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Microsoft Dynamic GP 2010 : System and Company Setup (part 6) - Company setup - Shipping Methods, Credit Cards

6/19/2013 3:04:23 AM
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3.7 Shipping Methods

Shipping Methods in Dynamics GP perform two functions:

  • They can be used to determine the tax schedule used for a particular transaction.

  • They can store information to be used internally and communicated to customers or vendors about the method of shipment for a transaction.

To create or modify shipping methods, navigate to Microsoft Dynamics GP | Tools | Setup | Company | Shipping Methods. If you chose Load Shipping Methods and Payment Terms when you were creating your company in Dynamics GP Utilities, you will already have a number of shipping methods available.

To create a new shipping method only a Shipping Method ID and the Shipping Type are required—all other fields are optional and can be left blank. As most reports and windows in Dynamics GP will only show the Shipping Method ID (and not the Description), consider making the ID something descriptive enough and appropriate for users, customers, and vendors to see. The following is an example of a typical Shipping Method Setup window:

If you are planning on storing the Carrier, Contact, and Phone Number and want to make this available to the Dynamics GP users, make sure that the users needing this data have security access to the Shipments Methods Setup window. There are no out-of-the-box reports or inquiry windows that show this information.

Payment Terms

Payment Terms in Dynamics GP help communicate the terms for each transaction to vendors and customers. More importantly, in most cases, they automatically calculate due dates which can save time and effort during transaction entry.

To create or modify payment terms navigate to Microsoft Dynamics GP | Tools | Setup | Company | Payment Terms. If you chose Load Shipping Methods and Payment Terms when you were creating your company in Dynamics GP Utilities, you will already have a number of payment terms available.

To create new payment terms only the Payment Terms ID is required. Entering the Payment Terms ID only will allow the payment terms to be used for informational purposes, but will default the due date of a transaction using these payment terms to the transaction date.

The following are explanations of the fields available for payment terms setup:

Field / Options Explanation
Payment Terms The Payment Terms ID is what will be shown on all transactions, reports, and windows in Dynamics GP. Try to make this something that will be clear to Dynamics GP users, vendors, and customers.
Due Net Days Enter the number of days to add to the invoice date to determine the due date.
  Date Enter the date a payment is due. For example, if the payment is always due on the 20th of the month, enter 20. This will make the due date the 20th of the same month for any transactions entered through and including the 19th of that month, and the 20th of the following month for any transactions entered on the 20th or after.
  EOM This selection will make the due date be the last date of the month of the transaction.
  None Choosing None will make the due date the same as the transaction date.
  Next Month Enter the date of the next month when the payment will be due.
Discount Days Enter the number of days after the invoice date that a discount will be available for.
  Date Enter the date until which a discount will be available.
  EOM This option will allow a discount until the end of the month of the transaction date.
  None Use this option for no discount available.
Discount Type Either a Percent or Amount is possible for the Discount Type.
Calculate Discount On Select all the components of the total that a discount will be calculated on.
Use Customer/Vendor Grace Periods for Date/EOM Payment Terms This option is only available when selecting Date, EOM, or Next Month under Due, and will add the days entered under the customer or vendor setup to the date specified. For example, for terms of EOM 65, you can enter Date and 4 under Due and 60 for the Due Date Grace Period for the vendor or customer with these terms. With this setup, a transaction dated May 5th will calculate the due date as August 4th. This might not always be exact, but it is very close and does not require customization or manual intervention during transaction entry.

The following is an example of how the setup would look for payment terms of 2% 10 days / Net 30 days:

Note that this example only has the Sale/Purchase option checked for the discount calculation, so only the subtotal of the transaction using these payment terms will be used to calculate the discount.

3.8 Credit Cards

Credit Cards in Dynamics GP can be used to record payments to vendors and payments from customers. Often a combination of various options will be needed.

To open the Credit Card Setup window navigate to Microsoft Dynamics GP | Tools | Setup | Company | Credit Cards. Both credit cards accepted from customers and ones used as payment by the company are set up on this window, and one credit card can be setup as both, as illustrated. In this example AMEX is accepted as payment from customers and will go into a General Ledger account. AMEX is also a vendor of the company and is used to pay other vendors:

It is recommended to keep the Card Name short, but as descriptive as possible, so that Dynamics GP users can easily pick the correct credit card from a list of choices when entering transactions. While it is not possible to change Card Names afterwards, it is possible to create additional credit cards as needed and there is no issue with multiple credit cards pointing to the same Vendor ID, Checkbook ID, or Account Number.

If Vendor IDs, Checkbook IDs, or GL accounts are not setup yet, you may want to mark this as a setup task that you need to return to after these other components are in place.

 
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- Microsoft Dynamic GP 2010 : System and Company Setup (part 4) - Company setup - Multicurrency, Taxes
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