Course 80415A:

Public Sector Procurement and Payables in Microsoft Dynamics AX 2012

Length:3 Days
Published:May 24, 2012
Language(s):English, French
Audience(s):Information Workers
Level:200
Technology:Microsoft Dynamics AX 2012
Type:Course
Delivery Method:Instructor-led (classroom)
About this Course
This course provides insight and guidance to procurement and sourcing features along with Accounts Payable features in Microsoft Dynamics AX that are often used by public sector organizations as they request, order and pay for products and services. It also provides information on workflow and the Vendor Portal and Procurement Order Site.
Audience Profile
This course is intended primarily for partners that sell and implement public sector solutions to customers. It can also be helpful to customers that are already familiar with AX Public Sector financial topics and need to learn about procurement functionality.
At Course Completion
After completing this course, students will be able to:
  • Understand basic procurement processes for public sector entities
  • Review and set up budget controls for procurement transactions
  • Create purchasing policies for employees
  • Define policy rules to customize the purchasing process
  • Understand basic workflow concepts
  • Set up procurement vendors and complete other related vendor setups
  • Create a procurement category and add attributes to the category
  • Create, publish, and update a catalog
  • Create a request for quotation (RFQ)
  • Create a purchase order from an RFQ
  • Create a RFQ from a purchasing requisition
  • Create a purchase requisition and complete the purchase requisition by approving the document and creating a purchase order
  • Use demand consolidation
  • Create a purchase order, add purchase lines to it, and process a purchase order
  • Create a purchase agreement and identify the four types of commitments that comprise an agreement
  • Use a purchase agreement on a purchase order
  • Identify the available signing limits that can be applied to employees
  • Enter vendor invoices against purchase orders, purchase agreements, and projects
  • Create, send and view notifications on the Vendor Portal
  • View and create purchase requisitions on the Procurement Order Site
  • Order goods and services using the Procurement Order Site
  • Complete year-end activities for procurement

Course OutlineModule 1: Procurement and Accounts Payable OverviewThis module introduces Procurement and sourcing features along with Accounts Payable features in Microsoft Dynamics AX. that are often used by public sector organizations as they request, order and pay for products and services.Lessons
  • About the Procurement Process
  • End-To-End Scenario
After completing this module, students will be able to:
  • Identify the features that support the procurement process in Microsoft Dynamics AX
  • Understand basic procurement scenarios for public entities
Module 2: Procurement and Accounts Payable Setup and Purchasing PoliciesThis module focuses on setting up main accounts, posting definitions, journals, payment terms and other items to make the most of purchasing related features in Microsoft Dynamics AX.Lessons
  • Default Ledger Accounts Setup
  • Posting Definitions Setup
  • Journal Setup
  • Bank Setup
  • Accounts Payable Setup
  • Budget Control
  • Purchasing Policies
Lab : Create a PO Year-End Posting DefinitionLab : Create a Purchasing Policy and Rule
After completing this module, students will be able to:
  • Create public sector specific main accounts to support the procurement process
  • Create the posting definitions that will generate summary entries for procurement and payables transactions
  • Review and set up templates for budget and vendor invoice journals
  • Review bank setup and prepare to make payments by check
  • Define payment terms and methods of payment to support paying vendors
  • Review and set up budget controls for procurement transactions
  • Create purchasing policies for your employees
  • Define policy rules to customize the purchasing process
Module 3: Workflow
This module provides guidance on creating and configuring workflows used for purchasing and procurement related tasks in Microsoft Dynamics AX.
Lessons
  • About Workflow
  • Procurement Catalog Workflows
  • Purchasing Workflows
  • Vendor Workflows
Lab : Create a Purchase Order Approval Workflow
After completing this module, students will be able to:
  • Identify the basic features and steps to create and configure a workflow
  • Identify the different workflows available for procurement catalogs
  • Identify the different workflows for purchasing, such as purchase orders and requisitions
  • Identify the different workflows available for vendor related tasks
Module 4: Vendors
This module discusses what is necessary to track businesses and individuals that you purchase product and services from in Microsoft Dynamics AX.
Lessons
  • Setup for Vendors
  • Create Vendors
  • Vendor Tasks
  • Evaluate Vendors
  • Vendor Inquiries, Reports, and Notifications
Lab : Create a New Vendor
After completing this module, students will be able to:
  • Identify categories, codes, and set up parameters for vendors
  • Enter a new vendor record
  • Maintain a vendor's contact, certification, and banking information
  • Review vendor transactions and balances
  • Set up vendor evaluation criteria and enter an evaluation
  • Review vendor records and print reports
  • Send electronic notifications to vendors
Module 5: Procurement Categories and Catalogs
This module introduces how to create, publish and update a catalog. It also discusses how to manually create a catalog and import catalog data from a vendor.
Lessons
  • Category Management
  • Catalogs
  • Procurement Catalogs
  • Vendor Catalogs
  • External Catalogs
  • Catalog Comments
  • Category Reports and Inquiries
Lab : Create a CategoryLab : Create a Catalog
After completing this module, students will be able to:
  • Create a category and add attributes to the category
  • Create, publish, and update a catalog
  • Manually create catalogs
  • Import catalog data from a vendor
  • Link to an external catalog hosted by a vendor
  • Approve and reject comments left for products by employees
  • Report information about categories
Module 6: Request for Quotation
This module discusses a request for quotation (RFQ) and it's role in the purchasing process. It provides guidance on creating RFQ's, and eventually creating a purchase order from an FRQ.
Lessons
  • Create a Request for Quotation Case
  • Request for Quotation Follow-Up
  • Request for Quotation Replies
  • Accept or Reject RFQ Replies
  • Purchase Order Creation from an RFQ
  • RFQ from a Purchase Requisition
  • Reports and Inquiries
Lab : Create an RFQ
  • Create a Request for Quotation Case
  • Select Vendors and Issue the RFQ
After completing this module, students will be able to:
  • Create a request for quotation
  • Follow up on a request for quotation
  • Record a reply from a vendor to a request for quotation
  • Accept or reject a vendor's reply to a request for quotation
  • Create a purchase order from an RFQ
  • Create a request for quotation from a purchasing requisition
  • Review requests for quotations in reports and inquiries
Module 7: Purchase Requisitions
This module discusses how to create a purchase requisition, complete it, and approve it to create a purchase order.
Lessons
  • Manage Purchase Requisitions
  • Create Purchase Requisitions
  • Complete a Purchase Requisition
  • Follow-Up on Purchase Requisitions
  • Convert Purchase Requisitions to Purchase Orders
  • Demand Consolidations
  • Setup for Purchase Requisitions
  • Purchase Requisition Workflow
Lab : Create a Purchase Requisition
After completing this module, students will be able to:
  • Review statuses for purchase requisitions
  • Create a purchase requisition
  • Complete a purchase requisition by approving the document and creating a purchase order
  • Follow up on a purchase requisition
  • Convert a purchase requisition to a purchase order
  • Use demand consolidation
  • Review possible setup for purchase requisitions
  • Review the purchase requisition workflow
Module 8: Purchase Orders and Vendor ReturnsThis module reviews frequently used forms and list pages for purchase orders. It demonstrates how to create, process and copy purchase orders. It also discusses how to create a credit note for a vendor return.Lessons
  • Working with Purchase Orders
  • Set Up Parameters for Purchase Orders
  • Create a Purchase Order
  • Process Purchase Orders
  • Change Management
  • Copy Purchase Orders
  • Purchase Order Tasks
  • Purchase Order Reports and Inquiries
  • Create Vendor Returns
  • Create Vendor Returns for Serialized Items
Lab : Create a Purchase OrderLab : Copy a Purchase OrderLab : Create a Vendor Return
After completing this module, students will be able to:
  • Identify the frequently used forms and list pages for purchase orders
  • Set up purchase order specific parameters
  • Create a purchase order and add purchase lines to it
  • Process a purchase order
  • Examine the change management process and the related setup
  • Copy a purchase order to create a new one
  • Review additional tasks for purchase orders
  • Review purchase order reports and inquiry forms
  • Use three different methods to create a credit note for a vendor return
  • Return a group of items with multiple serial and batch numbers to a vendor
Module 9: Purchase Agreements and Signing LimitsThis module discusses how to create a purchase agreement. Each of the four types of commitments that comprise an agreement are discussed. It also identifies the available signing limits that can be applied to employees.Lessons
  • Create an Agreement
  • Create a Purchase Agreement for a Contract
  • Use Agreements on Purchase Orders
  • Signing Limits
Lab : Create a Purchase Agreement for a DiscountLab : Create a Purchase Agreement for a ContractLab : Create a Purchase Release Order
After completing this module, students will be able to:
  • Create a purchase agreement
  • Identify the four types of commitments that comprise an agreement
  • Use a purchase agreement on a purchase order
  • Identify the available signing limits that can be applied to employees
Module 10: Vendor InvoicesThis module discusses entering vendor invoices against purchase orders, purchase agreements and projects. It also discusses the different types of invoice matching, along with a discussion on payment proposals.Lessons
  • Various Invoice Types
  • Accounts Payable Daily Procedures
  • Invoice Accounting Inquiry
  • Payment Proposals
Lab : Enter an Invoice Against a Purchase Order
After completing this module, students will be able to:
  • Enter vendor invoices against purchase orders, purchase agreements, and projects
  • Compare the different types of invoice matching
  • Inquire into the accounting that occurs when an invoice posts
  • Discuss payment proposals
Module 11: Vendor Portal and Procurement Order SiteThis module focuses on the features of the vendor role center, how to order products using the Employee Services site, and features of the Vendor Portal. It also discusses how to view and create purchase requisitions on the Procurement Order site.Lessons
  • Vendor Role Center
  • Vendor Profiles
  • Notifications
  • Questionnaires
  • Transactions
  • Vendor Portal Security Roles
  • Procurement Order Site
Lab : Add Cues and Links to the Role CenterLab : Add a Contact
After completing this module, students will be able to:
  • Identify the features of the Vendor Role Center
  • Maintain business, address, and contact information on the Vendor Portal
  • Create, send and view notifications on the Vendor Portal
  • View and complete questionnaires on the Vendor Portal
  • Describe the transactions that can be viewed or modified in the Vendor Portal
  • Identify the roles available for the Vendor Portal
  • View and create purchase requisitions on the Procurement Order Site
  • View purchase orders, purchase order confirmations, product receipts, and vendor invoices
  • Order goods and services using the Procurement Order Site
Module 12: Procurement Year-End ActivitiesThis course discusses how to close purchase order encumbrances in the current year, and open in the next fiscal year. It also discusses other possible year-end tasks.Lessons
  • Process Purchase Orders at Year End
  • Generate 1099 Forms
Lab : Select Purchases Orders at Year End
After completing this module, students will be able to:
  • Close purchase order encumbrances in the current year and open the encumbrances in the next fiscal year
  • Identify the year-end 1099 reporting process
Before attending this course, students must have:
  • Completed Course 80219A, Financials I in Microsoft Dynamics AX 2012, or have equivalent knowledge of the financial tasks covered in this course.
  • Completed Course 80220A, Financials II in Microsoft Dynamics AX 2012, or have equivalent knowledge of the financial tasks covered in this course.
  • Completed Course 80338A, Microsoft Dynamics AX 2012 Public Sector - Financials or have equivalent knowledge of the content covered in this course.
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