Workflow 2.0Microsoft Dynamics GP 2016

Overview

Title Up to Amount

Production Buyer $2,000

Production Senior Buyer $10,000

MRO Buyer $3,500

Capital Equipment Buyer $10,000

Purchasing Agent $10,000

Purchasing Supervisor $25,000

Director Procurement $50,000

VP Operations $50,000 and over

Purchase Order Approvals

Procurement Organizational Chart

VP Procurement

Director of Purchasing

Purchasing Supervisor

Purchasing AgentSpeciality

Commodities

Capital Equipment Buyer

MRO Buyer

Production Senior Buyer

Production Buyer$2,000

$10,000

$3.500

$10,000

$25,000

$50,000

> $50,000

$10,000

The End Result:

Create an electronic approval process to eliminate paper

processing

Expand the approvals process to include notification and

approval by e-mail

Expand the number of approval processes structured in

Great Plains

Microsoft Dynamics GP Response:

Workflow in Microsoft Dynamics GP 10.0: Microsoft Office SharePoint 2007

Business Portal

Workflow in Microsoft Dynamics® GP 2010: Windows SharePoint Services

(WSS) 3.0 and SharePoint Foundation 2010

Microsoft Dynamics GP 2013 R2,: Four workflow types are available:

Purchase Order Approval Purchase Requisition Approval

Payroll Timecard Approval Project Timesheet Approval

Microsoft Dynamics GP 2015 R2, Additional workflow types are available:

Payables Batch General Ledger Batch Receivables Batch

Project Expense Vendors Direct Deposit

Employee Profile Employee Skills & Training

W4

Timeline:

Workflow Reassignment Notifications

Email notifications can be sent to the approver for:

• Delegation

• Escalation

• Alternate Approval

Workflow Condition Management Enhancement

Two new options for what happens when step conditions are not met:

• Continue to next step

• Reject

Microsoft Word template for batch approval.

Batch approvals will have a default Microsoft Word template for the edit

list. This template will be available for general ledger, payables, and

receivables batches. The Word document can be emailed to the approver

for complete information before approving the transaction(s).

Dynamics 2016 Workflow Enhancements

Prerequisite:

Prerequisite:

Workflow Setup

The first step is to go to: Microsoft Dynamics GP--> Tools-->Setup-->System--

>Workflow Setup.

Let’s take a look :

Workflow SetupHere you will setup the email options. You can also enable E-Mail Actions if you would like to allow approval via email.

Outgoing Mail Server (SMTP)

E-Mail Address

Enter the name of the e-mail address for the account. This is the e-mail address that e-mail is sent from.

Display Name

Enter the name to show on e-mail messages sent from this account. The display name is optional. This is the name displayed on

messages sent from this account.

Server Name

Enter the name of the SMTP server the account uses to send e-mail. Typically this is in a format similar to

smtp.<your_company>.com. For help with this, consult your mail administrator.

Port

Enter the port number of the SMTP server for this account. The default port is 25.

This server requires a secure connection (SSL)

Encrypts communication using Secure Sockets Layer.

SMTP Authentication

Windows Authentication using Database Engine service credentials

Connection is made to the SMTP server using the credentials configured for the SQL Server Database Engine service.

Basic Authentication

Specify the user name and password required by the SMTP server.

User Name

View or update the user name that is used to log in to the SMTP server. The user name is required if the SMTP server requires

basic authentication.

Password

Change the password that is used to log in to the SMTP server. The password is required if the SMTP server requires basic

authentication.

Confirm Password

Type the password again to confirm the password. The password is required if the SMTP server requires basic authentication.

Anonymous Authentication

Mail is sent to the SMTP server without login credentials.

Use this option when the SMTP server does not require authentication.

Filling in the Blanks:

Workflow Setup

Once you have email setup, you can also edit the email templates for the

workflow by going to: Microsoft Dynamics GP--> Tools-->Setup-->Company--

>Workflow-->E-mail Message Setup.

Setting Up E-Mail Messages

E-Mail Message Set-Up

Pre-Defined E-mail Messages

Pre-defined PO Approval Message - Body

Pre-defined PO Approval Message - Lines

The workflow calendar allows you to specify your companies work hours, and

holidays. This ensures that the due date/time for workflows do not take into

account non-working hours. You setup the schedule by going to:

Microsoft Dynamics GP--> Tools-->Setup-->Company-->Workflow-->Workflow

Calendar.

Workflow Calendar

Calendar Set-Up

Set the calendar to match the workdays, work hours and holidays for your company for the current year. This calendar is used to calculate the complete-by time for the tasks in the work flow.

It is not required that participants in work flow approvals be Great Plains Users,

only that they be members of the Windows Active Directory to receive, approve /

reject / delegate their task through e-mails. For our PO Approval all participants

are set up as GP Users.

Workflow Users:

Preparing for Creation of a Work Flow:

The Planned Flow:

Workflow Set-Up

You setup the Workflow by going to: Microsoft Dynamics GP--> Tools-->Setup--

>Company-->Workflow-->Workflow Maintenance.

Of Course You Could Set up Shortcuts

Workflow Maintenance

Workflow Name:

Workflow Steps

Great Plains Buyer ID’s

Workflow Steps

Workflow Steps

Workflow Steps

Let’s Try it Out:

Hitting “Submit”

Buyer Bob’s E-Mail Notification

Clicking “Approve”

Bob Checks Back to Verify It has been sent

GotchaGertrude Receives a Notification

Gertrude Decides to Approve In GP

She could have checked the Workflow History

Final Approval Notification

Let’s see what is going on: Smart Lists

Smart List: Work Flow Calendar

42

Smart List: Work Flow E-mail Notifications

Smart List: Work Flow History

Smart List: Work Flow Master

Smart List: Work Flow Steps

Smart List: Work Flow Users

Who Remembers:

Looking at Document Lines

Body

The e-mail looks like:

Workflow 2.0

Overview

Procurement Organizational Chart

The End Result:

Microsoft Great Plains Response:

Timeline:

Dynamics 2016 Workflow Enhancements

Prerequisite: SQL Server Agent

Prerequisite: Web Services for Microsoft Dynamics

Let’s take a look: Getting to Work Flow Set-up

Workflow Setup

Filling in the Blanks:

Setting Up E-Mail Messages - Getting There

E-Mail Message Set-Up

Pre-Defined E-mail Messages

Pre-defined PO Approval Message – Body

Pre-defined PO Approval Message – Lines

Summary - What we discussed:

Workflow Calendar – Getting There

Calendar Set-Up

Workflow Users:

Preparing for Creation of a Work Flow:

Workflow Set-Up – Getting There

Workflow Maintenance

Workflow Name:

Workflow Steps

Great Plains Buyer ID’s

Let’s Try it Out:

Hitting “Submit”

Buyer Bob’s E-Mail Notification

Clicking “Approve”

Bob Checks Back to Verify It has been sent

GotchaGertrude Receives a Notification

Gertrude Decides to Approve In GP

Summary - Continued

Final Approval Notification

Let’s see what is going on: Smart Lists

Smart List: Work Flow Calendar

Smart List: Work Flow E-mail Notifications

Smart List: Work Flow History

Smart List: Work Flow Master

Smart List: Work Flow Steps

Smart List: Work Flow Users

Summary - Continued

• Jerry Jasch will demonstrate creating a PO Requisition Approval Live

Building a Work Flow On The Fly

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Contact CAL:

Call: (860) 485-0910 ext. 3

Email: support@calszone.com

Online: www.calszone.com

Thank you for attending!

Q&A

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