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Process Note Library GP Book 2

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Great Plains (GP) Book 2 Process Notes Contents Page 1. Run the Vendor Connector 2. Running the smartlist for the payment run 3. Search contracts in the contract module by contract number/debtor 4. View Sales Documents on Debtors Accounts 5. What Smartlist to use for Deferred Maintenance 6. What Smartlist to use for Run Rates 7. Where to Find smartlists 8. Where to find the Deferral enquiry screen – Sales Order Processing 9. Where to find the exchange table 10. Where to find the forms printer 11. Where to find the Print Sales Documents Screen 12. Where to find the Sales Batches 13. Where to find the Subscription billing contract entry screen 14. Where to find the Subscription billing Create SOP Documents screen 15. Where to find the Subscription billing importer screen 16. Where to find the transaction entry screen – Purchases 17. Where to find the transaction entry screen – Sales 18. Where to post a multiple cash posting batch

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Run the Vendor Connector Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope The vendor connector is used to pull through the creditors created in GP to concur. Process Steps 1. Log into GP 2. Open the Home Tab

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Select the Vendor Sync Batches option above the home tab. The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Click on the far-right arrow in the bottom left corner This will show the last time the connector was run. If this connector has already successfully run for the day, there is no need to rerun.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Click on Process to run the vendor connector 6. Once the connector has finished running there will be a new time/date under created at and it will state whether it was successful or not. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Running the SmartList for the Payment Run Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This is the process on how to run the payment run report to see what payments are due to be paid. It is also used to check the supplier bank details have been confirmed. We also use this report to update the AP ledger by allocating any payments / credits on the supplier accounts. Process Steps 1. Log in to GP 2. Click on Microsoft Dynamics GP dropdown at the top left-hand side of the screen and select SmartList.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will pop up. Click on the plus sign next to “Purchasing”, same next to “AP Due with Banking” and click on “Payment Run with bank details” 4. Once the smart list has finished running, it will say completed in the bottom left-hand corner. Once completed, click on the Excel symbol to export this data to an Excel document.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. This is what the SmartList will look like when exported to Excel. 6. It is recommended to open another blank excel document and then copy and paste all the data that has downloaded and opened from the smart list as it is more user friendly. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Search Contracts in the Contract Module Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how to search for a contract within the contract module in Great Plains (GP). Searching is either by Contract Number or Debtor ID Process Steps 1. Log into GP 2. Select the sales tab on the left-hand side of the home screen in GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under the transactions section – select the ‘Subscription Billing Contract Entry’ as shown below. 4. Click on the magnifying glass in line with the Contract Number field as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. At this point, you can either search using the contract number or the debtor ID. To search using the contract number, click on ‘Contract Number’ as highlighted below and then type in all or part of the contract number in the field as shown below and then press the TAB key on your keyboard. This will then display the corresponding contract. 6. To search using the debtor ID, click on ‘Debtor ID’ as highlighted below and then type in the Debtor ID that you have in the field as shown below and then press the TAB key on your keyboard. This will then display the corresponding contract.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Select the contract you require by clicking on the line item and then click on ‘Select’ at the top left-hand corner of the screen to open that contract. 8. The below screen will then open with the contract that you have selected.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 View Sales Documents on Debtors Accounts Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process enables you to view all invoices or credits that have been raised relating to a specific customer. Process Steps 1. Log into GP 2. Click on ‘Sales’ as shown below to open the Sales Tab in GP. 3. Under the ‘Enquiry’ section, click on ‘Transaction by Debtor’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. If you have the debtor ID of the customer that you are looking for, type it in the space as highlighted below and then click ‘OK’ or press the ‘Tab’ key on your keyboard. If you do not know the Debtor ID, you could type in part of the debtor ID or the debtor’s name in the space as shown above and then click on the magnifying glass next to it or press ‘Ctrl L’ on your keyboard to search and find the debtor ID you require. The following screen will then pop up. You can then scroll through to find the debtor you require.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 You can change the way the list is sorted and displayed by clicking on the drop down as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 If you need to do a further search, Click on ‘Find’ as shown below The following screen will pop up. Type in part or all of the name of the Debtor that you are searching for and the click ‘Find’ (ensure that you type in capital letters only and also make sure that you have selected ‘by Name’ in the dropdown). Once you have found the debtor you are searching for, click on the name and then click on ‘Select’ as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. You will then be able to see all the documents/transactions that relate to that specific debtor as shown below. It is best to sort by ‘Document Date’ and ‘Descending’ by clicking on the dropdowns next to ‘Sort by:’ and selecting these options. To open a document and view the details of the document, click on the document you would like to open and then click on ‘Document Number’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. The below screen will then open which will display all the information of that specific invoice or credit note that has been raised for that debtor. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 What Smartlist to run for Deferred Maintenance Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process will enable to you run the smartlist on GP that is required to complete deferred maintenance. Process Steps 1. On Microsoft Dynamics GP in order to dropdown the menu and then click on Smartlist as shown below. 2. The following screen will pop up. Click on the ‘+’ sign next to Financial to expand the list, then click on the ‘+’ sign next to Account Transactions to expand that list and then click on

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 *CSS NL Download to start running the smartlist. 3. As soon as the below screen pops up, click on Search as shown below. 4. This screen will then pop up. Click on the magnifying glass as shown below under Search Definition 1.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Click on Journal Entry and then click OK as shown below on that pop up. 6. Click on the dropdown arrow under Filter and click on is greater than to select it. 7. In the field under Value, type in the last journal number at the bottom of the list in column A of the DL Tab on the most recent Deferred Maintenance excel document saved on the X-Drive. *Make sure that column A on the excel has been sorted from smallest to largest. Under Search Definition 2, type ‘2600’ in the blank field under Value. Type ‘1111111111’ in the blank field next to Maximum Records.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click OK at the top left-hand corner of the screen and then allow the smartlist to run. 8. When the Smartlist has finished running, it will say completed at the bottom of the screen as highlighted below. Click on Excel to export this list to an excel document. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 What Smartlist to use for Run Rates Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process will enable to you run the smartlist on GP that is required to complete the run rates at the end of the month. Process Steps 1. Click on Microsoft Dynamics GP in order to dropdown the menu and then click on Smartlist as shown below. 2. The following screen will pop up. Click on the ‘+’ sign next to Financial to expand the list, then click on the ‘+’ sign next to Account Transactions to expand that list and then click on

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 *CSS NL Download to start running the smartlist. 3. As soon as the below screen pops up, click on Search as shown below. 4. This screen will then pop up. Select the first and last day of the current month you are completing the run rates for under Search Definition 1. Under Search Definition 2, type in ‘5’ under Value. In the field next to Maximum records, type in ‘1111111111’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click OK at the top left hand corner of the screen and then allow the smartlist to run. 5. When the Smartlist has finished running, it will say completed at the bottom of the screen as highlighted below. Click on Excel to export this list to an excel document. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find Smartlists Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope Smartlists are used for various reasons ie: by the transactional team for billing files sent to the business / contract billing etc. The payment run reports are also run off a smart list. Smartlists can be used for various reporting reasons it just depends on what information you require. Process Steps 1. Log into GP 2. To find the Smartlists in GP, click on Microsoft Dynamics GP on the top of the screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. This will bring up the below drop-down list, Select Smartlist 4. This screen will open. You will need to select the category of the smartlist you are looking for, and then the specific report within that category Example below: Sales / Customer Addresses / Addresses including emails and old account

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 We use Smartlist to pull in the information we need for e.g., Payment run report, Contracts, AP/AR information’s… etc Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Deferral Enquiry Screen – Sales Order Processing Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This screen is used to look at a sales document deferral that has been posted to the GP system. Process Steps 1. Log into GP 2. Select the Financial Tab.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under the Enquiry Box, Select Deferral. The below screen will appear.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Click on the dropdown menu next to module and select Sales Order Processing. Note!! Do not select Receivable management! This causes the GP system to stop working Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Exchange Table Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how to access the exchange rate tables in Great Plains (GP). The exchange rate table is used to add exchange rates related to a new entity setup or to add new currencies for an existing entity in GP. Examples of this are when the expense connector batch has failed due to an exchange rate date error – GP has a date range, but the expense connector can’t look within a range and instead must find an exact date. Or, if a company transacts in a new currency that the company hasn’t used before. Process Steps 1. Log into GP 2. Select the administration tab on the left-hand side of the home screen in GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. In the cards block select Exchange Table within the Systems section 4. The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting • Only users with specific access rights will be able to access this.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Forms Printer Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how to find the forms printer in Great Plains (GP). This function is used for various tasks relating to the delivery of various documents from GP (Invoices, Remittance advices etc). Example tasks include selection of crystal templates, changes to distribution methods, where the delivery goes to in the F drive etc. Process Steps 1. Log into GP 2. Then select – Microsoft Dynamics GP in the top left as per the below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Then select Tools / Setup / Company / Forms Printer Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Print Sales Document Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process demonstrates how to print off singular or a batch of sales documents within Great Plains (GP). Process Steps 1. Log into GP 2. Select Sales tab on the left-hand side of the home screen in GP 3. Select Transactions & then select Print Sales Documents

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. This will open the print sales document screen, as below Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Sales Batches Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how to locate the sales batches in Great Plains (GP). This section of GP can be used for multiple tasks including checking, posting, printing and delivering a batch. Process Steps 1. Log into GP 2. Select the sales tab on the left-hand side of the home screen in GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under the transactions section – select ‘Sales Batches’ 4. The below screen will appear. Click on the magnifying glass as shown below to select the batch that you would like to open.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. The below screen will then open. Click on the specific batch you would like to open and then click ‘Select’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. The screen will then look like below with some basic information about the batch that has been selected. To then open the batch and view each transaction within the batch, click on ‘Transactions’. 7. Click on the drop-down arrow at the bottom of the screen as shown below and select ‘Batch ID’, which will then sort all the transactions according to their batches. Then click on the arrow on the far left to go to the beginning of all the batches.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. You will then need to navigate to the transaction within the batch that you would like to look at / work on by clicking on the arrows in the bottom left as indicated below. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Subscription Billing Contract Entry Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how to look at customer contracts in Great Plains (GP). This includes active, expired and inactive contracts. Process Steps 1. Log into GP 2. Click on the ‘Sales’ tab on the left-hand side of the home screen in GP as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under Transactions section, click on ‘Subscription Billing Contract Entry’ 4. The following screen will then open. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to find the Subscription billing Create SOP Documents Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how to open the Subscription Billing Create SOP Documents screen in Great Plains (GP), where you can set up contracts. Process Steps 1. Log into GP 2. Click on the ‘Sales’ tab located on the left side of the home screen in GP as shown below. 3. Under Transactions section, click on ‘Subscription Billing Create SOP Documents’

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. The following screen will then open.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Subscription Billing Importer Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process demonstrates how to locate the subscription billing importer screen in Great Plains (GP). This is where you can import new contracts and make any contract changes. Process Steps 1. Log into GP 2. Click on ‘Sales’ on the left hand side of the GP home screen as shown below. 3. Click on ‘Subscription Billing Importer’ under the transactions tab as below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. The below screen will then appear.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Depending on what you need to do (add new contracts / price updates) you will select the relevant Import Setup ID. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Transaction Entry Screen - Purchases Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process demonstrates how to locate Transaction Entry in the Purchase section within Great Plains (GP). This function is used to do a number of things such as raising manual intercompany invoices and credit notes. Process Steps 1. Log into GP 2. Select the Purchasing tab on the left hand side of the home screen in GP 3. Select Transactions & then Transaction entry

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. This is the screen that will open once selected

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Transaction Entry Screen - Sales Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process demonstrates how to locate Transaction Entry in the Sales section within Great Plains (GP). This function is used to do a few tasks such as raising a debit note on a client’s account where they have been refunded for overpaying an invoice. Process Steps 1. Log into GP 2. Select Sales tab on the left hand side of the home screen in GP 3. Select Transactions & then Transaction entry

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. This is the screen that will open once selected Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Post Multiple Cash Posting Batches Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how to post multiple cash posting batches in Great Plains (GP). Cash posting batches are created for cash postings that go across various customer accounts (like councils that may pay for multiple organisations such as schools). As the payment in these instances often come into the bank as one total payment, for the bank statement to match the cash posting we need to post a bulk batch rather than the individual amounts per the bank statement. Process Steps 1. Log into GP 2. Select the sales tab on the left hand side of the home screen in GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The transactions section – select the receivable batches. 4. The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select the look function via the magnifying glass as below 6. The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Select the batch you need to post 8. Click post Tips, Tricks and Troubleshooting