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.