps over the various required data fields in the required order. You may,

your mouse to activate input fields, but when you do that and enter fields in the wrong

Document No. field, Dynamics will automatically fill in the document number.

, and type in your ONID ID. For example, if your ONID email is

, then your ONID ID is the part before the @ sign. Once you have added your

which looks like a magnifying glass (see illustration below)

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order for a customer)

a specific order, using the Tab

it jumps over the various required data fields in the required order. You may, of

ds in the wrong

, Dynamics will automatically fill in the document number.

type in your ONID ID. For example, if your ONID email is

, then your ONID ID is the part before the @ sign. Once you have added your

stration below).

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The following prompt will ask whether you want to add this customer record. Click Add.

sn005

(Note: did this window pop-up instead? If so, click on the new icon.)

Sn18_part2

This will bring up an empty Customer Maintenance

yourself. Normally you would add the new customer record for the customer placing the order.

However, in this exercise, you should create a customer record for

you will generate an invoice for this order which you will turn in to receive credit. Having your ONID ID

on the invoice ensures that you will receive credit for this assignment.

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up instead? If so, click on the new icon.)

Customer Maintenance window, in which you will create a new record for

Normally you would add the new customer record for the customer placing the order.

However, in this exercise, you should create a customer record for yourself. At the end of this exercise,


on the invoice ensures that you will receive credit for this assignment.

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window, in which you will create a new record for

Normally you would add the new customer record for the customer placing the order.

yourself. At the end of this exercise,


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In the Customer Maintenance wind

Name. For Address ID, enter your ONID ID

use the College of Business Address

own.

sn0076

Click the Options button to bring up the following

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window, for the Customer ID, insert your ONID Login ID,

, enter your ONID ID (just as you did for Customer ID). Then, if you like

Address, City, etc. (200 Bexell Hall, Corvallis, Oregon 97331

bring up the following Customer Maintenance Options screen.

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, insert your ONID Login ID, and add your

if you like, you may

1) or make up your

screen.

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sn007

Change the Credit Limit from No Credit

customer without pre-payment.

Thought question: is having the credit limit set to unlimited a good business practice? Why would a

customer like to have a credit limit set and enforced by the system?

Click OK and then save and close the

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No Credit to Unlimited. This will allow you to place an order for this

uestion: is having the credit limit set to unlimited a good business practice? Why would a

customer like to have a credit limit set and enforced by the system?

he Customer Maintenance window.

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ce an order for this

uestion: is having the credit limit set to unlimited a good business practice? Why would a

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sn008

Back in the Sales Transaction Entry

and locate your new customer record (Your ONID

sn010

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window, if the Customer ID is not filled in, press the magnifying glass

and locate your new customer record (Your ONID-ID) and select this.

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is not filled in, press the magnifying glass

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Using the Tab key, tab over to the Batch ID

often processed in batches (instead of one at a time) and Fabrikam usually saves their sales orders

under the batch id SOP Orders which is assigned to sales that have not yet gone through the batch

process. Later, when they are processed the will get a

sales orders processed.

Tab to Site ID, and tab again. If Warehouse

Warehouse. Tab to Currency ID and tab again so that

sn011

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Batch ID, click the magnifying glass and select SOP Orders


which is assigned to sales that have not yet gone through the batch

process. Later, when they are processed the will get a number like: STDINV2266 for the

Warehouse does not auto fill, then click the magnifying glass and select

and tab again so that Z-US$ is filled in. Tab again

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SOP Orders. Orders are


which is assigned to sales that have not yet gone through the batch

STDINV2266 for the 2266th

batch of

l, then click the magnifying glass and select

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Now you are ready to add some actual sales

glass) next to the Item Number text, which will bring up the

sn012

Type computer into the text box (see below)

press the Select button.

sn013

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some actual sales items to this order. Click the look up icon (the

text, which will bring up the Items window.

(see below), then press the tab key. Click the COMPUTER

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look up icon (the magnifying

COMPUTER item then

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You will now see that COMPUTER has been added to your new order

Changes the quantities ordered to 10, and then press

sn014

At this point you should see the Sales Quantity Shortage Options window open. N

Available is zero! This means we do not currently have any of these in stock, so they must be ordered

Notice how ERP systems help make this process more efficient by notifying that there is not enough

stock on hand. To make this process even more efficient, the ERP system will now allow you to back

order these items so that you can fill this order.

Select Back Order All, and then press the

NOTE: Did the sales quantity shortage window NOT appear

has partially completed the assignment.

and restart the computer. This will reset everything and you can re

have to recreate the customer record and the order).

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has been added to your new order (Line Items by Order Entered

quantities ordered to 10, and then press the tab key.

see the Sales Quantity Shortage Options window open. Notice that the

is zero! This means we do not currently have any of these in stock, so they must be ordered


rocess even more efficient, the ERP system will now allow you to back

order these items so that you can fill this order.

press the OK button.

shortage window NOT appear? If so, then it is possible another student

has partially completed the assignment. Did you reboot the computer before starting? If not,

and restart the computer. This will reset everything and you can re-start the exercise again (you will

record and the order).

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Line Items by Order Entered).

otice that the Quantity

is zero! This means we do not currently have any of these in stock, so they must be ordered.


rocess even more efficient, the ERP system will now allow you to back

ible another student

Did you reboot the computer before starting? If not, close GP

start the exercise again (you will

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Once you have returned to the Sales Transaction Entry, we should review the order in more detail.

The default view of this order is the summary view. To view this order details, expand the item details

by pressing the Expand button (two down arrows on the far right side of the screen) to see the detail

sn015

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on (two down arrows on the far right side of the screen) to see the detail

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on (two down arrows on the far right side of the screen) to see the detail.

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sn016

In the expanded view, under Quantity to

reflects the number of computers which need to be

Thought question: Does it seem likely that the same person in a large organization will both see that the

company is out and also order more computers? (Hint: the exercise is simplified

interconnectivity of processes)

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Quantity to Back Order for the computer, you will see that

r of computers which need to be back-ordered to satisfy this order.

Does it seem likely that the same person in a large organization will both see that the

company is out and also order more computers? (Hint: the exercise is simplified to demonstrate the

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, you will see that the system now

Does it seem likely that the same person in a large organization will both see that the

to demonstrate the

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Once an item is placed on back-order, it must next be purchased from the vendor who provides

Fabrikam with the item. To actually order this from the vendor, a Purchase Order must be created which

will be sent to the vendor asking them to send the item and promising to pay them in return for shipping

the item.

Now you will generate the purchase order to request the vendor ship the items in order to

order your customer’s transaction.

In the upper left hand corner of the Sales Transaction Entry window

sn017

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order, it must next be purchased from the vendor who provides


e sent to the vendor asking them to send the item and promising to pay them in return for shipping

the purchase order to request the vendor ship the items in order to

.

of the Sales Transaction Entry window, select Actions � Purchase

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order, it must next be purchased from the vendor who provides


e sent to the vendor asking them to send the item and promising to pay them in return for shipping

the purchase order to request the vendor ship the items in order to fulfill the

Purchase.

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You should see a new Purchase Orders Preview

Vendor ID look-up, then in the look

vendors who provides computers for Fabrikam.

sn018

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urchase Orders Preview window. Click on the PO tab at the top.

look-up window, find and select Cowley Engineering, which is one of the

vendors who provides computers for Fabrikam.

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tab at the top. Next, click the

, which is one of the

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Finally, select the order number (ORDST2235

different) check box on the left han

box, the other boxes will automatically be checked.

Next press the Generate button and the system will generate

At this point, the ERP system will offer to generate a print out of the Purchase order. For some

processes, a copy of the document is required. However, for our circumstances, we do not need this

document, so you should click the Cancel

sn020

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(ORDST2235 in the display below, but your order number will be

nd side of the Purchase Orders Review window. Once you check that

other boxes will automatically be checked.

enerate button and the system will generate the purchase order.

ystem will offer to generate a print out of the Purchase order. For some


Cancel button and the window will close.

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but your order number will be

. Once you check that

ystem will offer to generate a print out of the Purchase order. For some


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You can now close the Sales Transaction Entry

Let’s re-cap what you just did: you

• logged into Microsoft Dynamics

• started a new sales transaction order entry

• created a customer record, and added this

• attempted to add 10 compu

the warehouse, so you placed them on back

• created a purchase order for the 10 computers and selected a vendor

them,

• Submitted your purchase order

Since a purchase order is a promissory note to pay for the items which are on the order

Cowley is a vendor that Fabrikam has done business with in the past,

them immediately. Once Cowley they receive

shipment. Sally contacts the warehouse and asks them to contact you once the shipment arrives so

you can participate in the receiving

Receiving Shipment in the Warehouse

In this section you will work with Hank who is the warehouse receiving manager. He tells you that his job

is to receive shipments and log them into inventory

vendor, he will submit the invoice into the system

invoice and a list of materials that arrived.

When a shipment comes in, Hank attempts to

help Hank with this process. Click SmartList

sn021

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Sales Transaction Entry window.

logged into Microsoft Dynamics,

tarted a new sales transaction order entry,

reated a customer record, and added this customer to the order,

ttempted to add 10 computers to the order, but discovered there was insufficient inventory in

warehouse, so you placed them on back-order,

reated a purchase order for the 10 computers and selected a vendor from whom

your purchase order into the ERP system.

purchase order is a promissory note to pay for the items which are on the order

Cowley is a vendor that Fabrikam has done business with in the past, the purchase order will be sent to

they receives the PO, they will fulfill it and send an invoice with the

contacts the warehouse and asks them to contact you once the shipment arrives so

you can participate in the receiving process.

in the Warehouse

n you will work with Hank who is the warehouse receiving manager. He tells you that his job

is to receive shipments and log them into inventory. When orders arrive with an invoice from the

into the system along with the order so that accounting has both the

list of materials that arrived.

Hank attempts to match it with a purchase order in the system.

SmartList under Quick Links on the home page.

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discovered there was insufficient inventory in

from whom to purchase

purchase order is a promissory note to pay for the items which are on the order and since

the purchase order will be sent to

invoice with the

contacts the warehouse and asks them to contact you once the shipment arrives so that

n you will work with Hank who is the warehouse receiving manager. He tells you that his job

. When orders arrive with an invoice from the

so that accounting has both the

the system. You will

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In the SmartList window, expand the

Click on the Back Ordered Items list. This will display a list of all items on order at all sites and also break

the items down by site.

Scroll through the list on the right-hand side and find

backorder to be delivered to the Warehouse

sn022

Double click on this item to bring up the details window

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xpand the Inventory folder, and then expand the Item Quantities


hand side and find the order for computers that sales placed on

to be delivered to the Warehouse at the bottom of the list.

bring up the details window.

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Item Quantities subfolder.


computers that sales placed on

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sn023

The warehouse would then verify that

same vendor. Make a note of the vendor ID

Close the Item window then close the smart list. Now

corresponded to, we can receive the items

Under Quick Links on the home page, click

sn024

This will bring up the Receiving Transactions Entry window.

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se would then verify that the shipment that they received corresponded to the

note of the vendor ID, so that you can compare with the shipment

Close the Item window then close the smart list. Now that you know what purchase order this shipment

the items into inventory.

Under Quick Links on the home page, click Receivings Transaction Entry.

This will bring up the Receiving Transactions Entry window.

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the shipment that they received corresponded to the PO from the

compare with the shipment later.

rchase order this shipment

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sn025

Change the shipment type to Shipment/Invoice (

the tab key and the receipt number will be auto filled

number (this would be the invoice number

Enter the following as the Vendor Doc Number: COWLEY1234

sn026

Note how this receiving event brings together

for payment of the bill), the vendor

vendor’s number for this order (to facilitate communication if anything goes wrong). ERP systems need

to organize a lot of data to support effective processes.

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e to Shipment/Invoice (since this shipment also came with an invoice).

and the receipt number will be auto filled-in. However, you must enter a vendor document

number (this would be the invoice number on the vendor’s invoice).

Vendor Doc Number: COWLEY1234

Note how this receiving event brings together the Fabrikam order number (to track progress and set up

for payment of the bill), the vendor number (to reference the vendor’s contact information)


to support effective processes.

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this shipment also came with an invoice). Press

in. However, you must enter a vendor document

order number (to track progress and set up

to reference the vendor’s contact information) and the


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Once you enter the vendor document number, press the tab key until the Vendor ID is selecte

the look up icon to locate Cowley Engineering.

sn027

Once you have selected the vendor, press the Auto

Cowley has shipped to the warehouse

already have on order with this vendor.

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Once you enter the vendor document number, press the tab key until the Vendor ID is selecte

the look up icon to locate Cowley Engineering.

the vendor, press the Auto-Receive button. We could manually

to the warehouse, but using the auto receive will allow us to select fr

already have on order with this vendor.

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Once you enter the vendor document number, press the tab key until the Vendor ID is selected. Press

Receive button. We could manually type in the items

, but using the auto receive will allow us to select from items we

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sn028

Once you press the Auto-Receive button, a new

particular vendor for you to select from

sn029

(NOTE: Did this window come up but

page 18. Go back and generate a new order with yourself as a customer and follow the instructions

carefully. )

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Receive button, a new window will open with all open Purchase Orders

select from.

: Did this window come up but NO purchase order number? Most likely, you skipped the step on


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Purchase Orders for this

hase order number? Most likely, you skipped the step on



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Once again, take a moment to recognize how an ERP system has made this process more efficient.

Instead of having to search through the company records to find the copy of the purchase order that

Sales placed (which could take hours or even days with a manual process), the ERP system automatically

has saved that information and displays it for the warehouse employees to pick from. In this case there

is only one open purchase order with this vendor, however in other cases, there might be several orders

to choose from.

Check the invoice which corresponds to the computers we just received in the current shipment and the

existing purchase order. Finally, press the receive button. The current window will close and you will be

looking again at the Receiving Transaction Entry window.

Thought question: Are there any down sides to automatically pulling the amounts from the order? Do

you think the people involved might assume the right amount of material arrives without checking

carefully? Note how the information system can both contribute to improved efficiency but also might

contribute to mistakes – it’s a balance.

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In the Receiving Transaction Entry window, you will notice that the items and quantity were

the purchase order and automatically added to the list of items being received. This is yet another

example of the ERP system speeding up the process by saving the Warehouse from having to enter the

items received.

Next, the warehouse would review

would compare the quantity received with the quantity ordered to

example, one or more items may have been damaged or missing).

total with the total from the purchase order (in some cases the prices may have changed).

Press the Post button and this will commit the

Next, the sales staff will be able to complete the order they began earlier because sufficient

available in the warehouse. The accounting staff will also see the new in

sn030

Close the Receiving transaction Entry window

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In the Receiving Transaction Entry window, you will notice that the items and quantity were


ding up the process by saving the Warehouse from having to enter the

eview the screen and be sure that it is filled in properly. For example, they

would compare the quantity received with the quantity ordered to be sure that this was accurate (for

example, one or more items may have been damaged or missing). They would also compare the invoice


will commit the receipt of items and Cowley’s invoice to the ERP

Next, the sales staff will be able to complete the order they began earlier because sufficient

The accounting staff will also see the new invoice and pay for the shipment.

Close the Receiving transaction Entry window.

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In the Receiving Transaction Entry window, you will notice that the items and quantity were pulled from


ding up the process by saving the Warehouse from having to enter the

For example, they

be sure that this was accurate (for

They would also compare the invoice


receipt of items and Cowley’s invoice to the ERP system.

Next, the sales staff will be able to complete the order they began earlier because sufficient inventory is

pay for the shipment.

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Let’s recap what you just did in the warehouse:

• Used the Smart List to look up items on back order

• Created an shipment receipt and added the vendor invoice number

• Located the vendor ID

• Auto received the order, selecting the open Purchase Order

• Posted the received items and the invoice to the system

Finalizing the Sales Transaction

In this section, you will go back to Sally’s office in the Sales department

the items we needed have been received, you can add them to your invoice

Normally, Sally would look for any open orders that she has not completed and check to see if they are

ready to be completed. You will help Sally with this proces

Click on the Dynamics Home, and then

sn031

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Let’s recap what you just did in the warehouse:

Used the Smart List to look up items on back order

Created an shipment receipt and added the vendor invoice number

Auto received the order, selecting the open Purchase Order

Posted the received items and the invoice to the system

the Sales Transaction

In this section, you will go back to Sally’s office in the Sales department and finalize your order. Now that

the items we needed have been received, you can add them to your invoice.


ready to be completed. You will help Sally with this process by reviewing the open orders.

and then select SmartList from the quick links.

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our order. Now that


s by reviewing the open orders.

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In the SmartList, expand Sales folder, then Sales Transactions, the click on Open Orders. In the right

hand window, locate the order where your ONID ID is the Customer Number.

sn032

Double click the order, and this should bring up the Sales Transaction Entry you were working on with

Sally. Expand the order details by clicking on the two

Line Items

sn033

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xpand Sales folder, then Sales Transactions, the click on Open Orders. In the right

ow, locate the order where your ONID ID is the Customer Number.


Sally. Expand the order details by clicking on the two down arrows on the right hand side of the Order

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xpand Sales folder, then Sales Transactions, the click on Open Orders. In the right


on the right hand side of the Order

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By expanding the order details, we can see now that our quantity on back order has dropped to zero,

and the quantity fulfilled (and quantity to invoice) are the same as

system took care of that automatically once Hank posted the shipment to inventory.

sn034

Review the order, and verify the quantity ordered is the same as the quantity fulfilled. Now that

order is ready to be completed, we

To finalize the order, select Actions, then Transfer. This will bring up the Sales Transfer Document

window. Click on the Transfer to Invoice, which will generate an in

sn035

Then click the Transfer button.

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and the quantity fulfilled (and quantity to invoice) are the same as the quantity ordered. Notice how the

system took care of that automatically once Hank posted the shipment to inventory.

verify the quantity ordered is the same as the quantity fulfilled. Now that

ready to be completed, we would next invoice the customer and ship their items.

o finalize the order, select Actions, then Transfer. This will bring up the Sales Transfer Document

window. Click on the Transfer to Invoice, which will generate an invoice for the customer.

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the quantity ordered. Notice how the

verify the quantity ordered is the same as the quantity fulfilled. Now that the

items.

o finalize the order, select Actions, then Transfer. This will bring up the Sales Transfer Document

for the customer.

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At this point the ERP system will bring up the following window to allow a print out report of the order.

In some processes, these reports are necessary, but at this sta

Press the cancel button and the window will close.

sn036

Back in the Sales Transaction Entry window, we will now post the

ERP system, sends the invoice, initiat

Warehouse inventory. Once again, take a moment to reflect on how efficient this process is thanks to

the ERP system. In a manual process, completing this order might have required several phone

emails or visiting other parts of the company where completing our process integrated with other

processes in the company such as shipping and invoicing. However, with the ERP system, we only need

to Post this order and the integration with other p

First Tab over to Batch ID and press Back space to delete it.

order (instead of batch processing it) we have to remove this value.

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In some processes, these reports are necessary, but at this stage we do not need a report.

Press the cancel button and the window will close.

Back in the Sales Transaction Entry window, we will now post the order, which finalizes

the invoice, initiates the shipment of items and removes the sold items out of the

Once again, take a moment to reflect on how efficient this process is thanks to

the ERP system. In a manual process, completing this order might have required several phone



to Post this order and the integration with other processes is be taken care of automatically.

First Tab over to Batch ID and press Back space to delete it. Since we are going to manually process this

order (instead of batch processing it) we have to remove this value.

ERP Walkthrough


ge we do not need a report.

s the sale in the

the sold items out of the

Once again, take a moment to reflect on how efficient this process is thanks to

the ERP system. In a manual process, completing this order might have required several phone calls,



rocesses is be taken care of automatically.

Since we are going to manually process this

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Then to complete this order, select Actions, then Post.

sn037

Close the Sales Transaction Entry window.

Let’s recap what you just did in the Sales:

• Used the Smart List to look up

• Verified that items which had been on back order were now in

• Transferred the order to an invoice

• Posted the order and the invoice to the system

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elect Actions, then Post.

Close the Sales Transaction Entry window.

Let’s recap what you just did in the Sales:

Used the Smart List to look up an open order

Verified that items which had been on back order were now in inventory

Transferred the order to an invoice

Posted the order and the invoice to the system

ERP Walkthrough

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Accounting: Receiving Customer Payment and

Now that you have seen how an order is created and items are received into inventory, Sally directs you

to visit Fredrick in the accounting department. Fredrick explains that it is his job to receive payment

from the customer for the order and to post that back to the

invoices, such as the one from Cowley for the com

Normally in a very large company, Fredrick’s job might be divided among several different people. They

have been combined into one role to make this exercise easy to follow. However, you should be able to

recognize the need to have controls in an organization so that more than one person has the

responsibility to receive and issue payments.

Note: in this section, you will generate output reports from the ERP software which you must turn in to

receive credit for this assignment. Follow the instructions below.

To begin, help Fredrick post the payment for the computers which you purchased. Open the

by clicking on the SmartList link on the home screen

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Accounting: Receiving Customer Payment and Paying Vendor



from the customer for the order and to post that back to the company bank accounts. He also has to pay

invoices, such as the one from Cowley for the computers they recently shipped.



o have controls in an organization so that more than one person has the

responsibility to receive and issue payments.

: in this section, you will generate output reports from the ERP software which you must turn in to

t. Follow the instructions below.

To begin, help Fredrick post the payment for the computers which you purchased. Open the

the SmartList link on the home screen.

ERP Walkthrough



company bank accounts. He also has to pay



o have controls in an organization so that more than one person has the

: in this section, you will generate output reports from the ERP software which you must turn in to

To begin, help Fredrick post the payment for the computers which you purchased. Open the SmartList,

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Expand the Sales folder, then Sales Transactions, then do

on the right hand side, locate the invoice that was made under your ONID ID.

Document Number and the amount due.

this invoice.

sn038

At this point, we will assume the customer (your ONID) has sent

full. Once you give that check to Fredrick, you will help him record the payment and post

bank account.

Close the SmartList.

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Sales Transactions, then double click Posted Invoices. In the list of invoices

on the right hand side, locate the invoice that was made under your ONID ID. Write down the Invoice

Document Number and the amount due. You may have to scroll to the right to view the amount

he customer (your ONID) has sent Fabrikam a check to pay

. Once you give that check to Fredrick, you will help him record the payment and post

ERP Walkthrough

In the list of invoices

Write down the Invoice

You may have to scroll to the right to view the amount due on

a check to pay this invoice in

. Once you give that check to Fredrick, you will help him record the payment and post it to Fabrikam’s

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Click Cash Receipts under Quick Links on the home screen

sn039

This will bring up the Cash Receipts Entry window. Use the customer look up and locate your record

(hint: type your ONID into the search window, then press the TAB key). Select your record and the press

the select button, this will add your name to the cash receipt

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Cash Receipts under Quick Links on the home screen.

Cash Receipts Entry window. Use the customer look up and locate your record

your ONID into the search window, then press the TAB key). Select your record and the press

the select button, this will add your name to the cash receipt.

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Cash Receipts Entry window. Use the customer look up and locate your record

your ONID into the search window, then press the TAB key). Select your record and the press

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Once you have selected yourself as the customer, enter the full invoice payment amount as th

payment received. Next, click on the Apply

open invoices for this customer. Check the open invoice

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Once you have selected yourself as the customer, enter the full invoice payment amount as th

payment received. Next, click on the Apply button (lower right hand corner), which will open a list of all

open invoices for this customer. Check the open invoice and finally Post the payment.

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Once you have selected yourself as the customer, enter the full invoice payment amount as the

button (lower right hand corner), which will open a list of all

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sn042

After you post the payment, this will automatically bring up a new blank Cash Receipt Entry (in case you

wanted to post another payment).

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wanted to post another payment).

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Close the Cash Receipt Entry window

Once you close the Cash Receipts Window, yo

Note: follow the instructions carefully and

find once you have finished. This report will be required in order to receive credit for this assignment.

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Cash Receipt Entry window.

Once you close the Cash Receipts Window, you will see the following prompt.

: follow the instructions carefully and be sure to save this report in a location you will be able to

ave finished. This report will be required in order to receive credit for this assignment.

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sure to save this report in a location you will be able to

ave finished. This report will be required in order to receive credit for this assignment.

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You will then see a copy of the report displayed on the screen; you can review the report to see the

information which has been displayed such

codes.

sn044

Once you have finished, reviewing the report

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ll then see a copy of the report displayed on the screen; you can review the report to see the

information which has been displayed such as payment amount, customer information and audit trail

the report, close this window.

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ll then see a copy of the report displayed on the screen; you can review the report to see the

as payment amount, customer information and audit trail

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Now that you have received the customer payment, it is time to pay the vendor for their shipment.

Open the SmartList by clicking on Dynamics GP, then SmartList.

sn031

In the SmartList, expand Purchasing

hand side, locate the outstanding invoice

Write down the vendors name and the amount due.

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Open the SmartList by clicking on Dynamics GP, then SmartList.

Purchasing, Payables Transactions, and then Payables Due Today. On the right

hand side, locate the outstanding invoice due to the vendor Cowley Electronics which needs to be paid

rite down the vendors name and the amount due.

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Payables Due Today. On the right

which needs to be paid.

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To generate payment, click Transactions, Purchasing, and then Manual Payments

sn046

This will bring up the Payables Manual Payment Entry window

In the Payables Manual Payment Entry window, click the vendor look up icon, then locate the vendor

(hint: type COWLEY and in the search box and press the TAB key) and select the vendor by clicking on

the vendors name and pressing the select button.

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ment, click Transactions, Purchasing, and then Manual Payments

This will bring up the Payables Manual Payment Entry window


nt: type COWLEY and in the search box and press the TAB key) and select the vendor by clicking on

the vendors name and pressing the select button.

ERP Walkthrough


nt: type COWLEY and in the search box and press the TAB key) and select the vendor by clicking on

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In the Payables Manual Payment Entry window

Apply button (lower right hand).

This will automatically bring up a list of all outstanding documents for this vendor.

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In the Payables Manual Payment Entry window enter the amount to be paid out, and then

This will automatically bring up a list of all outstanding documents for this vendor.

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nd then press the

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Check the invoice to apply payment to and then press the OK button, which will close the window.

sn048

Now finalize the payment by pressing the Post button.

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Now finalize the payment by pressing the Post button.

ERP Walkthrough



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Let’s recap what you just did in the Accounting:

• Used the SmartList to look up open invoices and your invoice

• Created a cash receipt for payment of your invoice

• Applied the payment to your invoice and posted it to the general ledger

• Reviewed a Cash Receipts Report the ERP system generated and saved it

• Used the SmartList to find a vendor payment due

• Generated a manual payment to the vendor for the invoice and posted it

• Reviewed a Payment Entry Report the ERP system generated and saved it

At this point, you are finished with the assignment and can exit Dynamics.

Getting Credit for this Assignment

In order to receive credit for this assignment, you will need to turn in the Cash Receipts Report you

generated - it should have your ONID ID and name on it. Include BOTH that report and the answers to

the following questions:

1. When you began this assignment, you tried to order 10 computers, but were unable to complete the

process. What prevented you from completing this order? Describe how an ERP system helped

overcome this problem.

2. During this assignment, you helped create a purchase order. Briefly explain what a purchase order is

and why a vendor would accept a purchase order and ship items without having received payment

for the shipment?

3. During this assignment, you helped receive a shipment into inventory. Briefly explain how the

process of receiving the shipment was simplified for the warehouse by having a copy of the original

purchase order in the ERP system.

4. Once the shipment was received into inventory, you helped Sally finish the customer order. Briefly

explain how Sally can use the Smart List to check whether the order was ready to be completed

without the Warehouse telling her (e.g., how she could determine that the items had arrived using

the ERP system).

5. After you posted the customer payment for their order, the ERP system generated a report with the

details of this transaction. You will notice that this report has a field called Audit Trail Code. Briefly

explain how having a trail of transactional details which can be reviewed (or audited) is helpful for

monitoring and improving this business process.

Documents

Order entry and fulfillment at Fabrikam: an ERP walkthroughclasses.bus.oregonstate.edu/ba302/van_patten/BA302_Dynamics_GP... · Order entry and fulfillment at Fabrikam: an ERP walkthrough