Dyanmics GP - Imported Purchase Order Workflow - NextGen

Quadient AP's Purchase Order module allows you to import purchase orders from Dynamics GP. The purchase order and receiving data are imported into Quadient AP from Dynamics GP via SmartSync and can be matched to invoices entered into Quadient AP. To learn more about this process, please reach out to your Customer Success Manager.  

General Overview of Dynamics GP Imported Purchase Order Workflow

Purchase Order

• Quadient AP supports a three-way match with Dynamics GP 
• Imported Purchase Orders sync to Quadyent AP in Purchase Order status
• The following lists must be active in Quadient AP to use the Imported Purchase Order workflow:
  • Currency
  • Unit of Measure
  • Item
  • Warehouse   

• The following lists must be inactive in Quadient AP to use the Imported Purchase Order workflow:

  • Landed Cost

• Any updates to the purchase order in Dynamics GP must be synced to Quadient AP. 

Receiving Data

• The receiving data can be viewed in Quadient AP from within both the purchase order and invoice modules 
• There is no approval workflow for receiving data. Receiving data is automatically linked to the purchase order after syncing 
• The truck icon in Quadient AP indicates there are receivings against the purchase order 

Importing Purchase Orders from Dynamics GP to Quadient AP

In the SmartSync menu in settings, ensure that the PO & Receivings sync from date toggle is enabled. Set the date back as far as needed to sync in the required purchase orders. You can verify the number of purchase orders and receivings synced at the bottom of the sync log. 

Once imported, the purchase orders from Dynamics GP can be differentiated from purchase orders made in Quadient AP by the Imported from ERP banner.

Matching an Imported Purchase Order to an Invoice

In the Invoice module, click on the invoice that you want to match to an imported purchase order. On the Header details, ensure that the vendor is coded to the invoice. Click on the PO dropdown to match the correct purchase order to the invoice.

Once matched, the PO number field will be filled in and the PO Number column will be visible on the line items menu. Click the Adopt from Purchase Order option on the bottom left corner to open the adoption menu.

Adopting Purchase Order Lines to an Invoice

Here you can see what lines have already been invoiced, what lines have been received in Dynamics GP, and how much remains on the purchase order. Select the lines you want to adopt to open the Receivings menu. Select the lines agin, and press Adopt Lines.

You may notice that some lines cannot be adopted to the purchase order. This means the lines are not yet marked as received in Dynamics GP, or the receivings have already been invoiced. 

Actions to take after Matching an Imported Purchase Order to an Invoice

After matching the purchase order to the invoice, the purchase order lines are now visible in the line-item field. Remember to code any additional fields such as Invoice Date, Description, or AP Account as needed. 

Additional information

• Some fields on the receivings line can be edited in Quadient AP. The following fields cannot be edited:
  • Item
  • Unit of Measure
  • Warehouse
  • Quantity 
• Editing the above fields will result in a sync error when exporting the invoice to Dyanamics GP
• Partial invoicing of a receiving line is not supported in Quadient AP
• Line variance or multiple receipts per purchase order are both supported 

If you have any questions or would like to enable this workflow for your company, please reach out to your Customer Success Manager.