Microsoft Dynamics GP has powerful Purchase Order Processing (POP) capabilities that take a little time to set up but go a long way in streamlining your Purchase Order (PO) processes. If you are using Dyanmics GP and not taking full advantage of the POP module, we hope this article helps you decide to look into using POP to help improve your PO processing efficiency. Since the release of GP2013, we have had many requests to learn more about the Purchase Order Processing module.
Dynamics GP Purchase Order Processing (POP) allows for a more automated system to manage PO’s thus reducing the time spent managing PO’s. You have the ability to enter Standard, Drop-ship and Blanket purchase orders for items which can be inventory items, “service” items that do not track inventory, or a one-time-only non-inventory item. You can automate your purchase order processing approval process by using Dynamics GP POP approvals. Each buyer can approve their own PO’s up to a specified dollar value, and route your PO to your manager for approval for PO’s over your limit.
You have the ability to establish long-term contracts with vendors by using blanket purchase orders to record and track extended purchases. If need be, you can have varying required dates for each line item on the purchase order. You can establish alerts that prevent employees from issuing invalid purchase orders. PO’s can be emailed directly to the vendor using a stored vendor email address.
Other functionality that POP allows for includes entering and posting shipment receipts, in-transit inventory receipts, and invoice receipts in batches or on an individual basis. Matching shipments to invoices ensures that accurate costs are assigned to items received into inventory. When necessary you can change the status of or the individual line items. Settings can allow for over-receipt of item up to a specific setting and automatic canceling of shortages within a certain amount, perfect for purchasing items that do not have a set quantity per unit such as buying resin by the pound or food items like lobster.
Purchase Order tracking is another benefit. You can determine tracking of open or historical purchase order and receiving documents by order number, item number or date. Mapping can also be done to PO line numbers automatically to expedite purchase orders.
There are even more new features to explore with Dynamics GP release 2013 and beyond. We suggest you download our complete list of the Starter Pack and Extended Pack module list for a complete list of the available Dynamics GP modules on our product page HERE.
View this 28 minute YouTube video to learn about the added functionality to POP such as; prepayments on PO’s, PO tolerance, tracking serial numbers and preventing PO closes.
As certified Dynamics GP consultants, we highly recommend you work with a Dynamics GP consultant to help with properly setting up and implementing your Purchase Order Processing module. We also recommend you plan to invest in some training time to get familiar with the best ways to leverage your new POP module.
Contact us to learn more about this beneficial Dynamics GP Purchase Order Processing functionality.
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Another version of this blog was posted on September 27, 2013 by Amy Coddington and Devon Southall on Software Solutions Group's Blog – Benefits of Purchase Order Processing in GP
Photo courtesy of freedigitalphotos.net by Stuart Miles