Dynamics GP Sales Order Processing (SOP) Technical Notes
Microsoft Dynamics GP Sales automation could be achieved in three modules: Sales Order Processing, Invoicing and Receivable Management. SOP is the most powerful, as here you can have reasonable negotiation steps, such as Quotations, then Sales Orders and upon order delivery you may go to the final step, such as Invoice. You can also have Sales Returns, Back Order and Fulfillment Order. And, please know that SOP steps are flexible and it is not really required for each small sale to have each of the steps mentioned above. Before we concentrate on SOP module, lets make comments on RM and Invoicing modules. Invoicing module is more simple, as it only allows you to create Invoices and Returns, it also is linked to Inventory Management module, meaning that you can have multiple item lines in Invoicing (plus fact that it is not part of eConnect SDK makes it very difficult to deploy in eCommerce integrations). Receivable Management module is one step closer to GL, and when you post either SOP or Invoicing documents, they are posted through RM (meaning that these documents are registered in RM tables). RM documents do not have link to Inventory items, each RM Invoice is flat document with one line of description. OK, lets now move to SOP paragraphs:
1. SOP Document Header. Here you select Customer, or Prospect (Quote), and its Bill to and Ship To Address, default Warehouse Site ID (from where your Inventory items will be automatically allocated if Allocation is set to By Line Item in SOP Type definition). Customer PO Number is optional, but often useful. Also, Dynamics GP supports Multicurrency in most of the modules and you can set Currency ID for the SOP Documents
2. SOP Lines. If you are selling merchandise with inventory locations, serial (or lot) numbering, bins tracking, natural choice is to select existing inventory items (or simply scan them directly from barcode scanner or upload them from barcoding batch). If you are selling services, with lines fed from ecommerce service selling website, you can have here lines with so-called non inventory items. In order to enter non inventory item, simply begin writing natural Item Name (which might be your consultant name, for example). If item is not found in Inventory, it is set to non inventory automatically. Then write service description (in Description field) and if you need more room for details, click on Comment Icon on the line level (in comments you can write four lines). Comments will be automatically shown on GP Report Writer based SOP Blank Invoice form (Short, Long, the same is applicable to Quote, Back Order, Sales Order). Now if you are selling lot or serial numbered items, allocated lots and serial numbers will be printed automatically on SOP forms
3. Item Pricing. In Dynamics GP pricing is reasonably flexible and could be altered by Price levels (which could be assigned to the customer, if default price level should be superseded), plus you can use Price Groups for adjusting Standard Prices for items grouped together. There are numerous Dynamics GP ISV addons, where Pricing is more complex. And we should probably mention here, that you can deploy Dynamics GP Business Portal Order Management module, which creates Sales Orders directly in SOP tables, where you can have One Active (and multiple ready for activation) catalog with advanced pricing model (outside of the scope)
4. Document Footer. Here you have Holds (if you plan to use complex approval cycle for Sales process, you can setup holds on SOP Type ID level) . User Defined Fields, if you need them to be entered and available to be printed on SOP documents. Sales Document GL distribution could be also reviewed and modified if desired. Sales Commission could be set to be accrued automatically, we often see that customers have more advanced Sales Commission formulas, which could be realized via Custom Reporting (usually Crystal Reports or SSRS). Trade discount is applicable to each document (however you can also use discount logic and it could be different on each item line. Also, additional "discounting" is available on Customer Payment Apply screen, where you can write off fractions of Sales Invoice - it will be posted on dedicated Write Off GL Account). You can also enter freight and miscellaneous (each could have separate posting account). Tax field, this is very sensitive to the country where you are. In USA we have Sales Tax, in other countries you can have VAT or GST taxes, so please check with your local Dynamics GP Partner
5. Batch Posting Logic. Microsoft Dynamics GP is mid-market Corporate ERP application and it supports both method: individual transaction posting and batch level posting. Batch allows you to implement control over posting to General Ledger, for example you may want your Sales Manager to approve batch of Sales Orders or Invoices (maybe price was over discounted, alternatively it could be done on individual document level via SOP Hold mechanism) and sometimes Accounting clerk to check Batch GL distribution. Batches also could be good instruments for helping your company maintain reasonable and conservative approach in Accounting Accrual Method (or even stick to Cash Accounting method, if you are smaller company where Cash method is allowed by Tax Authorities) - if you do not post SOP Invoices Batch, then your GL doesnt know about Accrued Revenues
6. SOP Modified forms. Usually you modify SOP Blank Invoice form and place your company graphical logo as the minimum. If you maintain multiple companies in your GP system (such as Payroll outsourcing firm, or membership services for multiple clubs), consider saving special invoice forms via Customization Maintenance (export and import customization) and save special invoice form into package and then it will be available for reloading into active Reports.dic
7. Custom SOP Level Reporting. If you are designing Crystal Reports, where you would like to show Sales figures, please do not forget to exclude Voided Documents (as they will be sitting in the same tables: SOP30200 and SOP30300), plus do not forget to count Returns as Negative Sales. Also, in our opinion good hint is the fact that RM level Sales figures may be different, as if you void posted Invoice in RM - it will not be voided automatically in SOP
8. SOP as ecommerce front end. Sales Order Processing module is open to ecommerce programmers via eConnect SDK libraries and code samples in C# and VB.Net. Plus, SOP was historically very popular for unique Great Plains Dexterity customizations and Dynamics GP ISV add-ons: WennSoft, Intellisol
9. Last flint. We expect that some of your questions were not answered, SOP is one of the most popular Great Plains modules, please feel free to call us and address your specific questions with Sales Order Processing module
10. How to get help? Please, feel free to call us: 1-866-528-0577, outside of USA: 1-630-961-5918 or email us help@albaspectrum.com We are very technical and real Dynamics GP Dexterity, SAP Business One SDK and Microsoft CRM programming gurus. We have Great Plains Software Development Factory and could support unlimited Dynamics GP Customization and Programming needs. Plus we speak English, Chinese, Spanish, Portuguese, Russian, and not only as native speaking sales folks, but as real technical consultants. If you prefer skype: albaspectrum
Andrew Karasev, Alba Spectrum , help@albaspectrum.com 1-866-528-0577 http://www.albaspectrum.com Serving ERP and MRP community since 1994, local service in Chicago, Houston, San Diego, Atlanta, Los Angeles. Information portal: http://www.pegasplanet.com We serve you USA and Canada nationwide from our Dynamics GP and SAP Business One call center: California, Illinois, New York, Florida, Minnesota, New Jersey, North and South Carolina, Georgia, Louisiana, Texas, Ontario, Quebec, Washington, Missouri, Iowa, Nebraska, Kansas, Colorado, Nevada, New Mexico, Utah, Arizona, Montana, Oregon, New York, New England. International clients welcome from Australia, New Zealand, Oceania, South Africa, UK, Brazil, Caribbean, Russia, Central America: Mexico, Honduras, Costa Rica, San Salvador, Panama, Nicaragua, Guatemala , South America: Chile, Argentina, Paraguay, Peru, Uruguay, Venezuela, Colombia, Ecuador, Bolivia