Proven Solution PPS 101
- Purchasing Unvouchered Receipts screen
The Challenge
A regional parts and services company needs a solution to remove vouchered
receipts from the Purchasing (PO) Unvouchered Receipts report. The solution
must also allow users to review the report and remove any entries as needed
without having rights to SQL Query Analyzer.
The company is comprised of one parent company and two satellite offices. A
purchase order (PO) number is required for any purchase in all locations.
The satellite offices enter the receipts into Microsoft Dynamics™ SL when
parts are received, and then dispatch the receipts to the parent company for
vouchering daily. Once the receipts are received by the parent company, the
vouchers are created.
Although the process works most of the time, a challenge occurs when the
receipts are missing the appropriate purchase order number. Without the
purchase order number, the Accounts Payable clerk has to leave the purchase
order field blank when entering the voucher, causing the link between
Purchasing and Accounts Payable to be broken. When the parent company has to
wait for the purchase order number for a specific receipt, it can cause
frustration and delays in the process for both the company and the vendor.
Since the vendor must be paid
within a specific period of obtaining the receipts, time is critical to keep
this process on track. Additionally, when the purchase order number is
missing from the voucher, it causes the receipt to show on the PO
Unvouchered Receipts report.
The Purchasing
manager at each office must track down and clear the PO Unvouchered
Receipts report before the parent company can close Purchasing and
Accounts Payable for a particular period. Purchasing managers must
spend several hours tracking these documents through the system.
Once found, they have to run manual SQL scripts against the database
to re-link the receipt and vouchers. Purchasing managers need a
solution where the users that create the purchase orders can re-link
these documents without having to access to SQL Query Analyzer. |
The Solution
To address the need to remove fully or partially vouchered receipts
from the PO Unvouchered Receipts report, the company has installed a
PO Unvouchered Receipts screen in Microsoft Dynamics SL.
The PO Unvouchered Receipts screen provides a user-friendly
interface that will update the Purchasing module with the required
Accounts Payable information, eliminating the need for manual SQL
scripts specific for each transaction line of the receipt. This
screen also gives the user the flexibility to fully or partially
voucher the receipts. All this is done without requiring Purchasing
managers or users to access SQL Query Analyzer, thus allowing a
clean process to keep the Purchasing and Accounts Payable modules in
sync.
The Benefit
By allowing the users to periodically run the PO Unvouchered
Receipts report and clear any receipts listed, the parent company is
able to close the periods on time and process vouchers daily without
causing delays in payment for the vendors. Additionally, Purchasing
managers no longer have to spend several hours tracking each record
and manually updating them in SQL Query Analyzer.
Since this screen is inserted into the Microsoft Dynamics SL menu,
the security for the screen is managed in the application. By
restricting the access to the database through SQL, database
integrity is maintained.
Name: Jason Everly
Role: Consultant
Team: Application Development Consulting (ADC)
Background: Currently, I provide consulting services to
partners, including developing Tools for Visual Basic applications,
customizing Microsoft Dynamics SL screens and reports, writing new Crystal
reports, and testing. Prior to joining Plumbline Solutions, I worked
for five years in Solomon Software Support as a support engineer,
team leader, and support manager. Prior to working at Solomon
Software, I was a systems administrator and managed PC networks and
a mainframe system. My bachelor’s degree is in Computer Information
Systems.
Likes best about consulting: I like the variety this role
offers me. The projects I work on are all different and present
unique challenges and opportunities for enhanced learning. This
keeps the job interesting.
Hobbies: I enjoy music (I play the guitar in a band),
paintball (I am a member of a scenario paintball team), camping, and
motorcycle riding. |
