Workflow 2.0 Microsoft Dynamics GP 2016

Overview

Purchase Order Approvals Title Production Buyer Production Senior Buyer MRO Buyer Capital Equipment Buyer Purchasing Agent Purchasing Supervisor Director Procurement VP Operations

Up to Amount $2,000 $10,000 $3,500 $10,000 $10,000 $25,000 $50,000 $50,000 and over

Procurement Organizational Chart VP Procurement

Director of Purchasing

Purchasing Supervisor

Purchasing Agent Speciality Commodities

$10,000

> $50,000

$50,000

$25,000

Capital Equipment Buyer

$10,000

Production Senior Buyer

MRO Buyer

$3.500

Production Buyer

$10,000

$2,000

The End Result:

Microsoft Dynamics GP Response:

 Create an electronic approval process to eliminate paper processing  Expand the approvals process to include notification and approval by e-mail  Expand the number of approval processes structured in Great Plains

Timeline:  Workflow in Microsoft Dynamics GP 10.0:

Microsoft Office SharePoint 2007

Business Portal

 Workflow in Microsoft Dynamics® GP 2010:

Windows SharePoint Services

(WSS) 3.0 and SharePoint Foundation 2010

 Microsoft Dynamics GP 2013 R2,: Four workflow types are available: Purchase Order Approval Purchase Requisition Approval Payroll Timecard Approval Project Timesheet Approval  Microsoft Dynamics GP 2015 R2, Additional workflow types are available: Payables Batch General Ledger Batch Receivables Batch Project Expense Vendors Direct Deposit Employee Profile Employee Skills & Training W4

Dynamics 2016 Workflow Enhancements  Workflow Reassignment Notifications  Email notifications can be sent to the approver for: • Delegation • Escalation • Alternate Approval  Workflow Condition Management Enhancement  Two new options for what happens when step conditions are not met: • Continue to next step • Reject  Microsoft Word template for batch approval.  Batch approvals will have a default Microsoft Word template for the edit list. This template will be available for general ledger, payables, and receivables batches. The Word document can be emailed to the approver for complete information before approving the transaction(s).

Prerequisite:

Prerequisite:

Let’s take a look : Workflow Setup The first step is to go to: Microsoft Dynamics GP--> Tools-->Setup-->System->Workflow Setup.

Workflow Setup Here you will setup the email options. You can also enable E-Mail Actions if you would like to allow approval via email.

Filling in the Blanks: 





Outgoing Mail Server (SMTP)  E-Mail Address Enter the name of the e-mail address for the account. This is the e-mail address that e-mail is sent from.  Display Name Enter the name to show on e-mail messages sent from this account. The display name is optional. This is the name displayed on messages sent from this account.  Server Name Enter the name of the SMTP server the account uses to send e-mail. Typically this is in a format similar to smtp..com. For help with this, consult your mail administrator.  Port Enter the port number of the SMTP server for this account. The default port is 25.  This server requires a secure connection (SSL) Encrypts communication using Secure Sockets Layer. SMTP Authentication  Windows Authentication using Database Engine service credentials Connection is made to the SMTP server using the credentials configured for the SQL Server Database Engine service.  Basic Authentication Specify the user name and password required by the SMTP server.  User Name View or update the user name that is used to log in to the SMTP server. The user name is required if the SMTP server requires basic authentication.  Password Change the password that is used to log in to the SMTP server. The password is required if the SMTP server requires basic authentication.  Confirm Password Type the password again to confirm the password. The password is required if the SMTP server requires basic authentication. Anonymous Authentication Mail is sent to the SMTP server without login credentials. Use this option when the SMTP server does not require authentication.

Workflow Setup

Setting Up E-Mail Messages Once you have email setup, you can also edit the email templates for the workflow by going to: Microsoft Dynamics GP--> Tools-->Setup-->Company->Workflow-->E-mail Message Setup.

E-Mail Message Set-Up

Pre-Defined E-mail Messages

Pre-defined PO Approval Message - Body

Pre-defined PO Approval Message - Lines

Workflow Calendar The workflow calendar allows you to specify your companies work hours, and holidays. This ensures that the due date/time for workflows do not take into account non-working hours. You setup the schedule by going to: Microsoft Dynamics GP--> Tools-->Setup-->Company-->Workflow-->Workflow Calendar.

Calendar Set-Up Set the calendar to match the workdays, work hours and holidays for your company for the current year. This calendar is used to calculate the completeby time for the tasks in the work flow.

Workflow Users: It is not required that participants in work flow approvals be Great Plains Users, only that they be members of the Windows Active Directory to receive, approve / reject / delegate their task through e-mails. For our PO Approval all participants are set up as GP Users.

Preparing for Creation of a Work Flow: The Planned Flow:

Workflow Set-Up You setup the Workflow by going to: Microsoft Dynamics GP--> Tools-->Setup->Company-->Workflow-->Workflow Maintenance.

Of Course You Could Set up Shortcuts

Workflow Maintenance

Workflow Name:

Workflow Steps

Great Plains Buyer ID’s

Workflow Steps

Workflow Steps

Workflow Steps

Let’s Try it Out:

Hitting “Submit”

Buyer Bob’s E-Mail Notification

Clicking “Approve”

Bob Checks Back to Verify It has been sent

GotchaGertrude Receives a Notification

Gertrude Decides to Approve In GP

She could have checked the Workflow History

Final Approval Notification

Let’s see what is going on: Smart Lists

Smart List: Work Flow Calendar

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Smart List: Work Flow E-mail Notifications

Smart List: Work Flow History

Smart List: Work Flow Master

Smart List: Work Flow Steps

Smart List: Work Flow Users

Who Remembers:

Looking at Document Lines

Body

The e-mail looks like:

Summary - What we discussed: Workflow 2.0  Overview  Procurement Organizational Chart  The End Result:  Microsoft Great Plains Response:  Timeline:  Dynamics 2016 Workflow Enhancements  Prerequisite: SQL Server Agent  Prerequisite: Web Services for Microsoft Dynamics  Let’s take a look: Getting to Work Flow Set-up  Workflow Setup  Filling in the Blanks:  Setting Up E-Mail Messages - Getting There  E-Mail Message Set-Up  Pre-Defined E-mail Messages  Pre-defined PO Approval Message – Body  Pre-defined PO Approval Message – Lines

Summary - Continued                

Workflow Calendar – Getting There Calendar Set-Up Workflow Users: Preparing for Creation of a Work Flow: Workflow Set-Up – Getting There Workflow Maintenance Workflow Name: Workflow Steps Great Plains Buyer ID’s Let’s Try it Out: Hitting “Submit” Buyer Bob’s E-Mail Notification Clicking “Approve” Bob Checks Back to Verify It has been sent GotchaGertrude Receives a Notification Gertrude Decides to Approve In GP

Summary - Continued        

Final Approval Notification Let’s see what is going on: Smart Lists Smart List: Work Flow Calendar Smart List: Work Flow E-mail Notifications Smart List: Work Flow History Smart List: Work Flow Master Smart List: Work Flow Steps Smart List: Work Flow Users

Building a Work Flow On The Fly •

Jerry Jasch will demonstrate creating a PO Requisition Approval Live

Q&A Please remember to fill out your evaluation form to assist us in making future events even better! Follow-up forms are available at the back of the room

Contact CAL: Call: (860) 485-0910 ext. 3 Email: [email protected] Online: www.calszone.com

Thank you for attending!

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