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Receivables Management II in Microsoft Dynamics GP 9.0

Course 8599: One day; Instructor-led

Introduction
The one-day Microsoft Dynamics GP Receivables Management II course explores the accounting cycle and the processes required to enter financial data into the system. As well, this course shows you how to perform additional functions such as Refund Checks, using National Accounts, Multidimensional Analysis and year-end closing procedures.

A thorough understanding of these topics allows you to streamline monthly and year-end closing processes by learning how to automate routine activities such as reports. You will learn tips for troubleshooting and maintaining data integrity. This course also teaches you how to maximize your reporting and analysis capabilities with inquiries and reports that can be customized to meet your specific business needs.

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Audience
Customers who would like a more in-depth understanding of the Microsoft Dynamics GP system. The class is targeted toward data entry clerks, administrators; office managers, CEO's, and consultants who need to understand the technical aspects of Microsoft Dynamics GP Receivables Management and gain foundational knowledge of the application functionality.

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At Course Completion
After completing this course, students should be able to:

• Customize Receivables Management Setup to fit your business needs

• Use advanced functionality, such as Scheduled Payments, Refund Checks, Multidimensional Analysis and National Accounts

• Maintain Receivables data

• Use Inquiries and reports to retrieve financial data

• Complete period and year end closing procedures


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Prerequisites
Before attending this course, students must have:

• Financial Series I course or equivalent working experience with Microsoft Dynamics GP


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Microsoft Certified Professional Exams
No Microsoft Certified Professional exams are associated with this course currently.

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Course Materials
The student kit includes a comprehensive workbook and other necessary materials for this class.

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Course Outline
Chapter 1: Setup Procedures

This chapter focuses on the setup procedures for the Receivables Management module. We examine how to customize the posting setup and posting accounts to streamline the data entry process. A big focus of this chapter is the use of customer classes and customer class accounts to minimize the amount of information that must be entered when setting up your customers.

Main Topics

• Receivables Management Setup

• Receivables Setup Options

• Customer Class Setup

• Customer Class Accounts Setup

• Posting Setup

• Posting Accounts Setup

Lab: Receivables Management Setup

• Modify existing Receivables Management Setup

Lab: Posting Settings

• Modify Posting Setup

• Modify Level of Posting for Series

• Enter and post cash receipts

• Apply payments to invoices

• Verify level of posting in General Ledger

After completing this chapter, students should be able to:

• Configure Receivables Management Setup options such as Aging Periods and NSF Charges

• Use the Receivables Setup Options to assign codes and next document numbers for transactions

• Create and modify Customer Classes

• Set up posting accounts and preferences

Chapter 2: Transaction Flow and Integration

This chapter focuses on how data flows from the Work to Open to History tables as transactions are posted. A big focus of this section is the tables that are updated as data is processed for transactions in Receivables Management. We also discuss the integration of all modules in the Microsoft Dynamics GP system.

Main Topics

• Integration

• Receivables Management Document Status

• Cash Receipts Transaction Entry Flow

• Receivables Management Computer Checks Transaction Flow

• Tracing Transactions

Lab: Tracing Transactions

• Enter and post credit memo for customer

• Use inquiry to verify origin of the credit memo

• Perform the inquiry, zoom to source document

• Print General Ledger trial balance report to the screen

• Perform Paid Transaction Removal

• Use inquiry to verify origin of the credit memo

After completing this chapter, students should be able to:

• Understand how data flows from Work to Open to History tables

• Use "Zooms" to trace transaction back to the source document

Chapter 3: Advanced Functionality

In this chapter we discuss the advanced functionality that is available in Receivables Management. Multidimensional Analysis provides increased reporting and analysis capabilities without expanding your chart of accounts. Another focus of this section is National Accounts which allows cash receipts to be posted to the child account on behalf of the parent company. Finally, processing Refund Checks for customers with credit balances is discussed in detail in this chapter.

Main Topics

• Scheduled Payments

• Multidimensional Analysis

• National Accounts Maintenance

• Refund Checks

• Create Customer/Vendor Relationships

• Create Refund Checks

• Create Refund Checks for National Accounts

Lab: Receivables Scheduled Payments

• Create a payment schedule for customer invoice

• Post first invoice for the schedule

• Print an Aged Trial Balance report

Lab: Multidimensional Analysis

• Enter customer invoice

• Use analysis code to allocate the invoice amount

Lab: Setting up a New National Account

• Create National Account

• Enter and Post cash receipt

Lab: Creating and Printing Refund Checks

• Create a Refund Checks batch

• Create Customer/Vendor Relationship

• Print refund check

• Use inquiry windows to view status of customer account

Lab: Creating Refund Checks for National Accounts

• Enter a credit memo

• Create a Refund Checks batch

• Create Customer/Vendor Relationship for National Accounts

After completing this chapter, students should be able to:

• Enter and post Scheduled Payments

• Use Multidimensional Analysis information for Receivables transactions

• Use National Accounts

• Generate Refund Checks

• Generate Refund Checks for National Accounts

Chapter 4: Maintaining Records

This chapter examines the functionality available to maintain your Receivables Management records. There is also a section that focuses on correcting posted entries as well as changing and deleting records. Time is also spent discussing how to remove Receivables Management history and the types of history information stored in the system.

Main Topics

• Handling NSF Checks, Voiding and Waiving Posted Transactions

• Voiding Posted Payment Schedules

• Writing Off Outstanding Debit and Credit Amounts

• Change and Delete Records

• Remove History

• Reconcile

Lab: Entering A NSF Check

• Locate customer payment

• Use "Zoom" to verify correct document selected

• Mark document as NSF

• Print posting journals

Lab: Waiving a Finance Charge

• Locate customer finance charge document

• Waive finance charge

• Enter password

• Print posting journals

• Modify customer record to not allow finance charges

Lab: Voiding a Document

• Select customer invoice

• Use "Zoom" to verify correct document selected

• Void customer invoice

• Verify invoice has been voided

Lab: Write Off Underpayment

• Set up the underpayment write off

• Preview the documents to write off

• Discuss how to email the preview list

Lab: Edit Receivables Transactions

• Select customer document

• Edit customer transaction

• Use Inquiry to verify change is complete

Lab: Removing History

• Use Inquiry to view customer transactions

• Remove transaction and distribution history for customer

• Delete customer record

After completing this chapter, students should be able to:

• Handle NSF Checks

• Void and Waive Posted transactions

• Write Off Overpayments and Underpayments

• Change and delete Customer records

• Edit posted Receivables Transactions

• Remove Receivables Management history

Chapter 5: Inquiry and SmartList

This chapter focuses on the multiple methods for quick and easy information retrieval. The Inquiry and SmartList functions provide numerous ways to instantly view relevant summary and detail information about account activity and transactions. We'll also look at exporting SmartList queries to Microsoft Excel or Microsoft Word.

Main Topics

• Inquiries

• SmartList

Lab: Tracing Transaction

• Use Financial Inquiry window

• Drill down to source document

Lab: SmartList - Customers

• Create SmartList query

• Export query to Word

• Drill down to customer maintenance window

Lab: SmartList - Receivables Transactions

• Discuss modifications to default views

After completing this chapter, students should be able to:

• Perform Summary and Detailed inquiries for current and historical accounts

• Use SmartList to perform queries on Receivables Management data

• Use SmartList to export data to Microsoft Word

Chapter 6: Reports

This chapter focuses on how to create report options which may be grouped together to print multiple reports within a series or combined to print reports containing data from multiple series to maximize reporting capabilities for your financial data. Reports can be very useful in locating discrepancies that need to be corrected. Time is spent discussing how to utilize the trial balance reports to analyze Receivables Management data.

Main Topics

• Creating Report Options

• Creating and Printing Report Groups

• Analyzing Payables Reports

Lab: Sales Analysis Reports

• Print the Receivables Sales Analysis and Accounts Due reports

Lab: Aged Trial Balance Reports

• Create a report option and print the Aged Trial Balance with Options report

• Create a report option and print the Historical Aged Trial Balance report

After completing this chapter, students should be able to:

• Create and modify report options

• Create and print report groups

• Analyze Receivables Reports

Chapter 7: Period-End Procedures

This chapter examines the process of closing an accounting period for Receivables Management. The steps necessary to complete each phase of the closing process are discussed in detail. We look at the reports that should be printed before performing the closing process and the steps to reconcile to General Ledger. Time is spent examining what actually takes place during the closing process and how to close the fiscal period to prevent additional transactions from being posted to a period.

Main Topics

• Period-end Closing Checklist

• Aging Process

• Assess Finance Charges

• Print / Reprint Customer Statements

• Transfer Sales Commission

• Paid Transaction Removal

• Reconcile Receivables Management to General Ledger

• Period-end Reports

• Close Fiscal Period

Lab: Using the Period-end Procedures Checklist

• Perform Receivables Management month-end procedures using the month-end routine checklist

Lab: Period-end Exercise

• Print the General Ledger Trial Balance Report

• Print the RM Trial Balance Report with Options

• Discuss how to reconcile the two reports

Lab: Reprinting Statements

• Reprint Customer Statement

After completing this chapter, students should be able to:

• Complete the period-end processes using the Checklist Routine

• Print Customer Statements

• Perform account reconciliation

Chapter 8: Year-End Procedures

This chapter examines the process of closing the year. The steps necessary to complete each phase of the closing process is discussed in detail. Steps are provided for closing the calendar and fiscal year in Receivables Management and the Sales Tax Periods for the year.

Main Topics

• Fiscal Year Close

• Calendar Year Close

• Close Fiscal Periods

• Tax Year End Close

Lab: Year-end Closing

• Post all transactions for the period

• Perform calendar and fiscal year-end closing procedures

• Close the sales tax periods for the year

After completing this chapter, students should be able to:

• Successfully perform the calendar and fiscal year-end closing procedures

• Close the sales tax periods

Chapter 9: Tips and Troubleshooting

This chapter focuses on techniques available for troubleshooting problems that may arise during the posting process. We look at the Batch Recovery process for releasing "stuck" batches and how to recreate the RM Key Master file. A section of commonly asked questions about Receivables Management transactions is included in this section.

Main Topics

• Troubleshooting

• Understanding Error Messages

• Posting Interruptions

• Recreating the RM Key Master file

• Receivables Management Commonly Asked Questions

Lab: Recreating the RM Key Master File

• Run SQL statement

• Perform Check Links process

• Print error log

After completing this chapter, students should be able to:

• Fix common errors

• Use troubleshooting tips and techniques

• Recreate the RM Key Master file

Chapter 10: Conclusion

In this chapter we discuss the key points that have been covered throughout this course.

Main Topics

• Customize Receivables Management Setup

• Options for posting to General Ledger in detail or in summary

• Integration between modules enables data entry to be faster and easier and provides for greater reporting capabilities

• Data flow begins in a "Work" status, moves to "Open" and culminates in "History"

• Scheduled Payments functionality allows you to perform "what-if" analysis in determining the viability of different interest rates, payment amounts payment frequencies and number of payments

• Multidimensional Analysis can be used with transactions in Receivables Management

• National Accounts can be used to group related customers that make up a single organization. Customer payments may be distributed on behalf of the child accounts

• Refund Checks enable you to refund customer credit balances with ease

• Inquiry windows and SmartList provide ways to view and export Receivables data

• Use the Receivables Summary Inquiry window to obtain a summary of all transactions currently affecting customer accounts

• Reports are available to determine discrepancies when the subledger does not balance with your general ledger account

Appendix A: Smart Tags

This section contains information on Smart Tags or links between Microsoft Office documents and data in Microsoft Dynamics GP. The items that may be recognized and "tagged" in Microsoft Office XP are discussed in the section. The focus of this section is to highlight the benefits of Smart Tags and how you can use them in your business.

Main Topics

• How Smart Tags work

• Smart Tag Benefits

After completing this chapter, students should be able to:

• Understand how Smart Tags work

• Recognize the ways Smart Tags can make your business more productive

Appendix B: Professional Service Tools Library

This chapter contains information on the Professional Services Tools Library and how it can provide help for users to consolidate and change critical data - quickly and accurately. Users can purchase tool individually, select any three tools or purchase the entire library.

Main Topics

• Financial Series Tools

• Purchase Series Tools

• Sales Series Tools

• Payroll Series Tools

• Inventory Tools

• System tools

• Tools Available Separately

• Related Service Offerings

After completing this chapter, students should be able to:

• Understand the tools that are available in the Professional Service Tools Library and how they can be used in your organization