RG Connect Innovate. Integrate. Elevate. Working with Custom Workflows in Intacct

Transcription

1 Working with Custom Workflows in Intacct Objectives Explain the difference between Quickstart and custom workflows Describe the advantages of custom workflows Know the best maintenance practices for custom workflows for: Permissions GL impacts 1

2 What re Quickstart Workflows? Quickstart workflows are pre-packaged workflows for Purchasing, Order Entry, and Inventory Control modules When implemented, the transactions are already linked to each other Postings to inventory and accounts payable and receivable subledgers already determined Designed for companies with simple, bythe-book purchasing, sales order, or inventory workflows Types of Workflows Purchasing Inventory Inventory Only Unbilled Non-Inventory Non-Inventory Unbilled Inventory and Non-Inventory Order Entry Non-Inventory Inventory Software with Quotes Software with Revenue Recognition Non-Inventory Inventory and Non-Inventory 2

3 Pictures Speak 1,000 Words Pictures Speak 1,000 Words 3

4 Item Set up Crucial difference: GL mapping is on the Item record itself Limitations of Quickstarts Cannot post transactions to user-defined books, like a Committed Purchases books Cannot segregate transactions to specific user groups Mass updating lots of items can be tricky Cannot simultaneously post a reverse entry Cannot control which documents post to the GL, subledger, or not at all 4

5 With Custom Workflows Can post transactions to user-defined books, like a Committed Purchases books Can segregate transactions to specific user groups Mass updating lots of items is easier Can simultaneously post a reverse entry Can control which documents post to the GL, subledger, or not at all Maintenance: Permissions When creating new users or modifying existing users permissions, consider: Which user type should they be? Are they transacting or approving? Should they be assigned to specific transactions? Should they be restricted to a single entity or not? 5

6 Restrictions based on User type Employee-type users Can see, create, edit, and delete Purchase Requisitions Can only view Sales Quotes Cannot see configuration page Project Manager-type users Can see, create, edit, and delete Purchasing documents Can view Order Entry documents Can approve Purchasing transactions Cannot see configuration page Business-type users have the run of the place Need at least Limited Admin privileges to view and change configurations Permissions based on Roles: Does the user need to view, add, or edit Vendors and items? Should be restricted to Project Managers & Business users Does the user need to view, add, or edit any items under set up lists? Should be restricted to Business users Does the user need to run reports? Can be anybody Does the user need to view, add, edit, or convert any transactions? Should be restricted to Project Managers and Business users 6

7 Restrictions based on transactions Crucially, giving permission to view, add, edit, convert, or delete transactions in Purchasing, Order Entry, or Inventory Control is all or nothing. Consider restricting users in the transaction itself Restricting users by transaction Edit transaction definition Security Configuration tab Restrict access by specific user or by user group 7

8 Restricting users by transaction If restricting users by transactions, have preference for user groups, rather than individual users, to anticipate growth If initially creating user groups, create two: Accounting that has bird s eye view of all transactions Restricted user group Creating User Groups Navigate: Company Set up Lists User Groups Add Create user group then add members oneby-one 8

9 Multi-entity considerations Consider restricting access to transactions by: Making the transaction definition restricted by entity by editing the Security Configuration tab Making the user restricted by entity by editing the User record Or both Maintenance: Items How do Items speak to the General Ledger? Through the Item GL Group intermediary Item Item GL Group General Ledger 9

10 Accessing Item GL Groups Permissions to view, add, edit, or delete is granted via a Role on a module by module basis Should be restricted to Business Users with high level access in your organization Creating one Item GL Group means it s accessible in all three modules (Purchasing, Order Entry, and Inventory Control) Creating Item GL Groups Consider adding new one if adding a new: AP or AR alternative account Inventory account Fixed asset account Cost of goods sold account Revenue account Try not creating these accounts willy-nilly Item GL Group AR Revenue Inventory COGS AP Expense/Fixed Asset 10

11 Consider Other Methods Create Item Groups to use on financial reports Instead of creating GL accounts willy-nilly, create Items willy-nilly and organize them into groups As a group, can be used to filter account groups by Group can be turned into a dimensional structure Use Vendor GL Groups These are specific to Vendors or groups of Vendors Tie Vendors to specific GL mappings Use Customer GL Groups Reporting for Item GL Groups In Custom Report Wizard, there is Item GL Group data source Shows how your Item GL Groups are mapped on a per transaction basis Drawback: Shows transactions by system record number rather than name To see which accounts are affected by a particular transaction: Export workflow for module to XML document via Configuration page Open XML document in Excel Drawback: Shows Item GL Groups by system record number rather than name 11

12 Updates Coming This Month Purchasing: Departmental value approval Delegation of approvals Order Entry: Two new fields in History tab that show you when the document was last printed/ ed and by whom Inventory Control: One-stop warehouse transfer Questions? 12