managing the accounts payable process -...
TRANSCRIPT
MICROSOFT DYNAMICS® AX 2012 R2:
MANAGING THE ACCOUNTS
PAYABLE PROCESS
December 2012
Version 1.0.0
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
Contents
Introduction ........................................................................................................................................ 4
Audience .............................................................................................................................................. 4
Scenario ................................................................................................................................................ 5
Problems this Demo Addresses .................................................................................................. 5
DEMO PRESET CONFIGURATION: ............................................................................................. 5
Demo - Managing the Accounts payable Process .............................................................. 5
Introduction ........................................................................................................................................ 6
Demo 1: Improve Vendor invoice processing ....................................................................... 6
Demo 1.1: Non-PO invoice Entry ............................................................................................... 6
Demo 1.2: Invoice Totals Matching ........................................................................................... 8
Demo 2: Payment processes ..................................................................................................... 12
Conclusion ........................................................................................................................................ 17
Disclaimer ......................................................................................................................................... 17
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
INTRODUCTION
This document examines the new accounts payable features included in Microsoft Dynamics AX 2012. The
primary objective of this demo script is to provide the user with an overview of the new vendor invoice features
and demonstrate how users can improve payment processes.
This document and its included script:
Demonstrate improvements in the vendor invoice process including the ability to enter non-purchase order
related information and view/edit accounting distributions.
Demonstrate the invoice totals matching capabilities.
Demonstrate enhancements in the payment process, including multiple remit-to address functionality.
AUDIENCE
The script in this document should be used to demonstrate the value of Microsoft Dynamics AX 2012 to a
business decision maker (BDM). The executives that you present to will find value in this script if they are
challenged with:
Inability to add expenses that aren’t related to a purchase order to invoice documents.
Effectively managing the payment process, including the ability to capture multiple remit-to addresses.
This script targets the CEO, CFO, Marketing Executive, and Purchasing or Accounts Payable Manager who are
challenged with feedback from employees that the existing systems are too manual and take too much training.
Many manual processes result in delays in processing invoices and making timely payments. It also targets the
CEO or Accounting Executives who are challenged with implementing a flexible new enterprise resource planning
(ERP) system.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
SCENARIO
This script provides an overview of the following capabilities that help manage and streamline the accounts
payable process introduced in Microsoft Dynamics® AX 2012:
Improve invoice processing
o Ability to create invoice lines that are not related to purchase order lines, for things such as
installation services.
o Flexible invoice matching options.
Streamline the payment process
o Multiple vendor remit-to address functionality.
PROBLEMS THIS DEMO ADDRESSES
This script focuses on solving issues around time consuming invoice entry by providing accounts payable clerks
with one centralized location to enter both invoices related to purchases order and those not related to purchase
orders. Additionally, issues around having to manually split up payments across differing remit-to addresses has
been addressed by providing the ability to set up multiple remit-to addresses per vendor.
DEMO PRESET CONFIGURATION:
This script was written to work with the Microsoft Dynamics AX 2012 R2 RTM Virtual Machine (VM), released in
December 2012. Make sure that the VM is up and running and that you have logged on. The script addresses key
pain points and challenges that different roles might face. However the demo can be completed as the system
administrator.
* Domain: CONTOSO
* User: Administrator
* Password: pass@word1
DEMO - MANAGING THE ACCOUNTS PAYABLE PROCESS
This demo introduces new capabilities that help you manage the accounts payable process in Microsoft Dynamics
AX 2012. The objective is to highlight some key enhancements and not to provide a full overview of all capabilities
in the new financial tools that are available to users in Microsoft Dynamics AX 2012.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
INTRODUCTION
Microsoft Dynamics AX 2012 introduces new accounts payable features that help streamline collaboration. The
following provides a list of demonstrations that will covered in this script:
Create a vendor invoice line that doesn’t reference a purchase order.
Set up invoice totals matching.
Set up multiple remit-to addresses and assign to vendors and invoices.
DEMO 1: IMPROVE VENDOR INVOICE PROCESSING
Scenario and background
In Microsoft Dynamics AX 2012, several features have been added to improve the invoicing processes.
Enhancements to the vendor invoice allow users to add lines that are not related to purchase orders;
subledger distribution is supported, thus providing the users the flexibility to distribute expenses
across multiple ledger accounts.
DEMO 1.1: NON-PO INVOICE ENTRY
USMF has a purchasing policy that allows their employees to purchase services without first issuing a
purchase order to the vendor. In this scenario, goods have been ordered, but upon receipt, it is
realized that some assembly assistance is needed from the vendor, at an additional charge of $75.00.
1. Open Accounts payable > Common >
Purchase orders> All purchase orders.
2. On the Action Pane, click New.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
3. Set Vendor account = US-104.
4. Click OK.
5. On the Purchase orders form, in the lines
grid, enter item number M0003 for a
quantity of 100, with a unit price of
$22.99.
6. Select the Purchase tab, and then click
Confirm action.
You have now successfully created the purchase order. The next step will record the product receipt
of the goods.
7. Select the Receive tab on the Purchase
orders form, click Generate, and then click
Product Receipt to open the Posting
product receipt form.
8. On the Posting Product Receipt form,
enter Product receipt as PR001.
9. Click OK to post the product receipt and
close the form.
You have now successfully recorded the
product receipt of the goods. The next
step is to record the vendor invoice. On
this vendor invoice, you have been
invoiced for the goods on the purchase
order and the additional charge of
$75.00 for the assembly assistance.
10. On the Purchase orders form, select the
Invoice tab, and click Generate, and then
click Invoice. This will open the Vendor
invoices form.
11. Set Number as INV0001.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
12. Above the Lines grid, select Add line to
create a new line.
13. Set the Item number to S0001. The
quantity is 1 and the unit price is 75.00.
14. On the Action Pane, click Distribute
amounts.
15. Explain that April could distribute the
amount across multiple financial
dimensions by using the distribute
amounts functionality.
16. Click Close.
17. On the Action Pane, click Post, and then
click Post.
18. Close the purchase orders form.
You have successfully recorded the
vendor invoice. It contains one line item
that is related to a purchase order and a
second line that is not related to a
purchase order.
DEMO 1.2: INVOICE TOTALS MATCHING
In Microsoft Dynamics AX 2009, you had the ability to compare the unit price of the purchase order
and invoice. Another type of invoice matching is invoice totals matching. With this type of matching,
invoice totals on a purchase order invoice are compared with the expected totals, based on the
purchase order information. If the variance exceeds the tolerance percentage for invoice totals
matching, a matching discrepancy icon is shown. Totals are compared for balance, total discount,
miscellaneous charges, sales tax, and invoice amount. Invoice totals matching tolerances can be set
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
up per company or for individual vendors.
This type of matching is handy for companies that don’t want to track granular three-way matching
variations per line, but want to have some type of matching policies enforced in their company.
1. Log in as April, the Accounts Payable
Clerk. (In this scenario log on as the
Administrator.)
2. Navigate to Accounts Payable > Area
page > Setup > Accounts payable
parameters.
3. Select Invoice validation on the left hand
side of the form.
4. Check Use invoice totals matching.
5. Set Invoice totals tolerance percentage
to 2.00.
6. Close the Accounts payable parameters
form.
7. Navigate to Accounts payable >
Common > Purchase orders > All
purchase orders.
8. On the Action Pane, click New.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
9. Set Vendor account to US-104.
10. Click OK.
11. On the Purchase orders form, in the lines
grid, enter item number M0003 for a
quantity of 100, with a unit price of
$22.99.
12. Select the Purchase tab, and then click
Confirm.
You have now successfully created the purchase order. The next step will record the product receipt
and vendor invoice. When the paper copy of the vendor invoice arrives, it contains an additional
miscellaneous charge for $250.00
13. Select the Receive tab on the Purchase
orders form, select Generate, and then
click Product Receipt to open the Posting
product receipt form.
14. On the Posting Product Receipt form,
enter Product receipt as PR002.
15. Click OK to post the product receipt and
close the form.
16. On the Purchase orders form, select the
Invoice tab, select the Generate, and then
click Invoice. This will open the Vendor
invoices form.
17. Set Number to INV0002.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
18. In the Action Pane, select the Financials
tab and then click Maintain charges to
create a new miscellaneous charge.
19. Set the Charge code to Freight. Set the
Charges value to 250.00.
20. Close the Charges transactions form.
21. Click the Review tab, and then click
Matching details on the Action Pane to
view the total variance values.
22. Explain that the invoice amount is outside
of the tolerance, due to the additional
miscellaneous charge expense.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
23. Click the ellipsis next to the Invoice
amount to view the total variance values.
Here you can see that the Charges is what is
causing the matching discrepancy.
24. Close the form.
25. Close the Matching details form.
26. Explain that you will be able to post with the
matching discrepancy, because the system is
set up to do so. Explain that conversely, you
can set up the system to require an approval in
order to post an invoice with matching
discrepancies.
27. Post and close all forms.
DEMO 2: PAYMENT PROCESSES
The vendor US-104, Fabrikam Supplier, has multiple payment processing centers. April received
invoices that must be remitted to multiple locations. In this exercise, you will set up multiple vendor
remit-to addresses, create vendor invoices using those addresses, and remit payments to the
addresses.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
1. Open Accounts Payable > Common >
Vendors > All vendors.
2. Select vendor US-104 on the Action Pane,
and then click Edit.
3. In the vendors form, expand the Addresses
section.
4. Choose the Add button to create a new
address.
5. In the New address form, set the Name or
description field to Remit to address 1.
6. In the purpose field, clear Business, check
Remit-to, and then click OK.
7. Set Country/region to USA.
8. Set ZIP/Postal code to 58103.
9. Set Street to First Street.
10. Click OK to save the new address.
11. Choose the Add button to create a second
new address.
12. Set the Name or description field to
Remit to address 2.
13. In the Purpose field, clear Business, check
Remit-to, and then click OK.
14. Set ZIP/Postal code to 58103.
15. Set Street to Second avenue.
16. Click OK to save the new address.
17. Close the Vendors form.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
18. Select the Accounts payable menu in the
menu bar.
19. Select Common, click Vendor invoices,
and then click Pending vendor invoices.
20. On the Action Pane, click New, and then
click Invoice.
21. Set the invoice account to US-104.
22. Set Number to REMIT01.
23. Above the Lines grid, select Add line to
create a new line.
24. Set the Item number to S0001. The
quantity is 1 and the unit price is 75.00.
25. Select the Header view from the Action
Pane.
26. In the Header view, expand the Address
tab and validate that the Remittance
location is set to Remit to address 1.
27. Select Post, and then on the Action Pane,
click Post.
28. On the Action Pane of the Pending vendor
invoices form, click New, and then click
Invoice.
29. Set the invoice account to US-104.
30. Set Number to REMIT02.
31. Above the Lines grid, select Add line to
create a new line.
32. Set the Item number to S0001. The
quantity is 1 and the unit price is 75.00.
33. On the Action Pane, select the Header
view.
34. In the Header view, expand the Address
tab and set the Remittance location to
Remit to address 2, and then tab out of
the field.
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
35. Select Post, and then on the Action Pane,
click Post to post the vendor invoice.
36. Navigate to Accounts Payable > Area
Page > Journals > Payments > Payment
Journal.
37. On the Action Pane, click New.
38. In the Name lookup, select VendPay.
39. On the Action Pane, select Lines.
40. On the Action Pane, click Payment
Proposal, and then click Create Payment
Proposal. This will open the Vendor
Payment Proposal form.
41. On the Vendor Payment Proposal form,
set Proposal Type to Due date and cash
discount and ensure that the payment date
fields are blank.
42. Click Select.
43. For Vendor Account, set Criteria to US-
104, and then click OK to close the form.
44. Click OK to close the form to generate the
payment proposal.
45. On the Vendor Payment Proposal form,
explain that the system has suggested five
payments based on both the existing data
and the REMIT01 and REMIT02 invoices you
previously posted.
46. Select the last record in the lower grid,
which should be for invoice number
REMIT02. To see the Remit-to addresses,
click the Remittance tab for each of the
records in the lower grid. Notice that
REMIT01 and REMIT02 will be paid separate
checks, based on their differing remit-to
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
addresses.
47. On the Action Pane, click Transfer.
48. Click OK on the dialog to confirm the
transfer.
49. Click Functions, and then click Generate
payments.
50. Click Functions, and then click Generate
payments.
51. Ensure Method of payment is set to
CHECK
52. Ensure Bank account is set to USMF
OPER.
53. Click OK, and print the checks.
54. After the checks have printed, click Post,
and then click Post.
55. Close all forms.
End of Script
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Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Payable Process
CONCLUSION
This demonstration has taken you through three major capabilities to:
Streamline the vendor invoicing process
o Ability to create non-PO related invoice lines.
o Invoice matching capabilities.
Streamline the payment process
o Multiple remit-to address capabilities.
o Payment proposal for payment generation.
Disclaimer © 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista, Microsoft Dynamics and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. Other names and brands may be claimed as the property of others.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation
Sample code included in this presentation is made available AS IS.THE ENTIRE RISK OF THE USE OR THE RESULTS FROM THE USE OF THIS CODE REMAINS WITH THE USER.
MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. NO LICENSE, EXPRESS OR IMPLIED, BY ESTOPPEL OR OTHERWISE, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED BY THIS PRESENTATION. Microsoft products are not intended for use in medical, lifesaving, or life sustaining applications.
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