Public Sector. Dynamics 365 for Finance and Operations

Transcription

1 Public Sector This document walks you through an overview of the Public Sector functionality in Microsoft Dynamics 365 for Finance and Operations. Demo script June 2018 Send feedback. Learn more about Finance and Operations. Dynamics 365 for Finance and Operations

2 Public Sector This document walks you through the Public Sector functionality in Microsoft Dynamics 365 for Finance and Operations. The following data packages are required: Public Sector System and Shared, Financials PSUS, and Financial transactions PSUS. The following user is required: Sara. The following legal entity is required: PSUS. As a prerequisite, you must enable workflow processing. You must also complete the prerequisite steps that follow. Activity Steps Screenshot Turn on selfbalancing dimensions for Fund as a prerequisite. 1 Go to General ledger > Chart of accounts > Dimensions > Financial dimensions. 2 Select Fund, and then click Edit. 3 Set the Require the dimension to be balanced option to Yes. Configure budget control as a prerequisite. 4 Open the Budget control configuration page. 5 Select main accounts for budgeting. Select all 6* main accounts except (Depreciation expense). 6 Activate budget control. Update the posting definition for GLALE as a prerequisite. 7 Go to General ledger > Posting setup > Posting definitions. 8 Select GLALE1. 9 Create matching criteria for Balance, Expense, and Revenue. Public Sector 2

3 Activity Steps Screenshot Post transactions from the demo data package as a prerequisite. 10 Go to System administration > Periodic tasks > Batch job ready to post. 11 Click Process documents for each item. Set up procurement items as a prerequisite. 12 Go to Accounts payable > Vendors > All vendors. 13 Rename the Office Supplies vendor CDW. 14 On the General tab, in the Set up group, click Categories. 15 Add the following procurement categories: Computer equipment and accessories Office machines and their supplies and accessories Public Sector 3

4 Activity Steps Screenshot Create an external catalog as a prerequisite. 16 Go to Procurement and sourcing > Catalogs > External catalogs. 17 Click New to create a new external catalog, and then follow these steps: a Name the catalog CDW. b Add an external catalog image. c Select CDW as the vendor account. d On the Procurement category mapping FastTab, add the two procurement categories that you defined earlier. e On the Message format FastTab, paste the contents of the attached file. Procurement message format.txt 18 Activate the external catalog. Optional steps for personalization. 19 Optional: Add images to released products P00001 through P Recommended: Personalize your home page, and hide irrelevant workspaces. 21 Optional: Add Purchase requisitions prepared by me to the Employee self service workspace as a tile that is named My purchase requests. 22 Optional: Add Release approved purchase requisitions to the Purchase order preparation workspace. 23 Optional: Add Purchase orders not sent to the Purchase order preparation workspace. 24 Recommended: Update the Purchase request workflow to add instructions for the submitter. Public Sector 4

5 Requisition Section Demo steps Talking points Create a requisition. 1 Open the Purchase requisitions prepared by me page by using your preferred This is an easy way to track the status of requisitions that you ve created. navigation method. 2 Create a new requisition. Add line items. 3 Add a product. (Select one of the P00001 P00004 products, so that the purchase requisition is linked to a purchase agreement.) 4 Show punch-out to external catalogs. 5 Add a line, and add an attachment (for example, a specification sheet or a quotation) to the line. There are multiple ways to add lines: you can select from an internal catalog, select from an external catalog, or just select a category. If you associated your user ID with Sara, all required financial dimensions will be entered automatically, and you will also receive a budget control warning message, because a budget control threshold is exceeded. (It s better to know when you re almost out of money than when you re already out of money.) If you prefer to suppress these warning messages, you can easily change the budget control threshold by going to Budget control configuration > Define budget control rules and changing the threshold for the Div 151 rule to 100%. Optional: Distribute amounts. 6 Go to Distribute amounts from the Financial tab at the line level to show the default financial dimensions and the ability The default dimensions are determined by who you are and what you re buying. They can be changed or split. to split the cost by amount, percent, or quantity. Submit the requisition. 7 Submit the purchase requisition. It s that easy. Although you can enter lots more information here, this information is all that is required. Public Sector 5

6 Section Demo steps Talking points Review and approve the requisition. 8 Return to and refresh your home page dashboard. The default workflow will assign the item back to you, the admin. 9 Open the workflow item, and review and approve it. Discuss various workflow assignment methods, such as using the managerial hierarchy and signing limits. Here are some items to highlight in the Line details view during review: RFQ requirements (Item section) Purchase agreement (that is, contract) (Details section) Purchase order Section Demo steps Talking points Create a purchase order (PO). Review and confirm the PO. 1 Open the Release approved purchase requisitions page. 2 Select the desired line items, and create a new PO. Select a vendor account if required. 1 Open the Purchase order preparation workspace. Your PO should appear in the Approved list. 2 From the Purchase tab of the Action Pane for the PO, open the View accounting page to showcase encumbrance accounting. The general ledger (GL) entries will show the creation of an encumbrance and the liquidation of the pre-encumbrance that was created when the requisition was approved. 3 Confirm the PO. This is an opportunity to split requests or consolidate them into POs. You can confirm the PO directly from the workspace. However, you might want to open and review certain aspects of it (for example, encumbrance accounting). The PO is now a confirmed, open order, and the encumbrance entries were posted to the GL. Public Sector 6

7 Receiving Section Demo steps Talking points Note Create a receipt. The matching policy on most of your line items will be three-way matching. Therefore, the PO should be received before it s invoiced. 1 Find and open the PO. (For example, use the Find purchase order function in the Purchase order preparation workspace or the Open purchase order list in the Vendor invoice entry workspace.) 2 From the Receive tab of the Action Pane for the PO, generate a product receipt. 3 Enter a product receipt number (that is, a packing slip number). 4 Confirm the line quantities, or adjust them as desired (for example, to record a partial receipt). 5 Click OK to post the receipt. Matching policies can be configured. For example, you might use three-way matching most of the time but skip the receiving step for some service-based items. Note that you can create a short-final receipt by receiving a partial quantity and marking the line Close for receipt. In this way, you can release to the remaining encumbrance balance for an order that will never be fully filled. Invoicing Section Demo steps Talking points Create a vendor invoice. Review and complete the invoice. 1 From the Vendor invoice entry workspace, find the PO by using the Open purchase order list. 2 Click Invoice now to create the invoice. 3 Enter a vendor invoice number, and explain the significance of the various dates. 4 Highlight the match status on the invoice header. 5 Optional: Show the Fixed asset or 1099 section of the Line details view. This is an easy way to find a PO and create the invoice. The Help text appears when you hover over the Posting date or Due date field. Public Sector 7

8 Section Demo steps Talking points Optional: Matching nuance Optional: GL posting Submit and post the invoice. 6 Show the sophistication of three-way matching by demonstrating price tolerances: a Make a small change (less than 3 percent) to the unit price amount. The matching status should still pass. b Make a large change to the unit price amount. The matching status should now fail. c From the Review tab on the Action Pane, go to Matching details. d Show the various amounts/quantities that are being matched, and scroll to the right in the grid to show the various tolerances that have been established. 7 Show the GL impact by going to View accounting from the Financial tab on the Action Pane. 8 Submit the vendor invoice to the workflow. The accounting will show the liquidation of the encumbrance and the expense/ap entries. Note that the vendor invoice workflow is configured for automatic approval. Payments Section Demo steps Talking points Vendor payment workspace 1 Go to the Vendor payment workspace, and create a new vendor pay run. 2 Select the journal name, go to the lines, and create a new payment proposal. 3 Set appropriate parameters for the vendor payment proposal, and then click OK. 4 Review the proposed payments, and then click Create payments. 5 Generate the payments, and select whether to display the document or payment advice. 6 Post the vendor payment journal. Public Sector 8

9 Section Demo steps Talking points View the voucher. 7 Demonstrate pooled cash by going to the voucher. The payment is issued out of the Treasurer s Fund (999). 8 Click All related vouchers to show the full accounting impact of the payment. You should see the liquidation of accounts payable (AP) and a credit to Fund Cash in the operating fund. In the Treasurer s Fund, you will see a credit to Pooled cash and a debit to the appropriate Fund equity account. You will also see a wash through AP. Public Sector 9

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