This chapter introduces you to the Microsoft Business Solutions - Great Plains Series. Microsoft Great Plains is comprised of modules or applications that work together for accounting and business purposes. These modules are arranged into solutions series with one module acting as the “core” where permanent records are stored. Each module is totally integrated upon installation. System functions, navigation and the extensive help documentation are covered in this chapter.

This chapter explores SmartList, a great inquiry tool that can be used to access data. SmartList uses sets of predefined search criteria or “objects.” The user may create an unlimited number of searches or “views” and save them as “Favorites” in the system. SmartList also allows you to access other Microsoft Great Plains windows related to the data contained in your search. Additionally, data collected using SmartList may be exported to Microsoft Word or Microsoft Excel for further analysis.

This chapter examines how to print reports in Microsoft Great Plains. It defines ways to create report options, print group reports for a specific series or to create combined group reports using data from multiple series. Named Printers functionality provides the ability to designate a printer for specific applications, such as a dedicated printer for payables checks. The Process Monitor displays processes that are occurring in the background on the local workstation or on the server. Since processes may involve several steps, use the Process Detail window to view the steps in detail. The Letter Writing Assistant and its functionality is also discussed in this chapter. Documents may be created in external applications such as Microsoft Word using your Microsoft Great Plains data and then sent to customers, vendors or employees.

This chapter examines the different ways to post transactions in Microsoft Great Plains. Options are available to customize how each series updates the General Ledger and include: post to or through General Ledger, post in detail or in summary, or post based on the account settings. We look at setting up default posting accounts, audit trail codes, and define destinations for printing posting journals.

This chapter examines how to set up companies in Microsoft Great Plains and then define options specific to each company. The company setup windows are used to define company parameters such as company information, Internet information, fiscal periods, account format, credit cards, shipping methods, payment terms and Custom Links. You look at the company reports that are available to create a permanent record of the settings used when the company was set up. Location-specific features such as VAT and GST used in only certain locations are explained.

This chapter examines how to set up tax details and tax schedules to calculate taxes for many types of transactions. We examine the bases upon which taxes are calculated, such as tax included with item price, percent of sale/purchase or percent of another tax detail. Next, we look at the qualifiers and enter the minimum and maximum taxable amounts for a specific detail. Once the tax details have been defined, tax schedules are created to group the tax details together and then assign them to sales or purchase transactions.

Tax Calculation Examples are provided for Receivables, Payables Management, Invoicing, and Sales Order Processing transactions.

The objective of this chapter is to tailor a number of elements in the system to your specific needs, enabling you to work more efficiently. Routines and toolbars can be customized for each of your companies and specific tasks can be added to the Shortcut Bar for each individual user. You discuss creating a routine checklist for standardized procedures that are completed on a routine basis. Another time saving feature, macros, which are automated key stroke commands to perform certain tasks is discussed in this chapter.

This chapter examines how to use business alerts to notify managers and executives whenever “alert” situations are reached. You define these alerts as they relate to your business, such as budgets being exceeded, sales falling below expectations, or if a new employee is added to the system. Activity Tracking allows you to define the types of activities that should be tracked, such as attempts to Login/Logout, Posting activities, or file tracking. Process Server allows you to continue working on other tasks while other process like printing reports or posting can be completed in the background. This allows you to take advantage of directing processes to designated workstations and freeing up resources on the local workstation.

This chapter discusses the key points covered in this course.

This appendix focuses on sales and purchases taxes specific to Canadian businesses. Setting up tax details and tax schedules and calculating taxes on transactions is included in this section. In addition, creating two customer and vendor classes (US and Canada) for each vendor or customer in order to maintain separate sub-ledgers and balance to General Ledger is covered in this section.

Based on country-specific needs, this chapter is optional for classroom presentation.

This appendix contains installation hints and tips. The selections you make during the installation process impact system and company setup options available after installation is complete. Registering your Microsoft Great Plains solution, creating passwords and defining security profiles are also discussed in this section.

This appendix contains short answer and True or False questions that may be used as a review of the information covered in this course and may be used as time permits. Answers to all questions are provided at the end of the section.