Public Sector Procurement and Payables in Microsoft Dynamics AX 2012 Course 80415A: 3 Days; Instructor-Led

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1 Public Sector Procurement and Payables in Microsoft Dynamics AX 2012 Course 80415A: 3 Days; Instructor-Led About this Course This course provides insight and guidance to procurement and sourcing features along with Accounts Payable features in Microsoft Dynamics AX that are often used by public sector organizations as they request, order and pay for products and services. It also provides information on workflow and the Vendor Portal and Procurement Order Site. Audience Profile This course is intended primarily for partners that sell and implement public sector solutions to customers. It can also be helpful to customers that are already familiar with AX Public Sector financial topics and need to learn about procurement functionality. At Course Completion After completing this course, students will be able to: Understand basic procurement processes for public sector entities Review and set up budget controls for procurement transactions Create purchasing policies for employees Define policy rules to customize the purchasing process Understand basic workflow concepts Set up procurement vendors and complete other related vendor setups Create a procurement category and add attributes to the category Create, publish, and update a catalog Create a request for quotation (RFQ) Create a purchase order from an RFQ Create a RFQ from a purchasing requisition Create a purchase requisition and complete the purchase requisition by approving the document and creating a purchase order Use demand consolidation Create a purchase order, add purchase lines to it, and process a purchase order Create a purchase agreement and identify the four types of commitments that comprise an agreement Use a purchase agreement on a purchase order Identify the available signing limits that can be applied to employees Enter vendor invoices against purchase orders, purchase agreements, and projects Create, send and view notifications on the Vendor Portal View and create purchase requisitions on the Procurement Order Site Order goods and services using the Procurement Order Site Complete year-end activities for procurement Prerequisites Before attending this course, students must have: Completed Course 80219A, Financials I in Microsoft Dynamics AX 2012, or have equivalent knowledge of the financial tasks covered in this course. Completed Course 80220A, Financials II in Microsoft Dynamics AX 2012, or have equivalent knowledge of the financial tasks covered in this course. Completed Course 80338A, Microsoft Dynamics AX 2012 Public Sector - Financials or have equivalent knowledge of the content covered in this course.

2 Course Outline Module 1: Procurement and Accounts Payable Overview This module introduces Procurement and sourcing features along with Accounts Payable features in Microsoft Dynamics AX that are often used by public sector organizations as they request, order and pay for products and services. About the Procurement Process End-To-End Scenario Identify the features that support the procurement process in Microsoft Dynamics AX Understand basic procurement scenarios for public entities Module 2: Procurement and Accounts Payable Setup and Purchasing Policies This module focuses on setting up main accounts, posting definitions, journals, payment terms and other items to make the most of purchasing related features in Microsoft Dynamics AX. Default Ledger Accounts Setup Posting Definitions Setup Journal Setup Bank Setup Accounts Payable Setup Budget Control Purchasing Policies Lab : Create a PO Year-End Posting Definition Lab : Create a Purchasing Policy and Rule Create public sector specific main accounts to support the procurement process Create the posting definitions that will generate summary entries for procurement and payables transactions Review and set up templates for budget and vendor invoice journals Review bank setup and prepare to make payments by check Define payment terms and methods of payment to support paying vendors Review and set up budget controls for procurement transactions Create purchasing policies for your employees Define policy rules to customize the purchasing process Module 3: Workflow This module provides guidance on creating and configuring workflows used for purchasing and procurement related tasks in Microsoft Dynamics AX. About Workflow Procurement Catalog Workflows Purchasing Workflows Vendor Workflows Lab : Create a Purchase Order Approval Workflow

3 Identify the basic features and steps to create and configure a workflow Identify the different workflows available for procurement catalogs Identify the different workflows for purchasing, such as purchase orders and requisitions Identify the different workflows available for vendor related tasks Module 4: Vendors This module discusses what is necessary to track businesses and individuals that you purchase product and services from in Microsoft Dynamics AX. Setup for Vendors Create Vendors Vendor Tasks Evaluate Vendors Vendor Inquiries, Reports, and Notifications Lab : Create a New Vendor Identify categories, codes, and set up parameters for vendors Enter a new vendor record Maintain a vendor's contact, certification, and banking information Review vendor transactions and balances Set up vendor evaluation criteria and enter an evaluation Review vendor records and print reports Send electronic notifications to vendors Module 5: Procurement Categories and Catalogs This module introduces how to create, publish and update a catalog. It also discusses how to manually create a catalog and import catalog data from a vendor. Category Management Catalogs Procurement Catalogs Vendor Catalogs External Catalogs Catalog Comments Category Reports and Inquiries Lab : Create a Category Lab : Create a Catalog Create a category and add attributes to the category Create, publish, and update a catalog Manually create catalogs Import catalog data from a vendor Link to an external catalog hosted by a vendor Approve and reject comments left for products by employees Report information about categories

4 Module 6: Request for Quotation This module discusses a request for quotation (RFQ) and it's role in the purchasing process. It provides guidance on creating RFQ's, and eventually creating a purchase order from an FRQ. Create a Request for Quotation Case Request for Quotation Follow-Up Request for Quotation Replies Accept or Reject RFQ Replies Purchase Order Creation from an RFQ RFQ from a Purchase Requisition Reports and Inquiries Lab : Create an RFQ Create a Request for Quotation Case Select Vendors and Issue the RFQ Create a request for quotation Follow up on a request for quotation Record a reply from a vendor to a request for quotation Accept or reject a vendor's reply to a request for quotation Create a purchase order from an RFQ Create a request for quotation from a purchasing requisition Review requests for quotations in reports and inquiries Module 7: Purchase Requisitions This module discusses how to create a purchase requisition, complete it, and approve it to create a purchase order. Manage Purchase Requisitions Create Purchase Requisitions Complete a Purchase Requisition Follow-Up on Purchase Requisitions Convert Purchase Requisitions to Purchase Orders Demand Consolidations Setup for Purchase Requisitions Purchase Requisition Workflow Lab : Create a Purchase Requisition Review statuses for purchase requisitions Create a purchase requisition Complete a purchase requisition by approving the document and creating a purchase order Follow up on a purchase requisition Convert a purchase requisition to a purchase order Use demand consolidation Review possible setup for purchase requisitions Review the purchase requisition workflow

5 Module 8: Purchase Orders and Vendor Returns This module reviews frequently used forms and list pages for purchase orders. It demonstrates how to create, process and copy purchase orders. It also discusses how to create a credit note for a vendor return. Working with Purchase Orders Set Up Parameters for Purchase Orders Create a Purchase Order Process Purchase Orders Change Management Copy Purchase Orders Purchase Order Tasks Purchase Order Reports and Inquiries Create Vendor Returns Create Vendor Returns for Serialized Items Lab : Create a Purchase Order Lab : Copy a Purchase Order Lab : Create a Vendor Return Identify the frequently used forms and list pages for purchase orders Set up purchase order specific parameters Create a purchase order and add purchase lines to it Process a purchase order Examine the change management process and the related setup Copy a purchase order to create a new one Review additional tasks for purchase orders Review purchase order reports and inquiry forms Use three different methods to create a credit note for a vendor return Return a group of items with multiple serial and batch numbers to a vendor Module 9: Purchase Agreements and Signing Limits This module discusses how to create a purchase agreement. Each of the four types of commitments that comprise an agreement are discussed. It also identifies the available signing limits that can be applied to employees. Create an Agreement Create a Purchase Agreement for a Contract Use Agreements on Purchase Orders Signing Limits Lab : Create a Purchase Agreement for a Discount Lab : Create a Purchase Agreement for a Contract Lab : Create a Purchase Release Order

6 Create a purchase agreement Identify the four types of commitments that comprise an agreement Use a purchase agreement on a purchase order Identify the available signing limits that can be applied to employees Module 10: Vendor Invoices This module discusses entering vendor invoices against purchase orders, purchase agreements and projects. It also discusses the different types of invoice matching, along with a discussion on payment proposals. Various Invoice Types Accounts Payable Daily Procedures Invoice Accounting Inquiry Payment Proposals Lab : Enter an Invoice Against a Purchase Order Enter vendor invoices against purchase orders, purchase agreements, and projects Compare the different types of invoice matching Inquire into the accounting that occurs when an invoice posts Discuss payment proposals Module 11: Vendor Portal and Procurement Order Site This module focuses on the features of the vendor role center, how to order products using the Employee Services site, and features of the Vendor Portal. It also discusses how to view and create purchase requisitions on the Procurement Order site. Vendor Role Center Vendor Profiles Notifications Questionnaires Transactions Vendor Portal Security Roles Procurement Order Site Lab : Add Cues and Links to the Role Center Lab : Add a Contact Identify the features of the Vendor Role Center Maintain business, address, and contact information on the Vendor Portal Create, send and view notifications on the Vendor Portal View and complete questionnaires on the Vendor Portal Describe the transactions that can be viewed or modified in the Vendor Portal Identify the roles available for the Vendor Portal View and create purchase requisitions on the Procurement Order Site View purchase orders, purchase order confirmations, product receipts, and vendor invoices Order goods and services using the Procurement Order Site

7 Module 12: Procurement Year-End Activities This course discusses how to close purchase order encumbrances in the current year, and open in the next fiscal year. It also discusses other possible year-end tasks. Process Purchase Orders at Year End Generate 1099 Forms Lab : Select Purchases Orders at Year End Close purchase order encumbrances in the current year and open the encumbrances in the next fiscal year Identify the year-end 1099 reporting process