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Dynamics GP Voucher Custom Logic in Tourism, Mobile Phones, Education & Support in Accounts Payable
Andrew Karasev
Out of the box Dynamics GP has vouchering support in Accounts Payable associated with batch approval before posting. If you are thinking about AR side vouchering logic it could be programmed in Dexterity around Credit Memo with special expiration conditions
The term ‘voucher’ might have several meanings including bond with some monetary value. Traditionally in Great Plains Dynamics voucher was used as vendor invoice document number meaning that when you are entering the transaction you are recognizing or honoring vendor invoice and if required submit the batch of vendor invoices for approval. Let’s come through enabling batch approval and looking into approval procedure. This functionality stays pretty much the same in current version 2010 and all the earlier versions since 1995 to our knowledge:
1. Enabling Batch Approval in Posting Setup. In GP batch approval could be enabled in Posting Setup. Here select series Purchasing and the origin Payables Transaction Entry and mark Require Batch Approval checkbox. And by the way if you would like to introduce batch approval in other batch origins you can do it the same way. The way to the Posting setup screen is the following Tools -> Setup -> Posting -> Posting
2. Batch approval procedure. At this point you can pick AP Batch and the checkbox Approved should be enabled in left bottom section of the form. If you are AP supervisor or company controller you should review each document in the batch. Simple way to do it is by printing batch edit list report. When you are satisfied with the results close AP Transaction entry screen if it is open and go to the batch form, mark Approved checkbox and in popup enter password. At this point the batch should be good being posted which could be done by another user in Great Plains
3. GP Security Settings and Vouchering. In version 2010 and 10.0 Security is based on roles and tasks where you as administrator should expect working on the level of the roles. Be sure to disable access to user who is not authorized to do batch approval to Posting settings
4. Custom vouchering business logic. If you need custom voucher logic in such industries as tourism and travel, education or prepaid mobile phones you may try to check with your GP reseller if add-on is available through ISV partner channel. If it is not available and you believe that your functionality is simple to program then you should consider such tools as Microsoft Dexterity to either modify existing form or add new forms and tables if required. Simple modifications could be also done in Modifier module where you can place new fields on the existing form and animate them via VBA scripts. In these scenarios Voucher might be associated with Sales Credit Memo which is posted to separate GL account with certain expiration or cancellation conditions
5. For additional information, please feel free to call us 1-866-528-0577 or 1-630-961-5918 (this number works for international customers) or email us help@albaspectrum.com We serve you USA/Canada nationwide via remote support (web sessions and phone/Skype conferences). Local service is available in Western Michigan, Chicagoland, Southern California (LA, Orange County and San Diego), Houston area of the state of Texas
Andrew Karasev, http://www.albaspectrum.com Great Plains Dynamics GP and eEnterprise Certified Master, Microsoft MVP and consultant with 15 years and plus experience and expertise. Alba Spectrum, 1-866-528-0577, help@albaspectrum.com. If you are thinking implement Dynamics GP in challenging environment, we recommend you to give us a call
Author Site
8/31/2011
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